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

James/Kuhagen for VLA -- Feb. 5, 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 for complete information about these fields.

James/Kuhagen for VLA -- Feb. 5, Other MARC Changes for Use in NARs Specific for RDA: 008/10 = z value "z" (Other) for use in 008/10 for RDA o040 (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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, New MARC Fields in NARs Note that AACR2 coded authority records may have some of these fields 008/10 c 040 $a DLC $b eng $c DLC $d PPi-MA $d DJBF $d DLC $d WaU 046 $f $a Starr, Ringo 370 $a Liverpool, England 372 $a Rock music $2 lcsh 373 $a Beatles $2 naf $s 1962 $t $a male $a Starkey, Richard $ w r $i Group member of: $a Beatles

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, Background During RDA Test, catalogers could make new RDA name authority records (NARs) and add 7XX forms to existing AACR2 NARs Example: $a Barkley, Charles, $d $a Barkley, Charles $q (Charles Wade), $d After the decision was made to adopt RDA, several PCC Task Groups were formed, including one for “acceptable headings”

James/Kuhagen for VLA -- Feb. 5, 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

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

James/Kuhagen for VLA -- Feb. 5, 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 Cataloger can recode heading to RDA and record dates in 046

James/Kuhagen for VLA -- Feb. 5, 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 Possible RDA reformulation: Presley, Elvis $q (Elvis Aron), $d Cataloger can recode the heading to RDA and record the fuller form of name in 378 $q

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, 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 Wayne, E. J. $q (Edward Johnson), $c Sir, $d 1902-

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, Phase 2 Headings (cont.) Around 400,000 authority records to be updated! 30,000 records updated per day (March 2013) Distributed weekly to CDS customers Bibliographic records containing headings will also be updated

James/Kuhagen for VLA -- Feb. 5, 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

James/Kuhagen for VLA -- Feb. 5, Phase 2 Changes – Examples Some abbreviations will be spelled out AACR2: Miles, Linda, $d 1947 Jan. 3- RDA: Miles, Linda, $d 1947 January 3- AACR2: United States. $b Dept. of Labor RDA: United States. $b Department of Labor Sacred Scriptures AACR2: Bible. $p O.T. $p Genesis RDA: Bible. $p Genesis AACR2: Koran RDA: Qur’an

James/Kuhagen for VLA -- Feb. 5, Phase 2 Changes – Examples (cont.) Conversion of some X00 $c Terms that are professions in $c AACR2: Blow, Jane, $c pianist RDA: Blow, Jane $c (Pianist) “Selections” to “Works. Selections” AACR2: Virgil. Selections RDA Virgil. Works. Selections Note that “$k Selections” after the preferred title for a work (e.g., Iliad. Selections, Poems. Selections) will not change)

James/Kuhagen for VLA -- Feb. 5, More Information Summary of Programmatic Changes to the LC/NACO Authority File: What LC-PCC Catalogers Need to Know se.pdf se.pdf PCC Acceptable Headings Implementation Task Group details and background documents cahitg/ cahitg/

James/Kuhagen for VLA -- Feb. 5, Conclusion Policies change as we get closer to implementation so don’t forget to... Check PCC page for interim guidelines 0Interim%20Policies%20and%20Best% 20Practices.html 0Interim%20Policies%20and%20Best% 20Practices.html Check OCLC’s RDA page

James/Kuhagen for VLA -- Feb. 5, Questions?