Skip to page content

E Change Requests

Appendix overview

Appendix E describes how to request:

  • Changes to an existing authority record
  • Creation of a completely new authority record

E.1 Changes to Existing Records

When appropriate, OCLC® changes records in the OCLC Authority File. OCLC can correct tagging and typographical errors and add or modify references in name authority records, as well as resolve conflicts and disagreements with the form of heading. OCLC also merges data as appropriate on duplicate authority records before reporting to LC for final processing.

Note: OCLC cannot make changes to subject authority records, that is, any record with LCCN prefix sh or sj.

The OCLC MARC Organization Code OCoLC in subfield ‡d of field 040 identifies OCLC-modified records.

Report these problems

  • Coding and input errors. Examples are topical term headings coded 100, omission of subfield codes, typographical errors in explanatory text.
  • Duplicate authority records. Duplicate records are two or more records (with different control numbers in field 010) for the same heading.  Do not report reference records as duplicate records (in a tagged display, reference records are identified by code b or c in fixed field element Auth/Ref).
  • Inconsistencies in the file. For example, two records in a hierarchy for the same author, one record a name only, the other a name-title record with differing forms of name.
  • Records missing from the file.  For example, headings used in full- or core-level LC-MARC AACR2 bibliographic records that are not in the OCLC Authority File.
  • Conflicts.  For example, conflicts between name authority records and subject authority records for the same heading.
  • Lack of references from other form of name.  For example, an author appearing on one item with a given name and on another with that given name abbreviated as an initial.

Do not report as errors

  • Subject headings that exist in WorldCat® records that are outside the scope of the subject authority file (i.e., not represented in the file).
  • Disagreements with spelling, choice of term, and other matters of opinion outside the requirement of cataloging rules.

Changes that require proof

Major change requests require supporting documentation which can either be mailed or faxed. When sending hardcopies be sure to mark the pages clearly as to their location on the item [e.g., title page, jacket, cover page, page preceding preface, etc.]. A copy of the page which shows the date of publication and/or copyright date must be included if a date is not shown on the title page

Examples of changes requiring proof:

  • Changes to the heading except those based on rules only.
  • Addition of linking references (5xx)
  • Merging 2 records with different forms of name where it cannot be readily determined from the records that they are definitely one person.
  • Creation of a new authority record (see section E.2, "Creation of New Records").

Types of proof.

  • The works of the author are proof for establishing the correct form of name.
  • Preferable sources are those where the heading in question is shown on the title page.
  • Reference materials, e.g., national bibliographies, encyclopedias, organization member directories.
  • Websites can be used as proof, in which case the change request can be sent via the Web form and does not need to be mailed or faxed.;

Changes that do not require proof

Simple corrections to authority records do not require supporting documentation and can be submitted via Web form or e-mail. These changes include:

  • Incorrect assignment of tag or indicator values
  • Incorrect or missing subfield codes or fixed field element codes
  • Incorrect use of a field
  • Omission of required record elements or rule-based cross-references
  • Typos in headings or references when the correct form is found in a citation field (670)
  • Typos in citation fields

E.2 Creation of New Records

OCLC creates new name authority records to resolve conflicts, rectify errors, or clarify heading relationships in the database.  OCLC does not act as a cataloging agency for routine creation of headings.

To request the creation of a new authority record, use the Authority File Change Request form and mark the box labeled Other.  Note the nature of your request and supply the following:

  • Main entry, title, and publication date of the work for the heading.
  • Photocopy of title page (or equivalent) and other pertinent information from the item (e.g., birth and death dates, variant forms of name).
  • Citations and photocopies of information from other sources consulted for data about the name, including reference works and phone calls to authors, publishers, or other agencies.
  • Information about previous, pre-AACR2 use of the heading, particularly in LC-MARC bibliographic records (field 040 ‡c DLC).

E.3 Form and instructions

Change Request form

To request changes, copy and complete the Authority File Change Request form provided at the end of this appendix.   You may also obtain the form online at:
<  http://www.oclc.org/support/forms/pdf/autfil.pdf >

Guide to filling out form. When recording the control number, use LC's control number (field 010, including the prefix). Do not send printouts or photocopies of authority records.  OCLC searches record change requests online before processing. Requests not requiring proof can be:

OCLC cannot respond to every request it receives but will make every effort to assist its members with problems. If you need the answer to a question, please include your name, your library's OCLC symbol, and your e-mail address on the form.

Note: OCLC reserves the right to process authority change requests at its discretion.

Reporting methods

You may report errors using any of these methods:

  • E-mail authority change requests not requiring proof to: authfile@oclc.org
  • Fax requests toll-free to: 1-866-709-6252
  • OCLC Web site: < https://www3.oclc.org/app/authrec/ >
  • Mail paper change requests to:
  OCLC Online Computer Library Center
  WorldCat Content Management
  Quality Control Section MC745
  6565 Frantz Road
  Dublin, OH 43017-3395

E.4 Authority File Change Request Form

Authority File Change Request Form