1 Changes To AACR2 That Accommodate Seriality Everett Allgood Serials Cataloger New York University Libraries For the 2003 Annual Session Committee on Technical Processing Council on East Asian Libraries New York, New York March 26, 2003

2 Status Report, March 2003 AACR2 has been reissued in loose-leaf form with major changes in Chapters 12 and 21, as well as other chapters LCRIs have been revised and issued LC and PCC implemented on December 1, 2002 New MARC bibliographic level code i and repeatable 260 fields are not yet available New coding in 008/006 fields implemented in OCLC and RLIN and has been used in records for Integrating Resources since Dec. 1, 2002

3 Topics for todays talk The new framework and how the concepts of continuing resource, serial, and integrating resource are used The concept of major and minor changes and the new minor title change provisions Additional available resources for study and review

4 The World of Continuing Resources Many electronic and some print resources (loose- leafs) which were previously cataloged as monographs are now grouped into a category called Integrating Resources Because integrating resources exhibit a high degree of seriality, they are closely related to serials Because serials and integrating resources have so much in common, the two are now joined together in a revised Chapter 12 entitled Continuing Resources

5

6 Differences The primary difference between monographs and continuing resources is the fact that monographs are finite (i.e., they have a predetermined conclusion) –Multiparts are still cataloged as monographs even though they may be issued over time The primary difference between an integrating resource and a serial is the form in which it is issued –While some rules are the same, others are different

7 Differences in cataloging Basis of the description: –Serials: First or earliest available issue –IR: Latest iteration Change conventions: –Serials: Successive entry (a new record each time there is a major change) –IR: Integrating entry (the same record is used and updated for most changes)

8 Continuing Resources Definition A bibliographic resource that has no predetermined conclusion This is an umbrella concept used to group serials and integrating resources. It provides a collective term for the two. New !

9 Integrating Resource Definition A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. An integrating resource may be finite or continuing. Includes: updating Web sites, updating databases and updating loose-leafs New!

10 Examples of Integrating Resources CONSER Web site OCLC Worldcat (database) CONSER Cataloging Manual (loose-leaf) AACR2 (loose-leaf) PCC Web site Al Gore 2000 campaign Web site (finite Web site)

11 Serial Definition A continuing resource that is issued in a succession of discrete parts usually bearing numbering that has no predetermined conclusion Examples include: journals, electronic journals, newsletters, annual reports, newspapers, monographic series and updating directories. Revised

12 Finite resources cataloged according to Chapter 12 Rule 12.0A says to catalog the following according to the rules in Chapter 12 –Publications of limited duration (i.e, resources that bear the characteristics of serials, such as frequency and numbering, but are finite in scope) –Reprints of serials –Finite integrating resources New

13 What happened on Dec. 1, 2002 Serials continue to be cataloged pretty much as they have been –Some finite resources may now be cataloged as serials –Descriptive rules include more provisions for minor changes over time and allow more flexibility –Fewer new records due to title changes

14 What happened on Dec. 1, 2002 (cont.) Integrating resources are now cataloged according to the rules in chapter 12 –They are coded as Bib Level m (monograph) –A serial 006 is added to the record containing new codes (e.g., Type of continuing resource, Entry convention) –These are interim measures until Bib Level i (integrating resource) is implemented by OCLC and RLIN (sometime after July 2003)

15 What will happen … Once Bib Level i is available: –Integrating resources and serials will both use the same 008, renamed: Continuing Resources –Records for integrating resources created by PCC libraries may be authenticated and distributed with the CONSER database

16 What is the significance of these changes? A greater recognition that many resources are not monographs and require additional control A new conceptual framework for thinking about how we organize our work in libraries –Monograph/Serial dichotomy doesnt work any more! The concept of Continuing Resources is likely to have added significance as more resources become more dynamic Both CONSER and BIBCO will catalog Integrating Resources

17 Debunking some myths! Serials still exist!! The definition of serial has not changed radically Serials are still cataloged according to Successive Entry with new records created as necessary Integrating resources are not a type of serial (they are a type of Continuing Resource) Integrating resources and Continuing Resources are not equal (the first is a type of the second)

18 Deciding whats what (LCRI 1.0 (reissued fall 2002)) In deciding how to catalog an electronic resource, consult LCRI 1.0 (formerly 12.0A) and ask the following questions: Will the resource be issued/updated on a continuing basis? –If it is basically complete, but may have been corrected, catalog as a monograph –If it is likely to be updated or added to over time, treat as a serial or integrating resource

19 Decisions (Cont.) Is the resource direct access or remote? –LCRI 1.0 assumes that direct access cannot be integrating –Ongoing CD-ROMs thus are serials, even when cumulative (e.g., the parts remain discrete) For remote, are there discrete parts? –Can you access the earlier issues or updates? –Is there real numbering, not revision dates? –If no to both, treat as integrating; if yes, treat as serial

20 Major/Minor Changes for Serials

21 Major changes Major change: a change that requires the creation of a new bibliographic record –Includes: some title changes changes of main entry (new body or change in name that would require a new heading) some uniform title qualifiers (corporate body, medium) physical medium edition statement (when change is significant – see LCRI 21.3B)

22 Minor changes Minor change: a change that does not require the creation of a new record; changes may be noted in the record instead –Includes: Some title changes Some changes to uniform title qualifiers (place, frequency, etc.) Edition statements (when change is not significant) Numbering

23 Underlying principle Make a new record only when there is a new work –This cannot be achieved but it was the goal we were working towards Does the change indicate a new work? –Have the contents changed significantly? –Is the scope or audience different? –Would an end-user be likely to think of it as a new work? Or are the changes more cosmetic? –Typographical changes, placement of words –Slight variations in scope, etc.

24 Title changes considered major: 21.2A1 Words are added, dropped, or changed in the first five (or six, if there is an initial article) words, or the order of words is changed –Unless the minor change rule applies Words are added, dropped, or changed after the first five words that indicate a significant change in the meaning of the title or scope of the serial Change in the name of a corporate body given in the title (i.e., would require a new heading) –None of these are new

25 Title changes considered minor: 21.2A2 Includes 9 provisions with many from LCRI –Category a. Representation of a word –Category b. Articles, prepositions, conjunctions –Category c. Name of corporate body –Category d. Punctuation –Category e. Order of titles (parallel titles) –Category f. Words linking to numbering –Category g. Fluctuating titles –Category h. Words in a list –Category i. Words that denote type of resource

26 Acronyms and initialisms: category a Changes from acronym or initialism to full form or vice versa are now minor –Los Angeles woman LA woman –Television news TV news Prior to this only abbreviations were considered a change in representation

27 Corporate body names: category c Old rule: minor if name is added or dropped at end of title New rule: minor if same name is added or dropped anywhere in the title, or if the form in which the name is given changes (e.g., full to abbreviation) –Includes any corporate body, including recipients of a report –But does not include personal names

28 Examples: category c Docket sheet Docket sheet of the Supreme Court of the U.S. CONSER annual reportAnnual report of CONSER Report of the Joint Committee on Printing JCP report Newsletter of the Association of Gravestone Studies AGS newsletter Journal of the Association of Computing Machinery Journal of the ACM

29 Examples (Cont.) Biennial reportBiennial report to the governor and legislature But not: Belgium and Luxembourg Fodors Belgium and Luxembourg

30 Words in a list: category h Addition, deletion, or change in order of words in a list Two things to consider: –Do I have a list? LCRI: list must be 3 or more terms –Is the change significant (21.2A1) or is it minor (21.2A2 cat. h) The more terms the more likely it is to be minor Consider nature of the serial and whether the scope is likely to change frequently

31 Examples: category h –Directory of dentists, dental specialists and dental hygienists, licensed and registered in Tennessee Directory of dentists, dental specialists, dental hygienists, and dental assistants licensed and registered in Tennessee –Philosophical magazine. B. Physics of condensed matter, electronic, optical, and magnetic properties Philosophical magazine. B. Physics of condensed matter, structural, electronic, optical and magnetic properties

32 Words indicating type of resource: category i Addition or deletion anywhere in the title or words that indicate the type of resource –Includes words such as magazine, series, report, etc. –Does not include a change from one word to another –Does not include words indicating frequency LCRI will also cover change in placement of the same word (e.g., from beginning to end of title)

33 Examples: Category i Review of organic chemistry Outlook magazine Outlook BUT NOT AtlanticAtlantic monthly (Frequency not covered) Organic chemistry Organic chemistry review

34 Other changes with past practice Changes in numbering Punctuation in the 260 field Use of 247 field(s) for Integrating Resources (note: serials still follow Successive Entry!)

G Changes in numbering If a new sequence with the same system of numbering as before is not accompanied by wordings such as new series, supply [new ser.] or another appropriate term … –Whats new: No more new records for numbering changes. –Reason: ISSN harmonization

36 Changes in numbering (cont.) Examples: –No. 1-no. 6 ; [new ser.], no. 1- –No. 1-no. 6 ; [new ser.], no. 1-no. 3 ; [3 rd ser.], no. 1- –No. 1-no. 6 ; [2 nd ser.], no. 1- ; -3 rd ser., no 104 ; 4 th ser., no. 1- New

37 1.4F8Dates of publication New rule: Dates for serials, integrating resources and multiparts –Dont give date when first issue (or last) not in hand –Optionally, supply the date NLC will follow the option; LC will not CONSER may use when date is known in order to keep descriptive practices for serials and IR in synch

38 Punctuation in 260 field Dont give ending comma when no $c –260Washington, D.C. : $b Library of Congress Dont use unclosed brackets, even when field is incomplete –260Washington, D.C. : $b Smithsonian Institution, $c [1989]- {first issue in hand} New

39 Integrating Resources: 12.7B4.2 Change in title proper note Encode 006/008 Entry Convention as 2 (Integrated entry) Make notes on earlier titles proper Use MARC and 547 fields –247Former title or title variations Use to generate title added entry in addition to note –547Former title complexity note LCRI: Give a separate 547 Title history note in addition to the 247 field only if the situation requires more explanation than is given in the 247 field.

40 Integrating Resources Changes in title proper and responsible body Existing record: 110 2# $a ABC Association $a Membership directory / $c ABC Association. 500 ## $a Description based on: Update 2, published Same record updated: 110 2# $a DEF Association $a DEF membership directory / $c DEF Association $a Membership directory $f 500 ## $a Description based on: Update 5, published ## $a Issued by ABC Association 710 1# $a ABC Association. New

41 Integrating Resources Second change in responsible body Same record updated again: 110 2# $a GHI Association $a Membership directory / $c GHI Association $a Membership directory $f $a DEF membership directory $f 500 ## $a Description based on: Update 9, published ## $a Issued by ABC Association ; DEF Association 710 2# $a ABC Association # $a DEF Association. New

42 Where to go for help! Integrating Resources Available now: Steve Millers presentation to CONSER/BIBCO on the cataloging of integrating resources –Available at: Future: Integrating Resources module for CONSER and BIBCO Manuals –Alice Jacobs and Diane Boehr at NLM are preparing for publication in mid 2003 Future: SCCTP Integrating Resources Workshop –Being prepared by Steve Miller for release in spring 2003

43 More Sources Other presentations available online: (these include all aspects of the changes) –NASIG 2002: –ALA 2002: CONSER Cataloging Manual (complete new edition) Available from CDS in print or on desktop SCCTP: new Advanced Serials and revised Basic Serials Workshops now available