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RDA Special Topics: Conferences - Guidelines for Best Practice

RDA Special Topics: Conferences - Guidelines for Best Practice. Revised February 2013 Based on a presentation developed by colleagues at LC’s Policy and Standards Division and The British Library. RDA Authority Records for Conference Names. This session will cover: Named conferences

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RDA Special Topics: Conferences - Guidelines for Best Practice

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  1. RDA Special Topics: Conferences - Guidelines for Best Practice Revised February 2013 Based on a presentation developed by colleagues at LC’s Policy and Standards Division and The British Library Conferences

  2. RDA Authority Records for Conference Names • This session will cover: • Named conferences • Additions to conference names • Conferences, meetings, exhibitions, fairs and festivals • Choosing the preferred name • Location of conference • Individual conference name authority records vs. Collective conference name authority records • Conflicts • Variant name access points • Notes on MARC tags • Examples of authority records Conferences

  3. Named conferences Under RDA a conference name need not contain a word that denotes a conference, to be considered named LCRI 21.1.B1 has no equivalent in RDA or in the LC-PCC PS • LCRI 21.1.B1: • “… when deciding whether a phrase is a name is that the phrase must include a word that connotes a meeting:  "symposium," "conference," "workshop," "colloquium," etc.” Conferences

  4. Named conferences A named conference need only fulfill these RDA definitions • RDA 8.1.2 Person, Family, and Corporate Body: “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.” • RDA 8.1.3 Name: “The term name refers to a word, character, or group of words and/or characters by which a person, family, or corporate body is known.” Conferences

  5. Named conferences • Conference names eligible for use as an authorized access point (111 or 711) • Freedom & Faith • Digital Library Futures: User Perspectives and Institutional Strategies • Considered unnamed under AACR2, but named under RDA • May not convey the idea of a corporate body (conference) Conferences

  6. Named conferences Additions to names • RDA 11.7.1.4 Names Not Conveying the Idea of a Corporate Body: “If the preferred name for the body does not convey the idea of a corporate body, record a suitable designation in the language preferred by the agency creating the data.” • Examples: • Freedom & Faith (Conference) (1984 : Saint Charles, Ill.) • Digital Library Futures: User Perspectives and Institutional Strategies (Conference) (2009 : Milan, Italy) Conferences

  7. Named conferences See also LC-PCC PS for 11.7.1.4 • Initialisms and Acronyms • “If the name chosen for the authorized access point for a corporate body is an initialism or acronym written in all capital letters (with or without periods between them), add a qualifier to the name.” • Example: CICA (Conference) (2011 : Hangzhou, China) Conferences

  8. Conferences, meetings, exhibitions, fairs and festivals These events now have the same rules • RDA 11.2.2.11 Number or Year of Convocation of a Conference, Etc.: “Omit from the name of a conference, congress, meeting, exhibition, fair, festival, etc. […] indications of its number, or year or years of convocation, etc.” • No instruction to remove an indication of frequency (Annual, Biennial, etc.) Conferences

  9. Conferences, meetings, exhibitions, fairs and festivals Examples: • Omit year of convocation: • CAV (Conference) • NOT • CAV ’91 • Retain indication of frequency (Annual, Biennial, etc.): • Annual Conference on Fishing • NOT • Conference on Fishing [with “Annual” omitted] Conferences

  10. Choosing the preferred name • RDA 11.2.2.2 Sources of Information: “Determine the preferred name for a corporate body from the following sources (in order of preference): a) the preferred sources of information (see 2.2.2) in resources associated with the corporate body b) other formal statements appearing in resources associated with the corporate body c) other sources (including reference sources)” Conferences

  11. Choosing the preferred name • RDA 11.2.2.5 Different Forms of the Same Name: “If different forms of a corporate body's name appear in resources associated with the body, apply the general instructions given below. When appropriate, apply the special instructions given under 11.2.2.5.1–11.2.2.5.4 as well.” Conferences

  12. Choosing the preferred name • RDA 11.2.2.5 Different Forms of the Same Name: Order of preference: • Form appearing in preferred sources of information • Form presented formally on preferred source, if more than one • Most commonly found form • Brief form that would differentiate the body Conferences

  13. Choosing the preferred name • RDA 11.2.2.5.1 Variant Spellings : “If variant spellings of the name appear in resources associated with the body, choose the form found in the first resource received.” Conferences

  14. Choosing the preferred name • RDA 11.2.2.5.2 More Than One Language Form of the Name: Order of preference: • Form in the official language of the body. • LCPS: If there is more than one official language and one of these is English, choose the form in English • Form in language used predominantly in resources • Form that is presented first in the first resource received Conferences

  15. Conference names as subordinate bodies • In RDA the instructions for subordinate bodies (11.2.2.14) are the same as in AACR2. • Type 3 – Name that is general in nature • Annual Meeting; Macadamia Nut Association • 110 2# $a Macadamia Nut Association. $b Annual Meeting • Type 6 – Name that includes the entre name of the higher body • Annual Meeting of the International Whaling Commission • 110 2# $a International Whaling Commission. $b Annual Meeting Conferences

  16. Location of conference • There is no rule of three; all locations can be given Separate the locations with semicolons • Give “Online” as the location of a conference held online Conferences

  17. Individual conference name authority records • Used for a one-time conference: • International Conference on Fishing (2011 : Grimsby, England) • CICA (Conference) (2011 : Hangzhou, China) • Used for a single instance of an ongoing (sequential) conference: • Conference on Bats (3rd : 1999 : Whitby, England) • BTR (Conference) (2nd : 2002 : University of New Mexico) • NARs now created for single instances of ongoing conferences Conferences

  18. Individual conference name authority records • Can contain references from variant names of a one-time conference: • Examples: • 111 2# $a CICA (Conference) $d (2011 : $c Hangzhou, China) • 411 2# $a International Conference on Computer, Informatics, Cybernetics and Applications $d (2011 : $c Hangzhou, China) • 411 2# $a CICA 2011 $d (2011 : $c Hangzhou, China) Conferences

  19. Individual conference name authority records • Can contain references from variant names of a single instance of an ongoing (sequential) conference: • Example: • 111 2# $a BTR (Conference) $n (2nd : $d 2002 : $c University of New Mexico) • 411 2# $a Conference on the Unified Science & Technology for Reducing Biological Threats & Countering Terrorism $n (2nd : $d 2002 : $c University of New Mexico) • 411 2# $a BTR 2002 $d (2002 : $c University of New Mexico) Conferences

  20. Collective conference name authority records (LC-PCC PS 11.13.1.8 • Used for the whole series of an ongoing conference: 111 2# $a Conference on Bats 111 2# $a BTR (Conference) • Used by institutions who catalogue conference proceedings as serials • Should contain a 667 note per LC-PCC policy • 667 ##$a See also related access points for individual instances of this conference which include specific information about the number, date, or place of the individual conference. Conferences

  21. Collective conference name authority records • Variant forms of the name of the whole series of an ongoing (sequential) conference may be added to the collective NAR: • Example: • 111 2# $a BTR (Conference) • 411 2# $a Conference on the Unified Science & Technology for Reducing • 411 2# $a Biological Threats & Countering Terrorism (Conference) • Example: • 111 2# $a Bat Conference • 411 2# $a BATS (Conference) Conferences

  22. Collective conference name authority records • Make earlier and later relationships when a conference has changed its name: • 111 2# $a Conference on Bats • 511 2# $w b $a Bat Conference • Earlier and later relationships are only carried in the collective conference name authority records • Note that PCC catalogers may use Appendix K relationship designators to relate names instead of earlier/later ($w a and $w b) • 111 2# $a Conference on Bats • 511 2# $w r $i Successor: $a Bat Conference Conferences

  23. Guidelines on sequential conferences - Recap • If an name authority record already exists for the collective conference name • i.e., without number, date or place • And you need the individual conference - create an RDA name authority record for the individual conference • If no name authority record exists for the collective conference name • i.e. without number, date or place • Create an RDA name authority record for the individual conferenceunless it is being cataloged as a serial Conferences

  24. Conflicts • A variant name access point may match another variant name access point • A variant name access point may not match an authorized name access point • An authorized name access point may not match another authorized name access point Conferences

  25. Conflicts • An individual conference name access point is unlikely, itself, to conflict with another • BTR (Conference) (2nd : 2002 : University of New Mexico) • An collective conference name access point is more likely to conflict with another • Conference on Fishing Conferences

  26. Conflicts • A collective conference name access point can be made unique with an RDA addition: 11.13.1.3 Place Associated with the Body 11.13.1.4 Associated Institution 11.13.1.5 Date Associated with the Body 11.13.1.7 Other Designation Associated with the Body Conferences

  27. Conflicts 11.13.1.3 Place Associated with the Body • Examples • 111 2# $a Conference on Fishing (Great Britain) • 111 2# $a Conference on Fishing (Australia) • 111 2# $a ATE (Conference : Canada) • 111 2# $a ATE (Conference : South Africa) • An individual conference name access point must correspond: • Examples • 111 2# $a Conference on Fishing (Great Britain) $n (2nd : $d 2002 : $c Grimsby, England) • 111 2# $a ATE (Conference : Canada) $n (10th : $d 1999 : $c Ottawa, Ont.) Conferences

  28. Conflicts • 11.13.1.4 Associated Institution • 111 2# $a Management Symposium (Institute of Directors) • 111 2# $a Management Symposium (Confederation of British Industry) • 111 2# $a BRE (Conference : Beekeepers’ Association) • 111 2# $a BRE (Conference : Bristol Trainspotters’ Club) • An individual conference name access point must correspond: • 111 2# $a Management Symposium (Institute of Directors) $n (3rd : $d 1996 : $c Aberdeen, Scotland) • 111 2# $a BRE (Conference : Beekeepers’ Association) $n (15th : $d 1984 : $c Cardiff, Wales) Conferences

  29. Conflicts • 11.13.1.5 Date Associated with the Body • Examples: • English Knitting Meeting (1909-1927) • English Knitting Meeting (1960- ) • FEE (Conference : 1899-1927) • FEE (Conference : 1999- ) • An individual conference name access point must correspond: • Examples: • 111 2# $a English Knitting Meeting (1909-1927) $n (3rd : $d 1915 : $c Swindon, England) • 111 2# $a FEE (Conference : 1899-1927) $n (10th : $d 1912 : $c Bristol, England) Conferences

  30. Conflicts • 11.13.1.7 Other Designation Associated with the Body • Examples: • Football Supporters’ Meeting (Soccer) • Football Supporters’ Meeting (American football) • SC (Conference : Software composition) • SC (Conference : Supercomputing) • An individual conference name access point must correspond: • Examples: • 111 2# $a Football Supporters’ Meeting (Soccer) $n (9th : $d 2000 : $c York, England) • 111 2# $a SC (Conference : Software composition) $n (11th : $d 2012 : $c Prague, Czech Republic) Conferences

  31. Variant name access points • Variant name access points (see references) are not Core • Can be recorded following common sense • Add if helpful in fulfilling the FRAD user tasks • Identify Conferences

  32. Variant name access points • RDA 11.2.3.3 • General Guidelines on Recording Variant Names for Corporate Bodies: • “Record as a variant name a name or form of name used by a corporate body, or found in reference sources, or resulting from a different transliteration of the name, if it is different from that chosen as the preferred name for the body.” • 111 2# $a International Conference on Cybernetics • 411 2# $a International Cybernetics Conference Conferences

  33. Variant name access points • 11.13.2.1 Variant Access Point Representing a Corporate Body: “Make additions to the name, if considered important for identification, applying the instructions given under 11.13.1.2-11.13.1.8 as applicable.” • So make the same additions to a variant name as you would to a preferred name Conferences

  34. Variant name access points • RDA 11.2.3.4 • Expanded Name: • “If the name chosen as the preferred name for the corporate body consists of or includes an acronym, initialism, or an abbreviated form of name, record the expanded form of the name as a variant name.” • 111 2# $a BTR (Conference) • 411 2# $a Conference on the Unified Science & Technology for Reducing Biological Threats & Countering Terrorism Conferences

  35. Variant name access points • RDA 11.2.3.5 • Acronym / Initialism / Abbreviated Form: • “If the name chosen as the preferred name for the corporate body is a full form of the name, record an acronym, initialism, or abbreviated form of the name as a variant name.” • 111 2# $a Harrogate Area Tea Symposium • 411 2# $a HATS (Conference) Conferences

  36. Variant name access points • RDA 11.2.3.7 Other Variant Name: “Record other variants and variant forms of the name recorded as the preferred name not covered under 11.2.3.4-11.2.3.6 as required. ” Conferences

  37. Variant name access points • Other variant name Acronyms combined with dates • Not mandated but can be helpful • Example: • CICA (Conference) (2011 :Hangzhou, China) • 411 2# $a CICA 2011 (2011 :Hangzhou, China) Conferences

  38. Notes on optional MARC 21 tags • 046 Special coded dates • Individual name authority record • Record any known start and end dates of the conference • Record dates as specifically as they are known Example: 046 $s 20011002 $t 20011020 Conferences

  39. Notes on optional MARC 21 tags • 046 Special coded dates • Collective name authority record • Record known start and end dates of the whole ongoing conference • Record an end date only if the series has ended, or changed name Examples: 046 ## $s 2001 046 ## $s 1999 $t 2004 Conferences

  40. Notes on optional MARC 21 tags • 368 Other corporate body attributes • Record the type of corporate body in 368 $a • Controlled terms are preferred (most often LCSH) so record “Congresses and conventions”, unless another term is more appropriate • 368 $a Congresses and conventions $2 lcsh • Also record in 368 terms for other entities that are tagged 111 • Sports tournaments, Contests, Exhibitions, Scientific expeditions, Fairs, Festivals, Parades, etc. Conferences

  41. Notes on optional MARC 21 tags • 370 Associated place • Record the location of a conference in 370 $e • Record a country that is associated with a conference, in 370 $c • Record any other place that is associated with a conference, in 370 $f • Only use in a collective conference name authority record if applicable to the whole series Conferences

  42. Notes on optional MARC 21 tags • 372 Field of activity • Record the field or fields of activity of a conference • Only use in a collective conference name authority record if applicable to the whole series Conferences

  43. Notes on optional MARC 21 tags • 370 Associated place: • Place name for the location of the conference • If an institution is used as the location of the conference in the 1XX instead of a place use field 373 • 373 Associated group: • Institution where the conference was held • Record an institution organising the conference • Record an institution that is the subject of a conference • Record an institution otherwise associated with the conference • Use in a collective conference name authority record only if applicable to the whole series Conferences

  44. Notes on MARC 21 tags • 374 Occupation A conference can not have an occupation, so do not use this field • 375 Gender A conference can not have a gender, so do not use this field Conferences

  45. Notes on optional MARC 21 tags • 377 Language • Record the language(s) in which a conference issues its proceedings • Record the language(s) in which a conference does its business • Only use in a collective conference name authority record if applicable to the whole series Conferences

  46. RDA Authority Records for Conference Names Examples

  47. Named in RDA but not in AACR2 Conferences

  48. Omit year of convocation Conferences

  49. Retain indication of frequency Conferences

  50. Qualify initialisms and acronyms Conferences

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