Integrating Resources: the Cataloging of Chameleons Judith A. Kuhagen Cataloging Policy & Support Office Library of Congress Washington, D.C. U.S.A. Hong Kong University of Science and Technology February 21, 2005

Kuhagen Integrating resource “A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole.” Iteration = “An instance of an integrating resource, either as first published or after it has been updated.” (AACR2)

Kuhagen

4 Integrating resources: from day-to-day topics to the more unusual !

Kuhagen Chameleon Chameleon “Any of the various lizards capable of changing their color” “A fickle or changeable person” (both from Webster’s dictionary) “An integrating resource” (Anonymous)

Kuhagen Characteristics It changes when no one is looking! It’s difficult sometimes to identify it as same “animal” seen earlier! Its “description” changes over time!

Kuhagen Identifying integrating resource Most common types: –Updating loose-leafs –Updating databases –Other updating Web sites Others: e.g., updated slide sets

Kuhagen Identification clues Statement from publisher/creator Revision dates Updated content but no separate parts – or separate parts no longer exist

Kuhagen More LC/PCC identification information in LCRI 1.0 Direct access electronic resource as serial even if mounted on a network “Loose-leaf format” vs. “updating loose- leaf” guidelines Republication guidelines “In case of doubt” guidelines And some specific LC practices

Kuhagen If wrong mode of issuance If wrong “guess” as to mode of issuance or if mode of the resource changes, same or new bibliographic record? –LC/PCC practice posted on CPSO Web site:

Kuhagen Questions if new to the library #1: Should the resource be cataloged? –Consult others in library, formally or informally –Consider staff time to create record, monitor resource, and update record –Consider alternatives to traditional bibliographic record: MODS record, Web guide, title listing, etc.

Kuhagen Questions if new to the library #2: If resource is to be cataloged, what level of record should be created? –Three levels of description in AACR2 (1.0D) –PCC core record not yet developed –A brief record (e.g., LC’s “access-level” record)

Kuhagen If resource already “in” the library Determine if original decision to catalog or not is still appropriate –Consult others in library, formally or informally –Consider staff time to monitor resource and update record/listing, etc. –Consider other alternatives

Kuhagen Determining if “in” the library may itself be difficult Because resource changes … And so, finding the bibliographic record, listing, etc., may be difficult

Kuhagen Change is “normal” condition Different title data Different responsible person or body Different publisher Different series Different scope etc.

Kuhagen But serials change, too! Yes, but there’s a difference: –With serials, you have the earlier issues to consult ! –With integrating resources, you have only* the current iteration !!! *Disclaimer: may have earlier iterations of updating loose-leafs if library policy is to retain pages; may have archived Web resources.

Kuhagen So, search carefully ! Don’t search only one data element, (e.g., title proper on current iteration) because that element may have changed Impact of incomplete searching: multiple records for different iterations of same resource

Kuhagen If no existing record/listing: Decide how many descriptive data elements & notes to include If bibliographic record, –Use chapter 12 & other appropriate chapter(s) –Some MARC 21 fields formerly only in serial records: 247, 310, , etc. Include access points/references so users find the record/listing Include subject information (most important for many resources)

Kuhagen If an existing record/listing, will you monitor the resource? How often? By whom? What can your library afford? Easier for updating loose-leafs than for electronic resources

Kuhagen If an existing record/listing: #1: Comparison of record and resource #2: Decision on importance of earlier descriptive data elements no longer present #3: Relocation of such data elements in the record #4: Description of the current iteration #5: Access points #6: Subject analysis/classification

Kuhagen #1: Compare record and resource Usually (almost always!) the record will be for the same or an earlier iteration –Check for a “Description based on:” note –If record created before Dec. 2002, look for clues in other notes Compare all data elements in record with resource

Kuhagen Keeping track of changes Different from serial practice because basis of description is different: –AACR2 12.0B1b): “Base the description of an integrating resource, except the beginning date of publication, on the current iteration of that resource.”

Kuhagen Result: recataloging Data in title and statement of responsibility area through the series area reflect the current iteration –Exception: beginning date Earlier data elements are covered by notes Descriptive access points reflect current and earlier iterations Subject analysis reflects current iteration

Kuhagen #2: Decision: earlier descriptive data elements Rules say to “make a note if the change is considered to be important.” –For title proper, rule says “in general, give the earlier title in a note.” What do your users (catalogers, other library staff, faculty, students, etc.) need? What can your library afford? (related to how often you compare)

Kuhagen #3: Relocate earlier data elements Tip: once you’ve decided what earlier data elements to retain (institution policy or cataloger’s judgment), move them to notes before you describe the current iteration (easy to forget what was there!)

Kuhagen #4: Describe current iteration Add, remove, change data elements in MARC 21 fields 1XX-4XX If other title information changes often, rule AACR2 12.1E1 says you can omit that data element Update the item described note to identify the current iteration; give viewing date for electronic resources (AACR2 12.7B23)

Kuhagen #5: Assign/adjust access points To enable identification and retrieval: –1XX, 7XX, 440/8XX, 246 for current iteration –Important 7XX, 8XX, 246/247 for earlier iterations

Kuhagen #6: Subject analysis/Classification Adjust information to reflect current iteration –Subject headings/categories/key words –Class number

Kuhagen Online resource conundrum Common title/section title? vs. series title/analytic title? vs. host item/component part? Remember: body’s name may be statement of responsibility rather than a title Remember: not all displayed titles may belong to the resource (e.g., possibility of a “collection title” supplied by aggregator)

Kuhagen Updating loose-leaf conundrum Change in edition statement: –Same resource vs. new resource? New base volume or content just repackaged? –Some guidelines in LCRI 21.3B

Kuhagen For more information: Integrating resource module in BIBCO and CONSER cataloging manuals SCCTP course on integrating resources: MODS records LC’s “access-level” record

Kuhagen Questions? Good luck with your chameleons !! Thanks to Adam Schiff for “Weeds gone wild.”