1. Updating to RDA format coding Joel Hahn Cooperative Computer Services
No More RDA GMD? OMG!
Updating to RDA format coding
Joel Hahn
Cooperative Computer Services

2. The Problem

3. The Problem
In the RDA cataloging rules, the piece of the catalog record most commonly used for relaying format information to library patrons and staff—General Material Designation, or GMD—is no longer used.
How can we quickly identify the formats of those items for users in WorkFlows, e-Library, Enterprise, and other catalog resources?
What can we do to avoid having to account for two very different ways of identifying formats, one for RDA records and one for the thousands of AACR2 (and AACR1) records we still have?

4. Where did the GMD go?
Under RDA, the information typically recorded in the GMD has been split up into three fields:
Content Type (MARC field 336)
Media Type (MARC field 337)
Carrier Type (MARC field 338)
The 3XX fields in MARC are used for describing the characteristics & physical nature of the resource
This is a more logical place for the information
But they are buried deep in the MARC record
Some catalogs are not able to display the information where it will be easily noticed by users

5. Where did the GMD go?
The British Library officially switched to RDA on April 1, 2013
OCLC will globally remove GMDs from WorldCat after March 31, 2016
Starting some time before that, they also plan to globally add Content Type, Media Type, and Carrier Type fields to existing WorldCat records that lack them

6. Content Type
The official “content” terms are sometimes patron-unfriendly
A movie is a “two-dimensional moving image” or “three-dimensional moving image”
A globe is a “cartographic three-dimensional form”
If it has raised mountains, it’s a “cartographic tactile three-dimensional form”
RDA’s defense is that it doesn’t address data display, therefore OPACs should be programmed to transform unfriendly terms into something more user-friendly
If the terms should not be displayed as is, then why must they be recorded as full, English phrases instead of only as codes?

7. Media Type
The official “media type” terms are generally useless for the end user
Books and anything else that doesn’t need a player of some kind are “unmediated”
Online resources are “computer” rather than “electronic”
Others merely duplicate the list of carriers
Audio, video, microform
Maybe these will be more useful for computer-based record processing than they are for end users

8. Carrier Type
The official “carrier type” terms are more numerous than the GMDs, but are potentially more useful to end-users
Many are a little more specific than the GMD
Instead of “sound recording”, there is “audio disc”, “audiocassette”, etc.
Instead of “videorecording”, there is “videodisc”, videocassette”, etc.
But still not all that specific
DVDs, Blu-rays, HD-DVDs, and laserdiscs are all “videodisc”

9. Qualified GMDs
Some sites (including mine) locally modified audio-visual GMDs with more specific qualifiers
Following the precedent set by AACR2 1.1C1’s use of “text (large print)”, “music (braille)”, and “cartographic material (tactile)”
sound recording (CD)
sound recording (Cassette)
videorecording (Blu-ray)
videorecording (DVD)
videorecording (VHS)
electronic resource (CD-ROM)
electronic resource (Wii)
electronic resource (Xbox One)
In RDA, this data is usually in the fields

10. Qualified GMDs
These qualifiers are often represented in some way in the 007 and fields
007: Physical description fixed field
340: Physical medium
345: Projection characteristics [for movies]
346: Video characteristics [for videocassettes]
347: Digital file characteristics [including CDs and DVDs]

11. Qualified GMDs
Spreading this data among so many fields can make it difficult to easily pull it together in a way that will be coherent for end users
Coming up with something patron-friendly may require some complex programming—not something every library is going to be able to do in-house

12. Possible Solutions

13. Possible Solutions Keep using the GMD Create a new field
Display the Carrier Type
Display the Carrier Type & Content Type
Display Other Physical Information
Display format icons
Display Item Type or an Item Category

14. Keep Using the GMD Continue to record GMD in the 245 subfield h
Advantages
Matches existing records
Uses standard rules rather than making up your own
Can be included as part of the title in displays
Can be scripted in Connexion, MarcEdit, etc.
Disadvantages
Can be tricky to automatically insert it in the correct place
Will involve more local work as time goes on and fewer records are done according to AACR2R

15. Create a New Field
Perhaps a field in the 900s, or maybe a 290 or 390 field
Some options for what to put in the new field
RDA Carrier & Content Types
ISBD Content Form & Media Types ( |2isbdcontent |2isbnmedia)
“image (moving ; 2-dimensional)” instead of “two-dimensional moving image”
MARC Specific Material Form Term list ( |2marcsmd)
Human-readable version of 007/01 values
sound disc, videodisc, large print, atlas, etc.
MARC Genre Term list (|2marcgt)
art original, comic or graphic novel, videorecording
AACR2R GMD list
Create your own list

16. Create a New Field Define your own local “format” field Advantages
Easier to write scripts to automatically insert an entire field than to insert text into an existing field
Since it’s purely local practice, the your list can include whatever would most benefit your users
Including the GMD list, or a different standard list
Could be added to Workflows & e-Library hit lists
Could be added as a search facet in Enterprise
Disadvantages
Will never be present in records you import
Not part of “title” field displays in WorkFlows
New employees won’t be familiar with the practice

17. Keep Using GMDs & Create New Field
These approaches may work better for libraries who generally do not acquire catalog records from elsewhere
Also for those who already frequently add fields to most catalog records they acquire from WorldCat or elsewhere
Otherwise, over time these approaches will be harder to maintain as other libraries move away from using the GMD
Few or no new records will already include the data
Newly hired catalogers will need extra training in how to assign local GMDs

18. Display Carrier Types
One common suggestion for replacing the GMD is to display the RDA carrier type somewhere near the title
Add the field to WorkFlows, e-Library, or Enterprise hit lists
In WorkFlows & e-Library hit lists, when a record has multiple 338 fields, only the first will display
In Enterprise, it can also be a search facet
In e-Library or Enterprise, it can be displayed in square brackets if that makes people more comfortable

19. Display Carrier Types Advantages Disadvantages
Similar to the existing GMD lists
No need to edit this in all new records
Helps make old and new records look similar
In Enterprise, multiple carrier types can all show up
Disadvantages
“Legacy” AACR2, AACR1, etc. records use different terms
Not as specific as some libraries would prefer
Displays for multi-format items may be confusing
Workflows & e-Library display fields may already be used

20. Mapping GMDs to Carrier Types
GMDs (LCRI 1.1C)
Carrier Type (338)
electronic resource
filmstrip
graphic
microform
motion picture
online resource
computer disc
computer chip cartridge
filmstrip
codes for graphics vary
microfilm
microfiche
film reel

21. Mapping GMDs to Carrier Types
GMDs (LCRI 1.1C)
Carrier Type (338)
slide
sound recording
transparency
videorecording
slide
audio disc
audiocassette
overhead transparency
videodisc
videocassette

22. Displaying Carrier & Content Types
Another common suggestion is to display both Carrier Type and Content Type
For WorkFlows & e-Library:
Add fields 338 & 336 to the “FULL” entry list for each catalog format, right after the 245 field
The carrier & content types will display on the line after the title in full record displays
In Enterprise:
Create a MARC Map & Search Field containing the 338 & 336 fields
Add that to a profile’s search display & detail display

23. Display Carrier & Content Types
Another common suggestion is to display both Carrier Type and Content Type
Advantages
No need to edit this in all new records
Helps make old and new records look similar
In Enterprise, multiple fields will all show up
Disadvantages
“Legacy” AACR2, AACR1, etc. records use different terms
Displays for multi-format items will often be confusing
Workflows & e-Library display fields may already be used

24. Mapping GMDs to Carriers & Content
GMDs (AACR2 1.1C)
Carrier : Content (336)
activity card
braille
cartographic material
kit
music
realia
text
card : still image
volume : tactile text
sheet : cartographic image
Each format in the kit gets its own content/ media/carrier fields
sheet : notated music
object : other
volume : text

25. Display Other Physical Information
A solution with more detailed results than the others is to display the detailed physical information from the 34X fields
Alone, or in conjunction with the Carrier Type and possibly also the Content Type
May better match locally customized GMDs

26. Display Other Physical Information
The information is sprinkled across several fields
340 $n large print $2 rda
345 $a 3D $2 rda
346 $a VHS $b NTSC $2 rda
347 $a audio file $b CD audio $2 rda
347 $a audio file $b MP3 $2 rda
347 $a video file $b Blu-ray $2 rda
347 $a video file $b DVD video $2 rda
And most of it is present in coded form in 007 fields
Even in AACR2R records

27. Display Other Physical Information
Display just the relevant subfields for user-friendly displays
Samples
CD audio
MP3
DVD video
Blu-ray
Could display 338 : 336 : 340n 346a 347b 345a to mimic many common qualified or local GMDs
videodisc : two-dimensional moving image : Blu-ray
audio disc : performed music : CD audio
volume : text

28. Display Carrier Type & Physical Info
Much of the data in the 34X fields is also present in 007 fields
Even many AACR2 records will already contain the relevant 007 fields
Not quite all of the data in 34X fields is also present in 007 fields
007 fields exist exclusively in fixed-position coded format
So when 34X fields are not available, the data would have to be parsed & converted by display routines into something human-readable

29. Display Carrier Type & Physical Info
Advantages
Can be very detailed
Typically are terms users are familiar with
Disadvantages
Fields aren’t in common use yet, though that’s improving
Field 340 for large print may not come into common use
May use very unfamiliar terms
E.g. Playaway audiobooks often show up as just “ACELP”
When combined with Carrier Type, displays get long & stodgy
Displays for multi-format items will likely be even more confusing than the previous suggestions

30. Format Icons Icons can be used to visually indicate the format
Commonly used by OPACs, discovery services, and other web sites
They can usually be displayed based on existing data
Thus might be made to work with both AACR2R- and RDA-based records
They can usually be accompanied by text, either next to the image or as the image’s “title”, for use by screen readers and other tools for people with impaired vision.

31. Format Icons Enterprise defaults to using format icons on the hit list
Based solely on the record format and the first two positions of each 007 field
Multiple formats = multiple 007 fields = multiple format icons
Also includes 007 fields of any MARC Holdings records
Must add an 007 field to every large print & braille book record if you want “large print” & “braille” icons
Few libraries normally use either one
Can’t differentiate between laserdisc, DVD, and Blu-ray
Default icon for all three includes the text “DVD” in the image
Can’t differentiate between LP and CD

32. Format Icons
E-Library can be customized via API to display format icons for all formats, using all 006, 007, and 008 fields
Enterprise widgets could be used to generate format icons based on Carrier Types or all 006, 007, and 008 fields rather than on Enterprise’s “format” field
Would not impact the “format” facet, though
BlueCloud Cataloging client will likely be able to display format icons for staff
Using the same criteria as Enterprise

33. Mapping Format Icons

34. Format Icons Advantages Disadvantages
May not need to edit records to implement
Generally language-independent
Unlike the GMD, 33X, and 34X fields
Can make it easier for users to quickly scan through hit lists
In Enterprise, can make it easier for patrons to realize when they need to include a format facet to get more focused results
Can sometimes be based on data anywhere in the MARC record
Disadvantages
Cannot affect the facet text & indexing that are part of Enterprise’s default icon functionality
Workflows cannot display format icons
Complex data mapping can require a lot of detailed script programming
Need alternatives for people with impaired vision

35. Display Item Type or Category
Another option is to use the Item Type or one of the Item Category fields and either display the policy description or use the field as the basis for assigning format icons
Advantages
Fields already exist in the database
Can be used as Enterprise facets
Doesn’t require altering existing or imported catalog records
Works equally well with both AACR2 & RDA records
Disadvantages
Item Types often aren’t descriptive or many types share the same description
“21 Day Loan” or “DVD” vs. “DVD-NOHOLD”
Different copies may have different values
Especially in a consortium

36. Which Method is Best?
Unfortunately, there isn’t a clear front-runner that is objectively the best practice for most libraries
All of these approaches have significant pros & cons
An approach that works well enough for one library may not work at all for other libraries

37. Retrospective Conversion

38. Retrospective Conversion
Retro-converting existing AACR2 (and AACR1) records to match new RDA records lets you use only one scheme for identifying formats
RDA-specific fields are valid for use in existing non-RDA records
Just like every other field that is valid in MARC but not prescribed by AACR2
Otherwise, every format-related process must account for two (or more) possibly very different ways of encoding
If one encoding method is ignored, then those records, and thus that entire segment of your collection, becomes more inaccessible

39. Retrospective Conversion
Export, Edit, Re-import
Globally edit in place
Symphony API
Manual labor

40. Export, Edit, Re-import
One way to globally add these format fields to existing AACR2 (or even AACR1) records is to export the records, use a third-party editor to insert the fields, then re-import the records
MarcEdit, by Terry Reese (free)
MarcReport with MarcGlobal, by TMQ (not free)
Some vendors offer conversion/enrichment services to upgrade records from AACR2 to RDA
Marcive, Backstage, and others
Can also fix other problems at the same time

41. Export, Edit, Re-import
Some vendors offer conversion/enrichment services to upgrade records from AACR2 to RDA
Marcive, Backstage, and others
Can also fix other problems with your older records at the same time
The export & re-import parts of the process work the same as if you had edited the records yourself

42. Export, Edit, Re-import
If you do not have a guaranteed unique match point, be sure to include your current Title Control Number in the exported data
Then you can match on it when re-importing the records
When re-importing many thousand records, either
Break up the files and load a few thousand a day (small enough for your server to handle with the nightly run of the adutext report), or
Load all of the records with the “Bibliographic Database Overlay” report (a.k.a. bibloadbatch) and then rebuild your text indexes and headings database
This report does not mark records for overnight reindexing

43. Globally Edit in Place
The delivered “Edit Database Globally” report (a.k.a. globaledit) can edit or remove existing fields
No export needed
Cannot insert new fields
Could be used to globally remove the GMD from older records
Use #0 as a search string to select your entire database
Use \ to make certain metacharacters function as metacharacters
\[|] will match a subfield delimiter
Be careful about the impact on the nightly reindexing report
May want to use format, date, etc. selection to limit how many records are edited per run

44. API SirsiDynix has several API tools that can help, too
If you haven’t taken the API class, cover your eyes for this slide
editmarc: same tool as the Globaledit report, except it can do more than the report can
editrawmarc: Same thing as editmarc, except it works on files of records rather than on the database
catalogmerge: Can insert fields into existing records
flatskip: Can turn exported MARC records into human-readable text
Makes it easier for Perl scripts or shell scripts to edit, insert, or delete fields

45. Good, Old-fashioned Elbow Grease
For some types of changes or for some libraries, there may be no better method available than manual labor
Windows keyboard macros can automate some of the process
Open a record, add a field in the proper place in the record, then press a key combination to insert the proper field text
Split up lists of records among several people over the course of several months or years to spread out the load
Perhaps recruit volunteers from public service librarians
If the end result will greatly aid their ability to find records and help library users, it’s in their best interest to help the project get done faster
An excuse for a “get to know each other” or “shared hardship brings us together” bonding exercise that could help open lines of interdepartmental communication

46. Conclusion

47. Conclusion

48. Any questions?