Description of Bibliographic Items

Review

• Encoding = Markup.

• The library cataloging “markup” language is MARC.

• Unlike HTML, MARC tags have meaning (i.e., a semantics).

• MARC facilitates the computer-to-computer transfer of bibliographic records.

Technical Processes in Bibliographic Control

1. Description

2. Name access

3. Subject analysis

4. Record formatting

5. Record organization

Cutter Revisited1. TO ENABLE A PERSON TO FIND A DOCUMENT OF WHICH

THE AUTHOR, ORTHE TITLE, ORTHE SUBJECT IS KNOWN

2. TO SHOW WHAT THE LIBRARY HASBY A GIVEN AUTHORON A GIVEN SUBJECTIN A GIVEN KIND OF LITERATURE

3. TO ASSIST IN THE CHOICE OF A DOCUMENT BIBLIOGRAPHICALLY (E.G. EDITION, FORMAT, ETC.)AS TO ITS CHARACTER (I.E. LITERARY OR TOPICAL)

Description serves first and third

Principles of Description (Elaine Svenonius)

• 1. Principle of user convenience. Decisions taken in the making of descriptions and controlled forms of names for access should be made with the user in mind.

• 2. Principle of common usage. Normalized vocabulary used in descriptions and access should accord with that of the majority of users.

• 3. Principle of representation. Descriptions and controlled forms of names for access should be based on the way an information entity describes itself.

Principles of Description (Elaine Svenonius)

• 4. Principle of accuracy. Descriptions and controlled forms of names for access should faithfully portray the entity described.

• 5. Principle of sufficiency and necessity. Descriptions and controlled forms of names for access should include only those elements that are bibliographically significant.

Principles of Description (Elaine Svenonius)

• 6. Principle of standardization. Descriptions and controlled forms of names for access should be standardized, to the extent and level possible.

• 7. Principle of integration. Descriptions for all types of materials should be based on a common set of rules, to the extent possible.

What is descriptive cataloging?

• Two distinct processes– mechanical– intellectual

What is descriptive cataloging?

• Metadata elements that present the non subject characteristics of an information package.

• Goal for organizer is to provide enough descriptive information so that users are confident that information package meets their needs.

• Descriptive information is generally taken directly from the information package in hand (a long standing cataloging practice). – Important to keep in mind the type of information

packages that is to be described (e.g., AACR2 chapters).

Surrogate Record/Information Package

• Conventional definition of metadata in which the content of the surrogate represents the information package.

• Metadata elements are clues as to what constitutes metadata in this context: – Title (The Shining) is metadata in reference the item – Author (Stephen King) is metadata in reference to

item – # of pages in The Shining is metadata in reference to

item – Etc (more examples in today’s lecture)

Information Package Description

– Context – the process of creating surrogates: • Obtain information package • Describe information package • Subject analyze information package:

– Verbal

– Classification

Description

• Description (or descriptive cataloging) is concerned with identification of an item and recording information about the item so that it may be identified exactly and cannot be confused with another item.

Processes in Description

• Cardinal principle: Describe the item in hand. Finding and evaluating functions.

• Technical reading of an object

• Sources for description (AACR2)

• Transcription: arrangement of the areas

LC Objectives of Descriptive Cataloging

1. To state the significant features of an item with the purpose of distinguishing it from other items and describing its scope, contents, and bibliographic relation to other items

2. To present these data in an entry that can be integrated with other entries for other items in the catalog and which will respond best to the interests of most users of the catalog.

Descriptive Cataloging

• Cataloger is objective– The idea is to identify uniquely a particular item, to

describe it sufficiently for the user to decide whether it is the item that is wanted, and to integrate the description into the catalog both by using a standardized format and by adding access points (entries).

• Technical reading of an object (the first step)• After technical reading, the elements

identified will be transcribed into the eight areas of description

Description or Descriptive Cataloging

• Transcription of inherent bibliographic characteristics from an item into eight specified areas in a bibliographic record.

MARC Record and ISBD Areas of Description

Area 1: field 245: title and statement of responsibility

Area 2: field 250: editionArea 3: field 255/256, etc: material specific detailsArea 4: field 260: publicationArea 5: field 300: physical descriptionArea 6: field 4XX: seriesArea 7: field 5XX: notesArea 8: field 020 (ISBN) and other control fields for

standard numbering

ISBD Punctuation

• Title Proper [GMD] = Parallel title : other title info / First statement of responsibility ; others. -- Edition information. -- Material. -- Place of Publication : Publisher Name, Date. -- Material designation and extent ; Dimensions of item. -- (Title of Series / Statement of responsibility). -- Notes. -- Standard numbers: terms of availability (qualifications).

ISBD (International Standard Bibliographic Description)

• Objectives:– To make records from different sources

interchangeable– To facilitate interpretation across language barriers– To facilitate conversion of records to machine

readable form

• Means by which to achieve the objectives:– Specifies which elements to be included in

bibliographic description– Prescribes the order of the elements– Prescribes the punctuation system

Cataloging Codes

• Why have codes?

• Definition:– A catalogue code is a systematic arrangement

of laws and statutes so as to avoid inconsistency and duplication in catalogues.

Conceptual Categories

Bibliographic Resources

Finite Resources Continuing Resources

MonographsFinite

Integrating Resources

SerialsContinuing Inte-

grating Resources

Finite and continuing

• Finite Resource:– No formal definition; by implication the opposite of “continuing”: – A bibliographic resource issued once or over time with a

predetermined conclusion (completed within a finite number of parts or iterations).

– Includes monographs and finite integrating resources.

• Continuing Resource:– A bibliographic resource issued over time with no

predetermined conclusion.– Includes serials and ongoing integrating resources.

Serial

• Serial:– A continuing resource issued in a succession

of discrete parts, usually bearing numbering, that has no predetermined conclusion.

– Examples include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and monographic series.

Integrating resource

• New definition in AACR2: “A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resources can be finite or continuing …”

• Most common:– Updating loose-leafs– Updating electronic resources

AACR2, part 11. General2. Books, Pamphlets, and Printed Sheets3. Cartographic Materials4. Manuscripts5. Printed Music6. Sound Recordings7. Motion Pictures and Video recordings8. Graphic Materials9. Electronic Resources10. Three-Dimensional Artefacts and Realia11. Microforms12. Continuing Resources13. Analysis

Sources of Information

• Each different type of material has a preferred location for deriving information about it.– Books and printed material

• Title page

– Cartographic Materials (Maps, globes, etc)• The map itself, or containers, stands, etc.

– Sound recordings• Disc label, cassette label, etc.

Specific Rules in AACR2 Chapters 1-2

• Identify the chief source and the information on it.• Identify other prescribed sources and the information in

them. Information taken from these areas is transcribed. Information taken from other areas is supplied and square brackets are used to show the interpolation.

• Transcribe, in other words do not invent, the elements as they appear.

• Transcribe the title proper in area 1 in the exact wording, order, and spelling from the chief source. Do not worry about the punctuation or capitalization. Always capitalize only the first word and any proper nouns in English language titles. Punctuate according to the prescribed punctuation as indicated in the rules.

Specific Rules in AACR2 Chapters 1-2

• Transcribe the statements of responsibility following a slash. If there is more than one name, separate names of persons or bodies performing the same function with commas, separate the names of persons or bodies performing different functions with space semicolon space.

• Sometimes statements of responsibility give no name. Such as "with 42 illustrations". Such statements imply responsibility even though no one is named, so they are transcribed here.

• Transcribe an edition statement, and any statement of responsibility that is associated with it.

• Transcribe the place of publication (abbreviate state names according to the list in the appendix), the name of the publisher and the date.

• Transcribe the last number of each numbered section of pages. Use an abbreviation (see those that are authorized) to describe the illustrations, if any. Give the height of the spine (in centimeters)!.

Specific Rules in AACR2 Chapters 1-2

• Transcribe a series statement and any statement of responsibility associated with it, and the series number, if any.

• Give notes on– Language of item– Source of title proper– Variant titles– Statements of responsibility– Edition and history– Publication and distribution– Physical description– Accompanying materials– Series– Other formats available– Contents– Standard numbers