Personal name authority files
Standards
CALM’s authority file function is designed to conform to the National Council on Archives’ rules for the formation of names (NCA rules). However, Wellcome uses Resource Description and Access (RDA) for name formation. This standard replaces the Anglo-American Cataloguing Rules (AACR2).
For corporate names this will not be an issue and it will often not be an issue for personal names, since the NCA rules lean heavily on AACR2, but there are three notable differences:
Hyphenated or otherwise compound surnames.
Titles of nobility.
Pre-titles such as “Sir”
For hyphenated/compound surnames, and titles of nobility, please refer to the RDA toolkit for rules and examples. For pre-titles use the NCA form Surname, Pre-title, Forename(s), Dates, as we cannot override the CALM set up.
Field instructions
The authority record has two basic areas: The Identity Area, which generates the authorised form of the name, and the Description Area, which gives background information. It is not necessary to fill in every field in the description area.
Use paragraph tags [<p></p>] to break up large amounts of text.
Code
Comprises the Wellcome NRA code (GB 0120) and a machine-generated unique identifier. The Wellcome code is used to identify the source of the data should it be exported.
Autogenerated field. No input is required from the cataloguer.
AuthorizedFormOfName
An autogenerated field based on the data in the identity area's other fields.
Rules
Where possible try to ensure that the content is compatible with RDA. If necessary, omit information from identity area fields to keep
AuthorizedFormOfNameslimline; enter the additional information lower down the record in the information area.In many cases (usually when the individual has published books or articles) the RDA form will already be available to act as a guide:
If the individual is already represented in the Sierra catalogue, ensure that the name form in this field corresponds to that in Sierra.
If the individual is not represented in the Sierra catalogue, check the Library of Congress authority headings and take this as the approved form. Make sure that the content of the other fields in the identity area is such as to generate this approved form.
If the individual is not represented in Sierra or the Library of Congress authority headings use RDA to work out the approved form of the name and enter data into the identity area fields to generate this form in
AuthorizedFormOfName.
Surname
Rules
Include both elements of a hyphenated or compound surname.
For examples and details on handling different variations (e.g. the handling of foreign names beginning with de, von or van), see the RDA toolkit.
Examples
Hyphenated names: Day-Lewis, Daniel
Surnames with a prefix: Du Maurier, Daphne
European names: Gaulle, Charles, De
Forenames
Rules
If only initials are know, enter these.
Use full stops and spaces between initials
Examples
Auden, W. H. (not Auden, WH or Auden W.H.)
PreTitle
To record honours. Select the appropriate option from the picklist.
Title
To record used titles
Rules
Use sparingly
Do not include Mr, Mrs Dr etc.
DatesofExistence
To record birth and death years if known.
Rules
When only one year is known, enter this only and the authorised form of name will generate appropriately.
If only approximate dates are known, use “” rather c. or fl.
Examples
Only birth year is known: 1932-
Only death year is known: -1948
Gender
Select the appropriate option from the picklist, if known.
Epithet
To enter a description that would help to distinguish the individual from others of a similar name. Used sparingly, mainly when describing an individual not represented in the Library of Congress authority files.
Rules
Include a profession or place qualifier
Can use to record a married woman's maiden name if she is known under both, if it is desired to emphasise a family connection, or to distinguish two women of similar names. Use with "née".
Examples
Fordham; Michael (1905-1995); analytical psychologist
Bryant; Sophia (1850-1922); née Willock
ParallelEntry
To record other forms authorised under RDA in a different language or script system. Rarely used.
OtherFormsOfName
To record other names under which the person was known other than the authorised form. The “A.K.A.” field.
Rules
Can include nicknames, pseudonyms, married names or maiden names.
Only one name per field. Repeat the field as required for each name.
NCACompliant
To tag authority files where the authorised form of the name differs from that which the NCA rules would produce. In most cases, this will be when the surname is hyphenated or otherwise compound.
Rules
Select Yes/No from picklist
DatesAndPlaces
To record birth and death dates, qualifying them with locations.
Examples
Born 1800 London – Died 1875 Lewes
Address
To enter known addresses, and periods of residence there.
Examples
1798-1816 Penton Rise, Pentonville University
1816-1823 travelling and working in Europe
1823-1856 living in London at 14 Bedford Square, practising as a physician at 2 Harley Street.
Nationality
To record nationality.
Rules
Use rather than English or Scottish, and Spanish rather than Catalan or Castilian.
For countries that have subsequently achieved political independence or political union it is legitimate and relevant to use the modern nationality (e.g. “Italian” even when referring to documents created before the creation in 1861 of “Italy” as it known today.)
Activity
To provide biographical information, as you would in the Admin_History field in the main catalogue record.
Relationships
To note significant relationships
Examples
Son of William Wilcox Perrin (1848-1934), Anglican Bishop.
Older brother of Frédéric Cuvier, 1773–1838
After his first wife's death he married Dorothy Anne Fairley, a specialist in human intelligence in 1947.
PublishedWorks
To note significant publications.
OtherInfo
To record any other relevant information.
Use this field very sparingly.
ArchivistNotes
To record the name of the person creating the authority entry, the date done (in format MMM YYYY) and sources used.
Rules
To record the rules under which the authority record was compiled.
Default text sets these out and should not normally require alteration.
Library_of_Congress_identifier
To record a Library of Congress authority record serial number, when one exists.
Creator, Creater, Modifier, Modified
To record the creator and modifier of the records, and the date created and modified
Content is autogenerated. No action by the cataloguer is required.
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