H 835 Geographic Subdivision Information in Name Authority Records

 

BACKGROUND: In February 1999, the Library of Congress began using the 781 field (Subdivision Heading Linking Entry–Geographic Subdivision) in name authority records for geographic name headings that may also be used as geographic subdivisions on a limited basis. This field is used to record the geographic subdivision form in a format this is both eye-readable and manipulable for purposes of machine validation.

 

Prior to February 1999, subdivision treatment decisions for selected geographic name headings that fell outside the scope of the standard rules, or whose geographic status was ambiguous or not readily apparent, were recorded in 667 fields in the name authority records for those entities, as in the following examples:

 

151 ## $a Tahiti

667 ## $a SUBJECT USAGE: As a geographic subdivision, this heading is used indirectly through French Polynesia.

 

151 ## $a Washington (D.C.)

667 ## $a SUBJECT USAGE: As a geographic subdivision, this heading is used directly.

 

Since 1999, the 667 field is also used to record the fact that a geographic name heading is not appropriate for use as a geographic subdivision. Headings for geographic entities within cities that are qualified by the name of the city, such as city sections, districts, neighborhoods, etc., may not be used as geographic subdivisions. For such headings, a 667 field with standard text may be added, as in the following example:

 

151 ## $a Hollywood (Los Angeles, Calif.)

667 ## $a SUBJECT USAGE: This heading is not valid for use as a geographic subdivision.

 

Procedures have not yet been worked out for Library of Congress catalogers to include either a 781 field or a 667 field of the second type in new geographic name authority records. According to instructions in Descriptive Cataloging Manual Z1, NACO catalogers have the option of including 781 fields in new geographic name authority records for jurisdictions that may be used as geographic subdivisions and 667 fields in new geographic name authority records for geographics that are not appropriate for use as geographic subdivisions. They may also add such fields to existing geographic name authority records. In revising an existing name authority record that contains a subject cataloging usage note in a 667 field indicating the proper geographic subdivision form, they may delete the 667 field and replace it with a 781 field.

 

In the future, the Library of Congress may initiate projects to convert geographic subdivision data that remain in 667 fields of existing records to 781 fields; to add 781 fields to other existing geographic name authority records for jurisdictions that may be used as geographic subdivisions; and to add 667 fields to existing geographic name authority records for entities that are not appropriate for use as geographic subdivisions. In the meantime, subject catalogers may request that 781 fields with geographic subdivision data be added to existing name authority records for problematic geographic headings according to the procedures in this instruction sheet. For instructions on including this field in the authority record for a proposed new geographic subject heading, see H 836 and H 200, sec. 11. For instructions on determining the appropriate geographic subdivision, see H 830.

 

The following are examples of geographic subdivision data in 781 fields in a name authority records:

 

151 ## $a France

781 ## $z France

 

151 ## $a Paris (France)

781 ## $z France $z Paris

 

151 ## $a Lycia

781 ## $z Turkey $z Lycia

 

151 ## $a Sydney (N.S.W.)

781 ## $z Australia $z Sydney (N.S.W.)

 

151 ## $a Valenia (Spain : Region)

781 ## $z Spain $z Valencia (Region)