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Choice of Access Points and Form of NamesUniversity of California, Berkeley

School of InformationIS 245: Organization of Information In

Collections

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Introduction to Description• Description (or descriptive cataloging) is

concerned with indentification of an item and recording information about the item so that it may be identified exactly and cannot be confused with another item. (From Wynar/Taylor)

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Structure of AACRII

• Part I: Description– Chap 1: General– Chap 2: Books, pamphlets and printed sheets– Chap 3: Cartographic Materials– Chap 4: Manuscripts– Chap 5: Music– Chap 6: Sound recordings– Chap 7: Motion Pictures and videorecordings– Chap 8: Graphic Materials– Chap 9: Computer Files– Chap 10: Three-Dimensional Artefacts and Realia– Chap 11: Microforms– Chap 12: Serials– Chap 13: Analysis

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Structure of AACRII• Part II: Headings, Uniform Titles, and

References– Chap 21: Choice of Access Points– Chap 22: Headings for persons– Chap 23: Geographic Names– Chap 24: Headings for Corporate Bodies – Chap 25: Uniform Titles– Chap 26: References

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Organization of the Description• Title and statement of responsibility• Edition• Material specific details• Publication, distribution, etc.• Physical description• Series• Notes• Standard numbers and terms of availability

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Choice of Access Points• Chapter 21 of AACRII is concerned with

how to choose the elements of a description that will be made searchable – AKA “Access Points”

• We will look a bit at the sort of rules that are used to decide what does and doesn’t get made searchable in (conventional) paper and online catalogs (and why)

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Choice of Access Points• General Rule

– 21.1A -- Personal authorship -- enter works by one or more persons under the heading for personal author.

– 21.1B2 -- Corporate Body -- may be chosen as the main entry for an item if it falls into one or more of 6 categories.

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21.1B2 Corporate Author Categories• a) The work deals with the body itself,

such as a financial report or operations report, staff listing, or a catalog of the body’s resources.

• b) Certain legal, governmental, or religious types of works listed in the rule: – laws; decrees of the chief executive that have

force of law; administrative regulations; constitutions; court rules; treaties, etc.; court decisions; legislative hearings; religious laws (e.g. canon law); liturgical works

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21.1B2 Corporate Author Categories• c) Those that record the collective thought

of the body – reports of commissions or committees, official

position statements, etc.• d) Those that report the collective activity

of a conference (e.g.: proceedings , collected papers), an expedition (e.g.: results of exploration, investigation), or of an event falling within the definition of a corporate body -- provided that the conference, etc. is prominently named in the item

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21.1B2 Corporate Author Categories• e) Those that result from the collective activity

of a performing group as a whole where the responsibility of the group goes beyond that of mere performance, execution, etc.– Includes sound recordings, films, videorecordings,

and written records of performances.• f) Cartographic materials emanating from a

corporate body other than a body that is merely responsible for their distribution and publication

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21.1B3• If a work falls outside the categories, treat

it as if no corporate body was involved.

• Added entries are made for prominently named corporate bodies.

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21.1C Entry Under Title• If there is no personal author, personal

authorship is diffuse, and the work is not eligible under 21.1B2, when the work is a collection with multiple authorship or produced under editorial direction, or when the work is a text that a religious group accepts as sacred scripture.

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21.2 & 21.3• Changes in title proper• Changes in Person or Body responsible

for a work

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Today• Form of Name -- Personal names

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Headings for Persons• Once you decide (via the Chapter 21

rules) that entries are to be made for a person or persons, you must then choose the form that the name will appear in.

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General Rule• Choose, as the basis of the heading for a

person, the name by which he or she is commonly known. This may be a person’s real name, pseudonym, title of nobility, nickname, initials, or other appellation. – Treat a roman numeral associate with a given name

(as, for example, in the case of some popes, royalty, and ecclesiastics) as part of the name.

– For authors using one or more psuedonyms or a real name and one or more psuedonyms, see 22.2b

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Examples• Caedmon• William Shakespeare• D. W. Griffith (not David Wark Griffith)• Jimmy Carter (not James Earl Carter)• Ouida (not Marie Louise de la Ramee)• H.D. (not Hilda Doolittle)

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22.1B• Determine the name by which a person is

commonly known from the chief sources of information of works by that person, issued in his or her language. If the person works in a non-verbal context (e.g., a painter, a sculptor) or is not primarily known as an author, determine the name by which he or she is commonly known from reference sources issued in his or her language or country of residence or activity

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Titles of Nobility• Include any titles of nobility or terms of

honour or words or phrases that commonly appear in association with the name either wholly or in part.– Sir Richard Acland– Duke of Wellington– Fra Bartolommeo– Baroness Orczy

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22.2 Choice among different names• If a person (other than one using a

pseudonym or pseudonyms -- see 22.2B) is known by more than one name choose the name by which the person is clearly most commonly known, if there is one. Otherwise choose one name or form of name according to the following order of precedence:

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Choice of Name• A) the name that appears most frequently

in the person’s works• B) the name that appears most frequently

in reference sources• C) the latest name

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22.2b: Pseudonyms• If all of the works by one person appear

under one pseudonym, choose the pseudonym. If the real name is known, make a reference from the real name to the pseudonym.– Yukio Mishima (not Kimitake Hiraoka)– George Orwell (not Eric Arthur Blair)– Nevil Shute (not Nevil Shute Norway)– Woody Allen (not Allen Stewart Konigsberg)

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22.2B2 - Separate Bibliographic Identities• If a person has established two or more

bibliographic identities, as indicated by the fact that works of one type appear under one pseudonym and works of another type appear under other pseudonyms or the person’s real name, choose as the basis for the heading for each group of works, the name by which works in that group are identified. Make references to connect the names...

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Examples• J.I.M. Stewart (Real name used in

“serious” novels and critical works) : Michael Innes (pseudonym used in detective novels)

• Charles L. Dodgson (Real name used in works on mathematics and logic) : Lewis Carroll (pseudonym used in literary works).

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22.2b3 Contemporary authors• If a contemporary author uses more than

one pseudonym or his or her real name and one or more pseudonyms, use, as the basis for the heading for each work, the name appearing in it. Make references to connect the names– Ed McBain & Evan Hunter– Philippa Carr, Victoria Holt, Kathleen Kellow,

Jean Plaidy, Ellalice Tate

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22.2C Change of Name• If a person (other than one using a

pseudonym or pseudonyms) has changed his or her name, choose the latest name or form of name unless there is reason to believe that an earlier name will persist as the name by which the person is better known– Cassius Clay vs Muhammad Ali– Benjamin Disraeli vs Earl of Beaconsfield

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Choice among different forms (22.3)• Fullness

– Use the form most commonly found, make references.

• Language – Use the form from the language of most of the

works.• Greek & Latin + vernacular forms

– Use form most commonly found in reference sources

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Choice (cont.)• Names written in roman alphabet and

established in English form– Use English form

• Names written in non-roman script – given names: choose the form well-

established in English Language reference sources.

– Surnames: (LC uses alternate rule22.3C) enter the surname as it is appears in three reference sources (LC)

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Entry Element• General rule: if a person’s name consists

of several parts, select as the entry element that part of the name under which the person would normally be listed in authoritative alphabetic lists in his or her language or country of residence

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Order of Elements• If the entry element is the first element,

enter in direct order -- if the first element is a surname follow it by a comma.

• If the entry element is not the first element, transpose the elements of the name preceding the entry element. Follow the entry element by a comma.

• If the entry is a proper name in a title of nobility follow it by the personal name in direct order and then by the part of the title denoting rank

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Rules for entry of surnames• Compound surnames• hyphenated surnames• Other compound surnames• Nature uncertain• Place names• Surnames with prefixes

– Different rules for different languages/nationalities

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Other Rules• Entry under titles of nobility• Entry under given name• Roman Names• Initials, letters and numerals• Phrases

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Additions to names• Titles of nobility or Honor• Saints• Royalty• Popes, Bishops, etc.• Dates• Distinguishing terms

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Corporate Bodies• General Rule

– Enter a corporate body directly under the name by which it is commonly identified, except when the rules that follow provide for entering it under the name of a higher or related body or under the name of a government.

– Determine the name by which a corporate body is commonly identified from items issued by that body in its language, or, when this condition does not apply, from reference sources.

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Romanization• If the name of the body is in a language

written in a non-roman script, romanize the name according to the table for that language adopted by the cataloging agency.

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Variant forms of name• If variant forms are found in items issued by the body,

use the name as it appears in the chief sources of information

• If variant spellings, use the form resulting from official changes in orthography -- or the predominant spelling

• If variant names appear in the chief source of information, use the name that is presented formally. If no name is presented formally, or if they all are, use the predominant form of name. IF there is no predominant form, use a brief form (including an initialism or an acronym) that would differentiate the body from others with the same or similar brief names.

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Variant Names, Special Rules 24.3

• Language - use the form in the official language of the body (if there are more than one official languages and one of them is English choose the English form).

• If name appears in English on items issued by the body, use the English form.

• If a body is frequently identified by a conventional form of name in reference sources in its own language, use the conventional name

• Ancient and International bodies -- if there is a “firmly established English form” use it.

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Variant Names, Special Rules (cont)• Religious orders - A) conventional name in

English, B) form in english-speaking countries, or C) name in the language of its country of origin

• Governments, use the conventional name of a government, unless the official name is in common use. The conventional name of a government is the geographic name of the area over which the government exercises jurisdiction.

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Addition, Omissions, and Modifications• Names not conveying the idea of a

corporate body -- add a general designation in English

• Names of countries, states, provinces -- add the name of the country, state, province, etc. in which it is located.

• Years (when same name used by two different bodies)

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Omissions• Omit an initial article unless the heading is

to file under the article (e.g. a corporate name that begins with an article that is the first part of the name of a person or place).

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Governments• Add the type of jurisdiction if needed

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Conferences• Omit from the name of a conf. Indications

of its number, frequency or years of convocation.

• Add number after name• Add date after name• Add location after name

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Subordinate and related bodies• Enter subordinate bodies directly under their own name

unless its name is one of the following types– A name containing a term that by definition implies that the body

is part of another– A name containing a word that normally implies administrative

subordination, provided that the name of the higher body is required to identify it.

– A name that is general in nature or that does no more than indicate a geographic, chronological or numbered or lettered subdivision of the parent body

– A name that does not convey the idea of a corporate body– A name of a university faculty, school etc that simply indicates a

field of study– A name that includes the entire name of higher body.

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Uniform Titles• Uniform titles are the means for bringing

together all catalog entries for a work when various manifestations (editions, translations, etc) have appeared under various titles.

• Need to use Uniform titles varies with the catalog and even with the particular work.

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Uniform Titles -- When?• Base the decision to use a Uniform Title

on:– How well the work is known– How many manifestations of the work are

involved– Whether the main entry is under title.– Whether the work was originally in another

language– The extent to which the catalog is used for

research purposes.

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General Rule 25.2• When the manifestations (other than revised

editions) of a work appear under various titles, select one title as the uniform title as instructed in 25.3-25.4

• Use a uniform title if– 1) The work has appeared under different titles proper– OR 2) the title proper needs the addition of other

elements to organize the file– OR 3) the title used as the main or added entry

heading for a work needs to be distinguished from the main or added entry heading for another work

– OR 4) the title of the work is obscured by the wording of the title proper

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Format• Inclose the uniform title in square brackets

and give it before the title proper. If the work is entered under title, give the uniform title as the heading with square brackets.

• MARC Main Entry uniform titles go into 130 -- and are in 130 in authority records. Otherwise, uniform titles go into 240 -- which are listed as 100s in authority records

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Not Uniform Title• Do not use a uniform title for a

manifestation of a work in the same language that is a revision or updating of the original work. Relate editions not connected by uniform titles by giving the title of the earlier edition in a note in the entry for the later edition.

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Works after 1500• Use a title or form of the title in the original

language by which a work created after 1500 has become known through use in manifestations of the work or in reference sources.

• If no title in the original language is established as being the one by which the work is best known, or in case of doubt, use the title proper of the original edition.

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1500+ cont.• Omit from such titles (title proper of

original ed.) – Introductory phrases (e.g. Here beginneth the

tale of …)– Statements of responsibility that are part of

the title proper, if such an omission is permissible grammatically and the statement is not essential to the meaning of the title.

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25.3C• If there is simultaneous publication under

different titles in same language use the title of the edition published in the country of the cataloging agency.

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Works Before 1500• Use the title most frequently found in

– Modern editions– early editions– manuscript copies

• Classical and Byzantine Greek– Use the well-established English title for such

a work -- or the Latin title if there is no established English title

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Before 1500 cont.• Anonymous works written neither in Greek

nor in roman script.– If the original language of an anonymous work

created before 1501 is not Greek or in a roman script, use an established title in English, if there is one.

– Otherwise -- transliterate

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Additions• Phrases (play, etc.)• Language

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Collective titles• Works, etc.