1. Parallel Records June 2009 Presenters: Brenda Block Cynthia M. Whitacre

2. A Huge Thank You to … Sara Shatford Layne, UCLA, who allowed us to adapt her content for this presentation. Also thanks to Linda Barnhart, UCSD, and Xiaoli Li, UCD, who worked with Sara to develop the content and to Diana Brooking, University of Washington for reviewing the content

3. Outline Well discuss: Non-English records Parallel records Hybrid records What to do when you come across any of these in WorldCat

4. What is a non-English record? Non-English describes the language of cataloging, not the language of the material being cataloged

5. Language of Cataloging 040 ǂ b Examples: 040 XXX ǂ b spa ǂ c XXX 040 XXX ǂ b ger ǂ c XXX 040 XXX ǂ c XXX If subfield b is not present, the language of cataloging is assumed to be English

6. Language of the Material Language of the material is recorded in the Fixed field, or 008 field, if you use the numeric display. Language of cataloging and language of the material are NOT THE SAME.

7. Identifying non-English records Field 040 subfield b with a value other than eng Field 300 contains non-English abbreviations Non-quoted notes in 5xx field(s) are not in English GMD in 245 subfield h may contain non-English data Descriptive access points may be in non-AACR2 form and/or include non-English data in addition to headings (qualifiers, etc.)

8. What about subject headings? Language of 65X subject headings in not a factor in determining language of cataloging Ignore 6xx fields when determining language of cataloging

9. Example 1 040 __ XXX ǂb spa ǂc XXX 245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 1853-1867 / ǂc introducción y selección de textos Silvestre Villegas Revueltas. 260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa Editorial, Instituto de Investigaciones Históricas, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm. 440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia mexicana ; ǂv 145 504 __ Incluye referencias bibliográficas. 651 _4 México ǂx Historia ǂy Intervención y segundo imperio 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867. 700 1_ Villegas Revueltas, Silvestre, ǂe Colab

10. Example 2 040 __ XXXXX ǂb fre ǂc XXXXX 100 1_ Hiller, Ferdinand, ǂd 1811-1885. 240 10 Concertos, ǂm piano, orchestre, ǂn op. 5, ǂr fa mineur 245 00 Piano concertos ǂh [enregistrement sonore] / ǂc Hiller. 260 __ London : ǂb Hyperion, ǂc p2008. 300 __ 1 disque : ǂb numérique ; ǂc 12 cm. 500 __ Disque compact. 518 __ Enregistré les 14, 15, 16 et 17 mai 2007, Federation Concert Hall, Hobart, Tasmanie. 650 _6 Concertos (Piano) 700 12 Hiller, Ferdinand, ǂd 1811-1885. ǂt Concertos, ǂm piano, orchestre, ǂn op. 69, ǂr fa dièse mineur.

11. Example 3 040 __ XXX ǂe rakwb ǂb ger ǂc XXX 100 1 _ Liu, Yang ǂ 4 aut 245 00 Ost trifft West ǂ b [ein Buch] ǂ c [von Yang Liu] 250 2. Aufl. 260 Mainz ǂ b Schmidt ǂ c 2008 300 [99] S. ǂ b u ̈ berw. Ill. ǂ c 14 cm 500 Text deutsche und chinesisch..

12. What is a parallel record? A parallel record is a record for the same item in a different language of cataloging. For example, you have a record cataloged in German and another record cataloged in English for the same title. These are considered parallel records. This is NOT the same as a record with parallel fields for Latin and non-Latin script (a record that contains Arabic script, for example).

13. NOT (necessarily) a parallel record

14. Parallel Records One or more records cataloged using different languages exist, or you plan to create one in a language not already used for cataloging. Indicate the existence of parallel record(s) by using a 936 field consisting of PR and the OCLC number of the other record(s) in the record you create

15. Examples of 936 fields (From OCLC Bibliographic Formats and Standards) One parallel record identified: 936 __ PR 51191950 Two parallel records identified 936 __ PR 45570484 45825482

16. Example of record with 936 field 040 __ XXX ǂc XXX ǂd XXX 245 00 Antología de textos, la reforma y el segundo imperio (1853-1867) / ǂc introducción y selección de textos, Silvestre Villegas Revueltas. 260 __ México, D.F. : ǂb Universidad Nacional Autónoma de México, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm. 490 1_ Biblioteca del estudiante universitario ; ǂv 145 440 _0 Cultura e historia mexicanas 651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources. 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv Sources. 653 __ México ǂa Historia ǂa Siglo XVIII 700 1_ Villegas Revueltas, Silvestre. 830 _0 Biblioteca del estudiante universitario (Universidad Nacional Autónoma de México) ; ǂv 145. 936 __ PR 238572899

17. Remember the Spanish record? OCLC Control Number: 238572899 040 __ XXX ǂb spa ǂc XXX 245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 1853- 1867 / ǂc introducción y selección de textos Silvestre Villegas Revueltas. 260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa Editorial, Instituto de Investigaciones Históricas, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm. 440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia mexicana ; ǂv 145 504 __Incluye referencias bibliográficas. 651 _4 México ǂx Historia ǂy Intervención y segundo imperio 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867. 700 1_ Villegas Revueltas, Silvestre, ǂe Colab This record is parallel to the English language record on the previous slide.

18. Not parallel records If you find 2 records for the same item with the same language of cataloging, report them as duplicates (2 English, 2 German, 2 Spanish, etc.) Report such duplicates to: bibchange@oclc.org bibchange@oclc.org

19. OCLC Policy for non-English records Do not edit master records in languages of cataloging other than your own.

20. Which means … Dont delete data Dont add data Dont convert data in another language to English Dont control headings Dont correct cataloging errors

21. Are Vendor Records Different? Vendor records used to be treated differently, but now they are treated the same as any other record. If a vendor record is a non-English record– DONT EDIT IT

22. But what about Hybrid records? What is a hybrid record?

23. OCLCs definition A hybrid record contains descriptive cataloging data in more than one language Note: This is documented in Section 3.10 of OCLC Bibliographic Formats and Standards.

24. A hybrid record … Has some elements that are consistent with cataloging in one language … But also has other elements that are consistent with cataloging in a different language

25. What to do with a hybrid? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

26. Reporting Hybrid Records E-mail to: bibchange@oclc.org OR Use the Report Error function in the Action menu in Connexion

27. How to decide which choice to make? Factors to consider: The intent of the cataloging agency: that is, is the library in the 040 a a library in a country that uses a language other than English? The number of descriptive cataloging elements in a different language: that is, if almost all the record is consistent with one language, but one small element is in another language, assume that the one element is the error

28. Three more factors to consider What is the language of cataloging of the other libraries with holdings set on the record? Could the record have been improperly edited by another library after it was input? If so, was the editing within the last several months? Is the problem simply a coding error in the 040 $b?

29. Example 1 040 S3Ob swe c S3O 020 0333993373 020 9780333993378 043 e-uk--- 100 1 Oulton, Carolyn. d 1972- 245 10 Literature and religion in mid-Victorian England : b from Dickens to Eliot / c Carolyn Oulton. 260 __ Houndmills, Hampshire a New York : b Palgrave Macmillan, c 2003. 300 __ 221 s. 504 __ Includes bibliographical references and index. 650 7 Religion och litteratur z England x historia y 1800-talet. 2 sao 650 7 Engelsk religiös litteratur x historia y 1800-talet. 2 sao

30. Additional information S3O is the code for the National Library of Sweden swe is the language code for Swedish s. is the Swedish abbreviation for pages 504 is in English

31. Which do you choose? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

32. Best Choice: B If your language of cataloging is Swedish, change the 504 field to Swedish and use the record for your cataloging If your language of cataloging is English, create a new English-language record and report this record for correction

33. Example 2 040 MXADN c MXADN -- [no $b assumed English] 020 9789701348734 020 9701348737 090 HB142 b.M4 2007 245 00 Metodologías para la estimación matemática de la matriz de insumo-producto simétrica : b (a partir de las matrices de oferta y utilización asimétricas en una economía abierta) / c Instituto Nacional de Estadística, Geografía e Informática. 260 __ Aguascalientes, Ags. ; México : b INEGI, c 2007. 300 __ 160 p. : b cuadros ; c 28 cm. 504 __ Bibliografía: p. 130-131.

34. Additional information MXADN is the code for Universidad Autónoma de Nayarit (in Mexico) p. is both the Spanish and English abbreviation for pages

35. Which do you choose? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

36. Best choice: C If your language of cataloging is Spanish, add to the 040: b spa and use the record for your cataloging If your language of cataloging is English, create a new English-language record and add b spa to the 040 field of the existing record

37. Example 3 040 __ PL# ǂb spa ǂc PL# ǂd XXX 100 1_ Molins, Manuel, ǂd 1943- 245 04 Monopatins : ǂb (Skaters) / ǂc Manuel Molins ; introducció, Fracesc Foguet. 260 __ Alzira, Valencia : ǂb Bromera, ǂc [2006]. 300 __ 111 p. : ǂb ill. ; ǂc 21 cm. 440 _0 Bromera Teatro ; ǂv 38 500 __ Anexos. 504 __ Includes bibliographical references (p. 111).

38. Additional information PL# is the code for Puvill Libros The holdings attached to this record in OCLC are all English-speaking libraries (except for Puvill Libros, which is a Spanish- language vendor) The record was (partly) edited by library XXX to be in English sometime in 2007

39. Which do you choose? Choices: (A) Edit to be consistently in English OR (B) Create an English-language record and report the hybrid to OCLC OR (C) Create an English-language record and correct the 040 field in the hybrid

40. A valid choice: A If your language of cataloging is English, delete from the 040: b spa, convert the 500 field to English (or delete the 500 field) and use the record for your cataloging The record contains equal elements of both Spanish and English, such that it was probably never entirely one or the other.

41. Authorizations Needed If you do decide to edit a hybrid record, what level of cataloging authorization is needed? No special level is needed. Under the Expert Community Experiment, any full-level authorization may edit any non-PCC record, no matter the language of cataloging

42. When in doubt … Create a new record and report the hybrid OR Report the hybrid to OCLC and wait for their decision before proceeding

43. Why not use a non-English record? You could use an existing record that is not in your language of cataloging and edit it locally for use in your own catalog. However this is not recommended. Why? Your holdings are then attached to a record your patrons wont necessarily be able to easily read in WorldCat.org. If you use WorldCat Local someday, this could also cause problems.

44. And: The time spent devising and applying policies for sometimes using records in a different language of cataloging is likely to be more time-consuming than the occasional use of the Derive process to create an English record. Also, there is a danger of creating more hybrid records if you edit an existing record not in your language of cataloging and inadvertently edit the master record at the same time.

45. How to create a parallel record Step 1. Copy the OCLC number from the non-English record. Step 2. Create/derive a new record from the existing non-English record Step 3. Add a 936 field to the new record (Note that it is not necessary to add a reciprocal 936 field to the existing record) And …

46. Finally … Step 4. EDIT CAREFULLY: different cataloging rules are likely to have been used in the creation of a record in another language of cataloging. Some possible differences: Different rules for abbreviations in transcribed fields Different rules for forms of name and relator terms Different practices regarding series Step 4.5. You may add ǂ b eng to the 040 field if you wish. This is optional right now.

48. Remember this example? 040 __ XXX ǂc XXX ǂd XXX 245 00 Antología de textos, la reforma y el segundo imperio (1853-1867) / ǂc introducción y selección de textos, Silvestre Villegas Revueltas. 260 __ México, D.F. : ǂb Universidad Nacional Autónoma de México, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm. 490 1_ Biblioteca del estudiante universitario ; ǂv 145 440 _0 Cultura e historia mexicanas 651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources. 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv Sources. 653 __ México ǂa Historia ǂa Siglo XVIII 700 1_ Villegas Revueltas, Silvestre. 830 _0 Biblioteca del estudiante universitario (Universidad Nacional Autónoma de México) ; ǂv 145. 936 __ PR 238572899

49. And the parallel Spanish record? 040 __ XXX ǂb spa ǂc XXX 245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 1853-1867 / ǂc introducción y selección de textos Silvestre Villegas Revueltas. 260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa Editorial, Instituto de Investigaciones Históricas, ǂc 2008. 300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm. 440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia mexicana ; ǂv 145 504 __Incluye referencias bibliográficas. 651 _4 México ǂx Historia ǂy Intervención y segundo imperio 651 _0 Mexico ǂx History ǂy European intervention, 1861-1867. 700 1_ Villegas Revueltas, Silvestre, ǂe Colab

50. A German example (selected fields) 040 __ GWDNB ǂe rakwb ǂb ger ǂc GWDNB 245 00 Themenschwerpunkt: Alexander Gottlieb Baumgarten ǂb sinnliche Erkenntnis in der Philosophie des Rationalismus ǂc hrsg. von Alexander Aichele und Dagmar Mirbach 260 __ Hamburg ǂb Meiner ǂc 2008 300 __ 373 S. ǂc 24 cm 440 _0 Aufklärung ǂv Bd. 20. Jg. 2008 700 1_ Aichele, Alexander ǂe Hrsg. ǂ4 edt

51. And its English parallel (equivalent fields) 040 __ XXX ǂc XXX 245 00 Themenschwerpunkt : ǂb Alexander Gottlieb Baumgarten : sinnliche Erkenntnis in der Philosophie des Rationalismus / ǂc herausgegeben von Alexander Aichele und Dagmar Mirbach. 260 __ [Hamburg, Germany] : ǂb Meiner, ǂc c2008. 300 __ 373 p. ; ǂc 24 cm. 490 1_ Aufklärung, ǂx 0178-7128 ; ǂv Bd. 20 700 1_ Aichele, Alexander. 700 1_ Mirbach, Dagmar. 830 _0 Aufklärung ; ǂv Bd. 20.

52. References: For more information: OCLC Bibliographic formats and standards, section 3.10: http://www.oclc.org/bibformats/en/specialcatalogi ng/default.shtm#BCGBAEHC http://www.oclc.org/bibformats/en/specialcatalogi ng/default.shtm#BCGBAEHC Timeline: Brief history of OCLC activities with national libraries outside the U.S.: http://www.oclc.org/worldcat/catalog/national/ti meline/default.htm http://www.oclc.org/worldcat/catalog/national/ti meline/default.htm

53. Report hybrids / ask questions Report hybrid records to: bibchange@oclc.orgbibchange@oclc.org Report duplicates (such as two German language records for the same title) to: bibchange@oclc.orgbibchange@oclc.org Ask questions after the presentation: askqc@oclc.orgaskqc@oclc.org This is the same mailbox we are using for questions about the Expert Community Experiment

54. AGAIN: A Huge Thank You to … Sara Shatford Layne, UCLA, who allowed us to adapt her content for this presentation. Also thanks to Linda Barnhart, UCSD, and Xiaoli Li, UCD, who worked with Sara to develop the content and to Diana Brooking, University of Washington, for reviewing the content

55. Questions? Contact info: Brenda Block: blockb@oclc.orgblockb@oclc.org Cynthia Whitacre:whitacrc@oclc.orgwhitacrc@oclc.org