RDA for OLIS cataloguers

RDA for OLIS cataloguersTransfer training

March 2013css@bodleian.ox.ac.uk

Why RDA?RECORD SHARING

Uses FRBR principles for cost-effective customer serviceFormat-neutral and flexiblemore uses for our data

more data for us to useFacilitates more intuitive post-MARC systemsAvoids

bookism

Avoids Anglo-Americanism

Avoids

libraryism

FRBR: user tasks

Find records or materialsIdentify resources unambiguouslySelect the most suitableObtain

what is wanted

FRBR: Group 1 entities & their attributesWork

Voina i mir – written by Tolstoy – 1865-1867.realised in Expressionin English – text – translated by Constance Garnett – illustrated by John

Groth – 1911.embodied in ManifestationWar and peace : a novel – Heinemann – London – 1961.

exemplified in

Item

Printed 1983 – Bodleian copy 2 – at Swindon – lacks p. 313 – MS notes by Stephen Fry.

New work or new expression?

Relationships in the Organization of Knowledge, edited by Carol A. Bean and Rebecca Green, 2001, p. 23, “Bibliographic Relationships” by Barbara B. Tillett, Figure 2, © 2001 Kluwer Academic Publishers Boston.

FRBR: Group 2 entities & their attributes (mainly for NACO)

PersonTolstoy, Leo – Graf – 1828-1910 – Russian – male – writer of Anna Karenina etc. Corporate bodyHeinemann – founded by William Heinemann – 1890 – now owned by Pearson, Random House and Houghton Mifflin – headquarters in London and Portsmouth

N.H.FamilyWilliams – Philadelphia – prominent member, Benjamin, b. 1774 – Quakers - spiritualists

FRBR: Group 3 entities & their attributesConcept, object, event

not yet written – in principle would cover subject cataloguingPlacegrid reference – larger place – population – government – famous inhabitants (mainly for NACO records)

FRBR: relationshipsPrimary

: the WEMI hierarchy - a work realised in an expression, embodied in a manifestation, exemplified in an item.Relationships between G1 entities in different hierarchies: abridgement of, dramatisation of, commentary on, contained in, supplement to, libretto for, etc.

Relationships between G2

and

G1

entities

: author of, illustrator of, editor of, dedicatee of, publisher of, issuing body of, etc.

Relationships between

G2

entities; relationships to

G3

entities: not our problem.

Work:

Voina i mir -1865

Expression:in English – textual – illustrated – 1911

Manifestation:

War and peace : a novel / Leo Tolstoy - 1961

Item:

1983 printing – missing p. 313

others

others

others

Tolstoy

Garnett

Heinemann

Groth

Bodleian

owner

publisher

realised in

embodied in

exemplified in

translator

illustrator

author

London

place

War and peace

(Motion picture) - 1983

widescreen version

DVD – 2003 –

AB12345678

based on

director, producer, director of photography, etc.

film editor

the one on my bedroom floor

Cinescams

plc

distributor

John Smith

[various]

FRBR: what difference will it make?Helps to explain history, vocabulary and structure of

RDAWill be the foundation for future non-MARC systems where each FRBR entity will have its own record and relationships will be displayed more clearly. These may provide more intuitive clustering in public-facing tools.Will not make much difference in MARC, but:

access points in MARC records can have extra subfields to hold relatorsa new edition is no longer automatically a new work – unless it has substantial intellectual/ artistic changes or a change to the team responsible for its intellectual/ artistic content, it is just a new expression; this means that you would use 130 or 240 rather than

7XX

to link to an earlier edition with a different title.

More RDA vocabularyauthorised access point

creator contributor other person/ corporate body/ family associated with work

preferred name preferred title

to record

etc

.

RDA structure and Toolkit

http://access.rdatoolkit.org/

New elements and new MARC040 $e = rda (before

$c or $d)LDR 18 = i (ISBD)Publication and copyright datesContent type, media type, carrier typeColourRelatorsFamilies

Publication and copyright datesUse one or more 264 fields instead of 260. Indicators show (1

st) order and (2nd) whether they contain publication, production, distribution, manufacture or copyright data.Do not combine publication and copyright in the same 264.Always give a publication date, even if conjectured from copyright date.

Always give a copyright date if available, in a separate 264.Give multiple copyright dates

only

if they apply to different types of material and the earlier date is for the most important type.

Use © instead of ‘c’ (‘copyright’ is also acceptable).

If publication and copyright dates are different, 008/06=‘t’.

Formats for dates have changed, e.g. instead of ’18--’ use ’[between 1800 and 1899]’.

Exampleon colophon

Fleecem Books, Taunton©2012264 _

1 $aTaunton :$b

Fleecem

Books,

$

c

[2012?]

264 _

4 $c

©2012

Content type, media type, carrier typeReplace GMD

Required even for booksUsually supplied by templates 336 __

$a

text

$2

rdacontent

337 __

$

a

unmediated

$2

rdamedia

338 __

$

a

volume

$2

rdacarrier

Watch out for books with high image content; they need also or instead:

336 __

$

a

still

image

$2

rdacontent

Other media, e.g. accompanying material, may need other terms. Repeat these fields as necessary.

ColourNow a separate elementBut has to share 300 $b

:$bcolour

illustrations

:

$

b

illustrations

(some colour)

:

$

b

illustrations

(chiefly colour

)

Relators for roles ($e)

100 1_ $

aSlugge-Bayte

,

Primrose

,

$e

author

,

$e

illustrator

.

245 10

$

a

Springtime

rhymes :

$

b

poems

in memory of Heliotrope

Slugge-Bayte

/

$

c

by

Primrose and Petunia

Slugge-Bayte

; with illustrations by Primrose

Slugge-Bayte

and photography by Vision Unlimited; edited by Joan Silver.

700 1_

$

a

Slugge-Bayte

,

Petunia,

$e

author.

710

2_ $a

Vision

Unlimited,$e

illustrator.

700 1_ $

aSlugge-Bayte,

Heliotrope,

$

e

dedicatee.

700 1_ $

aSilver

, Joan,

$d1952-

$eeditor

.

Relator listsFor

creators: artist, author, cartographer, compiler, composer, interviewer, interviewee, photographer. For other persons/ families/ corporate bodies associated with a work: addressee, dedicatee, degree granting institution, film director, television director, issuing body, host institution, film producer, television producer, sponsoring body For

contributors: abridger, editor, editor of compilation, illustrator, interviewer (expression), interviewee (expression), translator, writer of added commentary, writer of added text.For more, see

Appendix I

.

Read the definitions!

Relators for Group 1 entitiesWe do not plan to add these, but will accept them in downloaded records

700 0_ $

iAdaptation of

:

$

a

Homer.

$t

Iliad

.

Use 500 notes instead:

100 1_

$

a

Slugge-Bayte

,

Primrose,

$e

author

.

245 10

$

a

Helpful

heroes /

$

c

by

Primrose

Slugge-Bayte

.

500 __

$

a

Children’s

play

based on the Iliad

, free from episodes of sex or violence.

700 0_

$a

Homer.$t

Iliad.$k

Selections.Downloaded records may use

76X/ 77X/ 78X notes.

FamiliesRDA allows access points for families as authors, illustrators, dedicatees, etc.

X00 3_ $aSlugge-Bayte (Family)

,$eauthor.

700 3_

$a

McSlugg (Clan

)

,$

e

dedicatee.

1

st

indicator is 3.

There is always a ‘family-type’ term in parentheses.

They may also be qualified by associated dates, place or prominent family member.

THEY ARE NOT FOR SUBJECT USE! Compare:

sh 86000793:

$

a

Asher family

n 2011079793:

$

a

Asher (Family

:

$

c

Worcester

, Mass

.)

Resource descriptionSourcesPRINCIPLE OF REPRESENTATION

OmissionsCapitalisationAbbreviationsNumbersPunctuationApproximations, corrections and clarificationsComplex physical descriptions

Sources: main changes for booksSquare brackets

are used only for information taken from outside the resource itself.Dustjackets are now considered part of the resource.Title page verso is not a listed source, but will still often be preferred as ‘a source where information is formally presented’.Parallel titles

may be taken from anywhere in the resource.For more on preferred sources for multilingual materials, see RDA/MARC21 Module 4.

OmissionsRule of 3

abandoned; normally include the whole statement of responsibility and provide access points accordingly; but use judgement.Titles, qualifications and terms of address (‘Mr.’, ‘Dr.’, ‘Rev.’, Ph.D, S.J., etc.) are not omitted from statements of responsibility, but you may optionally omit background

information.Places and publishers are not tidied up very much.

If

the publication statement gives a larger place as well as a town,

include it, even

if not needed for

identification.

Do

not reduce the publisher’s name to the shortest internationally recognisable

form; retain

‘The’, ‘Press’, ‘plc’, etc

. and umbrella bodies.

Only the first place of publication and first publisher

are

required; no ‘

first place in the home country of the cataloguing agency’.

Omitting background info

CapitalisationNo change for OLIS.RDA allows titles, etc. to be entered with the capitalisation of the resource or an inhouse system.If you download a record which has used one of these options, leave it unless preposterous.

Do not make a new record just because the capitalisation on the resource is different from that in the existing record.

Abbreviations and languageIn most cases

RDA does not abbreviate words (or use Latin):in 245: e.g. ‘[and six others]’, not ‘ ... [et al.]’.in 300: ‘pages’ and ‘illustrations’ rather than ‘p.’ and ‘ill.’ in 264, ‘[Place of publication not identified]’, etc.

In transcribed elements, any abbreviations found on the resource are retained.The familiar

abbreviations for U.S. states, Canadian provinces, Australian territories and a few countries are still used

in qualifiers for smaller places, corporate bodies, etc. [RDA B.11].

What RDA calls ‘

metric symbols

’ such as ‘cm’, ‘mm’ are not considered as abbreviations, so are not followed by a full stop [B.5.2

] unless it is final punctuation.

Roman alphabet abbreviations

are still used in 300 fields for Dimensions and Duration (ft., in., hr., min., sec

.), in 8XX $v captions

and in a few specialist fields.

NumbersNumbers are usually transcribed as found, whether in words, arabic numerals or roman numerals.

Words are converted to arabic numerals in :Year of publication and copyright and year in which a degree was grantedNumbering within series or subseriesNumbering of leaves or pages [3.4.5.2]. Arabic numerals are still required in 8XX $v (because under authority control) but not in 490.

Most agencies have decided to copy roman numerals if found in date, but OLIS policy is to copy

them as found

and

add the arabic form in square brackets, e.g. ‘MCMXXX [

1930].

PunctuationRDA does not prescribe punctuation except within access points, so examples in Toolkit will not help.

We will continue to use familiar ISBD.There is a list of ISBD punctuation in Appendix D. LDR 18 should be coded ‘i’. This will generate ‘ISBD punct. included’ in Aleph Full view – beware of records without this coding.Do not replace ‘...’ in a title with ‘--’ or square brackets with round ones.Generally transcribe as found, but you can add e.g. commas for clarification.

Approximations, corrections, clarificationsImprecise or unknown information is always expressed in English words, not Latin abbreviations.

300 __ $a

Approximately

700

pages

300 __

$a

28 unnumbered

pages

RDA rarely allows

cataloguers’ corrections or clarifications in square

brackets.

Statements

of responsibility, publishers’ names and series statements

are

supplied in square brackets only if

found

in a reliable external source

.

In

most cases cataloguers’ corrections and clarifications

are provided as

notes

(5XX or 246).

ClarificationsNo clarifications as other title information:

e.g. NOT: 245 00 $aMadame Butterfly :$b[programme] NOR: 245 10 $aThe life of Pi :$b[review].

Make a 5XX note instead.

245 00

$a

Madame Butterfly.

500 __

$a

Programme

of opera performed at the Royal Opera House on Thursday 13th November 1980.

But you may

clarify responsibilities

in a statement of responsibility

:

245 04

$a

The complete book of human knowledge /

$c

[compiled by]

Mick Taker.

CorrectionsFor mistakes in the 245 title

:provide the correction in field 246include subfield $i, to provide a note as well as an access point. use 1st indicator ‘1’, so that the note displays.

245 00

$

How to be chased /

$c

by Cousin Euphemia.

246 1_

$iTitle should read

:

$a

How to be chaste

For

seriously misleading pagination or foliation

:

300 __

$a

690

, that is,

960 pages

Otherwise, use 500:

500 __

$a

Publication date 2080 from title page. Actually published in 2008.

BASE CHOICE OF ACCESS POINTS AND FIXED FIELD VALUES ON CORRECTED INFO

.

Square brackets 1to provide a devised title for materials which have no title at all

245 00 $a[Letters between Queen Victoria and John Brown]

.

to

clarify responsibilities

in a statement of

responsibility

245 04

$a

The complete book of human knowledge /

$c

[compiled by]

Mick Taker.

to

summarise responsible entities

in a statement of responsibility.

245 10

$a

Memories of Little Happening /

$

Jean Grey

[and fourteen others]

.

Square brackets 2to show that information normally transcribed from the resource was transcribed from outside the resource

or, in the cases of place or date of publication only, to supply a conjecture 264 _1

$a

[U.K.?]

:

$b

[Flyby Enterprises]

,

$c

2010.

500 __

$a

Publisher’s name from vendor’s website.

Note that each element has its own square brackets, rather than a single set for the whole statement.

Square brackets 3to supply a larger place if the place of publication is ambiguous, e.g. ‘Dublin

[Ohio]’to provide a Common Era date in arabic numerals if the date on the item is from a different calendar or uses different numerals

$c

5730 [1969 or 1970]

if

place, publisher or date is unknown

and if, in the case of place or date, no conjecture can be made.

264 _1

$a

[Place of publication not identified]

:

$b

[publisher not identified]

,

$c

[date of publication not identified]

Square brackets 4to supply a brief designation of edition if “a resource lacks an edition statement but is known to contain significant changes from other editions … if it is considered to be important for identification or access”; the nature of the change should be explained in a note

250 __ $a

[Revised edition]

.

500 __

$a

Many of the hymns in this issue have been reworded to remove gender bias.

(An anomaly – useful for automated deduplication of MARC records, but puts expression-level data in a manifestation-level element.)

Complex physical descriptions

300 __ $axi, 251 pages ;$c

case

25 cm

300 __

$a

15 various pieces ;

$c

box

60 x 45 x 10 cm

500 __

$a

Box contains 6 test tubes, 1 rack, 1 pipette, 6 bottles of chemicals and an instruction manual.

300 __

$a

1 portfolio :

$b

illustrations ;

$c

60 x 45 cm

500 __

$a

Portfolio contains 7 architectural drawings.

300 __

$3

v. 1-3

$a

3 volumes ;

$c

25-28 cm

300 __

$3

v. 4-5

$a

2 CD-ROMs

Authorized Access PointsNew fields in NACO records:

010 __ nb2012012420040 __ Uk

$b

eng

$c

Uk

$e

rda

046

 __

$s

19450321

100 1_

$a

Lee Cadwell, Linda,

$d

1945-

370

 __

$a

Everett, Wash

.

372

 __

$a

Martial arts

$a

Kung Fu

374

 __

$a

Teacher

375

 __

$a

female

377

 __

$a

eng

400 1_

$a

Cadwell, Linda Lee,

$d

1945-

400 1_

$a

Emory, Linda,

$d

1945-

400 1_

$a

Lee, Linda,

$d

1945 Mar. 21-

Not (altogether) your problem In some NACO records:

667 __ $aTHIS 1XX FIELD CANNOT BE USED UNDER RDA UNTIL THIS RECORD HAS BEEN REVIEWED AND/OR UPDATED. Please continue to use existing NACO records for access points, even if they do not meet RDA standards; but tell BMAC. If you create a local AAP by RDA rules but there are bibs with an AAP for the same entity created by AACR2 rules, tell BMAC.

PersonsMay be nonexistent or nonhuman

(like LCSH, but use X00 instead of X50)X00 1_ $aHolmes, Sherlock (Fictional character)X00 0_ $aVienna (Cat)Still omit unnecessary ‘

terms of address’ or job titles.No abbreviations unless found in source of information.

Relator terms

may be used

in $e.

Persons – new formats for datesDo not use ‘ca.’, ‘b.’ and ‘d.’ with dates $d

1912- [only birth date known] $d-1990. [only death date known] $d

-1990 April 1. [exact date for differentiation] $dapproximately 1910-1980

.

$d

1908?-1970 or 1971

.

$d

active 1920-1930

.

$d

active 19th century

.

Corporate bodiesPreferred name

is normally based on the terms by which that body is presented, on evidence of preferred sources in resources, etc., etc.Brief forms preferred, e.g. ‘Euratom’Still use placename abbreviations in qualifiersConferencesdo not have to include a term meaning ‘meeting’ in their names

do not have to be found in the resourcemay have access points created both for individual conferences and for conference seriesmay be qualified by multiple locations (separated by semi-cola)

if online, are qualified by ‘Online’ as a location in $c

Placenames

must not be qualified by ‘City’ or ‘Town’, but may still be qualified by ‘County’, etc.

Relator terms

may be used in $e.

Works and expressionsLess tidying up integrated statements of responsibility are retained

490 1_ $aRosie Redd’s Bible stories

800 1_

$a

Redd, Rosie.

$t

Rosie Redd’s

Bible stories.

For collected works, use ‘Works. Selections’

not

‘Selections’. (Language subfields follow.)

700 1_

$a

Yeats, W. B.

$q

(William Butler),

$d

1865-1939.

$t

Works

.$k

Selections

.$l

French

.

In principle there is more freedom about terms used in qualifiers; but please stick to established recipes, e.g. ‘Motion picture’.

Main and added entriesRDA instructions are embedded in instructions for name-title access points.

Artists working as a corporate body may be main entry.For collaborations, first or most prominent creator is main entry, even if more than 3. Collaborators may do different jobs (e.g. lyricist & composer) but they create the whole work together rather than each creating separate parts.

Compilations by different creators,

i.e

.

resources consisting of substantial

freestanding

parts

(chapters

, papers, poems

,

artworks, etc.) created by

different

entities, are

always entered under

title. (Conferences and catalogues need care.)

All

important components of

compilations by a single creator

always have 7XX analytic

entries.

This includes multiple expressions of the same work, e.g. the same work in different languages

.

Compilation – different authors

245 00 $aJane Eyre /

$c

Charlotte Brontë. Wuthering Heights / Emily Brontë. The tenant of Wildfell Hall / Ann Brontë ; [all] illustrated by Jane White.

700 12 $a

Bronte, Charlotte,

$d

1816-1855.

$t

Jane Eyre

.

700 12 $a

Bronte, Emily,

$d

1818-1848.

$t

Wuthering Heights

.

700 12 $a

Bronte, Ann,

$d

1820-1849.

$t

Tenant of Wildfell Hall

.

700 1_ $a

White, Jane

,$e

illustrator

.

Compilation – one author 100 1_

$aBlyton, Enid,$e

author.

240 10 $a

Novels

.$k

Selections

245 10

$a

Two classic Enid Blyton stories.

505 0_

$a

Five get into a fix -- The Adventurous Four again.

700 12 $a

Blyton, Enid

.$t

Five get into a fix

.

700 12 $a

Blyton, Enid

.$t

Adventurous Four again

.

Compilation – multiple languages

100 0_ $aVirgil,$e

author

.

245 10

$a

Virgil’s Aeneid /

$c

with new translations by John Brown and Giovanni Bruno.

264 _1

$a

London :

$b

Brown Books,

$c

1962.

546 __

$a

Latin text with parallel English and Italian translations

.

700 02 $a

Virgil

.$t

Aeneis

.

700 02 $a

Virgil

.$t

Aeneis

.$l

English

.

700 02 $a

Virgil

.$t

Aeneis

.$l

Italian

.

(The version in the original language does not need a language subfield.)

Editions, revisions, abridgements, etc.

on t.p. John Brown and James GreyBasic techniques for first-year students

Brain Surgery for Beginners

1950

Editions, revisions, etc.

on t.p. Brain Surgery for BeginnersBasic techniques for first-year students

James Grey

John Brown

2

nd

edition

1960

Editions, revisions, etc.

on t.p. Brain Surgery for BeginnersBasic techniques for first-year students

James GreyJoan White

John Brown

3

rd

edition

1970

Editions, revisions, etc.

on t.p.Teach yourself Brain SurgeryBasic techniques for first-year students

Joan White James Grey John Brown

4

th

edition

1980

Editions, revisions, etc.

on t.p.Teach yourself Brain SurgeryBasic techniques for first-year students

Joan White James Grey John Brown

5

th

edition, revised by June Green

1990

Workshop

Downloading and editing AACR2

Leave as AACR2 if:correcting typos, access points, subjects, fixed fields, indicators in existing OLIS records downloading LC and BNB post-2005 full-level English-language (changing only 490/8XX and 856)Convert thoroughly to RDA if:upgrading or making structural changes in existing OLIS records

downloading from another sourcesorting out a hybrid.

Thank you

Please read documentationand work through practice packLet us know of any problems

css@bodleian.ox.ac.ukCataloguers’ Forum for RDA: Tuesday 30 April

S

mall-group workshops in Trinity week 7?

BEST OF LUCK!