Authority records are controlled reference records that establish the authorized form of names, subjects, and other catalog headings used in bibliographic records. In library systems like Koha, authority records ensure consistency across your entire catalog, making it easier for patrons to find all works by a particular author or on a specific subject.

Why Authority Records Matter

Imagine searching for books by Mark Twain. Without authority control, you might find records under:

  • Twain, Mark
  • Twain, Mark, 1835-1910
  • Clemens, Samuel Langhorne
  • Clemens, Samuel L.
  • Twain, M.

Authority records solve this problem by establishing one authorized heading (e.g., “Twain, Mark, 1835-1910”) and linking all variant forms to it. When properly implemented, a search for any variant automatically retrieves all related works.

Types of Authority Records

1. Personal Names

Individuals as authors, editors, illustrators, performers, etc.

  • Authorized: Shakespeare, William, 1564-1616
  • Variants: Shakespeare, W. Shakspeare, William Shaksper, William

2. Corporate Names

Organizations, institutions, conferences, government bodies

  • Authorized: Library of Congress
  • Variants: LC United States. Library of Congress U.S. Library of Congress

3. Geographic Names

Places used as subjects or subdivisions

  • Authorized: New York (N.Y.)
  • Variants: New York City NYC New York, New York

4. Uniform Titles

Standard forms of work titles when variations exist

  • Authorized: Bible. English. Authorized
  • Variants: King James Version KJV Authorized Version

5. Subject Headings

Topical terms and phrases

  • Authorized: Libraries—Automation
  • Variants: Library automation Automated libraries

6. Series Titles

Names of series that group related works

  • Authorized: Lecture notes in computer science
  • Variants: LNCS Springer lecture notes in computer science

Authority Records in Koha

Koha supports comprehensive authority control through the Authorities module, which stores authority records following the MARC 21 Authority Format.

Key Features:

Authority Types

Koha supports multiple authority frameworks:

  • Personal Names (PERSO_NAME)
  • Corporate Names (CORPO_NAME)
  • Uniform Titles (UNIF_TITLE)
  • Topical Terms (TOPIC_TERM)
  • Geographic Names (GEOGR_NAME)
  • Genre/Form Terms (GENRE/FORM)

Linking to Bibliographic Records

When you link a bibliographic heading to an authority record:

  • The authorized form automatically populates in displays
  • Search results include all works linked to that authority
  • Global updates to authority records cascade to all linked bibs

See and See Also References

Authority records contain:

  • See (4XX) - References from unused forms to the authorized heading
  • See Also (5XX) - References to related authorized headings

Example:

100 1_ $a Clemens, Samuel Langhorne, $d 1835-1910
400 1_ $a Twain, Mark, $d 1835-1910
500 1_ $a Snodgrass, Quintus Curtius, $d 1835-1910 $w r

The Authority Control Workflow

1. Establish Authorized Headings

Determine the correct form based on:

  • National authority files (LC, NACO, VIAF)
  • Cataloging rules (RDA, AACR2)
  • Local policy decisions

2. Create Authority Records

Either:

  • Import authority records from LC or other sources via Z39.50
  • Create original authority records manually
  • Use authority record vendors

Connect bib headings to matching authority records:

  • Automatic linking based on matching algorithms
  • Manual linking during cataloging
  • Batch linking tools

4. Maintain Authority Files

Ongoing maintenance includes:

  • Adding new authorities as needed
  • Updating changed headings
  • Merging duplicate authorities
  • Reviewing unlinked headings

Benefits of Authority Control

1. Improved Search Results

Patrons find all relevant materials in a single search, regardless of variant forms used in source records.

2. Colocation

All works by an author or on a subject appear together in browse lists and search results.

3. Disambiguation

Distinguish between different entities with similar names:

  • Smith, John, 1950- (historian)
  • Smith, John, 1950- (poet)
  • Smith, John, 1972- (software developer)

4. Efficient Cataloging

Catalogers select from established headings rather than creating ad-hoc forms, reducing errors and inconsistency.

5. Global Updates

When an authority heading changes (e.g., a corporate body is renamed), all linked bibliographic records update automatically.

Authority Control Challenges

Backlogs

Many libraries have thousands of unlinked headings that require retrospective authority work.

Resource Intensive

Maintaining authority files requires:

  • Specialized training
  • Ongoing staff time
  • Access to authority sources
  • Regular file maintenance

Complexity

Understanding authority work requires knowledge of:

  • MARC authority format
  • RDA or AACR2 rules
  • Authority file structures
  • Relationship designators

Authority Control in Koha: Practical Tips

1. Enable Authority Linking

Configure Koha system preferences:

  • AutoCreateAuthorities - Auto-create authorities during cataloging
  • BiblioAddsAuthorities - Update authorities from bib records
  • LinkerModule - Choose authority matching algorithm
  • LinkerOptions - Set linking preferences

2. Import Authority Records

Use Z39.50 to download authority records from:

  • Library of Congress Name Authority File (LCNAF)
  • Library of Congress Subject Headings (LCSH)
  • National authority files for your region

3. Run Authority Matching

Use Koha’s batch linking tools to:

  • Link unlinked headings automatically
  • Review suggested matches
  • Process in batches to improve efficiency

4. Train Catalogers

Ensure staff understand:

  • How to search authority records
  • When to create new authorities
  • How to link bibliographic headings
  • When to request authority research

5. Document Local Practices

Create policies for:

  • When to create local authority records
  • How to handle names not in LC files
  • Local subject heading practices
  • Series authority decisions

Authority Record Sources

  • Library of Congress Authorities - Searchable LC authority files
  • VIAF (Virtual International Authority File) - Aggregates authority files worldwide
  • NACO - Name Authority Cooperative Program
  • SACO - Subject Authority Cooperative Program

Koha Authority Resources

Conclusion

Authority records are the invisible infrastructure that makes library catalogs work effectively. While authority control requires investment in training and ongoing maintenance, the payoff is a consistent, searchable catalog that serves patrons well.

Koha’s robust authority management features make it possible to maintain authority control even in resource-constrained environments. Whether you import authority records from national sources or create your own, implementing authority control will significantly improve your catalog’s usability.

Need help implementing authority control in Koha? Our team provides training and consulting for catalog optimization. Contact us to learn more.