Pan-Canadian RDA Training Module: Cataloguing with RDA

Identifying persons, families, corporate bodies & places and recording attributes Based on modules from RDA Test at LC and GPLS Cataloging Summit Modified by:Alison Hitchens University of Waterloo Library

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Acknowledgements 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”. 4 RDA Module - Identifying persons etc.

Brenndorfer’s RDA in 10 Easy Steps Step 6 - Consider the persons, families and corporate bodies associated with the book – Record the things that help people identify a person/family/corporate body. – End with the construction of the authorized access point for the person/family/corporate body, with the other identifying elements going into new or existing MARC authority fields. Construct variant access points as required. RDA Module - Identifying persons etc.5 Source: Brenndorfer, Thomas. RDA in 10 easy steps. (January 2011)

Objectives of this module Be able to identify persons, families and corporate bodies by using or adding additional elements in authority records Be able to record persons, families and corporate bodies by using or creating authorized access points Understand when to use attributes as part of the authorized access point Be aware of chapter 16 for identifying places 6RDA Module - Identifying persons etc.

Relevant RDA chapters 8General guidelines... 9Identifying persons* 10Identifying families* 11Identifying corporate bodies* 16Identifying places** *FRBR/FRAD group 2 entities **FRBR/FRAD group 3 entity 7RDA Module - Identifying persons etc.

Review: FRBR/FRAD user tasks FIND persons, families, and corporate bodies that correspond to the user's stated search criteria IDENTIFY the person, family, or corporate body represented by the data (i.e., confirm that the person… is the one sought, or distinguish between two or more persons… with … similar names) UNDERSTAND the relationship between the name used to represent the person… and another name by which that person… is known (e.g., a different language form of the name) UNDERSTAND why a particular name has been recorded as a preferred or variant name. 8RDA Module - Identifying persons etc.

Review: vocabulary Heading Authorized access point See reference Variant access point Core elements = elements that support the user tasks find and identify 9RDA Module - Identifying persons etc.

Authorized access points How to identify (RDA 8-11) Form of authorized access point (RDA 8-11) Who to record in bibliographic records (RDA 18-22) Who to record as related access points in other authority records (RDA 29-32) 10RDA Module - Identifying persons etc.

Variant access points Which variants to include in authority record as 4XX fields? – None are core in RDA – LC policy: Cataloguer judgment – PCC, consortia, and local libraries may want to develop “best practices” 11RDA Module - Identifying persons etc.

MARC changes for RDA Name Authority Records (NAR) Two clues that the authority record is an RDA record: – 008/10: value “z” (Other) – 040 $a ___ $b ___ $c ___ $e rda You may also notice some of the new MARC fields such as 370 for associated place 12RDA Module - Identifying persons etc.

Already an NAR in LC Name Authority File (NAF)? During Test, 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”. This practice has been discontinued. You could still find authority records with the 7XX field: – If the 1XX and the 7XX are the same, delete the 7XX – If the 1XX and the 7XX are different, do not remove the 7XX. These types of NARs will be reviewed as part of a PCC project. 13RDA Module - Identifying persons etc.

Context of this module Elements in authorized access points Other identifying elements New fields for some of the data elements in authority records Not how to create authority records 14RDA Module - Identifying persons etc.

General guidelines (RDA 8) Terminology Core elements Language and script Recording names – Capitalization – follow appendix A – Numbers, hyphens: give as found – Spacing of initials and acronyms – Abbreviations – follow RDA appendix B Additional notes for authority records – Scope of usage – Source consulted, etc. 15RDA Module - Identifying persons etc.

Exercises! 1 Exploring RDA 16RDA Module - Identifying persons etc.

Assemble elements to create access points All elements for identification are listed first Cataloguers choose from those elements the ones needed for use in the authorized access point in order to distinguish between entities RDA is broader in scope than AACR2 – identification of entities not just “ name headings” 17RDA Module - Identifying persons etc.

Exercises! 2 Exploring RDA 18RDA Module - Identifying persons etc.

IDENTIFYING PERSONS AND RECORDING ATTRIBUTES Chapter 9 19RDA Module - Identifying persons etc.

Persons: 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 – Caillou, Mamma Yamma, etc. now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item 20 Modified from: RDA Test at LC: June module 4, slide 12 RDA Module - Identifying persons etc.

Preferred name (RDA 9.2.2) Form to be used when constructing the authorized access point 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 ) Includes relationship words such as Jr., Sr., IV, etc. 21 Modified from: RDA Test at LC: June module 4, slide 15 RDA Module - Identifying persons etc.

Title (9.4) and Other designations (9.6) Title is limited to: – Royalty, nobility or ecclesiastical rank or office – Person of religious vocation – E.g. King, Pope Any other designation has very limited scope: – Christian saints – Spirits 22RDA Module - Identifying persons etc.

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 – if needed to differentiate and dates of birth/death not known – no restrictions on time period (RDA 9.3.4) Guidelines for probable dates (RDA 9.3.1) *LC policy: core when readily available 23 Modified from: RDA Test at LC: June module 4, slide 19 RDA Module - Identifying persons etc.

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 Policy - use hyphens instead of spelling out the abbreviations – LC Policy - Use “active” for “fl.” 24 Chrétien, Jean, $d Chrétien, Jean, $d born 1934 RDA Module - Identifying persons etc.

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) LC policy: only when needed to differentiate # $a Riel, Louis $q (Louis David) $d Modified from: RDA Test at LC: June module 4, slide 23 RDA Module - Identifying persons etc.

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 # $a Smith, Michael $c (Chef) Modified from: RDA Test at LC: June module 4, slide 27 RDA Module - Identifying persons etc.

Elements for Identifying Persons: MARC fields 046: special coded dates 370: associated place* 371: address* 372 field of activity* 373: associated group* 374: occupation 375: gender* 377: associated language* 378: fuller form of personal name 678: can include biographical information* 27 *elements not used in 100 but useful for identification RDA Module - Identifying persons etc.

Persons example 046$f date of birth 100$a Munro, Alice, $d $a Wingham, Ont. $c Canada $e Clinton, Ont. 374$a Short-story writer occupation 375$a female gender 377 $a eng language that she writes in 378 $q Alice Ann fuller form of name 400$a Laidlaw, Alice Ann, $d1931- variant name 678$a Alice Ann Munro (née Laidlaw) is a Canadian short-story writer and three-time winner of Canada’s Governor General Award for English-language fiction... 28RDA Module - Identifying persons etc. Place of birth; associated country; place of residence

Exercises! 3 Identifying persons 4 Verifying access points 29RDA Module - Identifying persons etc.

IDENTIFYING FAMILIES AND RECORDING ATTRIBUTES RDA chapter 10 30RDA Module - Identifying persons etc.

Scope and Role of “family” Definition: “two or more persons related by birth, marriage, adoption, civil union, or similar legal status, or who otherwise present themselves as a family” (RDA 8.1.2) Role: creators, contributors etc. – Important for archives, museums, special collections, genealogy newsletters, family reunion publications etc. Modified from: LC RDA for Georgia Cataloging Summit, slides RDA Module - Identifying persons etc.

Name Authorities vs. Subject Headings Ch. 10 applies to distinctive family entities Continue the current subject cataloguing policy for general family groupings There will be separate authority records in LC/NACO authority file and in LCSH Modified from: LC RDA for Georgia Cataloging Summit, slide 37 32RDA Module - Identifying persons etc.

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. Modified from: LC RDA for Georgia Cataloging Summit, slide # $a Eaton 33RDA Module - Identifying persons etc.

Type of family (RDA 10.3) Scope = categorization or generic descriptor for the type of family – Cataloguer’s choice, e.g. “Family,” “Clan,” “Royal house,” “Dynasty,” etc # $a Eaton (Family) Modified from: LC RDA for Georgia Cataloging Summit, slide 41 34RDA Module - Identifying persons etc.

Date associated (RDA 10.4) Scope = “a significant date associated with a family,” e.g. – – 4 th -9 th centuries 100 3# $a Eaton (Family : $d ) Modified from: LC RDA for Georgia Cataloging Summit, slide 42 35RDA Module - Identifying persons etc.

Place associated (RDA 10.5) Scope = “place where a family resides or has resided or has some connection” Include in access point if needed to distinguish or identify Give place in its form as an authorized access point (see RDA 16) 100 3# $a Eaton (Family : $d : $c Toronto, Ont.) Modified from: LC RDA for Georgia Cataloging Summit, slide 43 36RDA Module - Identifying persons etc.

Prominent member (RDA 10.6) Scope = “a well-known individual who is a member of a family” Include in access point if needed to distinguish or identify Give name in form as an authorized access point (see RDA 9) 100 3# $a Trudeau (Family : $g Trudeau, Pierre Elliott, ) Modified from: LC RDA for Georgia Cataloging Summit, slide 44 37RDA Module - Identifying persons etc.

Elements for identifying families: MARC fields 046: Special coded dates* 370: Associated place* 376: Family information* – Type of family, prominent member, hereditary title** 678: can include family history *new fields **hereditary title never included in authorized access points 38RDA Module - Identifying persons etc.

Family example 046 $s 1869 $t 1999 associated dates 100 3# $a Eaton (Family : $d : $c Toronto, Ont.) 370 $e Toronto, Ont. Place of residence 376 $a Family $b Eaton, Timothy, $d type of family; prominent member 678 0# $a Timothy Eaton was born in March 1834 in Ballymena, Northern Ireland. At the age of 20 he moved to Ontario. He married Margaret Beattie in 1862 and had 5 children. He opened a dry goods store in 1869 in Toronto which was the cornerstone for the large Canadian retail chain Eaton's. John Craig Eaton inherited the business in The business finally went bankrupt in 1999 family history 39RDA Module - Identifying persons etc.

EXERCISES ! 5 Code the elements in the correct MARC fields 40RDA Module - Identifying persons etc.

IDENTIFYING CORPORATE BODIES AND RECORDING ATTRIBUTES Chapter 11 41RDA Module - Identifying persons etc.

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” Includes ad hoc events (such as athletic contests, exhibitions, expeditions, fairs, and festivals) and vessels (e.g., ships and spacecraft) 42 Source: RDA Test at LC: June module 4, slide 40 RDA Module - Identifying persons etc.

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 ) Not abbreviating “Department” (should not have abbreviated in AACR2 headings either) 43 Modified from: RDA Test at LC: June module 4, slide 42 RDA Module - Identifying persons etc.

Some categories of corporate bodies Subordinate/related non-government bodies recorded subordinately – RDA Government bodies recorded subordinately – RDA Legislative bodies – RDA Modified from: RDA Test at LC: June module 4, slide 45 RDA Module - Identifying persons etc.

Location of headquarters (RDA ) Scope = country, state, province, etc., or local place of headquarters, or geographic area of corporate body’s activities Core if needed to distinguish one corporate body from another with the same name Use same form as the authorized access point for the location(Ch. 16) # $a Manitoba Rolling Mills (Selkirk, Man.) Modified from: RDA Test at LC: June module 4, slide 47 RDA Module - Identifying persons etc.

Date of establishment (RDA ) or termination (RDA ) Scope = year in which a corporate body was established or terminated Give if needed to distinguish the name of one corporate body from another # $a Conservative Party of Canada (2003- ) Modified from: RDA Test at LC: June module 4, slide 49 RDA Module - Identifying persons etc.

Associated institution (RDA 11.5) Core: – for conferences, etc., if the institution’s name provides better identification than the local place name or if the local place name is unknown – if needed to distinguish one corporate body from another with the same name In the form and language recorded as the preferred name for the institution (not the whole authorized access point for the institution) 47 Modified from: RDA Test at LC: June module 4, 50 RDA Module - Identifying persons etc.

MARC for Associated institution For access point: – Conference: subfield $c – Other corporate bodies: add to the preferred name of the corporate body (subfielding and punctuation will vary) # $a Symposium on Risk in New Technologies $n(1st : $d 1981 : $c University of Waterloo) 110 2# $a CGA Accounting Research Centre (University of Ottawa) Source: RDA Test at LC: June module 4, slide 51 RDA Module - Identifying persons etc.

Other designation associated with the corporate body (RDA 11.7) Scope: – a word, phrase, or abbreviation indicating incorporation or legal status; any term serving to differentiate the body from other corporate bodies, persons, etc. – Includes names not conveying the idea of a corporate body Core: – For a body whose name does not convey the idea of a corporate body – if needed to distinguish one corporate body from another with the same name # $a Tragically Hip (Musical group) Modified from: RDA Test at LC: June module 4, slide 53 RDA Module - Identifying persons etc.

Some changes for conferences, etc. 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 in subfield $d) Locations – Can include more than 3 locations – Can use “Online” for online conferences 50RDA Module - Identifying persons etc.

Elements for identifying corporate bodies: MARC fields 046: special coded dates 368: other corporate body attributes 370: associated place 371: address* 372: field of activity* 373: associated group 377: associated language* 678: can include corporate history* *elements not used in 110/111 but useful for identification 51RDA Module - Identifying persons etc.

Corporate Body example 046 $s 2007 start date 110 $a Canada. $b Public Safety Canada 410 $a Canada. $b Sécurité publique Canada (2007) 370 $e Ottawa, Ont. headquarters 371 $a 269 Laurier Ave. W. $b Ottawa $d Canada $e K1A 0P8 address 372 $a Public Safety Canada was created to ensure coordination across all federal departments and agencies responsible for national security and the safety of Canadians field of activity 377 $a eng $a fre associated languages 52RDA Module - Identifying persons etc.

EXERCISES ! 6 Identifying corporate bodies 7 Identifying core elements 53RDA Module - Identifying persons etc.

IDENTIFYING PLACES: CHOOSING PREFERRED NAME TO BE USED IN AUTHORIZED ACCESS POINTS RDA chapter 16 54RDA Module - Identifying persons etc.

Place names in RDA Place belongs to the Group 3 FRBR entities – entities with a subject relationship to a work Part of Section 4: Recording Attributes of Concept, Object, Event & Place – Not yet developed Place included in first release of RDA because place names are used in authorized access points 55RDA Module - Identifying persons etc.

Places are used... As additions to corporate body headings and conferences As names of government bodies For recording places associated with a person, family or corporate body As additions to titles of works 56RDA Module - Identifying persons etc.

Preferred Name (16.2.2) the name or form of name chosen to represent a place Choose as the preferred name a. the form of the name in the language preferred by the agency preparing the data, if there is one in general use b. the form of the name in the official language of the jurisdiction in which the place is located 57RDA Module - Identifying persons etc.

Recording the preferred name Record as part of the name of a place the name of the larger place in which it is located or the larger jurisdiction to which it belongs ( ) – exceptions for countries and states, provinces, territories, etc. of Australia, Canada, Malaysia, the United States, the USSR or Yugoslavia and places in the British Isles – abbreviate the name of the larger place as instructed in Appendix B.2 Budapest (Hungary) Jasper (Alta.) Academy of Medicine (Toronto, Ont.) 58RDA Module - Identifying persons etc.

Variant name (16.2.3) Includes: – significantly different names – expanded names – initialism/abbreviated form – alternate linguistic form of name 59RDA Module - Identifying persons etc.

SUMMARY 60RDA Module - Identifying persons etc.

Authorized access point vs. Other identifying elements Chapters 8-11 meet several user tasks – find, identify, understand – Concerned with more than just form of name headings – Include many elements for identification – Some of these elements are used to create authorized access points 61RDA Module - Identifying persons etc.

New MARC fields (as of June 2012 update) Special Coded Dates Other Corporate Body Attributes Associated Place Address Field of Activity Associated group Occupation Gender Family Information Associated Language Fuller Form of Name Source: RDA in MARC, June RDA Module - Identifying persons etc.

What to do with an existing NAR : PCC Policy PCC cataloguers creating RDA bibliographic records will use authorized forms of names and titles established in existing AACR2 and RDA authority records. If no AACR2 or RDA authority record exists, PCC cataloguers continuing to use RDA will create RDA authority records. The resulting RDA authorized access points will be used as needed on RDA and AACR2 bibliographic records. Some bibliographic records may contain a mix of authorized headings for different names or titles created according to AACR2 and RDA. Source: PCC Post RDA Test Guidelines 63RDA Module - Identifying persons etc.

EXERCISES ! 8 AACR2 and RDA access points 64RDA Module - Identifying persons etc.

Questions/Comments Contact: Alison Hitchens Cataloguing & Metadata Librarian University of Waterloo Library 65RDA Module - Identifying persons etc.

Useful Resource Library of Congress. Resource Description and Access (RDA): Information and Resources in Preparation for RDA. Access at RDA Module - Identifying persons etc.66

References Brenndorfer, Thomas. RDA in 10 easy steps. (January 2011) Kuhagen, Judith A. “RDA Test at LC.” PowerPoint modules prepared for the Library of Congress participants in the U.S. RDA test and presented June Access at Library of Congress. “Module 4: Persons, Families and Corporate Bodies: Elements and authorized access points.” PowerPoint module prepared for the Georgia Public Library Service Cataloging Summit, Aug. 9-10, Access at PCC Post RDA Test Guidelines. Access at html html RDA in MARC – Summary of Additions, October Access at RDA Toolkit. Access at (subscription required beyond table of contents) 67RDA Module - Identifying persons etc.