How to Use This Worksheet
The Name Extraction Worksheet is your daily companion while processing collections. Use it to capture names as you work, then batch-create authority records later.
Record Every Name
As you process collections, record every person and organization name you encounter in materials.
Fill in What You Know
Fill in as much information as you can find at the time. Don't stop to research - keep processing!
Mark Priority
Assign High/Medium/Low priority based on how frequently the name appears in your collections.
Periodic Review
Regularly review your extraction list and batch-create authority records for similar names together.
Mark as Done
Once you've created an authority record, mark the status as "Done" and note the Authority ID.
Typical Workflow Integration
Process Folder
Review folder contents
Spot Name
Encounter a person or organization
Quick Entry
Add to worksheet (30 seconds)
Continue
Keep processing without interruption
Field Descriptions
Each field in the worksheet captures specific information to help you locate names and prepare for authority record creation.
| Field Name | Description | Example |
|---|---|---|
| Source_Collection | Which collection you found the name in | BVM Collection Holy Family Archives |
| Source_Series | Series number or name where found | 003.1 "Individual Sisters Files" S2 - Membership |
| Source_Box | Box number | 42 Box 12 Oversize Box 3 |
| Source_Folder | Folder number or name | Folder 12 "Smith, M.C. Correspondence" F-025 |
| Name_As_Found | EXACT name as written in document - don't edit or standardize yet! | Sister Mary Catherine Smith Sr. M.C. Smith Mary Catherine Smith, OSF |
| Name_Type | Person or Corporate Body | Person Corporate Body |
| Surname | Last name (for persons) | Smith O'Brien García |
| Given_Name | First and middle names | Mary Catherine Margaret Mary Ann Frances |
| Religious_Name | Name used in religious life (may be same as given name) | Mary Catherine Cecilia Francis Xavier |
| Post_Nominals | Religious order abbreviation | OSF BVM RSM SSND |
| Congregation | Full name of religious order or organization | Sisters of St. Francis Sisters of Charity of the Blessed Virgin Mary Sisters of Mercy |
| Approximate_Dates | Any dates you can find - birth, death, active years, "circa" | 1925-2010 active 1950s-1980s circa 1960 d. 2005 |
| Context_Notes | What was the person mentioned for? What were they doing? What role? | Principal of St. Mary School Founded school in 1950 Served as Superior General Taught music |
| Priority | How important/frequent is this name? | High Medium Low |
| Status | Processing status | New In Progress Done [PERS-042] |
Priority System & When to Create Authority Records
Use this priority system to determine when to create full authority records from your extraction worksheet.
🔴 HIGH Priority
Create authority record immediately
Criteria:
- Names appearing 10+ times across collections
- Congregation founders and leaders
- Major institutional names
- People with extensive biographical materials
- Frequent correspondence authors
These names need immediate standardization to ensure consistency.
🟡 MEDIUM Priority
Create during next batch processing session
Criteria:
- Names appearing 3-9 times
- Important but less frequent names
- Secondary leadership roles
- Institutional names of schools/hospitals
- Significant ministry contributors
Process these in batches (e.g., all "Sister Mary" names together).
🟢 LOW Priority
Create as time permits or if requested
Criteria:
- Names appearing 1-2 times
- Mentioned in passing
- Peripheral references
- Minor correspondents
- External contacts
Create only when specifically needed for finding aids or researcher requests.
Time Management Tip
Creating a detailed authority record takes 5-60 minutes depending on research needed. By using the extraction worksheet, you can:
- Capture names in real-time without interrupting processing flow (30 seconds per entry)
- Batch similar names for efficient research (e.g., all OSF sisters together)
- Prioritize your time on names that matter most
- Build gradually rather than trying to do everything at once
Template Preview
Extraction Worksheet Structure
Below is the worksheet format with example entries. Download the Excel template to get started.
| Source_Collection | Source_Series | Source_Box | Source_Folder | Name_As_Found | Name_Type | Surname | Given_Name | Religious_Name | Post_Nominals | Congregation | Approximate_Dates | Context_Notes | Priority | Status |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Which collection | Series number/name | Box number | Folder number/name | Exact name as it appears | Person or Corporate Body | Last name | First/middle name | Name in religious life | OSF, BVM, etc. | Full congregation name | Any dates mentioned | What was person doing/mentioned for? | High/Medium/Low | New/In Progress/Done |
| BVM Collection | 003.1 | 42 | Folder 12 | Sister Mary Catherine Smith | Person | Smith | Mary Catherine | Mary Catherine | OSF | Sisters of St. Francis | 1925-2010 | Principal of St. Mary School | High | New |
| Holy Family | 002.1 | 5 | Founders | Sr. M. Dolores Armer | Person | Armer | Dolores | Mary Dolores | SHF | Sisters of the Holy Family | active 1950s-1980s | Early community historian | High | New |
| Mercy Collection | 004.1 | 15 | St. Agnes School | St. Agnes School, Chicago | Corporate Body | Sisters of Mercy | operated 1920-1975 | Elementary school | Medium | New |
Tips for Effective Name Extraction
Speed is Key
Don't stop to research details. Capture what you see and move on. You'll research more thoroughly when creating the authority record.
Exact Names
Record the name EXACTLY as it appears in the document in the "Name_As_Found" field. Don't standardize yet - that comes later.
Location Matters
Always record where you found the name (collection, series, box, folder). You'll need this for verification and context.
Tally Repeats
If you see the same name multiple times, add tally marks in Context_Notes: "appears 3x in this box" or "mentioned throughout series."
Batch Processing
Group similar names together periodically (e.g., all OSF sisters, all Chicago schools) for efficient authority record creation.
Context Clues
Note what role or activity the person was mentioned for. This context helps with biographical research and disambiguation.
Date Everything
Capture any dates you see, even approximate ones: "circa 1960s," "active 1950-1980," "d. 2005." Every clue helps.
Regular Reviews
Review your extraction list weekly or monthly. Create authority records in batches for efficiency and consistency.
Use Priority Wisely
High priority = immediate attention needed. Medium = batch process soon. Low = create only when needed for specific finding aid.
Pro Tip: The "Sister Mary Catherine" Problem
When you encounter common religious names like "Sister Mary Catherine," be sure to capture:
- Birth surname if visible - this is the key disambiguator
- Post-nominals (OSF, BVM, etc.) - helps narrow down which congregation
- Time period clues - "active in 1950s" tells you when they served
- Location or ministry - "Principal at St. Mary's, Chicago" provides context
These details are CRITICAL for distinguishing between multiple sisters with the same religious name!
Download the Worksheet
Get started with systematic name extraction using our ready-to-use Excel template.
What's Included:
Compatible with Excel 2010+, Google Sheets, and LibreOffice Calc
Integration with Authority File System
The Name Extraction Worksheet is designed to work seamlessly with the complete Authority File system.
Complete Workflow
Extract Names
Use this worksheet while processing
Batch Review
Periodically review your extraction list
Create Records
Transfer to Authority File spreadsheet
Use in Finding Aids
Apply authorized names consistently
Authority File Database
The main Authority File spreadsheet contains 27 fields with complete biographical and administrative data based on professional standards (LCNAF, RDA, ISAAR).
Comprehensive Documentation
40+ page implementation guide covers the "Sister Mary Catherine problem," authorized name formats, field-by-field instructions, and complete workflows.
System Integration
Authority records can be imported into ArchivesSpace, CONTENTdm, PastPerfect, or any system supporting EAC-CPF or CSV import.