1. Non-English & Parallel Records CAMCIG Training March 3, 2009 Presenter: Sara Shatford Layne

2. 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

3. What is a “non-English record”? “ Non-English” describes the language of cataloging, not the language of the material being cataloged

4. Language of Cataloging 040 ǂb. Examples: 040 XXX ǂb spa ǂc XXX 040 XXX ǂb ger ǂc XXX 040 XXX ǂc XXX

5. Language of the Material

6. 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 data 5xx 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

7. What about subject headings? Language of subject headings does not affect language of cataloging Ignore 6xx fields when determining language of cataloging

8. Example 1 040 __ XXX ǂb spa ǂc XXX 245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 1853-1867 / ǂc introducción y selección de textos Silvestre Villegas Revueltas. 260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa Editorial, Instituto de Investigaciones Históricas, 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 145 504 __Incluye referencias bibliográficas. 651 _4 México ǂx Historia ǂy Intervención y segundo imperio 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867. 700 1_ Villegas Revueltas, Silvestre, ǂe Colab

9. Example 2 040 __ XXXXX ǂe rakwb ǂb ger ǂc XXXXX 245 00 Substantia - sic et non ǂb eine Geschichte des Substanzbegriffs von der Antike bis zur Gegenwart in Einzelbeiträgen 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 cm 500 __ Beitr. teilw. dt., teilw. engl., teilw. franz. – Literaturangaben 648 _7 Geschichte ǂ2 swd 655 _7 Aufsatzsammlung ǂ2 swd 700 1_ Gutschmidt, Holger ǂe Hrsg. ǂ4 edt

10. Example 3 040 XXX ǂb fre ǂc XXX 130 0_ Le Temps (Genève, Suisse : En ligne) 245 13 Le Temps ǂh [ressource électronique]. 260 __ Genève, Suisse : ǂb Le Temps. 310 __ Quotidien 362 0_ 18 mars (1998)- 500 __ Titre de l'écran-titre (visionné le 6 juillet 2004). 530 __ Paraît aussi en version sur papier. 651 _6 Genève (Suisse) ǂv Journaux.

11. Questions??

12. What is a “parallel record”? Not the same as a record with parallel fields for roman and non-roman script.

13. NOT (necessarily) a parallel record

14. 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)

15. 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

16. Example of record with 936 field 040 __ XXX ǂc XXX ǂd XXX 245 00 Antología de textos, la reforma y el segundo imperio (1853-1867) / ǂc introducción y selección de textos, Silvestre Villegas Revueltas. 260 __ México, D.F. : ǂb Universidad Nacional Autónoma de México, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm. 490 1_ Biblioteca del estudiante universitario ; ǂv 145 490 1_ Cultura e historia mexicanas 651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources. 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv Sources. 653 __ México ǂa Historia ǂa Siglo XVIII 700 1_ Villegas Revueltas, Silvestre. 830 _0 Biblioteca del estudiante universitario (Universidad Nacional Autónoma de México) ; ǂv 145. 830 _0 Cultura e historia mexicanas. 936 __ PR 238572899

17. Remember the Spanish record? 040 __ XXX ǂb spa ǂc XXX 245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 1853-1867 / ǂc introducción y selección de textos Silvestre Villegas Revueltas. 260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa Editorial, Instituto de Investigaciones Históricas, 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 145 504 __Incluye referencias bibliográficas. 651 _4 México ǂx Historia ǂy Intervención y segundo imperio 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867. 700 1_ Villegas Revueltas, Silvestre, ǂe Colab

18. Questions?

19. OCLC Policy for non-English records DON’T EDIT NON-ENGLISH RECORDS (but they say it more politely)

20. Which means … Don’t delete data Don’t add data Don’t convert data in another language to English Don’t control headings Don’t ‘correct’ cataloging ‘errors’

21. 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

22. But what about Hybrid records? What is a “hybrid record”?

23. 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.

24. 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

25. What to do with a hybrid? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

26. Reporting Hybrid Records E-mail to: bibchange@oclc.org OR Use the Report Error function in the Action menu in Connexion

27. 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

28. 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?

29. Example 1 (from OCLC) 040 S3O‡b swe ‡c S3O 020 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

30. Additional information S3O is the code for the National Library of Sweden

31. Which do you choose? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

32. 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

33. Example 2 from OCLC 040 MXADN ‡c MXADN 020 9789701348734 020 9701348737 090 HB142 ‡b.M4 2007 245 0 0 Metodologías para la estimación matemática de la matriz de insumo-producto simétrica : ‡b (a partir de las matrices de oferta y utilización asimétricas en una economía abierta) / ‡c Instituto Nacional de Estadística, Geografía e Informática. 260 __ Aguascalientes, Ags. ; México : ‡b INEGI, ‡c 2007. 300 __160 p. : ‡b cuadros ; ‡c 28 cm. 504 __ Bibliografía: p. 130-131.

34. Additional information MXADN is the code for Universidad Autónoma de Nayarit (in Mexico)

35. Which do you choose? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

36. 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

37. Example 3 040 __ PL# ǂb spa ǂc PL# ǂd XXX 100 1_ Molins, Manuel, ǂd 1943- 245 0 4 Monopatins : ǂb (Skaters) / ǂc Manuel Molins ; introducció, Fracesc Foguet. 260 __ Alzira, Valencia : ǂb Bromera, ǂc [2006]. 300 __ 111 p. : ǂb ill. ; ǂc 21 cm. 440 _0 Bromera Teatro ; ǂv 38 500 __ Anexos. 504 __ Includes bibliographical references (p. 111).

38. 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

39. Which do you choose? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

40. 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

41. When in doubt … Create a new record and report the hybrid; OR Report the hybrid to OCLC and wait for their decision before proceeding

42. Questions?

43. UC (CAMCIG) policy regarding use of non-English records DON’T. Or, at least, try very hard not to.

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

45. 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

46. Questions?

47. 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 …

48. 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

49. Remember this example? 040 __ XXX ǂc XXX ǂd XXX 245 00 Antología de textos, la reforma y el segundo imperio (1853-1867) / ǂc introducción y selección de textos, Silvestre Villegas Revueltas. 260 __ México, D.F. : ǂb Universidad Nacional Autónoma de México, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm. 490 1_ Biblioteca del estudiante universitario ; ǂv 145 490 1_ Cultura e historia mexicanas 651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources. 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv Sources. 653 __ México ǂa Historia ǂa Siglo XVIII 700 1_ Villegas Revueltas, Silvestre. 830 _0 Biblioteca del estudiante universitario (Universidad Nacional Autónoma de México) ; ǂv 145. 830 _0 Cultura e historia mexicanas. 936 __ PR 238572899

50. And the parallel Spanish record? 040 __ XXX ǂb spa ǂc XXX 245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 1853-1867 / ǂc introducción y selección de textos Silvestre Villegas Revueltas. 260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa Editorial, Instituto de Investigaciones Históricas, 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 145 504 __Incluye referencias bibliográficas. 651 _4 México ǂx Historia ǂy Intervención y segundo imperio 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867. 700 1_ Villegas Revueltas, Silvestre, ǂe Colab

51. A German example (selected fields) 040 __ GWDNB ǂe rakwb ǂb ger ǂc GWDNB 245 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 2008 300 __ 373 S. ǂc 24 cm 440 _0 Aufklärung ǂv Bd. 20. Jg. 2008 490 1_ Aufklärung ǂv Bd. 20. Jg. 2008 700 1_ Aichele, Alexander ǂe Hrsg. ǂ4 edt

52. And its English parallel (equivalent fields) 040 __ XXX ǂc XXX 245 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_ Aufklärung, ǂx 0178-7128 ; ǂv Bd. 20 700 1_ Aichele, Alexander. 700 1_ Mirbach, Dagmar. 830 _0 Aufklärung ; ǂv Bd. 20.

53. Questions?

54. Thank you … For more information: OCLC Bibliographic formats and standards, section 3.10: http://www.oclc.org/bibformats/en/specialcat aloging/default.shtm#BCGBAEHC http://www.oclc.org/bibformats/en/specialcat aloging/default.shtm#BCGBAEHC Timeline: Brief history of OCLC activities with national libraries outside the U.S.: http://www.oclc.org/worldcat/catalog/nation al/timeline/default.htm http://www.oclc.org/worldcat/catalog/nation al/timeline/default.htm