Authority File Package

Complete Name Control System for Archival Collections

Professional authority control for persons and organizations based on national and international archival standards. Solve the critical problem of name consistency and disambiguation.

3
Comprehensive Tools
27
Data Fields
40+
Documentation Pages
60+
Examples & Guidelines

The Problem This Solves

The "Sister Mary Catherine" Problem

You have 15 different people in your archives, all called "Sister Mary Catherine." How do you tell them apart? How do researchers find the right one? How do you maintain consistency across thousands of folders?

❌ Before Authority Control

Researcher Experience:

  • Searches for "Sister Mary Catherine"
  • Finds 15 different people with that name
  • Can't tell which is which
  • Misses materials under variant names
  • No biographical context

Archivist Experience:

  • Encounters "Sr. M. Catherine Smith" in one box
  • Finds "Mary Catherine Smith, OSF" in another
  • Sees "Sister Mary Catherine" in a third
  • Are these the same person? No way to know.

✓ After Authority Control

Researcher Experience:

  • Searches for "Sister Mary Catherine"
  • Authority file shows all distinct individuals
  • Each has unique authorized name: Smith, Mary Catherine, OSF
  • All variant names link to authorized form
  • Biographical notes provide context
  • Related materials easily identified

Archivist Experience:

  • Checks authority file
  • Finds existing record: Smith, Mary Catherine, OSF [PERS-042]
  • Uses authorized form consistently
  • Adds any new name variants discovered
  • Links materials to authority record

The Three Files in Your Package

MAIN DATABASE

1. Authority File Persons & Agents

Excel Workbook with 3 Sheets

  • Sheet 1: Authority Records — Main data entry form with example records and color-coded instructions
  • Sheet 2: Naming Guidelines — Comprehensive formatting rules based on LCNAF, RDA, ISAAR(CPF) standards
  • Sheet 3: Quick Reference — One-page summary for daily use

27 fields including: Authorized Name, Birth Name, Religious Name, Dates, Congregation, Variant Names, Biographical Notes, Sources, and more.

Download Excel File →
COMPLETE GUIDE

2. Authority File Documentation

40+ Page Implementation Manual

  • What authority control is and why it matters
  • The "Sister Mary Catherine problem" explained
  • Authorized name format breakdown
  • Field-by-field instructions
  • Date formatting standards
  • Biographical note guidelines
  • Complete workflow documentation
  • Common challenges and solutions
  • Integration with finding aids
  • Professional standards reference
View Documentation →
PRACTICAL TOOL

3. Name Extraction Worksheet

Collection Processing Tool

  • Record names as you encounter them
  • Track source location (box, folder, item)
  • Assess priority for authority record creation
  • Monitor status (pending, in progress, complete)
  • Batch process similar names together
  • Simple data entry form with instructions

Perfect for: Processing collections systematically and capturing names for later authority work.

Download Worksheet →

The Authorized Name Format

For Religious Sisters & Brothers

Standard Format:

Surname, Given Name [Religious Name], Post-Nominals

Correct Examples:

✓ Smith, Mary Catherine, OSF
✓ O'Brien, Margaret Mary, BVM
✓ García, María Teresa, SSND
✓ Murphy, Mary Catherine [Cecilia], BVM

Why This Format?

Surname First

Standard for alphabetizing and searching in catalogs and databases

Religious Name

Name used in religious life (in brackets if different from given name)

Post-Nominals

Identifies congregation (OSF, BVM, SSND, etc.)

Result

Each sister has a unique, findable name that distinguishes her from others

For Organizations & Institutions

Standard Format:

Institution Name (City, State Abbreviation)

Correct Examples:

✓ St. Mary's Academy (Chicago, Ill.)
✓ Mundelein College (Chicago, Ill.)
✓ Mount Carmel Motherhouse (Dubuque, Iowa)

Solving the Duplicate Name Problem

The Challenge

Many religious sisters shared the same religious name:

  • Sister Mary Catherine (appears 15 times)
  • Sister Mary Margaret (appears 12 times)
  • Sister Mary Joseph (appears 20 times)

How do you tell them apart?

The Solution

Use birth surname to distinguish:

Smith, Mary Catherine, OSF [PERS-001]
Jones, Mary Catherine, OSF [PERS-045]
O'Brien, Mary Catherine, BVM [PERS-127]
Murphy, Mary Catherine, BVM [PERS-203]

Each is now unique and findable!

Typical Workflow

Step 1: Encounter a Name

While processing a collection, you see: "Sister Mary Catherine Smith"

Step 2: Check Authority File

Search your authority file: Is there already a record for this person?

Step 3A: If Record Exists

  • Use the authorized form: Smith, Mary Catherine, OSF
  • Add any new name variants you found
  • Note any new biographical details
  • Link your material to authority record [PERS-042]

Step 3B: If New Name

  • Record in Name Extraction Worksheet, OR
  • Create authority record immediately (if high priority)
  • Research biographical information
  • Format authorized name correctly
  • Assign authority ID

Step 4: Use in Finding Aids

  • Folder title: Smith, Mary Catherine, OSF [PERS-042]
  • Create cross-references for all variants
  • Researchers can find via any form of name
  • System links all related materials automatically

Priority System for Name Processing

Priority Criteria Action Timeline
HIGH • Names appearing in 10+ folders/boxes
• Congregation founders and leaders
• Major institution names
• Extensive biographical materials 		Create authority record immediately Same day
MEDIUM • Names appearing 3-9 times
• Important but less frequent
• Secondary leadership roles
• Significant contributors 		Batch process with similar names Within 1 week
LOW • Names appearing 1-2 times
• Mentioned in passing
• Peripheral references
• Minor correspondents 		Create as time permits or on request As needed

Getting Started

Quick Start (30 Minutes)

  1. Read this page (5 minutes)
  2. Open Authority_File_Persons_Agents.xlsx (10 minutes)
    • Review Sheet 3: Quick Reference
    • Look at example records in Sheet 1
  3. Skim Authority_File_Documentation.md (15 minutes)
    • Read "Understanding the Authorized Name Format"
    • Review "The Sister Mary Catherine Problem"

Essential Fields Overview

7 Minimum Required

  • Authority_ID
  • Authorized_Name
  • Name_Type
  • Congregation
  • Status
  • Created_Date
  • Data_Quality

6 Highly Recommended

  • Birth_Name
  • Religious_Name
  • Birth_Date
  • Death_Date
  • Variant_Names
  • Authority_Source

14 Additional Fields

  • Biographical Notes
  • Positions Held
  • Education
  • Ministry Locations
  • Related Names
  • ...and 9 more

Professional Standards

This authority file follows these national and international standards:

LCNAF

Library of Congress Name Authority File

Name formatting conventions and authorized forms

RDA

Resource Description and Access

Descriptive cataloging and authority principles

ISAAR(CPF)

International Standard

Archival authority records for context

EAC-CPF

Encoded Archival Context

XML encoding for machine-readable formats

Frequently Asked Questions

Q: How many names should I include in my authority file?
Start with frequently mentioned names—those appearing in multiple folders or having significant roles. Add others as you process collections. A typical authority file for a religious congregation might contain 200-500 primary names, with 1000+ when including all organizations and related individuals.
Q: What if I can't find a person's birth surname?
Note it as unknown, mark the record "Needs Review" for data quality, and continue research when time permits. Use the religious name as a temporary authorized form: "[Unknown], Mary Catherine, OSF [PERS-042]". Document your research efforts in the notes field.
Q: Do I need to create records for everyone mentioned in the archives?
No. Prioritize: (1) Congregation members first, (2) major institutions, (3) frequently mentioned individuals, (4) others as relevant to your research community. Create records based on frequency of appearance and research value.
Q: How long does it take to create an authority record?
Simple record with known information: 5-10 minutes. Complex research requiring necrology lookup, cross-referencing directories, and verifying dates: 30-60 minutes. Batch processing similar names improves efficiency significantly.
Q: Can I modify the fields in the spreadsheet?
Yes, but keep core fields standard (Authorized Name, Authority ID, Name Type, Dates, Congregation). Add custom fields for congregation-specific needs (e.g., Necrology Page Number, Province, Mission Assignments). The format is designed to be adaptable while maintaining professional standards.
Q: What about privacy for living members?
Use only factual, publicly available information (directories, published materials, congregation websites). Avoid sensitive personal details. For living members, focus on authorized name, congregation, and professional roles rather than extensive biographical details.
Q: How does this integrate with ArchivesSpace or other systems?
The Excel file can be exported as CSV and imported into ArchivesSpace as agent records. The format follows EAC-CPF encoding standards, making it compatible with most archival management systems. See the documentation for specific import instructions.
Q: What if I discover two "different" people are actually the same person?
Merge the records: Keep one authority ID, add all variant names from both records, combine biographical information, note the merger in the record history, and create a redirect from the deprecated ID to the active one.

You're Ready to Start!

You now have a complete, professional authority control system ready for implementation.

This System Will:

✓ Solve the duplicate name problem
✓ Make collections more discoverable
✓ Provide valuable biographical context
✓ Meet professional archival standards
✓ Serve your congregation for generations
✓ Support researchers effectively
Download All Files View Quick Start Guide Read Full Documentation

Start with the Quick Reference sheet and dive in. Good luck! 📚✨