Subject analysis, shelflisting, filing rules, subject authority control


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  • How many of you have libraries that file titles within a class by accession number only? By some type of filing rules? Focus today is on the order in which books are filed on the shelf within a class. It is being included in this course on subject analysis because of the close ties between the subjects of materials and where they sit on the shelf – as you will see.
  • We will only go over the shelflisting principles as examples. The LCFR contains many more rules and situations than we can discuss here.
  • 1 st four are identical filing entries organized by date of imprint Fifth entry is identical but contains a qualifier The next two are in alphabetical order (dashes and colon are not considered significant marks of punctuation
  • Again, the goals of these rules, of which these are only a sampling, is to make explicit rules for situations where questions might arise as to how entries should be filed.
  • Beyond filing rules, there are additional rules for the construction of call numbers and for dealing with particular types of materials. Start with dates. For all monographs, add a date to the call number. This aids in distinguishing between editions. For corporate bodies, do not add letter to the date For congresses/conferences, add the date of the conference. There are additional rules, but these cover many situations
  • The cutter number for the translation is composed of the cutter for the original plus an extension denoting the language of the translation. This has the effect of having all works of the same title next to each other on the shelf regardless of language, organized by language of translation. Other languages are accomodated by cuttering in between these translation additions.
  • These rules have the effect of keeping all publications by a corporate body (and its subordinate bodies) together within a class, by date of publication. Multiple publications within a year are given a “work letter”, e.g., 2005a, 2005 b, etc.
  • Biography table is under 3b
  • How are these shelflisted? With the main work or not? How to distinguish?
  • In practice, the $w h is not used since a hierarchy can be created using the $w g alone
  • The information recorded in the authority record serves as a record of how the cataloger decided on the terminology selected for the heading and UF references. In addition, definitions of terms that are not readily available elsewhere, information on the intended scope and usage of the proposed heading, its relationship to, and distinction from, similar existing headings, and any peculiarities or other pertinent information about the heading are recorded here.
  • See H202 and H203 for more information on how to cite sources in the 670 and 675. Every source checked should be cited, and every 1xx and 4xx needs to be justified by a citation.
  • I will leave this to you to explore while you formulate your subject heading proposals for next week
  • Subject analysis, shelflisting, filing rules, subject authority control

    1. 1. Shelflisting and Filing RulesandSubject Authority Control December 3, 2012 1
    2. 2. Overview Shelflisting  Basic definitions  Filing rules  Dates  Editions  Translations  Corporate bodies  Biography  Supplementary materials Subject authority control 2
    3. 3. Basic definitionsCall number: A number consisting of a class number, a book number, and additional information that uniquely identifies the item.Class number: A number that represents what the item being cataloged is about, selected from the schedules.Book number: An alpha-numeric device appended to a class number to arrange material on the same subject in a specified order, usually alphabetically by author. Also called author number. 3
    4. 4. Basic definitions (cont.)Title: Treasures of the Library of CongressCall number: Z733.U58 G66 1991Class number: Z733.U58Book number or author number : G66 4
    5. 5. Basic definitions (cont.)Cutter number: An alpha-numeric device for representing words or names by using one or more letters followed by one or more arabic numerals used decimally. Examples:  Book numbers  Some subdivisions in the classification schedules (e.g., geographic subdivisions) 5
    6. 6. ShelflistingThe activity of arranging materials within an existing collection, normally by authorORThe activity of determining the book or author number and necessary additions to the call number for a unique number. 6
    7. 7. Filing rules Since the goal of shelflisting is to organize materials within a class by main entry (either title or author), rules are needed to resolve conflicts The primary source for filing is: Library of Congress Filing Rules (Washington : Library of Congress, 1980). CSM: Shelflisting has additional rules 7
    8. 8. Order of fields with identicalleading elements Person Place Corporate body Title 8
    9. 9. Order of fields with identicalleading elements (cont.)George, AlanGeorge (Ariz.)George (Motor boat)George is lost 9
    10. 10. Identical filing entriesConsider the title to extend only to the first significant mark of punctuation which will be either a period ( . ) or a slash ( / ).If two identical but unrelated title entries appear in the same class, arrange the entries by imprint date using successive Cutters, in order of receipt. 10
    11. 11. Identical filing entries (cont.)Education today / 1966Education today. 1966Education today / by John Smith. 1969Education today. 1977Education today (Boston)Education today--and how it works. 1970Education today : language teaching. 1966 11
    12. 12. Abbreviations File abbreviations exactly as written Mister Doctor Blo Mme. Begue and her recipes Mr. Drackle and his dragons Mrs. Appleyards family kitchen 12
    13. 13. Dates 1976? use 1976 ca. 1976 use 1976 1981, cl980 use 1981 1971, cl972 use 1972 1979 [i.e.1978] use 1978 1962 or 1963 use 19621969 (1973 printing) use 1969 1979-1981 use 1979 between 1977 and 1980 use 1977 197- use 1970z 197-? use 1970z 19-- use 1900z 19--? use 1900z 13
    14. 14. Editions If subsequent editions of a work have the same author, title, and classification, retain the same cutter and distinguish by the date of publication If the title is changed but the classification is the same, retain the same cutter and distinguish by the date of publication If the author and/or title changes, but the classification is the same, retain the same cutter and distinguish by the date 14
    15. 15. Translations .x Original work .x12 Polyglot .x13 English .x14 French .x15 German .x16 Italian .x17 Russian .x18 Spanish 15
    16. 16. Corporate bodies For materials entered under a corporate body heading, Cutter for the name of the corporate body. Add the imprint date to the call number to make each call number unique. Assign the same Cutter to all publications with the same corporate body heading, including translations, selections, editions, etc. Ignore all subheadings in establishing the Cutter number 16
    17. 17. Biography Biography classes exist in some parts of LC schedules Within these classes, biographical materials are organized according to a special table Biography table The effect is to organize all works by and about an individual 17
    18. 18. Supplementary materialsSupplementary materials are separately issued subordinate works that continue or complement a previously issued work.Examples:  Supplements  Appendices  Indexes  Addenda 18
    19. 19. Supplementary materials(cont.)3 situations:1. Cataloged separately  add Suppl. to call number for original work1. Covered by a note in the physical description or note area  add appropriate term (tables, maps) to the call number for the original work1. Indexes  add Index to the call number for the original work 19
    20. 20. Subject Authority Control Purpose and use of subject authority records MARC format for authority records Creation of new subject headings 20
    21. 21. Purpose and use of subjectauthority records Subject authority file: authorized forms of headings Each term appears in a particular form designated to represent one concept or topic Each authority record gives information about the heading and its relation to other terms 21
    22. 22. Purpose and use of subjectauthority records (cont.) Purposes of authority records:  To maintain consistency in the choice and form of a heading for a given concept  To relate that concept to others in the database Controlled vocabularies = authority files 22
    23. 23. Purpose and use of subjectauthority records (cont.) In online systems, authority records are used to guide users to authorized forms of headings Some systems will report unmatched headings or unauthorized forms Other systems require catalogers to search authority records for verification 23
    24. 24. MARC Authority Format Variable fields X00 Personal name X10 Corporate name X11 Meeting name X30 Uniform title X50 Topical heading X51 Geographic name 24
    25. 25. MARC Authority Format(cont.) Variable fields (cont.) 1XX Authorized form 4XX Synonyms and other unauthorized forms 5XX Broader, narrower, and related forms 25
    26. 26. MARC Authority Format(cont.) 5XX uses $w  $w g is a broader heading  $w h is a narrower heading  $w n is a related heading 26
    27. 27. MARC Authority Format Example010 $a sh 85148273040 $a DLC $c DLC $d DLC $d AuSU $d DLC053 0 $a D731 $b D838150 $a World War, 1939-1945450 $a European War, 1939-1945450 $a Second World War, 1939-1945450 $a World War 2, 1939-1945450 $a World War II, 1939-1945450 $a WW II (World War, 1939-1945)450 $a WWII (World War, 1939-1945)550 $w g $a History, Modern $y 20th century670 $a Womens fiction of the Second World War, 1996.670 $a LC database, May 7, 2004 $b (titles: World War Two; World War 2; WW II)670 $a Am. heritage dict. $b (WWII: abbr. World War II) 27
    28. 28. Creation of New SubjectHeadings When to establish a new heading Authority research Citation of sources Formulating the subject heading 28
    29. 29. When to establish a newheading“Establish a subject heading for a topic that represents a discrete, identifiable concept when it is first encountered in a work being cataloged, rather than after several works on the topic have been published and cataloged.” (SCM:SH) 29
    30. 30. When to establish a newheading New topics that are not discrete or identifiable – assign existing headings New topics where American usage is still undetermined – research and use judgment in selecting best terminology 30
    31. 31. Authority research Proposed subject headings and UF references must:  reflect usage in current literature  reflect construction, language, and style of LCSH Purpose of authority research:  To document the form used in current literature OR  To show that no such form can be found except in the work being cataloged 31
    32. 32. Citation of sources 670 – citation of sources consulted and found 675 – citation of sources consulted but not found 952 – citation of an LC pattern  Example: to justify the form of a new heading Art, German, cite the LC heading Art, French 32
    33. 33. Formulating the subjectheading H285-H365 cover the form of the headings, including:  Singular vs. plural forms  Articles in initial positions  Foreign terms  Natural language  Ethnic qualifiers 33