A Needle in a Haystack:What is Bibliographic Control and Why is It Important to Users?

TRLN Staff Enrichment ProgramOct. 25, 2005

Karen M. LetarteNCSU Libraries

What IS Bibliographic Control?

Operations by which recorded information is organized or arranged according to established standards and thereby made readily identifiable and retrievable.Organization of and access to information

--Lois Mai Chan, 1994

Parallel Concept

Authority control is a parallel concept to bibliographic control (and will be discussed later)

Linked Concept

Universal Bibliographic control– which is the dream of the international cataloging community.Under UBC, every published item would be cataloged once(as close to publication as possible) and the record for that item would then be available to be shared by anyone.

How is Bibliographic Control Achieved?

Through the use of bibliographic toolsIn which each item of knowledge is represented by a bibliographic record or entry

Go, Team!!

Many people within and outside of libraries help to create our existing system of bibliographic control

Players Outside the Library

PublishersVendorsNational libraries (e.g., The Library of Congress)Bibliographic utilities (e.g., OCLC, RLIN)Indexing and Abstracting industry (that produce bibliographic databases and indexes)

Within the Library

Collection managers/bibliographersAcquisitions librarians and staffSystems and Information Technology Staff (who provide support for finding tools such as the Catalog, Database Finders and Metasearch tools)Cataloging librarians and staffReference LibrariansAccess and Delivery Services

Global view from concept to bib record Author

Publisher

Vendor

Selector/Bibliographer

Acquisitions Dept. orders and receives book

Cataloging Department Creates Final Bib Record

Selection and Marketing Tools

Creates Order Record, often with with

Bib record attached

The Catalog

Some types of information are traditionally accessed through the catalog, e.g., books, entire serial titles.

Other Types Of Resources Are Controlled Outside the Catalog

Via Indexing and Abstracting tools (such as indexes and databases):

Journal ArticlesNewspaper articles

Increasingly, separate metadata and access mechanisms that are discipline-specific (e.g., EAD, FGDC)

Why Do We Need Catalogs? Doesn’t everyone use the Internet Anyway?

Focus on Books for Now

There are many types of information libraries acquire for the benefit of users: books, journals, electronic resources, etc.

What is a Bibliographic Record?

A bib record is one entry in an online or card catalog.Key concept: Surrogacy

Bib Control Standards

To make retrieval possible, it is necessary to record specific bibliographic data in a standard wayThis data is combined—using precise rules—to form the bibliographic record or entry).

Bibliographic Records Contain 2 Basic Types of Information

1. Descriptive information that identifies the item

2. Access points: labels (or points of entry) by which the item is retrievable

3. *Now that most parts of the catalog record are searchable almost all data is a potential access point for someone*

Standards Used to Create Bibliographic Records for Books

Anglo-American cataloging rulesMARC Formats for Bibliographic, Holdings and Authority DataLibrary of Congress Rule InterpretationsISBD (International Standard Bibiliographic Description)

ISBD

AACR2MARC

LCRI

BibRecord

Bib Record Relationships

What is ISBD?

Stands for International Standard Bibliographic Description, developed in the 1970’s.Allows for the elements of the cataloging record to be recorded in a standard order and with standardized punctuation so as to be recognizable regardless of language.

What IS MARC?

Stands for MAchine Readable Cataloging.A communication format.Breaks the catalog record into pieces that an online system can identify and understand, via a leader, directory, numeric tags, and indicators. See: OCLC Bib Formats and Standards for further information

Very Basic MARC Fields

020: ISBN040: Source of record (who created it) [DLC=Lib. of Congresss]050 or 090: LC Call No. (controlled field)1XX: Author (heading=controlled field)245: Title and statement of responsibility250: Edition statement260: Publication information300: Physical description4XX/8XX: Series information (both controlled and transcription)5XX: Notes (may or may not be transcribed)6XX: Subject headings (Controlled headings)7XX: Other access points (people or titles related to the item being cataloged) (Controlled headings)

Transcribed fields

Evolving Standards

Current code is AACR2, rev.It IS a content standard, with precise rules governing each area of the bib record (i.e., dictates what goes into the MARC container)AACR3 is coming!!Will be completely restructured Heavily influenced by the Functional Requirements for Bibliographic Records (FRBR) model

New Rules Will Focus on Users

Users Tasks as Defined by FRBR1. Find2. Identify3. Select4. Obtain

Reminiscent of Cutter’s Objectives for a Dictionary Catalog (1901)

1. To enable a person to find a book of which either

A. the author)B. the title) C. the subject)

is known2. To show what the library has

D. by a given authorE. on a given subjectF. in a given kind of literature

3. To assist in the choice of a book G. as to its edition (bibliographically)H. as to its character (literary or topical)

Processes of Cataloging

3 main processes:Descriptive catalogingSubject cataloging and classificationAuthority controlPost-Cataloging functions: marking, binding, record maintenance

Some Basic Principles Upon Which Current AACR Rules Are Based

Chief Source of InformationTranscriptionIncreasing Primacy of Content over Carrier (or type of material)

Exercise: What Do We Need to Know About A Book to Find it?

Where Do Bib Records Come From?

From shared cataloging databases such as OCLCFrom publishers via LC’s CIP programFrom vendorsThrough original input into local and national catalogs

CIP Program

Cataloging-In-Publicationhttp://cip.loc.gov/“A Cataloging in Publication record (aka CIP data) is a bibliographic record prepared by the Library of Congress for a book that has not yet been published. When the book is published, the publisher includes the CIP data on the copyright page thereby facilitating book processing for libraries and book dealers.”

— THE—

INTERPRETER

ALICE KAPLAN

FREE PRESSNEW YORK LONDON TORONTO SYDNEY

T.P.

fP

FREE PRESSA Division of Simon & Schuster, Inc.

1230 Avenue of the Americas

New York, NY 10020

Copyright © 2005 by Alice Kaplan

All rights reserved,

Including the right of reproduction in whole or in part in any form.

FREE PRESS and colophon are trademarks of Simon and Schuster

Manufactured in the United States of America

Verso of TP.

Library of Congress Cataloging-In-Publication Data

Kaplan, Alice Yaeger.

The interpreter / Alice Kaplan.

p. cm.

Includes bibliographical references and index.

1. Hendricks, James E., 1923-1944—Trials, litigation, etc. 2. Whittington, George P., 1913-1996—Trials, litigation, etc. 3. African American soldiers—France—Social Conditions. 4. African American soldiers--History—20th Century.5. World War, 1939-1945—African Americans. 6. United States. Army—Officers. 7. Courts-martial and courts of inquiry—France. 8. Trials (Murder)—France. 9. Guilloux, Louis, 1899-1980. I. Title.

D810.N4K37 2005 940.54’0089’96073—dc22

FixedFields

Descriptive and Subject

Info

LC Call No.

Various Control

Numbers

Author (controlled heading)TitlePublication Info

Phys. Descr.

Subject Headings

(Controlled)

Person as subject (controlled heading)

What is Authority Control?

Concept of Uniform and Unique HeadingAll works by a given author, and ONLY that author, are always listed under the same heading. The same is true for subject headings.

Authority Files

An “established” heading is created for each author or subject heading and this authorized form is recorded in an authority record.Authority records also contain cross references to direct users from an unauthorized form of a name or subject to an authorized form.Authority records are stored in a separate part of the catalog called the authority file.

Authority Example

The heading for Dan Brown, author of The Da Vinci Code, has been established as: Brown, Dan, 1964-All works by Dan Brown, and ONLY Dan Brown, will always contain this form of name in a heading (i.e., access point).

LC Control Number: n 95086067

HEADING Brown, Dan, 1964-

000 00746cz 2200181n 450

001 2690971

005 20020209072826.0

008 950830n| acannaabn |a aaa

010 __ |a n 95086067

035 __ |a (OCoLC)oca03909218

040 __ |a DLC |b eng |c DLC |d DLC |d OCoLC

053 _0 |a PS3552.R685434

100 1_ |a Brown, Dan, |d 1964-

400 1_ |a Brown, Danielle, |d 1964-670 __ |a 187 men to avoid, 1995: |b t.p. (Danielle

Brown) colophon (lives in New England)

670 __ |a Digital fortress, 1998: |b CIP t.p. (Dan Brown) pub. blurb (lives in Exeter, N.H.; teaches English at Phillips Exeter Academy)

670 __ |a Email from author, Apr. 9, 1998 |b (b. 6/22/64; preferred name is Dan Brown; used pseudonym Danielle Brown for 187 men to avoid)

Library of Congress MARC Authority Record for Dan Brown.

100 field shows form of name that must be used whenever name appears as a heading, regardless of how name appears on item

053 shows LC established call no. for this author

400 shows the see reference from a variant form of name

670s show evidence from sources justifying heading and reference decisions

How does a See Reference Work?

If a user happens to be looking for the book 187 men to avoid and does a search for Danielle Brown, the following reference should be shown, leading the user to the correct heading:

Brown, Danielle, 1964-SEARCH UNDERBrown, Dan, 1964-

Principles of LC Subject Headings

A controlled vocabularySyndetic StructureUse the most specific s.h. that describes the entire workImproves precision of retrieval

What Happens After Cataloging

Shelf preparation (property stamping, marking, security stripping, binding)Reference librarians and staff assist users in locating informationAccess and Delivery Services librarians and staff check out materials for users and search for missing materials

Meta-What-A??

Metadata=structured data about data. (e.g., a manuscript collection is data, the EAD finding aid that describes the collection is metadata.)There are many types of metadata: descriptive, structural, administrative, etc.Library cataloging is just one flavor of metadata– and librarians have been doing it for over 100 years

Metadata Standards

Many were created to meet the needs of a particular community of users (e.g., FGDC for the Geographic Data Community)In many instances, AACR/MARC cataloging did not meet the community’s needs or the expertise to create MARC records was not thereMost metadata standards are in their infancyAACR/MARC robust and matureLC has developed an XML DTD for MARC called MARCXML, that makes MARC data more readily interoperable with other standards and removes some of the inherent redundancies in MARC.

The Dublin Core Element Set, v.1.1 (15 elements)

TitleCreatorSubjectDescriptionPublisherContributorDateType

FormatIdentifierSourceLanguageRelationCoverageRights

Element Name: Title

Label: Title

Definition: A name given to the resource.

Comment: Typically, Title will be a name by which the resource is formally known.

Element Name: Creator

Label: Creator

Definition: An entity primarily responsible for making the content of the resource.

Comment: Examples of Creator include a person, an organization, or a service. Typically, the name of a Creator should be used to indicate the entity.

From the Dublin Core Metadata Element Set, Version 1.1: Reference DescriptionThe Elements

Create a Skeleton Record for The Painted Drum

THE PAINTED DRUM

LOUISE ERDRICH

HarperCollinsPublishers

T.P.

THE PAINTED DRUM. Copyright © 2005 by Louise Erdrich. All rights reserved. Printed in the United States of America. No part of this book may be used or reproduced in any manner whatsoever without written permission except in the case of brief quotations embodied in critical articles and reviews. For information, address HarperCollins Publishers, 10 East 53rd St. New York, NY 10022.

FIRST EDITION

T.P. verso

Book has 277 pages, no illustrations, with a spine height of 24 cm.

Library of Congress Cataloging-In-Publication Data

Erdrich, Louise.

The painted drum : a novel / Louise Erdrich. – 1st ed.

p. cm.

ISBN-10:0-06-051510-4

ISBN-13: 978-0-06-051510-2

1. Indians of North America—Fiction. 2. Indian reservations. 3. New England—Fiction. 4. Villages—Fiction. I. Title.

PS3555.R42P35 2005

813’.54—dc22

Very Basic MARC Fields

020: ISBN040: Source of record (who created it) [DLC=Lib. of Congresss]050 or 090: LC Call No. (controlled field)1XX: Author (heading=controlled field)245: Title and statement of responsibility250: Edition statement260: Publication information300: Physical description4XX/8XX: Series information (both controlled and transcription)5XX: Notes (may or may not be transcribed)6XX: Subject headings (Controlled headings)7XX: Other access points (people or titles related to the item being cataloged) (Controlled headings)

Transcribed fields

“The better the catalog record, the quicker readers can find the book in the catalog and determine whether it meets their needs. Your … catalog card or online record must:

(1)uniquely describe the book being cataloged; and

(2) provide sufficient access points, including author(s), title(s), and appropriate subjects.”

----McCroskey and Turvey, KQ32:5 2004, 36.

So What’s the Point?