Based on an earlier presentation made at the BCLA Annual Conference in 2010 Prepared for Pan-Canadian RDA Training by: Linda Woodcock, Technical Services Librarian, Kwantlen Polytechnic University PanCanadian RDA Training Module: Introducing RDA: Resource Description and Access

Acknowledgments On behalf of the Pan-Canadian RDA trainers, I would like to thank the Library of Congress for allowing use and modification of their training modules and supplementary RDA training materials (for RDA Test at LC, June 2010 and Georgia Public Library Cataloging Summit (August 2011) and RDA Refresher Training at LC (October 2011) available at Thank you also to the copyright holders of RDA Toolkit for permission to copy screens and the RDA logo for educational purposes. All screens copied are identified with: "Screen image from the RDA Toolkit ( used by permission of the Co-Publishers for RDA (American Library Association, Canadian Library Association, and CILIP: Chartered Institute of Library and Information Professionals”. RDA Module - Introduction

What is different? Guiding principles not rule by example Structure of the RDA text Structure of the description Language & terminology Transcription conventions Use of controlled vocabularies RDA Module - Introduction 3

What is the same? Goals are still to  Describe the resource  Identify those responsible for the work  Make connections to related works  Every reader his ‘book’, every ‘book’ its reader RDA Module - Introduction 4

RDA Principles General introduction: “principles” not “rule by example” 0.0 Data created using RDA to describe a resource are designed to assist users with the following tasks: Find Identify Select Obtain RDA Module - Introduction 5

RDA Principles Differentiation The data describing a resource should differentiate that resource from other resources. Sufficiency The data describing a resource should be sufficient to meet the needs of the user with respect to selection of an appropriate resource. Relationships The data describing a resource should indicate significant relationships between the resource described and other resources. Representation The data describing a resource should reflect the resource’s representation of itself. Common Usage or Practice Data that is not transcribed from the resource itself should reflect common usage in the language and script preferred by the agency creating the data. RDA Module - Introduction 6

RDA Structure Divided according to two goals of resource descriptionIdentify and Relate No longer organized by class of materials Each chapter in Section 1 addresses a user task 2/ Identifying Attributes of Manifestations & items FIND / IDENTIFY 3/ Describing Carriers SELECT 4/Providing Acquisition & Access Information OBTAIN RDA Module - Introduction 7

RDA Structure General introduction Recording attributes –Ch. 1-7: work, expression, manifestation, item –Ch. 8-16: person, family, corporate body, place Recording relationships: ch , Appendices Glossary Index 8

RDA Structure FRBR Group 1 Entities Section 1: Describing manifestations and items Section 2: Describing works and expressions FRBR Group 2 Entities Section 3: Describing persons, families, corporate bodies FRBR Group 3 Entities Section 4: Describing concept, object, event, place RDA Module - Introduction 9

RDA Structure RDA is not divided by format Each instruction applies to all types of material / physical formats. Some guidelines and instructions in chapters refer specifically to resources issued in a particular manner. RDA Module - Introduction 10

RDA Structure Recording Extent Record the extent of the resource by giving the number of units and an appropriate term for the type of carrier as listed under Exceptions Cartographic resources. Notated music Still images. Text Three-dimensional forms RDA Module - Introduction

Structure of the Description AACR2’s levels of description have been replaced by a set of required elements Core Elements Guided by FRBR/FRAD “high value” elements to support user tasks, ISBD mandatory elements Floor not a ceiling RDA Module - Introduction 12

1st Level Description vs Core Element Set (0.6) Title proper First Statement of responsibility Edition statement Material (or type of publication) specific details First Publisher, place Date of publication Extent of item Notes Standard number Title proper First Statement of responsibility Edition statement Material (or type of publication) specific details First Publisher, place Date of publication Extent of item Notes Standard number Title proper First Statement of responsibility Edition statement First place of publication First publisher’s name Date of publication Title proper of series Numbering within series Identifier for manifestation Carrier type Extent Title proper First Statement of responsibility Edition statement First place of publication First publisher’s name Date of publication Title proper of series Numbering within series Identifier for manifestation Carrier type Extent RDA Module - Introduction 13

Structure of the Description CORE IF statements Some elements become Core IF another element is absent Place of distribution is a core element for a resource in a published form if the place of publication is not identified. RDA Module - Introduction 14

Exceptions to the rule? At certain points you are offered o Options for additions or omission o Alternatives to the stated rule Library of Congress has published their decisions on when their catalogers will apply these alternatives and options RDA Module - Introduction 15

Alternatives and Options 0.8 Alternative guidelines and instructions provide an alternative to what is specified in the immediately preceding guideline or instruction. Optional instructions provide for either: a) the optional addition of data that supplement what is called for in the immediately preceding instruction or b) the optional omission of specific data called for in the immediately preceding instruction. RDA Module - Introduction 16

Alternatives At certain points RDA offers an alternative to the stated rule 1.7 When instructions specify transcription … apply the general guidelines on capitalization, punctuation, symbols, abbreviations ALTERNATIVE If the agency creating the data has established in- house guidelines on capitalization, punctuation, symbols, abbreviations, etc. or has designated a published style manual, use those guidelines or that style manual RDA Module - Introduction 17

Optional provisions 1.4 Language and Script Record the elements listed below in the language and script in which they appear on the sources from which they are taken. Optional Addition Record an element listed above in a transliterated form in addition to the form recorded in the script used on the source LC practice/PCC practice for Optional addition: If non-Latin scripts are provided for the elements listed at RDA 1.4, provide romanized equivalents for those elements listed as "Mandatory if Applicable" in the PCC Guidelines for Creating Bibliographic Records in Multiple Character Sets.RDA 1.4PCC Guidelines for Creating Bibliographic Records in Multiple Character Sets RDA Module - Introduction 18

New terminology in RDA FRBR terminology is used throughout the text WEMI Work Expression Manifestation Item Element Attribute RDA Module - Introduction 19

AACR2 to RDA vocabulary First Level of Description Chief Source of Information Physical description Notes on the content Make added entries Core Element Set Preferred Source Describe carriers Describe content Record relationships RDA Module - Introduction 20

AACR2 to RDA vocabulary heading author, composer,etc. main entry uniform title authorized access point creator Authorized access point for a work (preferred title + authorized access point for creator if appropriate) (1)preferred title (+ other information to differentiate) (2) conventional collective title Works RDA Module - Introduction 21

AACR2 to RDA vocabulary GMD General material designation Physical description media type carrier type content type Carrier description RDA Module - Introduction 22

AACR2 to RDA vocabulary see reference see also reference variant access point authorized access point for related entity RDA Module - Introduction 23

Elements of the description RDA 1.4 RDA specifies which elements of the description are  Transcribed  Recorded  Supplied RDA Module - Introduction 24

Elements of the description Transcribed elements Title / Statement of responsibility Edition statement Publication statement (Place, Publisher, Date) Numbering Recorded elements Carrier information Physical characteristics Content information RDA Module - Introduction 25

Elements of the description Supplied elements Data about the resource that is gathered from sources outside the resource itself There are guidelines governing o supplied titles o supplied dates RDA Module - Introduction

RDA / IFLA Representation Principle Take what you see /Accept what you find Do not abbreviate AACR2 uses abbreviations in certain transcribed elements such as edition, numbering, place of publication RDA permits abbreviations in transcribed elements only if that is how they are represented on the source Do not correct errors AACR 2 directed that inaccuracies be corrected RDA requires inaccuracies to be recorded as they appear No more use of [sic] or [i.e.____] RDA Module - Introduction 27

Capitalization Capitalization Apply the instructions on capitalization given in appendix A. A A.1 General Guideline Unless there are specific guidelines under A.2–A.9, capitalize words according to the guidelines for the language involved.A.2A.9 RDA Module - Introduction 28

Use of Abbreviation B.4 Transcribed Elements For transcribed elements, use only those abbreviations found in the sources of information for the element. If supplying all or part of a transcribed element, generally do not abbreviate words. RDA Module - Introduction 29

Use of Abbreviation You can adjust what is found on the resource when providing recorded elements Instructions at B5 direct you to use prescribed abbreviations in recorded elements for : Dimension Duration Details about musical works Date: Use the abbreviations A.D. and B.C. when recording a date in the Christian calendar associated with a person RDA Module - Introduction 30

Sources of information RDA specifies preferred source of information for three categories : – One or more pages, leaves, sheets, cards – Moving images – Other resources When preparing a comprehensive description for a resource issued as a single unit choose a source of information identifying the resource as a whole RDA specifies preferred source of information for three categories : – One or more pages, leaves, sheets, cards – Moving images – Other resources When preparing a comprehensive description for a resource issued as a single unit choose a source of information identifying the resource as a whole AACR 2 specifies chief source of information for each class of material RDA Module - Introduction 31

Sources of information Use as the preferred source of information a source forming part of the resource itself that is appropriate to: the type of description (see 2.1 ) and the presentation format of the resource (see – use the title page, title sheet, or title card (or image thereof) as the preferred source of information Use as the preferred source of information a source forming part of the resource itself that is appropriate to: the type of description (see 2.1 ) and the presentation format of the resource (see – use the title page, title sheet, or title card (or image thereof) as the preferred source of information. RDARDA RDARDA RDA Module - Introduction 32

Information From Outside Chief Source RDA RDA requires [ ] ONLY if information is from outside the resource RDA RDA requires [ ] ONLY if information is from outside the resource AACR2 requires information taken from a source other than the chief source to be enclosed in [square brackets] AACR2 requires information taken from a source other than the chief source to be enclosed in [square brackets] RDA Module - Introduction 33

TITLE AACR 2 Other titles optional If no collective title transcribe first named as title proper Make added entries for the other titles Other titles optional If no collective title transcribe first named as title proper Make added entries for the other titles RDA Other titles optional If no collective title devise one Other titles optional If no collective title devise one RDA Module - Introduction 34

General Material Designation AACR 2 A subfield of title element Mix of content and carrier information A subfield of title element Mix of content and carrier information RDA Replaced by three discrete elements Media type 3.2 Carrier type 3.3 Content type 6.10 Replaced by three discrete elements Media type 3.2 Carrier type 3.3 Content type 6.10 RDA Module - Introduction 35

Statement of responsibility AACR 2 Record those associated with a work up to a maximum of 3 1.1F5 If more than 3 record first named and use [et. al.] Record those associated with a work up to a maximum of 3 1.1F5 If more than 3 record first named and use [et. al.] RDA Record all names associated with the creation of the work Optionally –Omit all but the first. Indicate the omission by summarizing what has been omitted in language of agency preparing description [i.e. not in Latin] –Roger Colbourne [and six others ] Record all names associated with the creation of the work Optionally –Omit all but the first. Indicate the omission by summarizing what has been omitted in language of agency preparing description [i.e. not in Latin] –Roger Colbourne [and six others ] RDA Module - Introduction 36

Place of Publication RDA Transcribe a place of publication, etc., in the form and the grammatical case in which it appears. Transcribe name of country, state, province if it appears. Use abbreviations Transcribe a place of publication, etc., in the form and the grammatical case in which it appears. Transcribe name of country, state, province if it appears. Use abbreviations Transcribe places of publication and publishers' names in the form in which they appear on the source of information. Apply general guidelines on transcription given under use only those abbreviations found in the sources of information for the element. Transcribe places of publication and publishers' names in the form in which they appear on the source of information. Apply general guidelines on transcription given under use only those abbreviations found in the sources of information for the element. RDA Module - Introduction AACR2 37

Publisher AACR 2 1.4D2 Give the name of the publisher in the shortest form in which it can be understood RDA Transcribe places of publication and publishers' names in the form in which they appear on the source of information. Optionally Omit levels in a corporate hierarchy that are not required to identify the publisher Transcribe places of publication and publishers' names in the form in which they appear on the source of information. Optionally Omit levels in a corporate hierarchy that are not required to identify the publisher RDA Module - Introduction 38

Date of Publication AACR 2 Substitute Arabic numerals for Roman in the date of publication Substitute Arabic numerals for numbers expressed as words Substitute Arabic numerals for Roman in the date of publication Substitute Arabic numerals for numbers expressed as words RDA Record dates of publication applying the general guidelines on numbers expressed as numerals or as words given under When recording numbers expressed as numerals or as words in a transcribed element, transcribe them in the form in which they appear on the source of information. Record dates of publication applying the general guidelines on numbers expressed as numerals or as words given under When recording numbers expressed as numerals or as words in a transcribed element, transcribe them in the form in which they appear on the source of information. RDA Module - Introduction 39

Publication statement AACR 2 If no place or probable place can be given, give s.l. (sine loco), or its equivalent in a nonroman script. If the name of the publisher, distributor, etc., is unknown, give s.n. Paris : [s.n.] If no place or probable place can be given, give s.l. (sine loco), or its equivalent in a nonroman script. If the name of the publisher, distributor, etc., is unknown, give s.n. Paris : [s.n.] RDA If neither a known nor a probable local place or country, state, province, etc., of publication can be determined, record –Place of publication not identified. If publisher unknown record –Publisher not identified. If neither a known nor a probable local place or country, state, province, etc., of publication can be determined, record –Place of publication not identified. If publisher unknown record –Publisher not identified. RDA Module - Introduction 40

Choice of Access AACR A2 Enter a work by one or more persons under the heading for the personal author 21.6C2 If responsibility is shared among more than three persons or corporate bodies enter under title 21.1A2 Enter a work by one or more persons under the heading for the personal author 21.6C2 If responsibility is shared among more than three persons or corporate bodies enter under title RDA If two or more persons or corporate bodies are responsible construct the authorized access point by combining the AAP for the person with principal responsibility with title IF principle responsibility not indicated enter under first named If two or more persons or corporate bodies are responsible construct the authorized access point by combining the AAP for the person with principal responsibility with title IF principle responsibility not indicated enter under first named RDA Module - Introduction 41

Construction of Access Points Key changes to the construction of headings  Headings for the Bible  Do not use O.T. and N.T.  Use instead Old Testament and New Testament  Do not use O.T. or N.T. intervening with individual books of the Bible, enter these directly  Treaties  Enter under first country named regardless of order  Some new additions to personal names are permitted RDA Module - Introduction

Recording relationships  Key aspect of FRBR/FRAD model  Most are beyond CORE elements  Decide which are important in your environment Recording Primary Relationships 4 Relationships are CORE RDA elements Creator Other person or corporate body associated Work manifested Expression manifested RDA Module - Introduction

Recording relationships Recording Relationships Between Works LC considers two types as CORE o whole/part for works in a compilation o Serial relationships earlier/later titles RDA Module - Introduction 44

RDA and MARC RDA is independent from any encoding method BUT MARC 21 – changes have been made to allow us to continue to use MARC until a new encoding standard emerges. This will improve the data structure now in preparation for what the future brings. RDA Module - Introduction 45

MARC21 Changes to Accommodate RDA New code ‘c’ in leader position 18 # Blank - Non ISBD a AACR2 cataloguing = NOT RDA i ISBD included (redefined) c ISBD, without ISBD punctuation at ends of subfields RDA Module - Introduction

MARC21 Changes to Accommodate RDA New codes in 007 and 008 – 007 new values for content designators for smd – 008 new values for form of music compositions, form of item 040 $e Description conventions –Give value “rda” (to be included in templates). –DLC$cDLC$erda Subfield $i Relationship information »added to 700,710,711, 730 RDA Module - Introduction 47

MARC21 Changes to Accommodate RDA MARC21 Format for Bibliographic Data – 336 Content Type – 337 Media Type – 338 Carrier Type – 588 Source of description note RDA Module - Introduction 48

New 38X Fields 380 Form of work A term expressing the class or genre of the work $aWilder, Thornton,$d $tOur town. 380 $aPlay 130 #0$aCinderella (Choreographic work) 380 ##$aChoreographic work 382 Medium of performance A term that indicates the instrumental, vocal, and/or other medium of performance #$aMahler, Gustav,$d $tSymphonies,$nno. 2,$rC minor 382 ##$aorchestra RDA Module - Introduction 49

MARC21 Changes to Accommodate RDA 380 Form of Work (R) 381 Other Distinguishing Characteristics of Work or Expression (R) 382 Medium of Performance (R) 383 Numeric Designation of Musical Work (R) 384 Key (NR) RDA Module - Introduction 50

MARC 21 Bibliographic Fields to Accommodate RDA Attributes of Works and Expressions 380 – Form of Work (R) RDA 6.3 Form of Work 380 ## $a Motion picture 380 ## $a Television program 380 ## $a Choreographic work 380 ## $a Poem 380 ## $a Play 380 ## $a Comic strip 381 – Other Distinguishing Characteristics of Work or Expression (R) RDA 6.6 Other Distinguishing Characteristic of the Work RDA Module - Introduction 381 ## $a Geological Survey (South Africa) 381 ## $a Philadelphia Museum of Art 381 ## $a arranged 51

MARC 21 Bibliographic Fields to Accommodate RDA Attributes of Works and Expressions 382 – Medium of Performance (R) RDA 6.15 Medium of Performance 383 – Numeric Designation of a Musical Work (R) RDA 6.16 Numeric Designation of a Musical Work RDA Module - Introduction 384 – Key (NR) RDA 6.17 Key 52

MARC21 Changes to Accommodate RDA New field 264 Production, Publication, Distribution, Manufacture, and Copyright Notice (R) $a Place of production, publication, distribution, manufacture (R) $b Name of producer, publisher, distributor, manufacturer (R) $c Date of production, publication, distribution, manufacture, or copyright notice (R) RDA Module - Introduction 53

New Field 264  Separates out data currently embedded in 260 with other data  Provides a separate place for copyright date rather than as additional text in 260 $c First Indicator Second Indicator Sequence of statements # - Not applicable/No information provided/Earliest 2 - Intervening 3 - Current/latest Function of entity 0 - Production 1 - Publication 2 - Distribution 3 - Manufacture 4 - Copyright notice date  260 is obsolete when creating RDA records RDA Module - Introduction 54

MARC21 Changes to Accommodate RDA New field 264 is repeatable Separate 264 field for publishing, manufacturing, copyright information 264 #1$aBoston : $Little Brown, $c2010 Or a pair of 264 fields if publisher not known 264 #1$aBoston : $b[publisher not identified], $c #1$aCambridge : $bKinsey Printing Company, $c2010 If recording copyright it is in a separate 264 field 264 #4$c©2002 RDA Module - Introduction 55

RDA Module - Introduction DLC $e rda $b eng $c DLC $d NLC $d BTCTA $d YDXCP $d OCLCO (pbk.) (pbk.) 042 pcc PN165 $b.B PN165 $b B /.02 $ K6UA Bruce, Harry, $d Page fright : $b foibles and fetishes of famous writers / $c Harry Bruce Toronto, Ontario : $b Emblem, $c $c © pages ; $c 23 cm 336 text $2 rdacontent 337 unmediated $2 rdamedia 338 volume $2 rdacarrier 504 Includes bibliographical references (pages ) and index Authorship $v Anecdotes Authors $v Biography Writing $x Materials and instruments $x History Art d'écrire $v Anecdotes.

MARC21 Changes to Accommodate RDA (3) New fields in Authorities format 370 Associated Place374 Occupation 371 Address375 Gender 372 Field of Activity376 Family info 373 Associated group377 Associated (affiliation)language RDA Module - Introduction 57

Let’s review Quiz RDA Module - Introduction