1 RDA Refresher: Undifferentiated Names Prepared by Ana Lupe Cristán, Policy and Standards Division and Tim Carlton, Cooperative & Instructional Programs Division March 2015

2 Topics to be Discussed Undifferentiated Name Indicator vs. DCM Z1 008/32 Additions to Names – RDA Chapter 9 Maintenance of Existing Undifferentiated NARs Two names on a NAR More than two names on a NAR Follow-up Searching for Related Bibliographic Records

RDA vs. DCM Z1 008/32 3 o They don’t say the same thing o RDA allows for undifferentiated names o DCM says not to create new ones

4 RDA – Undifferentiated Name Indicator Scope An undifferentiated name indicator is a categorization indicating that the core elements recorded are insufficient to differentiate between two or more persons with the same name Sources of Information Take information on undifferentiated names from any source Recording an Undifferentiated Name Indicator If the core elements recorded are insufficient to differentiate between two or more persons identified by the same name, record undifferentiated.

5 DCM Z1 008/32 – Undifferentiated Personal Name As of November 2013, LC and the PCC have agreed to the following guidelines for persons whose preferred names are identical Do not use code “b” in an RDA name authority record; all personal name authority records coded RDA should be differentiated. Do not add a new identity to an existing personal name authority record coded 008/32 “b”. Instead, apply one of the following RDA attributes to create a unique authorized access point for the person being established (see RDA 9.19).

6 RDA Chapter 9 Instructions for Additions to New Names odate of birth (9.3.2) odate of death (9.3.3) ofuller form of name (9.5) operiod of activity (9.3.4) oprofession or occupation (9.16) otitle of the person, including terms of rank, honor, or office (9.4) oother designation associated with the person (9.6)

7 Maintenance of Existing Undifferentiated Records When information is found to distinguish a person included in an existing undifferentiated name record Create a new name authority record for that person, with distinguishing information, and add an indication that the person was formerly on an undifferentiated record. This means adding a 667 note indicating that the name was on a NAR coded as undifferentiated. Formerly on undifferentiated record [LCCN] But, that’s not enough - here’s what comes next …

8 Maintenance of Existing Undifferentiated Records (continued) Transfer information pertaining to that person from the undifferentiated name record to the new record and edit that information as necessary. Delete all indications of the undifferentiated NAR Do not preserve the 670 with brackets in the new NAR If more than one identity remains in the undifferentiated NAR (i.e., there is not sufficient information to create new NARs for each name) … Then, leave the original undifferentiated NAR coded as AACR2

Example of More Than One Identity Left on an Undifferentiated NAR 9

10 Maintenance of Existing Undifferentiated Records In order to facilitate machine processing of authority records (e.g., matching, linking), when only one identity is left on an undifferentiated personal name authority record (i.e., other identities have been disambiguated and removed), NACO and LC catalogers take slightly different steps (although some steps are the same) The next two slides describe these different steps

11 Maintenance of Existing Undifferentiated Records – NACO Processing Assure that the undifferentiated NAR contains only information relevant to the single remaining identity (e.g., 670s) If a differentiated NAR has not been created for the last identity: Leave the original undifferentiated NAR coded AACR2 Add a 667 field to the undifferentiated NAR that says: Last identity on undifferentiated record; reported for deletion NACO catalogers must report the last NAR to be deleted to the LC Coop Section, so you may see the NARs with the notes. The Coop Section creates a new NAR, adding the LCCN of the original undifferentiated NAR to the new one and adding a 667 note, and deletes the old NAR.

12 Maintenance of Existing Undifferentiated Records – LC Processing Create a new NAR for the remaining single identity The name may be differentiated by adding an active date, occupation, etc. or it may be exactly as the original undifferentiated name. The LCCN of the original undifferentiated NAR must be added in 010 subfield $z. Delete the original undifferentiated NAR. Add a 667 note to the new NAR that says it was originally undifferentiated: Formerly on undifferentiated record [LCCN] Remember: the number in the note must match the number in 010 subfield $z

Examples of More than one name left on a NAR 13

More Than Two Names on a NAR David Cooper, author of Who owns America? (published in 2013) – a book on U.S. political campaign financing. No other information about the person is in the resource. 1.Search for Cooper, David and view the NARs

More Than Two Names on a NAR 2.That first heading is for an undifferentiated NAR – at least 10 different authors, all with the same name

More Than Two Names on a NAR 3.You may determine that ‘your’ person is not on the NAR, or that you can’t tell with any certainty. You should then look at the other NARs to see if any others are writing on campaign finances – at least the first 10 or 11 NARs (use judgment as to how many)

More Than Two Names on a NAR 4.You may, ultimately, determine that ‘your’ person is not on any of the existing NARs, or you can’t be sure. You must then apply one of the RDA options for additions to the name, e.g. Cooper, David, $d active 2013 Cooper, David $c (Writer on campaign finances) Cooper, David $c (Writer on political finances) Cooper, David $c (Writer on politics)

Two Names on an Undifferentiated NAR Cynthia Brown, author of A paler shade of white (published in 2014) -- a mystery novel. No other information about the person is in the resource. 1.Search the database … and look at the first NAR

Two Names on an Undifferentiated NAR 2.The undifferentiated NAR shows two names that are unlikely to be the same author …

Two Names on an Undifferentiated NAR 3.Look at NARs that are likely to be the same person (e.g., persons living in the same year range) – Don’t forget to look all the way down to the last name …

Two Names on an Undifferentiated NAR 4.You may, ultimately, determine that ‘your’ person is not on any of the existing NARs, or you can’t tell. You must then … apply one of the RDA options for additions to the name 1) Brown, Cynthia, $d active ) Brown, Cynthia $c (Writer of mystery stories) 3) Brown, Cynthia $c (Mystery writer) OR undo the undifferentiated NAR and create 3 NARs (especially if no BFM is required) Brown, Cynthia, active 1976 * Brown, Cynthia, active 1966 * Brown, Cynthia [for your 2014 author] * active dates for now-disambiguated names comes from 670 data

One Name in Conflict With Another NAR Creating 3 NARs (as in the previous situation) may not be appealing – but remember that if you have a name that conflicts with a same name in the LC/NAF and there is information in that NAR to help identify the author, then update that NAR so it is no longer in conflict with the one you need to create.

One Name in Conflict With Another NAR You have a resource created by a person named Lawrence Jones; no biographical information is readily available. In the LC/NAF you find several NARs with a date and one NAR for Lawrence Jones without a date or qualifier, but looky here …

Name Found in an Undifferentiated NAR If you find that there is an undifferentiated NAR which contains the person you are dealing with you must delete the information from the undifferentiated NAR and follow DCM instructions. Example: You have a resource by a Carol Hughes, and there is information that she is a librarian; you also have a birthdate. You look in the LC/NAF and find an undifferentiated NAR

Name Found in an Undifferentiated NAR First, assure (as much as possible) that it is the same person (place of publication; time frame; etc.) Second, create a new NAR for your person, with a date and a 667 note (no subfield $z) Third, remove the relevant information from the existing NAR and move on

Name Found in an Undifferentiated NAR As described earlier, the options are: More than one name left on the NAR Leave the NAR as undifferentiated, coded as an AACR2 NAR, and with the 667 note intact Only one name left on the NAR Create a new NAR for the last undifferentiated name – add to both the 667 note and $z in the 010 EXAMPLE: You have a new resource on photography, by Tom Green. There is an undifferentiated NAR with two names; one of them is a photographer and you can determine it is the same person, the other is the author of a cookbook.

Name Found in an Undifferentiated NAR 1. Create one new NAR for your Tom Green with a date or qualifier, etc. 010 ## $a LCCN $z LCCN of undifferentiated NAR 100 1# $a Green, Tom $c (Photographer) 667 ## $a Previously on undifferentiated NAR [LCCN] 2. Create another new NAR for the other Tom Green with or without qualifier. 010 ## $a LCCN $z LCCN of undifferentiated NAR 100 1# $a Green, Tom 667 ## $a Previously on undifferentiated NAR [LCCN] 3. Delete the undifferentiated NAR for Tom Green

Pop Quiz - Undifferentiated NARs You have a resource with a creator named Jon Green and you find an undifferentiated NAR with 3 names. One is your author so you remove him and create a new NAR. You now have 2 left on the undifferentiated NAR. There is information in the 670 that can be used to differentiate both of the others, and they only have one or two bibliographic records each. What do you do? a)Leave the NAR coded AACR2/undifferentiated and move on? b)Create 2 new NARs for the other 2 persons and delete the undifferentiated NAR?

Pop Quiz - Undifferentiated NARs You have just resolved an undifferentiated situation and you have created two new NARs and deleted the undifferentiated NAR. But you find that there are now bibliographic records with that same name that don’t have NARs associated with them and the bibliographic record clearly show that these works are not attributable to the persons in the new NARs. What do you do? a)Leave the bibliographic records without any authorized access for the same named person and move on? b)Create new NARs for the other persons differentiating them as needed?

30 Questions? Discussion …