Generate new authority records from name headings

When to generate a new record from a name heading

• No authority record exists for the heading you want to use.
• No authority record exists for a related or similar heading.
• The heading for which you want to create an authority record is used in a bibliographic record that meets NACO criteria for a source record.

Generate a new record from a name heading

OCLC supplies a macro called GenerateAuthorityRecord in a macro book named OCLC to perform this function.

Tips:

• For ease of use, assign a keystroke shortcut or assign a user tool to run the GenerateAuthorityRecord macro. If you assign it, skip steps 2 through 4 in the procedure below and, instead,press the assigned keys or click the assigned user tool button, keystroke, or command.
• Use bibliographic records from your local system. Set up a Z39.50 connection to your local system and retrieve a bibliographic record that has a heading for which you want to create an authority record. When you retrieve a local system record, the client automatically imports it into the client, and you can use the GenerateAuthorityRecord macro on a heading in the record.

You can generate a new record when you are working online or offline. To run the macro to generate a record from a name heading:

1. In a bibliographic record, place the cursor in the heading for which you want to create a record. Valid heading fields for generating a new record include:
   • 100, 110, 111, 130, 240, 440
   • 600, 610, 611, 630, 651
   • 700, 710, 711, 730
   • 800, 810, 811, 830
2. Navigate to Tools > Macros > Manage or press <Ctrl><Alt><Shift><G>.
   Or
   Press the keystrokes you assigned to the macro, or click the assigned user tool you previously assigned to run the GenerateAuthorityRecord macro, and skip to step 5.
3. In the Macros list of the Macros dialog, click the plus sign (+) next to the macro book OCLC to expand the contents of the book.
4. Select GenerateAuthorityRecord, and then click Run. If you are offline and have not defined a MARC organization code, the client gives you a message that you must define a code.
   1. Click OK. The client opens the Tools > Options > General tab automatically.
   2. Under Offline Cataloging, enter your code in the MARC Organization Code field.
   
   The macro:
   • Extracts appropriate elements from the selected field and supplies new tags and subfields or removes them as needed.
   • Rearranges and adds the data from the bibliographic record to a name authority workform in the following order:
     • Fixed field
     • 040 with default MARC organization code
       
       Supplies from the MARC organization code associated with your logon authorization if you are online or from the code you supplied in Tools > Options > General if you are offline, and includes eng in subfield b (e.g., 040 OCoLC b eng c OCoLC).
     • 022 (if any)
     • 1xx
     • 4xx (if any)
     • 642-646 (if any)
     • 670
   • Supplies NEW in the ARN field (the system adds an ARN when the record is added to the LC authority file).
5. Complete the record by adding data. If helpful, you can:
   • Use client editing techniques
   • Apply constant data
   • Insert text strings
   • Use fixed field drop-down lists
   • Look up field descriptions using MARC field Help
6. When you are finished working on the record:
   • To prevent duplicate records: Search the LC authority file again to be sure a record has not been added since you started work on it and then add the new record to the LC authority file
   • Save the record to the online or local file to work on later.
     Or
     Submit the record for peer review.