Module 4: Persons, Families, and Corporate Bodies -- Elements and authorized access points LC RDA for NASIG - June 1, 2011

LC RDA: NASIG Module 42 FRBR and FRAD Group 2 entities RDA chapters –8 = General guidelines... –9 = Identifying persons –10 = Identifying families –11 = Identifying corporate bodies Group 2 entities have relationships –To works, expressions, manifestations, and items (FRBR Group 1 entities) –To other Group 2 entities (module 5)

LC RDA: NASIG Module 43 Core elements to distinguish If elements are being recorded to distinguish one person, family, or corporate body from another person, family, or corporate body, RDA gives choices for recording the elements (RDA 0.6.4): –either as additions to the authorized access point representing the person, family, or corporate body -- most U.S. libraries –as separate elements only in authority records -- no –as both -- cataloger’s judgment or NACO policy even if not breaking conflict

LC RDA: NASIG Module 44 Authorized access points Forms created according to RDA ch –See RDA appendix E and LCPS for punctuation, etc. (AACR2 style carried forward) Used in bibliographic records to express relationships to resources being cataloged Used in other authority records as 5XX fields or as part of name/title 4XX fields

LC RDA: NASIG Module 45 MARC changes for RDA authority records Two clues that the authority record is an RDA record: –008/10: value “z” (Other) –040 $a ___ $b ___ $c ___ $e rda Examples of RDA authority records for persons, families, and corporate bodies in separate handout

LC RDA: NASIG Module 46 Already an NAR in LC/NAF? During Test and interim period: if the RDA form is different from the AACR2 form, the RDA form is given in a 7XX field with a 2nd indicator of “4” LC & the Program for Cooperative Cataloging to make decisions about AACR2 forms valid for RDA LC will work with OCLC and others about updating access points in existing bibliographic records

LC RDA: NASIG Module 47 General guidelines in ch. 8 Language and script for names (RDA 8.4): –U.S.: In authorized and variant access points, apply the alternative to give a romanized form. –For some languages (see LCPS 8.4, LCPS , etc.), can also give variant access points in original language/script Other elements: if instructions in ch don’t specify language, give element in English.

LC RDA: NASIG Module 48 Variant access points Which variants to include in authority record as 4XX fields? –None are core in RDA –Cataloger judgment during US RDA Test –PCC, consortia, and local libraries may want to develop “best practices”

LC RDA: NASIG Module 49 Context of this module Overview of instructions/elements for persons and families Corporate body authorized access points Other elements for corporate bodies New fields for some of the data elements in authority records Not how to create authority records

LC RDA: NASIG Module 410 Chapter 9: Identifying persons

LC RDA: NASIG Module 411 Scope of “person” 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)” RDA 9.0: Includes fictitious entities –Miss Piggy, Snoopy, etc. now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item –During US RDA Test: also real non-humans

LC RDA: NASIG Module 412 Examples of expanded scope in RDA and during Test 100 0# $a Miss Piggy $a Miss Piggy’s guide to life / $c by Miss Piggy as told to Henry Beard # $a Beard, Henry # $a Lassie # $a Stories of Hollywood / $c told by Lassie.

LC RDA: NASIG Module 413 Persons: Authorized access points (RDA 9.19) RDA : how to put together the elements to construct an authorized access point [with links back to specific elements] –Preferred name is the basis –Additions to the name as instructed under – , in that order, as applicable

LC RDA: NASIG Module 414 Additions to the preferred name : title or other designation associated with the person : date of birth and/or death * ^ : fuller form of name * ^ : period of activity of person * ^ : profession or occupation * : field of activity of person * * = if need to distinguish; ^ = option to add even if not needed

LC RDA: NASIG Module 415 Preferred name (RDA 9.2.2) Form to be used when constructing the authorized access point in bibliographic records and 100 field of name authority records –Variant name used in variant access points (4XX fields in name authority records) If individual has more than one identity, a preferred name for each identity (RDA ) –No time period restrictions Choose the form most commonly known Variant spellings: choose the form found on the first resource received (RDA )

LC RDA: NASIG Module 416 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 ## $a Growing up with Roy and Dale, 1986: $b t.p.(Roy Rogers, Jr.) p. 16 (born 1946)

LC RDA: NASIG Module 417 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 : Seuss, Dr.) –For a married person identified only by a partner’s name and a term of address (RDA : Davis, Maxwell, Mrs.) –If part of a phrase consisting of a forename(s) preceded by a term of address (RDA : Sam, Cousin)

LC RDA: NASIG Module 418 Title of the person (RDA 9.4) Limited scope: –Royalty, nobility, or ecclesiastical rank or office –Person of religious vocation MARC X00 $c – no change 100 0# $a Carl $b XVI Gustaf, $c King of Sweden, $d # $a Benedict $b XVI, $c Pope, $d 1927-

LC RDA: NASIG Module 419 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 $c (Spirit)

LC RDA: NASIG Module 420 Date associated with the person Three dates: –Date of birth (RDA 9.3.2) –Date of death (RDA 9.3.3) –Period of activity of the person – no restrictions on time period (RDA 9.3.4) Guidelines for probable dates (RDA 9.3.1) Recorded in MARC X00 $d

LC RDA: NASIG Module 421 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 for US RDA Test used hyphens instead of spelling out the abbreviations (some testers spelled out abbreviations) –Use “active” for “fl.”: LC choice of the US RDA Test

LC RDA: NASIG Module 422 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 LC: included whenever available during the US RDA Test; will need a PCC policy

LC RDA: NASIG Module 423 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 Overlap with “field of activity” MARC X00 $c – always enclosed in parentheses 100 1# $a Watt, James $c (Gardener)

LC RDA: NASIG Module 424 Field of activity of person (RDA 9.15) Scope = “field of endeavour, area of expertise, etc., in which a person is or was engaged” 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 0# $a Spotted Horse $c (Crow Indian chief)

LC RDA: NASIG Module 425 New fields in MARC 21 authority format for persons (* = not also in 100) 046: Special coded dates (RDA 9.3) 370: Associated place (RDA ) * 371: Address (RDA 9.12) * 372: Field of activity (RDA 9.15) 373: Affiliation (RDA 9.13) * 374: Occupation (RDA 9.16) 375: Gender (RDA 9.7) * 377: Associated language (RDA 9.14) *

LC RDA: NASIG Module 426 Other elements for person Not in authorized access points: –Biographical information (RDA 9.17) -- in 678 field –Identifier for the person (e.g., record control number for the authority record -- in 010 field) (RDA 9.18)

LC RDA: NASIG Module 427 Chapter 10: Identifying families

LC RDA: NASIG Module 428 Scope of “family” Definition (RDA 8.1.2) = “two or more persons related by birth, marriage, adoption, civil union, or similar legal status, or who otherwise present themselves as a family” Not in AACR2

LC RDA: NASIG Module 429 Role of “family” Now considered creators, contributors, etc. –Important for archives, museums, and special collections -- may supplement RDA with specialist manuals (e.g., Describing archives : a content standard (DACS)) –Also possible for general library materials: genealogy newsletters, family reunion publications, etc.

LC RDA: NASIG Module 430 NARs vs. subject headings Ch. 10 applies to distinctive family entities Continue the current subject cataloging policy for general family groupings Separate authority records will exist in the LC/NACO Authority File and LCSH

LC RDA: NASIG Module 431 Families: Authorized access points (RDA 10.10) RDA : 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 under – , in that order, as applicable

LC RDA: NASIG Module 432 Additions to the preferred name : type of family : date associated with the family : place associated with the family * ^ : prominent member of the family * ^ * = if need to distinguish; ^ = option to add even if not needed

LC RDA: NASIG Module 433 Preferred name (RDA ) Form to be used when constructing the authorized access point –Variant name used in variant access points Choose the form most commonly known –Surname or equivalent –Royal house, dynasty, clan, etc. MARC X00 3# $a

LC RDA: NASIG Module 434 Type of family (RDA 10.3) Scope = categorization or generic descriptor for the type of family” –Not a controlled vocabulary – cataloger’s choice –“Family,” “Clan,” “Royal house,” “Dynasty,” etc. MARC X00: added in parentheses to the preferred name 100 3# $a Ingebretson (Family)

LC RDA: NASIG Module 435 Date associated with the family (RDA 10.4) Scope = “a significant date associated with a family,” e.g., – –202 B.C.-220 A.D. –4th-9th centuries MARC X00 $d 100 3# $a Pahlavi (Dynasty : $d )

LC RDA: NASIG Module 436 Place associated with family (RDA 10.5) Scope = “place where a family resides or has resided or has some connection” Include in access point if needed to distinguish one family from another with the same name or would help identify Give place in form as an authorized access point (ch. 16) in subfield $c 100 3# $a Nayak (Dynasty : $d 1529–1739 : $c Madurai, India)

LC RDA: NASIG Module 437 Prominent member of family (RDA 10.6) Scope = “a well-known individual who is a member of a family” Include in access point if needed to distinguish one family from another with the same name or would help identify Give name in form as an authorized access point (ch. 9) in subfield $g 100 3# $a Medici (Royal house : $g Medici, Lorenzo de’, )

LC RDA: NASIG Module 438 New fields in MARC 21 authority format for families 046: Special coded dates (RDA 10.4) 370: Associated place (RDA 10.5) 376: Family information: type of family (RDA 10.3), prominent member (RDA 10.6), hereditary title (RDA 10.7) * * “Hereditary title” not used in authorized access points

LC RDA: NASIG Module 439 Other elements for family Not in authorized access points: –Family history (RDA 10.8) -- in 678 field –Identifier for the family (e.g., record control number for the authority record -- in 010 field) (RDA 10.9)

LC RDA: NASIG Module 440 Chapter 11: Identifying corporate bodies

LC RDA: NASIG Module 441 Scope of “corporate body” 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” As in AACR2, includes ad hoc events (such as athletic contests, exhibitions, expeditions, fairs, & festivals) and vessels (e.g., ships & spacecraft) –LC discussion paper: consider moving events to “subject” section of RDA: events are subjects in FRSAD

LC RDA: NASIG Module 442 Corporate bodies: Authorized access points (RDA 11.13) RDA : 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 under – , in that order, as applicable

LC RDA: NASIG Module 443 Additions to the preferred name : if name not conveying “body” : place associated with the body * ^ : associated institution * ^ : date associated with the body * ^ : type of jurisdiction * : other designation * ^ : number, date, & location of a conference * = if need to distinguish; ^ = option to add even if not needed

LC RDA: NASIG Module 444 Preferred name for the corporate body (RDA ) Choose the form most commonly known Variant spellings: choose the form found in the first resource received (RDA ) –LC kept its policy to change to the later spelling in cases of orthographic reform Not abbreviating “Department” (should not have abbreviated in AACR2 headings)

LC RDA: NASIG Module 445 Change in form for conferences, etc. A merged instruction for preferred name of a conference, congress, meeting, exhibition, fair, festival, etc. - changes from AACR2: –Retain frequency in the name of a conference, congress, or meeting –Omit year of convocation from the name of an exhibition, fair, or festival (will be included in the authorized access point)

LC RDA: NASIG Module 446 Name not conveying 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)

LC RDA: NASIG Module 447 Place (RDA 11.3) Two categories: –Location of conference, etc. (later slide) –Location of headquarters Form of place: –Form prescribed in chapter 16 –Abbreviate name of countries, states, etc., as instructed in appendix B

LC RDA: NASIG Module 448 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)

LC RDA: NASIG Module 449 Date of establishment (RDA ) or termination (RDA ) 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 in parentheses, to the preferred name – no change

LC RDA: NASIG Module 450 Type of jurisdiction Part of “Other designation associated with the corporate body” -- RDA 11.7 Term designating the type of jurisdiction added to the name of a government other than a city or a town, if necessary, to distinguish between access points for two or more governments that have the same name, or names so similar that they may be confused.

LC RDA: NASIG Module 451 Another “Other designation associated with the corporate body” (RDA 11.7) If other elements in list not appropriate or not sufficient to differentiate between two different bodies Scope: –a word, phrase, or abbreviation indicating incorporation or legal status –any term serving to differentiate the body from other corporate bodies, persons, etc.

LC RDA: NASIG Module 452 MARC for Other designation... In access point: add, in parentheses, to the preferred name of the corporate body (subfielding may vary) 151 ## $a Korea (South)

LC RDA: NASIG Module 453 Number of a conference, etc. (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. Not given in access point if publications of a conference, etc., cataloged as a serial MARC: X11 $n

LC RDA: NASIG Module 454 Date of conference, etc. (RDA ) Scope = date or range of dates, given as year or years, in which a conference, etc., was held Not given in access point if publications of a conference, etc., cataloged as a serial MARC X11 $d – no change

LC RDA: NASIG Module 455 Location of conference, etc. (RDA ) In form as authorized access point (ch. 16) No instruction to omit in access point if publications of a conference, etc., cataloged as a serial [“glitch” to be fixed] 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”

LC RDA: NASIG Module 456 Institution as “place” for conference 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 111 2# $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute)

LC RDA: NASIG Module 457 New fields in MARC 21 authority format for bodies (* = not also in 11X) 046: Special coded dates (RDA 11.4) 370: Associated place (RDA 11.3) 371: Address (RDA 11.9) * 372: Field of activity (RDA 11.10) * 377: Associated language (RDA 11.8) *

LC RDA: NASIG Module 458 Other elements for bodies Not in authorized access points: –Corporate history (RDA 11.11) -- in 678 field –Identifier for the corporate body (e.g., record control number for the authority record -- in 010 field) (RDA 11.12)

LC RDA: NASIG Module 459 More information on new fields in the MARC 21 authority format LC’s practice for the RDA Test html Examples folder for authority records on PSD site s.html LC Network Development and MARC Standards Office site: