1. T ASK G ROUP TO F ORMULATE OR R ECOMMEND PCC/NACO RDA P OLICY ON A UTHORITY I SSUES : S UMMARY OF R ECOMMENDATIONS Kathy Glennan University of Maryland May 3, 2012 (revised May 9)

2. Task Group Charge To formulate or recommend PCC policy on the prioritized NACO issues raised in the PCC RDA-Decisions Needed Task Group spreadsheet providing clear direction on each issue and noting any contingencies in policy implementation

3. Task Group Membership Kathy Glennan (U Md), Chair (Member, Standing Committee on Standards) Ben Abrahamse (MIT) Karen Detling (NLM) Joanna Dyla (Stanford) Sara Layne (UCLA) George Prager (NYU) Paul Frank (LC, Secretariat rep.) The Task Group met 13 times via phone and made 21 separate recommendations

4. Status of Recommendations Most, but not all, have been accepted by the PCC Policy Committee – A few still under discussion Some recommendations still need to be reconciled with LC’s Policy and Standards Division responses Final versions will be incorporated into appropriate documentation

5. Recommendation Summaries Brief descriptions follow For detailed recommendations, see: – High Priority Recommendations High Priority Recommendations – Medium Priority Recommendations Medium Priority Recommendations – Low priority recommendations not currently available Not necessarily the final content!

6. Conference Headings If no AACR2 authority record exists, follow RDA instructions when creating conference authority records Create two kinds of conference NARs – Collective conference authority records See also earlier/later references Include alternate forms of name, etc., for conference as a whole – Individual conference authority records Include enumeration, date, and location of individual conference in 1XX Include alternate forms of name, etc., for that conference

7. Source Citations – Where? Use 670 for justification of 1XX, 4XX, 5XX Use 046, 37X, 381 $v (Source of information) for justification of information recorded elsewhere in that field – If 670 already has the citation, $v not required in 046, 37X, 381 – May cite same source in 046, 37X, 381 $v and 670 $a

8. Source Citations – Content? Follow the same basic citation principles when recording data in $v that currently apply to 670 $a – May supply specific citation information (page number, sub-page of website, date viewed) – Do not use $v for Found information Citation of usage

9. Using $u? If citing an online resource in 046, 37X, 381 $v, may add $u in that same field – Encoding $u does not substitute for encoding $v

10. Special Coded Dates When information is readily available, encode dates in 046 field (even if in 1XX) – Personal names: $f (birth date) & $g (death date) – Corporate/conference/family names: $s (start period) & $t (end period) Give the fullest information available – Typically in the form YYYYMMDD – Can use EDTF (Extended Date Time Format) instead http://www.loc.gov/standards/datetime/spec.html

11. New 3XX Fields Generally, encode when information is readily available – Even if the data is also in 1XX – Use controlled vocabulary when possible Use $2 for source of term – Use cataloger's judgment to determine if information would be useful

12. FRBR Group 2: 3XX Fields 368 Other Corporate Body Attributes – Prefer controlled vocabulary 370 Associated Place – Give the RDA form as it would appear as a parenthetical qualifier in an authorized access point 371 Address – Record based on cataloger's judgment; be aware of privacy concerns, e.g., no street addresses for persons

13. FRBR Group 2: 3XX Fields 372 Field of activity – Prefer controlled vocabulary 373 Associated Group – For personal names, prefer following LC/NAF – For corporate names, follow RDA instructions 374 Occupation – Prefer controlled vocabulary 375 Gender – Use language terms, not codes

14. FRBR Group 2: 3XX Fields 376 Family Information – Prefer controlled vocabulary 377 Associated Language – Prefer MARC21 language codes over terms 378 Fuller Form of Personal Name – Encode even if in 1XX (In 1XX only if needed to break a conflict)

15. FRBR Group 1: 336 – Content Type Do not encode – An expression level attribute – Authority records for expressions currently may represent more than one expression Revisit decision after PCC issues a policy about undifferentiated expression NARs vs. multiple NARs for specific expressions

16. FRBR Group 1: 3XX Fields 380 Form of Work – Prefer controlled vocabulary 381 Other Distinguishing Characteristics – Cataloger’s judgment 382 Medium of performance – Formulate per RDA 383 Numeric designation of musical work & 384 Key – Encode when available

17. 4XX References Allow for hybrid cross-references – As long as the components are represented by name authority records – Temporary situation until PCC Day One for RDA Authority Records, March 31, 2013

18. 4XX References – Best Practices Record variants found in the manifestation being cataloged No limitation on the number or form of references Use the established form of components in 4XX references Establish additional headings needed to support elements used in 4XX references Trace a former heading as a cross-reference

19. 4XX References – Best Practices May use variant form of a component in its entirety as an additional 4XX reference – As long as it is not divided into its component parts through the use of subfields When changing the form of a 1XX for a superordinate body, geographic name or personal name, update all NARs that use that component in a 4XX – Unless the 4XX represents the former heading

20. 5XX - Complex Pseudonyms Continue the current practice of using $w nnnc for complex pseudonyms – Developments with linked data may make the $w r $i alternate identity approach more desirable in the future

21. 5XX – Reciprocal Relationships All 5XXs still require separate NARs Provide reciprocal 5XX fields – Use 5XX without $w r $i when referring from one identity of an entity to another: Predecessor/Successor Real identity/Alternate identity – Use 5XX $w r $i for overlapping bibliographic identities, such as: Musical group/Member Founder/Founded organization

22. 5XX terms in $i For FRBR Group 2 entities: – Take the appropriate term from RDA Appendix K – Record based on cataloger’s judgment For FRBR Group 1 entities – Take the appropriate term from RDA Appendix J – Record as reciprocal, unless too many derivative or descriptive works Reference from Hamlet on the NAR for a commentary on Hamlet, but not vice versa

23. 5XX and Hierarchical Superior Bodies Use $w r $i to record the relationship between the corporate body established in the 110 and immediately superordinate bodies Use $i terms from RDA Appendix K Do not make reciprocal relationships on the NAR for the superior body

24. Repeating a Subfield vs. Repeating a Field Repeat subfield – Additional term from same vocabulary Repeat field when: – Vocabulary source differs ($2) – Another associated element differs (e.g., range of dates) – Needed for clarity

25. Additional Recommendations Cease coding 008/29 (Reference Tracing Evaluation) in NARs – Use “|” - No attempt to code Consistently display 040 $e immediately preceding 040 $c – Apply to Authority and Bibliographic Formats Do not develop PCC guidance about family names until we have more experience with the issues

26. Additional Recommendations Add a 678 when it would be useful to convey to the end user complex information that cannot be clearly conveyed by other parts of the authority record – Follow DCM Z1

27. Q UESTIONS ? E MAIL : KGLENNAN @ UMD. EDU