USING THE - Library of Congress
Library of Congress Training for
RDA: Resource Description & Access
Copy Cataloging Using RDA
Developed by
Tim Carlton
With the assistance of Les Hawkins and Hien Nguyen, COIN
Margaret Wayne (ALAWE)
Kay Guiles and Dave Reser (PSD)
Cooperative and Instructional Programs Division
Library of Congress
May 2013
Library of Congress Training for RDA: Resource Description & Access
Copy Cataloging Using RDA
Course Summary
This course is one element in a comprehensive suite of training prepared for the Library of Congress implementation of “RDA: Resource Description & Access”. It is intended for any person who needs to apply RDA in performing copy cataloging.
Trainees have already completed the full LC RDA training for bibliographic description and access points, so they are familiar with RDA instructions and LC-PCC Policy Statements.
This course focuses on helping trainees develop the ‘cataloger judgment’ necessary to evaluate copied records to determine which elements are acceptable according to the provisions of the Copy Cataloging Manual (DCM B13), and which elements should be edited or adjusted.
Learning Objectives
At the end of this course, participants will be able to:
• Process the three types of records eligible for Copy Cataloging at the Library of Congress
o AACR2 records that may be kept as AACR2 records
o AACR2 records that should be converted to RDA Records
o RDA Records
• Consider the FRBR User Tasks which are essential in applying cataloger judgment
• Explain the key changes from AACR2 to RDA
• Apply the Library of Congress - Program for Cooperative Cataloging Policy Statements
• Evaluate specific descriptive elements in imported records for conformity to LC policy for copied records, in both monographs and (as appropriate) serials
• Evaluate specific access points in imported records for conformity to LC policy for copied records, in both monographs and (as appropriate) serials
Training Methods:
Lecture, discussion, in-class exercises, and online exercises
Duration:
4 hours
Table of Contents
Unit 1: Introduction and Background 1
The Scope of this Course 1
Learning RDA 1
Applying B13 1
Copy Cataloging at the Library of Congress 1
Workflows and Levels of Copy Cataloging 1
Sources of Copy Cataloging Records 2
Eligibility for Copy Cataloging Importing 2
AACR2 Records that May be Kept as AACR2 3
Z-Processor Tip 3
AACR2 Records that Should be Converted to RDA 4
Z-Processor Tip 4
RDA Records 5
Unit 2: FRBR, RDA, and Cataloger Judgment 7
International Cataloguing Principles and RDA 7
Cataloger Judgment 7
FRBR User Tasks 7
Cataloger Judgment as a Component of Copy Cataloging 8
RDA + Copy Cataloging = Double Importance of “Cataloger Judgment” 8
Copy Cataloging Records are, Ultimately, LC Records 8
Unit 3: RDA -- Key Changes from AACR2 9
Changes in Terminology 9
How RDA is Structured Differently from AACR2 9
Mandatory Elements and Policy Statements 10
LC “Core-ness” 10
From LC Rule Interpretations to LC-PCC PS 10
Identifying RDA Records 10
Sources 11
Transcription 11
No More “Rule of Three” 11
“Access Points” Instead of “Entries” 12
Cataloger Judgment 12
Specific Descriptive Data Elements 12
Title 12
Statement of Responsibility 12
Edition 12
Publication, Distribution, and Manufacture Statements 13
MARC Coding 13
Core Elements 13
Transcription 13
Supplying Place and Date of Publication 13
Copyright Date 13
Series Statement 14
Identifier for the Manifestation 14
New Elements that Replace the General Material Designator 14
Content Type 14
Media Type 14
Carrier Type 14
Extent 14
Illustrative Content 14
The Treatment of Compilations and Collaborations -- “Naming the Work” 14
Languages in Uniform Titles 15
Number of 7XX Fields 15
Relationship Designators 15
Unit 4: Applying B13 to Specific Data Elements 17
General Principles of Copy Cataloging -- Accept or Change? 17
Guidelines Governing all Aspects of the Record 17
Order of Variable Fields 17
Punctuation and Spacing 17
Capitalization 18
Abbreviations 18
Numerals 18
Typographical Errors 19
Factual Errors 19
Data from Prescribed Sources of Information 19
Headings 19
Initial Articles 20
Pass-Through Data Elements that Contain Errors 20
Obsolete Practices 20
Descriptive Data Elements 20
Descriptive Cataloging Form -- Leader/18 20
Identifier for the Manifestation -- 020 field 20
Identifier for the Manifestation -- 022 field 21
Language of cataloging -- 040 $b 21
Descriptive Conventions -- 040 $e 21
Authentication Code -- 042 $a 21
Preferred Title -- e.g., 240 field 21
Title and Statement of Responsibility -- 245 field 21
Variant Title -- 246 field 22
Edition Statement -- 250 field 22
Publication Information -- 264 field 22
Place (264 $a) 22
Publisher, etc. (264 $b) 23
Date (264 $c) 24
Supplying Place and Date of Publication -- Implications for Copy Cataloging 25
Physical Description -- 300 field 25
Content Type -- 336 field 25
Media Type -- 337 field 25
Carrier Type -- 338 field 26
Series Statement -- 490 field 26
Bibliography and Index Note -- 504 field 26
Formatted Contents Note -- 505 field 26
Summary Note -- 520 field 27
Target Audience Note -- 521 field 27
Other Notes -- 5XX fields 27
Access Points 27
Creator (formerly, “Main Entry”) -- 1XX field 27
Other Creators or Contributors, and Other Entities -- 7XX field 27
Analytical Access Points -- 7XX X2 field 28
Related Manifestation Access Points -- 775 field 28
Relationship Designators 28
Unit 5: Serials 29
How to Identify RDA Records in OCLC 29
MARC Coding and Clues 29
CONSER RDA Documentation 29
CONSER RDA Core Elements 29
OCLC Guidelines 29
PCC Guidelines 29
Specific Data Elements -- Serials 30
ISSN 30
Title Area 30
Title Proper 30
Parallel Titles and Variant Titles 30
Other Title Information 31
Statement of Responsibility 31
Edition Statement 31
Publication Statement 31
Place 31
Publisher 31
Date 31
Copyright Date 31
Extent 32
Ceased Serials 32
Content Type 32
Media Type 32
Carrier Type 32
Frequency 32
Numbering 32
Special Situations 33
Reproductions 33
Provider-Neutral Online Serials 33
Works and Expressions 33
Authorized Access Point for a Work 33
Authorized Access Point for an Expression 34
Related Works, Expressions, and Manifestations 34
Common Serial Relationships 34
Working with Copy -- Changes Over Time 35
What Kinds of Serial Changes Can be Accommodated by RDA? 35
Manifestation-Level Changes 35
Modifying Legacy pre-RDA Records 35
AACR2/CSR Records 35
Pre-AACR2 Records 36
Creating a New Record 36
Examples: 36
Unit 6: Checklists 37
Checklist 1: Converting an AACR2 Record to RDA 37
Checklist 2: Using an Imported RDA Record 41
Unit 7: Exercises 45
Mandatory Online Test 45
Authentic LC Copy-Catalog Records 45
Unit 1: Introduction and Background
The Scope of this Course
Learning how to perform copy cataloging using RDA -- rather than AACR2 -- is a straight-forward two-pronged process:
• Learning the instructions of RDA -- especially, key differences from AACR2;
• Applying DCM B13 -- developing the ‘cataloger judgment’ to evaluate a copied record to determine if the elements meet Library of Congress standards for ‘acceptable’ records.
The scope of this course is to present a review of key RDA instructions, followed by examples and exercises on determining what is acceptable in copied records and what must be adjusted.
Learning RDA
Copy Cataloging staff have already received in-depth training on the RDA instructions and related Library of Congress policies. The 36 hours of classroom training included extensive exercises and practice in creating RDA records, and trainees have been reviewed by catalogers.
Applying B13
Descriptive Cataloging Manual B13 provides a general introduction to Copy Cataloging at LC, general guidelines on the components of copy cataloging records, and a thorough review of specific data elements. Appendices address special issues related to Copy Cataloging. Copy cataloging technicians have already received pre-RDA training in the application of B13.
Copy Cataloging at the Library of Congress
Workflows and Levels of Copy Cataloging
Copy cataloging may be performed by technicians, descriptive catalogers, subject catalogers, or whole-book catalogers, according to section practice. The general orientation of B13 is to a workflow in which descriptive cataloging, subject cataloging/classification, and shelflisting are reviewed by staff that are knowledgeable of the aspect they are reviewing. When this is not the case or when there is doubt about a particular point, the assumption is that staff will refer to another staff member in the section/division who is knowledgeable on that point.
Copy cataloging may be done as “full” (EL [blank]) or as “Encoding-level 7” (EL7 lccopycat). The “PCC adapt” procedure (use of records created by participants in the Program for Cooperative Cataloging (PCC)) is also a form of copy cataloging but is treated distinctly and separately because the authority work in such records is supposed to have been done.
( This manual is written primarily for “full” copy cataloging. Exceptional instructions for EL7 lccopycat are found in B13.10 (Appendix 7) and B13.11 (Appendix 8). For a description of all cataloging streams, including PCC-adapt procedures, see DCM E1.5 (Cataloging Streams/Initial Bibliographic Control: Books).
Sources of Copy Cataloging Records
Copy cataloging records can come to a cataloger from many sources and the placement of certain fields may differ, depending on the source of the record and the technique used for importing it. (See B13.11 (Appendix 8) for information on unusual order of fields)
Cataloging staff in ABA divisions search for copy cataloging records, primarily in the OCLC database. Resources are usually slipped with a white “copycat (906 $c = copycat)” slip (393 (1999/07)) according to section practice. Records created by libraries participating in the PCC (for more information see: DCM E1.5 and ) bear many characteristics of copy cataloging records but are slipped with a pink “pccadap (906 $c = pccadap)” slip (1345 (1999/07)).
Staff may search for and import records using the Z-Processor software (see DCM E2.3). The programs execute various data manipulations tailored to the cataloging stream under which a particular record is being imported.
Eligibility for Copy Cataloging Importing
Appendix 10 of DCM B13 (“Copy Cataloging in the RDA Environment (Textual Monographs)”) is a digest of “Refresher” document R-4, distributed in RDA classroom training.
This appendix is to be used by RDA-trained catalogers and technicians to:
a) identify when it is appropriate to convert an imported AACR2 record to RDA;
b) recognize common differences between AACR2 and RDA that should be checked when importing records that can be converted to RDA;
c) recognize LC practices, including “LC core” elements, that should be addressed when importing records that are already RDA or will be converted to RDA;
d) recognize situations where a cataloging technician may need to consult with an RDA cataloger regarding authority records or authorized access points.
Unit 6 of this training material contains checklists of data elements to be reviewed with particular attention. The checklists assist in serving purposes b) and c) above).
AACR2 Records that May be Kept as AACR2
For the interim period prior to the full implementation of RDA, some imported AACR2 records for monographs and multipart monographs were retained as AACR2 in order to be in compliance with community agreements. After March 31, 2013, sections in ABA have the discretion to decide whether ‘full or fuller level’ AACR2 records should be converted to RDA or left as AACR2. In this context, a full or fuller level record may be identified by the encoding level (Leader/17), sometimes in combination with the language of cataloging (040 $b).
o Encoding levels: #, 1, 2, 4, 8, I, or L,
o where the language of cataloging is English.
For serials:
Note: Prepublication records are out of scope for LC copy catalogers. The following CONSER policy is offered for your information.
CONSER authenticated records should not be converted to RDA, except:
• Prepublication records (EL/8)
• CONSER minimal level records (if being upgraded to encoding level blank)
Unauthenticated serial records that are being authenticated as CONSER/PCC records should be converted to RDA.
CAUTION: The presence of fields 336 (Content type), 337 (Media type), and 338 (Carrier type) in a bibliographic record does not in and of itself indicate RDA cataloging, since these fields may be used with non-RDA cataloging, including ‘enhanced’ AACR2 records. When these fields are present in a record, look for positive evidence of RDA cataloging, such as:
← Ldr/18 (Descriptive cataloging form) = i
← 040 contains $e rda
If the value in Ldr/18 is neither “i” nor “c” and 040 contains $e rda, rely on evidence in the 040.
Alternatively, look for evidence of non-RDA cataloging, such as:
← Ldr/18 (Descriptive cataloging form) = a (AACR 2)
← 040 does not contain $e rda
← terms are abbreviated in places RDA would not abbreviate them, e.g.,
300 ## $a 296 p. : $b ill., ports. (some col.)
If fields such as 336/337/338 are found in imported AACR2 records, and your section practice is to leave such records as AACR2, always retain the 33X fields in the record.
Z-Processor Tip
When importing a record from OCLC, Z-Processor will recognize the encoding level and language of cataloging of the record, and will generally identify the correct cataloging stream:
← Copycat -- indicates that the record is a fuller-level record, and the language of cataloging is English. Follow section practice for whether to keep as AACR2 or convert to RDA.
← PCCAdapt -- indicates that the record is a fuller-level record, and the language of cataloging is English. Follow section practice for whether to keep as AACR2 or convert to RDA.
AACR2 Records that Should be Converted to RDA
There are two categories of imported AACR2 records that should be converted to RDA when processed by RDA-trained catalogers/technicians:
← less-than-full AACR2 records (encoding levels K, M, 3, 5, and 7);
← records where the language of cataloging (040 $b) is other than English (convert these to RDA regardless of encoding level).
For serials:
Note: Prepublication records are out of scope for LC copy catalogers. The following CONSER policy is offered for your information.
CONSER authenticated records should not be converted to RDA, except:
• Prepublication records (EL/8)
• CONSER minimal level records (if being upgraded to encoding level blank)
Unauthenticated serial records that are being authenticated as CONSER/PCC records should be converted to RDA.
Z-Processor Tip
When importing a record from OCLC, Z-Processor will recognize the encoding level and language of cataloging of the record, and will generally identify the correct cataloging stream:
← OrigRes -- indicates that the record is a lower-level record, and/or that the language of cataloging is other than English. An RDA cataloger/technician should process the record as RDA.
← OrigCop -- indicates that an existing LC AACR2 record for another edition can be used to create a new RDA record.
( “Checklist 1: Converting an AACR2 Record to RDA,” in Unit 6, summarizes the data elements to be checked or changed when an imported AACR2 record is converted to RDA.
RDA Records
An imported RDA record should be kept as RDA and processed by an RDA-trained cataloger or technician. Most RDA records imported from OCLC will be full or fuller-level records, although some less-than-full RDA records may be found.
For serials:
The PCC instructions for updating RDA serial records may be used for guidance:
Z-Processor Tip: Z-Processor will recognize the encoding level and language of cataloging of the record, and will generally identify the correct cataloging stream:
← OrigRes -- indicates that the record is a lower-level record, and/or that the language of cataloging is other than English. Process the record as RDA.
← Copycat -- indicates that the record is a fuller-level record, and the language of cataloging is English. Process the record as RDA, with 042 = lccopycat. Exceptionally: process according to “encoding level 7 lccopycat” procedures (DCM B13, Appendix 7).
← PCCAdapt -- indicates that the record is a fuller-level record, and the language of cataloging is English. Process the record as full-level RDA.
← OrigCop -- indicates that an existing LC RDA record for another edition can be used to create a new full-level RDA record.
( “Checklist 2: Using an Imported RDA Record,” in Unit 6, summarizes the data elements to be checked or changed when an RDA record is imported.
Unit 2: FRBR, RDA, and Cataloger Judgment
International Cataloguing Principles and RDA
FRBR entities and attributes appear in RDA as the data elements for bibliographic description and access, and as the relationships among entities. RDA instructions combine the FRBR conceptual model with International Cataloging Principles to provide the foundation on which to build cataloger judgment. Cataloger judgment is more important in RDA than it was in AACR2.
Some of the International Cataloguing Principles are listed below. Note that the user comes first and should always be considered when providing bibliographic descriptions and access points:
• Convenience of the user
• Representation
• Common usage
• Accuracy
• Economy
• Consistency and standardization
These principles have been consolidated into the FRBR “User Tasks.”
Cataloger Judgment
Cataloger judgment is an important tool in making decisions about specific RDA data elements. Such decisions should be made in the context of considering “how does this element assist in meeting the FRBR user tasks?”
FRBR User Tasks
Find
← to locate either a single entity or a set of entities as the result of a search using an attribute or relationship of the entity (e.g., a search for all documents on a given subject, or for a recording issued under a particular title)
Identify
← to confirm that the entity described corresponds to the entity sought, or to distinguish between two or more entities with similar characteristics (e.g., to distinguish between two texts or recordings that have the same title)
Select
← to choose an entity that meets the user's requirements with respect to content, physical format, etc., or to reject an entity as being inappropriate to the user's needs (e.g., to select a text in a language the user understands, or a version of a computer program that is compatible with the hardware and operating system available to the user)
Obtain
← to acquire an entity through purchase, loan, etc., or to access an entity electronically through an online connection (e.g., to place a purchase order for a publication, or to access online an electronic document stored on a remote computer)
Cataloger Judgment as a Component of Copy Cataloging
LC copy cataloging policy focuses on accepting other libraries’ cataloging as much as possible, limiting changes to the adjustment or correction of differences or errors judged to be “egregious” (“egregious” in this context means data that are inaccurate, misleading, or that result in denial of access).
Limit changes to those relating to accuracy, substance, or retrievability. In judging whether data are “egregiously misleading” consider whether:
1. they result in seriously misleading description (e.g., someone might mistake the resource for a different one were a change not made);
2. they might result in seriously misleading access (e.g., the resource is classified under a number for an artist's painting when in fact the work is really about the artist's sculpture, or, the heading selected for the main entry is a different person with the same name).
Do not strain for consistency and standardization for their own sake, and do not make changes only for matters of style. When LC practice has varied over time, accept what is present in the imported record unless otherwise instructed in the Copy Cataloging Manual. When applying cataloger judgment, generally accept what is present in the imported record.
RDA + Copy Cataloging = Double Importance of “Cataloger Judgment”
Considering that …
a) cataloger judgment is of increased importance under RDA, and
b) cataloger judgment has always been an important consideration in copy cataloging
… it is now doubly-important for RDA copy cataloging.
Copy cataloging should be performed in the context of the FRBR User Tasks.
Copy Cataloging Records are, Ultimately, LC Records
As a general principle, when an LC staff member has completed copy cataloging on an imported record, the record should meet stated LC standards for RDA. This means that the final product should reflect LC decisions about the inclusion of RDA and LC Core elements. Other elements that are present in the record, though generally not supplied by LC, should be considered as pass-through elements, following the Copy Cataloging Manual.
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Unit 3: RDA -- Key Changes from AACR2
We will start our review of RDA by first noting some key changes from AACR2.
Changes in Terminology
Listed below are some of the main differences in terminology between AACR2 and RDA.
|AACR2 |RDA |Notes |
|heading |authorized access point |“heading” reflects outmoded ‘catalog-card-speak’ |
|author, composer, artist, etc. |creator | |
|main entry |preferred title and, if appropriate, the |“main entry” reflects outmoded |
| |authorized access point for the creator |‘catalog-card-speak’, related to cards in a file |
| | |cabinet |
|uniform title |Two RDA counterparts: | |
| |the preferred title and any differentiating | |
| |information; | |
| |a conventional collective title such as “Works”| |
|physical description |carrier description | |
|general material designator |three elements: |GMD was an inconsistent presentation of different|
| |content type |categories of information |
| |media type | |
| |carrier type | |
|chief source |preferred sources |This is not only a change in terminology; |
| | |‘sources’ have been expanded from a single source|
| | |to multiple sources |
How RDA is Structured Differently from AACR2
Remember that RDA has a clear structure. In brief:
• Entities and their attributes
o Group 1 (Work-Expression-Manifestation-Item) (Chapters 1-7)
o Group 2 (Personal-Family-Corporate Body) (Chapters 8-16)
• Relationships (Chapters 17-22, 24-32)
Mandatory Elements and Policy Statements
LC “Core-ness”
RDA introduces the concept of “core” elements. These elements must be recorded if data are available. Some elements are always core (if applicable and the information is available); some are “core if” (only in certain situations). In addition, LC has identified additional elements as “LC Core” for our own cataloging.
As LC staff, you are required to ensure that records meet the standards for “LC Core,” not just the RDA core elements.
From LC Rule Interpretations to LC-PCC PS
In conjunction with the Program for Cooperative Cataloging, LC has created an extensive body of Policy Statements to facilitate a standard interpretation and application of the alternatives, options, and exceptions in the RDA instructions. Think of these as the ‘RDA version’ of the LC Rule Interpretations. Always consult and follow the LC-PCC PS. To access a Policy Statement, click on the green “LC-PCC PS” link in the RDA Toolkit.
Identifying RDA Records
There are two indications that a record is an RDA bibliographic record:
• Leader/18 contains the value “i” (for ISBD punctuation included)
• field 040 contains $e “rda”
Sources
The AACR2 concept of “chief source” has been expanded to the RDA concept of “preferred sources.” RDA allows you to take information from multiple sources. In fact, for most elements, RDA allows you to take information from any source, using a priority order. For specific guidance, consult the ‘sources’ instruction for each element, or 2.2.4.
Data only needs to be enclosed in square brackets if it is taken from outside the resource.
( Exception: when cataloging a resource that doesn’t typically have bibliographic information on the resource (e.g., photograph, sculpture), you do not need the square brackets.
Transcription
“Take What You See and Accept What You Get”
This overriding principle of RDA is consistent with the “Principle of Representation” to describe the resource the way it represents itself. This is a significant change from AACR2, which included extensive rules for abbreviations, capitalization, punctuation, numerals, symbols, etc., and sometimes directed catalogers to ‘correct’ data known to be wrong (e.g., typos). It is critical that you understand LCPS 1.7.1, which addresses these issues.
Under RDA, generally do not alter what is on the resource when transcribing elements.
No More “Rule of Three”
The AACR2 “Rule of Three” is not part of RDA.
If more than 3 persons (or corporate bodies) are named in a statement of responsibility …
← In AACR2, you would record the first, and replace the others with “[et al.]”.
← In RDA, you record all persons or bodies (along with any given title, degree, or affiliation) named in the first statement of responsibility
“Access Points” Instead of “Entries”
The concepts of “Main Entry” and “Added Entry” have been replaced by the concept of relationships represented by “Authorized Access Points.” The entities recorded in access points are known as “Creators” and “Contributors”, and other relationships (these entities can be persons, families, or corporate bodies).
As under AACR2, MARC coding is used to distinguish between those entities recorded in 1XX fields and those recorded in 7XX fields, and there is no absolute correspondence between the MARC fields and the terms “creator” and “contributor”. Generally:
← The principal or first-named creator is recorded in the 1XX field, except for compilations by different creators
← Other creators may be recorded in a 7XX field, or not recorded in an access point
← Contributors may be recorded in a 7XX field, or not recorded in an access point
← Contributors MAY NOT be recorded in the 1XX field.
← An access point can be provided for any entity, even an entity not recorded in a statement of responsibility or elsewhere in the description. There is no principle of “justification.”
Cataloger Judgment
Remember that catalogers have considerable leeway to exercise judgment. Catalogers are less bound by rigid rules, and encouraged to consider the FRBR user tasks to determine how inclusion or exclusion of a bibliographic element serves the needs of the user.
Specific Descriptive Data Elements
Title
← “Record what you see”
o Do not correct errors or typos for monographs
o Do not record [sic] or [i.e.]
← The source for parallel title has been expanded to include any source within the resource.
Statement of Responsibility
← Generally do not abridge statements of responsibility. This means recording titles such as “Dr.” as well as affiliations (such as universities)
← Generally record all persons or bodies in the first statement of responsibility; if it is necessary to omit names because it would be burdensome to record all of them, indicate the omission using RDA’s technique ([and 6 others]), instead of AACR2’s technique ([et al.]).
← Only the first statement of responsibility is required. Others may be recorded, according to cataloger judgment. But be sure to distinguish between multiple statements and multiple entities in a single statement. In accepting copy data, do not remove statements that you would not have transcribed yourself, unless they are inaccurate.
Edition
← “Transcribe an edition statement as it appears on the source of information.”
o Do not abbreviate; do not convert words to numbers, or numbers to words.
Publication, Distribution, and Manufacture Statements
MARC Coding
← These elements are now coded in the 264 field, not the 260 field. The second indicator is used to denote the function of the recorded entity:
o 264 #1 Publisher
o 264 #2 Distributor
o 264 #3 Manufacturer
o 264 #4 Copyright Date
Core Elements
← Only the first-named place of publication is core; there is no requirement to record a place in the United States.
← Only the first-named publisher is core.
← Date of publication is a core element
← Distribution elements are core only when publication data cannot be identified
← Manufacture elements are core only when neither publication nor distribution data can be identified
← Do not remove non-core elements in the copied record, unless they are inaccurate
Transcription
← Transcribe places of publication in the form in which they appear on the resource
← Transcribe the larger jurisdiction if it appears on the resource; if it does not appear, you may add it if you think it is helpful to the user
← Transcribe the publisher’s name as it appears on the resource; do not omit words, initials, statements of function, or levels of hierarchy; do not abbreviate terms (e.g., “Publishing”)
← Transcribe the date as it appears on the resource; this may mean transcribing roman numerals
← Do not use the abbreviations “S.l.”, “s.n.”, or “n.d.”
Supplying Place and Date of Publication
← LC staff are strongly encouraged to supply these elements. This is preferable to the RDA instruction to record “[Place of publication not identified]” or “[Date of publication not identified.]”
← There is no similar encouragement to supply a publisher if one is not clearly identified; recording “[publisher not identified]” is acceptable
← Use whatever information you have to supply the inferred elements
Copyright Date
← Copyright date is a core element only if neither date of publication nor date of distribution is identified
← You may optionally add a copyright date in a separate 264 field, if you wish
← Often, the copyright date is a valid means of inferring a date to be supplied (in brackets) as a publication date
← The 264 #4 field contains only $c
Series Statement
← LC policy is to not trace series; no authorized access points are provided for series
← If series numbering appears in roman numerals, record it as such; do not convert to Arabic numerals
← If a series access point is present, treat is a pass-through element -- do not delete it
Identifier for the Manifestation
← LCPS 2.15.1.7 provides instruction on coding ISBN 020 fields as “z” (invalid) if:
o “they clearly represent a different manifestation from the resource being cataloged and would require a separate record (e.g., an ISBN for the large print version, e-book, or teacher’s manual on the record for a trade publication)”
New Elements that Replace the General Material Designator
Content Type
← 336 field
← RDA 6.9
← Example for a book: 336 $a text $2 rdacontent
Media Type
← 337 field
← RDA 3.2
← Example for a book: 337 $a unmediated $2 rdamedia
Carrier Type
← 338 field
← RDA 3.3
← Example for a book: 338 $a volume $2 rdacarrier
Extent
← Do not use abbreviations for terms (e.g., record “pages” or “volumes”, not “p.” or “v.”)
← Record “approximately” (rather than “ca.”) and “that is” (rather than “i.e.”)
← Record “unnumbered”, rather than square brackets enclosing the numeral
Illustrative Content
← Illustrative content is a core element only in the case of resources intended for children
← Do not use abbreviations (e.g., record “illustrations” or “color”, not “ill.” or “col.”).
The Treatment of Compilations and Collaborations -- “Naming the Work”
← Because of the lack of the “Rule of Three”, catalogers more often ‘name the work’ differently than under AACR2 (this relates to what was called “choosing the main entry”)
o For collections of the works of one creator, you will usually provide a conventional collective title (e.g., “Works,” “Poems,” “Novels. Selections,” etc.)
o For works with multiple creators, you will most often either:
▪ record the first creator in the 1XX field, regardless of the number of creators or collaborators, or
▪ name the work by the title proper of the compilation if it contains works by different creators
Languages in Uniform Titles
← Do not record “Polyglot” in $l
← Do not record multiple languages (e.g., French & English) in $l
← Instead, provide specific information about all the languages of each expression
Number of 7XX Fields
← You must provide a 7XX field for the illustrator of a resource intended for children; this is a core element
← You may combine multiple relationships designators in one access point; for example, if a person has both written the text and provided the illustrations for a resource:
o 100 1# $a [Name],$e author,$e illustrator
← Beyond this core requirement, all other 7XX fields are cataloger judgment
o Remember to base these judgments upon the consideration of user needs
Relationship Designators
← Use the Appendix I designator “illustrator” in $e of a 700 field for an illustrator of a resource intended for children. If the field already contains the relationship code “ill” in $4, add the relationship term in $e preceding $4, i.e.: “… , $e illustrator. $4 ill”
← You are encouraged to use terms from the RDA Appendixes (usually, App. I and J) to designate the relationship of an entity to a resource, or of one resource to another
← If you use a designator, use the correct term from the closed lists in the RDA Appendices
← Assure that any $i containing an Appendix J designator is the first subfield in the field.
Unit 4: Applying B13 to Specific Data Elements
General Principles of Copy Cataloging -- Accept or Change?
The general guidelines for LC copy cataloging are as follows:
1. accept what is present in the imported record to the extent possible within the guidelines, particularly in the review of individual fields;
2. generally do not delete information unless inaccurate, egregiously misleading, or specified for deletion in the CCM (there are specific provisions for deleting access points that exceed what LC would supply under original cataloging); to the extent possible, limit changes to those that relate to accuracy, substance, or retrievability, but NOT style;
3. in the descriptive aspect of cataloging, focus on a set of basic data elements that:
a. identifies a resource both from an internal and external perspective;
b. distinguishes editions;
c. avoids ambiguity (i.e., a staff member can look at a record and determine whether or not it fits a particular citation or resource in hand);
4. ensure that the access points present in imported records fit into the structure of the catalog by searching for authority records and creating or modifying name or subject authority records according to the policies for full cataloging; all access points must be constructed according to RDA, PCC, and LCSH guidelines;
a. for copy cataloging processed under EL7 lccopycat guidelines: if copy cataloging is performed by a staff member who does not have expertise in both descriptive and subject cataloging, questions should be referred according to section practice;
5. adjust the call number to fit properly within LC’s shelflist.
Guidelines Governing all Aspects of the Record
Order of Variable Fields
In general, accept the order of fields present in the imported record, particularly for note fields (5XX) and access points (7XX). Ensure that the first subject heading reflects the classification number, but otherwise accept the order of subject headings (6XX).
Punctuation and Spacing
Generally, accept punctuation or spacing as found.
However, do make changes relating to:
← ISBD punctuation and spacing
← end-of-field punctuation
← punctuation and spacing in headings.
Capitalization
Generally accept capitalization as found.
However, do make changes relating to:
← capitalization in headings;
← any failure to capitalize a proper name;
← any failure to follow the instructions in RDA Appendix A.4 regarding words in the title of a resource.
Examples:
Accept:
245 10 $a Twentieth-century communism ...
245 10 $a Report concerning a Member of the Academy ...
Abbreviations
In transcribed fields, use only the abbreviations that appear on the resource.
In access points, use only the forms in Authority Records.
In other fields, generally accept abbreviations as recorded in the imported record, unless directed otherwise in this document (e.g., extent).
Examples:
Accept, because they are recorded as they appear:
250 ## $a Second Edition.
Do not change to “2nd ed.”
264 #1 $a Salem, Oregon : $b Pierre Publishing Company, $c 1990.
Do not change to “Salem, Ore.: Pierre Pub. Co.”
Change:
264 #1 $a Dubuque, Ia. : $b Holt, $c 1993. (appears as “Dubuque, Iowa”)
Change to Dubuque, Iowa Why? _____________________________
Numerals
In transcribed fields, accept the form of numerals as found
Change data in the imported record only in cases of:
← a matter of transcription
← consistency to ensure access as in headings.
Examples:
Accept:
250 ## $a Second edition. (appears thus)
Change:
250 ## $a 5. Aufl. (appears as “Fünfte Auflage”)
Change to Fünfte Auflage Why? _____________________________
111 20 $a International Conference on Diabetes $n (2d : $d ... : $c ... )
Change to 2nd ... Why? _____________________________
Typographical Errors
Do not accept the ‘correction’ in the imported record of typographical errors that appear on a monographic resource. Ensure that transcribed data has been transcribed exactly as it appears on the resource. Accept notes about the corrected data, according to cataloger judgment. Accept 246 fields provided in the imported record to address such typographical errors.
Example:
Change:
For a resource bearing the title “The wolrd of television”
Imported record has:
245 14 $a The wolrd [sic] of television or
245 14 $a The wolrd [i.e., world] of television or
245 14 $a The world of television
Change to:
245 14 $a The wolrd of television Why? _______________________
For serials:
Typographical errors in title proper from issues used as the basis for identification are corrected.
Factual Errors
Unless there is a guideline to the contrary for a particular field, correct any factual errors.
Examples:
Correct:
250 ## $a 22nd Edition. (appears on t.p. as “2nd Edition”)
650 -0 $a [Subject] $z Australia. (the resource is about Austria)
Data from Prescribed Sources of Information
RDA defines “sources” more broadly than did AACR2.
← Ensure that unbracketed data actually appear in a preferred source.
← Conversely, ensure that brackets are used only if the data do not appear in a preferred source.
Headings
Ensure that all headings (1XX, 240, 600-651, 7XX) are in the established form as reflected in the appropriate authoritative source and agree with respect to construction of the heading, prescribed additions, and all the details of spacing, punctuation, capitalization, use of diacritical marks and special characters, etc. Refer, according to section practice, for authority work any heading lacking an authority record or any existing heading requiring authority work.
← With respect to series, although LC series policy since June 1, 2006 is not to provide controlled access points for series in LC original cataloging, accept the series fields as given in records for copy cataloging. Do not, however, search such series to determine if they are represented by an SAR
← With respect to works of literary authors, determine whether the author's authority record contains a literary author number from the LC classification scheme; if so, note it for use at the classification step.
Initial Articles
Adjust the presence or absence of initial articles and the filing indicators, according to LC policy. When an article is present in a field in which LC does not retain articles (e.g., 246), delete the article and, if the field has an indicator for non-filing characters, ensure the indicator is set to 0.
LC practice on initial articles, in general, is:
← retain articles in those fields in which the intent is to transcribe what is actually on the resource itself (e.g., 245, 4XX);
← delete articles in those fields that are cataloger constructs (e.g., such as 1XX, 240, 6XX, 7XX, 8XX, and 246, unless they are to be regarded in filing, such as “Los Angeles”).
Pass-Through Data Elements that Contain Errors
Pass-through data elements are data elements in imported records that LC does not actively supply (cf. B13.5 (Appendix 2)). An example is 015 (National Bibliography Number). Sometimes these data elements contain errors that are signaled by error messages generated by the Validator program or the LC ILS. In such cases, delete the field; do not attempt to correct it.
Obsolete Practices
An imported record may contain data that reflect an obsolete practice. Follow the guidelines summarized in B13.12 (Appendix 9). In general, the approach is to keep to a minimum the requirement to change to current practice unless failure to use the current practice would result in an error message (e.g., for indicator values) or inconsistency with RDA (e.g., 260 vs. 264 tag). On the other hand, if a change can be done easily in support of consistent treatment with minimum overall impact, the change may be required. An example of this kind of mandatory change is deleting dates from certain analytical added entries.
For data newly-added at LC to imported records, follow current practice, even if this means that the record will contain both old and new practice, as with fields 246 and 740.
Descriptive Data Elements
What follows below highlights some of the specific elements to review carefully when performing copy cataloging. Appendix 10 of DCM B13 contains the same information, presented in a tabular format.
Descriptive Cataloging Form -- Leader/18
( Select code “i”
Identifier for the Manifestation -- 020 field
← Ensure that any ISBNs present in the imported record are transcribed accurately.
← Add an ISBN if it appears on the resource but is not already in the record.
← Ensure that the ISBN given first is for the manifestation represented by the record.
← Do not add or delete other ISBNs which reflect other bindings, formats, etc.
Identifier for the Manifestation -- 022 field
← Record the correct ISSN in subfield a.
← Record incorrect or other format ISSN in subfield y.
Language of cataloging -- 040 $b
( Ensure that the value is “eng”
Descriptive Conventions -- 040 $e
( Ensure that the value is “rda”
Authentication Code -- 042 $a
( Ensure that the code is “pcc” or “lccopycat” (in some cases with “lcode” or “lcac” as appropriate)
Preferred Title -- e.g., 240 field
( Ensure that the field has been properly recorded:
← If the resource is a translation, ensure the presence of the preferred title of the original and that only one language name appears in subfield $l
← If the book is a compilation of works by one creator, ensure the presence of the correct form of the conventional collective title if appropriate (for example, note that “Selections” by itself is not an appropriate title)
← For compilations, if the field represents only the first work in the compilation, edit the field in accordance with the previous bullet.
Title and Statement of Responsibility -- 245 field
( Ensure that RDA instructions have been followed:
← Delete “[sic]” or “[i.e., ___].”
← Remove $h if present.
← Add missing other title information if it appears with the title proper in the resource.
← Add missing parallel title(s) from any source in the resource
← Ensure the presence of the first s.o.r. from any source in the resource.
← In an existing statement of responsibility, replace a supplied “[et al.]” with a full transcription of the statement as on the source, or record “[and ___ others]”
Example:
Source reads: by Susan Brown, Melanie Carlson, Stephen Lindell, Kevin Ott, and Janet Wilson.
Imported record: 245 $a … / $c by Susan Brown … [et al.].
Correct to: 245 $a … / $c by Susan Brown, Melanie Carlson, Stephen Lindell, Kevin Ott, and Janet Wilson.
Why? ________________________________________________
(RDA allows) 245 $a … / $c by Susan Brown [and four others].
Variant Title -- 246 field
← If “[sic]” or “[i.e., ___]” was removed from the title proper, consider adding a 246 field for the corrected form for a monograph.
For serials:
Add variant titles as needed for access. Consider adding a variant title for an incorrect form of title proper that was corrected in the 245.
Edition Statement -- 250 field
( Ensure that the edition statement has been recorded exactly as it appears on the resource:
← Expand unauthorized abbreviations to the full form
← Record numerals as found on the resource
Example:
Source reads: Third revised edition
Imported record: 250 $a 3rd rev. ed.
Correct to: 250 $a Third revised edition
Publication Information -- 264 field
← For a single-part resource, ensure that the field is tagged as a 264 field and use the appropriate 2nd indicator value based on the content of the field.
← For multipart monographs: prefer not to change an existing 260 field to 264. It is permissible to update pre-RDA records with changes in production, publication, distribution, and manufacture elements by adding either the 260 field or the 264 field at the cataloger's discretion.
← Supply missing parts of publication, etc. statements when necessary for understanding.
← Remember that there is no ‘home country’ requirement for either place or publisher
← Ensure that the data has been transcribed according to RDA instructions
Place (264 $a)
← Ensure that the first place of the first publisher is transcribed as found in the resource.
← Include both the local place name and the larger jurisdiction, if present on the source
← Replace “[S.l.]” with a supplied place (preferable) or “[Place of publication not identified]”.
Examples:
Source reads: London -- New York – Boston
Imported record: 264 #1 $a London
Acceptable
Imported record: 264 #1 $a London ; $a New York ; $a Boston
Acceptable
Imported record: 264 #1 $a New York
Correct to: 264 #1 $a London or,
264 #1 $a London ; $a New York ; $a Boston
Why? ________________________________________________
Source reads: Red Oak
Imported record: Red Oak [Iowa]
Acceptable
Source without publication information:
Imported record: 264 #1 $a [Place of publication not identified]
Acceptable -- But you must then also record another type of statement (e.g., distributor 264 #2) if applicable
LC-PCC PS prefers: supply a place, if possible, even if only a state or country
Publisher, etc. (264 $b)
← Ensure that the first publisher is transcribed as found in the resource
← Expand abbreviations as applicable, and add missing words in the name of the publisher.
← Add levels of hierarchy that have been omitted from the imported record
Examples:
Source reads: Toronto -- Pilkington Pub. Co.
Houston -- Davidson Publishers
Imported record: 264 #1 $a Toronto : $b Pilkington Pub. Co. ; $a Houston : $b Davidson Publishers
Acceptable
Imported record: 264 #1 $a Toronto : $b Pilkington Pub. Co.
Acceptable
Imported record: 264 #1 $a Houston : $b Davidson Publishers
Correct to: 264 #1 $a Toronto : $b Pilkington Pub. Co.
Why? ________________________________________________
Source reads: J.J. Wilson Publishing Company
Imported record: 264 #1 $a … : $b Wilson Pub. Co.
Correct to: 264 #1 $a … : $b J.J. Wilson Publishing Company
Why? ________________________________________________
Imported record: 264 #1 $a … : $b Wilson
Correct to: 264 #1 $a … : $b J.J. Wilson Publishing Company
Why? ________________________________________________
Source reads: Humanities Association, Literature Division
Imported record: 264 #1 $a … : $b Humanities Association
Correct to: 264 #1 $a … : $b Humanities Association, Literature Division
Why? ________________________________________________
Date (264 $c)
← Ensure that the date is transcribed as found on the resource
← Ensure that the date of publication is given even if it is a supplied date (e.g., it is often possible to supply a publication date, inferred from a copyright date)
← You may, additionally -- but are not required to -- record a copyright date in a separate 264 field, with a second indicator of “4”; if recorded, this field contains only $c and the ( must be used (and the 008 element must be coded as a “t” date type).
← If no publication date can be supplied, record “[date of publication not identified]” and record another type of date in a subsequent 264 field.
← Examples of supplying dates:
Actual year known: 264 … $c [2010]
Probable year: 264 … $c [2010?]
Either one of two consecutive years: 264 … $c [2009 or 2010]
Probable range of years: 264 … $c [between 2008 and 2010?]
Examples:
Source data: MMXII
Imported record: 264 #1 … $c 2012
Correct to: 264 #1 … $c MMXII
Why? ________________________________________________
Source data: Date of publication not given
Title page verso: ©2009
Prefaced signed: June 2009
Imported record: 264 #1 … $c [date of publication not identified]
(no other 264 field present)
Correct to: Add additional: 264 #4 … $c ©2009
Why? ________________________________________________
(Acceptable to also change existing 264: 264 #1 $c [2009])
Source data: Date of publication not given
Title page verso: ©1978//Sixth Printing 1980
Prefaced signed: June 1978
Imported record: 264 #1 $a … $b … $c [1978]
Acceptable
Imported record: 264 #1 … $c [date of publication not identified]
Correct to: Add additional: 264 #4 … $c ©1978
Why? ________________________________________________
(Acceptable to also change existing 264: 264 #1 $c [1978]
(Acceptable to also include a note on the iteration used as the basis for the description)
588 ## $a Description based on sixth printing, 1980.
Supplying Place and Date of Publication -- Implications for Copy Cataloging
Remember that if you cannot identify the place or date of publication, you must then record distributor (and perhaps manufacturer) information, when applicable. When doing original cataloging, this would require you to record multiple 264 fields. It is far easier -- and perfectly acceptable -- to infer the place and date of publication and thus record only a single 264 field.
What are the implications of this policy when doing Copy Cataloging?
Provided the ‘extra’ data in the imported record is not incorrect, you should not edit an existing record by deleting ‘extra’ 264 fields in favor of supplied place and date of publication. If the data is correct, consider it acceptable and move on (be sure that the 008 field is correct).
Example:
Source data: ABC Publishers, 2009
Distributed by Iverson Company, Seattle
Imported record: 264 #1 $a [Place of publication not identified] : $b ABC Publishers, $c 2009.
264 #2 $a Seattle : $b distributed by Iverson Company, $c [2009]
Acceptable -- no need to change it to:
264 #1 $a [Seattle?] : $b ABC Publishers, $c 2009.
Physical Description -- 300 field
← Expand abbreviations when applicable.
← Ensure that $b records the presence of illustrations if the resource is intended for children.
← For incomplete multipart monographs, record only “volumes” in $a; ensure that the volume being processed is represented by an item record.
← Ensure that subfield $c is present.
Example:
Imported record: 300 ## $a xv, 187 p. :$b :ill. ;$c 28 cm.
Correct to: 300 ## $a xv, 187 pages :$b illustrations ;$c 28 cm
Content Type -- 336 field
← Ensure that $a contains the appropriate term from RDA for the resource in hand
← For example, $a text $2 rdacontent for alphanumeric text
← Accept $b if present; accept additional $a if appropriate and correct
Media Type -- 337 field
← Ensure that $a contains the appropriate term from RDA for the resource in hand
← For example, $a unmediated $2 rdamedia for alphanumeric text
← Accept $b if present; accept additional $a if appropriate and correct
Carrier Type -- 338 field
← Ensure that $a contains the appropriate term from RDA for the resource in hand
← For example, $a volume $2 rdacarrier for alphanumeric text
← Accept $b if present; accept additional $a if appropriate and correct
Series Statement -- 490 field
← Ensure that the ISSN and numbering of the series and subseries are recorded, as appropriate.
← Ensure that the following conditions have been met:
← all the series statements in the resource in hand are present in the record; as necessary, add series in field 490 0#;
← all the series statements in the imported record are present in the resource in hand; delete any statements not found in the resource in hand;
← all the series statements are transcribed accurately; correct any typos and add any missing data elements
( LC-PCC PS 6.27 (and others): “LC will ‘pass through’ the series information already in bibliographic records used by LC as copy.”
Bibliography and Index Note -- 504 field
← Ensure that a note is present in the record if the resource contains bibliographical references and/or indexes.
← Do not edit or combine notes in the imported record merely to reflect LC style.
← If you need to add such a note that has been omitted from the imported record, ensure that it conforms to the guidelines outlined in LC-PCC PS 7.16.1.3.
← Ensure that the related elements of the 008 field have been properly coded.
Examples:
Imported record: 504 ## $a Includes bibliography (pages 267-273).
Acceptable
Imported record: 504 ## $a Includes bibliography (pages 267-273).
500 ## $a Includes index.
Acceptable
Imported record: lacks 504
Supply: 504 ## $a Includes bibliographical references (pages 267-273) and index.
Formatted Contents Note -- 505 field
← Consider the need for a contents note when cataloging a compilation, in accordance with the provisions of LC-PCC PS 25.1
Summary Note -- 520 field
← Ensure that a summary note is present if the resource is fiction intended for children.
← For other resources, retain summaries, reviews, and abstracts already present in MARC field 520. Retain any attribution already present; if none is present, add the attribution:
520 ## $a … $c Source other than Library of Congress.
← See LC-PCC PS 7.10.1.3 for more details
Target Audience Note -- 521 field
← Ensure that a resource intended for children is identified by the appropriate setting in 008/22 (Target audience). Accept a 521 (Target Audience Note) field if present.
Other Notes -- 5XX fields
← In general, accept other notes in the imported record
← Accept differences in style. Change notes only if they contain typographical errors, are factually incorrect, or their meaning is not clear. Add other notes only when considered absolutely essential to fit specific situations.
Access Points
Creator (formerly, “Main Entry”) -- 1XX field
( Ensure that the principal or first-named creator has been recorded in the 1XX field, for a work by a single creator or by a group of collaborators:
← Add a creator if it is not present
← Note, especially, situations with more than 3 entities in a single statement of responsibility, which would have been ‘title main entry’ according to AACR2; remove a 7XX incorrectly provided for the first creator in such cases.
← Determine if compilations contain works by more than one creator.
← Once the choice of the 1XX field is determined, ensure that the form of the access point agrees with the established form as represented in the Name Authority Record (NAR).
← If there is no existing NAR, create one, if that is among your responsibilities.
← If the creation of NARs is not among your responsibilities (e.g., technicians) refer for authority work to a cataloger in your section.
Other Creators or Contributors, and Other Entities -- 7XX field
← To the extent possible, accept the complement of 7XX fields in the imported record.
← Remember that the concept of “justification” is not present in RDA; an access point may be provided for an entity that is not recorded elsewhere in a descriptive element
← Accept the order in which the fields are given.
← Ensure that an access point has been provided for the illustrator of a resource for children.
← Ensure that the form of the access point agrees with the established form; follow the guidelines provided above for the 1XX field.
Analytical Access Points -- 7XX X2 field
← If the resource is a compilation, ensure that an analytical authorized access point has been provided for the first or principal work if it is a substantial part of the compilation.
← Follow the guidelines in LC-PCC PS 25.1
Related Manifestation Access Points -- 775 field
← For a reproduction or reprint, provide an access point for the original publication when information about the earlier record is available;
← If such information is not available, use a bibliographic history note (500) instead.
Relationship Designators
← Accept the presence or absence of relationship designators in access points, unless the term is incorrect.
← Ensure that the relationship designator “$e illustrator” has been provided for an illustrator for a resource intended for children. If such a field already includes $4 ill following $e, consider the subfield a ‘pass through’ element; do not edit or delete it.
Unit 5: Serials
How to Identify RDA Records in OCLC
MARC Coding and Clues
← 040 $e = rda
← Leader/18 = i
← 264 instead of 260
← 336/337/338
← Spelled-out descriptions (e.g., ‘volumes,’ ‘edition,’ ‘illustrations’)
CONSER RDA Documentation
CONSER RDA Core Elements
CONSER RDA Core elements are available from three documents posted on the CONSER website
• CONSER RDA core elements
• CONSER MARC 21 to RDA core elements
• CONSER RDA Cataloging Checklist
• For electronic serials, follow the Provider-Neutral Guidelines:
← Often, the authorized access point is the preferred title, if no creator in 1XX
← Ask three questions (same decision-making process as under AACR2):
1. Is this a serial?
2. Which issue should I use?
3. What sources within the issue should I use?
OCLC Guidelines
• OCLC policy statement on RDA cataloging in WorldCat:
PCC Guidelines
• Editing RDA Records for Serials
RDA guidelines/Edit-RDA-Ser-Records.pdf
• Editing Pre-RDA Records for Serials:
• Editing RDA Records for Integrating Resources
RDA guidelines/Edit-RDA-IR-Records.pdf
• Editing Pre-RDA Records for Integrating Resources
Specific Data Elements -- Serials
ISSN
← Core element
← Record as found
← Take from any source
← No change in practice regarding how it is recorded
Title Area
Title Proper
← Transcribe as for monographs -- follow LC-PCC PS 1.7.1
But note the following exceptions:
o Omit date, name, number that varies
e.g.: source: Supply estimates for the year ending 2007
record as: Supply estimates for the year ending …
e.g.: source: 2005/06 end of session report
record as: 245 10 $a … end of session report (note second indicator)
o Correct obvious typographical errors
e.g.: source: Housing sarts
record as: Housing starts
o For titles that consist solely of corporate bodies, etc.:
• Transcribe the name as title
• Supply a note rather than providing bracketed other title information in 245
e.g.: 245 10 $a Conference on Tax Planning for 501(c)(3) Organizations.
500 ## $a Proceedings of the conference.
not: 245 10 $a Conference on Tax Planning for 501(c)(3) Organizations : $b [proceedings]
o Omit introductory words such as Disney presents
o For titles that include both an acronym/initialism and a full form in the preferred source:
Select the full form, and record the acronym as a variant title
e.g.: 245 00 $a Linguistics and language behavior abstracts
246 1# $a LLBA
Parallel Titles and Variant Titles
← Parallel titles may be taken from any source within the resource
← Variant titles may be taken from any source within the resource or may be associated with the resource
Other Title Information
← Transcribe only if from the same source and helps the user (clarifies or supports the title)
Statement of Responsibility
← Not a core element for CONSER, but may be recorded if it is important for identification or helps document usage of the person, family or corporate body
o Can use relationship designators to show responsibility
e.g.: 710 2# $a ACM Special Interest Group on Programming Languages, $e sponsoring body.
110 2# $a Society of Linguists, $e author.
710 2# $a Linguists International, $e author.
Edition Statement
← Transcribe as it appears on the source
Publication Statement
← Transcribe as it appears on the source
← 264 field
← Only first place and publisher are required
Place
o Record larger jurisdiction if it is present
o Prefer to supply a place rather than record “[Place of publication not identified]
Publisher
o Do not omit hierarchies
o Prefer to supply a publisher rather than record “[Publisher not identified]
Date
o Record only if first or last issue is in hand
o Supply an approximate publication date if none is given on first or last issue
o Omit a date of publication if the date cannot be approximated
Copyright Date
o Not required
Extent
← Extent is core in RDA only if the serial is ceased. However, CONSER practice is to provide extent for tangible non-print serials such as CD-ROMs or microforms whether the serial is live or dead.
Ceased Serials
o RDA Core requires the carrier term to be specified
o However, the extent element (MARC 300 $a ) can consist of only the term
e.g.: 300 ## $a volumes
Content Type
← Core element
← Closed vocabulary in RDA 6.9.1.3
Media Type
← Core element
← Closed vocabulary in RDA 3.2.1.3
Carrier Type
← Core element
← Closed vocabulary in RDA 6.9.1.3
Frequency
← Current frequency is core for CONSER
← Former frequency is not required when creating an original record
Numbering
← Transcribe as it appears, but substitute numerals for numbers expressed as words
← When recording inclusive dates and numbers, record both the first and last number in full.
e.g.: 362 1# $a Began with: 1967-1972.
not: 362 1# $a Began with: 1967-72.
← Substitute a slash for a hyphen, as necessary, for clarity
e.g.: 362 1# $a Ceased with: 2008/2009.
not: 362 1# $a Ceased with: 2008-2009.
Special Situations
Reproductions
← RDA catalog records describe the reproduction (AACR2 records described the original).
← Information pertaining to the original resource is recorded in a linking entry field.
← Remember need for 775 or 776 field
e.g.: 245 00 $a Downbeat.
264 #1 $a Ann Arbor, MI : $b NA Publishing, Inc., $c [2005]-
300 ## $a microfilm reels ; $c 35 mm
776 08 $i Reproduction of (manifestation): $t Downbeat. $d Elmhurst, IL : Maher Publications, 1934- $h volumes ; 29-44 cm $w (DLC) 63004684 $w (OCoLC)2260489
Provider-Neutral Online Serials
← Follow the PCC Provider-Neutral Guidelines:
← Consult CONSER Cataloging Manual module 31 for assistance with cataloging complexities
← Watch for implementation of new code:
e.g.: 040 ## … $e pn
Works and Expressions
Authorized Access Point for a Work
← 2 -3 parts:
o Creator of the work
o Preferred title for the work
o Addition(s) in the case of conflict
← A work does not necessarily have a creator. In such cases, the authorized access point for the work is the preferred title of the work. In fact, this is often the case for serials.
Example of an addition to break a conflict:
Serial in hand: Hogs and cows today.
Serial in catalog: Hogs & cows today.
Record for new serial: 130 0# $a Hogs and cows today (Fresno, Calif.)
245 10 $a Hogs and cows today
Note: Although this is not a true conflict, RDA 6.27.1.9 discusses the need to distinguish the authorized access point for one work from another that is “the same or similar.”
Authorized Access Point for an Expression
← The authorized access point for an expression is constructed by adding an expression attribute (often, a language attribute) to the authorized access point for the work.
← Consult LC-PCC PS 6.27.3 for guidance on when and how to create an authorized access point for an expression.
Related Works, Expressions, and Manifestations
Common Serial Relationships
← Related serial works:
o Supplement – whole/part
o Earlier, later title
← Expressions
o Language expressions
← Manifestations
o Other formats
o Change in mode of issuance
o Reproductions
← For integrating resources, the RDA relationships for earlier/later titles are indicated by the MARC field tag, not by the use of relationship designators
o 780 00 “Continues”
o 785 00 “Continued by”
← Format relationships are indicated by the use of the 776 field, with $i indicating the specific relationship.
e.g.: 776 08 $i Online version: $t Bone bouquet
776 08 $i Print version: $t Proceedings of the Western Dairy …
← Language relationships are indicated by the use of the 775 field.
e.g.: 775 08 $i English edition: $t Azerbaijan focus
← Reproduction relationships are indicated by the use of the 775 or 776 field (depending on whether the format is the same as the original, or different), with $i indicating the specific relationship.
e.g.: 775 08 $i Reproduction of (manifestation): $t Hîwa (Baghdad, Iraq)
Working with Copy -- Changes Over Time
What Kinds of Serial Changes Can be Accommodated by RDA?
Manifestation-Level Changes
o Carrier type: multiple 338 fields
o Minor title changes: no changes from AACR2
o Edition statements: no changes from AACR2
o Series: multiple 490 fields
o Issue numbering: never considered ‘major’
o Frequency: no changes from AACR2; 310 for current, 321 for earlier
Modifying Legacy pre-RDA Records
AACR2/CSR Records
Documentation for working with AACR2 and CSR records has been approved by the PCC. The documentation allows PCC members and OCLC to add elements such as the 264 and the 33X to existing AACR2 records without converting them to RDA. While PCC members and OCLC will use these guidelines to update AACR2 records with RDA elements, LC staff are not required to “hybridize” existing AACR2 records with RDA MARC 21 elements. However, staff finding such records should leave the elements in place if found in copy records.
The types of changes staff may see on AACR2 records are outlined in the PCC Guidelines for Enhancing and Editing non-RDA Records for Serials:
Serials staff should generally follow this guidance when working with copy:
CONSER authenticated records should not be converted to RDA, except:
• Prepublication records (EL/8)
• CONSER minimal level records (if being upgraded to encoding level blank)
Unauthenticated serial records that are being authenticated as CONSER/PCC records should be converted to RDA when authenticated.
Additionally:
← In maintaining CONSER existing AACR2 records, LC staff may add new publishing information based on a later issue using the 264 field without converting existing 260 fields to RDA.
← A cataloger should create RDA NARs if name headings are needed (e.g., issuing body)
← Many changes can be made without re-describing the serial using RDA
Pre-AACR2 Records
← Before editing a pre-AACR2 successive-entry record, the cataloger needs to identify the issue used as the basis of identification. Remember that the latest issue was used as the basis of description; minor changes to title proper were reflected in the 245 field.
← For guidance in formulating the DBO note (“Description based on”):
o If a 936 field is present, use the last issue coded.
For example, if the record has 936 ## $a 1974 $a v. 18, no. 9 (May 1999),
the “Description based on:” note will be 588 ## $a v. 18, no. 9 (May 1999)
o If there is no 936 and no evidence of other dates, but there is a formatted 362 field, use the issue in the 362 field for the DBO note
o Otherwise, omit the DBO note
Creating a New Record
← Any changes that affect the authorized access point representing the work require a new record. If a serial has a creator and the name of the creator requires a new name authority record, then a new work-level record is required.
← Whenever a new work-record is required, a new manifestation record is also required. A single manifestation record cannot link to two different work records.
← New descriptions are needed for changes to mode of issuance (e.g., serial to integrating resource); changes to media type (e.g., print to online); and major changes to edition.
Examples:
A. Change of issuing body:
245 00 $a Newsletter of the American Health Foundation
Changes to: Newsletter of the Institute for Cancer Prevention
Explanation: This is a major change in title proper, requiring a new work authorized access point and a new manifestation description.
B. Change from loose-leaf publication to serial, and removal of ‘creator’
100 1# $a Dobbs, Marian F.
245 10 $a Determining child & spousal support
Changes to: 245 00 $a Determining child & spousal support
Explanation: If the serial publication now has a title but no person, family, or corporate body in the role of creator, this is a change in responsibility that requires a new authorized access point for the work, and thus requires a new manifestation description.
C. Change of format, CD to DVD, to online serial, to integrating resource database
245 00 $a Hong Kong business directory.
300 ## $a CD-ROMs
2007 change: Issued only on DVD-ROMs
Explanation: Change of carrier, below the level of media type. New description is NOT needed
2009 change: Issued only online as a pdf file
Explanation: According to the revised wording of 1.6.2.2 and 3.1.6.1, a new description is needed. However, it is not considered a new work.
2012 change: Issued online as a database
Explanation: This involves a change of mode of issuance. A new description is needed, but this is not a new work.
Unit 6: Checklists
Checklist 1: Converting an AACR2 Record to RDA
The following table summarizes the data elements to be checked or changed when an imported AACR2 record is converted to RDA. The list includes typical “LC Core+” elements that the cataloger or technician should add if not present.
Also apply the guidelines in DCM B13 for fields not included in this table (e.g., 041, 043, 050, 082, 504, subject headings), including the ‘pass through’ concept for elements not generally supplied by LC. Remember that LC copy cataloging focuses on accepting the cataloging of other libraries as much as possible, limiting changes to egregious errors.
If an RDA-trained technician is changing the AACR2 record to an RDA record,
← fields marked with a double asterisk (**) should be discussed with an RDA-trained cataloger;
← the record should be referred to an RDA-trained cataloger if authorized forms are not available in the LC/NACO Authority File for the following fields in the bibliographic record: 1XX, 240, 600-630, and 7XX fields other than linking entry fields and those for analytical authorized access points (7XX 2nd indicator = 2).
( Note that the information given in bold italic type will be present in the record if the “IBC to RDA” macro is invoked (CTRL + SHIFT + 0).
|Data Element |Name |AACR2 > RDA Action |
|Ldr/18 |Descriptive cataloging form |Assure “i” (ISBD) |
|040 $b |Language of cataloging |Assure “eng” |
|040 $e |Description conventions |Assure “rda” (and “dcrmb” if appropriate). |
|042 $a |Authentication code |Assure “pcc” or “lccopycat” as applicable (retain “lcode” when |
| | |appropriate) |
|1XX ** |Main entry (Creator) |Add creator if missing (the most likely situation would be if more |
| | |than three persons or bodies are named in a single statement of |
| | |responsibility). For compilations, remove creator if the resource |
| | |contains works by more than one creator. |
|130/240 ** |Uniform (preferred) title |The most likely situations needing attention: (1) If the resource |
| | |is a translation, ensure the presence of the preferred title of the|
| | |original and only one language name in subfield $l ; (2) If the |
| | |resource is a compilation of works by one creator, ensure the |
| | |presence of the correct form of the conventional title if |
| | |appropriate (for example, note that “Selections” by itself is not |
| | |an appropriate title) ; (3) If the resource is a revised expression|
| | |or manifestation with a different title proper, ensure the presence|
| | |of the preferred title for the original work; (4) For compilations,|
| | |remove the field if it represents only the first work in the |
| | |compilation. |
|245 |Title proper, etc. |Delete “[sic]” or “[i.e., ___].” Remove $h if present, if you are |
| | |working in Voyager. |
| | |Add missing other title information for monographs, if presented |
| | |with the title proper in the resource. (LC Core+) |
| | |Add missing parallel title(s) from any source in the resource. (LC |
| | |Core+) |
| | |Ensure the presence of the first statement of responsibility from |
| | |any source in resource. In an existing statement of |
| | |responsibility, replace “[et al.]” with a full transcription of the|
| | |statement, or use “[and ___ others]” (supplying the appropriate |
| | |number). |
|246 |Variant title |If “[sic]” or “[i.e., ___]” was removed from the title proper, |
| | |consider adding a 246 field for the corrected form. |
|246 |Later title proper |Add for later titles of a multipart monograph (LC Core+) |
|250 |Edition statement |Expand any unauthorized abbreviations and record numerals as found |
| | |in the resource. |
|264 |Publication information |For a single-part resource, change the tag to 264 and use the |
| | |appropriate 2nd indicator value based on the content of the field |
| | |$a Ensure that first place of first publisher is transcribed as |
| | |found in the resource; remove a bracketed explanation. Replace |
| | |“[S.l.]” with a supplied place if possible, or “[Place of |
| | |publication not identified]” |
| | |$b Expand abbreviations when applicable, and add missing words in |
| | |the name of the publisher. |
| | |$c Ensure that date of publication is given even if it is a |
| | |supplied date (e.g., it may be necessary to convert a copyright |
| | |date to a supplied publication date). If no publication date can |
| | |be supplied, record “[date of publication not identified]” and |
| | |record another type of date in a subsequent 264 field. |
| | |Supply missing parts of publication, distribution, or manufacture |
| | |statements when necessary for understanding. |
| | |Multipart monographs and serials: prefer not to change an existing|
| | |260 field to 264. It is permissible to update pre-RDA records with |
| | |changes in production, publication, distribution, and manufacture |
| | |elements by adding either the 260 field or 264 field at the |
| | |cataloger’s discretion. |
|300 |Physical description |Expand abbreviations when applicable; Assure $b identifies |
| | |illustrations if resource is intended for children. For incomplete|
| | |multipart monographs, give only “volumes” in $a; ensure that the |
| | |volume being processed is represented by an item record. |
| | |Ensure that subfield $c is present. (LC Core+) |
|336 |Content type |Give $a text $2 rdacontent. Accept $b if present. Accept other $a |
| | |if appropriate. |
|337 |Media type |Give $a unmediated $2 rdamedia (LC Core+). Accept $b if present. |
| | |Accept other $a if appropriate. |
|338 |Carrier type |Give $a volume $2 rdacarrier. Accept $b if present. Accept other |
| | |$a if appropriate. |
|490 |Series statement |Check for and assure/supply ISSN and numbering of series and of |
| | |subseries (LC Core+) |
|505 |Formatted contents note |Supply contents note for compilations when appropriate (LC Core+) |
|520 |Summary note |Supply if resource is fiction intended for children. (LC Core+) |
|521 |Intended audience |Supply if resource is intended for children (LC Core+) |
|546 |Language/script |Supply for some situations/scripts (LC Core+) |
|7XX |Added entry (authorized access point) fields |Assure/add access points for illustrator(s) of a resource intended |
| |for names of persons, families, and corporate|for children. (LC Core+) |
| |bodies |Use the Appendix I designator “illustrator” in MARC 21 subfield $e.|
| | |If the field already contains the code “ill” in subfield $4, add |
| | |“illustrator” in subfield $e preceding subfield $4: “..., $e |
| | |illustrator. $4 ill”. Remove 7XX for creator if moved to 1XX per |
| | |RDA. |
|7XX ** |Added entry (authorized access point) fields |If the resource is a compilation, assure/add an authorized access |
| |for related works and expressions |point for the first or principal work/expression if it is |
| | |substantial. Assure that any subfield $i containing an Appendix J |
| | |designator is the first subfield in the field. |
|775 ** |Other edition entry (related manifestation) |For a reproduction, give information about the original publication|
| | |when the earlier record is available; otherwise use bibliographic |
| | |history note (500). (LC Core+) |
Checklist 2: Using an Imported RDA Record
The following table summarizes the data elements to be checked or changed when an RDA record is imported. The list includes typical “LC Core+” elements that the cataloger or technician should add if not present.
Also apply the guidelines in DCM B13 for fields not included in this table (e.g., 041, 043, 050, 082, 504, subject headings), including the ‘pass through’ concept for elements not generally supplied by LC. Remember that LC copy cataloging focuses on accepting the cataloging of other libraries as much as possible, limiting changes to egregious errors.
If an RDA-trained technician is importing the RDA record:
← fields marked with a double asterisk (**) should be discussed with an RDA-trained cataloger;
← the record should be referred to an RDA-trained cataloger if authorized forms are not available in the LC/NACO Authority File for the following fields in the bibliographic record: 1XX, 240, 600-630, and 7XX fields other than linking entry fields and those for analytical authorized access points (7XX 2nd indicator = 2).
← If “Encoding level 7 lccopycat” technique is to be used, follow your section/division practice for referring access points to a cataloger, as applicable.
|Data Element |Name |RDA > RDA Action |
|Ldr/18 |Descriptive cataloging form |Assure “i” (ISBD) |
|040 $b |Language of cataloging |Add “eng” if not present |
|040 $e |Description conventions |Assure “rda” (and “dcrmb” if appropriate). |
|042 $a |Authentication code |Assure “pcc” or “lccopycat” as applicable (retain “lcode” as |
| | |appropriate) |
|130/240 ** |Uniform (preferred) title |The most likely situations needing attention: (1) If the |
| | |resource is a translation, ensure the presence of the |
| | |preferred title of the original and only one language name in |
| | |subfield $l ; (2) If the resource is a compilation of works |
| | |by one creator, ensure the presence of the correct form of the|
| | |conventional title if appropriate ; (3) if the resource is a |
| | |revised expression or manifestation with a different title |
| | |proper than the original work, ensure the presence of the |
| | |preferred title for the original work. |
|245 |Title proper, etc. |Add missing other title information if presented with title |
| | |proper in the book (LC Core+). |
| | |Add missing parallel title(s) from any source in the resource.|
| | |(LC Core+) Ensure the presence of the first statement of |
| | |responsibility from any source in the resource. |
|246 |Variant title |Consider adding a 246 field for the corrected form of title |
| | |when errors were transcribed in the title proper |
|246 |Later title proper |Add for later titles of a multipart monograph (LC Core+) |
|264 |Publication information |$a Ensure that first place of first publisher is transcribed |
| | |as found in the resource, supply a place of publication, or |
| | |use “[Place of publication not identified]” |
| | |$c Ensure that date of publication is given even if it is a |
| | |supplied date (e.g., it may be necessary to convert a |
| | |copyright date to a supplied publication date). If no |
| | |publication date can be supplied, record “[date of publication|
| | |not identified]” and record another type of date in a |
| | |subsequent 264 field. Supply missing parts of publication, |
| | |distribution, or manufacture statements when necessary for |
| | |understanding. |
| | |Multipart monographs and serials: an existing 260 field (the |
| | |RDA record was created before field 264 was defined) may be |
| | |changed to a 264 when adding additional 264 fields at the |
| | |cataloger’s discretion, presuming the cataloger has enough |
| | |information to select the appropriate 2nd indicator value. |
|300 |Physical description |Assure $b identifies illustrations if resource is intended for|
| | |children |
| | |For incomplete multipart monographs, give only “volumes” in |
| | |$a; ensure that the volume being processed is represented by |
| | |an item record. Ensure that subfield $c is present (LC |
| | |Core+). |
|336 |Content type |Assure $a text $2 rdacontent |
| | |Accept $b if present. Accept other $a if appropriate. |
|337 |Media type |Assure $a unmediated $2 rdamedia (LC Core+) |
| | |Accept $b if present. Accept other $a if appropriate |
|338 |Carrier type |Assure $a volume $2 rdacarrier |
| | |Accept $b if present. Accept other $a if appropriate |
|490 |Series statement |Check for and assure/supply ISSN and numbering of series and |
| | |of subseries (LC Core+) |
|505 |Formatted contents note |Supply contents note for compilations when appropriate (LC |
| | |Core+) |
|520 |Summary note |Supply if resource is fiction intended for children (LC Core+)|
|521 |Intended audience |Supply if for resource intended for children (LC Core+) |
|546 |Language/script |Supply for some situations/scripts (LC Core+) |
|7XX |Added entry (authorized access point) fields for |Assure/add access points for illustrator(s) of a resource |
| |names of persons, families, and corporate bodies |intended for children. (LC Core +) Use the Appendix I |
| | |designator “illustrator” in MARC 21 subfield $e. If the field|
| | |already contains the code “ill” in subfield $4, add |
| | |“illustrator” in subfield $e preceding subfield $4: “..., $e |
| | |illustrator. $4 ill” |
|7XX ** |Added entry (authorized access point) fields for |If the resource is a compilation, assure/add an authorized |
| |related works and expressions |access point for the first or principal work/expression if it |
| | |is substantial. Assure that any subfield $i containing an |
| | |Appendix J designator is the first subfield in the field. |
|775 ** |Other edition entry (related manifestation) |For a reproduction, give information about the original |
| | |publication when the earlier record is available; otherwise |
| | |use bibliographic history note (500). (LC Core+) |
Unit 7: Exercises
Mandatory Online Test
1. Login to the Online Learning Center with your sign-in and password.
2. Click on “Search for Training”
3. Search for “RDA”
4. Select the proper course: “RDA Test: Copy Cataloging Using RDA” (be careful to choose this exact course from the several courses with similar titles)
5. Click on “Start Course”
6. Complete the course in class; we will discuss the test after all have completed it.
Authentic LC Copy-Catalog Records
On the following pages, you will see the ‘before’ printout of a record as it was imported into LC for copy cataloging. For each record, indicate which data element(s) you should adjust so that the record meets LC standards for copy cataloging. You can simply circle the element you would change, and scribble a note as to how you would change it. You might, for example indicate an improper element in the publication area; or you might simply note that an element seems to be missing, e.g., ‘what are the dimensions?’ ‘are there illustrations?’ ‘are there bibliographical references?’ ‘can (or should) this field be deleted?’
After you have completed the exercises, we will discuss them, and you will be shown the ‘after’ record, as edited by an LC copy cataloger. Note that the completed record is not necessarily THE one true ‘correct answer’ -- or even without its own errors or omissions. As you now know, exercising judgment is important in both copy cataloging and RDA. Therefore, the point of this exercise is to continue to develop your ‘cataloger judgment.’ You may work on these exercises with your seat-mate or on your own.
( Some of the changes you will see on the edited record are a result of examining the piece in hand, which you cannot do (e.g., whether an editor statement appears on the source); that’s OK -- use this exercise as an opportunity to practice thinking about all the data elements that you should or could consider adjusting.
Record 1:
Record #2:
Record #3:
Record #4:
Record #5:
Record #6 (continues on next page):
Record #6 (cont.):
Record #7:
[pic][pic][pic]
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This training material has been created for a primary audience of Library of Congress staff. Other audiences are welcome to utilize it as they see fit. However, it should be understood that it reflects policies for LC staff, and should not necessarily be interpreted to either prohibit or require specific practices for persons external to LC.
Although PCC and OCLC prefer a certain order of the 040 subfields, LC copy catalogers working in Voyager should not spend any time and effort to reorder the imported subfields.
However, those who work in OCLC are required to follow the prescribed order shown below.
040 ## $a [symbol] $b eng $e rda $c DLC $d DLC
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