Controlled Name Authority System

Structured Vocabulary Management

A system for managing person and organization names with ID assignment. Type to create controlled vocabulary entries, assign unique identifiers, and maintain consistent naming across all archival materials.

Name Entry Form

💡 Use birth surname to distinguish people with same religious name
Legal name at birth/baptism
Without surname or title
Religious order abbreviation
Use ISO format: YYYY-MM-DD (best) or YYYY only
Leave blank if living or unknown
💡 Include: Sister + name, Sr. + initials, secular forms, informal versions
💡 Include: Education, key roles, leadership positions, publications, historical significance

Current Authority Records

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No authority records yet. Use the form above to create your first record.

Complete Naming Guidelines

Based on professional archival standards: LCNAF, RDA, ISAAR(CPF), and EAC-CPF

These guidelines ensure your authority records meet national and international archival standards for name control and entity description.

Section 1: Religious Sisters/Brothers

Primary Authorized Name Format

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

✓ Smith, Mary Catherine, OSF
✓ O'Brien, Margaret Mary, BVM ← Include apostrophes in surnames
✓ García, María Teresa, SSND ← Preserve diacritical marks
Why this format? Religious name in natural order, post-nominals at end. Birth surname makes each person unique even when religious names are shared.

Additional Name Fields

Field Example Notes
Birth Name Smith, Catherine Marie Legal name at birth/baptism (if different from authorized name)
Religious Name Only Mary Catherine Name used in religious life without surname

Variant Name Forms (Record All Variants Used)

Track how names appear in different documents across time:

Format Example Purpose Historical Context
Sister + Religious Name + Surname Sister Mary Catherine Smith Common historical usage Pre-Vatican II form
Sr. + Initial + Religious + Surname Sr. M. Catherine Smith Abbreviated form Common in mid-20th century
Given Name + Surname + Post-nominals Catherine Smith, OSF Modern secular form Post-Vatican II usage
Religious Name + Surname Mary Catherine Smith Informal usage Without title or post-nominals

Section 2: Corporate Bodies (Institutions, Schools, Organizations)

Primary Format

Institution Name (City, State Abbreviation)

✓ St. Mary's Academy (Chicago, Ill.)
✓ Mundelein College (Chicago, Ill.) ← Even if well-known, add location
✓ Mount Carmel Motherhouse (Dubuque, Iowa) ← Include motherhouses, convents

Special Cases

Historical Name Changes Record all names as variants. Note dates of changes in biographical/historical note.
Departments/Subdivisions Use period to indicate hierarchy: Mount Carmel. Formation House

Section 3: Handling Duplicate Names

Multiple people may share similar names. Use these strategies to distinguish them:

Issue Solution Example
Multiple sisters with same religious name Use birth surname Smith, Mary Catherine, OSF
vs. Jones, Mary Catherine, OSF
Same name in multiple congregations Post-nominals distinguish O'Brien, Mary Margaret, BVM
vs. O'Brien, Mary Margaret, RSM
Uncertainty about identity Add qualifier in parentheses Smith, Mary Catherine (d. 1985)
Common names needing clarification Add birth/death years Murphy, Mary Catherine (1925-2010)

Section 4: Dates and Date Ranges

Use ISO 8601 standard for consistency:

Format Pattern Example When to Use
Full date YYYY-MM-DD 1925-03-15 When exact date known (best practice)
Year only YYYY 1925 When exact date unknown
Approximate circa YYYY circa 1925 Uncertain dates
Before date before YYYY before 1930 Terminus ante quem
After date after YYYY after 1920 Terminus post quem
Date range YYYY-YYYY 1925-1930 Span of time
Active period active YYYY-YYYY active 1950-1975 Period of ministry/activity

Section 5: Post-Nominals (Religious Order Abbreviations)

Common abbreviations used after names:

Abbreviation Full Name Usage Example Notes
BVM Sisters of Charity of the Blessed Virgin Mary Smith, Mary, BVM Always after name
OSF Order of St. Francis Jones, Catherine, OSF Various Franciscan congregations
RSM Religious Sisters of Mercy Murphy, Ann, RSM Common abbreviation
SSND School Sisters of Notre Dame García, María, SSND International order
CSJ Congregation of St. Joseph Williams, Mary, CSJ Multiple CSJ congregations
OP Order of Preachers (Dominicans) Davis, Catherine, OP Dominican Sisters

Section 6: Biographical Notes

Include significant information in biographical notes:

Category Example Purpose
Education PhD in Education, Loyola University Highest degree or significant training
Key Ministries Principal, St. Mary School (1965-1980) Major roles and positions
Leadership Roles Provincial Superior (1975-1981) Congregation administrative positions
Publications Author of "Catholic Education in America" Major scholarly works only
Historical Significance Founded first congregation hospital Notable achievements and legacy

Section 7: Data Quality Levels

Track the reliability of your information:

Level Definition When to Use Action Required
✓ Verified Confirmed from primary sources After checking official records None - ready to use
⏳ Preliminary From secondary sources or initial entry During initial processing Verify against primary sources
❓ Needs Review Uncertain or conflicting information When questions exist Research and resolve conflicts

Section 8: Authority Sources

Prioritize sources by reliability:

Source Type Example Reliability Notes
Necrology records Congregation official death records High Primary source
Congregation directories Annual membership directory 2024 High Official publication
Formation records Entrance/profession registers High Official administrative records
Published biographies Book: "Life of Mother Mary" Medium-High Verify facts
Newspaper obituaries Chicago Tribune, Dec 15, 1985 Medium Confirm dates with official records
Oral history Interview with Sister Mary Smith Medium Document source and date
Website Congregation website biography page Medium Verify with other sources
Undocumented No source identified Low Research needed

Quick Reference Card

For Sisters:

Surname, Given [Religious], Post

For Institutions:

Name (City, State Abbr.)

For Dates:

YYYY-MM-DD (ISO 8601)

Data Storage & Export

✅ Your Data is Automatically Saved

Every time you create or edit an authority record, it's automatically saved to your browser's local storage. This means:

  • Persistent Storage: Your records remain saved even if you close the browser or turn off your computer
  • No Server Required: All data stays on your local machine - nothing is uploaded to the cloud
  • Instant Access: When you return to this page, all your records will still be here
  • Private & Secure: Your data never leaves your computer

📥 Exporting Your Data

Export your authority records at any time in two formats:

CSV Export (Excel-Compatible)

Best for: Opening in Excel, Google Sheets, or importing into other systems

Creates a spreadsheet with all fields in separate columns. Perfect for sharing with colleagues or importing into database systems.

JSON Export (Complete Backup)

Best for: Complete backup, archival purposes, or reimporting later

Includes all data and metadata. Use this format to create backups or transfer records to another computer.

⚠️ Important: Regular Backups Recommended

While browser storage is reliable, we recommend:

  • Export regularly: Download your records as CSV or JSON at the end of each work session
  • Multiple backups: Keep copies in different locations (computer, network drive, cloud storage)
  • Before clearing browser data: Always export first - clearing browser cache/data will delete your records
  • When switching computers: Export from old computer, import on new one

Quick Export Actions