Home → Cataloging in NC Cardinal → Authority Records → Introduction and Overview
Last Updated 10/20/2025
An authority record is a tool used by librarians to establish forms of names (for persons, places, meetings, and organizations), titles, subjects, and genres and forms used on bibliographic records. Authority records enable librarians to provide uniform access to materials in library catalogs and to provide clear identification of authors and subject headings. For example, works about "movies," "motion pictures," "cinema," and "films" are all entered under the established subject heading "Motion pictures."
Authority records also provide cross references to lead users to the headings used in the catalog. For example, a search for Snodgrass, Quintus Curtius, 1835-1910 will lead users to the authorized form of heading for Mark Twain, i.e., Twain, Mark, 1835-1910.
Note that authority records do not represent materials in the library's collection, rather they are a tool used by librarians to organize the library catalog and assist users in finding those materials. Users may find helpful information in Library of Congress Authorities, such as an author's middle name or a company name change. Generally speaking, however, Library of Congress Authorities is a service intended for use by technical services librarians and others interested in using LC authority records in their catalogs.
Better researching. Authority control helps researchers understand a specific subject with less wasted effort. A well-designed digital catalog/database enables a researcher to query a few words of an entry to bring up the already established term or phrase, thus improving accuracy and saving time.
Makes searching more predictable. It can be used in conjunction with keyword searching using "and" or "not" or "or" or other Boolean operators on a web browser. It increases chances that a given search will return relevant items.
Consistency of records.
Organization and structure of information.
Efficiency for catalogers. The process of authority control is not only of great help to researchers searching for a particular subject to study, but it can help catalogers organize information as well. Catalogers can use authority records when trying to categorize new items, since they can see which records have already been cataloged and can therefore avoid unnecessary work.
Easier to maintain the catalog. It enables catalogers to detect and correct errors. In some instances, software programs support workers tasked with maintaining the catalog to do ongoing tasks such as automated clean-up. It helps creators and users of metadata.
Fewer errors. It can help catch errors caused by typos or misspellings which can sometimes accumulate over time, sometimes known as "quality drift." For example, machines can catch misspellings such as "Elementary school techers" and "Pumpkilns" which can then be corrected by library staff.
MARC for Authorities is complementary to the MARC structure, but it contains almost completely different content from the MARC used in bibliographic records.
You can find the Library of Congress guidelines here.
Generally, MARC for Authorities Data provides:
fixed fields (which define data types, rules for use, etc.)
0XX control fields (standard numbers, coded data, etc.)
One single main entry field (100, 110, 111, 130, 150, 151, or 155 field). This is the authorized term that should be used in bib records.
4XX synonymous terms fields (contain similar but non-preferred, invalid terms for the main entry)
Creates a “See” reference in Browse linking to the authorized heading
5XX related terms fields (broader, narrower, or related terms to the main entry; each 5XX term will also have its own, separate authority file where it is the main entry).
Do not state “See also” reference in Browse or link to the other authorized heading
6XX notes fields (citations, usage guides, etc.), and
7XX linking fields (machine linking information)
Each field has one or more subfield(s), also defined and in the LoC guidelines
The structure allows for 1st and 2nd indicators, but most fields lack them
In addition to this Knowledge Book, it is strongly recommended that you also refer to the Managing Authorities section of the official Evergreen Documentation.
You can also join the NC Cardinal Authorities Basecamp group by submitting a request to be added here under the "Mailing List" section.