Personal name authority files
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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 () 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.
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.
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.
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 AuthorizedFormOfName slimline; 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 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.
Rules
Include both elements of a hyphenated or compound surname.
Examples
Hyphenated names: Day-Lewis, Daniel
Surnames with a prefix: Du Maurier, Daphne
European names: Gaulle, Charles, De
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.)
To record honours. Select the appropriate option from the picklist.
To record used titles
Rules
Use sparingly
Do not include Mr, Mrs Dr etc.
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
Select the appropriate option from the picklist, if known.
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
To record other forms authorised under RDA in a different language or script system. Rarely used.
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.
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
To record birth and death dates, qualifying them with locations.
Examples
Born 1800 London – Died 1875 Lewes
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.
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.)
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.
To note significant publications.
To record any other relevant information.
Use this field very sparingly.
To record the name of the person creating the authority entry, the date done (in format MMM YYYY) and sources used.
To record the rules under which the authority record was compiled.
Default text sets these out and should not normally require alteration.
To record a Library of Congress authority record serial number, when one exists.
To record the creator and modifier of the records, and the date created and modified
If the individual is not represented in the Sierra catalogue, check the 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.
For examples and details on handling different variations (e.g. the handling of foreign names beginning with de, von or van), see the .
To provide biographical information, as you would in the field in the main catalogue record.