All About Access Points in RDA

Shana McDanold

Head, Metadata Services

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Agenda Introductions What is an access point? Personal names Corporate names Relationships Conferences Works/expressions Wrap-up

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Introductions and Acknowledgements Who am I and why am I teaching this? Attendees intro

Slide content credits: Library of Congress COIN PCC Standing Committee on Training

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RDA Toolkit Tabs

RDA – text of RDA Tools

RDA element set RDA mappings (MARC-RDA; MODS-RDA) RDA record examples Workflows – can be global (public) or local Maps – Metadata Application Profiles Entity Relationship Diagrams (FRBR, FRAD, etc.) Schemas – element sets

Resources AACR2 LC-PCC PS (policy statements) Other (various links)

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RDA Toolkit Updates

“When there is a new release for RDA Toolkit, it is made on the second Tuesday of the month. Releases typically contain updates to content and metadata, enhancements to RDA Toolkit functionality, and fixes to existing bugs.” (RDA Toolkit blog)

April 22, 2014 Next: August 12, 2014, and other releases are

currently scheduled for October 2014, February 2015 and April 2105

Training RDA Toolkit Essentials - FREE

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What is an access point? RDA definitions:

Access point: refers to a name, term, code, etc., representing a specific person, family, or corporate body. Access points include both authorized access points and variant access points.

Authorized access point: refers to the standardized access point representing an entity. The authorized access point representing a person, family, or corporate body is constructed using the preferred name for the person, family, or corporate body.

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So what are we doing? Creating the authorized access point in the

bibliographic record Focus: RDA Section 3: Recording Attributes of

Person, Family, and Corporate Body Goals:

Differentiation Representation – “common usage”

Preferred name: refers to the name or form of name chosen to identify a person, family, or corporate body. The preferred name is also the basis for the authorized access point representing that person, family, or corporate body.

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Personal Names RDA Chapter 9: Identifying Persons

Focus: chapter 9.0 – chapter 9.3, chapter 9.19 Main elements

Preferred name Name by which the person is commonly known

9.2.2

Dates (birth, death, period of activity) Include if known

Additional Guidelines in Appendix F Includes instructions for non-English names,

compound surnames, and non-Latin script names

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Personal Names Definition (RDA 8.1.2)

An individual or an identity established by an individual (either alone or in collaboration with one or more other individuals)

RDA 9.0 Persons include persons named in sacred scriptures or apocryphal books, fictitious and legendary persons, and real non-human entities.

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Personal Names MARC coding

100 1_, 600 10, 700 1_ $a Last name, First name Middle name $c Words/titles associated with the name $d Dates (use a – (dash) for open dates) $e Relationship designator term

Examples 100 1_ $a Borges, Jorge Luis, $d 1899-1996 600 10 $a Holmes, Sherlock 700 1_ $a King, Martin Luther, $c Jr.

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Personal Names Exercise

Construct the preferred personal name(s) to use based on the resource you have in hand

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Corporate Names RDA Chapter 11: Identifying Corporate Bodies

Focus: chapter 11.0 – chapter 11.4, chapters 11.6, 11.13

Main elements Preferred name

name chosen to identify the corporate body; can be the name it is frequently identified as (may be different that official name)

Dates (establishment, termination) Type of corporate body (if needed for clarity)

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Corporate Names Definition (RDA 8.1.2)

An organization or group of persons and/or organizations that is identified by a particular name and that acts, or may act, as a unit.

RDA 11.0 Typical examples of corporate bodies are associations,

institutions, business firms, nonprofit enterprises, governments, government agencies, projects and programs, religious bodies, local church groups identified by the name of the church, and conferences.

Ad hoc events (e.g., athletic contests, exhibitions, expeditions, fairs, and festivals) and vessels (e.g., ships and spacecraft) are considered to be corporate bodies.

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Corporate Names MARC coding

110 1_/2_, 610 10/20, 710 1_/2_ 1st indicator 1 = direct entry; 1st indicator 2 = subordinate

entry $a Corporate name $b Subordinate unit $e Relationship designator term

Examples 110 2_ $a Catholic Church. $b Archdiocese of

Washington (D.C.) 110 1_ $a RAND Corporation. 110 1_ $a America’s Test Kitchen.

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Corporate Names Exercise

Construct the preferred corporate name(s) to use based on the resource you have in hand

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Relationships RDA Section 6: Recording Relationships to

Persons, Families, and Corporate Bodies RDA Appendix I: Relationship Designators:

Relationships between a Resource and Persons, Families, and Corporate Bodies Associated with the Resource

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Relationships Exercise

Identify the primary relationship to the resource and apply the appropriate relationship designator

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Conferences RDA Chapter 11: Identifying Corporate Bodies

Subset of same definitions: RDA 8.1.2 and RDA 11.0

Includes meetings, events, expeditions, etc. Main elements

Preferred name Dates

the date or range of dates on which a conference, congress, meeting, exhibition, fair, festival, etc., was held.

Location of the conference Number of the conference

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Conferences Special Notes

RDA 11.2.2.11: Omit from the name of a conference, etc., indications of its number, or year or years of convocation, etc. Apply this instruction to the name of a congress, meeting, exhibition, fair, festival, etc., and to the name of a conference, etc., treated as a subordinate body

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Conferences MARC coding

111 2_, 611 20, 711 2_ $a Meeting name $c Location of meeting $d Date of meeting $n Number of part/section/meeting $e Subordinate unit

Order: 111 2_ $a $n( :$d ;$c ).$e

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Conferences Examples 111 2_ $a Encuesta nacional sobre

“Percepcion sobre las victimas del terrorismo en Espana” $n (2nd :$d 2006)

ICLA 2011 $d(2011 :$c Delhi, India) International Workshop on Declarative Agent

Languages and Technologies $n(8th :$d 2010 ;$c Toronto, Ont.)

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Conferences Exercise

Construct the preferred conference name to use based on the resource you have in hand

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Works and Expressions RDA 6.27: Constructing Access Points to

Represent Works and Expressions

When do we need this? New expression of existing work (ex. Translations) Original work or a new work based on a previously

existing work Parts of a work

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Works and Expressions MARC coding

130/730 #_ + 1st indicator = number of non-filing characters 240 1# + 2nd indicator = number of non-filing characters $a Title $k Form subheading (Selections; etc.) $l Language $n Number of part/section $p Name of part/section $f Date of work

Valid entries for representing complete works ($a) by a creator: Works, Correspondence, Essays, Librettos, Lyrics, Novels,

Plays, Poems, Prose works, Short stories, Speeches

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Works and Expressions Special notes

Only ONE language in each $l; for expressions translated two or more languages, use a 130/240 for the primary language, and a 730 for the additional language(s) If neither is primary, put the first in the 130/240 and the

additional language(s) in the 730 Base the name of the language on the form found

in the current edition of MARC Code List for Languages

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Works and Expressions Examples

240 10 $a Poems. $k Selections. 240 10 $a Works. $f 2013. 240 10 $a Casa de los espiritus. $l English.

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Works and Expressions Exercise

Construct the preferred name of the work Construct the preferred name of the work with

language expression

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Questions?

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BONUS! Cataloging History RDA Development FRBR Review

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Cataloging brief history Early cataloging codes

No “one” set for US libraries 1940s: ALA cataloging rules

1961 IFLA’s Paris Principles Cutter’s Rules for a Printed Dictionary Catalog

1967: Anglo-American Cataloging Rules (AACR) 2 versions!: North American text and a British text

1969: ISBDs (consolidated in 2007) 1978: Anglo-American Cataloging Rules Revised (AACR2)

Revisions: 1988, 1998, 2002

1960s: MARC developed (Henriette Avram) Work completed 1969 US standard by 1971; international standard 1973 Several “flavors” of MARC

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So why RDA? And why now? AACR2 is based on a card environment, thus it

is limited by that 3x5 inch boundary

RDA is designed for the web and online communication, making use of how intertwined the web is to share information

From RDA 0.0 Purpose and Scope: “RDA provides a set of guidelines and instructions

on formulating data to support resource discovery.” “RDA provides a comprehensive set of guidelines

and instructions covering all types of content and media.”

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So why RDA? And why now? RDA Objectives (RDA 0.4.2):

Responsiveness to user needs Cost efficiency Flexibility Continuity

RDA Principles (RDA 0.4.3) Differentiation Sufficiency Relationships Representation Accuracy Attribution Common usage or practice Uniformity

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So why RDA? And why now? Specific RDA Goals

Easy to use and interpret Applicable to an online, networked environment Provide effective bibliographic control for all

types of media Encourage use beyond library community Compatible with other similar standards Have a logical structure based on

internationally agreed-upon principles Separate content and carrier data, and

separate content from display Examples – numerous and appropriate

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RDA – the birth story

2005: Final update of AACR2 2002 ed.

1997: International Conference on the Principles & Future Development of AACR

2002: AACR3 development begins 2003-2007: meetings of the International Cataloguing Principles

(ICP) 2005: AACR3 renamed RDA: Resource Description and Access 2006, 2007: drafts of RDA chapters and appendices 2008: first full draft of RDA 2009: delivered to the publishers 2010: first published in the RDA Toolkit 2010/2011: testing, testing 2012: re-writing by an editor, other tasks designated by U.S. Test

Coordinating Committee March 31, 2013: RDA implementation!

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FRBR family? Family:

FRBR: Functional Requirements for Bibliographic Records

FRAD: Functional Requirements for Authority Data FRSAD: Functional Requirements for Subject Authority

Data

Conceptual model used as the foundation for RDA FRBR: WEMI attributes/elements (resource) FRAD/FRSAD: entitles (persons, corporate bodies) and

subjects (concepts) associated with the resource

Focus: user tasks and relationships

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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

Identify to confirm that the entity described corresponds to the entity

sought, or to distinguish between two or more entities with similar characteristics

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

Obtain to acquire an entity through purchase, loan, etc., or to

access an entity electronically through an online connection

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FRBR Structure Group 1 (WEMI): products of intellectual of artistic endeavor

Work Expression Manifestation Item

Group 2: entitles responsible for Group 1 production/creation Person Corporate Body Family

Group 3: subjects for works (Group1) Concept Object Event Place

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Work

Expression

Manifestation

Item

is realized through

is embodied in

is exemplified by

Inherent Group 1 Relationships

FRBR Structure – Group 1

FRBR Structure - Relationships

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Work

Expression

Manifestation

Item

is owned by

is produced by

is realized by

is created by

Person

Corporate Body

Family

RelationshipsBetween Groups 1 and 2

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An important distinction

FRBR conceptual model

RDA/AACR2: content standard

ISBD display format/standard

MARC/MARC21 communication format other communication formats: ONIX, Dublin Core