Forming Names According to RDA Presenter: Katherine M. Wisser ©2014 Society of American Archivists

Webinar Outline The value of authorities Forming names Resources General rules Persons Corporate bodies Families Resources

The value of authorities

The value of authorities “Description of records creators is an essential activity of archivists…” “Where a number of repositories hold records from a given source they can more easily share or link contextual information about this source if it has been maintained in a standardized manner…” ISAAR(CPF), p. 8

The value of authorities “Archival authority records are similar to library authority records in as much as both forms of authority records need to support the creation of standardized access points in descriptions. The name of the creator of the unit of description is one of the most important of such access points….” ISAAR(CPF), p. 9

What is Authority Control? Names constructed in such a way that their relationships or non-relationships to each other are apparent.

What is Authority Control? Establish a heading A single way in which an identity is referred to. Define and establish relationships Relationships to other identities, names that are not headings but may be known

See from and See Also from: a lesson from Dr. Seuss!

See from and See Also from: a lesson from Dr. Seuss! Seuss, Dr. Geisel, Theodore Seuss LeSieg, Theo. Rosetta Stone Dr. Seuss

Seuss, Dr.

Seuss, Dr. Geisel, Theodore Seuss Geisel, Ted Dr. Seuss Frith, Michael K. LeSieg, Theo. Stone, Rosetta Rosetta Stone

Library of Congress Name Authority File http://authorities.loc.gov/

Sample Authority Record: Labeled display

Sample Authority Record: MARC display

Principle MARC Authority Fields 1xx: Authorized heading 4xx: See from tracing fields 5xx: Search Also Under tracing fields 6xx: General notes 670: Source data found 678: Biographical or historical data

Questions?

Forming names The rules in RDA

RDA: Chapter 8 Language and script Capitalization Expressing numbers Accents and diacritical marks Hyphens Spacing, initials and acronyms Abbreviations

RDA: Chapter 8: General rules Language and script Record names in the language and script in which they appear on the sources

RDA: Chapter 8 Language and script Capitalization Apply the instructions given in Appendix A, capitalize words according to the guidelines of the language involved… For corporate names with unusual capitalization, follow the capitalization practice of the body.

RDA: Chapter 8 Language and script Capitalization Expressing numbers Record numbers expressed in numerals or as words in the form in which they appear on the source

RDA: Chapter 8 Language and script Capitalization Expressing numbers Accents and diacritical marks Record accents and diacritical marks appearing in a name as they appear on the source.

RDA: Chapter 8 Language and script Capitalization Expressing numbers Accents and diacritical marks Hyphens Retain hyphens; include hyphens in transliterated names

RDA: Chapter 8 Language and script Capitalization Expressing numbers Accents and diacritical marks Hyphens Spacing, initials and acronyms

RDA: Chapter 8 Persons and families: Corporate bodies: Leave a space between a full stop or an initial Corporate bodies: Do not leave a space between a full stop or an initial

Questions?

FORMS OF NAMES: IDENTIFYING PERSONS Chapter 9 FORMS OF NAMES: IDENTIFYING PERSONS

General Rule 9.2.2.3. In general, choose the name by which the person is commonly known as the preferred name for that person. The name chosen may be the person’s real name, pseudonym, title of nobility, nickname, initials, or other appellation.

“Most Commonly Known”

Examples: Clinton, Bill Not Clinton, William Jefferson Blythe Fats Domino Not Antoine Domino

Multiple names 9.2.2.5. Different forms of the same name If a person is known by more than one form of the same name, choose the preferred name for the person 9.2.2.5.1 Fullness 9.2.2.5.2 Language 9.2.2.5.4 Spelling Fullness: choose the form most commonly found Language: choose the form corresponding to the language of the most of the resources as the preferred name Spelling: If spelling differs and not from transliteration, choose the first one, record the other spellings of the name as variant names.

Multiple names 9.2.2.6. Different names for the same person This rule does not apply to someone who: changed his or her name, Or has more than one identity

Multiple names 9.2.2.6. Different names for the same person Choose the name by which the person is clearly most common, if possible, otherwise in order of preference: The name that appears most frequently in resources associated with the person, The name that appears most frequently in reference sources, The latest name.

Multiple names 9.2.2.7. Change of Name If a person other than one who has more than one identity has changed his or her name, choose the latest name or form of name as the preferred name.

Multiple identities 9.2.2.8. Individuals with more than one identity If an individual has more than one identity, choose the name associated with each identity as the preferred form or name for that identity. Charles L. Dodgson (real name used in works on mathematics and logic) Lewis Carroll (pseudonym used for literary works)

Other aspects to names: a sampling 9.2.2.9.1: Surname represented by an initial X, Malcolm 9.2.2.9.4: Married person identified only by a partner’s name Davis, Maxwell, Mrs. 9.2.2.10. Compound Surnames Lloyd George, David 9.2.2.9.1: Surname represented by an initial 9.2.2.9.2: Part of the name treated as a surname 9.2.2.9.3: Persons known only by a surname 9.2.2.9.4: Married person identified only by a partner’s name 9.2.2.9.5: Words, etc indicating relationship following surnames 9.2.2.9.6: Saints

Variant forms of name 9.2.3 Variant Name for the person 9.2.3.4: Real name 9.2.3.5: Secular name 9.2.3.6: Names in religion 9.2.3.7: Earlier name of person 9.2.3.8: Later name of person 9.2.3.9: Alternative linguistic form 9.2.3.10: Other variant name

Additions to a name 9.3 Date associated with the person Date of Birth Date of Death Period of activity of the person $a Twain, Mark, $d 1835-1910

Additions to a name 9.4 Title of the person Royalty Titles of Nobility Popes Bishops Other Persons of Religious Vocation

Additions to a name 9.5 Fuller form of name $a Kennedy, John F. $q (John Fitzgerald), $d 1917-1963

FORMS OF NAMES: IDENTIFYING FAMILIES Chapter 10 FORMS OF NAMES: IDENTIFYING FAMILIES

General Rule 10.2 Name of the family In general, choose the name by which the family is commonly known as the preferred name for that family. The name chosen may be the surname (or equivalent) used by members of the family, the name of a royal house or dynasty, or the name of a clan, etc.

Questions?

FORMS OF NAMES: IDENTIFYING CORPORATE BODIES Chapter 11 FORMS OF NAMES: IDENTIFYING CORPORATE BODIES

Definition Corporate body. An organization or group of persons that is identified by a particular name and that acts, or may act, as an entity.

Definition Subordinate body. A corporate body that forms an integral part of a larger body in relation to which it holds an inferior hierarchical rank.

Questions for Corporate Bodies Is the corporate body government or non-government? Should this be treated as a subordinate corporate body? Should I enter it in direct or indirect order?

11.2.2.3 Choosing the preferred name General Rule 11.2.2.3 Choosing the preferred name Choose the name by which a corporate body is commonly identified as the preferred name for that body.

Subordinate Corporate Bodies Entered Subordinately: Non-governmental Name containing a term that by definition implies that the body is part of another (e.g., Department, Division, Section, Branch) Bangalore University. Department of Botany British Broadcasting Corporation. Finance Division

Subordinate Corporate Bodies Entered Subordinately: Non-governmental A name containing a word that normally applies administrative subordination (e.g. Committee, commission) Edison Electric Institute. Statistical Committee Seattle Art Museum. Public Relations Office

Subordinate Corporate Bodies Entered Subordinately: Non-governmental A name that is general in nature or that does no more than indicate a geographic, chronological, or numbered or lettered subdivision of a parent body Knights of Labor. District Assembly No. 3 American Institute of Architects. Utah Society

Subordinate Corporate Bodies Entered Subordinately: Non-governmental Name that does not convey the idea of a corporate body CBS Inc. Economics and Research University of Washington, Bothell. Human Resources

Subordinate Corporate Bodies Entered Subordinately: Non-governmental A name of a university faculty, school college, institute , laboratory, etc., that simply indicates a particular field of study Syracuse University. College of Medicine Princeton University. Bureau of Urban Research

Forms of Names: Identifying Corporate Bodies Chapter 11: Non-Governmental Name that includes the entire name of the higher or related body American Legion. Auxiliary not American Legion Auxiliary Dunedin Botanic Garden. Friends not Friends of the Dunedin Botanic Garden

Subordinate Corporate Bodies Entered Subordinately: Governmental An agency with a name containing a term that by definition implies that the body is part of another (e.g., Department, Division, Section, Branch) An agency with a name containing a a word that normally implies administrative subordination in the terminology of the government concerned (e.g., committee, commission) An agency with a name that is general in nature or that does no more than indicate a geographic, chronological or numbered or lettered subdivision of the government or of one of its agencies recorded subordinately.

Subordinate Corporate Bodies Entered Subordinately: Governmental Name does not convey the idea of a corporate body, does not contain the name of the government A ministry or similar major executive agency A legislative body A court

Subordinate Corporate Bodies Entered Subordinately: Governmental A principal service of the armed forces of a government A head of state or head of government An embassy, consulate, etc. A delegation to an international or intergovernmental body

Direct and Indirect order Direct: Public Library Association. Audiovisual Committee Hierarchy: American Library Association. Public Library Association. Audiovisual Committee

Direct and Indirect order Indirect: American Bar Association. Committee on Nonprofit Corporations Hierarchy: American Bar Association. Section of Business Law. Committee on Nonprofit Corporations

Specific Rules for Specific Corporate Bodies 11.2.2.21 Government officials 11.2.2.22 Legislative bodies 11.2.2.23 Constitutional conventions 11.2.2.24 Courts 11.2.2.25 Armed forces 11.2.2.26 Embassies, Consulates, etc. 11.2.2.27 Delegations to international and intergovernmental bodies 11.2.2.28 Councils, etc. of a single religious body 11.2.2.29 Religious officials

Meeting names/Conferences 11.2.2 Preferred form 11.3.2 Location of conference, etc. 11.4.2 Date of conference, etc. 11.6 Number of a conference, etc. Olympic Games (7th : 1920 : Antwerp, Belgium)

Questions?

What Next?

Resources Library of Congress Authority File Help: http://authorities.loc.gov/help/name-auth.htm Resource Description and Access, chapters 8-11, RDA Toolkit: http://www.rdatoolkit.org/ Authority Control (Wikipedia): http://en.wikipedia.org/wiki/Authority_control Understanding MARC Authority Records: http://www.loc.gov/marc/uma/

Thank you!