How to Implement Form/Genre Search in Millennium

1. How to Implement Form/Genre Search in Millennium Lihong Zhu Washington State University lzhu2@wsu.edu

2. Presented as a poster session at Fifteenth Innovative Users Group Conference, Monday, May 14 - Thursday, May 17, 2007, San Jose Marriott/Hilton San Jose One Connection, San Jose, California

3. Abstract Is your library planning to implement form/genre search in Millennium? This poster lists what issues you need to consider before the implementation, what options you have for setting it up, and what procedures you might follow. This poster also summarizes the potential influence of RDA on how to implement form/genre search in the future.

4. What is genre? 1 : a category of artistic, musical, or literary composition characterized by a particular style, form, or content2 : KIND, SORT3 : painting that depicts scenes or events from everyday life usually realistically (http://www.m-w.com/dictionary/genre)

5. What is form? Form data are those terms and phrases that designate specific kinds or genres of materials. Materials designated with these terms or phrases may be determined by an examination of: their physical character (e.g., videocassettes, photographs, maps, broadsides) the particular type of data that they contain (e.g., bibliographies, questionnaires, statistics) the arrangement of information within them (e.g., diaries, outlines, indexes) the style, technique, purpose, or intended audience (e.g., drama, romances, cartoons, commercials, popular works) or a combination of the above (e.g., scores) A single term may be modified by other terms, in which case the whole phrase is considered to be form data (e.g., aerial photographs, French dictionaries, conversation and phrase books, wind ensemble suites, telephone directories, vellum bound books, science fiction). (http://www.pitt.edu/~agtaylor/ala/form-def.htm)

6. What is a form/genre term? “A term indicating the form, genre and/or physical characteristics of the materials being described. Genre terms for textual materials designate specific kinds of materials distinguished by the style or technique of their intellectual content (e.g., biographies, catechisms, essays, hymns or reviews). Form and physical characteristic terms designate functionally and historically specific kinds of materials. Distinguish terms by an examination of the physical character, by the order of information within the item or by the subject of the intellectual content (e.g., daybooks, diaries, directories, journals, memoranda, questionnaires, syllabi or time sheets).” (http://www.oclc.org/bibformats/en/6xx/655.shtm)

7. A brief history • In 1997, the coding of |v appeared in Free Floating Subdivisions: An Alphabetical Indexes (9th ed.). • In 1998, LC began to create subdivision authority records for |v. • In 1999, LC began to use |v in new bib records; LC began to assign GSAFD headings as 655 to individual works of Fiction in English.

8. What MARC subject fields have form/genre terms? 600 |v 610 |v 611 |v 630 |v 650 |v 651 |v 655 |a |v |x |y |z |2

9. What form/genre thesauri can you use? A lot! For example: • Library of Congress Subject Headings (LCSH) • LC subject headings for children's literature • National Library of Medicine (NLM) authority files • National Agricultural Library (NAL) subject authority file • National Library of Canada (NLC) Canadian Subject Headings • Bibliothèque de l'Université de Laval subject headings • Sears List of Subject Headings • GSAFD (http://alcme.oclc.org/gsafd/OAIHandler?verb=ListIdentifiers&metadataPrefix=z39_19) • Genre Terms: A Thesaurus for Use in Rare Book and Special Collections Cataloguing • Thesaurus for Graphic Materials II: Genre and Physical Characteristic Terms (http://www.loc.gov/rr/print/tgm2/) • Locally defined thesauri or subject heading systems

10. Thesauri • What thesauri are you planning to use? • If you decide to use multiple thesauri, do you have staff to add them consistently in all bib records? Are you planning to keep authority control on all the thesauri you have chosen to use? • Terms used in different thesauri might duplicate each other; and their see and see also references might contradict each other.

11. Retrospective conversion • How to update form subject subdivisions to |v in older bib records? • How to add 655 in older bib records? • How to update older 655 _7 to their corresponding new coding 655 _0, 655 _2, etc.? It is possible to use III Create List and Global Update to do part of it; but it will still require a lot of individual editing.

12. Authority control • Authority control is critical in maintaining the consistency of the headings and providing see and see also references. • III automatic authority control software can handle 655, but not |v. • Genre authority records should have their own index. Are you going to index authority records for 155 and 185 together as form/genre? • If multiple thesauri are implemented and they are indexed together, it is hard to implement authority control since an authorized heading in one thesaurus can be a see reference in another thesaurus.

13. Tag table • Are you going to set up a separate group tag for form/genre? A separate group tag will allow you more flexibility for setting up index rules, OPAC searches, and OPAC display.

14. Index rules for bibs • Are you going to index form/genre separately as Genre (j)? • What MARC fields will be indexed as Genre (j)? 655 only? 655 and |v? • If your older index rules only indexed 655 _7 as Genre (j), you need to change them to index 655 regardless of what’s in its 2nd indicator.

15. Load tables • Are your load tables for bibs set up for loading 655 (all 2nd indicators) and |v? • Are you going to have a separate load table for authority records for 155 and/or 185?

16. Export tables • Are your export tables for bibs set up for exporting 655 (all 2nd indicators) and |v?

17. Workflow • Are you going to add 655 consistently to new bib records? • Are you going to maintain multiple thesauri? • Are you going to do authority control for form/genre in-house or outsource it?

18. OPAC search Form/genre access can be provided by: • General keyword search • Subject keyword search • Form/genre keyword search • Direct search on form/genre terms (form/genre browse) • Form/genre as pre-search scope • Form/genre as post-search limit (III does not support drop-down menus for post-search limit for variable fields) • Canned search

19. OPAC search (continued) • If it is possible for a search to match a term that can be either form/genre or topical in your system, how to handle it to make it less confusing to users? • If users conduct wrong searches, will they be prompted to do different searches instead?

20. OPAC display Form/genre can be displayed in: • Index displays (browsing) • Brief bibliographic record display • Full bibliographic record display • MARC record display

21. OPAC display (continued) • How to display form/genre terms so as to distinguish them from topical headings? • Are you going to display thesaurus codes? • Are you going to allow users access to thesaurus lists? If yes, how?

22. Education of users • Teach users the distinction between form/genre and topical terms • Teach users how to conduct form/genre searches effectively • Allow users access to thesaurus lists and teach them how to use them

23. Example 1: University of Washington http://catalog.lib.washington.edu/search/h Genre/form heading search: Search tips: • Genre/Form headings describe categories of materials by their theme, style, or physical format. They indicate what the work is, rather than what it is about. A Genre/Form search on the term documentary films, for instance, identifies examples of documentary films, while a Subject search on the term documentary films will identify materials about documentary films. • The assignment of genre/form headings is relatively new. Currently, these headings are being systematically applied to videorecordings, artists' books, miniature books, and newly cataloged children's materials. Be careful when searching other kinds of materials such as fiction, drama, and poetry. Only a small portion of our collection is represented in this index, e.g., science fiction searched in the genre/form index will NOT retrieve all examples of science fiction in our collection. • You may also want to try searching your terms by Subject or Keywords to find more of our materials. Note: a Keyword search will find both materials about a genre/form as well as examples of the genre/form.

24. Example 2: University of Houston http://library.uh.edu/search/h Form/Genre Heading Search Use this search to find materials in a particular genre. Example: historical fiction This function can also be used to search for publications in a specific form. Example: case studies Some older materials may not be retrieved with a form/genre search. Other Subject Searches:Library of Congress Subject HeadingsChildren's Subject HeadingsOther Subject Headings (Including medical and NASA headings) To search for any words in more than one part of the records or to search for multiple form or genre terms at one time, use the Keywords search.

25. Find All Types of Materials Almanacs Archives Arizona State University Articles (by topic) Audio Biography Books Book Reviews Colleges and Universities Dictionaries Directories Dissertations Electronic Books Electronic Journals Electronic Newspapers Encyclopedias Government Information Images Industry Information Journals (by title) Newspapers Maps Music National Bibliographies Primary Sources Public Opinion Specialized Collections Statistical Information Taxes Tests and Measurements Theatrical Reviews Videos Example 3: Arizona State Universityhttp://www.asu.edu/lib/find/all/

26. Example 4:Curry Collegehttp://artemis.curry.edu/ Type name of a GENRE or FORM, then press <Enter> or click Submit Search Examples: • Detective and mystery stories • Folklore • Video recordings for the hearing impaired To browse the whole list, type a blank space and press <Enter>

27. Example 5: Catholic University of Americahttp://libraries.cua.edu/welcome.html Users can narrow a search result by terms in 655 and |v via the publication type limit

28. Example 6: University of Massachusettshttp://www.library.umass.edu/

29. RDA and form/genre access

30. Three new RDA data elements Drawing on the RDA/ONIX Framework and the terms proposed by the GMD/SMD Working Group, three new data elements are being proposed for RDA: • Media type (section 3.2) • Carrier type (section 3.3) • Content type (section 4.2)

31. Why were the three new RDA data elements proposed? The three new RDA data elements have been designed to meet the following objectives: • 􀂃 Comprehensiveness. The categories defined for each element should cover as fully as possible the range of categories that may be applicable to the resource described. • 􀂃 Clarity. The scope of each category should be stated in clear and unambiguous terms. • 􀂃 Extensibility. The categorization framework should be amenable to future extension to accommodate newly emerging types of content, media, and formats. • 􀂃 Compatibility. The categories defined for each element should be compatible, as far as possible, with those defined by other resource description communities. • 􀂃 Adaptability. The display of category labels should be adaptable to the needs and preferences of specific user communities. (http://www.collectionscanada.ca/jsc/docs/5rda-parta-categorization.pdf)

32. Media Type “Media type reflects the general type of intermediation device required to view, play, run, etc., the content of a resource.” • Audio • Computer • Microform • Microscopic • Projected • Stereographic • Unmediated • Video

33. Carrier Type “Carrier type reflects the format of the storage medium and housing of a carrier in combination with the type of intermediation device required to view, play, run, etc., the content of a resource.”

34. Audio carriers audio cartridge audio cassette audio cylinder audio disc audio roll audiotape reel audio film reel Computer carriers computer card computer chip cartridge computer disc computer disc cartridge computer tape cartridge computer tape cassette computer tape reel Online resource Microform carriers aperture card microfiche microfiche cassette microfilm cartridge microfilm cassette microfilm reel microfilm slip Microopaque Microscopic carriers microscope slide Carrier Type (continued)

35. Projected carriers film cartridge film cassette film reel filmslip filmstrip filmstrip cartridge overhead transparency slide Stereographic carriers stereograph card stereograph reel Unmediated carriers volume card flipchart Sheet roll Video carriers video cartridge videocassette videodisc videotape reel Carrier Type (continued)

36. Content Type “Content type reflects the fundamental form of communication in which the content is expressed and the human sense through which it is intended to be perceived. For content expressed in images, content type also reflects the number of spatial dimensions in which the content is intended to be perceived and the perceived presence or absence of movement.”

37. Cartographic dataset Cartographic image Cartographic moving image Cartographic tactile image Cartographic tactile three-dimensional form Cartographic three-dimensional form Computer dataset Computer program Moving image Notated movement Notated music Performed music Sounds Spoken word Still image Tactile image Tactile music Tactile notated movement Tactile text Tactile three dimensional form Text Three-dimensional form Three-dimensional moving image Content Type (continued)

38. Mapping to current MARC data elements Not a straightforward and clean mapping: Media type – 24X|h; 007/00 Carrier type – 300|f; 007/01 Content type – Leader/06

39. Potential influence of RDA on how to provide form/genre access • Use 007/00, 007/01, 24X|h, and/or Leader/06 for pre-search scopes and/or post-search limits • Use 007/00, 007/01, 24X|h, and/or Leader/06 for canned search • Include 007/00, 007/01, 24X|h, and/or Leader/06 in general keyword search and/or form/genre keyword search • Include 007/00, 007/01, 24X|h, and/or Leader/06 in direct form/genre search

40. References • ALCTS/CCS/SAC Subcommittee on Form Headings/Subdivisions Implementation. “Form/Genre Thesaurus Questionnaire -- Preliminary Results, Feb. 10, 1997.” (http://www.pitt.edu/~agtaylor/ala/syssrvey.htm) • ALCTS/CCS/SAC Subcommittee on Form Headings/Subdivisions Implementation. “Form/Genre Thesaurus Questionnaire -- Preliminary Results, January 15, 1998.” (http://www.pitt.edu/~agtaylor/ala/thessrvy.htm) • ALCTS/CCS/SAC Subcommittee on Form Headings/Subdivisions Implementation. “Subcommittee on Form Headings/Subdivision Implementation Final Report.” (http://www.pitt.edu/~agtaylor/ala/finlrept.htm) • Joint Steering Committee for Revision of AACR (JSC). “RDA: Resource Description and Access.” (http://www.collectionscanada.ca/jsc/rda.html#drafts) • Joint Steering Committee for Revision of AACR (JSC). “Categorization of Content and carrier.” (http://www.collectionscanada.ca/jsc/docs/5rda-parta-categorization.pdf) • Miller, David & Curry College. (2002) “Making Form/Genre Work.” Presented at IUG 10. (http://www.innovativeusers.org/iug2002/programs/I2) • Ostrove, Geraldine E. (2001) “Music Subject Cataloging and Form/Genre Implementation at the Library of Congress.” Cataloging & Classification Quarterly 32, no. 2. • Taylor, Arlene.(1992) “Definition of ‘Form,’ ‘Genre,’ ‘Physical Characteristics.’ http://www.pitt.edu/~agtaylor/ala/form-mss.htm