Name

Repeatable

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The name of a person, organization, or event (conference, meeting, etc.) associated with the resource

Table of Contents

  1. Purpose
  2. Guidelines
  3. Subelements
    1. Name Part
    2. Role
    3. Affiliation
  4. Attributes
    1. Type
    2. Authority
    3. Value URI
    4. Primary
  5. See Also

Purpose

  • To record a person, organization, or event associated with the creation or production of a resource

Guidelines

  • Use the Name element only for people, organizations, families, or events associated with the creation or production of the resource or part of the resource
    • When the content of the resource is about or depicts a person, organization, or event, add the name as a Name Subject
  • Use of an authority with a URI is required, if one exists
  • If importing metadata, pay special attention to Name elements to ensure they are consistently imported with the appropriate Role
    • Whether Name elements are imported into MMS from a finding aid depends on the level of description that exists in the Archives Portal
    • If Name elements are missing, it may be helpful to reference the Added Author fields in corresponding library catalog record (linked as Call number from the Archives Portal finding aid)

Subelements

Name Part

Required if Name Element Present

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The individual parsed parts that together make up the full name

Guidelines

  • The Name Part subelement appears as an unlabeled text field in the Name element
  • When adding a new Name element, start by searching within the available controlled vocabularies using the MMS authorities module
    • Select the radio button for Authority data search
    • Click Select from controlled terms to bring up the authorities module
    • Look up the name you wish to add in the search box
      • For personal names, search in indirect order (e.g. “last name, first name”)
    • The order of preference for names are:
      • LC Name Authority File (LCNAF)
      • Virtual International Authority File (VIAF)
      • Free text
    • To verify a result is correct, click the linked Authorized Term to view the corresponding record in the source authority
    • Once you have confirmed the correct result, click the Use this term button
    • Selecting a name from the MMS authorities module automatically populates the Name Part subelement and the Type, Authority, and Value URI attributes
  • If you are not receiving the result you expect by searching the MMS authorities module, try searching the Library of Congress Linked Data Service
  • If you are unable to find a name using the Authority data search, you may add it as free text
    • Select the radio button for Free text
    • If the authority exists in LCNAF but it is not appearing for selection from the MMS authorities module, input the LCNAF label manually
    • If the authority exists in VIAF:
      • Input the name as it has been used in an NYPL catalog record
      • If no NYPL catalog record with that name exists, select and input a name string from VIAF that most closely adheres to LC name formatting guidelines
      • If none of the VIAF labels meet this criteria, construct and input the name according to LC name formatting guidelines
    • If a name does not appear in LC or VIAF, construct and input the name according to LC name formatting guidelines
      • Free text names should not use trailing periods or periods as separators
    • Select the appropriate Type attribute from the dropdown
    • For names from LCNAF and VIAF, select the appropriate Authority from the dropdown, and add a properly formatted Value URI
    • Select the appropriate Role from the dropdown
  • See the following pages for LC name formatting guidelines:

Role

Required if Name Element Present

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Designates the relationship (role) of the entity to the resource described in the record

Guidelines

  • Every Name element requires a Role be selected from the dropdown
  • To include multiple roles for one name, create a new Name element for each Role
  • Use the most precise known Role known (e.g., Author or Addressee rather than the more general role Correspondent)
  • Use Contributor for Name elements where the Role is unknown and/or can not be determined
  • For finding aid imports, ensure that the archives collection creator listed the Archives Portal is present as a Name element with the role Creator

Affiliation

Do Not Use

Attributes

Type

Required if Name Element Present

Guidelines

  • Adding a Name using the authorities module automatically populates Type
  • If you are inputting a name as free text, select the appropriate Type from the dropdown
    • The options are personal, corporate, conference, or family
    • If you are manually entering an authority from LCNAF or VIAF, you can find information about which Type to select on the page for that authority
  • See OCLC Access Points

Authority

Required if Applicable

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The name of an authoritative list of terms for an element whose values are controlled

Guidelines

  • Adding a Name using the authorities module automatically populates Authority
  • If you are inputting a name from LCNAF or VIAF as free text, select the appropriate Authority from the dropdown
    • The options are LC Name Authority File (LCNAF) and Virtual International Authority File (VIAF)
  • If you are inputting a name with no corresponding authority as free text, leave Authority blank

Value URI

Required if Applicable

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When the authoritative list is a linked data vocabulary, @valueURI can point directly to the term

Guidelines

  • Adding a Name using the authorities module automatically populates Value URI
  • If you are inputting a name from LCNAF or VIAF as free text, manually add the Uniform Resource Identifier (URI) to the Value URI field
  • If you are inputting a name with no corresponding authority as free text, leave Value URI blank

Primary

Required if Applicable

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Used for a repeated element to declare that a particular instance of the element is most important

Guidelines

  • If there is more than one Name element, check Primary for the Name that is present in the MARC 100, MARC 110, or MARC 111 field of the associated catalog record
    • Creators of archival collections, when present, only map to MARC 100 or MARC 110 in their associated catalog records
  • If there is no MARC 100, MARC 110, or MARC 111 field in the associated catalog record—or if no associated catalog record exists—checking a Name element as Primary is recommended if applicable, but not required

See Also