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When processing a collection, archivists should not assume that the names in the HOLLIS record for creator or subjects are correct.  Archivists should always do a new search of the NAF to see if a different, or updated, name has been established.  When working in Connexion, you can see that a name is an authorized name if it is highlighted and linked. When working in Alma, you will see a binoculars icon next to the name if it is authorized.  Be sure to double check that common names (such as Jane Smith) are linked to the correct name.  See the below example of a name that is established in NAF.

Example: Connexion

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Example: Alma

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In general, we want to prioritize creating and updating official NAF names for creators (1xx). However, if you feel strongly that a subject name (6xx) should be changed or updated, that work can also happen.  In exceptional cases, we can consider establishing a name in the NAF for a subject name.

Paula maintains a NACO spreadsheet [LINK] for name creation and updates. Archivists can request new NAF names or updated names by using the appropriate tab (“New NARS” or “NARS to update”).  You can also email her directly.

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• If in searching the NAF you find a different or updated version of the name than what is used in our current HOLLIS record, use the new name. Let Paula know if there are additional records in HOLLIS that should be updated.  She will also update any associated finding aids.
• If there is a NAR with an open birth or death date, or error, contact Paula to get the record updated in the NAF or add it to her NACO spreadsheet [link]. If you name does not have any life dates, we cannot add them unless we need to break a conflict with a different NAR.
• If there is no NAR and you believe that the name established in HOLLIS is wrong or inappropriate, you may want to change the name. See below for guidance on how to create names. Let Paula know if there are additional records in HOLLIS that should be updated. She will also update any associated finding aids.

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For guidance on creating personal names, see these helpful instructions on the Harvard Metadata Best Practices Wiki:

https://wikiharvardwiki.harvardatlassian.edunet/confluencewiki/pages/viewpage.action?pageId=22852846158594640