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Cambridge University Library

Authorised access points:Headings in RDA

Cambridge University Library

Written for Cambridge use by Celine Carty

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Reminder

Headingin AACR2

authorised access pointin RDA= AAP

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Overview

What is the same?

What is different?

• New types of authorised access points

• What’s different in existing AAPs?

What RDA says about AAPs

RDA authority records

Global database changes

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What is the same?

Cambridge still a NACO library, creating and updating authority records

Still doing maintenance in cambrdgedb to ensure existing bibs use correct authorised forms

Still expect records in the cambrdgedb database to use authorised forms

Still proposing new AAPs as required

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Checking aaps in bib records

Make sure you check every authorised access point against the authority file

1XX, 1XX+240, 7XX, 8XX

BAM in Cataloger’s Toolkit or other methods

REMEMBER that Voyager’s own “validation” screen is not sufficient!

highlight, click on search to see the Browse Headings List and view authority record

What is different?Family names

AACR2

• Families could only be included as subjects (LCSH) in bib records

• LCSH for families applied for ALL families with the same name (or variants of the same name)

RDA

• Families can be creators or contributors in bib records

• Families can be established in LC/NAF for specific families (for use in 100 3# or 700 3#)

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Family name example

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600 30 applies to ALL families with Chatman name or variants of Chatman name

100 3_: the specific family in South Carolina

What is different?Fictitious & non-human entities

AACR2

• only human beings were considered “persons” for purposes of added entries

RDA

• “Persons include fictitious entities” (RDA 9.0) and non-human entities

• They can be established in the LC-NAF and given as creators/contributors

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Library of Congress Subject Heading (600 field)

RDA Name authority record (100 or 700 field)

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What’s different?Differences in how AAPs look

Existing headings will look different:

• New elements form part of the preferred name

• Jr., Sr., III, etc.

• New “occupation” qualifiers to break conflict

• Can no longer use certain types of qualifiers

• No more abbreviations

• No more fl., ca., b., d., Dept., etc.

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Changes to personal names

Words, etc., indicating relationships are treated as part of the preferred name and always recorded if present

RDA 9.2.2.9.5

For example, Jr., Sr., fils, père and numbers (e.g., III)

Saur, Karl-Otto, Jr.

Dumas, Alexandre, père

Hatfield, Frederick C., II

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Qualifier of occupation

Qualify by profession or occupation

RDA 9.19.1.6

Can be professional, occupational, unpaid or recreational

Add only to distinguish one access point from another in the absence of: birth/death dates, fuller form of name or period of activity

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Occupation qualifier examples

100 1# $a Niven, William $c (Clergyman)

100 1# $a Waters, Chris $c (Poet)

100 1# $a Green, Kevin $c (Angler)

100 1# $a Davies, Simon $c (Crime fiction author)

100 1# $a Turner, Martin $c (Travel writer)

100 0# $a Big Hand $c (Musician)

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Qualifiers that can no longer be used

Titles and terms of address not covered by RDA 9.19.1.2

Post-nominal letters denoting a degree, or membership of an organization also not included

Abraham, Martin, Dr.

Graves, Ernest, Lt. Gen.

Young, Joseph, Rev.

Hughes, Claire, Ph. D.

Carter, Thomas, of London

None of the above is a permitted RDA authorized access point

No more abbreviations

AACR2 RDA

Abbreviates months Does not abbreviate months

15th cent. 15th century

ca. 1837-ca. 1896 approximately 1837- approximately 1896

fl. 1788-1803 active 1788-1803

b. 1825 1825-

d. 1945 -1945

Dept. Department (unless name uses the form

Dept.) 16

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What’s different? Conferences

Conferences, meetings, exhibitions, fairs and festivals all now have same rules (RDA 11.2.2.11)

• Remove from the preferred name any indication of its number or year(s) of convocation

• Do not remove indication of frequency (Annual, Biennial, etc.)

CAV (Conference) NOT CAV ’91

Annual Conference on FishingNOT Conference on Fishing

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What’s different?“Named” conferences

A conference name need not contain a word that denotes a conference, to be considered named (and given in 111)

• Former practice followed LCRI 21.1.B1 and required the name to include a word such as “symposium”, “conference”, “colloquium”, etc.

• Has no equivalent in RDA or the LC-PCC PS

Freedom & FaithDigital Library FuturesMay not convey the idea of a corporate body so add qualifier (Conference)

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Collective & individual conferencename authority records

RDA requires both individual and collective conference name authority records (RDA & LC-PCC PS 11.13.1.8)

• Records created for individual conferences• Records created for individual instances of sequential

conferences• Records created for collective run of sequential

conferencesBritish Knitting Conference

British Knitting ConferenceBritish Knitting Conference $n (4th : $d 2010 : $c

Norwich, England)

$n (4th : $d 2010 : $c Norwich, England)

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Individual conference names

Individual conference name authority record:

• Used for a single instance of an ongoing (sequential) conference or for individual one-off conferences

• NARs now needed for single instances of ongoing conferences:

111 2# $a Conference on Bats $n (3rd : $d 1999 : $c Whitby, England)

111 2# $a BTR (Conference) $n (2nd : $d 2002 : $c University of Iowa)

Individual name authority record for exact name must exist

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Collective conference names

Collective conference name authority record

• Used for the whole series of an ongoing conference

111 2# $a Conference on Bats

111 2# $a BTR (Conference)

Individual and collective records co-exist on the authority file, for most conferences you will need both a collective and an individual authority record

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AACR2 conference names

Existing AACR2 authority records do not follow the individual/collective pattern

Existing records are flagged with a 667 note:

667 ## $a THIS 1XX FIELD CANNOT BE USED UNDER RDA UNTIL THIS RECORD HAS BEEN REVIEWED AND/OR UPDATED

This means this authorised form cannot be used in RDA bib records (though it can be used for AACR2 records). Pass to NACO cataloguer for upgrading to RDA.

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What’s different? Specific changes

Changes for authorised access points for works/expressions

• 130, 240, 700 $t, 730, etc.

• No more $l Polyglot and only one language in $l

Changes for authorised access points for sacred scriptures

• No more abbreviations: New Testament not N.T.

• Individual books are no longer grouped under a testament

• AAP for Koran will change to Qur’an

AAPs for sacred texts

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AACR2 RDA

Bible. O.T Bible. Old TestamentBible. N.T. Bible. New TestamentBible. O.T. Genesis Bible. GenesisBible. N.T. Acts Bible. ActsKoran Qur'an

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What’s different? RDA means…

In general:

• More types of entities in 1XX

• More instances of 1XX in records

• More AAPs altogether

Relationship designators are not part of the authorised form and do not appear in the authority records. Relationship designators also do not affect indexing or searching

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What RDA says about AAPs

Recording Attributes of...

Section 3: Person, Family & Corporate Body

Ch. 8: General Guidelines

Ch. 9: Identifying Persons

Ch. 10: Identifying Families

Ch. 11: Identifying Corporate Bodies

Section 4: Concept, Object, Event & Place

Ch. 16: Identifying Places

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What RDA says about AAPs& relationships

Recording Relationships between...

Section 9: Persons, Families & Corporate Bodies

Ch. 29: General Guidelines

Ch. 30: Related Persons

Ch. 31: Related Families

Ch. 32: Related Corporate Bodies

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RDA Appendices for AAPs

Appendix A: Capitalization

Appendix B: Abbreviations

Appendix E: Record Syntaxes for Access Point Control [i.e. punctuation]

Appendix F: Additional Instructions on Names of Persons [i.e. languages]

Appendix K: Relationship Designators [...] between Persons, Families and Corporate Bodies

New fields for MARC authority records

046: special coded dates370: associated place371: address372: field of activity373: affiliation374: occupation375: gender377: associated language

380: form of work381: other distinguishing characteristics of work or expression382: medium of performance383: numeric designation of musical work384: key

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RDA authority record

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046 - Special coded dates

“Dates that are associated with the entity described in the record”

$f - Birth date $s - Start period $g - Death date $t - End period

Eg. 046 ## $f 19360505100 1# $a Johnson, Enid, $d 1936-

046 ## $s 20100 1# $a Cameron, Ian $c (Pastor)

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046 date information

 Date information 046Born 1949, died 1997 $f 1949 $g 1997Born 24th February 1980 $f 19800224

Active 1730 $s 1730Active 1900-1920     $s 1900 |t 1920 Active 20th century (1900s) $s 19Active 20th-21st centuries (1900s-2000s)

$s 19 |t 20 

Conference held 14-16th Sept. 2011 $s 20110914 $t 20110916

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368 – Other attributes of person or corporate body

Term to describe a type of corporate body or jurisdiction

LCSH preferred, with $2 lcsh

$a - Type of corporate body $b - Type of jurisdiction $c - Other designation

E.g. 368 ## $a Societies $2 lcsh

368 ## $a Congresses and conventions $2 lcsh

368 ## $b Cities and towns $2 lcsh

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370 - Associated place

“A town, city, province, state, and/or country associated with persons, corporate bodies, families [etc.]”

$a - Place of birth (NR)$b - Place of death (NR)$c - Associated country (R)$e - Place of residence/headquarters (R)$f - Other associated place (R)

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370 examples

100 1 $a Singer, Isaac Bashevis, $d 1904-1991

370 $a Radzimyn, Poland $b Surfside, Fla.

[born: Radzimyn, Poland; died: Surfside, Fla.]

100 1 $a Parker, Bobby $c (Poet)

370 $c Great Britain $e Kidderminster, England

[associated country: Great Britain; residence: Kidderminster]

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371 - Address

“An address (as well as electronic access information such as email, telephone, fax, TTY, etc. numbers) associated with the entity described in the record”

$a - Address $b - City $c - Intermediate jurisdiction $d - Country $e - Postal code

$m - Electronic mail address

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372 - Field of Activity

“A field of endeavor or area of expertise in which the person or corporate body is or was engaged”

LCSH terms are preferred, $2 lcsh

$a - Field of activity

100 1# $a Shelley, Percy Bysshe, $d 1792-1822372 ## $a Poetry $2 lcsh

100 1# $a James, Charles, $d 1989-372 ## $a Philately $a Philosophy $2 lcsh

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373 – Associated group

“Information about a group, institution, association, etc., that is associated with the entity ”

LC/NAF terms preferred, $2 naf

$a - Associated group

E.g. 100 1# $a Ashton, John, $d 1947-373 ## $a University of Leeds $2 naf

100 1# $a Jones-Williams, Mari373 ## $a BBC Wales $2 naf

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374 - Occupation

“Information about profession or occupation in which a person works or has worked”

LCSH terms are preferred, $2 lcsh

$a - Occupation

E.g. 100 1 # $a Brown, Philippa374 ## $a College teachers $2 lcsh

100 1# $a Stevens, Peter $c (Painter)374 ## $a Painters $2 lcsh

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372, 374 and occupation qualifiers

LCSH terms that are suitable in 374

374 $a Motion picture producers and directors $2 lcsh

are sometimes unsuitable as an addition to the access point

100 1# $a Jackson, Richard $c (Motion picture producer)

Addition to access point can correspond to both 372 and 374:

100 1# $a Paterson, Craig $c (Lecturer in criminology)

372 ## $a Criminology $2 lcsh374 ## $a College teachers $2 lcsh

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375 - Gender

$a - Gender (R)

375 ## $a male

375 ## $a female

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377 - Associated Language

$a - Language code $l – Language term

100 1# $aNabokov, Vladimir, $d 1899-1977377 ## $a rus $a eng

100 1# $a Zingani, Willie T.377 ## $a nya $l Chewa[Chewa dialect is under the collective

code nya (Nyanja)]

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378 – Fuller form of personal name

“A name element used to distinguish a person from another person with the same name”

$q – Fuller form of personal name

100 1# $a Johnson, A. W. $q (Alva William)378 ## $q Alva William

100 1 # $a Jacoby, R. S.378 ## $q Robert Simon670 ## $a E-mail from author, 1 April 2013 $b

(Robert Simon Jacoby)

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Authority work required

Send for authority control work if:

• You need a new access point

• Authority record needs extra information (e.g. references)

• Undifferentiated record can be differentiated (e.g. by occupation)

• Authority record is flagged with a 667 note

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667 note

667 note:

THIS 1XX FIELD CANNOT BE USED UNDER RDA UNTIL THIS RECORD HAS BEEN REVIEWED AND/OR UPDATED

Cannot be used in RDA records; can be used in AACR2

If you come across one in RDA cataloguing, pass it on for NACO work via the usual workflows

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Changes to the authority file – 1

Lots of changes for RDA done as global updates to authority records, files released in batches to libraries

Phase 2 just underway now (March 2013):

• Expand abbreviations (arr., acc., unacc., Dept., cent., fl., ca.)• Replace “b.” and “d.” in dates with hyphens• Change “violincello” to “cello” in headings• Changes to Bible and Koran headings • Modify “Selections” to “Works. Selections”

www.loc.gov/aba/rda/pdf/lcnaf_rdaphase.pdf

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Changes to the authority file - 2

During Phase 2, please be patient!

There will be a delay in dealing with the large number of updated records locally, but they are being done.

Put in Toolkit request or email Fiona Grant in Authority Control as usual, but be aware that there is a huge amount of work going on behind the scenes

More information

The slides for this presentation, along with lots of other RDA resources and documentation, are available from:

http://www.lib.cam.ac.uk/libraries/login/RDA/docs.html

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