RDA Test at LC Module 4: Persons, Families, and Corporate Bodies Authorized Access Points and Authority Records

RDA Test at LC: June module 42 FRBR 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 Test at LC: June module 43 Authorized access points Forms created according to RDA ch Forms recorded in authority records (NARs) in LC/NACO Authority File Used in:  bibliographic records to express relationships to resources being cataloged  other authority records as 5XX fields or as part of name/title 4XX fields

RDA Test at LC: June module 44 MARC coding changes for RDA authority records 008/10: value “z” (Other) 040 $a ___ $b eng $c ___ $e rda Creating records in Voyager: templates Creating records in OCLC: info from OCLC: constant data records, perhaps a macro

RDA Test at LC: June module 45 Current authority record practice now in RDA Status of identification (RDA 8.10)  MARC 008/33 Undifferentiated name indicator (RDA 8.11)  MARC 008/32 Source consulted (RDA 8.12)  MARC 670 Cataloger’s note (RDA 8.13)  MARC 667, as needed per DCM Z1 667

RDA Test at LC: June module 46 Already an NAR in LC/NAF? Policy and procedures being discussed by US RDA Test Coordinating Committee, OCLC, and PCC Steering Committee Guidelines to be distributed before October

RDA Test at LC: June module 47 New fields in MARC 21 authority format Separate fields for many of the core elements (list at end of this module) RDA allows the “coreness” to be satisfied by including the element in the authorized access point – LC’s policy for the Test Cataloger’s judgment to give element also in its own MARC field in authority record

RDA Test at LC: June module 48 General guidelines in ch. 8 Language and script for names (RDA 8.4):  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 Test at LC: June module 49 General guidelines in ch. 8 Recording names (RDA 8.5):  Capitalization – follow appendix A  Numbers, hyphens: give as found  Spacing of initials and acronyms  Abbreviations – follow RDA appendix B (no “Dept.”)  Also see LCPS for access points

RDA Test at LC: June module 410 Identifier... (RDA , 11.12) Scope: character string uniquely associated with a person, family, or corporate body, or with a surrogate for that entity (e.g., an authority record), that serves to differentiate that person, family, or corporate body from other persons, families, or corporate bodies In authority records: the LCCN in MARC 010 In access point in bibliographic records, do not use MARC subfield $0 (Authority record control number)

RDA Test at LC: June module 411 Chapter 9: Identifying persons

RDA Test at LC: June module 412 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

RDA Test at LC: June module 413 LCPS for RDA 9.0 scope LCPS expands scope also to real non- human entities having roles as creators or contributors Not changing LCSH during the Test:  Create NAR for person  Notify PSD if there is a counterpart heading in LCSH  PSD will compile list of subject headings for possible deletion if LC implements RDA

RDA Test at LC: June module 414 Examples of expanded scope in RDA and in LCPS 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 Test at LC: June module 415 Sources of information Preferred name: priority order (RDA )  Preferred sources of information (RDA 2.2.2) in resources associated with the person [where person has responsibility – i.e., is more than subject]  Other formal statements appearing in resources associated with the person  Other sources including reference sources Other elements: any source

RDA Test at LC: June module 416 Preferred name (RDA 9.2.2) Form to be used when constructing the authorized access point  Variant name used in variant access points (not core) 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 Test at LC: June module 417 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 Test at LC: June module 418 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 Test at LC: June module 419 Date associated with the person Three dates:  Date of birth (RDA 9.3.2) – if available  Date of death (RDA 9.3.3) – if available  Period of activity of the person – if needed to differentiate and dates of birth/death not known – no restrictions on time period (RDA 9.3.4) Guidelines for probable dates (RDA 9.3.1) Recorded in MARC X00 $d

RDA Test at LC: June module 420 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: use hyphens instead of spelling out the abbreviations  Use “active” for “fl.”

RDA Test at LC: June module 421 Changes when giving dates for persons Months not abbreviated If known to be one of two years: two years (each four digits) separated by “or” 1936 December or 1743

RDA Test at LC: June module 422 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 Test at LC: June module 423 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: include whenever available

RDA Test at LC: June module 424 Examples: fuller form of name 100 1# $a Smith, Nancy E. $q (Nancy Elizabeth) 100 1# $a Williams, John $q (John Dudley) 100 1# $a King, $c Mrs. $q (Annie Liddon)

RDA Test at LC: June module 425 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 Test at LC: June module 426 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 Test at LC: June module 427 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 Test at LC: June module 428 Another change from AACR2 Additions to access points representing persons limited to those listed in RDA [elements covered on earlier slides]:  not titles of position or office  not initials of academic degrees  not initials denoting membership in an organization Can include this other identifying information in MARC 670

RDA Test at LC: June module 429 Chapter 10: Identifying families

RDA Test at LC: June module 430 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 Test at LC: June module 431 Scope 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 Test at LC: June module 432 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 Test at LC: June module 433 Sources of information (RDA ) Preferred name: priority order  Preferred sources of information (RDA 2.2.2) in resources associated with the family  Other formal statements appearing in resources associated with the family  Other sources including reference sources Other elements: generally, any source

RDA Test at LC: June module 434 Preferred name (RDA ) Form to be used when constructing the authorized access point  Variant name used in variant access points (not LC core) Choose the form most commonly known  Surname or equivalent  Royal house, dynasty, clan, etc. MARC X00 3# $a

RDA Test at LC: June module 435 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 Test at LC: June module 436 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 Test at LC: June module 437 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 Test at LC: June module 438 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 Test at LC: June module 439 Chapter 11: Identifying corporate bodies

RDA Test at LC: June module 440 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” Includes ad hoc events (such as athletic contests, exhibitions, expeditions, fairs, and festivals) and vessels (e.g., ships and spacecraft)

RDA Test at LC: June module 441 Sources of information Preferred name: priority order (RDA )  Preferred sources of information (RDA 2.2.2) in resources associated with the corporate body  Other formal statements appearing in resources associated with the corporate body  Other sources including reference sources Other elements: generally, any source

RDA Test at LC: June module 442 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 will keep its policy to change to the later spelling in cases of orthographic reform Not abbreviating “Department” (should not have abbreviated in AACR2 headings)

RDA Test at LC: June module 443 More than one form of name Different forms of the same name – RDA and its LCPS More than one language form and one form is in English, choose English form – RDA and its LCPS Change of name – RDA and its LCPS

RDA Test at LC: June module 444 Number or year in preferred name of a conference, etc. (RDA ) 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 Include as addition in authorized access point if resource not cataloged as a serial

RDA Test at LC: June module 445 Some categories of corporate bodies Subordinate/related non-government bodies recorded subordinately – RDA and LCPSs Government bodies recorded subordinately – RDA and LCPSs Legislative bodies – RDA and LCPSs

RDA Test at LC: June module 446 Location of conference, etc. (RDA ) 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” MARC X11 $c – no change

RDA Test at LC: June module 447 Location of headquarters (RDA ) Scope = country, state, province, etc., or local place of headquarters, or geographic area of corporate body’s activities Core if needed to distinguish one corporate body from another with the same name In form as authorized access point (Ch. 16) MARC X10 – add, in parentheses, to the preferred name of the corporate body – no change

RDA Test at LC: June module 448 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 Test at LC: June module 449 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 Test at LC: June module 450 Associated institution (RDA 11.5) Core:  for conferences, 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  if needed to distinguish one corporate body from another with the same name In the form and language recorded as the preferred name for the institution (not the authorized access point for the institution)

RDA Test at LC: June module 451 MARC for Associated institution For access point:  Conference: subfield $c  Other corporate bodies: add to the preferred name of the corporate body (subfielding and punctuation will vary) 111 2# $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute) 110 2# $a B’nai B’rith Hillel Federation Jewish Student Center (University of Cincinnati)

RDA Test at LC: June module 452 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 Test at LC: June module 453 Other designation associated with the corporate body (RDA 11.7) Scope:  a word, phrase, or abbreviation indicating incorporation or legal status  any term serving to differentiate the body from other corporate bodies, persons, etc. Core:  For a body whose name does not convey the idea of a corporate body  if needed to distinguish one corporate body from another with the same name

RDA Test at LC: June module 454 MARC for Other designation... In access point: add, in parentheses, to the preferred name of the corporate body (subfielding may vary) 111 2# $a Beanpot (Hockey tournament) 151 ## $a Korea (South)

RDA Test at LC: June module 455 Assemble elements: access points 9.19: Constructing access points to represent persons 10.10: Constructing access points to represent families 11.13: Construction access points to represent corporate bodies See RDA appendix E and LCPS for punctuation, etc. (AACR2 style carried forward)

RDA Test at LC: June module 456 New fields in MARC 21 authority format for ch. 9 elements 046: Special coded dates 370: Associated place (not LC core) 371: Address (not LC core) 372: Field of activity 373: Affiliation (not LC core) If “LC core,” must be in 1XX field if needed to break conflict; cataloger’s judgment to include any of these separate fields in authority record.

RDA Test at LC: June module 457 New fields in MARC 21 authority format for ch. 9 and ch.10 elements 374: Occupation 375: Gender (not LC core) 377: Associated language (not LC core) 046: Special coded dates 370: Associated place 376: Family information Chapter 9: Chapter 10:

RDA Test at LC: June module 458 New fields in MARC 21 authority format for ch. 11 elements 046: Special coded dates 370: Associated place 371: Address (not LC core) 377: Associated language (not LC core)

RDA Test at LC: June module 459 MARC 670 field ? If no separate MARC field for an RDA element (e.g., associated institution), generally give information in 670 field If separate MARC field for an RDA element and cataloger is adding that separate field, cataloger’s judgment applies:  in separate field, give source (what would be in 670 $a) in subfield $v or subfield $u if subfield present in separate field, or  give source and information in a 670 field

RDA Test at LC: June module 460 More information on new fields in the MARC 21 authority format Training document #5 for LC’s practice for original cataloging for the RDA Test Examples folder for authority records on PSD site LC Network Development and MARC Standards Office site: