1. Forming Names According to RDA
Presenter:
Katherine M. Wisser
©2014 Society of American Archivists

2. Webinar Outline The value of authorities Forming names Resources
General rules
Persons
Corporate bodies
Families
Resources

3. The value of authorities

4. The value of authorities
“Description of records creators is an essential activity of archivists…”
“Where a number of repositories hold records from a given source they can more easily share or link contextual information about this source if it has been maintained in a standardized manner…”
ISAAR(CPF), p. 8

5. The value of authorities
“Archival authority records are similar to library authority records in as much as both forms of authority records need to support the creation of standardized access points in descriptions. The name of the creator of the unit of description is one of the most important of such access points….”
ISAAR(CPF), p. 9

6. What is Authority Control?
Names constructed in such a way that their relationships or non-relationships to each other are apparent.

7. What is Authority Control?
Establish a heading
A single way in which an identity is referred to.
Define and establish relationships
Relationships to other identities, names that are not headings but may be known

8. See from and See Also from: a lesson from Dr. Seuss!

9. See from and See Also from: a lesson from Dr. Seuss!
Seuss, Dr.
Geisel, Theodore Seuss
LeSieg, Theo.
Rosetta Stone
Dr. Seuss

10. Seuss, Dr.

12. Seuss, Dr.
Geisel, Theodore Seuss
Geisel, Ted
Dr. Seuss
Frith, Michael K.
LeSieg, Theo.
Stone, Rosetta
Rosetta Stone

13. Library of Congress Name Authority File

14. Sample Authority Record: Labeled display

15. Sample Authority Record: MARC display

16. Principle MARC Authority Fields
1xx: Authorized heading
4xx: See from tracing fields
5xx: Search Also Under tracing fields
6xx: General notes
670: Source data found
678: Biographical or historical data

17. Questions?

18. Forming names
The rules in RDA

19. RDA: Chapter 8 Language and script Capitalization Expressing numbers
Accents and diacritical marks
Hyphens
Spacing, initials and acronyms
Abbreviations

20. RDA: Chapter 8: General rules
Language and script
Record names in the language and script in which they appear on the sources

21. RDA: Chapter 8 Language and script Capitalization
Apply the instructions given in Appendix A, capitalize words according to the guidelines of the language involved… For corporate names with unusual capitalization, follow the capitalization practice of the body.

22. RDA: Chapter 8 Language and script Capitalization Expressing numbers
Record numbers expressed in numerals or as words in the form in which they appear on the source

23. RDA: Chapter 8 Language and script Capitalization Expressing numbers
Accents and diacritical marks
Record accents and diacritical marks appearing in a name as they appear on the source.

24. RDA: Chapter 8 Language and script Capitalization Expressing numbers
Accents and diacritical marks
Hyphens
Retain hyphens; include hyphens in transliterated names

25. RDA: Chapter 8 Language and script Capitalization Expressing numbers
Accents and diacritical marks
Hyphens
Spacing, initials and acronyms

26. RDA: Chapter 8 Persons and families: Corporate bodies:
Leave a space between a full stop or an initial
Corporate bodies:
Do not leave a space between a full stop or an initial

27. Questions?

28. FORMS OF NAMES: IDENTIFYING PERSONS
Chapter 9
FORMS OF NAMES: IDENTIFYING PERSONS

29. General Rule
In general, choose the name by which the person is commonly known as the preferred name for that person. The name chosen may be the person’s real name, pseudonym, title of nobility, nickname, initials, or other appellation.

30. “Most Commonly Known”

31. Examples:
Clinton, Bill Not Clinton, William Jefferson Blythe Fats Domino Not Antoine Domino

32. Multiple names 9.2.2.5. Different forms of the same name
If a person is known by more than one form of the same name, choose the preferred name for the person
Fullness
Language
Spelling
Fullness: choose the form most commonly found
Language: choose the form corresponding to the language of the most of the resources as the preferred name
Spelling: If spelling differs and not from transliteration, choose the first one, record the other spellings of the name as variant names.

33. Multiple names 9.2.2.6. Different names for the same person
This rule does not apply to someone who:
changed his or her name,
Or has more than one identity

34. Multiple names 9.2.2.6. Different names for the same person
Choose the name by which the person is clearly most common, if possible, otherwise in order of preference:
The name that appears most frequently in resources associated with the person,
The name that appears most frequently in reference sources,
The latest name.

35. Multiple names
Change of Name If a person other than one who has more than one identity has changed his or her name, choose the latest name or form of name as the preferred name.

36. Multiple identities 9.2.2.8. Individuals with more than one identity
If an individual has more than one identity, choose the name associated with each identity as the preferred form or name for that identity.
Charles L. Dodgson
(real name used in works on mathematics and logic)
Lewis Carroll
(pseudonym used for literary works)

37. Other aspects to names: a sampling
: Surname represented by an initial X, Malcolm : Married person identified only by a partner’s name Davis, Maxwell, Mrs Compound Surnames Lloyd George, David
: Surname represented by an initial
: Part of the name treated as a surname
: Persons known only by a surname
: Married person identified only by a partner’s name
: Words, etc indicating relationship following surnames
: Saints

38. Variant forms of name 9.2.3 Variant Name for the person
: Real name
: Secular name
: Names in religion
: Earlier name of person
: Later name of person
: Alternative linguistic form
: Other variant name

39. Additions to a name 9.3 Date associated with the person Date of Birth
Date of Death
Period of activity of the person
$a Twain, Mark, $d

40. Additions to a name 9.4 Title of the person Royalty Titles of Nobility
Popes
Bishops
Other Persons of Religious Vocation

41. Additions to a name 9.5 Fuller form of name
$a Kennedy, John F. $q (John Fitzgerald), $d

42. FORMS OF NAMES: IDENTIFYING FAMILIES
Chapter 10
FORMS OF NAMES: IDENTIFYING FAMILIES

43. General Rule 10.2 Name of the family
In general, choose the name by which the family is commonly known as the preferred name for that family. The name chosen may be the surname (or equivalent) used by members of the family, the name of a royal house or dynasty, or the name of a clan, etc.

44. Questions?

45. FORMS OF NAMES: IDENTIFYING CORPORATE BODIES
Chapter 11
FORMS OF NAMES: IDENTIFYING CORPORATE BODIES

46. Definition
Corporate body. An organization or group of persons that is identified by a particular name and that acts, or may act, as an entity.

47. Definition
Subordinate body. A corporate body that forms an integral part of a larger body in relation to which it holds an inferior hierarchical rank.

48. Questions for Corporate Bodies
Is the corporate body government or non-government?
Should this be treated as a subordinate corporate body?
Should I enter it in direct or indirect order?

49. 11.2.2.3 Choosing the preferred name
General Rule
Choosing the preferred name
Choose the name by which a corporate body is commonly identified as the preferred name for that body.

50. Subordinate Corporate Bodies Entered Subordinately: Non-governmental
Name containing a term that by definition implies that the body is part of another (e.g., Department, Division, Section, Branch)
Bangalore University. Department of Botany
British Broadcasting Corporation. Finance Division

51. Subordinate Corporate Bodies Entered Subordinately: Non-governmental
A name containing a word that normally applies administrative subordination (e.g. Committee, commission)
Edison Electric Institute. Statistical Committee
Seattle Art Museum. Public Relations Office

52. Subordinate Corporate Bodies Entered Subordinately: Non-governmental
A name that is general in nature or that does no more than indicate a geographic, chronological, or numbered or lettered subdivision of a parent body
Knights of Labor. District Assembly No. 3
American Institute of Architects. Utah Society

53. Subordinate Corporate Bodies Entered Subordinately: Non-governmental
Name that does not convey the idea of a corporate body
CBS Inc. Economics and Research
University of Washington, Bothell. Human Resources

54. Subordinate Corporate Bodies Entered Subordinately: Non-governmental
A name of a university faculty, school college, institute , laboratory, etc., that simply indicates a particular field of study
Syracuse University. College of Medicine
Princeton University. Bureau of Urban Research

55. Forms of Names: Identifying Corporate Bodies Chapter 11: Non-Governmental
Name that includes the entire name of the higher or related body
American Legion. Auxiliary
not American Legion Auxiliary
Dunedin Botanic Garden. Friends
not Friends of the Dunedin Botanic Garden

56. Subordinate Corporate Bodies Entered Subordinately: Governmental
An agency with a name containing a term that by definition implies that the body is part of another (e.g., Department, Division, Section, Branch)
An agency with a name containing a a word that normally implies administrative subordination in the terminology of the government concerned (e.g., committee, commission)
An agency with a name that is general in nature or that does no more than indicate a geographic, chronological or numbered or lettered subdivision of the government or of one of its agencies recorded subordinately.

57. Subordinate Corporate Bodies Entered Subordinately: Governmental
Name does not convey the idea of a corporate body, does not contain the name of the government
A ministry or similar major executive agency
A legislative body
A court

58. Subordinate Corporate Bodies Entered Subordinately: Governmental
A principal service of the armed forces of a government
A head of state or head of government
An embassy, consulate, etc.
A delegation to an international or intergovernmental body

59. Direct and Indirect order
Direct: Public Library Association. Audiovisual Committee Hierarchy: American Library Association. Public Library Association. Audiovisual Committee

60. Direct and Indirect order
Indirect: American Bar Association. Committee on Nonprofit Corporations Hierarchy: American Bar Association. Section of Business Law. Committee on Nonprofit Corporations

61. Specific Rules for Specific Corporate Bodies
Government officials Legislative bodies Constitutional conventions Courts Armed forces Embassies, Consulates, etc Delegations to international and intergovernmental bodies Councils, etc. of a single religious body Religious officials

62. Meeting names/Conferences
Preferred form
Location of conference, etc.
Date of conference, etc.
11.6 Number of a conference, etc.
Olympic Games (7th : : Antwerp, Belgium)

63. Questions?

64. What Next?

65. Resources
Library of Congress Authority File Help: Resource Description and Access, chapters 8-11, RDA Toolkit: Authority Control (Wikipedia): Understanding MARC Authority Records:

66. Thank you!