MARC Encoding of Persons/Corporate Bodies; Changes in the LC/PCC Authority File

James/Kuhagen for VLA -- Feb. 5, 20131

MARC Encoding of Persons/Corporate Bodies; Changes in the LC/PCC Authority File


046 and 3XX Fields 046 Special coded dates (R) 368 Other attributes of P-CB (R) 370 Associated place (R) 371 Address (R) 372 Field of activity (R) 373 Associated group (R) 374 Occupation (R) 375 Gender (R) 377 Associated language (R) 378 Fuller form of personal name (NR)

See http://www.loc.gov/marc/authority/ecadhome.html for complete information about these fields.


Other MARC Changes for Use in NARsSpecific for RDA: 008/10 = z

value "z" (Other) for use in 008/10 for RDAo 040 (Cataloging source) subfield $e = rda

Added for RDA, but can be found in AACR2 NARs:

4XX-5XX – “r” in $i or $4 value used in control subfield $w position 0

Subfield $i – Relationship information – Use phrase or term from Appendix J or K of RDA


New MARC 21 Fields – Overview

Only 2 fields have defined indicators – in all of the other fields the indicators are undefined (blank)

All except for 046 and 378 have subfields $a or $b

Most have subfield $2 (Source) defined Most have subfields $0 (Record control number)

and $4 (Relator code) defined but these are not routinely used

Most have subfields $6 (Linkage) and $8 (Field link and sequence number) defined but these are not used in the LC/NAF


New MARC 21 Fields – LC/NAF Procedures Best practices given in DCM Z1 All are optional Provide in numerical order by MARC 21 field Repeatable subfields may be repeated in the

same field If a source subfield ($2) or date parameters

($s or $t) are needed, repeat the field 670s must be provided to support information

used as part of a 1XX or 4XX


New MARC Fields in NARs

Note that AACR2 coded authority records may have some of these fields

008/10 c040 $a DLC $b eng $c DLC $d PPi-MA $d DJBF $d DLC $d WaU046 $f 19400707100 1 $a Starr, Ringo370 $a Liverpool, England372 $a Rock music $2 lcsh373 $a Beatles $2 naf $s 1962 $t 1970 375 $a male400 1 $a Starkey, Richard510 2 $ w r $i Group member of: $a Beatles


What makes a NAR RDA?

Many AACR2 headings have had 046 and 3XX fields added either by Phase 1 (see slides 15-20) programmatically or by catalogers

To be RDA, a NAR must have 008/10=z and $e rda

Remember a NAR may be coded “rda” and not be correct....so watch out for typos!


Changes in the LC/PCC Authority File


Background During RDA Test, catalogers could make new

RDA name authority records (NARs) and add 7XX forms to existing AACR2 NARs Example:

100 1 $a Barkley, Charles, $d 1963-

700 14 $a Barkley, Charles $q (Charles Wade),

$d 1963-

After the decision was made to adopt RDA, several PCC Task Groups were formed, including one for “acceptable headings”


Acceptable Headings Task Group PCC Task Group on AACR2 & RDA and

Acceptable Headings Categories (2011; Phil Schreur)Made recommendations on what

constituted “acceptable” for RDA and suggestions on how to convert the authority file

How to resolve competing issues?• Minimizing unnecessary changes• Converting a working file being maintained

by both AACR2 and RDA catalogers


3 Categories of Records Authority records that are already

“acceptable for use” under RDA (over 95%; 7.6 million) Identical, or Differences based on information available

at the time of cataloging (not cataloging rules)

Authority records are probably not acceptable under RDA or need a human decision (approximately 350,000)

Authority records that could be made RDA compatible by an automated process (approximately 350,000)


Acceptable (Dates of a person) AACR2 heading established without a date of

birth/death, but date(s) subsequently recorded in 670

Optional addition in AACR2 and RDA unless conflict

Example: Existing AACR2 heading:

• Pliny, $c the Elder Possible RDA reformulation:

• Pliny, $c the Elder, $d 23-79 Cataloger can recode heading to RDA and

record dates in 046


Acceptable (Fuller form of name) AACR2 heading established without a fuller

form of name AACR2 was more restrictive than RDA about

when it was added optionally Example:

Existing AACR2 heading:• Presley, Elvis, $d 1937-1977

Possible RDA reformulation:• Presley, Elvis $q (Elvis Aron), $d 1937-1977

Cataloger can recode the heading to RDA and record the fuller form of name in 378 $q


But what about the other categories? PCC Acceptable Headings Implementation

Task Group (2012; Gary Strawn) Detailed specifications of the categories and

recommended changes Designed strategy for:

• How many records to update• When/how/where to update the records; 5 scenarios

proposed

Also discussed recoding all acceptable headings as RDA, but that was deferred


The Plan

Phase 1: mark all records that are known to be (or likely to be) incompatible with RDA, unless they are a candidate for a Phase 2 change

Phase 2: make ‘mechanical’ changes to any record that meets specific criteria


Phase 1 Headings Consist of three types:

pre-AACR2 records (008/10=a or b) AACR2-compatible records (008/10=d) Known conditions that make it likely the

record should be reviewed by a human before re-coding to RDA or reformulating

EXCEPTION: If the record is also a candidate for

mechanical changes in Phase 2, it was not considered under Phase 1

436,943 records in Phase 1


Phase 1 Headings (cont.) 667 field added to NARs July 30-

August 20, 2012: THIS 1XX FIELD CANNOT BE USED UNDER RDA UNTIL THIS RECORD HAS BEEN REVIEWED AND/OR UPDATED

Heading still OK for AACR2 records if 008/10=c

May be OK for RDA too, or may need to be changed


Phase 1 Enhancements

Since the record was being updated anyway (667), a few supplementary fields were added to the record when the information was readily accessible to the program 046 field for dates of a person 378 field for fuller form of name of a person 382 (medium of performance), 383 (numeric

designation), and 384 (key) added for musical works

Note these fields do not make the NARs RDA records—only 008 and 040 coding do that


Phase 1 “Known Conditions” Conference headings

Frequency words like “annual” omitted in AACR2 but not RDA

“Polyglot” and ampersand in $l Use multiple access points for each expression in

RDA Some personal names with $c

Many $c terms okay but not enough hits to be excluded by program, e.g., “$c da Vinci”

Some $c terms like “$c Ph. D.” not allowed in RDA Treaties Music

$s with “libretto” or “text” $m certain medium of performance records


Phase 1 “Known Conditions” – Examples Conference headings:

European Dairy Conference $d (1987 : $c London, England)

Law of the Sea Institute. $b Conference Polyglot and ampersand in $l

Virgil. $t Aeneis. $l Polyglot Virgil. $t Aeneis. $l English & Latin

Some personal names with $c Ignatius, $c of Loyola, Saint, $d 1491-1556 Wayne, E. J. $q (Edward Johnson), $c Sir, $d

1902-


Phase 2 Headings

Primary purpose: update and convert (when possible) records that have certain predictable characteristics that are susceptible to machine manipulation Reduces the number of records that catalogers

have to change individually Primary difference: unlike phase 1, 1XX,

4XX, and 5XX fields will actually be changed in phase 2; references will be added for former forms (when applicable); RDA 7XXs will be removed


Phase 2 Headings (cont.)

Around 400,000 authority records to be updated!30,000 records updated per day (March

2013)Distributed weekly to CDS customersBibliographic records containing

headings will also be updated


Major Changes in Phase 2

Expanding/replacing certain abbreviations

Major changes for some sacred scriptures (Bible, Koran)

Change from violoncello to cello Conversion of some X00 $c Selections as a conventional

collective title


Phase 2 Changes – Examples

Some abbreviations will be spelled outAACR2: Miles, Linda, $d 1947 Jan. 3-RDA: Miles, Linda, $d 1947 January 3-AACR2: United States. $b Dept. of LaborRDA: United States. $b Department of Labor

Sacred ScripturesAACR2: Bible. $p O.T. $p GenesisRDA: Bible. $p GenesisAACR2: KoranRDA: Qur’an


Phase 2 Changes – Examples (cont.) Conversion of some X00 $c

Terms that are professions in $cAACR2: Blow, Jane, $c pianistRDA: Blow, Jane $c (Pianist)

“Selections” to “Works. Selections”AACR2: Virgil. SelectionsRDA Virgil. Works. Selections

Note that “$k Selections” after the preferred title for a work (e.g., Iliad. Selections, Poems. Selections) will not change)


More Information

Summary of Programmatic Changes to the LC/NACO Authority File: What LC-PCC Catalogers Need to Know http://

www.loc.gov/aba/rda/pdf/lcnaf_rdaphase.pdf

PCC Acceptable Headings Implementation Task Group details and background documents http://

files.library.northwestern.edu/public/pccahitg/


Conclusion

Policies change as we get closer to implementation so don’t forget to...

Check PCC page for interim guidelineshttp://www.loc.gov/aba/pcc/rda/RDA%20

Interim%20Policies%20and%20Best%20Practices.html

Check OCLC’s RDA pagehttp://www.oclc.org/rda/about.htm


Questions?

Documents

MARC Encoding of Persons/Corporate Bodies; Changes in the LC/PCC Authority File