Michigan State University

Updating Series Authority Records Exported from the National Authority File (NAF) into Sierra

There are 5 steps to updating classed sep series in Sierra for previously established series authority records:

Retrieve the authority record.

  • Choose the Title index. Type the series title as printed on the volume or as established on the printout of the series authority record.
  • Compare the fields in the authority record with the corresponding information on the source. Compare what appears in the 130 and 643 fields of the SAR with the series title and place and publisher of the series as it appears on the piece. Check that the "Num Sers" fixed field entry reflects the numbering type on the piece. Change if necessary.

 

Check the form of corporate body names or geographic qualifiers in Millennium's authority file.

  • If there is a corporate body name or corporate body name qualifier for a uniform title in the 130 field, or if there is a 410 field, check the form of that corporate body name in the corresponding name authority record (NAR) on Millennium. The form of the corporate body name in the SAR 130 for a uniform title qualifier or the 410 should be identical to that in the NAR 110 field.
  • If there is no NAR on Millennium, check for the NAR on OCLC (or the OCLC printout). If the OCLC NAR has 410 or 510 fields or other useful notes, export the OCLC NAR into Millennium.
  • If the 130 uniform title has a geographic qualifier, check the NAR in Millennium for the correct form of that qualifier. If there is no NAR on Millennium, unless the geographic name is frequently used in Millennium or is a political jurisdiction, the subject authority record does not need to be exported unless bibliographic records have used it.

 

Update the fixed fields.

  • The following are valid values for coding the the fixed fields in the SAR. Some fields should already contain downloaded valid values. Those values that may need to be changed are underlined.

 

Update the variable fields.

  • If the "Num Sers fixed field is "c", add a 641 field with a note "Some items unnumbered"
  • Fill out the series treatment fields:
    • 644 Series analysis practice:
      • 644:: f |5 MiEM644:: p |5 MiEM
      • 644:: n |5 MiEM (Only use if LoM or MSU-CoL has indicated they will analyze and we do not)
    • 645 Series tracing practice:
      • 645:: t |5 MiEM
      • 645:: n |5 MiEM (Only use if LoM or MSU-CoL has indicated they will analyze and we do not)
    • 646 Series classification practice:
      • 646:: s |5 MiEM646:: c |5 MiEM
      • 646:: m|5 MiEM (for series within analyzed series)
    • Add a 690 field with your initials

 

Add tracings.

  • Examine the piece for variations in the series title, subtitle, acronyms, or any other access points and add additional access points not on the piece if you believe they may aid retrieval. Input each in a new 430 field. Remember to change the fixed field "Ref Eval" or "Ref Status" value from "n" to "a" if you add any 4XX or 5XX fields and there previously had not been any.
  • If there is a 530 field in the SAR, check the SAR on Millennium for this earlier or later title and make a "see also" reference from that SAR to the present series title.
  • If the 530 value in the present record is "| w a |", locate the SAR for the earlier title, and if a 530 linking the earlier title to the later title is not present on that record, add a 530 field to that record with "| w b |" and the present title.
  • If the 530 value in the present record is "| w b |", find the SAR for the later title, and if a 530 linking the later titles to the earlier title is not present on that record, add a 530 field to that record with "| w a |" and the present title.
  • If there is a 510 field in the NAR for a corporate body used in the SAR, check Millennium for this earlier or later form of the corporate body name and make a "see also" reference from that NAR to the present NAR.
  • If the 510 value in the present record is "| w a |", find the NAR for this earlier form of the name, and if not already on that record, add a 510 field with "| w b |" and the present form of the name.
  • If the 510 value in the present record is "| w b |", locate the NAR for this later form of the name, and if not already on that record, add a 510 field with "| w a |" and the present form of the name.