Pan-Canadian RDA Training Module: Cataloguing with RDA.

Pan-Canadian RDA Training Module:Cataloguing with RDA

Identifying persons, families, corporate bodies & places and recording attributes

Based on modules from RDA Test at LC and GPLS Cataloging Summit

Modified by: Alison HitchensUniversity of Waterloo [email protected]

mailto:[email protected]

RDA Module - Identifying persons etc. 3

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RDA Module - Identifying persons etc.

Acknowledgements• On behalf of the Pan-Canadian RDA trainers, I would like to thank

the Library of Congress for allowing use and modification of their training modules and supplementary RDA training materials (for RDA Test at LC, June 2010 and Georgia Public Library Cataloging Summit (August 2011) and RDA Refresher Training at LC (October 2011) available at

http://www.loc.gov/aba/rda/training_modules.html• Thank you also to the copyright holders of RDA Toolkit for

permission to copy screens and the RDA logo for educational purposes. All screens copied are identified with: "Screen image from the RDA Toolkit (www.rdatoolkit.org) used by permission of the Co-Publishers for RDA (American Library Association, Canadian Library Association, and CILIP: Chartered Institute of Library and Information Professionals”. 4

http://www.loc.gov/aba/rda/training_modules.html

http://www.loc.gov/aba/rda/training_modules.html


Brenndorfer’s RDA in 10 Easy Steps

Step 6 - Consider the persons, families and corporate bodies associated with the book

– Record the things that help people identify a person/family/corporate body.

– End with the construction of the authorized access point for the person/family/corporate body, with the other identifying elements going into new or existing MARC authority fields. Construct variant access points as required.

Source: Brenndorfer, Thomas. RDA in 10 easy steps. (January 2011)


Objectives of this module

• Be able to identify persons, families and corporate bodies by using or adding additional elements in authority records

• Be able to record persons, families and corporate bodies by using or creating authorized access points

• Understand when to use attributes as part of the authorized access point

• Be aware of chapter 16 for identifying places


Relevant RDA chapters

• 8 General guidelines...• 9 Identifying persons*• 10 Identifying families*• 11 Identifying corporate bodies*• 16 Identifying places**

*FRBR/FRAD group 2 entities**FRBR/FRAD group 3 entity


Review: FRBR/FRAD user tasks• FIND persons, families, and corporate bodies that correspond to the

user's stated search criteria

• IDENTIFY the person, family, or corporate body represented by the data (i.e., confirm that the person… is the one sought, or distinguish between two or more persons… with … similar names)

• UNDERSTAND the relationship between the name used to represent the person… and another name by which that person… is known (e.g., a different language form of the name)

• UNDERSTAND why a particular name has been recorded as a preferred or variant name.


Review: vocabulary

• Heading Authorized access point

• See reference Variant access point

• Core elements = elements that support the user tasks find and identify


Authorized access points

• How to identify (RDA 8-11)• Form of authorized access point (RDA 8-11)• Who to record in bibliographic records (RDA

18-22)• Who to record as related access points in

other authority records (RDA 29-32)


Variant access points

• Which variants to include in authority record as 4XX fields?

– None are core in RDA– LC policy: Cataloguer judgment– PCC, consortia, and local libraries may want to

develop “best practices”


MARC changes for RDA Name Authority Records (NAR)

• Two clues that the authority record is an RDA record:–008/10: value “z” (Other)–040 $a ___ $b ___ $c ___ $e rda

• You may also notice some of the new MARC fields such as 370 for associated place


Already an NAR in LC Name Authority File (NAF)?

• During Test, if the RDA form is different from the AACR2 form, the RDA form is given in a 7XX field with a 2nd indicator of “4”.

• This practice has been discontinued.• You could still find authority records with the 7XX field:– If the 1XX and the 7XX are the same, delete the 7XX– If the 1XX and the 7XX are different, do not remove the 7XX.

These types of NARs will be reviewed as part of a PCC project.


Context of this module

• Elements in authorized access points

• Other identifying elements

• New fields for some of the data elements in authority records

• Not how to create authority records


General guidelines (RDA 8)• Terminology• Core elements• Language and script• Recording names– Capitalization – follow appendix A– Numbers, hyphens: give as found– Spacing of initials and acronyms– Abbreviations – follow RDA appendix B

• Additional notes for authority records– Scope of usage– Source consulted, etc.


Exercises!

1 Exploring RDA


Assemble elements to create access points

• All elements for identification are listed first• Cataloguers choose from those elements the

ones needed for use in the authorized access point in order to distinguish between entities

• RDA is broader in scope than AACR2 –identification of entities not just “ name headings”


Exercises!

2 Exploring RDA


IDENTIFYING PERSONS AND RECORDING ATTRIBUTES

Chapter 9


Persons: scope of “person”

• Definition (RDA 8.1.2) = “An individual or an identity established by an individual (either alone or in collaboration with one or more other individuals)”

• RDA 9.0: Includes fictitious entities– Caillou, Mamma Yamma, etc. now in scope if

presented as having responsibility in some way for a work, expression, manifestation, or item

Modified from: RDA Test at LC: June 2010 -- module 4, slide 12


Preferred name (RDA 9.2.2)

• Form to be used when constructing the authorized access point

• If individual has more than one identity, a preferred name for each identity (RDA 9.2.2.8)– No time period restrictions

• Choose the form most commonly known– Variant spellings: choose the form found on the first

resource received (RDA 9.2.2.5.4)

• Includes relationship words such as Jr., Sr., IV, etc.



Title (9.4) and Other designations (9.6)

• Title is limited to:– Royalty, nobility or ecclesiastical rank or office– Person of religious vocation– E.g. King, Pope

• Any other designation has very limited scope:– Christian saints– Spirits


Date associated with the person• Three dates:– Date of birth (RDA 9.3.2) *– Date of death (RDA 9.3.3) *– Period of activity of the person – if needed to

differentiate and dates of birth/death not known – no restrictions on time period (RDA 9.3.4)

• Guidelines for probable dates (RDA 9.3.1)

*LC policy: core when readily available



Changes when giving dates for persons• Abbreviations “cent.,” “ca.,” “b.,” “d.,” and “fl.” not

in appendix B– “cent.” becomes “century”– “approximately” replaces “ca.”– “b.” and “d.” dates: LC Policy - use hyphens instead of

spelling out the abbreviations– LC Policy - Use “active” for “fl.”

Chretien, Jean, $d 1934-

Chretien, Jean, $d born 1934


Fuller form of name (RDA 9.5)• Scope:– Full form of a part of a name represented only by an

initial or abbreviation in the form chosen as the preferred name, or

– A part of the name not included in the form chosen as the preferred name (change from AACR2)

LC policy: only when needed to differentiate

100 1# $a Riel, Louis $q (Louis David)$d 1844-1885



Profession or occupation (RDA 9.16)

• Core:– for a person whose name consists of a phrase or

appellation not conveying the idea of a person, or– if needed to distinguish one person from another with

the same name

100 1# $a Smith, Michael $c (Chef)



Elements for Identifying Persons: MARC fields

046: special coded dates370: associated place*371: address*372 field of activity*373: associated group*374: occupation375: gender*377: associated language*378: fuller form of personal name678: can include biographical information*

*elements not used in 100 but useful for identification


Persons example

046 $f 19310710 date of birth

100 $a Munro, Alice, $d1931-370 $a Wingham, Ont. $c Canada $e Clinton, Ont.374 $a Short-story writer occupation

375 $a female gender

377 $a eng language that she writes in

378 $q Alice Ann fuller form of name

400 $a Laidlaw, Alice Ann, $d1931- variant name

678 $a Alice Ann Munro (née Laidlaw) is a Canadian short-story writer and three-time winner of Canada’s Governor General Award for English-language fiction...

Place of birth; associated country; place of residence


Exercises!3 Identifying persons4 Verifying access

points


IDENTIFYING FAMILIES AND RECORDING ATTRIBUTES

RDA chapter 10


Scope and Role of “family”

• Definition: “two or more persons related by birth, marriage, adoption, civil union, or similar legal status, or who otherwise present themselves as a family” (RDA 8.1.2)

• Role: creators, contributors etc.– Important for archives, museums, special

collections, genealogy newsletters, family reunion publications etc.

Modified from: LC RDA for Georgia Cataloging Summit, slides 35-36


Name Authorities vs. Subject Headings

• Ch. 10 applies to distinctive family entities• Continue the current subject cataloguing

policy for general family groupings• There will be separate authority records in

LC/NACO authority file and in LCSH

Modified from: LC RDA for Georgia Cataloging Summit, slide 37


Preferred Name (RDA 10.2.2)

• Form to be used when constructing the authorized access point– Variant name used in variant access points

• Choose the form most commonly known– Surname or equivalent– Royal house, dynasty, clan etc.


100 3# $a Eaton


Type of family (RDA 10.3)

• Scope = categorization or generic descriptor for the type of family– Cataloguer’s choice, e.g. “Family,” “Clan,” “Royal

house,” “Dynasty,” etc.

100 3# $a Eaton (Family)



Date associated (RDA 10.4)

• Scope = “a significant date associated with a family,” e.g.– 1802-1945– 4th-9th centuries

100 3# $a Eaton (Family : $d 1869-1999)



Place associated (RDA 10.5)

• Scope = “place where a family resides or has resided or has some connection”

• Include in access point if needed to distinguish or identify

• Give place in its form as an authorized access point (see RDA 16)

100 3# $a Eaton (Family : $d 1869-1999: $c Toronto, Ont.)



Prominent member (RDA 10.6)

• Scope = “a well-known individual who is a member of a family”

• Include in access point if needed to distinguish or identify

• Give name in form as an authorized access point (see RDA 9)

100 3# $a Trudeau (Family : $g Trudeau, Pierre Elliott, 1919-2000)



Elements for identifying families: MARC fields

• 046: Special coded dates*• 370: Associated place*• 376: Family information*– Type of family, prominent member, hereditary title**

• 678: can include family history

*new fields**hereditary title never included in authorized access points


Family example

046 $s 1869 $t 1999 associated dates

100 3# $a Eaton (Family : $d 1869-1999 : $c Toronto, Ont.)370 $e Toronto, Ont. Place of residence

376 $a Family $b Eaton, Timothy, $d 1834-1907type of family; prominent member

678 0# $a Timothy Eaton was born in March 1834 in Ballymena, Northern Ireland. At the age of 20 he moved to Ontario. He married Margaret Beattie in 1862 and had 5 children. He opened a dry goods store in 1869 in Toronto which was the cornerstone for the large Canadian retail chain Eaton's. John Craig Eaton inherited the business in 1907... The business finally went bankrupt in 1999

family history


EXERCISES !

5 Code the elements in the correct MARC fields


IDENTIFYING CORPORATE BODIES AND RECORDING ATTRIBUTES

Chapter 11


Scope of “corporate body”

• Definition (RDA 8.1.2) = “an organization or group of persons and/or organizations that is identified by a particular name and that acts, or may act, as a unit”

• Includes ad hoc events (such as athletic contests, exhibitions, expeditions, fairs, and festivals) and vessels (e.g., ships and spacecraft)

Source: RDA Test at LC: June 2010 -- module 4, slide 40


Preferred name for the corporate body (RDA 11.2.2)

• Choose the form most commonly known

• Variant spellings: choose the form found in the first resource received (RDA 11.2.2.5.1)

• Not abbreviating “Department” (should not have abbreviated in AACR2 headings either)



Some categories of corporate bodies

• Subordinate/related non-government bodies recorded subordinately – RDA 11.2.2.14

• Government bodies recorded subordinately – RDA 11.2.2.19

• Legislative bodies – RDA 11.2.2.22



Location of headquarters (RDA 11.3.3)

• Scope = country, state, province, etc., or local place of headquarters, or geographic area of corporate body’s activities

• Core if needed to distinguish one corporate body from another with the same name

• Use same form as the authorized access point for the location(Ch. 16)

110 2# $a Manitoba Rolling Mills (Selkirk, Man.)



Date of establishment (RDA 11.4.3) or termination (RDA 11.4.4)

• Scope = year in which a corporate body was established or terminated

• Give if needed to distinguish the name of one corporate body from another

110 2# $a Conservative Party of Canada (2003- )



Associated institution (RDA 11.5)• Core: – for conferences, etc., if the institution’s name provides better

identification than the local place name or if the local place name is unknown

– if needed to distinguish one corporate body from another with the same name

• In the form and language recorded as the preferred name for the institution (not the whole authorized access point for the institution)

Modified from: RDA Test at LC: June 2010 -- module 4, 50


MARC for Associated institution• For access point:– Conference: subfield $c– Other corporate bodies: add to the preferred name of

the corporate body (subfielding and punctuation will vary)

111 2# $a Symposium on Risk in New Technologies $n(1st : $d 1981 : $c University of Waterloo)

110 2# $a CGA Accounting Research Centre (University of Ottawa)

Source: RDA Test at LC: June 2010 -- module 4, slide 51


Other designation associated with the corporate body (RDA 11.7)

• Scope:– a word, phrase, or abbreviation indicating incorporation or legal

status; any term serving to differentiate the body from other corporate bodies, persons, etc.

– Includes names not conveying the idea of a corporate body

• Core:– For a body whose name does not convey the idea of a corporate body– if needed to distinguish one corporate body from another with the

same name

110 2# $a Tragically Hip (Musical group)



Some changes for conferences, etc.• Merged instruction for preferred name of a

conference, congress, meeting, exhibition, fair, festival, etc. - changes from AACR2:– Retain frequency in the name of a conference, congress, or

meeting– Omit year of convocation from the name of an exhibition,

fair, or festival (will be included in the authorized access point in subfield $d)

• Locations– Can include more than 3 locations– Can use “Online” for online conferences


Elements for identifying corporate bodies: MARC fields

046: special coded dates368: other corporate body attributes370: associated place371: address*372: field of activity*373: associated group377: associated language*678: can include corporate history*

*elements not used in 110/111 but useful for identification


Corporate Body example

046 $s 2007 start date

110 $a Canada. $b Public Safety Canada410 $a Canada. $b Sécurité publique Canada (2007)370 $e Ottawa, Ont. headquarters

371 $a 269 Laurier Ave. W. $b Ottawa $d Canada $e K1A 0P8 address

372 $a Public Safety Canada was created to ensure coordination across all federal departments and agencies responsible for national security and the safety of Canadians field of activity

377 $a eng $a fre associated languages


EXERCISES !

6 Identifying corporate bodies7 Identifying core elements


IDENTIFYING PLACES: CHOOSING PREFERRED NAME TO BE USED IN AUTHORIZED ACCESS POINTS

RDA chapter 16


Place names in RDA

• Place belongs to the Group 3 FRBR entities – entities with a subject relationship to a work

• Part of Section 4: Recording Attributes of Concept, Object, Event & Place– Not yet developed

• Place included in first release of RDA because place names are used in authorized access points


Places are used...

• As additions to corporate body headings and conferences

• As names of government bodies• For recording places associated with a person,

family or corporate body• As additions to titles of works


Preferred Name (16.2.2)

• the name or form of name chosen to represent a place

Choose as the preferred namea. the form of the name in the language preferred

by the agency preparing the data, if there is one in general use

b. the form of the name in the official language of the jurisdiction in which the place is located


Recording the preferred name

• Record as part of the name of a place the name of the larger place in which it is located or the larger jurisdiction to which it belongs (16.2.2.4)– exceptions for countries and states, provinces, territories,

etc. of Australia, Canada, Malaysia, the United States, the USSR or Yugoslavia and places in the British Isles

– abbreviate the name of the larger place as instructed in Appendix B.2

Budapest (Hungary)Jasper (Alta.)Academy of Medicine (Toronto, Ont.)


Variant name (16.2.3)

• Includes:– significantly different names– expanded names– initialism/abbreviated form– alternate linguistic form of name


SUMMARY


Authorized access point vs. Other identifying elements

• Chapters 8-11 meet several user tasks – find, identify, understand– Concerned with more than just form of name

headings– Include many elements for identification– Some of these elements are used to create

authorized access points


New MARC fields(as of June 2012 update)

• 046 - Special Coded Dates• 368 - Other Corporate Body Attributes• 370 - Associated Place• 371 - Address• 372 - Field of Activity• 373 - Associated group• 374 - Occupation• 375 - Gender• 376 - Family Information • 377 - Associated Language• 378 - Fuller Form of Name

Source: RDA in MARC, June 2012


What to do with an existing NAR : PCC Policy

• PCC cataloguers creating RDA bibliographic records will use authorized forms of names and titles established in existing AACR2 and RDA authority records.

• If no AACR2 or RDA authority record exists, PCC cataloguers continuing to use RDA will create RDA authority records. The resulting RDA authorized access points will be used as needed on RDA and AACR2 bibliographic records.

• Some bibliographic records may contain a mix of authorized headings for different names or titles created according to AACR2 and RDA.

Source: PCC Post RDA Test Guidelines


EXERCISES !

8 AACR2 and RDA access points


Questions/Comments

Contact:Alison HitchensCataloguing & Metadata LibrarianUniversity of Waterloo [email protected]

mailto:[email protected]


Useful Resource

Library of Congress. Resource Description and Access (RDA): Information and Resources in Preparation for RDA. Access at http://www.loc.gov/aba/rda/

http://www.loc.gov/aba/rda/

http://www.loc.gov/aba/rda/


References• Brenndorfer, Thomas. RDA in 10 easy steps. (January 2011) http://

rdaincanada.wikispaces.com/file/view/RDA+in+10+Easy+Steps.doc• Kuhagen, Judith A. “RDA Test at LC.” PowerPoint modules prepared for the

Library of Congress participants in the U.S. RDA test and presented June 2010. Access at http://www.loc.gov/catdir/cpso/RDAtest/rdatraining2.html

• Library of Congress. “Module 4: Persons, Families and Corporate Bodies: Elements and authorized access points.” PowerPoint module prepared for the Georgia Public Library Service Cataloging Summit, Aug. 9-10, 2011. Access at http://www.loc.gov/aba/rda/source/Georgia_module_4_17august2011.ppt

• PCC Post RDA Test Guidelines. Access at http://www.loc.gov/aba/pcc/rda/PCC%20Post%20RDA%20Test%20Guidelines.html

• RDA in MARC – Summary of Additions, October 2012. Access at http://www.loc.gov/marc/RDAinMARC-10-12.html

• RDA Toolkit. Access at http://access.rdatoolkit.org/ (subscription required beyond table of contents)

http://rdaincanada.wikispaces.com/file/view/RDA+in+10+Easy+Steps.doc

http://rdaincanada.wikispaces.com/file/view/RDA+in+10+Easy+Steps.doc

http://www.loc.gov/catdir/cpso/RDAtest/rdatraining2.html

http://www.loc.gov/aba/rda/source/Georgia_module_4_17august2011.ppt

http://www.loc.gov/aba/pcc/rda/PCC%20Post%20RDA%20Test%20Guidelines.html

http://www.loc.gov/aba/pcc/rda/PCC%20Post%20RDA%20Test%20Guidelines.html

http://www.loc.gov/marc/RDAinMARC-10-12.html

http://www.loc.gov/marc/RDAinMARC-10-12.html

http://access.rdatoolkit.org/

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