PCC Resources for
SACO Shorts
SACO Shorts are quick tips that cover common proposal problems or frequently asked questions. SACO Shorts are published to SACOLIST on the first and third Mondays of the month and are collected here.
This new initiative for 2025 is led by the Policy, Training, and Cooperative Programs (PTCP) Division and the SACO Volunteer Trainers Group.
- No work cat (common problem)
- Need definition and relationship (common problem)
- No English in work cat (common problem)
- Alphabetize it (common problem)
- Subject Headings Manual search (frequently asked question)
- When to use Wikipedia (frequently asked question)
- Summary of Decisions search (frequently asked question)
- How do I use the 675 field (frequently asked question)
- When to include related terms (RTs) in proposals (common problem)
- Related terms (RTs) are reciprocal (common problem)
- Mixed practices in the subject authority file (common problem)
- PTCP jargon (frequently asked question)
- Off-list changes (frequently asked question)
- Authorization for geographic subdivision (common problem)
- Establishing certain entities in the name or subject authority file (frequently asked question)
- History notes (frequently asked question)
- Introduction to pattern headings (frequently asked question)
No work cat (common problem)
When you propose a new subject heading, make sure you cite the work being cataloged, or work cat, and provide a short statement in English that clearly connects the work cat to the proposed heading. This should be the first citation listed in your proposal.* You should indicate the work being cataloged by including work cat in the 670 subfield a ($a).
When entering a proposal in ClassWeb Plus, a Work cat 670 is automatically supplied as the first 670 field.
Examples
Birds with disabilities
670 $a Work cat: Brave birds, 2024: $b CIP summary (This book includes inspiring stories about birds with disabilities; disabled animal) galley (Disabled birds; Disabilities can affect chickens like Granite and other birds. Some disabilities are present from birth. Others can result from an illness or injury) $w (DLC)2024011149Mark Tanner Sculpture Award
670 $a Work cat: Thinking is making: objects in a space, the Mark Tanner Sculpture Award, 2023: $b cover (20th anniversary of the Mark Tanner Sculpture award. Showcases contemporary British sculpture) $w (UkOxU)991025530935807026To read more about the research required for subject proposals, please see H 202 Authority Research for Subject Heading Proposals.
*If you’re proposing a new heading needed for a reference hierarchy, you do not need to include a work cat. As an example: Pretend you’re proposing a new heading for the Kota Batu archaeological site in Brunei. The heading Brunei--Antiquities would also be needed, since it does not already exist in the subject authority file, and it will be used as a broader term for the archaeological site. You would not need a work cat citation for Brunei--Antiquities in this instance, since the heading is simply needed for the reference hierarchy. (We will discuss broader terms and reference hierarchies in more detail in future SACO Shorts!)
Originally published to SACOLIST on January 6, 2025.
Need definition and relationship (common problem)
When you propose new subject heading, it’s important to define your terms (in the case of conceptual headings) or give a clear description of your terms (for headings like places, families, or people groups). You also need to show the relationship between the thing you’re proposing and the work you’re cataloging: Why is the heading needed for the material in hand?
General practice at the Library of Congress is to assign subject headings that best summarize the overall contents of the material. This roughly translates to topics needing to comprise at least 20% of the work. Make sure you consider this when making a proposal! Even if you can define a term, there may not be a strong enough relationship between the term and the work being cataloged to justify creating a heading.
Examples
Naning War, Malaysia, 1831-1832
670 $a Work cat: Adam, S. Acts of resistance, 2021: $b t.p. (Dol Said and the Naning War) p. 4 of cover (the Naning War began when the British embarked on a military campaign to seize the village of Naning about 30 miles from Malacca in present-day Malaysia and arrest its chief, Dol Said, in 1831; the infamous Naning War sparked off a history of unjust conquest and resistance) $w (OCoLC)1284921524PTCP would consider: What is this thing (a war that began when the British embarked on a military campaign to seize the village of Naning about 30 miles from Malacca in present-day Malaysia and arrest its chief, Dol Said, in 1831) and why is it needed for this book (the title page indicates that the Naning War is a central topic of the work cat and it is actually the subtitle of the book). Result: Approved!
Rivendell (Imaginary place)*
670 $a Work cat: Atlas of Tolkien, 2024: $b page 85 (Rivendell was a refuge of the elves located in eastern Eriador, Middle Earth, and founded in the Second Age)PTCP would consider: What is this thing (an imaginary place created by Tolkien) and why is it needed for this book (unclear—it seems to be an atlas entry, but there’s no indication that this is a central topic of the work cat). Result: Not necessary.
Additional citations can be useful for refining definitions; demonstrating usage of the term; and providing alternate spellings. However, the relationship between the proposed term and the work being cataloged must be clear from your work cat citation.
To read more about the research required for subject proposals, please see H 202 Authority Research for Subject Heading Proposals. Section 1, Citation of sources consulted, part a., General Principles, point (6) Listing sources in 670 or 675 fields, specifically covers providing the definition and the relationship to the work being cataloged. To read more about the principles governing assigning headings, please see H 180 Assigning and Constructing Subject Headings.
*Note: All examples of poorly formed proposals are completely fictional.
Originally published to SACOLIST on January 20, 2025.
No English in work cat (common problem)
When the work being cataloged is in a foreign language, please make sure to provide information in English in the work cat citation. This can be a cataloger supplied translation or summary.
Examples
Hate in art
670 $a Work cat: Popović, Dimitrije, 1951-. Slikarstvo i mržnja, 2022 (translation of title: Painting and hatred): $b page 7 ("Hatred was and remains a particularly inspiring source for the creation of artistic works"), page 10 (Popović was inspired to examine how "hatred was the initial core of the themes that were the subject of artistic works") $w (DLC)2022442728Kinta River (Perak, Malaysia)*
670 $a Work cat: Syazreen Syafiqa Azmi. Jatuhan batuan, 2020: $b summary (Kinta River is the main river that flows through the Kinta Valley area, starting from Mount Korbu in Ulu Kinta, Tanjung Rambutan to Kampung Gajah in the south. The Kinta River meets the Perak River near the Inderasakti Island area which located in the southern part of Kinta area) $w (DLC)2021314357Providing information in English helps the PTCP Division when evaluating proposals. Translating or summarizing your citations in English also means that there is a common language of understanding across subject authority records.
To read more about the research required for subject proposals, please see H 202 Authority Research for Subject Heading Proposals. Section 1, Citation of sources consulted, part a., General Principles, point (6) Listing sources in 670 or 675 fields, specifically mentions the importance of providing information quoted or paraphrased in English.
Originally published to SACOLIST on February 3, 2025.
Alphabetize it (common problem)
When proposing new or changed headings, you may include used for terms (UFs); broader terms (BTs); and related terms (RTs). All of these terms should be alphabetized within their group.
UFs are in 4XX fields and are listed first.
Example
Cyrene (Extinct city)
451 $a Cirene (Extinct city)
451 $w nne $a Cyrene (Ancient city)
451 $a Kyrene (Extinct city)
451 $a Shīrīnī (Extinct city)BTs are in 5XX fields with $w g and should be grouped together and alphabetized next. If you have a mix of MARC tags, you should alphabetize the BTs rather than keeping the tags in numerical order.
Examples
Cyrene (Extinct city)
451 $a Cirene (Extinct city)
451 $w nne $a Cyrene (Ancient city)
451 $a Kyrene (Extinct city)
451 $a Shīrīnī (Extinct city)
550 $w g $a Extinct cities $z Libya
551 $w g $a Libya $x AntiquitiesMonnikerede (Extinct city)
551 $w g $a Belgium $x Antiquities
550 $w g $a Extinct cities $z BelgiumIf you have RTs in your record, they should be alphabetized as a group after any BTs. RTs are also in 5XX fields, but do not have a $w.
Example
Social stability
450 $a Stability, Social 550 $w g $a Social history 550 $w g $a Sociology 550 $a ProgressIf you forget to alphabetize, PTCP will make those corrections for you during our review. However, when you remember to alphabetize, it makes our work easier!
To read more about alphabetization rules in subject proposals, please see H 200 Preparation of Subject Heading Proposals.
Originally published to SACOLIST on February 17, 2025.
Subject Headings Manual search (frequently asked question)
Did you know that you can easily search across Subject Headings Manual (SHM) instruction sheets in ClassWeb Plus? In the ClassWeb Plus Main Menu, scroll down until you see Cataloging Policy Documentation. Click “Menu,” and you’ll be taken to an alphabetical listing of all the documentation available through ClassWeb Plus.
Scroll down until you see Subject Headings Manual. If you know what category of instruction sheet you’d like to search, you can select the category and go directly to the individual document. If you would like to keyword search across all SHM instruction sheets, click “Subject Headings Manual” and enter your query in the “Find” box. You can use quotes to search phrases and Boolean searches. The system will search across the entire manual by default, but you can narrow your focus using the dropdown menu (to the right of the search bar).
Searching across instruction sheets is a great way to ensure that you've found all of the instructions relevant to your particular proposal.
Originally published to SACOLIST on March 3, 2025.
When to use Wikipedia (frequently asked question)
Cataloging Policy Specialists frequently receive questions on whether Wikipedia should be used as a source in 670 notes. It’s difficult to make blanket decisions on Wikipedia–some entries are clearly better than others–but we can provide some general advice:
Wikipedia should never be your only source. Your first source should be your work cat (not Wikipedia), and you should provide evidence from other subject-specific authoritative sources (like Ethnologue for languages or GNS/GNIS for place names) or from general knowledge authoritative sources (like Webster’s online or Encyclopedia Britannica).
If you’ve already cited information from those authoritative sources and the Wikipedia entry adds nothing new to your proposal, don’t include it.
However, if the Wikipedia entry provides an alternative spelling of a name or contains important information that was not listed in any other source, you can include the Wikipedia entry to support your proposal. Again, generally speaking, the Policy, Training, and Cooperative Programs Division has found that Wikipedia entries usually add the most value as sources of alternative names and spellings.
To read more about the research required for subject proposals, please see H 202 Authority Research for Subject Heading Proposals. Section 1, Citation of sources consulted, part b., Where to search for authoritative information, specifically mentions Wikipedia and other crowdsourced websites.
Originally published to SACOLIST on March 18, 2025.
Summary of Decisions search (frequently asked question)
Did you know that you easily search across multiple Summaries of Decisions (SODs) in ClassWeb Plus? In the ClassWeb Plus Main Menu, scroll down until you see Cataloging Policy Documentation. Click “Menu,” and you’ll be taken to an alphabetical listing of all the documentation available through ClassWeb Plus.
Scroll down until you see Summaries of Decisions from Subject Editorial Meetings. If you know the SOD you’d like to search, you can select the year and go directly to the individual document. If you would like to keyword search across all SODs, click “Summaries of Decisions from Subject Editorial Meetings” and enter your query in the “Find” box. You can use quotes to search phrases and Boolean searches. The system will search across all summaries by default, but you can select an individual year using the dropdown menu (to the right of the search bar).
Searching previous SODs is a great way to see if a term you’re interested in proposing has been considered before and why the term was not approved at the time.
Originally published to SACOLIST on April 7, 2025.
How do I use the 675 field (frequently asked question)
The MARC 675 field in authority records is for Source Data Not Found. You use this field in a subject proposal to list sources consulted that did not include references to the proposed heading. This is especially important for proposals where data from certain prescribed sources is required, such as proposals for geographic places or family names.
The 675 field is not repeatable, but multiple sources can be listed in sequential $a subfields, separated by semicolons.
Always include a 675 field when information is absent from required sources.
Examples
151 $a Glenlough River (Ireland)
675 $a GeoNames, May 28, 2024; $a Columbia gaz.; $a Times atlas of the world, 1998; $a GNSThe proposer is demonstrating that this river is absent from several authoritative resources, including GNS (the Geographic Names Server). Typically, GNS must be cited for all non-US geographic names (see H 690 Formulating Geographic Headings, section D, Form of heading). The 670s in the record include citations from the work cat and a placenames database of Ireland.
151 $a Menko family
675 $a Cent. pop. growth; $a DAFNThe proposer is demonstrating that this family name is absent from several authoritative resources, including A century of population growth and the New Dictionary of American Family Names, abbreviated here as DAFN. Typically, these two sources would be cited in family name proposals (see H 1631.5 Family names: Headings and References). The 670 in the record is for the work cat.
You can also include a 675 field to record the fact that information couldn’t be found in an authoritative source. For example, if you find reference to a topic in your work cat and specialized topical encyclopedias, but not in a general encyclopedia like Britannica online, you could include a 675 $a Britannica.
For more information, see H 203 Citation of Sources, section 9, Citing sources in which the heading was not found, and H 202 Authority Research for Subject Heading Proposals.
Originally published to SACOLIST on April 21, 2025.
When to include related terms (RTs) in proposals (common problem)
Related terms (RTs) are coded in the 5XX fields of subject authority records. The relevant instructions for RTs can be found in H 370 Broader Terms, Narrower Terms, Related Terms.
RTs are used sparingly, and this is by design. H 370 point 2 “Related term references” states, “In order to focus emphasis on hierarchical references, simplify future special projects to revise references in the subject authority file, and reduce the size and complexity of Library of Congress Subject Headings, restrictive rules are in effect for making related term references with the intended effect of minimizing the number of related term references that are made.”
There are very few instances where RTs are called for in new proposals:
- To link terms with meanings that overlap or are used somewhat interchangeably. The example given in H 370 is Boats and boating and Ships. The unwritten rule in PTCP is you create an RT if someone reasonably thinks of one when they think of the other. So, does one reasonably think of boats and boating when they think of ships. This is a good litmus test to apply when proposing this type of RT.
- To link a discipline and object studied, as with Ornithology and Birds.
- To link persons and their fields of endeavor, as with Medicine and Physicians.
Even with these three instances listed above, there are exceptions to the rules, as explained in H 370 point 2.
As always, remember to read other relevant instruction sheets; they could contain helpful information on RTs that is not part of H 370. A great example of this is H 1631.5 Family Names: Headings and References. Section d., Related names, provides instructions on how to create RTs for similar names from different ethnic backgrounds and RTs for family names that have changed substantially as a result of emigration.
Examples
100 3 $a Jacobs family
500 3 $a Jacobus family
500 3 $a Jacoby family150 $a Care of the sick
550 $a Home nursing150 $a Housing
550 $a DwellingsThe important takeaway for proposers is to use RTs sparingly and only in the instances noted above. Do your best to apply the rules governing RTs in your proposal. If RTs need to be removed or adjusted, Policy Specialists will make those changes at point of review. Most of the RTs established on any given approved list are on records for family names.
Another important point: RTs are reciprocal. We will discuss this more in our next SACO Short (coming 5/19).
Originally published to SACOLIST on May 5, 2025.
Related terms (RTs) are reciprocal (common problem)
Earlier this month, we looked at the basics of related terms (RTs) and when to include them in proposals (see When to include related terms (RTs) in proposals (common problem)). There is another important thing to keep in mind when proposing RTs: RTs are reciprocal. This means that headings related through RTs must have RTs to each other.
Examples
100 3 $a Jacobs family
500 3 $a Jacobus family
500 3 $a Jacoby family100 3 $a Jacobus family
500 3 $a Jacobs family100 3 $a Jacoby family
500 3 $a Jacobs family150 $a Care of the sick
550 $a Home nursing150 $a Home nursing
550 $a Care of the sick150 $a Dwellings
550 $a Housing150 $a Housing
550 $a DwellingsAny time you propose a new or changed RT, you also need to propose an RT at the reciprocal heading as well. For example, the heading Natural gas distribution was established in November 2023 with the RT Natural gas pipelines. The proposer also had to submit a change proposal to Natural gas pipelines to add the RT Natural gas distribution.
Proposers frequently forget this step! If you forget to propose the reciprocal relationship–and if your RT is valid and follows the instructions in H 370–PTCP will try to make the proposal for you at point of review. Depending on the topic, we may need to reach out for additional information. As always, it helps PTCP work more efficiently when the necessary proposals are already in place.
Originally published to SACOLIST on May 19, 2025.
Mixed practices in the subject authority file (common problem)
As catalogers, we are accustomed to seeing a mix of rules and practices in our databases. For example, we know that when searching bibliographic records, we may find some records using original RDA guidelines, some using AACR2 rules, and even some using AACR.
The rules governing how to establish subject headings also change and evolve over time, meaning the subject authority file has records created according to old practices living alongside records conforming to current practice. This can lead to confusion, especially if catalogers rely solely on using existing headings as models for new proposals.
When there are changes in practice, a brief history is typically captured in the “Background” section of the instruction sheet. As an example, review this background statement from H 306 Natural Language in Topical Subject Headings:
BACKGROUND: In the past many subject headings were established in inverted form, for example, Chemistry, Analytic; Insurance, Health; Bridges, Concrete. In 1983 a decision was made to create most new headings in direct form using natural language. The inverted form was retained for topical or form headings qualified by languages, nationalities, and ethnic groups. Since 1983 the number and types of headings established in inverted form have been gradually reduced. This instruction sheet provides guidelines for formulating new topical or form headings in direct or inverted form, but is not intended to prescribe every type of heading or situation.
The sheet continues with instructions at point 3. Changing existing headings:
If all headings of the type being proposed were established in inverted form, consider the feasibility, if time and workload permit, of changing them when establishing the first instance of heading in straight form in order to avoid introducing inconsistency. If a mixed pattern exists (that is, if some headings are inverted and some are in straight form), propose new headings in straight form. Change inverted headings if time and workload permit. Change is especially encouraged if few similar inverted headings with few bibliographical records exist.
For an example of the mixed practice of inverted or straight form, look at the subject hierarchy for Balloons. Some of the headings still conform to the previous inverted form practice, such as Balloons, Pilot and Balloons, Sounding. Compare this to the newer headings which were constructed in straight form, like Novelty balloons and Barrage balloons. Don’t let a heading created according to an older practice trick you into ignoring the latest instructions.
We endeavor to keep mixed practice to a minimum, but “if time and workload permit” is an important caveat here. If you encounter mixed practice in established headings when making proposals, do contact PTCP so we can at least make a note of it and develop a plan for how to resolve the situation in the future.
This instruction sheet and example is only one such instance of mixed practice. There are other records and instruction sheets where you can see changes in guidelines over time, either in the structure of the headings themselves, or in other aspects of the record, such as the type and format of citations.
The key takeaway: Rules and practices governing how to establish subject headings can evolve and change, just like the rules and practices for any other aspect of cataloging. Be mindful that mixed practices are present in the subject authority file. When making proposals, always read the instruction sheets to ensure that you’re following current practice; don’t rely solely on finding examples in existing records.
Originally published to SACOLIST on June 9, 2025.
PTCP jargon (frequently asked question)
There is a fair amount of jargon and other shorthand that gets used by the Policy, Training, and Cooperative Programs (PTCP) Division. The Policy Specialists have developed a list of jargon they’d like to share, and there are so many words and phrases, it’s enough to fill several SACO Shorts!
Here is the first installment:
List work, list owner, list assistants
List work is a shorthand that encompasses all of the tasks and processes that go into vocabulary and classification maintenance. Other phrases that are sometimes used synonymously are “list process,” “monthly list work,” “editorial list work,” or “the editorial process.”
The current title for people who do this work is Policy Specialist, but earlier iterations of this job title (and department name) included words like “Editor” or “Editorial” to make plain the responsibility of adding, editing, and maintaining subject and classification records.
You may also hear the phrase “monthly list,” which is the routine list for any given month. This is in contrast to a “special list,” which is a one-off list produced for a project.
Review of the monthly list is a multi-step and intensive process. This review starts the day the tentative list is published and is concluded when the approved list is produced. During that time span, a small group of Policy Specialists will be meeting on a regular basis, as well as working independently, to review every proposal on the list. There will be a designated list owner, who has overall responsibility for a given list, and two to three list assistants, who assist in reviewing proposals. The roles of list owner and list assistant are rotated through the Policy Specialists on a set schedule.
Scheduling/unscheduling/rescheduling
As proposals are received by PTCP, they are scheduled to lists. List scheduling and processing work happens in the ClassWeb Plus management system. Scheduling a proposal simply means assigning it to a list. Routine proposals are assigned to whatever monthly list is open at the time. (PTCP caps lists at 200 proposals, so it is not uncommon to be scheduling lists several months in advance.) Proposals made as part of special projects are scheduled to special lists.
There are times when PTCP may reschedule a proposal to a different list or unschedule it altogether. Sometimes, this is at the request of the proposer. Other times, Policy Specialists may choose to shift proposals to different lists for workload reasons, or to group several like proposals together to be considered as a set.
Tentative list, approved list
A tentative list is a published list showing the proposals under consideration for an LC vocabulary; you can see tentative lists online at Library of Congress Subject Heading Tentative Monthly Lists and Library of Congress Classification Tentative Monthly Lists. While tentative lists are under review, people are free to send comments on proposals to [email protected]. This inbox is monitored by Policy Specialists, and any comments received will become part of the review process. Comments should be sent within the first month of a tentative list being published.
The approved list is a published list showing the new headings that have been produced and are available for use; you can see approved lists online at Library of Congress Subject Heading Approved Monthly Lists and Library of Congress Classification Approved Monthly Lists.
Red list, yellow list
You may have heard Policy Specialists mention the red list and the yellow list. Simply put, these are internal iterations of the tentative list. An important step in the editorial process is tentative list review (described at point 2 of H 204 Evaluating Subject Proposals). This review happens in two phases: Immediately after a tentative list is published, review work begins and initial corrections and modifications are noted. This is the red list. The Assistant Policy Specialist then makes the requested changes within the proposal system and produces a revised copy of the tentative list for final review. This is the yellow list.
Establish editorially
Policy Specialists may say that something needs to be established editorially. This means a proposal is required, and that proposal will need to go through the editorial process. As noted above, this is the process that will officially add a new record to the authority file or change an existing record.
Off-list changes
There are certain changes that Policy Specialists can make directly in authority records without needing to go through the editorial process. These are called off-list changes because they do not require a proposal on any list. We will be publishing a SACO Short detailing all of the changes that can be made off-list later this year.
List numbers
All tentative and approved lists have a four-digit number, for example, list 2501. The first two digits denote the year, and the second two digits denote the month. List 2501 would be the monthly list for January 2025.
When special lists are produced, they are typically marked as distinct from the monthly list by appending a single letter, for example, list 2406a or list 2410a. These would be special lists published in June 2024 and October 2024.
Our next SACO Short on PTCP jargon will include work cat; backdoor proposals; upwards UFs; force filing; “may sub geog”; validation records; and orphan headings.
What have we missed? Please send your recommendations to [email protected].
Originally published to SACOLIST on June 16, 2025.
Off-list changes (frequently asked question)
Catalogers are often curious whether changes to subjects or classification can happen without having to submit proposals. There are certain circumstances where this is permitted! As we saw in the previous SACO Short, these types of changes are called off-list changes, meaning that Policy Specialists are permitted to make the changes directly in records without needing a proposal and without needing to work through the editorial (list) process.
The following off-list changes are permitted:
LCC
- Correcting errors in hierarchy representation in $h subfields.
- Expanding suppressed ranges to accommodate established class numbers within the range.
- Updating captions so that they match the name authority record, for example, changes to birth/death dates, or correcting spelling errors. However:
- Changes to captions where the change alters or expands the meaning of the caption require proposals.
- Changes to captions that result in Cutter changes require proposals.
- Adding, updating, or changing index terms in the 753 field.
- Changing Cutter numbers in the 453 fields (i.e. invalid “see references”) to accommodate changes to other adjacent numbers.
LSCH, LCDGT, LCGFT, LCMPT
- Fixing MARC coding errors, for example, a 550 field that should be coded 551.
- Adding or revising 053 fields (see H 196 Changing Class Numbers in Subject Authority Records for more details).
- Adding a 670 field that supports the existing heading.
- Updating the authorization for geographic subdivision coding (MARC 008/06 Direct or Indirect Geographic Subdivision) if the change is going to or from No Attempt and Not Subd Geog. For changes going to or from May Subd Geog, consult the Policy Specialists first. (See H 364 Authorization for Geographic Subdivision for more details on these codes.)
- Adding diacritics to a 1XX field that do not affect normalization. However:
- Changes to headings that affect the character string require proposals.
- Changes to headings that affect the meaning require proposals.
- Fixing typos in any field, with the exception of the 1XX. Caveat: If the error is in a 5XX and is perpetuated in the 1XX field of its authority record, it will need to go through the editorial process.
- Deleting a 4XX that conflicts with the 1XX in the same record.
- Adding reciprocal related terms (RTs) if one was missed. Caveat: If Policy Specialists notice a reciprocal RT is missing, we will take the opportunity to reevaluate whether the RT is needed. We will either add the reciprocal RT off-list or we will remove the RT, in which case the change will be handled through the editorial process.
Policy Specialists frequently revisit processes and procedures to determine whether more off-list changes can be permitted. If you spot an error that can be changed off-list, please contact [email protected].
Originally published to SACOLIST on July 8, 2025.
Authorization for geographic subdivision (common problem)
The authorization for geographic subdivision informs catalogers whether a Library of Congress Subject Heading may be subdivided geographically when constructing a subject heading string. There are three options LCSH uses when coding for geographic subdivision. Each option is summarized below, but please see H 364 Authorization for Geographic Subdivision for more information.
May Subdivide Geographically (MARC field 008/06 code i, ClassWeb Plus proposal radio button: May Subd Geog). This code allows for authorized headings to be subdivided geographically. Headings of this type appear in the ClassWeb Plus display with (May Subd Geog) following the authorized heading. According to the instruction sheet:
Authorize headings to be subdivided geographically that represent topics that have a geographic orientation, or that could be discussed in relation to a place or to a population in a particular location, including ethnic groups; living, extinct, or fossil organisms; languages; types of objects and equipment; types of organizations and structures; disciplines and fields of study; processes, activities, and phenomena; chemicals and materials; diseases; economic, social, and psychological concepts; types of events; etc.
Many topical headings will fall into this category.
Examples
Beauty operators (May Subd Geog)
Boating with cats (May Subd Geog)
Chukchi language (May Subd Geog)
Rocketry (May Subd Geog)
Souvenir spoons (May Subd Geog)
Tyrannosaurus rex (May Subd Geog)Not Subdivided Geographically (MARC field 008/06 code #, ClassWeb Plus proposal radio button: Not Subd Geog. This code specifically states that authorized headings should not be subdivided geographically. Headings of this type appear in the ClassWeb Plus display with (Not Subd Geog) following the authorized heading. There are several distinct categories of heading that receive this designation:
- Headings for topics that have corresponding subdivisions that are used to represent that topic in conjunction with a place
- Headings for general literary forms or genres
- Headings for literary or artistic forms established with regional geographic qualifiers
- Names of families, royal houses, dynasties
- Named brands and products
- Names of groups of fictitious and legendary characters
- Headings for which geographic subdivision is not conceptually logical (like World politics)
- Headings of the type [topic] in art, [topic] in literature, [topic] in mass media, [topic] in motion pictures, [topic] in music, [topic] in opera, and [topic] on television, since it would be unclear whether the geographic subdivision would refer to the location of the topic or the medium
Examples
Avengers (Fictitious characters) (Not Subd Geog)
Clowns on television (Not Subd Geog)
Epic poetry, European (Not Subd Geog)
Fan fiction (Not Subd Geog)
Kardashian family (Not Subd Geog)
Play-Doh (Toy) (Not Subd Geog)
World citizenship (Not Subd Geog)No decision regarding geographic subdivision (MARC field 008/06 code |, ClassWeb Plus proposal radio button: No attempt to code). This code is used for headings that don’t fall into either of the groups specified above. However, the end result is that this category of heading is also not authorized for geographic subdivision. Headings of this type appear in the ClassWeb Plus display with no additional qualification. This group contains the following categories of heading:
- Purely abstract or theoretical concepts (like Boolean rings)
- Extended headings—pre-coordinated strings—that are not customarily subdivided by place
- Geographic features
- Named buildings, structures, etc.
- Named events, disasters, etc. that include their location as a qualifier
Examples
Berthoud Pass (Colo.)
Crystal Palace (Great Exhibition, 1851, London, England)
Euler characteristic
Proteins--Denaturation
QuarkoniumsIf you’re starting a new LCSH proposal using ClassWeb Plus, pay attention to system defaults! The Proposed Topical Heading form defaults to selecting “May Subd Geog.” This selection is located at the top of the form, in the line labeled 008/06. It’s very easy to skip over this radio button if you need to make a change. Please note: The 008/06 line will not appear in every ClassWeb Plus proposal system form. For example, family names will always be “Not Subd Geog,” so this coding is baked into the Proposed Family Name Heading form with no option to change.
If you’re starting a new LCSH proposal using the online PDF form, you’ll always have the option to select the appropriate MARC field 008/06 coding.
If you’re starting an LCSH change proposal, review the existing coding for geographic subdivision to make sure it’s correct.
It can sometimes be difficult to select the appropriate category for a proposal. As always, read the instructions and make a decision based on your best judgment. When in doubt, select “No attempt to code.” An incorrect geographic subdivision coding will never be enough to make your proposal a resubmit; the Policy Specialists will simply change the code during review.
Originally published to SACOLIST on July 22, 2025.
Establishing certain entities in the name or subject authority file (frequently asked question)
H 405 Establishing Certain Entities in the Name or Subject Authority File is a powerful instruction sheet. You may have heard this sheet referred to colloquially as “the division of the world.” The name authority or subject authority division of the world has changed over time (the long history is included in section A. Background), but the current division is as follows:
May Subdivide Geographically (MARC field 008/06 code i, ClassWeb Plus proposal radio button: May Subd Geog). This code allows for authorized headings to be subdivided geographically. Headings of this type appear in the ClassWeb Plus display with (May Subd Geog) following the authorized heading. According to the instruction sheet:
- Headings always established according to descriptive cataloging conventions (Group 1 headings) with authority records that always reside in the name authority file.
- Headings always established according to subject cataloging conventions (Group 2 headings) with authority records that:
- Reside in the subject authority file if used only as subject headings; or
- Reside in the name authority file if the headings are needed for use as descriptive access points.
H 405 includes specific instructions for how to search both the name and subject authority files and establish any new headings required. It may also be the case that a heading in the subject authority file needs to be canceled in favor of establishing the heading in the name authority file, or vice versa.
General rules are provided in Section C. Group 1 specific instructions are in Section D, and Group 2 specific instructions are in Section E.
Apart from dividing entities into Group 1 and Group 2 headings, H 405 also indicates the MARC tag to be used with each entity. Charts with entity types, MARC tag, and notes can be found in Section F for Group 1 and Section G for Group 2.
Example 1
In 1845, British naval officer Sir John Franklin led an expeditionary force of two ships, H.M.S. Erebus and H.M.S. Terror to find the Northwest Passage. According to H 405, military expeditions and ships are Group 1 entities, while waterways are Group 2 entities.Group 1:
Expeditions, Military (note: Headings in this category are military expeditions that are not campaigns, battles, sieges, etc. Military expeditions that are campaigns, battles, sieges, etc., are Group 2 and established as subject headings tagged 150).111 2 $a John Franklin Arctic Expedition $d (1845-1851)
Ships
110 2 $a Erebus (Ship)
110 2 $a Terror (Ship)Expeditions and named ships can be established in the name authority file by a NACO trained cataloger.
Group 2:
Waterways151 $a Northwest Passage
Waterways would need to be proposed to LCSH and go through the approval process.
Example 2
People visit planetariums to learn more about astronomy and outer space. According to H 405, the planetarium itself is a Group 1 entity, but the named celestial bodies, astronomical features, satellites (artificial and natural), and space vehicles you might learn about in the planetarium could be either Group 1 or Group 2 entities.Group 1:
Planetariums110 2 $a Adler Planetarium & Astronomy Museum
Satellites, Artificial
110 2 $a Explorer 1 (Artificial satellite)
110 2 $a International Space StationSpace vehicles
110 2 $a Apollo 13 (Spacecraft)
110 2 $a Atlantis (Space shuttle)
110 2 $a Hubble Space Telescope (Spacecraft)Planetariums, Artificial satellites, and Space vehicles can be established in the name authority file by a NACO trained cataloger.
Group 2:
Astronomical features (asteroids, comets, galaxies, planets, etc.) and Celestial bodies and Satellites (i.e., moons) N.B. PTCP recognizes that there is considerable overlap between these three categories!151 $a Andromeda Galaxy
151 $a Ares Vallis (Mars)
151 $a Halley’s comet
151 $a Iapetus (Satellite)
151 $a Moon
151 $a Pleiades
151 $a Saturn (Planet)
151 $a Sirius
151 $a Taurus (Constellation)Astronomical features, Celestial bodies, and Satellites (moons) would need to be proposed to LCSH and go through the approval process.
Deciding whether an entity belongs to Group 1 or Group 2 is a straightforward decision most of the time. However, there is a small subcategory of so-called “ambiguous entities.” These are Group 2 entities needed as descriptive access points, as described in section E. Group 2 instructions, part E.2. Heading needed for use as descriptive access point. When you have an ambiguous entity, you will need to rely on additional guidance in the DCM Z1. Name and Series Authority Records, Appendix 1, Ambiguous Entities. We will do a deeper dive into “ambiguous entities” in a future SACO Short!
Originally published to SACOLIST on August 6, 2025.
History notes (frequently asked question)
History notes document the month and year that a heading was first approved and any subsequent changes to the heading. History notes are specifically for the heading itself, not the entirety of the record. That is to say, the history note tracks changes to the MARC 1XX field only. This information is recorded in MARC 688 field. Instructions on history notes can be found in H 225 History Notes.
When new headings are approved in ClassWeb Plus, the system will automatically generate a history note as part of the approval process. However, history notes need to be manually entered for change proposals. As a general rule, a history note is added to those change proposals where a heading is revised, and a “former heading” reference is added.
History notes have been automatically generated by ClassWeb Plus and routinely added to changes only since April 2022, so there are many records that lack this information. Policy Specialists do retroactively add history notes in the course of their work, but there is no project in place to systematically add these notes where they are missing.
The history note is not something you need to worry about as part of the proposal process. (The MARC 688 field is not available in the ClassWeb Plus change proposal form.) Even if you do attempt to supply the language somewhere in your proposal, policy specialists will always need to edit the history note. This is because the month and year of the change corresponds to the month and year the approved heading is published, not the month and year the proposal is made.
Originally published to SACOLIST on August 22, 2025.
Introduction to pattern headings (frequently asked question)
LCSH has select groups of headings that are controlled by specific patterns. There are 27 pattern categories in LCSH, each with their own instruction sheet; these pattern sheets start with H 1147 Animals and end at H 1200 Wars.
The general instruction sheet that introduces how subdivisions are controlled by patterns is H 1146 Subdivisions Controlled by Pattern Headings. This instruction sheet covers a wealth of information and is well worth a close reading. In this SACO Short, we are going to focus only on the general rules for pattern headings.
Pattern subdivisions are a particular type of free-floating subdivision and are applied to distinct categories. Each pattern category has a representative heading or headings; for example, H 1147 Pattern Heading: Animals uses the representative headings Fishes and Cattle. These are clearly indicated at the top of the instruction sheet.
Each pattern sheet will also explain the types of headings covered by the pattern. In our Animals example, the pattern covers headings for individual animals and groups of animals at all taxonomic levels (like Aquarium fishes, Echinodermata, Honeybee, and Pets); extinct and fossil animals (like Dinosaurs and Dodo); individual breeds or groups of domestic animals (like Tennessee walking horse and Poodles); and headings for age or sex groups of animals (like Chicks and Cows).
There are also headings that are excluded from this pattern. The general headings Animals, Domestic animals, and Livestock are all excluded. Headings for individually named animals like Morris (Cat) are excluded. Phrase headings like [animal] as pets are excluded, as are headings for individual microorganisms.
Make sure to read the pattern instructions carefully for a fuller understanding of inclusions, exclusions, and conflicts!
Pattern sheets will then list all of the free-floating subdivisions that can be used with any heading included in the pattern category. Subdivisions may be accompanied by endnotes with further information on proper use.
If you were cataloging an item on hippo genetics, you would be able to use Hippopotamus--Genetics in your bib record without making a proposal. This heading does not need to be editorially established since Hippopotamus is covered by the pattern (as an individual animal or group of animals) and $x Genetics is included on the list of free-floating subdivisions for the Animals pattern. However, you should not use the heading Huberta (Hippopotamus)--Genetics since individually named animals are excluded from the pattern.
If you were cataloging an item on how humans groom and maintain guinea pigs, you would be able to use Guinea pigs--Grooming in your bib record without making a proposal. This heading does not need to be editorially established since Guinea pigs is covered by the pattern (as an individual breed or group of domestic animals) and $x Grooming is included on the list of free-floating subdivisions--with the note that this applies to the human tending of animals. You should not use the heading Guinea pigs as pets--Grooming since phrase headings are excluded from the pattern.
This has been a very quick introduction to pattern headings; as always, we encourage you to carefully read the instruction sheets for more information. Our next SACO Short will continue with patterns, where we will look at how and when to propose new free-floating pattern subdivisions.
Originally published to SACOLIST on September 15, 2025.
