## Updating Controlled Names

Controlled Names allow for the central control of proper individual or institutional names and vocabularies. Many persons or entities are known by multiple names, or have names that take multiple forms (e.g. IBM, International Business Machines, IBM Inc., etc.). A Controlled Name designates a single official name for that entity within the database. The Variant Names are other names, or forms of names, associated with that entity. These include acronyms, names with honorary titles included, dropped initials, diminutives, etc.

The Metadata Tool allows collection administrators to add, update, and delete controlled names and has special authorization features for components of the metadata separate from the authorization to add/edit resource records. Because of the complex nature of Controlled Names, an organization may wish to restrict access and editing or deleting permission within the database. This authorization is controlled by the portal administrator.

This section details the procedures for updating Controlled Names. Edits and corrections appear immediately in each associated record. To add, update, or delete a Controlled Name:

1. Log in to the portal with an authorized account and then go to the Edit Controlled Names page.

2. Search for a name or a list of names by entering the name into the search box and clicking the ``Search`` button for the appropriate field (Publisher, Creator, etc.). Searches will return matches from the Controlled Name and the Variant Name fields. The Variant Name is searched here to allow portal developers to record name variations and add flexibility to the Controlled Name feature. Multiple entries are allowed within the Variant Name field. It is recommended practice to use a semi-colon to separate the distinct values of Variant Names.

3. The Metadata Tool will generate a list of results matching the search. Edit every entry desired, and the Metadata Tool will update all entries simultaneously and propagate changes to associated resource records.

4. A Controlled Name can be remapped to another existing Controlled Name. For instance, University of Wisconsin, Madison can be remapped to University of Wisconsin - Madison if the latter already exists as a controlled name. Type in the Controlled Name you wish to map to, and click the ``Save Changes`` button. This will change all instances of the Controlled Name in question to the new one, and present users with a list of records that were altered.

5. To delete any names from the database, check the box to the left and click the ``Save Changes`` button. The name(s) will be removed from all associated records and present users with a list of records that were altered.