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RDA Training 3: Access Ponts and Relationships (These presentations on RDA (Resource Description and Access) were created by Clara Liao, Head of Cataloging at the Georgetown University Law Library, ...

RDA Training 3: Access Ponts and Relationships (These presentations on RDA (Resource Description and Access) were created by Clara Liao, Head of Cataloging at the Georgetown University Law Library, for internal training purposes. Please direct any questions or comments to Clara at yl233@law.georgetown.edu.)

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Clara RDA Training 3 Clara RDA Training 3 Document Transcript

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  • General guidelines are in chapter 8 with separate chapters for each category of theGroup 2 entities. Persons, families, and corporate bodies have two kinds ofrelationships: first, to the resources we discussed in modules 2 and 3; and, second toother Group 2 entities. 2
  • The elements in chapters 8-11 are used to construct access points. Those accesspoints are recorded in authority records to be used in bibliographic records and inother authority records. 3
  • In chapter 9, just as in chapter 6 for works, the elements identifying a person aregiven separately at the beginning of the chapter. Then, at the end of the chapter,there is an instruction that says which of those elements to use in constructing anauthorized access point. 4
  • The preferred name is the base for constructing the authorized access point when itis used in a bibliographic record or as the 100 in a name authority record. The variantname is used in see references, known in RDA as variant access points, in nameauthority records.If the person has more than one identity, there are no longer any time periodrestrictions on establishing separate access points for each identity.Another change from AACR2 related to variant spellings of the person’s name is touse the form found on the first resource received. 5
  • The preferred name is the base for constructing the authorized access point when itis used in a bibliographic record or as the 100 in a name authority record. The variantname is used in see references, known in RDA as variant access points, in nameauthority records.If the person has more than one identity, there are no longer any time periodrestrictions on establishing separate access points for each identity.Another change from AACR2 related to variant spellings of the person’s name is touse the form found on the first resource received.In the example above, based on 9.2.2.22 Record a name consisting of:a)a phrase or appellation that does not contain a forenameorb)a phrase that consists of a forename or forenames preceded by words other than aterm of address or a title of position or officeRecord the name in direct order; Record as a variant name a form using the forenameas the first element followed by the initial word or words 6
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  • Field of activity was part of the addition to the preferred name. Based on the recent 8
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  • RDA 9.5 Core when to distinguish: If a fuller form of a person’s name is known and ifthe preferred name as prescribed by the instructions given under 9.2.2 does notinclude all of that fuller form,6 record, as appropriate:LC’s current practice: if not for distinguishing, even know the fuller form, don’t use it.(fuller form can be recorded in authority reocrd.) 12
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  • AACR2 22.19B1 If neither a fuller form of name nor dates are available to distinguish between identical headingsof which the entry element is a surname, add a qualifier (e.g., term of honour, term of address, title of position oroffice, initials of an academic degree, initials denoting membership in an organization) that appears with thename in works by the person or in reference sources. Add the qualifier after the last element of the name.RDA: 9.19.1.2 it’s stricter/narrower for the qualifier:a)a title of royalty (see 9.4.1.4) or nobility (see 9.4.1.5)b)the term Saint (see 9.6.1.4)c)title of religious rank (see 9.4.1.6–9.4.1.8)d)the term Spirit (see 9.6.1.5)e)a term indicating profession or occupation (see 9.16) for a person whose name consists of a phrase orappellation not conveying the idea of a personFor title of nobility: Add a title of nobility only if the title or part of the title or a substitute for the title commonlyappears with the name in resources associated with the person or in reference sources. Disregard, in this context,reference sources dealing with the nobility. In case of doubt, add the title.Saint. Do not add Saint to an access point representing a pope or an emperor, empress, king, or queen.RDA 9.2.2.14: Record as the first element the proper name in a title of nobility (including courtesy titles) if theperson:a)uses his or her title rather than surname in resources with which he or she is associatedorb)is listed under his or her title in reference sources.4Follow the proper name in the title by the personal name (excluding unused forenames) in direct order and theterm of rank in the language in which it was conferred (see appendix G). Precede the personal name and the partof the title denoting rank by commas. Omit the surname and term of rank if the person does not use a term ofrank or a substitute for it.RDA 9.2.2.9 Omit terms of honour and terms of address from any name that includes a surname unless:a)the name consists only of a surname (see 9.2.2.9.3)orb)the name is of a married person identified only by a partners name and a term of address (see 9.2.2.9.4). 14
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  • NOTE: Family names can be used as name access point. Before it is mainly used asSubject access point. 17
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  • RDA: 11.2.2.11Number or Year of Convocation of a Conference, Etc.Omit from the name of a conference, congress, meeting, exhibition, fair, festival, etc.,(including that of a conference, etc., treated as a subordinate body, see 11.2.2.14),indications of its number, or year or years of convocation, etc.AACR2 24.8A1. As instructed in 24.7A1, omit from the name of an exhibition, fair, festival,etc., word(s) that denote its number. [NOTE here: year of convocation for exhibition,fair, or festival shouldn’t be omitted under AACR2;Thus: Expo 67 is valid preferred access point under AACR2, but in RDA, it should beExpo] 20
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  • Some names don’t convey the idea that the name is a corporate body. For thosepreferred names, add a term to convey this information.Remember that this action applies only when the corporate body is not subordinateto another body; when there is a higher body, the subordinate body is establishedsubordinately and no term is added in parentheses. 22
  • The attribute Place associated with a corporate body is used for two types ofcorporate bodies: conferences (we’ll look at place for those access points in a laterslide) and all other corporate bodies with headquarters.The form of the place is based on the instructions in chapter 16 (the counterpart toAACR2’s chapter 23); some abbreviations are used. 23
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  • Date of establishment and/or Date of termination are core elements and is includedin an authorized access point if needed to break a conflict. 25
  • Record the type of jurisdiction in English. If there is no equivalent term for the type ofjurisdiction in the language preferred by the agency, or in case of doubt, record it inthe official language of the jurisdiction 26
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  • There are three additions related to authorized access points for conferences. Thefirst is Number of a conference, etc., if the resource is not cataloged as a serial. Thenumber is recorded as an English ordinal numeral in the form shown on the slide. 28
  • The Date of a conference, etc., is a date or range of dates, usually years, given insubfield $d of the authorized access point if the resource isn’t being cataloged as aserial. 29
  • Now we’re back to Place associated with the corporate body in its use as location ofa conference.There is a glitch that needs to be fixed for a serial heading for a conference.Listed here are two changes from AACR2 for location of a conference: 1) there is no restriction on the number of places to give; 2) when the conference is held online, “online” is given as the place. 30
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  • AACR2 21.1.B2: those that report the collective activity of a conference (e.g.,proceedings, collected papers), of an expedition (e.g., results of exploration,investigation), or of an event (e.g., an exhibition, fair, festival) falling within thedefinition of a corporate body (see 21.1B1), provided that the conference, expedition,or event is named in the item being catalogued: This means only named conferencecan be used as entry for works under AACR2.LCRI 21.1B1 has detailed info about what’s called “named conference”:LCRI 21.1B1: When the phrase is in a language that normally capitalizes each word ofa name, even in running text, consider a capitalized phrase a name even if it ispreceded by an indefinite article. (This statement cannot apply to other languages.)named: In July of 1977 a Conference on Management Techniques in Libraries washeld …unnamed: Late last year the Retail Manufacturers Association of the Greater Houstonarea sponsored the national conference on losses by theft at the …Another important point to bear in mind when deciding whether a phrase is a nameis that the phrase must include a word that connotes a meeting: "symposium,""conference," "workshop," "colloquium," etc.In addition, phrases that combine acronyms or initialisms with the abbreviated or fullform of the year are also considered to be named.RDA and LCPS don’t have detailed rules about how to define named conferences. 33
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  • When the same resource is published simultaneously with differenttitles in different languages, there is no longer a priority order oflanguages when selecting the preferred title; instead, use the title inthe first-received resource. 38
  • Note that there isn’t a priority order for your choice of addition to thepreferred title and you can give more than one if needed: 6.27.1.9says “and/or.” 39
  • Form of work is a core element if needed to break a conflict. RDA 6.3 doesn’t have acontrolled vocabulary. A cataloger would choose a term; genre/form terms beingdeveloped by LC with other communities could be used. 40
  • Date of work is a core element if needed to break a conflict. If the date of creation isnot available, the date of first publication or release can be used. 41
  • Place of origin of the work is a core element if needed to differentiate. It is given inits form as an authorized access point. 42
  • This element is the last core element for works; it is whatever characteristic breaks aconflict when the other elements we’ve discussed don’t differentiate. Often,especially for serials, the issuing body is used as an addition. 43
  • NOTE: in bib record, code content type in 336. It’s different from the authority record. 44
  • if the earliest date of the expression isn’t available (don’t do research), use the dateof the earliest manifestation as a substitute.Date of expression is a core element if needed to break a conflict between twoexpressions of the same work. 45
  • Language of expression is a core element. The MARC documentation has a list oflanguage names; the LC policy for some language names is given in the LCPS for RDA6.11. 46
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  • This resource has one expression in one language; it is a translation into English. Sothe language of expression is English and that information is given in subfield $l ofthe authorized access point for the expression (100/240 fields).The 041 and 546 fields are for Language of the content, not the same element asLanguage of expression. 48
  • One change from AACR2 is the abolishment of “Polyglot” in subfield $l. Suchinformation doesn’t help the user; if the computer doesn’t have the specificinformation about languages, it cannot find all the resources a library has in a certainlanguage. So, instead, give specific information about all the languages of eachexpression. 49
  • RDA says to name each expression, shown here in the 700 fields. No 240 would bein the record. The subfield $l has the language of each separate expression.LCPS 6.27.3 When the original expression and one translation are in a compilation,give an analytical authorized access point for each expression. If a compilationcontains the original expression and more than one translation, give analyticalauthorized access points for the original expression and at least one translation. 50
  • The last possible element in an authorized access point for expressions is Otherdistinguishing characteristic of the expression.In addition to the general instruction, there are specific instructions for musicalworks, religious works, and selections/excerpts. 51
  • Some of the specific characteristics that would break the conflict with anotherexpression have their own subfields in authorized access points in a MARC record. 52
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  • A few words about relationships. In RDA there is much more importance given to indicating thenature of relationships than there was in AACR2. Three types of relationships are covered by variouschapters in RDA, and there are three appendices with lists of relationship designators that can be usedin conjunction with access points to indicate explicitly the type of relationship. The designators arenot required elements, but their use may enable systems to do some things that they cannot now do.18.1.6 The term relationship designator refers to a designator that indicates the nature of therelationship between a resource and a person, family, or corporate body associated with that resourcerepresented by an authorized access point and/or identifier.24.1.5 The term relationship designator refers to a designator that indicates the nature of therelationship between works, expressions, manifestations, or items represented by authorized accesspoints, descriptions, and/or identifiers.24.4 Record the relationship between a work, expression, manifestation, or item and a related work,expression, manifestation, or item using one or more of the conventions described under24.4.1 (identifier), 24.4.2 (authorized access point), or 24.4.3 (description), as applicable.Record an appropriate relationship designator (see 24.5) to indicate the nature of the relationshipmore specifically than is indicated by the defined scope of the relationship element itself.24.5.1.1 A relationship designator is a designator that indicates the nature of the relationshipbetween works, expressions, manifestations, or items represented by authorized access points,descriptions, and/or identifiers.24.5.1.3 Record an appropriate term from the list in appendix J to indicate the nature of therelationship more specifically than is indicated by the defined scope of the relationship element itself.29.1.5 The term relationship designator refers to a designator that indicates the nature of therelationship between persons, families, or corporate bodies represented by authorized access pointsand/or identifiers.29.4 Record the relationship between a person, family, or corporate body, and a related person,family, or corporate body using one or more of the conventions described under 29.4.1 (identifier)and/or 29.4.2, (authorized access point) as applicable.Record an appropriate relationship designator (see 29.5) to indicate the nature of the relationshipmore specifically than is indicated by the defined scope of the relationship element itself.29.5.1.1 A relationship designator is a designator that indicates the nature of the relationshipbetween persons, families, or corporate bodies represented by authorized access points and/oridentifiers.29.5.1.3 Record an appropriate term from the list in appendix K to indicate the nature of therelationship more specifically than is indicated by the defined scope of the relationship element itself. 54
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  • This slide indicates how relationships to persons, families, and corporate bodiesassociated with a resource are explicitly recorded in AACR2 and RDA (RDA 18-22).Differences between AACR2 and RDA encoding:Designations of function in AACR2 are given in abbreviated form, whereas in RDArelationship designators are spelled out. 56
  • AACR2 21.6C2. If responsibility is shared among more than three persons orcorporate bodies and principal responsibility is not attributed to any one, two, orthree, enter under title. Make an added entry under the heading for the first personor corporate body named prominently in the item being catalogued. If editors arenamed prominently, make an added entry under the heading for each if there are notmore than three. If there are more than three named prominently, make an addedentry under the heading for the principal editor and/or for the one named first.21.30B1. If the main entry is under the heading for a corporate body or under a title,make added entries under the headings for collaborating persons if there are notmore than three, or under the heading for the first named of four or more.RDA 6.27.1.3 If two or more persons, families, or corporate bodies are representedas having principal responsibility for the work, construct the authorized access pointrepresenting the work using the authorized access point representing the first-namedof those persons, families, or corporate bodies followed by the preferred title for thework.If principal responsibility for the work is not indicated, construct the authorizedaccess point representing the work using the authorized access point representingthe first-named person, family, or corporate body followed by the preferred title forthe work.19.2.1.3 Record a creator applying the general guidelines on recording relationships to persons, families, and corporate bodiesassociated with a resource given under 18.4.Note: the policy on how many names to include in a statement of responsibility doesn’t automatically correspond to the samepolicy for how many authorized access points to give. You could give “[and four others]” in the 245 and still give four 700 fields,or you could give all in the 245 but none in 700 fields or only some in 700 fields. 57
  • AACR2 21.7B1. Enter a work falling into one of the categories given in 21.7A under its title ifit has a collective title. Make added entries under the headings for the compilers/editors ifthere are not more than three and if they are named prominently in the item beingcatalogued. If there are more than three compilers/editors named prominently, make anadded entry under the heading for the principal compiler/editor and/or for the one namedfirst.AACR2 21.30D1. Make an added entry under the heading for a prominently named editor orcompiler. For serials and integrating resources, make an added entry under the heading foran editor if considered to be important.RDA 6.27.1.4 If the work is a compilation of works by different persons, families, orcorporate bodies, construct the authorized access point representing the work using thepreferred title for the compilation, formulated according to the instructions given under6.2.2.RDA 20.2.1.3 Record a contributor applying the general guidelines on recording relationshipsto persons, families, and corporate bodies associated with a resource given under 18.4.RDA 18.5.1.3 Record one or more appropriate terms from the list in appendix I with anidentifier and/or authorized access point representing the person, family, or corporate bodyto indicate the nature of the relationship more specifically than is indicated by the definedscope of the relationship element itself.Note: the policy on how many names to include in a statement of responsibility doesn’tautomatically correspond to the same policy for how many authorized access points to give.You could give [and three others] in the 245 and still give four 700 fields, or you could give allin the 245 but none in 700 fields or only some in 700 fields.Also note: here the compilation of works is different from a collective work as mentioned inthe previous slide. Please read the rules. 58
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  • If the compilation has works by a single person, family, or corporate body, the basicinstruction for preferred titles says that the preferred title for the compilation may beone of two possible conventional collective titles: 1) Works if the compilation represents the complete works of thecreator; 2) A term chosen by the cataloger if the compilation contains thecomplete works of a single form.No longer will a cataloger need to determine what AACR2 requires: knowing if thecreator created works only in a single form.For any other compilation, preferred titles are given for each separate work.However, there is an alternative for the last category. 60
  • AACR225.7A : using the title of the first work as the uniform title. This way ofnaming the aggregate work in the 100/240 fields misidentifies the compilationbecause it contains more than the work listed in the 240 field.The basic RDA (6.2.2.10.3) instruction says to name the works separately (shown herein the 700 fields). An alternative says a conventional collective title shown here in the240 field can be used in addition to the 700 fields. The alternative also says the 240field can be used in lieu of the 700 fields.Also note the asterisk saying that access points for any work in the compilation afterthe first is not a core requirement; giving access points for other works would becataloger’s judgment.NOTE: for the works more than 2 by the same creator and without collective title,based on the AACR2 rule 25.9A , we should use [Selections] as the uniform title 61
  • When a compilation lacks a collective title, AACR2 says to use the first work as themain entry for the compilation.RDA instruction results in 700 fields for each work. There isn’t a creator for theaggregate work (i.e., the compilation) to give in the 1XX field. Based on the RDA rule,only the first/predominant name/title is required. 62
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  • Related expression is a core element for LC for compilations 64
  • LCPS 6.27.3: Language Edition: When cataloging a language edition other than theone designated as the original edition, identify the expression by adding the name ofthe language in subfield $l to the authorized access point for the work. See LCPS6.2.2.4 for the instruction on choosing the preferred title for the work.When two language editions are in a compilation, provide analytical authorizedaccess points for each expression and record the language of each in subfield $l. If acompilation contains more than two language editions, give analytical authorizedaccess points for the original edition and at least one other edition. If the originaledition has not already been selected on the basis of one of the editions having beenreceived earlier (see LCPS 6.2.2.4), select the first one in the compilation as theoriginal edition for purposes of choosing the preferred title for the work. 65
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  • Related manifestation is a core element for LC for reproductions 67
  • Note: 533 still valid for reproduction notes and 534 for original version. But they areonly indexed as notes. And they are on different elements on reproduction processnot on the related manifestation 68
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  • Here is the reference list. Very useful. However, nothing can compare with readingthrough the rules by yourself. 71
  • Microsoft Engineering ExcellenceMicrosoft Confidential 72