Module 4: Persons, Families, and Corporate Bodies -- Elements and authorized access points LC RDA for Georgia Cataloging Summit Aug. 9-10, 2011

RDA for Georgia 9-10 August Module 42 FRBR and FRAD Group 2 entities RDA chapters –8 = General guidelines... –9 = Identifying persons –10 = Identifying families –11 = Identifying corporate bodies Group 2 entities have relationships –To works, expressions, manifestations, and items (FRBR Group 1 entities) –To other Group 2 entities (module 5)

RDA for Georgia 9-10 August Module 43 Core elements to distinguish If elements are being recorded to distinguish one person, family, or corporate body from another person, family, or corporate body, RDA gives choices for recording the elements (RDA 0.6.4): –either as additions to the authorized access point representing the person, family, or corporate body -- most U.S. libraries –as separate elements only in authority records -- no –as both -- cataloger’s judgment if not breaking conflict

RDA for Georgia 9-10 August Module 44 Authorized access points Forms created according to RDA ch –See RDA appendix E and LCPS for punctuation, etc. (AACR2 style carried forward) Used in bibliographic records to express relationships to resources being cataloged Used in other authority records as 5XX fields or as part of name/title 4XX fields

RDA for Georgia 9-10 August Module 45 MARC changes for RDA authority records Two clues that the authority record is an RDA record: –008/10: value “z” (Other) –040 $a ___ $b ___ $c ___ $e rda Examples of RDA authority records for persons, families, and corporate bodies in separate handout

RDA for Georgia 9-10 August Module 46 Already an NAR in LC/NAF? During Test and interim period: if the RDA form is different from the AACR2 form, the RDA form is given in a 7XX field with a 2nd indicator of “4” LC & the Program for Cooperative Cataloging to make decisions about AACR2 forms valid for RDA LC will work with OCLC and others about updating access points in existing bibliographic records

RDA for Georgia 9-10 August Module 47 General guidelines in ch. 8 Language and script for names (RDA 8.4): –U.S.: In authorized and variant access points, apply the alternative to give a romanized form. –For some languages (see LCPS 8.4, LCPS , etc.), can also give variant access points in original language/script Other elements: if instructions in ch don’t specify language, give element in English.

RDA for Georgia 9-10 August Module 48 Variant access points Which variants to include in authority record as 4XX fields? –None are core in RDA –Cataloger judgment during US RDA Test –PCC, consortia, and local libraries may want to develop “best practices”

RDA for Georgia 9-10 August Module 49 Context of this module Elements in authorized access points Other identifying elements New fields for some of the data elements in authority records Not how to create authority records

RDA for Georgia 9-10 August Module 410 Chapter 9: Identifying persons

RDA for Georgia 9-10 August Module 411 Scope of “person” Definition (RDA 8.1.2) = “An individual or an identity established by an individual (either alone or in collaboration with one or more other individuals)” RDA 9.0: Includes fictitious entities –Miss Piggy, Snoopy, etc. now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item –During US RDA Test: also real non-humans

RDA for Georgia 9-10 August Module 412 Examples of expanded scope in RDA and during Test 100 0# $a Miss Piggy $a Miss Piggy’s guide to life / $c by Miss Piggy as told to Henry Beard # $a Beard, Henry # $a Lassie # $a Stories of Hollywood / $c told by Lassie.

RDA for Georgia 9-10 August Module 413 Persons: Authorized access points (RDA 9.19) RDA : how to put together the elements to construct an authorized point [with links back to specific elements] –Preferred name is the basis –Additions to the name as instructed under – , in that order, as applicable

RDA for Georgia 9-10 August Module 414 Additions to the preferred name : title or other designation associated with the person : date of birth and/or death * ^ : fuller form of name * ^ : period of activity of person * ^ : profession or occupation * : field of activity of person * * = if need to distinguish; ^ = option to add even if not needed

RDA for Georgia 9-10 August Module 415 Preferred name (RDA 9.2.2) Form to be used when constructing the authorized access point in bibliographic records and 100 field of name authority records –Variant name used in variant access points (4XX fields in name authority records) If individual has more than one identity, a preferred name for each identity (RDA ) –No time period restrictions Choose the form most commonly known Variant spellings: choose the form found on the first resource received (RDA )

RDA for Georgia 9-10 August Module 416 Surnames: words, etc., indicating relationships Include words, etc., (e.g., Jr., Sr., IV) in preferred name – not just to break conflict MARC: still encode title/term in subfield $c of authorized access point 100 1# $a Rogers, Roy, $c Jr., $d ## $a Growing up with Roy and Dale, 1986: $b t.p.(Roy Rogers, Jr.) p. 16 (born 1946)

RDA for Georgia 9-10 August Module 417 Terms of address not as additions But may be needed as part of the preferred name: –When the name consists only of the surname (RDA : Seuss, Dr.) –For a married person identified only by a partner’s name and a term of address (RDA : Davis, Maxwell, Mrs.) –If part of a phrase consisting of a forename(s) preceded by a term of address (RDA : Sam, Cousin)

RDA for Georgia 9-10 August Module 418 Title of the person (RDA 9.4) Limited scope: –Royalty, nobility, or ecclesiastical rank or office –Person of religious vocation MARC X00 $c – no change 100 0# $a Carl $b XVI Gustaf, $c King of Sweden, $d # $a Benedict $b XVI, $c Pope, $d 1927-

RDA for Georgia 9-10 August Module 419 Other designation associated with the person (RDA 9.6) Limited scope: Christian saints; spirits MARC X00 $c – no change –“Saint” preceded by comma –“Spirit” enclosed in parentheses at end of access point 100 0# $a Joan, $c of Arc, Saint, $d $c (Spirit)

RDA for Georgia 9-10 August Module 420 Date associated with the person Three dates: –Date of birth (RDA 9.3.2) –Date of death (RDA 9.3.3) –Period of activity of the person – no restrictions on time period (RDA 9.3.4) Guidelines for probable dates (RDA 9.3.1) Recorded in MARC X00 $d

RDA for Georgia 9-10 August Module 421 Changes when giving dates for persons Abbreviations “cent.,” “ca.,” “b.,” “d.,” and “fl.” not in appendix B –“cent.” becomes “century” –“approximately” replaces “ca.” –“b.” and “d.” dates: LC for US RDA Test used hyphens instead of spelling out the abbreviations (some testers spelled out abbreviations) –Use “active” for “fl.”: LC choice of the US RDA Test

RDA for Georgia 9-10 August Module 422 Fuller form of name (RDA 9.5) Scope: –Full form of a part of a name represented only by an initial or abbreviation in the form chosen as the preferred name, or –A part of the name not included in the form chosen as the preferred name (change from AACR2) MARC X00 $q: no change LC: included whenever available during the US RDA Test; will need a PCC policy

RDA for Georgia 9-10 August Module 423 Profession or occupation (RDA 9.16) Core: –for a person whose name consists of a phrase or appellation not conveying the idea of a person, or –if needed to distinguish one person from another with the same name Overlap with “field of activity” MARC X00 $c – always enclosed in parentheses 100 1# $a Watt, James $c (Gardener)

RDA for Georgia 9-10 August Module 424 Field of activity of person (RDA 9.15) Scope = “field of endeavour, area of expertise, etc., in which a person is or was engaged” Core: –for a person whose name consists of a phrase or appellation not conveying the idea of a person, or –if needed to distinguish one person from another with the same name MARC X00 $c – always enclosed in parentheses 100 0# $a Spotted Horse $c (Crow Indian chief)

RDA for Georgia 9-10 August Module 425 New fields in MARC 21 authority format for persons (* = not also in 100) 046: Special coded dates (RDA 9.3) 370: Associated place (RDA ) * 371: Address (RDA 9.12) * 372: Field of activity (RDA 9.15) 373: Affiliation (RDA 9.13) * 374: Occupation (RDA 9.16) 375: Gender (RDA 9.7) * 377: Associated language (RDA 9.14) *

RDA for Georgia 9-10 August Module 426 Elements for persons not in authorized access points Yet helpful for identification: –Associated place (RDA ) –Address (RDA 9.12) –Affiliation (RDA 9.13) –Gender (RDA 9.7) –Language of the person (RDA 9.14) –Biographical information (RDA 9.17)

RDA for Georgia 9-10 August Module 427 Associated place (RDA ) Place of birth Place of death Country associated with the person Place of residence Place given in form it would be as an addition to an access point MARC field 370 (separate subfields)

RDA for Georgia 9-10 August Module 428 Address (RDA 9.12) Mailing address address Only if publicly available MARC field 371 (separate subfields)

RDA for Georgia 9-10 August Module 429 Affiliation (RDA 9.13) Scope = name of group(s) with which the person has been or is affiliated –e.g., employment, education, membership Affiliation given in form found on the resource MARC field 373 ($a repeatable; field repeatable)

RDA for Georgia 9-10 August Module 430 Gender (RDA 9.7) Scope = gender with which a person identifies Open list of terms in instruction + others as needed MARC field 375 ($a repeatable; field repeatable

RDA for Georgia 9-10 August Module 431 Language of the person (RDA 9.14) Scope = language(s) used by the person in writing, speaking, singing MARC field 377 ($a repeatable; field repeatable) In MARC, form is three-character code from MARC code list of languages

RDA for Georgia 9-10 August Module 432 Biographical information (RDA 9.17) Scope = information pertaining to life or history of a person Can incorporate information from separate fields into a “public note” MARC field 678

RDA for Georgia 9-10 August Module 433 Then: Exercise #6

RDA for Georgia 9-10 August Module 434 Chapter 10: Identifying families

RDA for Georgia 9-10 August Module 435 Scope of “family” Definition (RDA 8.1.2) = “two or more persons related by birth, marriage, adoption, civil union, or similar legal status, or who otherwise present themselves as a family” Not in AACR2

RDA for Georgia 9-10 August Module 436 Role of “family” Now considered creators, contributors, etc. –Important for archives, museums, and special collections -- may supplement RDA with specialist manuals (e.g., Describing archives : a content standard (DACS)) –Also possible for general library materials: genealogy newsletters, family reunion publications, etc.

RDA for Georgia 9-10 August Module 437 NARs vs. subject headings Ch. 10 applies to distinctive family entities Continue the current subject cataloging policy for general family groupings Separate authority records will exist in the LC/NACO Authority File and LCSH

RDA for Georgia 9-10 August Module 438 Families: Authorized access points (RDA 10.10) RDA : how to put together the elements to construct an authorized point [with links back to specific elements] –Preferred name is the basis –Additions to the name as instructed under – , in that order, as applicable

RDA for Georgia 9-10 August Module 439 Additions to the preferred name : type of family : date associated with the family : place associated with the family * ^ : prominent member of the family * ^ * = if need to distinguish; ^ = option to add even if not needed

RDA for Georgia 9-10 August Module 440 Preferred name (RDA ) Form to be used when constructing the authorized access point –Variant name used in variant access points Choose the form most commonly known –Surname or equivalent –Royal house, dynasty, clan, etc. MARC X00 3# $a

RDA for Georgia 9-10 August Module 441 Type of family (RDA 10.3) Scope = categorization or generic descriptor for the type of family” –Not a controlled vocabulary – cataloger’s choice –“Family,” “Clan,” “Royal house,” “Dynasty,” etc. MARC X00: added in parentheses to the preferred name 100 3# $a Ingebretson (Family)

RDA for Georgia 9-10 August Module 442 Date associated with the family (RDA 10.4) Scope = “a significant date associated with a family,” e.g., – –202 B.C.-220 A.D. –4th-9th centuries MARC X00 $d 100 3# $a Pahlavi (Dynasty : $d )

RDA for Georgia 9-10 August Module 443 Place associated with family (RDA 10.5) Scope = “place where a family resides or has resided or has some connection” Include in access point if needed to distinguish one family from another with the same name or would help identify Give place in form as an authorized access point (ch. 16) in subfield $c 100 3# $a Nayak (Dynasty : $d 1529–1739 : $c Madurai, India)

RDA for Georgia 9-10 August Module 444 Prominent member of family (RDA 10.6) Scope = “a well-known individual who is a member of a family” Include in access point if needed to distinguish one family from another with the same name or would help identify Give name in form as an authorized access point (ch. 9) in subfield $g 100 3# $a Medici (Royal house : $g Medici, Lorenzo de’, )

RDA for Georgia 9-10 August Module 445 New fields in MARC 21 authority format for families 046: Special coded dates (RDA 10.4) 370: Associated place (RDA 10.5) 376: Family information: type of family (RDA 10.3), prominent member (RDA 10.6), hereditary title (RDA 10.7) * * “Hereditary title” not used in authorized access points

RDA for Georgia 9-10 August Module 446 Elements for families not in authorized access points Yet helpful for identification: –Hereditary title (RDA 10.7) –Family history (RDA 10.8)

RDA for Georgia 9-10 August Module 447 Hereditary title (RDA 10.7) Scope = title of nobility associated with a family: –e.g., Earls of Shrewsbury ducs d'Orléans MARC 376 subfield $c

RDA for Georgia 9-10 August Module 448 Family history (RDA 10.8) Scope = information pertaining to the history of a family Can incorporate information from separate fields into a “public note” MARC field 678

RDA for Georgia 9-10 August Module 449

RDA for Georgia 9-10 August Module 450 Chapter 11: Identifying corporate bodies

RDA for Georgia 9-10 August Module 451 Scope of “corporate body” Definition (RDA 8.1.2) = “an organization or group of persons and/or organizations that is identified by a particular name and that acts, or may act, as a unit” As in AACR2, includes ad hoc events (such as athletic contests, exhibitions, expeditions, fairs, & festivals) and vessels (e.g., ships & spacecraft)

RDA for Georgia 9-10 August Module 452 Corporate bodies: Authorized access points (RDA 11.13) RDA : how to put together the elements to construct an authorized point [with links back to specific elements] –Preferred name is the basis –Additions to the name as instructed under – , in that order, as applicable

RDA for Georgia 9-10 August Module 453 Additions to the preferred name : addition if name not of body : place associated with the body * ^ : associated institution * ^ : date associated with the body * ^ : type of jurisdiction * : other designation * ^ : number, date, & location of a conference * = if need to distinguish; ^ = option to add even if not needed

RDA for Georgia 9-10 August Module 454 Preferred name for the corporate body (RDA ) Choose the form most commonly known Variant spellings: choose the form found in the first resource received (RDA ) –LC kept its policy to change to the later spelling in cases of orthographic reform Not abbreviating “Department” (should not have abbreviated in AACR2 headings)

RDA for Georgia 9-10 August Module 455 Change in form for conferences, etc. A merged instruction for preferred name of a conference, congress, meeting, exhibition, fair, festival, etc. - changes from AACR2: –Retain frequency in the name of a conference, congress, or meeting –Omit year of convocation from the name of an exhibition, fair, or festival (will be included in the authorized access point in subfield $d)

RDA for Georgia 9-10 August Module 456 Name not conveying idea of body Part of “Other designation associated with the corporate body” -- RDA 11.7 Cataloger judgment on choice of term (generally in English in the U.S.) Remember: if subordinate body, establish subordinately to higher body 110 2# $a Elks (Fraternal order)

RDA for Georgia 9-10 August Module 457 Place (RDA 11.3) Two categories: –Location of conference, etc. (later slide) –Location of headquarters Form of place: –Form prescribed in chapter 16 –Abbreviate name of countries, states, etc., as instructed in appendix B

RDA for Georgia 9-10 August Module 458 Associated institution (RDA 11.5) In the form and language recorded as the preferred name for the institution (not the authorized access point for the institution) 110 2# $a B’nai B’rith Hillel Federation Jewish Student Center (University of Cincinnati)

RDA for Georgia 9-10 August Module 459 Date of establishment (RDA ) or termination (RDA ) Scope = year in which a corporate body was established or terminated Give if needed to differentiate the name of one corporate body from another MARC X10: add, with hyphen in parentheses, to the preferred name – no change

RDA for Georgia 9-10 August Module 460 Type of jurisdiction Part of “Other designation associated with the corporate body” -- RDA 11.7 Term designating the type of jurisdiction added if necessary, to distinguish between access points for two or more governments that have the same or a similar name –e.g., Cork (Ireland) Cork (Ireland : County)

RDA for Georgia 9-10 August Module 461 Another “Other designation associated with the corporate body” (RDA 11.7) If other elements in list not appropriate or not sufficient to differentiate between two different bodies Scope: –a word, phrase, or abbreviation indicating incorporation or legal status –any term serving to differentiate the body from other corporate bodies, persons, etc.

RDA for Georgia 9-10 August Module 462 MARC for Other designation... In access point: add, in parentheses, to the preferred name of the corporate body (subfielding may vary) 151 ## $a Korea (South)

RDA for Georgia 9-10 August Module 463 Number of a conference, etc. (RDA 11.6) Scope = “designation of the sequencing of a conference, etc., within a series of conferences, etc.” Use English ordinal numerals 1st, 2nd, 3rd, etc. Not given in access point if publications of a conference, etc., cataloged as a serial MARC: X11 $n

RDA for Georgia 9-10 August Module 464 Date of conference, etc. (RDA ) Scope = date or range of dates, given as year or years, in which a conference, etc., was held Not given in access point if publications of a conference, etc., cataloged as a serial MARC X11 $d – no change

RDA for Georgia 9-10 August Module 465 Location of conference, etc. (RDA ) In form as authorized access point (ch. 16) No instruction to omit in access point if publications of a conference, etc., cataloged as a serial [“glitch” to be fixed] No “rule of three” when sessions held in three or more locations (separated by semicolons in access point -- RDA appendix E.2.2.4) If conference held online, location is “Online”

RDA for Georgia 9-10 August Module 466 Institution as “place” for conference If the institution’s name provides better identification than the local place name or if the local place name is unknown or cannot be readily determined 111 2# $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute)

RDA for Georgia 9-10 August Module 467 New fields in MARC 21 authority format for bodies (* = not also in 11X) 046: Special coded dates (RDA 11.4) 370: Associated place (RDA 11.3) 371: Address (RDA 11.9) * 372: Field of activity (RDA 11.10) * 377: Associated language (RDA 11.8) *

RDA for Georgia 9-10 August Module 468 Elements for bodies not in authorized access points Yet helpful for identification: –Associated place for non-conference corporate bodies (RDA 11.3) –Address (RDA 11.9) –Field of activity (RDA 11.10) –Language of the corporate body (RDA 11.8) –Corporate history (RDA 11.11)

RDA for Georgia 9-10 August Module 469 Associated place (RDA 11.3) Scope = “significant location associated with the corporate body” –e.g., headquarters of an organization Place given in form it would be as an addition to an access point MARC field 370 (separate subfields)

RDA for Georgia 9-10 August Module 470 Address (RDA 11.9) Scope = “address of corporate body’s headquarters..., or Internet address” MARC field 371 (separate subfields)

RDA for Georgia 9-10 August Module 471 Field of activity (RDA 11.10) Scope = “field of business..., its area of competence, responsibility, jurisdiction, etc.” No controlled vocabulary in RDA; can use a thesaurus and cite in $2 MARC field 372 ($a repeatable; field repeatable

RDA for Georgia 9-10 August Module 472 Language of the corporate body (RDA 11.8) Scope = “language a corporate body uses in its communications” MARC field 377 ($a repeatable; field repeatable) In MARC, form is three-character code from MARC code list of languages

RDA for Georgia 9-10 August Module 473 Corporate history (RDA 11.11) Scope = “information pertaining to the history of a corporate body” Can incorporate information from separate fields into a “public note” MARC field 678

RDA for Georgia 9-10 August Module 474

RDA for Georgia 9-10 August Module 475 More information on new fields in the MARC 21 authority format PCC interim practice on new fields: %20NARs-SARs_PCC.pdf %20NARs-SARs_PCC.pdf Examples folder for authority records on PSD site s.html LC Network Development and MARC Standards Office site: