Subject Cataloging: Subject Heading Proposals, Workflow

Submitting SACO Proposals for Internal Review

Each cataloger will create and submit his/her own SACO proposals.

The SACO liaison will review each cataloger's proposals until that cataloger is declared independent.

After the cataloger inputs and saves their subject proposal in Minaret, they submit it to the SACO liaison for review. If they are cataloging a tangible piece, they place the publication in one of the two Subject trays on the sign-in sheet counter. One tray is for Geographic SACO Headings, the other tray is for all other subjects. If catalogers do not have a tangible piece, they email their proposal to the SACO liaison, using the Subject line: "SACO review." Whether using the tray or email, catalogers should include the following: the "sp" number of their subject proposal, and access to their work cataloged, usually via PURL. If the bibliographic record is already created, they will include the OCLC number.

Producing Associated Bib Records; Exporting Subject Authority Records

When to put the proposed heading in the bibliographic record:

1. If catalogers can satisfactorily cover the content of the work without using the proposed heading in their bibliographic record, they produce the record at the fullest level possible without the proposed subject heading. Catalogers may do this before submitting their proposal to the SACO liaison for review. Catalogers then add the heading when it is fully approved. Catalogers export the subject authority record from OCLC when it becomes available. This is usually 8 days after receiving the approval email from LC.
2. If catalogers cannot satisfactorily cover the content of the work without using the proposed heading in their bibliographic record (such as for a map of a proposed geographic feature, or a named building), catalogers produce the record at "I" level, including the unauthorized proposed subject heading. Catalogers may do this before submitting their proposal to the SACO liaison for review. If the SACO liaison instructs the cataloger to modify their proposed subject heading, or to not make the proposal at all, the cataloger modifies the affected bibliographic record accordingly. Otherwise, when the heading is fully approved, the cataloger controls the heading, and updates the record to full level (if otherwise possible). In addition, the cataloger exports the subject authority record from OCLC when it becomes available.
3. If the proposal is not approved, the cataloger removes the heading from the bibliographic record. If the proposed heading is approved but modified by LC, the cataloger modifies and controls the heading, and updates the record to full level (if otherwise possible). Finally, the cataloger exports the subject authority record from OCLC when it becomes available.

Submitting SACO Proposals to the Library of Congress

When the SACO liaison approves the cataloger's subject proposal, the cataloger emails LC in order to initiate their review process:

Email to [email protected] with the subject line: SACO proposal(s) ready for review, OR SACO change proposal(s) ready for review

In the body of the message, these proposals are listed in the following manner:

[LCCN proposal number] [heading]

Once the cataloger emails LC, he/she may no longer update the proposal in Minaret. Prior to emailing LC, the cataloger may continue to update the proposal as often as needed. After emailing LC, catalogers report their SACO proposals, new and/or changed, in the SACO Proposals counter form (GPO internal link).

Updating Aleph Authority File

It is no longer necessary to enter a preliminary subject authority record in Aleph's authority file for the proposed heading.