RDA Records for Corporate Bodies 3a. Conferencia Regional sobre Catalogación

Universidad Autónoma de San Luis Potosí28-30 de Marzo 2011

Robert L. MaxwellChair, Special Collections and Formats Catalog Department

Harold B. Lee LibraryBrigham Young University

Provo, Utah, U.S.A.

RDA Toolkit

• Online tool: http://www.rdatoolkit.org/

• Username for this week: potosi

• Password for this week: rda

PCC Policies

• http://www.loc.gov/catdir/pcc/PCC-Post-RDA-Test.html– Original authority records may be RDA. Do not

change an RDA authority record to AACR2– Do not change AACR2 authority record to RDA

• RDA elements may be added to AACR2 records• RDA form of the heading may be added in 7XX field

– NACO records must still be English-language records

Coding Records for RDA

• Authority records– 008/10 (Rules) = “z”.– 040 contains $b eng and $e rda.

Organization of RDA

• Introduction

• Recording attributes of the FRBR entities

• Recording relationships

• Appendices, Glossary

RDA Core Elements

• AACR2 1.0D has three levels of description.• RDA 0.6 instead designates “core elements”• The core elements are intended to support

the FRBR user tasks– identify and select a manifestation– identify works and expressions embodied in a

manifestation– identify the creator or creators of a work

Core Elements in RDA

In addition to the list in 0.6, Core elements are identified throughout RDA, as in this example.

7

Organization of RDA (Attributes)

• Section 1 (Ch. 1-4) = Manifestation & Item• Section 2 (Ch. 5-7) = Work & Expression• Section 3 (Ch. 8-11) = Person, Family, &

Corporate Body• Section 4 (Ch. 12-16) = Concept, Object, Event,

& Place

Structure of the Attributes Chapters

• Structure of “attributes” chapters in RDA– Purpose and scope– General guidelines, including allowed sources– Guidelines for specific attributes– Guidelines for constructing access points (called

“headings” in AACR2)

Identifying Corporate Bodies: Definition

• 8.1.2. The term corporate body refers to an organization or group of persons and/or organizations that is identified by a particular name and that acts, or may act, as a unit.

• Must include all three elements or it is not a corporate body for cataloging purposes

Identifying Corporate Bodies

• Where can we get information about corporate bodies?– 11.1.1: Take the name or names of the corporate

body from any source; take information on other identifying attributes from any source.

Attributes of Corporate Bodies: Name

• Name is a core element• Preferred name

– Chosen according to 11.2.2.3: “Choose the name by which the corporate body is commonly identified.”

– 11.2.2.2 gives help in deciding the commonly known form: prefer forms found in resources associated with the corporate body.

Attributes of Corporate Bodies: Name

• 11.2.2.6. If the name of a corporate body has changed (including changes from one language to another), choose the new name as the preferred name for use with resources associated with that name.

Attributes of Corporate Bodies: Recording the Name

• 11.2.2.4. Record the name of a corporate body as it appears in resources associated with the body.

• In other words, no manipulation of the preferred name, as we do with personal names.

Attributes of Corporate Bodies: Subordinate Bodies: Name

• No change from AACR2• Basic rule the same as for non-subordinate

bodies (11.2.2.13)– Record the name as it appears unless the name

belongs to one of the “types” listed

• Still two lists (ALA proposal to combine into one)– Government body (11.2.2.18) or not (11.2.2.14)?

Attributes of Corporate Bodies: Subordinate Bodies: Name

• 11.2.2.14. Record the name of a subordinate or related body as a subdivision of the authorized access point representing the body to which it is subordinate or related if its name belongs to one or more of the types listed below.– Universidad Autónoma de San Luis Potosí.

Facultad de Medicina

Attributes of Corporate Bodies: Place

• RDA 11.3. Place is a core element for conferences; for other types of corporate bodies, it is not core, but it may be recorded.

• The element is recorded in MARC 370 field• May be included in the access point if needed

to distinguish

Recording the Place Attribute

• Place is recorded in MARC 370– Associated country $c– Place of headquarters $e– Other associated place $f

Recording the Place Attribute• The form of the place name is governed by RDA

Chapter 16.• Authorized access points for jurisdictional place

names are generally formed as in AACR2, e.g. “Paris (France)” However:

• 16.2.2.4. “If the place name is being used to record ... a place associated with a ... corporate body ... precede the name of the larger place by a comma.” -- e.g. “Paris, France”

Recording the Place Attribute

• 11.3.1.3 instructs us to follow chapter 16, including abbreviations; chapter 16 refers us to Appendix B.

• B.11 is similar to the place names abbreviations list in AACR2

• So when recording this attribute for a corporate body, use, e.g., “U.S.”, not “United States.”

Recording the Place Attribute

370 $e London, England [place of headquarters]370 $f Mexico City, Mexico [other associated place]370 $e Austin, Tex. [place of headquarters]370 $f Ontario, Calif. [other associated place]370 $e Ariz. [place of headquarters]370 $e D.C. [place of headquarters]370 $c U.S. [associated country]370 $e Aukland, N.Z. $f P.R. $c France

[place of headquarters, other associated place, associated country]

Recording the Place Attribute

• Headquarters of the Universidad Autónoma de San Luis Potosí and the Facultad de Medicina is San Luis Potosí

• This place is established as San Luis Potosí (Mexico)• This element is recorded in MARC

370 San Luis Potosí, Mexico

Attributes of Corporate Bodies: Dates

• The date element is core. If it is known it should be recorded as an element– This does not necessarily mean it will be recorded

as part of the access point

Attributes of Corporate Bodies: Dates

• Basic instructions:– Known date: 2005– Probable date: 1957?– One of two years: 1675 or 1676– Approximate date: approximately 1953– Ranges of dates may also be recorded

Attributes of Corporate Bodies: Dates

• This element is recorded in MARC 046 in the format YYYYMMDD

• Starting date is recorded in $s; ending date in $t

• According to Wikipedia, Universidad Autónoma de San Luis Potosí was established under its current name on 10 January 1923.

046 $s 19230110

Attributes of Corporate Bodies: Associated Institution

• 11.5. Associated institution is core only for some conferences

• MARC does not have a discrete field for this element (373 is currently defined only for persons). This is on the list of deficiencies that will be corrected.

• It can be recorded as part of the access point for a meeting name: X11 $c

Attributes of Corporate Bodies: Number of a conference, etc.

• 11.6. A number of a conference is core.• There is no discrete place in MARC to record

this element; it must be recorded as part of an access point

• MARC X11 $n

Meeting Names

• Choose the name according to the principles for other corporate body names

• 11.2.2.11. Omit the number and/or year• Change from AACR2: Do not omit the

frequency (“annual”, etc.)• Name recorded in MARC 111 field

111 2 Conferencia Regional sobre Catalogación

Meeting Names11.3. Record place as an element (370) and as

part of the access point unless associated institution is used

11.4. Record date as an element (046) and as part of the access point

11.5. Record associated institution as part of the access point unless you have used the place

11.6. Record the number as part of the access point

Meeting Names

• 11.3. Constructing Access Points– 11.13.1.1. Use the preferred name as the basis

111 2 Conferencia Regional sobre Catalogación– 11.13.1.8. Add number, date, and location

111 2 Conferencia Regional sobre Catalogación $n (3rd : $d 2011 : $c Universidad Autónoma de San Luis Potosí) OR

111 2 Conferencia Regional sobre Catalogación $n (3rd : $d 2011 : $c San Luis Potosí, Mexico)

Meeting Names

040 [MARC] $b eng $c [MARC] $e rda046 $s 20110328 $t 20110401111 2 Conferencia Regional sobre Catalogación $n (3rd : $d

2011 : $c San Luis Potosí, Mexico) 370 San Luis Potosí, Mexico

Attributes of Corporate Bodies: Other Designation

• 11.7. This element is core if the name does not convey the idea of a corporate body or if needed to distinguish between two corporate bodies with the same name.

• There is no discrete MARC element for this RDA element. It is recorded as part of the name in the access point

Attributes of Corporate Bodies: Other Designation

No change from AACR2:

110 2 Apollo 11 (Spacecraft)110 2 Gingerbread (Organization)110 2 Red Hot Chili Peppers (Musical group)112 2 World Cup (Soccer)112 2 World Cup (Cricket)

Attributes of Corporate Bodies:Language

• 11.8. Language of the corporate body is a language a corporate body uses in its communications.

• Recorded in MARC 377, using the MARC language code

• All the corporate bodies we have been working with use Spanish

377 spa

Attributes of Corporate Bodies:Other Attributes

• 11.9. Address of the corporate body– MARC 371 field

• 11.10. Field of activity of the corporate body– MARC 372 field

• 11.11. Corporate history– MARC 678 field

Source Consulted

• RDA 8.12.1.3. Cite sources used to determine a preferred or variant name, followed by a brief statement of the information found. Identify the specific location within the source where the information was found.

• RDA reflects NACO practice. Sources consulted are recorded in MARC 670 fields.

RDA authority record core and non-core

040 UPB $b eng $c UPB $e rda046 $s 19230110110 2 Universidad Autónoma de San Luis Potosí410 2 UASLP410 2 Autonomous University of San Luis Potosi370 $e San Luis Potosí, Mexico377 spa670 Meléndez, J. Obra completa, 2003: $b title page (Universidad Autónoma de San Luis Potosí)

cover page 4 (UASLP)670 Universidad Autónoma de San Luis Potosí, via WWW, 28 March 2011670 English Wikipedia, March 28, 2011 $b (Universidad Autónoma de San Luis Potosí ; UASLP;

Autonomous University of San Luis Potosi ; founded 10 January 1923. First university in Mexico to have autonomy constitutionally granted)

RDA authority record core and non-core

040 UPB $b eng $c UPB $e rda110 2 Universidad Autónoma de San Luis Potosí. $b Facultad de Medicina410 2 Facultad de Medicina de San Luis Potosi370 $e San Luis Potosí, Mexico377 spa670 Homenaje conmemorativo que la Facultad de Medicina de San Luis Potosí ofrece al poeta

Jaime Sabines, 2001: $b title page (Universidad Autónoma de San Luis Potosí, Facultad de Medicina) 670 Universidad Autónoma de San Luis Potosí, Facultad de Medicina, via WWW, 28 March

2011

RDA authority record core and non-core

040 UPB $b eng $c UPB $e rda046 $s 20110328 $t 20110401111 2 Conferencia Regional sobre Catalogación $n (3rd : $d 2011 : $c San Luis Potosí, Mexico) 370 San Luis Potosí, Mexico377 spa670 Programa preliminar, 2011: $b (3a Conferencia Regional sobre Catalogación, San Luis Potosí,

S.L.P., México, 28 de marzo al 10 de abril de 2011; held at Universidad Autónoma de San Luis Potosí)

Adding RDA Elements to NACO Records

• All these elements may be added to any NACO authority record.

• If the record is coded AACR2, it must remain AACR2 and the heading and variants are formed according to AACR2.

• Add RDA elements as desired• Optionally, add RDA form in 7XX

Exercises

• Together, update the NACO authority record for the University and the Faculty of Medicine, including new elements, RDA form in 700 (second indicator 4)

• Create new records for the Conferencia• Update or add NACO authority records for

names workshop participants have brought

RDA Records for Corporate Bodies

Gracias!

Robert L. Maxwellrobert_maxwell@byu.edu