1. Cambridge University Library Authorised access points: Headings in RDA Cambridge University Library Written for Cambridge use by Celine Carty 1

2. Reminder Heading in AACR2 authorised access point in RDA = AAP 2

3. 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 3

4. 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 4

5. 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 5

6. 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#) 6

7. Family name example 7 600 30 applies to ALL families with Chatman name or variants of Chatman name

8. 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 8

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10. Library of Congress Subject Heading (600 field) RDA Name authority record (100 or 700 field) 10

11. 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. 11

12. 12 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

13. 13 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

14. 14 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)

15. 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 15

16. No more abbreviations AACR2RDA Abbreviates monthsDoes not abbreviate months 15th cent.15th century ca. 1837-ca. 1896approximately 1837- approximately 1896 fl. 1788-1803active 1788-1803 b. 18251825- d. 1945-1945 Dept.Department (unless name uses the form Dept.) 16

17. 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)NOTCAV ’91 Annual Conference on Fishing NOT Conference on Fishing 17

18. 18 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 & Faith Digital Library Futures May not convey the idea of a corporate body so add qualifier (Conference)

19. 19 Collective & individual conference name 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 conferences British Knitting Conference British Knitting Conference $n (4 th : $d 2010 : $c Norwich, England) $n (4 th : $d 2010 : $c Norwich, England)

20. 20 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 (3 rd : $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

21. 21 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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25. 25 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.

26. 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 26

27. AAPs for sacred texts 27 AACR2RDA Bible. O.TBible. Old Testament Bible. N.T.Bible. New Testament Bible. O.T. GenesisBible. Genesis Bible. N.T. ActsBible. Acts KoranQur'an

28. 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 28

29. 29 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

30. 30 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

31. 31 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

32. New fields for MARC authority records 046: special coded dates 370: associated place 371: address 372: field of activity 373: affiliation 374: occupation 375: gender 377: associated language 380: form of work 381: other distinguishing characteristics of work or expression 382: medium of performance 383: numeric designation of musical work 384: key 32

33. RDA authority record 33

34. 34 046 - 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 19360505 100 1# $a Johnson, Enid, $d 1936- 046 ## $s 20 100 1# $a Cameron, Ian $c (Pastor)

35. 046 date information 35

36. 36 368 – 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

37. 37 370 - 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)

38. 38 370 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]

39. 39 371 - 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

40. 40 372 - 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 1792-1822 372 ## $a Poetry $2 lcsh 100 1# $a James, Charles, $d 1989- 372## $a Philately $a Philosophy $2 lcsh

41. 41 373 – 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, Mari 373 ## $a BBC Wales $2 naf

42. 42 374 - 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, Philippa 374 ## $a College teachers $2 lcsh 100 1# $a Stevens, Peter $c (Painter) 374 ## $a Painters $2 lcsh

43. 43 372, 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 lcsh 374 ## $a College teachers $2 lcsh

44. 44 375 - Gender $a - Gender (R) 375 ## $a male 375 ## $a female

45. 45 377 - Associated Language $a - Language code $l – Language term 100 1# $aNabokov, Vladimir, $d 1899-1977 377 ## $a rus $a eng 100 1# $a Zingani, Willie T. 377 ## $a nya $l Chewa [Chewa dialect is under the collective code nya (Nyanja)]

46. 46 378 – 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 Simon 670 ## $a E-mail from author, 1 April 2013 $b (Robert Simon Jacoby)

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49. 49 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

50. 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 50

51. 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 51

52. 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 52

53. 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 53