1. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 1 CRICOS No. 00213J Access points and control Objectives Relate description to access Identify issues related to author/title access Main entry and added entries Introduce concept Question the worth Introduce principles of authority control

2. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 2 CRICOS No. 00213J Access How to we provide for retrieval? How are people likely to look up records? –Title –Creator –Transactor –Subject matter

3. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 3 CRICOS No. 00213J From bibliographic description “Title and Statement of Responsibility”, for example: Learn descriptive cataloguing / by Mary Mortimer Also, Subject matter What is it? How do we provide access?

4. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 4 CRICOS No. 00213J Access via title What’s a title? Whole title? –How many people know it? (exactitude) –Common title (e.g." Annual report”) –Variations in title –Uniform title concept Key words? –Overload from common words

5. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 5 CRICOS No. 00213J Title access problems Common titles make a work difficult to locate, –e.g.. ‘Bulletin’ May not reflect the content of a work Title identified by cataloguer differs from that of use –chief source of information (e.g.. title page) vs. front cover Variation from volume to volume in a multi-part work Variation from edition to edition Different titles in different countries (or languages) Does it have a title?

6. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 6 CRICOS No. 00213J Advantages of title access Title as is! ‘Natural language’ mirrors current terminology, so reflects terminology used at time Users can refer to terms from a familiar vocabulary Software can produces indexes to individual keywords

7. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 7 CRICOS No. 00213J Title keyword access Title displays –Permuted; KWIC and KWOC Title for search terms –The problem of common terms, eg. ‘information management’ –Stopwords – commonly used, eg ‘the’, but what of ‘a’? –Storing word positions to enable phrase searching

8. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 8 CRICOS No. 00213J Transcribing titles Copy the title as it appears on the document, i.e. on the title page as source of information If a title changes, use the the title on the document, but if necessary, link the different forms of the title Be as brief as possible: select as little of the subtitle as is needed to uniquely identify the document

9. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 9 CRICOS No. 00213J Uniform title: what is it? ‘The distinctive title by which a work which has appeared under a number of different titles may be known, and which is used in a catalogue as an access point’ The purpose is to collocate documents that are variants of the same work, e.g..: –Book –Film of the book –Book based on the screenplay –Edited video version of film

10. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 10 CRICOS No. 00213J Uniform title and AACR2 When various manifestations (other than revised editions) of a work appear under different titles, select one according to instructions in 25.3-4 (AACR2 25.2) Homer [Iliad] White, Patrick, 1912-1990 [Plays] Queensland [Laws, etc.] Bible. O.T.

11. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 11 CRICOS No. 00213J Responsibility Creator of a work Is there a need to establish a primary responsibility? The legacy of main entry

12. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 12 CRICOS No. 00213J AACR and main entry AACR2 0.5 –General introduction: Main and alternative headings Part II rules are based on the proposition that one main entry is made for each item described, and this is supplemented by added entries. Use of alternative headed entries (i.e. sets of equal entries for each item described) was discussed but not embodied in the rules. It is recognised, however, that many libraries do not distinguish between the main entry and other entries – they should still use Chapter 21 for guidance about access points in general

13. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 13 CRICOS No. 00213J Attributing the creator Personal author How many? (do we stop at 3?) –Compare referencing systems, and indexing databases Which form? –Forenames and family names –Initials and brevity –Pseudonyms –Name changes

14. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 14 CRICOS No. 00213J The corporate author A corporate body is an organisation or a group of people that is identified by a particular name and that acts, or may act, as an entity (AACR2 21.1B1) They will have a proper name using initial letters in capitals

15. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 15 CRICOS No. 00213J Typical corporates Associations Institutions Business firms Non-profit organisations Governments Government agencies Projects Programmes Religious bodies Local church groups (with name of the church) Conferences

16. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 16 CRICOS No. 00213J Corporate body responsibility Entry point (main) (AACR 21.1B2): –Administrative in nature dealing with the corporate body itself –Legal, governmental, religious –Collective thought of a group such as a Commission or a group that has made a map –Conferences or expeditions –Performing groups

17. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 17 CRICOS No. 00213J Naming a corporate body Enter a corporate body directly under the name by which it is commonly identified (ACR2R Chapter 24) Exceptions and interpretations Variations Additions and modifications Subordination Government

18. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 18 CRICOS No. 00213J Corporate variations Examples Language, –eg when to use English with International bodies Conventional name, –e.g.. Westminster Abbey Religious orders –e.g.. Jesuits Governments – e.g.. France rather than Republique francaise

19. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 19 CRICOS No. 00213J Corporate additions Examples (AACR2 24.4) Conveying the whole idea –e.g.. Bounty (ship) Making a distinction, place names, institutions –e.g.. Midlands Museum (Zimbabwe) –e.g.. Red Lion Hotel (Newport, Shropshire, England) –e.g.. Newman Club (Brooklyn College)

20. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 20 CRICOS No. 00213J Conference proceedings Can be issued: –regularly : making them serial in nature –Irregularly Can be published: –as monographs –as special issues of serials –as part of monographic series –in a different year from the conference itself

21. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 21 CRICOS No. 00213J Conferences Omit from the name of a conference indications of number, frequency, or years of convocations Then add –Number (5 th : …) –Date (2003 : … –Location (2 nd : 1967 : Sydney) Lunar Science Conference (5 th : 1999 : Houston, Tex.) Lunar science V : abstracts of papers submitted to the Fifth Lunar Science Conference, March 18-22, 1999 / edited by Neil Armstrong. - Houston (Tex.) : NASA, 1999. - xiv, 400p. ; 25cm.

22. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 22 CRICOS No. 00213J Variations on conference name The name of the actual conference and the title of the published literature are often not the same –Nobel Conference (12 th : 1976: London) –The nature of the physical universe: 1976 Nobel Conference Publishers and distributors are inconsistent: –Proceedings of the 4 th International Conference… –4 th Proceedings of…. –Fourth International Conference on…

23. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 23 CRICOS No. 00213J Subordination Enter a subordinate body directly under its own name (AACR2 24.12) e.g. Fisher Library x Sydney University Fisher Library Exceptions (24.13 – various types) Government agencies Names that imply that a body is part of another or administrative subordination Australian Broadcasting Corporation. Childrens and Education Television Dept. Dartmouth College. Class of i980 Friends of the Earth. Camden Friends of the Earth

24. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 24 CRICOS No. 00213J Jurisdictions Enter government agency under the name of the government (AACR2 24.13,18) Direct heading Australia Dept Of Administrative Services Purchasing Division New South Wales. Court of Appeal Queensland. Dept. of Education. Behaviour Management Unit Indirect heading (24.14) Australia. Council For Aboriginal Affairs x Australia. Dept Of Aboriginal Affairs. Council On Aboriginal Affairs

25. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 25 CRICOS No. 00213J Authority control Establishes a standard form for a name, title or subject heading Ensures that forms of names, titles and subject headings are used consistently Simplifies searching of the catalogue Creates cross references between headings Supports reliable retrieval of resources Users don’t have to check for multiple variations of a name or subject heading Users need to readily identify which form of name is used in the catalogue

26. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 26 CRICOS No. 00213J Authority files Files which collate the standard form of the name or subject heading used Provide references from variations to the standard form which should be used Authority files contains all headings, names, subject headings that have been previously used Examples of authorities –LC name authority fileLC name authority file –Libraries Australia authority filesLibraries Australia authority files –OCLC authority controluse LC –LCSH for subject headings

27. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 27 CRICOS No. 00213J Authority for forms of names Which form of name (or names) for access How much of the name to use Linking the name to other names which are related (e.g.. different forms of a name)

28. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 28 CRICOS No. 00213J Which form of the name? William Jones William T. Jones William Thomas Jones W.T. Jones Bill Jones Billy Jones William Thomas Jones, born 1910 William Thomas Jones, born 1901, died 1999

29. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 29 CRICOS No. 00213J Authority record (Kinetica) 100 1 aShakespeare, William, d1564-1616 400 1 aSaixp-er, Gouilliam 400 1 aShakspere, William 400 1 aShikisb-ir, Wilyam 400 1 aSzekspir, Wiliam 400 0 aSekspyras 400 1 aShekspir, Vil'i ︠ a ︡ m 400 1 aSekspir, Viljem 400 0 aSha-shih-pi-ya 400 0 aTsikinya-chaka 400 1 aSaixp-er, Ouilliam

30. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 30 CRICOS No. 00213J Standards for the use of names Basic principles Use the name in the form it appears on the document If a name changes, use the name as it appears on the document, but if necessary link the forms of the names through references Be as brief as possible Use an authority file

31. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 31 CRICOS No. 00213J To link names Card catalogues: “see references” Computer –index to link both forms of name to the record –duplication of surrogate record for both forms of the name

32. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 32 CRICOS No. 00213J ABN access paths Bibliographic file Holding file Vocabulary file In process fileWorking fileWaiting fileSubkey file

33. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 33 CRICOS No. 00213J Maintenance of authority files involves The creation of authority records for established headings The ongoing maintenance and evaluation of the authority file Understanding of the overhead of using authority control at cataloguing level Ensuring the validation of all new records

34. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 34 CRICOS No. 00213J Authority Control To ensure consistency of headings used as access points To establish references to related headings Preferred formRichardson, Henry Handel,1870-1946. Cross referenced fromRichardson, Ethel Florence Lindesay,1870-1946. Cross referenced fromRichardson, H. H.(Henry Handel),1870-1946.

35. www.fit.qut.edu.au Queensland University of Technology FIT School of Information Systems MM 35 CRICOS No. 00213J Summary Name authority control A critical functions of information organisation A tool for maintaining data quality Assists with more efficient and effective retrieval of documents from information retrieval systems All works created by a particular author are retrievable from the same access point