Canadian Library Association Training Documentation Created by: Marcia Salmon, Cataloguing Librarian, York University

 Introduction to the RDA Toolkit ◦ About the RDA Toolkit ◦ Benefits of the RDA Toolkit  Accessing the RDA Toolkit ◦ Logging into RDA Toolkit ◦ Creating and Using User Profile  Navigating RDA Toolkit Documents ◦ RDA ◦ RDA Element Set View ◦ RDA Mappings ◦ ERDs and Schemas ◦ AACR2 ◦ Library of Congress Policy Statements ◦ Other Resources

 Searching the RDA Toolkit ◦ Quick Search ◦ Advance Search ◦ AACR2 Rule Number Search  User Contributed Workflows and Mappings ◦ Creating a Workflow or Mapping ◦ Sharing and linking to a Workflow or Mapping  Tips for teaching the RDA Toolkit ◦ RDA Toolkit Help

About the RDA Toolkit

 The link to the “About the RDA Toolkit” is located at the bottom of the left navigation bar

 The “About the RDA Toolkit” includes information regarding the National Libraries responsible for the content, the publishers, copyright and licensing information

Benefits of the RDA Toolkit

 RDA content and RDA software are combine together to make the RDA toolkit  As a web tool – greater flexibility and versatility  Easier to use  Easier to integrate into your daily work  Can be used in many different ways, by many different levels of staff 1 RDA Toolkit Demo By Christine Oliver

Logging into RDA Toolkit

 There are 3 way of logging into the RDA Toolkit 1.Institutional Site Subscription Login 2.Individual Subscription Login 3.IP Recognition for Site Subscription licence

 Enter user name and password for the institutional site subscription

 Institutional name is displayed when logged in  Enter Profile Name and Password and click login if you have a profile created  Click on create profile to create a new profile

 Institutional and single users name is displayed when logged in  The individual or solo user subscriptions only allows for a single profile to be created.  Therefore users are logged into the site and profile at the same time.  The “My Profile”, “Support” and “Log out” of profile buttons are displayed Image from ALA RDA Toolkit Video Help

 IP recognition for site subscription licence identifies when an institution has a site licence by recognizing the IP address of the computers in this institution  Using this system the RDA toolkit has an automatic login when using computers at this institution  In order to login from an external computer a proxy server will be used to authenticate users from the institution with the IP recognition site license

 Use the a proxy server to authenticate as a user from an institution with an IP recognition site subscription

 Once authenticated through the proxy server, then logging into RDA toolkit is automatic  Identified by the name of the institution with the licence in top right hand corner of screen

Creating and Using User Profile

 Click on “Create” button

 Enter information needed to create a new profile such as full name, profile name, address and password

 Agree to the RDA toolkit terms and conditions by checking the “Agree” box  RDA Toolkit Terms and Conditions

 Click on “Create”

 Institutional and users name is displayed when logged into profile  The “My Profile”, “Support” and “Log out” of profile buttons are displayed

 Login to user profile by entering “Profile Name” and “Password”  Click “Login” button

 User profiles allow for the personalization of the RDA Toolkit by giving users the ability to: ◦ Save Searches ◦ Create Bookmarks ◦ Create Workflows ◦ Create Mappings  The user profile maybe updated or reset

 Clicking on “Support” or “Feedback” button allows for reporting of technical issues by the opening of a new ticket or checking on the status of a ticket in the RDA Toolkit Support Centre

RDA

 The RDA tab allows for browsing of the RDA content.

 The content of RDA may be browsed by the RDA Table of Contents  On the RDA tab on the left navigation bar, click the plus sign to expand and browse the RDA table of contents

 The Table of Contents may be used to navigate RDA  For example if looking for the section on Basic Instructions on Recording Dimensions  Use the Table of Contents on the left navigation bar and open Recording Attributes – Manifestations and Items - Describing Carriers – Dimensions - Basic Instructions on Recording Dimensions

 There is many new terms in RDA  Therefore there are hyperlinks in the text of RDA to glossary terms  Clicking on these hyperlinks leads to the definition of the term in the glossary

 “Synch TOC” button allows for the synchronization of the Table of Contents on the left navigation with section of RDA that is being displayed

 Sections of RDA text maybe bookmarked

 In the “Managing Bookmarks” box click on “Add” to add new bookmark

 Click in the RDA document for the location of the bookmark

 In the “Add Bookmark” box type “Bookmark Name” and “Bookmark Annotation” box add annotation and click “Set”

 The following icon denotes that a section of the RDA document has been bookmarked  Bookmarks are saved in the “My Profile – Managing Personalizations” section

 Clicking on “Print Text” creates a PDF document that maybe printed  PDF document of RDA text for printing

 RDA Toolkit gives the option of different view of the RDA document, this is created by filtering the information in RDA  The “View Text” menu gives the option of viewing the “Full” text of RDA

 The “View Text” menu gives the option of viewing only the parts of RDA that deal with “Core” elements  Certain elements in RDA are identified as core elements  Core elements support user tasks  As a minimum, a resource description for a work, expression, manifestation, or item should include all the core elements that are applicable and readily ascertainable.  To display only the RDA text for Core elements click “Core” on “View Text” menu  The following icon indicates that only “Core” elements are being displayed  The following icon indicates that the RDA document is filtered

 The “View Text” menu also gives the option of hiding examples in RDA  To hide examples in RDA click “Hide Examples” on “View Text” menu  The following icon indicates that the RDA document is filtered  Click “Show Examples” on “View Text” menu to undo the “Hide Examples” display of RDA

 The “View Text” menu also gives the option of hiding bookmarks in RDA  To hide bookmarks in RDA click “Hide Bookmarks” on “View Text” menu  The following icon denotes that a section of the RDA document has been bookmarked disappears  Click “Show Bookmarks” on “View Text” menu to undo the “Hide Bookmarks” display of RDA

RDA Element Set View

 The “Tools” tab has documents that assist in accessing RDA content.  One of these documents in the “Tools” tab is the RDA Element Set View

 RDA uses Functional Requirements for Bibliographic Description (FRBR) and Functional Requirements for Authority Data (FRAD) as a theoretical framework  Functional Requirements for Bibliographic Records (FRBR) is a conceptual “entity-relationship” model created by IFLA that relates user tasks of retrieval and access in online library catalogues and bibliographic databases. 1  The user tasks are: 2 * Find * Identify * Select * Obtain  It represents a more holistic approach to retrieval and access as the relationships between the entities provide links to navigate through the hierarchy of relationships. 1  There are 3 groups of FRBR entities  Group 1 entities deal with the output of artistic or intellectual endeavours which are Work, Expression, Manifestation, and Item  Group 2 entities deal with the person or corporate body responsible for the output of artistic or intellectual endeavours (Group 1 entities)  Group 3 entities deal with the subject of output of the artistic or intellectual endeavour include concepts, objects, events, places 1 From Wikipedia 2 From RDA 0.0

 For each of the FRBR entities the Related Instructions and Related Encoding for each of the Core, Enhanced and Specialized for each of the Attributes and Primary, Core and Enhanced for the Relationships

 RDA uses Functional Requirements for Bibliographic Description (FRBR) and Functional Requirements for Authority Data (FRAD) as a theoretical framework 1  Functional Requirements for Authority Data (FRAD), formerly known as Functional Requirements for Authority Records (FRAR) is a conceptual entity-relationship model created by IFLA for relating the data that are recorded in library authority records to the needs of the users of those records and facilitate and sharing of that data. 1  The conceptual work and future implementations are aimed at supporting four tasks, frequently executed by users in a library 1  The four user tasks are: 1 * Find * Identify * Contextualize * Justify 1 From Wikipedia

 For the FRAD entity -- Name the Related Instructions and Related Encoding for each of the Attributes for Name are available

RDA Mappings

 The “Tools” tab has documents that assist in accessing RDA content.  One of these documents in the “Tools” tab is the RDA Mappings  RDA is a content standard meaning that it contains guidelines and instructions on recording bibliographic data that describes resources and the presentation or encoding of data is not part of the main text of RDA. 1  1 RDA 0.1

 Machine Readable Cataloguing (MARC) is the most popular encoding standard for encoding bibliographic data for library catalogues.  The RDA Mappings tool contains a maps RDA elements to corresponding MARC 21 bibliographic elements and a map from MARC 21 bibliographic elements to RDA elements 1  While there are many instances where there is a one-to-one correspondence between RDA and MARC 21, there are cases where the level of granularity in the MARC 21 element set and RDA element set differs. 1  There were some new MARC 21 bibliographic data fields that were created for the implementation of RDA 1 RDA to MARC Bibliographic Mapping

 RDA to MARC Bibliographic Mapping  MARC Bibliographic to RDA Mapping

 Machine Readable Cataloguing (MARC) is the most popular encoding standard for encoding authority data for library catalogues.  The RDA Mappings tool contains a maps RDA elements to corresponding MARC 21 authority elements and a map from MARC 21 authority elements to RDA elements 1  While there are many instances where there is a one-to-one correspondence between RDA and MARC 21, there are cases where the level of granularity in the MARC 21 element set and RDA element set differs. 1  There were some new MARC 21 authority data fields that were created for the implementation of RDA 1 RDA to MARC Bibliographic Mapping

 RDA to MARC Authority Mapping  MARC Authority to RDA Mapping

 Metadata Object Description Schema (MODS) is a schema for a bibliographic element set that may be used for a variety of purposes, and particularly for library applications. 1  MODS was developed by Library of Congress' Network Development and Standards Office. 2  MODS was designed as a compromise between the complexity of the MARC format used by libraries and the extreme simplicity of Dublin Core metadata. 2 1MODS: Metadata Object Description Schema Official Web Site 2From Wikipedia

 RDA to MODS Mapping

ERDS and Schemas

Entity Relationship Diagram (ERD)Schemas  The “Tools” tab has documents that assist in accessing RDA content.  Two of these documents in the “Tools” tab is the Entity Relationship Diagram (ERD) and Schemas

 FRBR and FRAD are entity relationship models  These entity relationship models may be illustrated in diagrams  The Entity Relationship Diagram (ERD) tool includes an overview of the relationship of FRBR and FRAD, diagrams of Core, Enhanced and Specialized for each of the Attributes and Primary, Core and Enhanced for the Relationships for each of the FRBR entities and diagrams of Core, Enhanced and Specialized for the FRAD Attribute Name

 Entity Relationship Diagram (ERD): RDA Relationship Overview

 Most of the schemas that are available in the RDA toolkit are XML based schemas  XML schemas are a way to define the structure, content and, the semantics of XML documents in this case in relation to the RDA elements 1  The schemas that are available are the Core, Enhanced, Specialized and Universal  The Core Schema as defined by the Joint Steering Committee (JSC), the core element set is a subset of the RDA element set that specifies the minimum set of data consistent with RDA compliance. Therefore, it reflects those attributes and relationships which attained a "high" rating for the user tasks defined by FRBR and FRAD and is a floor, not a ceiling. 2 1 From Wikipedia 2 RDA Core Element Set Schema

 The Enhanced Schema Enhanced schema contains elements present in basic schema, plus optional elements common to multiple types of resources' bibliographic records. 1  The Specialized Schema are created for particular types of resources that include elements that are particular to that type of resource  The Specialized Schema which are available in the RDA toolkit are: Cartographic Schema, Cultural Object Schema, Music Schema and Serials Schema  Universal schema contains all elements present in any schema available in the RDA toolkit. It is the master set of elements. 2 1 RDA Toolkit Enhanced Schema 2 RDA Toolkit Universal Schema

 Schemas available in the RDA toolkit may be downloaded to an XML or text editor.  RDA Core Element Set Schema

 The RDA toolkit allows for the creation of a customized schema  Click on “Create Schema”

 The definition of all of the FRBR entities, FRAD Name entity and FRBR relationships

 For each of the FRBR entities, FRAD Name entity and FRBR relationships may be identified as Mandatory or Optional

 The customized RDA schema may be previewed by clicking on the “Preview My Schema” button

 The customized RDA schema may be downloaded by clicking on the “Download My Schema” button

 Downloaded customized RDA schema

AACR2

 The “Resources” tab allows has documents related to RDA.  One of these documents in the “Resources” tab is the Anglo- American Cataloguing Rules Second Edition (AACR2) 2002 revision

 The full text of the Anglo-American Cataloguing Rules Second Edition (AACR2) 2002 revision is included in the RDA Toolkit  The text of AACR2 may be browsed using the left navigation bar.  The symbol is used for internal links that related various sections of the AACR2  The symbol is used to link AACR2 to the corresponding guideline in RDA  The Synch TOC, Bookmark and Print Text functions are also available

Library of Congress Policy Statements

 The “Resources” tab allows has documents related to RDA.  One of these documents in the “Resources” tab is Library of Congress Policy Statements (LCPS)

 The Library of Congress Policy Statements (LCPS) to RDA is the equivalent of the Library of Congress Rule Interpretations (LCRI) for AACR2  Library of Congress Policy Statements (LCPS) covers pre- cataloguing decisions, LC and PCC practice 1  It is hoped that the other National Libraries that contributed to RDA will make their policy statements available in the RDA toolkit  The full text of LCPS is available in the “Resources Tab”  The LCPS is also embedded in the related sections of RDA  The symbol is used to link the RDA to the full text of LCPS 1 LCPS for RDA 0.0

Other Resources

 The “Resources” tab allows has documents related to RDA.  On the “Resources” tab is links to Other Resources

 There are links to the following resources, these resources open in a separate browser window:  FRBR  FRAD  FRSAR  MARC Standards  Dublin Core Meta Data Initiative  Open Archives Initiative  Open Metadata Registry  Cataloger's Desktop  XC Extensible Catalog

Quick Search

 The “RDA Quick Search” box is located on the user menu

Example of RDA Quick Search on the phrase “Extent” Example of RDA Quick Search for the Rule RDA  The “RDA Quick Search” allows for the searching of RDA Chapters, Appendices and Glory for phrases and searching of RDA instruction by instruction number. 1 1 RDA Toolkit Help: Search Tips

Advance Search

 Click on “Advance Search” on the user menu

 In the Advance Search there is a box for entering the search phrase or string  The documents being searched may be selected  The search of RDA may be limited by Instruction Number, Description Type, Content Type, Media Type, Issuance Type and Work Type  Examples may be excluded from the search  There is a link to Search Tips from the RDA Toolkit Help  Previous searches may be cleared  Searches may be saved

 The following is an example of the search for “Title Proper” for Integrating Resources in RDA

AACR2 Rule Number Search

 RDA may be searched by AACR2 rule number in the Advanced Search screen  Enter AACR2 rule number in the AACR2 Rule Number search box

 The following are the results for the AACR2 Rule Number Search for “AACR2 2.5B2”

Creating a Workflow or Mapping

 The “Tools” tab allows for the creation of user contributed content that is used to assist in accessing RDA.  Two of these user contributed content in the “Tools” tab is the Workflows and Mappings

 Workflows allow for the creation of customized, user created guides to RDA toolkit documents and external web resources. 1  Workflows may be used to share best practices for cataloguing types of materials or local cataloguing agency policies.  Workflows are also may be shared. 1  The following is an example of Workflow for a Simple Book created by the Library of Congress 1 RDA Toolkit: What's New Since August By Troy Linker

 To create a workflow, click on “Create Workflow”.  In the “Name your Workflow” box. Enter the Workflow title.  When creating a workflow an existing workflow may be copied or a new workflow may be created  When copying an existing workflow select the workflow to be copied  Clicking on “Go” opens Workflow Editor

 Add workflow content using the Workflow Editor click on the symbol to save the workflow

 The “RDA Mappings” documents are the official mappings  Customized mapping between RDA and a metadata standard may be created and shared  To create a mapping, click on “Create Mapping”.  In the “Name your Mapping” box. Enter the Mapping title.  When creating a mapping an existing mapping may be copied or a new mapping may be created  When copying an existing mapping select the mapping to be copied  Clicking on “Go” opens Mapping Editor

 Add mapping content using the Mapping Editor click on the symbol to save the mapping

Sharing and Linking to a Workflow or Mapping

 There are three levels of permissions for sharing workflows and mappings:  Private: May only be viewed by the creator of the workflow and mapping  Subscription: May be viewed by all users with the same subscription  Public: May be viewed by everyone accessing RDA Toolkit

 The levels of permissions for sharing workflows may be changed by clicking on “My Profile” on the user menu  Click on the “Change Sharing Mode” for the any Workflows saved  Select the level of permission for sharing workflows and click “Update”  The levels of permissions for sharing workflows may also be changed by selecting level of permission in “Share Mode” in Workflows Editor

 The levels of permissions for sharing workflows may be changed by clicking on “My Profile” on the user menu  Click on the “Change Sharing Mode” for the any Mappings saved  Select the level of permission for sharing mappings and click “Update”  The levels of permissions for sharing mappings may also be changed by selecting level of permission in “Share Mode” in Mappings Editor

 Click on “Your Workflows” and right click on workflow  Select “This Frame” and “Show only this Frame”

 The address of this web page may be used to link to Workflow

 Click on “Your Mappings” and right click on mapping  Select “This Frame” and “Show only this Frame”

 The address of this web page may be used to link to Mapping

RDA Toolkit Help

 The link the “RDA Toolkit Help” is located at the bottom of the left navigation bar

 The RDA Toolkit Help has useful tips for teaching the RDA Toolkit