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Archival Name Authority in a Library Setting Susan Hamburger, Ph.D.

Archival Name Authority in a Library Setting Susan Hamburger, Ph.D. Manuscripts Cataloging Librarian Penn State University Libraries SAA session #707: Making a Contribution: Archives Catalogers ’ Participation in NACO and SACO August 20, 2005. Background. Archivist and Librarian

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Archival Name Authority in a Library Setting Susan Hamburger, Ph.D.

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  1. Archival Name Authority in a Library Setting Susan Hamburger, Ph.D. Manuscripts Cataloging Librarian Penn State University Libraries SAA session #707: Making a Contribution: Archives Catalogers’ Participation in NACO and SACO August 20, 2005

  2. Background • Archivist and Librarian • Catalog archival and manuscript collections • Create name authority headings • Review and approve other catalogers’ name authority headings • Organization • Six format-based teams • Internal review process

  3. Archivist as Reviewer • Name authority and standards proponent • Experience searching Library of Congress Authority File (LCAF) • Natural editor • Understand AACR2 rules • NACO training • Volunteer

  4. The Penn State Experience • Review from email list of Save File numbers • Accept batches of ten names • Reviewing workload • Shared among several staff • Increased as productivity increased • More manuscripts cataloged = more NACO headings created

  5. The Penn State Experience • Maintaining productivity and interest • Additional staff trained • One-on-one consultation • Refresher training • Unmatched headings reports • Outside vendor (OCLC/MARS) • 2 staff (part-time duties) do maintenance

  6. The Penn State Experience • Workflow to creating name authorities • Special Collections staff gives to Manuscripts Cataloger to catalog • Finding aids • Small, foldered collections • Manuscripts Cataloger catalogs from finding aids, boxed collections she processes, and small, foldered collections, and creates authority records • Special Collections Cataloging Team catalogs and create authority records

  7. OCLC Connexion (new) Search in new window while bibliographic record is open Click button “Edit Control Headings Single” Searches LCAF automatically Inserts correct heading OCLC Passport (old) Separate logon to LCAF Search LCAF Cut and paste heading The Penn State Experience

  8. Connexion (new) Creating LCAF Put cursor on 1xx Click on Tools – Macros – Manage – OCLC – Generate Authority Record - Run Imports name and title Finish manually Passport (old) Creating LCAF Set up macro to import name and title Finish manually The Penn State Experience

  9. The Penn State Experience • Authority records • Decision to create • Discretion of each cataloger • No conflict with established heading • Our responsibility for authors we collect and Penn State related names • Likelihood of contributing useful name • For other Penn State collections • For others’ use outside Penn State • Decision not to create • Obscure, minor, local person • Never published anything • No conflict with established heading • No substantive information about him/her

  10. Researching Names • General • Oxford Dictionary of National Biography • American National Biography • Biography and Genealogy Master Index (BGMI) • Encyclopedia Britannica • Who's Whoin . . . • Oxford Guide to . . . • Cambridge Guide to . . . • Literary • Contemporary Authors • Dictionary of Literary Biography

  11. Researching Names Musicians • New Grove Dictionary of Music Online • Artists • Union List of Artists’ Names Onlinehttp://www.getty.edu/research/conducting_research/vocabularies/ulan/ • Dictionary of Art 34 vol. (Gale, 1996) • Bénézit’s Dictionnaire Critique et Documentaire des Peintres, Sculpteurs, Dessinateurs & de Tous les Temps et de Tous le Pays 4th ed. 14 vol. (Paris, 1999) • Artist Biographies Master Index (Gale, 1986)

  12. Researching Names • Architects • Brief Biographies of American Architects Who Died Between 1897 and 1947http://www.sah.org/oldsite06012004/aame/bioint.html • Photographers (from SAA Visual Materials Section Web page <http://www.lib.lsu.edu/SAA/vm_bib.html#hgwpdb>) • Macmillan Biographical Encyclopedia of Photographic Artists & Innovators • International Guide to Nineteenth-Century Photographers and Their Works • Directory of Civil War Photographers (Vols. 1-3)

  13. Researching Names • Local files and county histories • Internet sources • FamilySearch, the Church of Jesus Christ of Latter-day Saints’ online genealogical database <http://www.familysearch.org/Eng/Search/frameset_search.asp> • Google • RootsWeb.com <http://www.rootsweb.com/> • Others’ finding aids (e.g., Columbia University’s <http://www.columbia.edu/cu/libraries/indiv/rare/guides/Appleton/index.html>) • Famous Americans <http://www.famousamericans.net/> • Internet Movie Database <http://www.imdb.com/> • Political Graveyard <http://politicalgraveyard.com/>

  14. Conclusion • Archivists’ relationships with Cataloging • One-stop shopping within Special Collections dept. • Compartmentalized and specialized • Parallel operations between archives and library • Archivists and LCAF • Archival catalogers • Coursework, experience • Collaborative work culture • Inclusiveness • Respect • Sharing research

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