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Best practices/Guidelines

Best practices/Guidelines

  • Repository:

    • Be sure to link to the correct “Repository” name for works owned by Harvard. If you leave out the Repository from the Work, the records will not appear as "owned by Harvard" or "locally owned" in our discovery systems. Refer to the document listing “Repository Names & Contacts” for correct name and ID number.

    • Submit a request to LTS Support prior to changing your repository name in the JSTOR Forum authority record to insure continued functionality in HOLLIS.

  • Names – recommend using LC NAF as preference when creating new names; if name already exists in JSTOR Forum, select Harvard name over ULAN; if only ULAN, may use if matches LC or HOLLIS, if not a match, create a new name.  If name is only in ULAN, ok to use.

  • Controlled vocabulary, including work types, materials and techniques, etc. - preference is to use AAT term.  If no AAT term, use Harvard term, if neither, create a new term from a recognized authority, i.e. AAT, LC, TGM

  • Subject terms - preference is to use AAT term first, if not AAT term, use the Harvard term. If need to add a new term, create from a recognized authority, i.e. AAT, LC, TGM.

    • If existing subject terms include harmful, misrepresentative, euphemistic and offensive language, then additional vocabularies may be consulted and preferred over AAT or LC. See RDVMTG [list of alternative vocabulary sources]

  • Geographic names - preference is to use TGN.  When linking within location, select yes to include coordinates (this option is not available when linking location as subject).