Identifying Persons and Corporate Bodies 1 -- elements and authorized access points James/Kuhagen for VLA - Feb. 5, 2013

Identifying Persons and Corporate Bodies

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-- elements and authorized access points

James/Kuhagen for VLA - Feb. 5, 2013

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Context of this module

Data elements that identify persons and corporate bodies

Forms of authorized access points in bibliographic and authority records

New fields for some of the data elements you might see in authority records

Not how to create authority records


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Authorized access points

Used to identify Group 2 entities Forms created according to RDA ch. 8-11

Forms recorded in 1XX fields in name authority records in LC/NACO Authority File: http://authorities.loc.gov/

[more about the authority file and the impact of RDA later today]


http://authorities.loc.gov/

http://authorities.loc.gov/

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FRBR Group 2 entities in RDA

Ch. 8 = General guidelines …

Ch. 9 = Identifying persons

Ch. 10 = Identifying families

Ch. 11 = Identifying corporate bodies


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General guidelines in ch. 8

Language and script for names (RDA 8.4): found forms

Alternative to give a romanized form: most in U.S. will do that and, for some languages, give original language/script in variant access points

Other elements: if instructions in ch. 9-11 don’t specify language, give element in English.


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Chapter 9:Identifying persons

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)”


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Change in scope of “person”

RDA 9.0: Includes fictitious entities

So, Miss Piggy, Snoopy, etc. now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item

LC PCC PS: includes real non-humans (often difficult to distinguish who is or isn’t “fictitious”)


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Examples of expanded scope in RDA

100 0# $a Miss Piggy.245 10 $a Miss Piggy’s guide to life / $c

by Miss Piggy as told to Henry Beard.700 1# $a Beard, Henry.

100 0# $a Lassie.245 1# $a Stories of Hollywood / $c told

by Lassie.


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Persons: Authorized access points (RDA 9.19)

RDA 9.19.1.1: how to put together the elements to construct an authorized point [with links back to specific elements]:

Preferred name is the basis

Additions to the name as instructed at 9.19.1.2–9.19.1.7


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Preferred name (RDA 9.2.2)

Form to be used as basis of the authorized access point in bibliographic records and the 100 field of name authority records

Variant name used in variant access points (4XX fields in name authority records)


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Additions to the preferred name

9.19.1.2 (9.4 and 9.6): title or other designation associated with the person #

9.19.1.3 (9.3.2/9.3.3): date of birth and/or death ^

9.19.1.4 (9.5): fuller form of name ^ 9.19.1.5 (9.3.4): period of activity of person ^ 9.19.1.6 (9.16): profession or occupation # ^

# = required for certain names; ^ = add to differentiate


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Preferred name (RDA 9.2.2)

If individual has more than one identity, a preferred name for each identity (RDA 9.2.2.8)No time period restrictions

Choose the form most commonly known

Variant spellings: choose the form found on the first resource received (RDA 9.2.2.5.4)


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Surnames: words, etc., indicating relationships

• Include words, etc., (e.g., Jr., Sr., IV) in preferred name – not just to break conflict

• MARC: still encode title/term in subfield $c of authorized access point

100 1# $a Rogers, Roy, $c Jr., $d 1946-670 ## $a Growing up with Roy and Dale, 1986:

$b t.p.(Roy Rogers, Jr.) p. 16 (born 1946)


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Terms of address not as additions

But may be needed as part of the preferred name:When the name consists only of the surname

(RDA 9.2.2.9.3: Seuss, Dr.)For a married person identified only by a

partner’s name and a term of address (RDA 9.2.2.9.4: Davis, Maxwell, Mrs.)

If part of a phrase consisting of a forename(s) preceded by a term of address (RDA 9.2.2.23: Sam, Cousin)


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Date associated with the person

Three dates:Date of birth (RDA 9.3.2) -- coreDate of death (RDA 9.3.3) -- corePeriod of activity of the person – no restrictions

on time period (RDA 9.3.4) – core if ...

Guidelines for probable dates (RDA 9.3.1)

Recorded in MARC X00 $d


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Changes when giving dates for persons

Abbreviations “cent.,” “ca.,” “b.,” “d.,” and “fl.” not in appendix B“cent.” becomes “century”“approximately” replaces “ca.”“b.” and “d.” dates – LC/PCC policy: use

hyphen rather than spell out words“fl.” dates – LC/PCC policy: use “active”


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Title of the person (RDA 9.4)

Limited scope:Royalty, nobility, or ecclesiastical rank or officePerson of religious vocation

MARC X00 $c – no change

100 0# $a Carl $b XVI Gustaf, $c King of Sweden, $d 1946-

100 0# $a Benedict $b XVI, $c Pope, $d 1927-


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Fuller form of name (RDA 9.5)

Scope:Full form of a part of a name represented only by an

initial or abbreviation in the form chosen as the preferred name, or

A part of the name not included in the form chosen as the preferred name (change from AACR2)

MARC X00 $q: no change Current LC policy: do not add; may change

when PCC decides on a policyJames/Kuhagen for VLA - Feb. 5, 2013

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Examples: Fuller form of name

100 1# $a Smith, Nancy E. $q (Nancy Elizabeth)

100 1# $a Williams, John $q (John Dudley)-- added to differentiate


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Other designation associated with the person (RDA 9.6)

Limited scope: Christian saints; spirits MARC X00 $c – no change

“Saint” preceded by comma“Spirit” enclosed in parentheses at end of

access point

100 0# $a Joan, $c of Arc, Saint, $d 1412-1431

100 0# $a Joan, $c of Arc, Saint, $d 1412-1431 $c (Spirit)


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Profession or occupation (RDA 9.16)

Core:for a person whose name consists of a phrase

or appellation not conveying the idea of a person, or

if needed to distinguish one person from another with the same name

MARC X00 $c – always enclosed in parentheses

100 1# $a Watt, James $c (Gardener)


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New fields in MARC 21 authority format for persons

046: Special coded dates (RDA 9.3) 368: Other attributes of person or corporate body

(RDA 9.4, 9.6) 370: Associated place (RDA 9.8-9.11) * 371: Address (RDA 9.12) * 372: Field of activity (RDA 9.15) * 373: Associated group (RDA 9.13) * 374: Occupation (RDA 9.16) 375: Gender (RDA 9.7) * 377: Associated language (RDA 9.14) * 378: Fuller form of personal name (RDA 9.5) * * = not eligible for authorized access points

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Elements not eligible for inclusion in authorized access points

May be helpful for identification:Associated place (RDA 9.8-9.11)Address (RDA 9.12)Associated group (RDA 9.13)Gender (RDA 9.7)Language of the person (RDA 9.14)Field of activity (RDA 9.15)Biographical information (RDA 9.17


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Associated place (RDA 9.8-9.11)

Places:Place of birth and/or deathCountry associated with the personPlace of residence

Place given in 370 field in form it would be as an addition to an access point

If not a jurisdiction, in separate 370 with vocabulary (e.g., LCSH) in subfield $2


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Address (RDA 9.12)

Mailing address Email address

Only if publicly available MARC field 371


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Affiliation (RDA 9.13)

Scope = name of group(s) with which the person has been or is affiliatede.g., employment, education, membership

Affiliation given in form found on the resource

MARC field 373


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Gender (RDA 9.7)

Scope = gender with which a person identifies

Open list of terms in instruction + others as needed

MARC field 375Use subfield $2 if not from RDA


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Language of the person (RDA 9.14)

Scope = language(s) used by the person in writing, speaking, singing, etc.

MARC field 377 In MARC, form is three-character code

from MARC code list of languages -- no prescribed order if more than one language


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Field of activity (RDA 9.15)

Scope = “field of endeavour, area of expertise, etc., in which a person is engaged or was engaged.”

No controlled vocabulary in RDA

MARC field 372; if use a thesaurus, cite it in subfield $2


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Biographical information (RDA 9.17)

Scope = information pertaining to life or history of a person

Can incorporate information from separate fields into a “public note”

MARC field 678


Questions about identifying persons?

Next: Corporate bodies -- skipping ch. 10 (“Identifying families”) todayNot included in AACR2Included in RDA because families are

included with persons and corporate bodies as Group 2 entities in FRAD

Families especially important as creators and contributors for archives and museums

31 James/Kuhagen for VLA - Feb. 5, 2013

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Chapter 11:Identifying corporate bodies

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”


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Corporate bodies: Authorized access points (RDA 11.13)

RDA 11.13.1.1: how to put together the elements to construct an authorized point [with links back to specific elements]:Preferred name is the basisAdditions to the name as instructed under

11.13.1.2–11.13.1.8, in that order, as applicable


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Additions to the preferred name

11.13.1.2 (11.7.1.4): if name not idea of body # 11.13.1.3 (11.3): place associated with the body * 11.13.1.4 (11.5): associated institution * 11.13.1.5 (11.4): date associated with the body * 11.13.1.6 (11.7.1.5): type of jurisdiction * 11.13.1.7 (11.7): other designation * 11.13.1.8 (11.6, 11.4, 11.3): number, date, & location

of a conference #

* = if need to distinguish# = required for certain names


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Preferred name for the corporate body (RDA 11.2.2)

Choose the form most commonly known

Variant spellings: choose the form found in the first resource received (RDA 11.2.2.5.1)

Not abbreviating “Department” (should not have abbreviated in AACR2 headings)


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Preferred name

Names containing initials, terms of honor, terms of incorporation, etc. = RDA 11.2.2.7-RDA 11.2.2.10

Various categories of corporate bodies (e.g., subordinate bodies both government and non-government, courts, religious officials, etc.) = RDA 11.2.2.13-RDA 11.2.2.31


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Preferred name for conferences, exhibitions, etc. (RDA 11.2.2.11)

A merged instruction for preferred name of a conference, congress, meeting, exhibition, fair, festival, etc.:Retain frequency in the name of a

conference, congress, or meetingOmit year of convocation from the name of

an exhibition, fair, or festival (will be included in the authorized access point in subfield $d) if publication cataloged as a monograph


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Addition to preferred name if it doesn’t convey idea of body

Part of “Other designation associated with the corporate body” -- RDA 11.7

Cataloger judgment on choice of term (generally in English in the U.S.)

Remember: if subordinate body, establish subordinately to higher body

110 2# $a Elks (Fraternal order)


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Addition: Place associated ... (RDA 11.3)

Two categories: Location of conference, etc. (later slide)Location of headquarters

Form of place:Form prescribed in chapter 16Abbreviate name of countries, states,

etc., as instructed in appendix B


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Addition: Associated institution (RDA 11.5)

In the form and language recorded as the preferred name for the institution (not the authorized access point for the institution)

110 2# $a B’nai B’rith Hillel Federation Jewish Student Center (University of Cincinnati)


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Addition: Date of establishment or termination (RDA 11.4)

Scope = year in which a corporate body was established or terminated

Give if needed to differentiate the name of one corporate body from another

MARC X10: add with hyphen, if both dates, in parentheses, to the preferred name – no change


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Addition: Type of jurisdiction (RDA 11.7.1.5)

Part of “Other designation associated with the corporate body”

Term designating the type of jurisdiction added if necessary, to distinguish between access points for two or more governments that have the same or a similar namee.g., Cork (Ireland)

Cork (Ireland : County)James/Kuhagen for VLA - Feb. 5, 2013

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Addition: another “Other designation ...” (RDA 11.7)

If other elements in list not appropriate or not sufficient to differentiate between two different non-conference bodies

Scope:a word, phrase, or abbreviation indicating

incorporation or legal statusany term serving to differentiate the body

from other corporate bodies, persons, etc.

151 ## $a Korea (South)


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Addition: Number of a conference (RDA 11.6)

Scope = “designation of the sequencing of a conference, etc., within a series of conferences, etc.”

Use English ordinal numerals 1st, 2nd, 3rd, etc.

LC/PCC policy: Not given in access point if publications of a conference, etc., cataloged as a serial


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Addition: Date of conference, etc. (RDA 11.4)

Scope = date or range of dates, given as year or years, in which a conference, etc., was held

LC/PCC policy: Not given in access point if publications of a conference, etc., cataloged as a serial


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Addition: Location of conference, etc. (RDA 11.3)

In form as authorized access point (ch. 16) No “rule of three” when sessions held in three

or more locations (separated by semicolons in access point -- RDA appendix E.2.2.4)

If conference held online, location is “Online”

Omit in access point if publications of a conference, etc., cataloged as a serial


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Addition: Institution as “place” for conference, etc.

If the institution’s name provides better identification than the local place name or if the local place name is unknown or cannot be readily determined

Use the preferred name of the institution (not the authorized access point)

111 2# $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute)


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New fields in MARC 21 authority format for bodies 046: Special coded dates (RDA 11.4) 368: Other attributes of person or

corporate body (RDA 11.7) 370: Associated place (RDA 11.3) 371: Address (RDA 11.9) * 372: Field of activity (RDA 11.10) * 377: Associated language (RDA 11.8) *

* = not eligible for authorized access points


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Elements not eligible for inclusion in authorized access points

May be helpful for identification:Associated place for non-conference

corporate bodies (RDA 11.3)Address (RDA 11.9)Field of activity (RDA 11.10) Language of the corporate body (RDA

11.8)Corporate history (RDA 11.11)


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Associated place (RDA 11.3)

Scope = “significant location associated with the corporate body”e.g., headquarters of an organization

Place given in form it would be as an addition to an access point

If not a jurisdiction, in separate 370 with vocabulary (e.g., LCSH) in subfield $2


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Address (RDA 11.9)

Scope = “address of corporate body’s headquarters ..., email or Internet address”

MARC field 371 (separate subfields)


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Field of activity (RDA 11.10)

Scope = “field of business ..., its area of competence, responsibility, jurisdiction, etc.”

No controlled vocabulary in RDA

MARC field 372; if use a thesaurus, cite it in subfield $2


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Language of the corporate body (RDA 11.8)

Scope = “language a corporate body uses in its communications”

In MARC 377 field, form is three-character code from MARC code list of languages


Questions about identifying corporate bodies?

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Then next: Relationships

Remember that “relating” is one of two RDA goals: “identifying” and “relating”


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Group 2 relationships

Relationships to Group 1 entities: works, expressions, manifestations, and itemsManifestations & items in this moduleWorks & expressions (in previous module)

Relationships to other Group 2 entities


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Authorized access points

In bibliographic records to express relationships to resources being cataloged

In other authority records as 5XX fields or as part of name/title 4XX fields to express relationships


Relationships: Group 2 entities with Group 1 entities

Chapter 18: General Guidelines …

Chapter 19: … Associated with a Work Chapter 20: … Associated with an

Expression Chapter 21: … Associated with a

Manifestation Chapter 22: … Associated with an Item


Relationships with Group 1 entities

Most occur in association with a work or with an expression – covered today in earlier module

Short list of those with a manifestation Those for an item are related to your

specific copy of a manifestation


Relationships with a manifestation (ch. 21)

If important to have a 7XX field in record in addition to recording the element:Producer of unpublished resourcePublisher (e.g., a broadcaster)Manufacturer (e.g., an engraver)Distributor (e.g., a film distributor)

Any other entity related to the manifestation (book designer, lithographer, etc.)


Relationships with an item (ch. 22)

Owner Custodian

Any other entity related to the item (e.g., curator, collector, dedicatee)


Relationship designators

Can be added to authorized access point in the bibliographic record – in subfield $e

Appendix I.4: those associated with a manifestation (not a closed list)

Appendix I.5: those associated with an item (not a closed list)


Examples of access points

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700 1# $a Jefferson, Thomas, $d 1743-1826, $e former owner.

710 2# $a WGBH (Television station : Boston, Mass.), $e broadcaster.


Relationships: Group 2 entities with Group 2 entities

Chapter 29: General guidelines …

Chapter 30: Related persons Chapter 31: Related families Chapter 32: Related corporate bodies


Expressing relationships within Group 2

Now in authority records in 5XX fields (see also references)

Relationship designator in subfield $i at beginning of 5XX field

Some relationships in MARC indicated by values in subfield $w (e.g., “a” and “b” for earlier and later corporate bodies) -- cataloger judgment or library policy


Relationship designators in appendix K

Not closed lists but LC/PCC libraries will use only terms on the lists

K.2: related persons (to other persons, to families, to corporate bodies)

K.3: related families [same pattern as K.2] K.4: related corporate bodies [same pattern

as K.2]


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Examples: person related to corporate body or family

100 1# $a Garr, Arnold K.510 2# $w r $i Employer: $a Brigham Young

University

110 2# $a I.M. Pei & Partners500 1# $w r $i Founder: $a Pei, I. M. $q (Ioeh Ming), $d 1917-


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Examples: related corporate bodies

110 2# $a Library of Congress. $b Policy and Standards Division

510 2# $w r $i Predecessor: $a Library of Congress. $b Cataloging Policy and Support Office

110 2# $a Library of Congress. $b Cataloging Policy and Support Office

510 2# $w r $i Successor: $a Library of Congress. $b Policy and Standards Division


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Examples: related corporate bodies

Giving specific relationship in $w:

110 2# $a Library of Congress. $b Policy and Standards Division

510 2# $w a $a Library of Congress. $b Cataloging Policy and Support Office

110 2# $a Library of Congress. $b Cataloging Policy and Support Office

510 2# $w b $a Library of Congress. $b Policy and Standards Division


Questions?

Identifying persons

Identifying corporate bodies

Relationships


Documents

Identifying Persons and Corporate Bodies 1 -- elements and authorized access points James/Kuhagen for VLA - Feb. 5, 2013