1. RDA Resource Description and Access
N.S. Harinarayana
Associate Professor
Department of Library and Information Science
University of Mysore, Mysore
This presentation is based on literature reviews and readings of various documents published either as hard copy or on the internet.

2. RDA: Resource Description and Access
The successor to AACR2
Released in 2010
Primarily web-based (RDA Toolkit), but also in but also in print form at a later stage
Text is not read in a linear fashion
Text is repeated whenever needed to support Hyperlink
Based on concepts from FRBR (Functional Requirements for Bibliographic Records)
JSC for the Revision of AACR decided that a change is needed for the current approach. The aim was to have guidelines that will cover description and access for digital as well as monograph resources. This should result in records that could be used in a variety of environments (digital and others). AACR was first published in 1978.
JSC working with the editor of RDA is responsible for this new tool. JSC includes representatives of 6 major Anglo-American cataloguing communities 1- ALA, ACOC, BL, CCC, CILIP, LC.

3. RDA: Who is responsible?
Joint Steering Committee (JSC)
American Library Association (ALA)
Australian Committee on Cataloguing (ACOC)
British Library (BL)
Canadian Committee on Cataloguing (CCC)
Chartered Institute of Library and Information Professionals (CILIP)
Library of Congress (LC)
Assisted by JSC Secretary and RDA Project Manager
JSC reports to the Committee of Principals (CoP)

4. RDA Acronyms FRBR FRAD FRSAR ISBD
Functional Requirements for Bibliographic Records
FRAD
Functional Requirements for Authority Data
FRSAR
Functional Requirements for Subject Authority Records
ISBD
International Standard Bibliographic Description

5. Adopting RDA Who is RDA for? What about training?
Libraries
Metadata community
Museums, archives, educators, publishers
Dublin Core compatibility
What about training?
NLA will be working with various training agencies in Australia to make the materials available and accessible to all users
If you are familiar with AACR2 you should find it easy to use RDA once you have familiarized yourself with its organization and vocabulary. Information on the key changes between AACR2 and RDA will be available to ease the transition, and since RDA will be a web-based tool it will be easy to navigate to the instructions you need.
There are a couple of things that you can do in order to prepare for RDA. The first is to familiarize yourself with the concepts and vocabulary that is found in FRBR. The second is to keep up-to-date with RDA developments by reviewing drafts as they become available and monitoring comments about RDA on various list services.

6. New standard : why? Simplify rules
Encourage use as a content standard for metadata schema
Encourage international applicability
Goes past AACR2 in cataloguing digital resources
Flexibility to accommodate newly emerging resources
Support flexible catalogues
It’s about recording data, not the presentation of this data
Provide more consistency
Rules will be applied independent of any particular syntax or structure
Why do we even need a new cataloging standard?
Briefly stated, [click] we now have an opportunity to simplify our cataloging code and [click] to establish it as a content standard for resource description for various metadata schema, and [click] to encourage its use worldwide.
We need a new code [click] that will be more consistent across the various types of content and media, and that demonstrates the commonalities of different types of resources. [click]
We want to address current problems with rules in AACR2, such as with GMDs (general material designators) and for cataloging digital materials,
and [click] we want to change the approach to cataloging, to get back to more principle-based rules that build cataloger’s judgment and are simple to use.
We also want a new standard that will encourage the application of the FRBR data model (Functional Requirements for Bibliographic records) and now also FRAD (Functional Requirements for Authority Data). –

7. New standard : why? – cont.
Emphasis on helping users by providing information
they need to find, identify, select and obtain information resources
Recognizes that libraries now operate in a digital web based environment.
Support integration of library catalogue records with those produced by other metadata communities.
Find materials corresponding to the search criteria
Identify an item as being the one sought for (distinguish between two items)
Select an item appropriate to the user’s needs and request
Obtain the items by either lending, purchasing or access to an on-line resource.
Helps users to understand the relationship between creators and works by clustering bibliographic records for different editions, translations or physical formats of a work. Goes past AACR2 in
Identify and define the important things (entities)
Identify and define the significant relationships between these entities
Identify and define the attributes that characterize the entities

8. New standard : why? – cont.
Address current problems
Principle-based
To build cataloguer’s judgment
Encourage application of FRBR/FRAD

9. BASIC CONCEPTS: Entity, Attribute, Relationship

10. WHAT IS ENTITY?
Person

11. WHAT IS ENTITY?
Place

12. WHAT IS ENTITY?
Object

13. WHAT IS ENTITY?
Event

14. ATTRIBUTES
Descriptive properties possessed by each member of an entity set.

15. ENTITY SET/TYPE: ENTITY SET : STUDENT
Set of entities of the same type that share the same attributes.
ENTITY SET : STUDENT
Student A
Student B
Student C
Student D

16. STUDENT A STUDENT B STUDENT C STUDENT D Mr. A Mr. B Mr. C Mr.D
ENTITY SET : STUDENT
STUDENT A
STUDENT B
STUDENT C
STUDENT D
ENTITY SET : TEACHER
Mr. A
Mr. B
Mr. C
Mr.D

17. What is relationship?
Meaningful association among several entities.

18. RELATIONSHIP SET/TYPE:
A set of relationships of the same type.

19. RELATIONSHIP SET : SUBJECT
ENTITY SET : STUDENT
ENTITY SET : TEACHER
Student A
Mr. A
Mr. B
Student B
Student C
Mr. C

20. DEGREE OF RELATIONSHIP SET
The number of entity sets that participate in a relationship set.

21. RELATIONSHIP SET : SUBJECT
ENTITY SET : STUDENT
ENTITY SET : TEACHER
Student A
Mr. A
Mr. B
Student B
Student C
Mr. C

22. TYPES OF ATTRIBUTES
Single and composite:
roll number is an example of single attribute as it can not be divided further.
Name can be divided further into 3 parts consisting of first name , middle name , last name so it is an example of composite attribute.

23. TYPES OF ATTRIBUTES
Single valued and multivalued:
The attributes which have single value are single valued attributes such roll number.
The attributes which has a set of values are called multivalued attributes. Such as any student can have more than 1 telephone number .

24. TYPES OF ATTRIBUTES
Derived attribute:
These attributes are derived from the existing attributes of entities.
The value of a derived attribute is not stored , but computed when required.

26. TYPES OF ATTRIBUTES
Descriptive attribute:
The attribute of the relationship is called descriptive attribute.

27. Cardinality One to many Many to one One to one Many to many
It expresses the number of entities to which another entity can be associated via a relationship set.
One to many
Many to one
One to one
Many to many

28. ONE TO MANY A B a1 b1 b2 a2 a3 b3 a4 b4

29. MANY TO ONE b2 a1 a2 a5 b3 b1 a3 a4 A B

30. ONE TO ONE a1 a2 a3 a4 b4 b3 b2 b1 A B

31. MANY TO MANY a1 a3 a2 b4 b3 b2 b1 a4 A B

32. Key FRBR concepts FRBR Group 1 entities: FRBR Group 2 entities:
An entity relationship model
FRBR Group 1 entities:
Work
Expression
Manifestation
Item
FRBR Group 2 entities:
Persons, corporate bodies
FRBR user tasks:
Find, Identify, Select, Obtain
Main purpose is to develop a new standards for describing resources in particular for the digital world. There should be now a clear line of separation between recording of data and the presentation of data. The data recorded to describe a resource has to a) Identify the resource described b) select a resource hat is appropriate to the user’s requirements
The actual book, CD, DVD  ITEM
Title  MANIFESTATION
Format, edition, translations (such as translation language, etc. )  EXPRESSION
Who wrote this work? -- WORK
Work : ID – Title – Date – etc.
Expression ID Title – Form – Date – Language – etc.
Manifestation ID – Title Statement of responsibility – Edition – Imprint – Form – Terms of availability – Mode of access, etc
Item – ID – Provence – Location

33. Work Expression Manifestation Item FRBR Entity Relationships
is realized through
Expression
is embodied in
Manifestation
is exemplified by
Work and Expression are the intellectual artistic content
Manifestation and Item are physical recording of content
one
Item
many
Slide by Barbara Tillett, LC
Based on the slide by Barbara Tillett, LC

34. Abridged edition version Copies owned by the library
FRBR Entity Relationships
Is created by Person or Corporate body
Work
Is realized by Person or
Corporate body
Language edition of the text
Videorecording of the text
Print version
Videocassette
Abridged edition version
DVD
Online version
is produced by Person or Corporate body
Work
Expression
Manifestation
Item
Copies owned by the library

35. Group 1 entities The “idea” of The Lord of the Rings: Work
e.g., the novel; the “movie”; the score.
The realisation of The Lord of the Rings in one or more modes of expression: e.g. “English text”, “French translation”, “performance”, the director’s cut.
Expression
Manifestation
The embodiment of The Lord of the Rings: e.g. CD audio book ISBN-13: ; or Audio Cassette  ISBN
In the FRBR entity-relationships model, we have works and expressions – abstract entities of intellectual and artistic content. They are useful to identify in our bibliographic records, because we can use them to collocate or cluster together the things we collect and organize in libraries or display in our catalogs.
When we record the intellectual or artistic content, we move from the abstract “work/expression” to a physical entity. As FRBR puts it, a manifestation is the physical embodiment of an expression of a work. In order to record something you have to put it on or in some container or carrier. So, manifestations appear in various “carriers,” such as books, periodicals, maps, sound recordings, films, CD-ROMs, DVDs, multimedia games, Web pages, etc. A manifestation represents all the physical objects that bear the same characteristics of intellectual content and physical form. In actuality, a manifestation is itself an abstract entity, but describes and represents physical entities, that is all the items that have the same content and carrier. When we create a bibliographic record, it typically represents a manifestation – that is, it can serve to represent any copy of that manifestation held in any library anywhere.
One example or exemplar of a manifestation is called an item. Usually it is a single object, but sometimes it consists of more than one physical object, e.g., a monograph issued in 2 separately bound volumes or a sound recording on 3 separate CD’s. With an item entity, we are able to identify an individual copy of a manifestation and to describe its unique attributes - this may be information relevant to its circulation or preservation.
Work, Exp, Man, It = Group 1 entities.
This is all a bit abstract so let’s look at a specific example. CLICK
The Lord of the rings is a work. Strictly there are several works called the Lord of the rings. The novel by J R.R Tolkien is the best known, perhaps. But is has been dramatised for radio, screen and stage, and interpreted in music. These creations are treated as distinct, but related works. Lord of the rings is also the title of a critical work by Jane Chance.
The work has to be realised through a mode of expression. CLICK This could be textual. Different translations will be different expressions. Different productions of the musical would be different expressions. The extended cut is a different expression from the standard cinema release. Readings by different narrators would be different expressions.
For anyone else to experience it, the expression has to be embodied in a some kind of carrier. Click. This is the manifestation. It could be a book , a DVD or, as in these examples a CD and Audio cassette.
Click. My copy of the audio cassette is a specific example of one of these manifestations. When you catalogue, you infer the manifestation from a specific item
Item
An exemplar of a manifestation of, “The Lord of the Rings”, e.g.: My copy!.
Group 1 entities
Slide by Alan Danskin, British Library

36. FRBR Benefits Collocation Easier cataloging
Better organization of the catalogue
Easier cataloging
The ability to customize rules to suit a specific type of material. RDA will make it easier to identify basic instructions and ignore detailed instructions that are required for a more complex level of description
The ability to retrieve rules for unfamiliar formats and save them as a workflow
The ability to add users’ notes online and integrate rule interpretations and any institution policies
Source: 16 (added Navita )
Writ points 2 & 3 under “Easier cataloguing” – it’s a one-stop shop affording easy reference to in-house policies, procedures and consultation of rule interpretations.
VTLS was the first vendor of integrated library management systems to embrace FRBR and to test their vision of how to implement FRBR. In their presentations they explain their views of the benefits of applying FRBR to their system:
They find that with FRBR, the principle of collocation is expressed in a much better way because you have a better and more easily understood organization to the catalog. It’s more intuitive to group the translations and editions and performances (expressions) and the various manifestations of those expressions under the work that is contained in those manifestations.
Cataloging is easier with FRBR because the system can take advantage of the FRBR structure to automate the inheritance of identifying information – metadata from the highest levels of linked descriptions.
FRBR Work and Expression records need only to be cataloged once. Right now, under traditional cataloging, catalogers have to repeat the Work and Expression elements every time they catalog a new edition of a work. Remember the scenario I showed you earlier of using the authority records for work and expression records with linked subject information….

37. FRBR Benefits Reduction in cataloging load Circulation
Work only catalogued once for all expressions of it
Expression only cataloged once for all manifestations of it
Item cataloging (already simple) remains the same
Circulation
Place holds at Work or Expression level rather than only at Manifestation level
Source: 16 (added Navita )
VTLS was the first vendor of integrated library management systems to embrace FRBR and to test their vision of how to implement FRBR. In their presentations they explain their views of the benefits of applying FRBR to their system:
They find that with FRBR, the principle of collocation is expressed in a much better way because you have a better and more easily understood organization to the catalog. It’s more intuitive to group the translations and editions and performances (expressions) and the various manifestations of those expressions under the work that is contained in those manifestations.
Cataloging is easier with FRBR because the system can take advantage of the FRBR structure to automate the inheritance of identifying information – metadata from the highest levels of linked descriptions.
FRBR Work and Expression records need only to be cataloged once. Right now, under traditional cataloging, catalogers have to repeat the Work and Expression elements every time they catalog a new edition of a work. Remember the scenario I showed you earlier of using the authority records for work and expression records with linked subject information….

38. Critical Differences (Changes) Between AACR2 and RDA
Level of description
Comprehensive description
Analytical description
Multilevel description
Structure
GMD/SMD [content: carrier or the physical format]
Includes the carrier and type of media
Music CD might be displayed as [music recording: CD audio], and
Videocassette might be displayed as [moving image: video VHS]
Map or Atlas on CD-ROM might be displayed as [cartographic resource: digital]
Global edit and replace function will be able to map the existing GMD to its new value in the new field
Comprehensive description – used to describe as whole the following type: a) resource issued as a single unit (eg. personal web site) b) resource issued in two or more parts simultaneously (e.g. 3 video cassettes issued as a set) c)resource issued in successive parts e.g. series of sheet maps a magazine published monthly, etc.) d) integrating resource (an updating loose leaf, web site that is updated on a periodic basis)
Analytical descrip. Used to describe any of the following types: a) part contained within a larger resource as a single unit b) a part of a resource issued in successive parts (e.g. single vol, of a series c) part of an integrating resource one chapter in an administration manual issued as an updating loose-leaf vol.)
Multilevel description : Any resource comprising two or more parts may be described using both a comprehensive description for the whole and analytical description

39. Critical Differences (Changes) Between AACR2 and RDA – cont.
Punctuation
punctuation not integral BUT
Can be mapped to existing MARC punctuation or any other Schema used (such as Dublin Core, .HTML, etc.)
Retrospective cataloguing is not required as there will be no significant changes
Compatible with AACR2
Instructions are not different but grouped and presented differently
Retrospective adjustment will be minimal – only where rules on access point creation have changed
Terminology

40. Further Changes: Rules for Access Points
Few abbreviations will be used in RDA
Bible. O.T.
After RDA: Bible. Old Testament
Bible. O.T. Job
After RDA: Bible. Job
Rule of three
Selections
Lacking collective title
There are likely to be a number of changes affecting the describing of religious works. These are the two that were identified in recent announcements.
The first is part of a larger change. RDA will contain very few abbreviations. So Old Testament and New Testament will be written in full, when used to represent a work.
The second change is to interposing elements. The testament will be removed
Names of versions are used, as a present, as are dates.
- Added Navita (replace “Now” with “After RDA”)

41. New Terminology AACR2 terms RDA terms Heading Access point
Authorized heading
Main Entry
Added Entry
Authority control
Uniform title
RDA terms
Access point
Preferred Access point
Primary Access point
Secondary Access point
Access point control
Preferred title
Name of the work (to include name of creator when applicable)
We’re making an attempt to update the card catalog-based terminology that remains in AACR2. The AACR term "heading" of course comes from the text that was typed at the top or “head” of catalog card. We will be replacing this term with "access point.” So Main Entry and Added Entry headings will become "primary access point", and “secondary Access Point“ although we are still discussing these terms and will explore eliminating the need to declare any access point as “primary” other than for the purpose of naming a work. We’re also moving away from using the term “authority control” toward using “access point control”.
The term Uniform Title is problematic because it actually has three different definitions in AACR2 (a standard way of naming the work, like Hamlet; a collective term, like “Selections”; or a unique title to distinguish among works with the same name, as for serials), so instead of using the term “uniform title”, we‘re proposing to use the term ’Preferred title’ which can be for either a work, an expression, or for when we want to cite the manifestation that contains the work and expression.

42. Mandatory Elements of Description
Title
Statement of responsibility
Edition
Numbering
Publisher, etc.
Date of Publication
Title proper of series
Numbering within series
Resource identifier
Form of carrier
Extent
Scale of cartographic content
Coordinates of cartographic content

43. RDA & MARC21
AACR2 and MARC 21 are two different standards designed for two different purposes.
AACR2 is largely a content and display standard while MARC 21 is an encoding standard.
RDA will contain guidelines for choosing and recording data to include in bibliographic and authority records.
MARC 21 is one possible schema for encoding records created using RDA, but it will also be possible to encode records created using RDA in other schemas, such as MODS or Dublin Core.
Spell out the acronym for MODS - Navita

44. Examples Harry Potter and the philosopher’s stone / J.K. Rowling. WORK
Language material – English EXPRESSION
Harry Potter and the philosopher’s stone / J. K. Rowling. London : Bloomsbury, MANIFESTATION
Harry Potter and the philosopher’s stone / J. K. Rowling. London : Bloomsbury, Edition: Abridged ed. MANIFESTATION
Harry Potter and the philosopher’s stone / J. K. Rowling. London : Church House Publishing, Edition: Large print ed. MANIFESTATION
Harry Potter and the philosopher’s stone [Online] MANIFESTATION

45. Examples Sound recording EXPRESSION
Harry Potter and the philosopher’s stone [Audiocassette] MANIFESTATION
Harry Potter and the philosopher’s stone [CD audio] MANIFESTATION
Harry Potter and the philosopher’s stone - the movie WORK
Videorecording EXPRESSION
Harry Potter and the philosopher’s stone [DVD] MANIFESTATION
Harry Potter and the philosopher’s stone [VHS] MANIFESTATION

46. RDA Structure (Content)
Part one: Recording attributes of entities
Part two: Recording relationships between entities
The two major divisions of RDA are shown here. Part one roughly corresponds to most of AACR2 and Part two is added entries and some aspects of authority records (roughly) – added Navita

47. Attributes of Entities
Sect. 1. Recording attributes of
manifestation and item
Sect. 2. Recording attributes of work
and expression
Sect. 3. Recording attributes of person,
family, and corporate body
Sect. 4. Recording attributes of concept, object, event and place
Anything in blue is not part of the first release of RDA. Essentially subject elements are not part of this release. – added Navita

48. Relationships between entities
- Internal relationships
Sect. 5 – Primary relationships between a work/expressions/manifestations/items
Sect. 6 – Relationships to persons, families or corporate bodies
Sect. 7 – Subject relationships
By internal relationships I mean relationships specific to the resource being described. So if I’m describing a sound recording. I will identify the work represented and the way that work is expressed as well as the manifestation of that expression. I will also want to include the names of people and corporate bodies associated with the recording. This might be the band that is performing, it could be the publisher, or a conductor or soloist. – added Navita

49. Relationships between entities
- External relationships
Sect. 8 – Relationships between different works, expressions, manifestations and items
Sect. 9 – Relationships between different persons, families, corporate bodies
Sect. 10 –Relationships between concepts, objects, events and places
These relationships go beyond the resource being described. If I’m describing a film that is based on a book, then I want to point out the connection between the film and book. That is a relationship between different works. – added Navita

50. Online tool: The RDA Toolkit
Browse, search, display
Links within and beyond RDA
Annotations and bookmarks
Updates
Profiles – persistent settings
Views - e.g. core elements
Workflows – step-by-step processes
RDA is designed for online publication and here is a list of some of the required functionalities – as reported in a meeting last month.
Source: tool (added by Navita )

51. References http://www.collectionscanada.gc.ca/jsc/rda.html

52. References http://www.collectionscanada.ca/jsc/rda.html
RDA: Resource Description and Access into context 1. FRBR: Functional requirements for bibliographic records