[yul-naco] FW: CCC: Summary of Local Decisions re RDA

Mon Aug 5 16:28:11 EDT 2013

This is the summary of CCC decisions for YUL cataloging up through the July meeting. The decisions have been incorporated into the  YUL Local Workflow in the RDA Toolkit, with the exception of the analytic added entries note, where I still need to do some checking.

Steven Arakawa
Catalog Librarian for Training & Documentation
Catalog & Metada Services
Sterling Memorial Library. Yale University
P.O. Box 208240 New Haven, CT 06520-8240
(203) 432-8286 steven.arakawa at yale.edu<mailto:steven.arakawa at yale.edu>

From: Arakawa, Steven
Sent: Friday, July 19, 2013 12:34 PM
To: Hannawi, Abdul; Beacom, Matthew; Sun, Dajin; Rachmat, Dorothy; Cordes, Ellen; Friede, Eric; Bolkovac, Eva; Fell, Todd; Fisher, Sarah; Bartlett, Helen; Dickel, Geraldine; Spicher, Karen; Suzuki, Keiko; Klingenberger, Robert; Lapka, Francis; Wisner, Melissa; Lyon, Nancy; Napert, Diane; Nolte, Jennifer; Thurston, Patricia; Hamilton, Rebecca; Sarcia, Richard; Schroeder, Edwin; Shimp, Andrew; Young, Stephen; Arakawa, Steven; Swanekamp, Joan; Swanson, Kari; Meier, Tachtorn; Barr, Tatiana; Oddo, Anthony
Subject: CCC: Summary of Local Decisions re RDA

CCC: this is the summary of local decisions made at the 2 previous meetings.

008 Fill in all relevant fixed fields (BSR only requires a minimum number of 008 ffs)

040.

1.      Additions to AACR2 records. It is not mandatory but It is OK to add 336-338 to AACR2 records for exceptional situations where the original cataloging will be AACR2 rather than RDA (primarily when using LC overseas offices minimal cataloging with full AACR2 description). When the book is in hand, the [et al.] can be replaced by transcription of all creators or contributors, but it is not required. If all creators or contributors are transcribed, the choice of entry should still be governed by the rule of 3.

2.      Use $e rda as long as all of the access points, choice of entry, and other transcription rules are consistent with RDA. Code 042 pcc only if all access points are backed up by an authority record. For translations, a NAR for the preferred title is required for pcc, so if the NAR is not made, use $e rda in 040 but do not code for pcc in 042 and 008. If a series is not traced, a SAR is not required in order to code the record as pcc.

050. For rare materials, a record without a 050 can still be coded as pcc if $e rda plus $e dcrmb are both in 040.

042 YUL catalogers are encouraged to contribute records as pcc if the minimum BSR guidelines are observed and all access points are authorized as RDA.

1.      In bibliographic records, enter a 111 or 711 in RDA form (include frequency and leave out dates in the preferred name) but locally it is not mandatory to create a NAR unless creation of a reference is considered to be important. If the NAR is not made, code the record as rda but not as pcc.

2.      If a NAR has a 667 note to not use until reviewed, review it, modify it if necessary, recode to rda and delete the 667 note. Do not use an unreviewed NAR AAP as the basis for an access point in a bib record coded as rda, even if the decision is not to code as pcc.

Relationship designator is mandatory for the primary creator. Since there is no definitive agreement on the appropriate RD for conference main entries, it is OK to leave off $e for 111s, but for 110s, RD (author or creator) is mandatory. Generally do not use MARC RDs, although permitted by PCC. Best practice is to assign RDs for all added entries, but don't agonize.

Rule of 3. Access points beyond 100 are not mandatory, but locally, make access points for all collaborators if there are 3 or fewer.

For now, consult with NCC when differentiating a hitherto undifferentiated personal name.

Capitalization in transcription. Cataloger decision, but if the result will be all caps, use the default RDA capitalization instructions (same as AACR2).

245 $c

1.      LC PCC PS is to not abridge the SoR, which in practice means to record all degrees, dates, titles and affiliations of the responsible entities, to facilitate identification. If using parentheses around affiliations helps to clarify the display, use parentheses.

2.      If the author is part of a noun phrase, enter the entire phrase in $c. There is no equivalent in the PS of the LCRI distinguishing between a phrase that is related to the title proper vs. a phrase that is related solely to the author, so when in doubt, enter the noun phrase in $c.

264 _4. If an inferred (bracketed) date is used in 264 _1 based on the copyright date, generally do not make an additional 264 for the copyright date. However, if a member library has added a 264 _4, leave it as is. If a copyright date (i.e. combination of copyright symbol and date) have been entered in 264 _1,  replace it with a bracketed inferred date.

300 $a Multiparts. Continue the practice of recording pagination in parentheses if the multipart uses continuous pagination. When each volume is separately paginated, LC practice is to record pagination of each in parentheses. YUL policy: record pagination of each volume only if all volumes are available at the time of cataloging and if not burdensome (a 10 volume set with separate pagination for each volume would be burdensome). Copy cataloging: if a multipart set is complete at the time of cataloging, and separate pagination has been recorded, leave as is. If the separate pagination has been left out of a complete set, do not supply. If an ongoing multipart set has begun to record separate pagination, generally remove the pagination information.

300 Current guidelines for rare materials only: spell out abbreviations, but continue to use brackets instead of "unnumbered."

300 $c dimensions.  Remove period after cm from the macro; not necessary to insert a period if there is a series.

300 $e Accompanying material. Until further clarification on the OCLC matching algorithm, continue to use 300 $e rather than a second 300 to record accompanying material. OK to add additional 336-338 for accompanying material. [SRA: arrange by tag]

338 Further investigation on $3 to bring out common usage terms for carriers. Issues: 1.  Can $3 alone be made to appear on the OPAC side without displaying the technical 3xx terms?  2. Can $3 be used to improve faceting?  3. Does Public Services think this is worth pursuing in the absence of the GMD?  (Create $3 common usage term only for media resources?) 4. Update cataloging copy? (More reasonable if limited to media resources)

490 vs. 264. Series like phrases. RDA instruction is to transcribe all levels of hierarchy. 1.  Report any instances where a SAR has been created for a series like phrase, where the SAR has identified the series like phrase as a true series.  Contact PCC liaison to determine whether we can ignore and transcribe in 264 rather than 490, and whether we are allowed to update the SAR. 2. If there is an SAR where the phrase has been identified as a series like phrase, prefer to transcribe as part of the publisher hierarchy rather than as a note.

590.  Since RDA has no preferred note order, continue with the unit decision regarding the location of the note at the beginning or end of the note sequence. If 588 (Description based on & Latest issue consulted note)  is used, enter as the last note. If the unit decision is to enter 590 as the last note, it should follow 588 if there is a 588.

Reproductions. Consider the local decisions provisional; revisit when the PCC Task Force on reproductions report is available and OK'd by the Policy Committee.

1.      For original cataloging of non-Yale theses:

a.       Consider the reproductions to be published (use 264 _1 rather than 264 _0; in Leader use Type of Material a rather than t).

b.       If there is a title page for the reproduction publisher, use it as the preferred source. 264 $a and $b should be entered in addition to $c.  If the thesis title page is used as the source, make a Title from thesis title page note.

c.      In 264 $c [not before <year of degree>]; use the 264 $c date in 008; code as single date.

d.      Consider the 502 thesis note to be the linking relationship; no 775 or 776 is needed or recommended. Reminder: 502 has been restructured for RDA, e.g. no $a.

2.      Minimal level cataloging of Yale theses. Review current procedures to be consistent with RDA, keeping in mind that that RDA only defines core, not minimal.

3.      For original cataloging of "tangible" reproductions (microfilm, photocopy, video, CD-ROM):

a.      Follow LC practice in LC PCC PS 25.7, including 775/776. Do not try to revise the text of 775/776 to RDA form; accept the AACR2 or pre-AACR2 citation as found.

4.      For purchased or leased e-book reproductions:

a.      Accept vendor copy as found.

b.      Notify CPDC if original cataloging is required. (General policy is to follow PCC provide-neutral (P-N) instructions, but a more detailed review of P-N for e-books needs to be done to make sure it is consistent with current local policies.)

5.      For re-formatting preservation (provisional checklist):

a.      Leader encoding level: 7

b.      Base 008 on the original, but  for Form of item use a (Microfilm), r (Photocopy), or o (Online) as appropriate

c.      Add 007 for microform or computer file as appropriate

d.      Do not code as rda (no $e rda in 040)

e.      Do not include any OCoLC 035 fields from the original record in the record for the reproduction

f.       Base description on catalog record for the original, but in 245 add GMD for microform or electronic resource as appropriate.

g.      For digitized online resources use 300 $a 1 online resource (pagination from the original). No 300 $c.

h.      For microfilm and photocopies: 300 same as the original.

i.       Use a 533 note to record information about the reproduction.

j.       Retain the notes and access points used in the original record. Retain the choice of entry of the original record.

500. Justifying notes. Because sources for various descriptive areas can be anywhere on/in the resource, the cataloger could potentially end up making a lot of justifying notes. However, in training, justifying notes are not emphasized; in RDA justifying notes are not mandatory with the exception of the source of title when not taken from the preferred source. Locally, generally limit justifying notes to the source of title; it is not necessary to explain the source for the statement of responsibility, or parallel titles. For access points, the RD is generally sufficient justification.

504 Not mandatory for PCC libraries; mandatory in LC practice. YUL: cataloger decision to record bibliographical references and index, based on usefulness.

505. As instructed in the LC PCC PS, make a 505 for compilations unless burdensome. Compilations include single creator compilations (selected poems, short stories, etc.) and collections of essays, etc. by different creators. Cataloger judgment on when recording a 505 is "burdensome." The PS appears to discourage 505 for conference papers, but YUL encourages you to make one if not burdensome. If copy/paste is used for 505, the punctuation and capitalization do not need to follow the strict PS guidelines, and in fact the cataloger is advised not to focus on the content rather than on punctuation/capitalization.

For non-roman cataloging, a transliterated contents note linked to the original script parallel field is preferred. If transliteration is burdensome, a dummy 505 for the transliteration is permissible if OCLC lacks the transliteration macro for the language. When exporting from OCLC, OCLC will display a warning if an unlinked non-roman field is present in the record. This needs to be fixed in either OCLC (Near East cataloging has the capability to fix in OCLC) or locally in Orbis (generally with a dummy Romanized linking field).

700 12. For analytic added entries, include $i Contains (work): $a <uniform title for the work> or $i Contains (expression): $a <uniform title for the translation>.  Analytic added entries for part whole relationships are core only if the works/expressions contained are substantial (a collection of 3 short novels vs. a collection of short stories).  If analytic added entries are made, only the first work contained is core, but unless burdensome, make analytic added entries for the other titles.

Outstanding: no local policy for recently added media fields for the following. (Probably created to address the limitations of 008)

257 (video) country of producing entity. PCC SCT will probably OK as mandatory.

306 playing time

340 physical medium

342 geospatial reference

343 planar coordinate data

344 sound characteristics

345 projection characteristics

346  video characteristics

347 digital file characteristics

380  form of work

However, since these fields are computer friendly, I suspect a number of these will be required by the media cataloging communities.

Request that Film Studies refer downloaded copy cat records with 880 fields for CMS review.

Steven Arakawa

Catalog Librarian for Training & Documentation

Catalog & Metada Services

Sterling Memorial Library. Yale University

P.O. Box 208240 New Haven, CT 06520-8240

(203) 432-8286 steven.arakawa at yale.edu<mailto:steven.arakawa at yale.edu>

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