General notes

Normalization and alphabetization in the Name Authority File

Records in the Name Authority File are normalized before they are alphabetized. For example, when browsing the NAF the order of name authority records may look incorrectly alphabetized, but this is due to the normalization. When alphabetizing variants (4XXs) in authority records, put them in normalized alphabetical order.

Editing existing name authority records

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400 - When adding variants, justify each one with a 670 and alphabetize the 400s by subfield ‡a. 

If the authority record is not coded for RDA, remember to change the Change Rules byte from c to z and add ‡e rda to the 040 once edits are completed.

Duplicate personal name NARs

Make certain that the records are truly duplicates. Authors may publish under multiple identities (for example, a real name and a pen name).

How to resolve duplicates

1. Select the record to retain. Refer to question #3 of these Library of Congress NARs FAQs for more guidance.
2. Edit the retained record as follows:
   1. Copy the 100 from the obsolete record into a 400 and add ‡w nne. For example, 400 1_ ǂw nne ǂa Díez Alvarez, Luis Gonzalo
   2. Copy over any 400s.
   3. Copy over the 670(s) from the obsolete record. Put these after the existing 670s.
   4. Search OCLC for any other variants (see instructions below) and cite them in a 670, if necessary. Add any additional 400s resulting from the OCLC search, if necessary.
   5. Alphabetize the variants.
   6. Make any other edits as required (for example, remove the 375, code the record for RDA, etc.).
3. Edit the obsolete record as follows:
   1. Add a 667 note with the LCCN of the retained record: 667 _ _ Duplicate; reported for deletion in favor of no2011068177

Once both records have been edited, report the records to NACO. Send an email to naco@loc.gov with the subject "NAR cancellation request" and specify the affected records in the the body of the email:

no2005037530 (Díez Alvarez, Luis Gonzalo) DELETE
no2011068177 (Gonzalo Díez, Luis, 1972-) RETAIN

Creating new personal name authority records

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