Task Group to Formulate or Recommend PCC/NACO RDA Policy on Authority Issues: Summary of Recommendations

1. Task Group to Formulate or Recommend PCC/NACO RDA Policy on Authority Issues:Summary of Recommendations 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 • 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 $iwhen referring from one identity of an entity to another: • Predecessor/Successor • Real identity/Alternate identity • Use 5XX $w r $ifor 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. Questions?Email: kglennan@umd.edu