6: Working with Copy & When to Create a New Record 1

Change over Time Using existing copy –What types of change can be accommodated? –How to edit? RDA & AACR2/CSR records Pre-AACR2 successive entry records When to consider re-describing to RDA? Creating a new record –When? –What level? 2

Manifestation: Types of change (1) Carrier type (3.22.6) Minor title changes ( ) Edition not changing scope of publication ( ) Publisher/distributor/manufacturer ( ) –Publisher: Place ( ) –Publisher: Name ( ) 3

Manifestation: Types of change (2) Series ( ) Numbering (2.6.1) Frequency ( ) Editors, issuing bodies, etc. ( ) 4

Carrier types (3.1.6, ) Minor changes: –Broadsheet to volume (Media type: unmediated) –Microfiche to microfilm (Media type: microform) –CD-ROM to DVD-ROM (Media type: computer) New record required: –Print to CD-ROM (Media type change: unmediated to computer) –CD-ROM to online (Media type: computer) 5

Exercise: Carrier type The last CD-ROM issue was: 1997/2001. The first DVD-ROM issue was: 1998/

Exercise: Carrier type (2) 300 ## $a computer discs ; $c 4 3/4 in. 500 ## $a Issues for 1989/ /2001 on CD-ROM; issues for 1998/2002- on DVD-ROM. 7

Minor Title Changes & Variant Titles Changes in title proper of serials: –RDA Major and minor changes –RDA –LC-PCC PS general guidelines and LC-PCC PS for minor change categories Title changes: no change in practice! 8

Minor title changes ( , ), parallel ( ), and variant titles ( ) Coding for CONSER core: – $a Title –246 1# $i Issues for … have title: $a [later title] –246 1# $i Issues for … have English title: $a [later parallel title] –246 1# $a [variant title] $f Example $a Géologie de la France # $i Issues for have title: $a Géol. Fr # $i Issues for also have English title: $a Geology of France and surrounding areas 246 1# $a GFSA $f

Edition statement ( , ) Changes in edition statement: No change in scope? → Record changes from later issues if important for identification Example 250 ## $a Property & casualty insurance edition. 500 ## $a Issues for Dec. 29, 1986-Jan. 2, 1989 called Property & casualty/employee benefits edition; issues for Jan. 9, 1989 called Property & casualty/risk & benefits management edition. 10

Publisher change (2.8, ) Reminder: –Existing: 260 # # (if 260 is present, leave tag as-is) OR 264 # 1 (for RDA record created after August 2011) Add: $3 Coverage –New: (intermediate) (most recent) $3 Coverage [recorded] $a Place : $b Publisher [transcribed] $c Date (if ceased) [transcribed] 11

Exercise: Publisher After this record was created, the cataloger received some additional issues (though not a complete run). Here are some changes discovered: --By the “February 1990” issue, the place of publication moved to: Tonawanda, NY --By the “February 1991” issue, the place of publication moved to: Las Vegas, NV The Raving Lunatic Society remained the publisher throughout the life of the serial. The latest issue received was: Volume 7, issue #1 (May 15, 1993). Fixed field: 008/15-17 (Ctry): nyu 12

Exercise: Publisher change (2) Fixed field: 008/15-17 (Ctry): nvu 13

Frequency change ( , ) Coding: Recorded; CONSER practice: keep all –310 ## $a Frequency, $b coverage [current] –321 ## $a Frequency, $b coverage[oldest] –321 ## $a Frequency, $b coverage[next oldest] 14

Numbering (2.6.1, ) Coding: Partially transcribed Reminder: If numbering starts over without series designation, supply [new series] Options: –362 1# $aIf have first/last in range –515 ##$aIn all situations Example # $a Began with: No 7 (année judiciaire 1998/1999); ceased with no 13 (année judiciaire 2004/2005) Example # $a Began with December ## $a Issues for called: 15

Issuing body ( ) CONSER practice: [introductory word(s)]: [information], [dates] Example 550 ## $a Issued by: Bureau of Vital Statistics, ; by: Bureau of Vital Records,

Other considerations CEG B4 FF Dates: If most recent issue (or known issue) is older than 3 years: –008/06 (Status): u –008/11-14 (Date2): uuuu Basis of identification: If have a later issue than had previously been noted, add or revise 588: 588 ## $a Latest issue consulted: …. 588 ## $a Latest issue consulted: … (publisher’s Web site, viewed …). 17

Expression-level change ( ) So far, ALL changes can be accommodated Types of change common to serials: –Language –Script Examples: 546 ## $a Volumes 1-3 in French; volumes 4-7 in German. 546 ## $a In Azerbaijani (Cyrillic), ; (Latin), 18

Work-level change (Chapter 6) Parallel language titles appearing on later issues ( ) Variant titles that differ significantly from the preferred title and might reasonably be sought ( ) Nature of the content ( ) 19

Hybrid: Editing AACR2/CSR Records Documentation: Post RDA Implementation Guidelines and Standards RDA Implementation Guidelines and Standards May follow RDA conventions to maintain AACR2/CSR records May add (or add to) fields Should create RDA NARs if additional name headings are needed (e.g., issuing body) Many changes can be made without re-describing serial using RDA 20

Exercise: CSR record maintenance FF: LDR/18 (Desc) = a 008/18-19 (Freq/Regl) =q/x 008/15-17 (Ctry) = nju Issue : Volume 87, issue Philadelphia, PA * Taylor and Francis * Published 5 times a year What enhancements could/should be made to reflect this issue? 21

Exercise: CSR record maintenance (2) FF: LDR/18 (Desc) = a 008/18-19 (Freq/Regl) =q/x 008/15-17 (Ctry) = pau 22

Editing pre-AACR2 records using RDA Watch for: Partial title that needs to be reconsidered (e.g., “Report” rather than “Report of the [Body]”) Before editing: –Create DBO to reflect issue used for description if known, based on 362, 936, and any other data: –Remove 936 Apply Hybrid Record Guidelines Impl.docx 23

Exercise: Pre-AACR Maintenance Issue: Volume 35, Number 2, May 2012 Published: Baltimore, Maryland, USA * The Johns Hopkins University Press 24

Exercise: Pre-AACR Maintenance 25

Would you re-describe to RDA if …? CSR CONSER Record: e-Level 8 (ISSN Pre-pub) Cataloger has first issue in hand. Pre-AACR2 Record: –110 2# $a Society of Archivists. – $a Journal of the Society of Archivists. 2011: Name of body changed to: Archives & Records Association. No change to title (oddly enough). AACR2 CONSER Record based on: Vol. 8, no $a ME insights. Cataloger has volume 1, number 1 with title: Middle East insights. 26

When do you need a new record? WChange to authorized access point representing work Title proper --Major change to title proper --Major change to original title for language expression Creator --Authorized access point for person, family, or corporate body used in identifying the work --Change affecting name of person, family, or corporate body used as an addition to authorized access point for the work Work under title changes to work under creator MChange to manifestation that cannot be accommodated in description Mode of issuance Media type of a serial Edition affecting scope or coverage

New record? New work? Situation $a Newsletter of the American Health Foundation Change: Newsletter of the Institute for Cancer Prevention 28

New record? New work? Situation: Loose-leaf publication 100 1# $a Dobbs, Marian F $a Determining child & spousal support Change: Serial publication $a Determining child & spousal support 29

New record? New work? Situation: $a Hong Kong business directory. 300 ## $a CD-ROMs Change in 2007: Issued only on DVD-ROMs Change in 2009: Issued only online as pdf file Change in 2012: Issued online as a database 30

New record? New work? Situation: Spanish-language edition 130 0# $a Worldnet at a glance. $l Spanish $a Worldnet en un vistazo Change: --New English-language title is: Worldnet --Spanish-language title is: Worldnet en un vistazo 31

RDA: Requiring a new description 32

Summary Change within: Manifestation, Expression, and Work-level change Hybrid-Record techniques Re-description to RDA Change without: Work/Expression, Manifestation 33