Identifying Persons and Corporate Bodies 1 -- elements and authorized access points James/Kuhagen for VLA - Feb. 5, 2013

2 Context of this module Data elements that identify persons and corporate bodies Forms of authorized access points in bibliographic and authority records New fields for some of the data elements you might see in authority records Not how to create authority records James/Kuhagen for VLA - Feb. 5, 2013

3 Authorized access points Used to identify Group 2 entities Forms created according to RDA ch Forms recorded in 1XX fields in name authority records in LC/NACO Authority File: [more about the authority file and the impact of RDA later today] James/Kuhagen for VLA - Feb. 5, 2013

4 FRBR Group 2 entities in RDA Ch. 8 = General guidelines … Ch. 9 = Identifying persons Ch. 10 = Identifying families Ch. 11 = Identifying corporate bodies James/Kuhagen for VLA - Feb. 5, 2013

5 General guidelines in ch. 8 Language and script for names (RDA 8.4): found forms Alternative to give a romanized form: most in U.S. will do that and, for some languages, give original language/script in variant access points Other elements: if instructions in ch don’t specify language, give element in English. James/Kuhagen for VLA - Feb. 5, 2013

6 Chapter 9: Identifying persons 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)” James/Kuhagen for VLA - Feb. 5, 2013

7 Change in scope of “person” RDA 9.0: Includes fictitious entities So, Miss Piggy, Snoopy, etc. now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item LC PCC PS: includes real non-humans (often difficult to distinguish who is or isn’t “fictitious”) James/Kuhagen for VLA - Feb. 5, 2013

8 Examples of expanded scope in RDA 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. James/Kuhagen for VLA - Feb. 5, 2013

9 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 at – James/Kuhagen for VLA - Feb. 5, 2013

10 Preferred name (RDA 9.2.2) Form to be used as basis of the authorized access point in bibliographic records and the 100 field of name authority records Variant name used in variant access points (4XX fields in name authority records) James/Kuhagen for VLA - Feb. 5, 2013

11 Additions to the preferred name (9.4 and 9.6): title or other designation associated with the person # (9.3.2/9.3.3): date of birth and/or death ^ (9.5): fuller form of name ^ (9.3.4): period of activity of person ^ (9.16): profession or occupation # ^ # = required for certain names; ^ = add to differentiate James/Kuhagen for VLA - Feb. 5, 2013

12 Preferred name (RDA 9.2.2) 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 ) James/Kuhagen for VLA - Feb. 5, 2013

13 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) James/Kuhagen for VLA - Feb. 5, 2013

14 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) James/Kuhagen for VLA - Feb. 5, 2013

15 Date associated with the person Three dates: Date of birth (RDA 9.3.2) -- core Date of death (RDA 9.3.3) -- core Period of activity of the person – no restrictions on time period (RDA 9.3.4) – core if... Guidelines for probable dates (RDA 9.3.1) Recorded in MARC X00 $d James/Kuhagen for VLA - Feb. 5, 2013

16 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/PCC policy: use hyphen rather than spell out words “fl.” dates – LC/PCC policy: use “active” James/Kuhagen for VLA - Feb. 5, 2013

17 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 James/Kuhagen for VLA - Feb. 5, 2013

18 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 Current LC policy: do not add; may change when PCC decides on a policy James/Kuhagen for VLA - Feb. 5, 2013

19 Examples: Fuller form of name 100 1# $a Smith, Nancy E. $q (Nancy Elizabeth) 100 1# $a Williams, John $q (John Dudley) -- added to differentiate James/Kuhagen for VLA - Feb. 5, 2013

20 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) James/Kuhagen for VLA - Feb. 5, 2013

21 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 MARC X00 $c – always enclosed in parentheses 100 1# $a Watt, James $c (Gardener) James/Kuhagen for VLA - Feb. 5, 2013

22 New fields in MARC 21 authority format for persons 046: Special coded dates (RDA 9.3) 368: Other attributes of person or corporate body (RDA 9.4, 9.6) 370: Associated place (RDA ) * 371: Address (RDA 9.12) * 372: Field of activity (RDA 9.15) * 373: Associated group (RDA 9.13) * 374: Occupation (RDA 9.16) 375: Gender (RDA 9.7) * 377: Associated language (RDA 9.14) * 378: Fuller form of personal name (RDA 9.5) * * = not eligible for authorized access points

23 Elements not eligible for inclusion in authorized access points May be helpful for identification: Associated place (RDA ) Address (RDA 9.12) Associated group (RDA 9.13) Gender (RDA 9.7) Language of the person (RDA 9.14) Field of activity (RDA 9.15) Biographical information (RDA 9.17 James/Kuhagen for VLA - Feb. 5, 2013

24 Associated place (RDA ) Places: Place of birth and/or death Country associated with the person Place of residence Place given in 370 field in form it would be as an addition to an access point If not a jurisdiction, in separate 370 with vocabulary (e.g., LCSH) in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

25 Address (RDA 9.12) Mailing address address Only if publicly available MARC field 371 James/Kuhagen for VLA - Feb. 5, 2013

26 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 James/Kuhagen for VLA - Feb. 5, 2013

27 Gender (RDA 9.7) Scope = gender with which a person identifies Open list of terms in instruction + others as needed MARC field 375 Use subfield $2 if not from RDA James/Kuhagen for VLA - Feb. 5, 2013

28 Language of the person (RDA 9.14) Scope = language(s) used by the person in writing, speaking, singing, etc. MARC field 377 In MARC, form is three-character code from MARC code list of languages -- no prescribed order if more than one language James/Kuhagen for VLA - Feb. 5, 2013

29 Field of activity (RDA 9.15) Scope = “field of endeavour, area of expertise, etc., in which a person is engaged or was engaged.” No controlled vocabulary in RDA MARC field 372; if use a thesaurus, cite it in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

30 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 James/Kuhagen for VLA - Feb. 5, 2013

Questions about identifying persons? Next: Corporate bodies -- skipping ch. 10 (“Identifying families”) today Not included in AACR2 Included in RDA because families are included with persons and corporate bodies as Group 2 entities in FRAD Families especially important as creators and contributors for archives and museums 31 James/Kuhagen for VLA - Feb. 5, 2013

32 Chapter 11: Identifying corporate bodies 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” James/Kuhagen for VLA - Feb. 5, 2013

33 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 James/Kuhagen for VLA - Feb. 5, 2013

34 Additions to the preferred name ( ): if name not idea of body # (11.3): place associated with the body * (11.5): associated institution * (11.4): date associated with the body * ( ): type of jurisdiction * (11.7): other designation * (11.6, 11.4, 11.3): number, date, & location of a conference # * = if need to distinguish # = required for certain names James/Kuhagen for VLA - Feb. 5, 2013

35 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 ) Not abbreviating “Department” (should not have abbreviated in AACR2 headings) James/Kuhagen for VLA - Feb. 5, 2013

36 Preferred name Names containing initials, terms of honor, terms of incorporation, etc. = RDA RDA Various categories of corporate bodies (e.g., subordinate bodies both government and non-government, courts, religious officials, etc.) = RDA RDA James/Kuhagen for VLA - Feb. 5, 2013

37 Preferred name for conferences, exhibitions, etc. (RDA ) A merged instruction for preferred name of a conference, congress, meeting, exhibition, fair, festival, etc.: 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) if publication cataloged as a monograph James/Kuhagen for VLA - Feb. 5, 2013

38 Addition to preferred name if it doesn’t convey 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) James/Kuhagen for VLA - Feb. 5, 2013

39 Addition: Place associated... (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 James/Kuhagen for VLA - Feb. 5, 2013

40 Addition: 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) James/Kuhagen for VLA - Feb. 5, 2013

41 Addition: Date of establishment or termination (RDA 11.4) 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, if both dates, in parentheses, to the preferred name – no change James/Kuhagen for VLA - Feb. 5, 2013

42 Addition: Type of jurisdiction (RDA ) Part of “Other designation associated with the corporate body” 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) James/Kuhagen for VLA - Feb. 5, 2013

43 Addition: another “Other designation...” (RDA 11.7) If other elements in list not appropriate or not sufficient to differentiate between two different non-conference 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. 151 ## $a Korea (South) James/Kuhagen for VLA - Feb. 5, 2013

44 Addition: Number of a conference (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. LC/PCC policy: Not given in access point if publications of a conference, etc., cataloged as a serial James/Kuhagen for VLA - Feb. 5, 2013

45 Addition: Date of conference, etc. (RDA 11.4) Scope = date or range of dates, given as year or years, in which a conference, etc., was held LC/PCC policy: Not given in access point if publications of a conference, etc., cataloged as a serial James/Kuhagen for VLA - Feb. 5, 2013

46 Addition: Location of conference, etc. (RDA 11.3) In form as authorized access point (ch. 16) 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” Omit in access point if publications of a conference, etc., cataloged as a serial James/Kuhagen for VLA - Feb. 5, 2013

47 Addition: Institution as “place” for conference, etc. 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 Use the preferred name of the institution (not the authorized access point) 111 2# $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute) James/Kuhagen for VLA - Feb. 5, 2013

48 New fields in MARC 21 authority format for bodies 046: Special coded dates (RDA 11.4) 368: Other attributes of person or corporate body (RDA 11.7) 370: Associated place (RDA 11.3) 371: Address (RDA 11.9) * 372: Field of activity (RDA 11.10) * 377: Associated language (RDA 11.8) * * = not eligible for authorized access points James/Kuhagen for VLA - Feb. 5, 2013

49 Elements not eligible for inclusion in authorized access points May be 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) James/Kuhagen for VLA - Feb. 5, 2013

50 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 If not a jurisdiction, in separate 370 with vocabulary (e.g., LCSH) in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

51 Address (RDA 11.9) Scope = “address of corporate body’s headquarters..., or Internet address” MARC field 371 (separate subfields) James/Kuhagen for VLA - Feb. 5, 2013

52 Field of activity (RDA 11.10) Scope = “field of business..., its area of competence, responsibility, jurisdiction, etc.” No controlled vocabulary in RDA MARC field 372; if use a thesaurus, cite it in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

53 Language of the corporate body (RDA 11.8) Scope = “language a corporate body uses in its communications” In MARC 377 field, form is three- character code from MARC code list of languages James/Kuhagen for VLA - Feb. 5, 2013

Questions about identifying corporate bodies? 54 Then next: Relationships Remember that “relating” is one of two RDA goals: “identifying” and “relating” James/Kuhagen for VLA - Feb. 5, 2013

55 Group 2 relationships Relationships to Group 1 entities: works, expressions, manifestations, and items Manifestations & items in this module Works & expressions (in previous module) Relationships to other Group 2 entities James/Kuhagen for VLA - Feb. 5, 2013

56 Authorized access points In bibliographic records to express relationships to resources being cataloged In other authority records as 5XX fields or as part of name/title 4XX fields to express relationships James/Kuhagen for VLA - Feb. 5, 2013

Relationships: Group 2 entities with Group 1 entities Chapter 18: General Guidelines … Chapter 19: … Associated with a Work Chapter 20: … Associated with an Expression Chapter 21: … Associated with a Manifestation Chapter 22: … Associated with an Item 57 James/Kuhagen for VLA - Feb. 5, 2013

Relationships with Group 1 entities Most occur in association with a work or with an expression – covered today in earlier module Short list of those with a manifestation Those for an item are related to your specific copy of a manifestation 58 James/Kuhagen for VLA - Feb. 5, 2013

Relationships with a manifestation (ch. 21) If important to have a 7XX field in record in addition to recording the element: Producer of unpublished resource Publisher (e.g., a broadcaster) Manufacturer (e.g., an engraver) Distributor (e.g., a film distributor) Any other entity related to the manifestation (book designer, lithographer, etc.) 59 James/Kuhagen for VLA - Feb. 5, 2013

Relationships with an item (ch. 22) Owner Custodian Any other entity related to the item (e.g., curator, collector, dedicatee) 60 James/Kuhagen for VLA - Feb. 5, 2013

Relationship designators Can be added to authorized access point in the bibliographic record – in subfield $e Appendix I.4: those associated with a manifestation (not a closed list) Appendix I.5: those associated with an item (not a closed list) 61 James/Kuhagen for VLA - Feb. 5, 2013

Examples of access points # $a Jefferson, Thomas, $d , $e former owner # $a WGBH (Television station : Boston, Mass.), $e broadcaster. James/Kuhagen for VLA - Feb. 5, 2013

Relationships: Group 2 entities with Group 2 entities Chapter 29: General guidelines … Chapter 30: Related persons Chapter 31: Related families Chapter 32: Related corporate bodies 63 James/Kuhagen for VLA - Feb. 5, 2013

Expressing relationships within Group 2 Now in authority records in 5XX fields (see also references) Relationship designator in subfield $i at beginning of 5XX field Some relationships in MARC indicated by values in subfield $w (e.g., “a” and “b” for earlier and later corporate bodies) -- cataloger judgment or library policy 64 James/Kuhagen for VLA - Feb. 5, 2013

Relationship designators in appendix K Not closed lists but LC/PCC libraries will use only terms on the lists K.2: related persons (to other persons, to families, to corporate bodies) K.3: related families [same pattern as K.2] K.4: related corporate bodies [same pattern as K.2] 65 James/Kuhagen for VLA - Feb. 5, 2013

66 Examples: person related to corporate body or family 100 1# $a Garr, Arnold K # $w r $i Employer: $a Brigham Young University 110 2# $a I.M. Pei & Partners 500 1# $w r $i Founder: $a Pei, I. M. $q (Ioeh Ming), $d James/Kuhagen for VLA - Feb. 5, 2013

67 Examples: related corporate bodies 110 2# $a Library of Congress. $b Policy and Standards Division 510 2# $w r $i Predecessor: $a Library of Congress. $b Cataloging Policy and Support Office 110 2# $a Library of Congress. $b Cataloging Policy and Support Office 510 2# $w r $i Successor: $a Library of Congress. $b Policy and Standards Division James/Kuhagen for VLA - Feb. 5, 2013

68 Examples: related corporate bodies Giving specific relationship in $w: 110 2# $a Library of Congress. $b Policy and Standards Division 510 2# $w a $a Library of Congress. $b Cataloging Policy and Support Office 110 2# $a Library of Congress. $b Cataloging Policy and Support Office 510 2# $w b $a Library of Congress. $b Policy and Standards Division James/Kuhagen for VLA - Feb. 5, 2013

Questions? Identifying persons Identifying corporate bodies Relationships 69 James/Kuhagen for VLA - Feb. 5, 2013