PFAN - Rules for contribution

General Rules for Contributions

The file contains two types of records:
1. French Canadiana name authority records, which contain descriptions of persons, families, corporate bodies, geographic entities, works, and expressions, have OCLC record numbers (field 001) begin with the letters "ncf". These records are created and modified by PFAN participants.
2. Canadian Subject Headings (CSH) records, which are used to express and provide access to the subject content of documents about Canada and Canadian subjects. They can be identified by the OCLC control number (field 001) which begins with the letters "cash", and by the code in fields 008/11 (k - Canadiana Subject Headings) and 040 $b (eng). They are not the responsibility of PFAN and can only be changed by LAC staff.
Participating libraries contribute to the file by establishing authorities generated in the course of their cataloguing activities. However, participating libraries are not obligated to establish an authority record for each access point included in a bibliographic record nor all the authority records related to a particular access point except in the following cases:
1. All bodies that are part of an established hierarchy; e.g., when establishing a body that is entered subordinately to its parent body, if a name authority record for the parent body is not present in the authority file, it must be established and contributed as well.
2. All bodies referred through in cross-references; e.g., if an authorized access point is entered independently and a variant access point is given through a higher body, the higher body needs to be represented in the authority file as well; this may mean that the library will need to create an additional name authority record in addition to the one the library needs to use in its catalogue.
3. All personal and corporate names used in see also references (5XXs); e.g., when establishing a name for an author who uses a pseudonym, or an access point representing an earlier or later name of a corporate body, the library will need to connect the access points by means of see-also references. In order to avoid blind references, the participant will need to make sure that the corresponding authorized access point is established.
4. All access points under which preferred titles are established; e.g., if an author-title record with the conventional collective title Works is entered under an author who is not established in the authority file, a name authority record for the author must be contributed as well.
5. Although participating libraries are not required to contribute name-titles authority records, if one is contributed, all eligible elements must be represented in the authority file.
The file does not contain duplicates. Participating libraries must ensure that an authority record does not already exist before creating a new one. Consequently, participating libraries must update an existing authority record rather than create a new one when they wish to include additional information about the entity represented by the record (for example, a birth date).
When an authority contains coding which indicates that it is not RDA compliant (008/10 (Descriptive cataloging rules) containing a value other than z and no 040 $e "rda") is revised, the access points it contains must be revised, if necessary, to comply with RDA and the coding in fields 008 and 040 modified accordingly.
The authorities must be formulated in MARC21 according to RDA and follow the options indicated in the LC-PCC PS, the LAC-BAnQ policy statements and other policies established by the Standards Committee.
A name authority record must contain the following elements:
1. the authorized access point (MARC field 1XX);
2. the sources used to justify the authorized access point, including additions that are part of the authorized access point, variant forms of the access point and certain identification elements (MARC field 670);
3. the cross-references leading to the authorized access point from variant access points (MARC field 4XX) or from related access points (MARC field 5XX) if appropriate.
4. control data and the content designation for proper identification and manipulation of the data.
An authority record may contain :
1. additional information, recorded in fixed fields (008) and in note fields of the authority record (MARC fields 667, 675 ou 678);
2. optional MARC fields such as fields 046 et 3XX;
3. equivalent access points in the MARC 7XX linking fields.
Sources:
- Module 1 -- NACO Foundations (Last update: Apr. 6, 2017)
- Descriptive cataloging manual Z1: Name and series Authority records. Prepared by the Policy and Standards Division, Library of Congress. October 2018.
- NACO Participants' Manual. 3rd Edition. Edited by Patricia Van Ryn and William L. Starck. July 31, 2005
- NACO Program Parameters
Last Update: 2021-06-18
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