Non-English & Parallel Records

CAMCIG TrainingMarch 3, 2009

Presenter: Sara Shatford Layne

Thank you to …

• Linda Barnhart, UCSD, and Xiaoli Li, UCD, who worked with Sara to develop the content of the training

• Valerie Bross, UCLA, for help with Elluminate• Cynthia Whitacre and Brenda Block, OCLC, for

answering questions about parallel records

What is a “non-English record”?

“Non-English” describes the language of cataloging, not the language of the material being cataloged

Language of Cataloging

040 ǂb. Examples:040 XXX ǂb spa ǂc XXX040 XXX ǂb ger ǂc XXX 040 XXX ǂc XXX

Language of the Material

A Non-English record …

040 ǂb with value other than ‘eng’245 may contain non-English data in the ǂh 3xx fields may contain non-English data5xx field(s) may contain non-English data

(excluding quoted material)Descriptive access points may be in non-AACR2

form and/or include non-English data in ǂe

What about subject headings?

Language of subject headings does not affect language of cataloging

Ignore 6xx fields when determining language of cataloging

Example 1040 __ XXX ǂb spa ǂc XXX245 00 Antologia de textos : ǂb la reforma y el segundo imperio, ǂf

1853-1867 / ǂc introduccion y seleccion de textos Silvestre Villegas Revueltas.

260 __ Mexico : ǂb UNAM, Coordinacion de Humanidades, Programa Editorial, Instituto de Investigaciones Historicas, ǂc 2008.

300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm.440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia

mexicana ; ǂv 145504 __Incluye referencias bibliograficas.651 _4 Mexico ǂx Historia ǂy Intervencion y segundo imperio651 _0 Mexico ǂx History ǂy European intervention, 1861-1867.700 1_ Villegas Revueltas, Silvestre, ǂe Colab

Example 2040 __ XXXXX ǂe rakwb ǂb ger ǂc XXXXX245 00 Substantia - sic et non ǂb eine Geschichte des

Substanzbegriffs von der Antike bis zur Gegenwart in Einzelbeitragen ǂc Holger Gutschmidt ... (Hrsg.)

260 __ Frankfurt, M. [i.e.] Heusenstamm ǂa Paris ǂa Lancaster ǂa New Brunswick, NJ ǂb Ontos-Verl. ǂc 2008

300 __ 565 S. ǂb graph. Darst. ǂc 22 cm500 __ Beitr. teilw. dt., teilw. engl., teilw. franz. –

Literaturangaben648 _7 Geschichte ǂ2 swd655 _7 Aufsatzsammlung ǂ2 swd700 1_ Gutschmidt, Holger ǂe Hrsg. ǂ4 edt

Example 3

040 XXX ǂb fre ǂc XXX130 0_ Le Temps (Geneve, Suisse : En ligne)245 13 Le Temps ǂh [ressource electronique].260 __ Geneve, Suisse : ǂb Le Temps.310 __ Quotidien362 0_ 18 mars (1998)-500 __ Titre de l'ecran-titre (visionne le 6 juillet

2004).530 __ Parait aussi en version sur papier.651 _6 Geneve (Suisse) ǂv Journaux.

Questions??

What is a “parallel record”?Not the same as a record with parallel fields for

roman and non-roman script.

NOT (necessarily) a parallel record

Parallel Records

• One or more records cataloged using a language other than English already exist

• Indicate existence of parallel record(s) by using a 936 field consisting of “PR” and the OCLC number of the other record(s)

Examples of 936 fields (NR)

(from OCLC Bibliographic formats and standards)

One parallel record identified: 936 __ PR 51191950

Two parallel records identified 936 __ PR 45570484 45825482

Example of record with 936 field 040 __ XXX ǂc XXX ǂd XXX245 00 Antologia de textos, la reforma y el segundo imperio (1853-1867) / ǂc

introduccion y seleccion de textos, Silvestre Villegas Revueltas.260 __ Mexico, D.F. : ǂb Universidad Nacional Autonoma de Mexico, ǂc 2008.300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm.490 1_ Biblioteca del estudiante universitario ; ǂv 145490 1_ Cultura e historia mexicanas651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources.651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv Sources.653 __ Mexico ǂa Historia ǂa Siglo XVIII700 1_ Villegas Revueltas, Silvestre.830 _0 Biblioteca del estudiante universitario (Universidad Nacional

Autonoma de Mexico) ; ǂv 145.830 _0 Cultura e historia mexicanas.936 __ PR 238572899

Remember the Spanish record?040 __ XXX ǂb spa ǂc XXX245 00 Antologia de textos : ǂb la reforma y el segundo imperio, ǂf

1853-1867 / ǂc introduccion y seleccion de textos Silvestre Villegas Revueltas.

260 __ Mexico : ǂb UNAM, Coordinacion de Humanidades, Programa Editorial, Instituto de Investigaciones Historicas, ǂc 2008.

300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm.440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia

mexicana ; ǂv 145504 __Incluye referencias bibliograficas.651 _4 Mexico ǂx Historia ǂy Intervencion y segundo imperio651 _0 Mexico ǂx History ǂy European intervention, 1861-1867.700 1_ Villegas Revueltas, Silvestre, ǂe Colab

Questions?

OCLC Policy for non-English records

DON’T EDIT NON-ENGLISH RECORDS (but they say it more politely)

Which means …

Don’t delete dataDon’t add dataDon’t convert data in another language to

EnglishDon’t control headingsDon’t ‘correct’ cataloging ‘errors’

Are Vendor Records Different?

• Vendor records used to be treated differently, but now they are treated the same as any other record

• If a vendor record qualifies as a non-English record– DON’T EDIT IT

But what about Hybrid records?

• What is a “hybrid record”?

OCLC’s definition

“A hybrid record contains descriptive cataloging data in more than one language”

Note: This quote, subsequent quotes attributed to OCLC, and examples labelled as “from OCLC” are from Section 3.10 of OCLC Bibliographic Formats and Standards.

A “hybrid record” …

Has some elements that are consistent with cataloging in one language …

But also has other elements that are consistent with cataloging in a different language

What to do with a hybrid?

Choices:(A) Edit to be consistently in EnglishOR(B) Create an English-language record and report

the hybrid to OCLCOR(C) Create an English-language record and

correct the 040 field in the hybrid

Reporting Hybrid Records

• E-mail to: bibchange@oclc.org OR• Use the Report Error function in the Action

menu in Connexion

How to decide which choice to make?

Factors to consider (OCLC recommends):• “The intent of the cataloging agency”– that is, is

the library in the 040 ‡a a library in a country that uses a language other than English?

• “The number of descriptive cataloging elements in different languages”– that is, if almost all the record is consistent with one language, but one small element is in another language, assume that the one element is the error

Three more factors to consider

• What is the language of the other libraries with holdings set on the record?

• Could the record have been improperly edited by another library after it was input? If so, was the editing within the last several months?

• Is the problem simply a “coding error” in the 040 $b?

Example 1 (from OCLC)040 S3O‡b swe ‡c S3O020 0333993373 020 9780333993378 043 e-uk--- 100 1 Oulton, Carolyn. ‡d 1972- 245 1 0 Literature and religion in mid-Victorian England : ‡b from

Dickens to Eliot / ‡c Carolyn Oulton. 260 __ Houndmills, Hampshire ‡a New York : ‡b Palgrave Macmillan,

‡c 2003. 300 __ 221 s. 504 __ Includes bibliographical references and index. 650   7 Religion och litteratur ‡z England ‡x historia ‡y 1800-talet. ‡2

sao 650   7 Engelsk religiös litteratur ‡x historia ‡y 1800-talet. ‡2 sao

Additional information

• S3O is the code for the National Library of Sweden

Which do you choose?

Choices:(A) Edit to be consistently in EnglishOR(B) Create an English-language record and report

the hybrid to OCLCOR(C) Create an English-language record and

correct the 040 field in the hybrid

OCLC says … (B)

If your language of cataloging is Swedish, change the 504 field to Swedish and use the record for your cataloging

If your language of cataloging is English, create a new English-language record and report this record for correction

Example 2 from OCLC040 MXADN ‡c MXADN020 9789701348734 020 9701348737 090 HB142 ‡b .M4 2007 245 0 0 Metodologias para la estimacion matemática de la

matriz de insumo-producto simetrica : ‡b (a partir de las matrices de oferta y utilizacion asimetricas en una economia abierta) / ‡c Instituto Nacional de Estadistica, Geografía e Informática.

260 __ Aguascalientes, Ags. ; Mexico : ‡b INEGI, ‡c 2007. 300 __160 p. : ‡b cuadros ; ‡c 28 cm. 504 __ Bibliografía: p. 130-131.

Additional information

• MXADN is the code for Universidad Autonoma de Nayarit (in Mexico)

Which do you choose?

Choices:(A) Edit to be consistently in EnglishOR(B) Create an English-language record and report

the hybrid to OCLCOR(C) Create an English-language record and

correct the 040 field in the hybrid

OCLC says … (C)

If your language of cataloging is Spanish, add to the 040: “‡b spa” and use the record for your cataloging

If your language of cataloging is English, create a new English-language record and add “‡b spa” to the 040 field of the existing record

Example 3

040 __ PL# ǂb spa ǂc PL# ǂd XXX100 1_ Molins, Manuel, ǂd 1943-245 0 4 Monopatins : ǂb (Skaters) / ǂc Manuel

Molins ; introduccio, Fracesc Foguet. 260 __ Alzira, Valencia : ǂb Bromera, ǂc [2006].300 __ 111 p. : ǂb ill. ; ǂc 21 cm.440 _0 Bromera Teatro ; ǂv 38500 __ Anexos. 504 __ Includes bibliographical references (p. 111).

Additional information

• PL# is the code for Puvill Libros• The holdings attached to this record in OCLC

are all English-speaking libraries (except for Puvill Libros, which is a Spanish-language vendor)

• The record was (partly) edited by library XXX to be in English sometime in 2007

Which do you choose?

Choices:(A) Edit to be consistently in EnglishOR(B) Create an English-language record and report

the hybrid to OCLCOR(C) Create an English-language record and

correct the 040 field in the hybrid

Sara says … (A)

If your language of cataloging is English, delete from the 040: “‡b spa”, convert the 500 field to English (or delete the 500 field) and use the record for your cataloging

When in doubt …

Create a new record and report the hybrid;ORReport the hybrid to OCLC and wait for their

decision before proceeding

Questions?

UC (CAMCIG) policy regarding use of non-English records

DON’T.

Or, at least, try very hard not to.

Because …

• In the networked/WCL/NGM environment, it is preferable that we all attach our holdings to the same WorldCat record;

And because …

• The time spent devising and applying policies for sometimes using non-English records is likely to be more time-consuming than the occasional use of the Derive process to create an English record

Questions?

How to create a parallel record

Step 1. Copy the OCLC number from the non-English record.

Step 2. Create/derive a new record from the existing non-English record

Step 3. Add a 936 field to the new record (Note that it is not necessary to add a reciprocal 935 field to the existing record)

And …

Finally …

Step 4. EDIT CAREFULLY: different cataloging rules are likely to have been used in the creation of a non-English record.

Some possible differences:• Different rules for abbreviations in transcribed

fields• Different rules for forms of name and relator

terms • Different practices regarding series

Remember this example? 040 __ XXX ǂc XXX ǂd XXX245 00 Antologia de textos, la reforma y el segundo imperio (1853-1867) / ǂc

introduccion y seleccion de textos, Silvestre Villegas Revueltas.260 __ Mexico, D.F. : ǂb Universidad Nacional Autonoma de Mexico, ǂc 2008.300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm.490 1_ Biblioteca del estudiante universitario ; ǂv 145490 1_ Cultura e historia mexicanas651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources.651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv Sources.653 __ Mexico ǂa Historia ǂa Siglo XVIII700 1_ Villegas Revueltas, Silvestre.830 _0 Biblioteca del estudiante universitario (Universidad Nacional

Autonoma de Mexico) ; ǂv 145.830 _0 Cultura e historia mexicanas.936 __ PR 238572899

And the parallel Spanish record?040 __ XXX ǂb spa ǂc XXX245 00 Antologia de textos : ǂb la reforma y el segundo imperio, ǂf

1853-1867 / ǂc introduccion y seleccion de textos Silvestre Villegas Revueltas.

260 __ Mexico : ǂb UNAM, Coordinacion de Humanidades, Programa Editorial, Instituto de Investigaciones Historicas, ǂc 2008.

300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm.440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia

mexicana ; ǂv 145504 __Incluye referencias bibliograficas.651 _4 Mexico ǂx Historia ǂy Intervencion y segundo imperio651 _0 Mexico ǂx History ǂy European intervention, 1861-1867.700 1_ Villegas Revueltas, Silvestre, ǂe Colab

A German example(selected fields)

040 __ GWDNB ǂe rakwb ǂb ger ǂc GWDNB245 00 Themenschwerpunkt: Alexander Gottlieb

Baumgarten ǂb sinnliche Erkenntnis in der Philosophie des Rationalismus ǂc hrsg. von Alexander Aichele und Dagmar Mirbach

260 __ Hamburg ǂb Meiner ǂc 2008300 __ 373 S. ǂc 24 cm440 _0 Aufklarung ǂv Bd. 20. Jg. 2008490 1_ Aufklarung ǂv Bd. 20. Jg. 2008700 1_ Aichele, Alexander ǂe Hrsg. ǂ4 edt

And its English parallel(equivalent fields)

040 __ XXX ǂc XXX245 00 Themenschwerpunkt : ǂb Alexander Gottlieb

Baumgarten : sinnliche Erkenntnis in der Philosophie des Rationalismus / ǂc herausgegeben von Alexander Aichele und Dagmar Mirbach.

260 __ [Hamburg, Germany] : ǂb Meiner, ǂc c2008.300 __ 373 p. ; ǂc 24 cm.490 1_ Aufklarung, ǂx 0178-7128 ; ǂv Bd. 20700 1_ Aichele, Alexander.700 1_ Mirbach, Dagmar.830 _0 Aufklarung ; ǂv Bd. 20.

Questions?

Thank you …

For more information:• OCLC Bibliographic formats and standards,

section 3.10: http://www.oclc.org/bibformats/en/specialcataloging/default.shtm#BCGBAEHC

• Timeline: Brief history of OCLC activities with national libraries outside the U.S.: http://www.oclc.org/worldcat/catalog/national/timeline/default.htm