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Proposal Checklists

Geographic Names Proposal Checklist

Created: 31 October 2024
Latest update: 31 October 2024

This checklist was created to account for the common issues in establishing geographic headings in the subject authority file using the MARC field 151. It does not account for all considerations, but focuses on the main attributes of geographic headings of this type. Proposals should be made using the Geographic Heading form in ClassWeb Plus.

Please note: Geographic headings can be complex, as they are represented in both the name and subject authority files and have specific instructions regarding qualification. There are multiple instruction sheets listed throughout this checklist that should be consulted when formulating geographic headings.

Before proceeding, consider the following questions:

  1. Is the place treated as a subject heading (i.e., Group 2) in SHM H405?
    • No: Establish the place in the Name Authority File.
    • Yes: Proceed to question 2.
  2. Is the place treated as a geographic heading (i.e., MARC tag 151) in SHM H405?
    • No: If the place is assigned MARC tag 150, treat it as a topical heading. If the place is assigned MARC tag 110, treat it as a building heading.
    • Yes: Proceed to question 3.
  3. SHM H362, H760, and H790 define free-floating terms and phrases that can be added to an existing name or subject heading of a jurisdiction or geographic feature: Metropolitan Area, Region*, Suburban Area. Can you utilize one of these free-floating terms or phrases?
    • Yes, and base heading is already established: Use the base heading, followed by the appropriate free-floating term or phrase, in the 6XX field of the bibliographic record.
    • Yes, but base heading is not established: Return to step 1 and follow the instructions for establishing the base heading. Once established, use the new base heading, followed by the appropriate free-floating term or phrases, in the 6XX field of the bibliographic record.
    • No: Submit a geographic proposal through SACO.

*Regions that are associated with geographic features, but are well known by alternative names (e.g., Mediterranean Region), regions with unique names (e.g., Four Corners Region), and regions around a corporate body (e.g., Los Angeles International Airport Region), may be established editorially. Regional headings may also be created when needed as the base heading for an additional and longer subject string (e.g., Ural Mountains Region (Russia) $x History $y Revolution, 1917-1921). There are additional reules for regions based on headings for comarcas and non-jurisdictional corporate bodies. See SHM H760, section 1, part e, to determine whether your heading needs to be proposed.

There are a number of instruction sheets for geographic features in the SHM, and the general sheets are referenced in this checklist. Please be aware, there are additional, specific sheets that you may need to consult depending on the type of feature you are proposing:

  • H800 Rivers, Valleys, Watersheds, etc.
  • H807 Islands
  • H1572 Dwellings with Extensive Grounds
  • H1925 Parks, Reserves, National Monuments, etc.
  • H2098 Streets and Roads

There are also multiple instruction sheets with detailed guidance on the qualification of geographic features depending on the place:

  • H928 Congo, section 3. (Congo) as a geographic qualifier
  • H945 Germany, section 4. (Germany) as a geographic qualifer
  • H975 Hawaii, section 2. Geographic qualifiers
  • H978 Hong Kong, section 3. Establishing headings for entities in Hong Kong
  • H980 Jerusalem, Gaza Strip, Golan Heights, West Bank, and Palestine, section 2. Subject headings for entities within Jerusalem, Gaza Strip, Golan Heights, and West Bank
  • H987 Malaysia and Malaya
  • H990 New York (N.Y.), section 2. Geographic qualifier
  • H1023 Soviet Union
  • H1050 Washington (D.C.), section 4. Geographic qualifier

If you are proposing at least 20 headings on a similar theme, or if your proposal changes a base heading that will result in changes to more than 10 headings, you have a project. Contact PTCP for assistance by emailing [email protected].

Please examine your proposal against this checklist before submitting your proposal for review. If you have questions, please consult the SHM first; if you still have questions, please send them to [email protected].

Note: Be careful when copying and pasting into ClassWeb Plus. Always change curly quotation marks (or smart quotes) to straight quotes. Use the dollar sign ($) as a subfield delimiter instead of the double dagger (‡).

 

MARC field  Include/Check for  SHM sheet 
 151  Choose the form of name and include appropriate qualifiers (if needed):
  • Is the proposed heading in the appropriate form and arrangement? See, in particular, SHM H690 sections 3-7.
  • Have you searched against the authority file and geographic databases (GNS, GNIS, etc.) and disambiguated the heading from places with the same name in the same jurisdiction?**
  • Are the places used in the qualifier established in the name or subject authority file? If not, these must also be established before using them in the qualifier.
  • Is the proposed heading (including any qualifier) justified in the 670s?
  H405
 H690
 H810
 451 (UF)  
  • Have you added UFs for appropriate variants found in authoritative geographic databases, the work cataloged, and other cited sources? Exception: You are not obliged to add non-Roman script variants; LC does not.
  • Have you searched all of the UFs against the authority file and geographic databases (GNS, GNIS, etc.) and disambiguated the heading from places with the same name in the same jurisdiction?** Qualifiers may differ between the 151 and 451s, and between 451s, if there is conflict for some variants but not others.
  • Are the places used in the qualifier established in the name or subject authority file? If not, these must also be established to use them in the qualifier.
  • Does the heading type require inverted UFs?
  • Are all non-inverted UFs justified in the 670s?
  • Are UFs alphabetized?
  H373
 H690
 5XX (BT)  
  • Are the BTs and geographic subdivisions established headings? Note that multiple BTs may be needed to complete the hierarchy (add up to three, or use an appropriate broader geographic name as a subdivision).
  • Are all BTs and geographic subdivisions justified in the 670s?
  • Are BTs alphabetized?
  H370
 H375
 H690
 667   
  • If the heading may not be used as a geographic subdivision, such as headings for celestial bodies or a structure in a park or city, add 667 This heading is not valid for use as a geographic subdivision.
  • If the heading is for an undifferentiated geographic name, add 667 Undifferentiated geographic heading. Covers all [type of feature] named [name of feature] in [county].
  H810
 H836
 First 670  It is important to cite sources relevant to your proposal as specified in instruction sheets. The first source cited should always be the work being cataloged:
  • Start with $a Work cat.:
  • $b has information in English that justifies the proposed heading. For geographic names, this should include information about the name and location of the geographic feature.
  • Optionally, include $w with the OCLC record number of the resource cited. Do not include any space between the closing parenthesis and the number, e.g., $w (OCoLC)1234...
  H200
 H202
 H203
 H690
 Other 670s  
  • Use good judgment in providing citations.
  • The location of the place proposed must be explicitly identified and supported by the 670s.
  • Your 670s should not be an exhaustive bibliography of all source considered. Rather, supply enough to justify/define/show usage of the 151, UFs, and BTs.
  • Have you searched the appropriate authoritative database (GNIS for places in the United States, GNS for most foreign names, etc.) and cited the information found?
  • If you are aware of errors in an authoritative database affecting the 1XX and/or UFs, have you cited additional sources justifying your choice of headings?
  • Have you provided enough information about the location of the feature (e.g., coordinates, encompassing jurisdiction, adjoining or related geographic features, etc.) so that reviewers can easily distinguish the feature named in your proposed heading from similarly named geographic features?
  H200
 H202
 H203
 675  If you were unable to find the proposed heading in the appropriate authoritative geographic database (GNIS, GNS, etc.) record that fact here. The $a may be repeated and should be separated by a semicolon, e.g., $a GNS, [dated viewed]; $a Columbia Gaz.  H203
 H690
 781  If the heading may be used as a geographic subdivision, add a 781 using appropriate formatting.   H810
 H836
 952 (Bib. records to be changed)  Note the number of bibliographic records in LC's catalog that will need to be updated as a result of the new proposal. SACO members are encouraged to supply this number, but it is not required.  H200
 952 (Cataloger's comments)  Use this space to alert PTCP to any comments or complexities you would like to share about the proposal. For example, if you are aware of errors in an authoritative database, or omissions of conflicts in authoritative databases, use this space to provide additional details. This is not required.  H200
 Email  Include your email address to receive notifications when the proposal has been scheduled and reviewed. This is not required, but it is the only way to receive notifications.  

**According to LC-PCC-PS 16.2.2.13, "Conflict in place names is not restricted to those already represented in the file against which the searching and cataloging is being done...Search gazetteers, etc., to determine if two or more places within the same jurisdiction have the same name or if two or more places with the same name would bear the same qualifier for the larger place."