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Forms of Access

Forms of Access. Lecture 9 Info 660 Daniel Stuhlman. MARC Thoughts. What is the 040 field? What is the value for items in the Hagerty Library?

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Forms of Access

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  1. Forms of Access Lecture 9 Info 660 Daniel Stuhlman

  2. MARC Thoughts • What is the 040 field? What is the value for items in the Hagerty Library? • Which MARC fields are used for the description part of a bibliographic record? Which MARC fields are access points as discussed in chapter 21 of AACR2R? 3. In the MARC 245 field what do the indicators mean? Answers in the notes area.

  3. Heading entries Heading as a Main entry as an Added entry Personal name 100 700 Corporate name 110 710 Conference name 111 711 Uniform title 130 240 Title proper 245 & 1st indicator = 0 245 & 1st indicator = 1 Varying form of title Not available 246 & 1st indicator = 3 Notice the pattern. MARC 1XX variable fields are reserved for main entries (m.e.) and MARC 7XX variable fields are reserved for added entries (a.e.). A uniform title added entry, MARC 240 field, is used when there is already a 1XX field. This might happen if you have a work by a single author originally written in Italian. The author would go in a 100 field, the original Italian title would go in a 240 field, and the English title for the item you are cataloging would go in the 245 field with a first indicator of 1.

  4. Choice of Entry--Review The description identifies the bibliographic item. The headings enable patrons to find items in the catalog. Headings may exist for personal or corporate entities, uniform titles, and headings for full or official titles. AACR2R chapter 21 covers the choice of headings. Chapters 22-25 cover the form of headings. A heading can not be an access point unless it is in the description. Access points must be justified (Rule 21.29F). Access points serve as the headings on the catalog cards or the index terms in an online catalog. The distinction between main and added entries is becoming less important. The main purpose for the distinction, although there are others, is a basis for the shelf arrangement of the works.

  5. Categories of Authorship Single authorship or responsibility Enter under that author (or corporate body) AACR2R rule 21.4 Shared responsibility 2 or 3 authors Principle responsibility indicated by wording. ex. By Lester Asheim with the assistance of Ailine Duffy. Enter under that author. Shared responsibility 2 or 3 authors Enter under author indicated 21.6B Principle responsibility not indicated by wording. Enter under the first author first. Assume the editor had some reason to list one name first. Shared responsibility 4 or more authors Title is the main entry, added entry for 1st one listed 21.6C2 Collections and works produced under editorial direction 21.7 Mixed responsibility AACR2R rule 21.8-21.24 {This rule has changed over the years. A previous rule said the make the first author the main entry.}

  6. Added Entries Added entries must be justified by some mention in the descriptive part of the catalog record. AACR2R rule 21.29F That means the person or entity must be mentioned in the title description or in a note. This is a check and balance feature.

  7. Series Headings Series entries mix description and headings In the MARC record, the 4XX fields are used to record the series as it appears in the prescribed source in the item at hand. If this presentation matches the form found in the authority record for the series, the series title is recorded in the 440 field. The 440 field ‘traces’ (i.e., it is an access point in the record that may be looked up by the user of the catalog) the series title in the form it was found on the piece and in the authority record.

  8. Series Headings 2 If the presentation of the series in the item does not match precisely the form found in the authority record, or if the library has chosen not to trace the series (this information will also be found in the authority record, in the 645 field), the form of the series title found in the item is recorded in the 490 field. If the library does not trace the series, the first indicator is coded “0”. If the library does trace the series, but differently from the form found in the prescribed source, the first indicator of the 490 field is “1” and the authorized form of the series is recorded is put in an 8XX field, which traces [series traced differently].

  9. Series Headings 3 “Traced" means creating an added entry, access point that the system will index. A traced entry means catalog users are able to do a series title search under the traced title. “Not traced” means a series title search will not retrieve the item. [However, this does not preclude the user from retrieving the item using a keyword search.]

  10. Series Headings 4 440 -0 traced in same form as it appears in the item being cataloged The series title in the 440 field is the same as in the authority record and the series title recorded in the book. 490 0- not traced (490 not traced = no added entry) 490 1- traced in different form as it appears in the book The series title that appears in your book goes in the 490 1_ And the authoritative form of the series title goes in a 8XX field. 8XX  800, 810, 811, 830

  11. Monographs vs. Serials Finite ResourcesContinuing Resources Monographs Serials Monographic Sets Integrating Resources Monographic Series

  12. Monographs A bibliographic resource that is complete in one part or intended to be complete in a finite number of parts. A monograph can be a multipart item. A monographic multipart item is a monograph complete or intended to be completed in a finite number of separate parts. It may be multi-volumed or have multiple authors. The separate parts may or may not be numbered. A monographic multipart item includes: monographic sets and monographic series.

  13. Monographic sets A monographic set consists of two or more volumes which have the same title prominently placed on the title page. Each volume within the set may also have a distinctive title. All the volumes are cataloged on a single monographic record using the fixed fields and the 300 and the 505 fields to indicate that there are multiple volumes. There MUST be some indication that this title will be published in a finite number of volumes. The 245$a contains the title of the set The 300$a contains “v.” and not pages or leaves A 505 content note may be used for each volume’s distinctive title. Examples are encyclopedias.

  14. Monographic sets example 040 |cCXP|dm.c.|dCSJ 049 CSJM 090 DS112|b.B3152 100 1 Baron, Salo Wittmayer,|d1895- 245 12 A social and religious history of the Jews. 250 2d ed., rev. and enl. 260 New York,|bColumbia University Press,|c1952- 300 v.|c24 cm. 504 Includes bibliographies. 505 0 v.1. To the beginning of the Christian era.- v.2. Christian era: The first five centuries.- v.3. Heirs of Rome and Persia.- v.4 Meeting of East and West. v.5. Religious controls and dissensions. v.6. Laws, homilies, and the Bible.- v.7. Hebrew language and letters.- v.8. Philosophy and science.- v.9. Under church and empire.- v.10. On the empire's periphery.- v.11. Citizen or alien conjurer.- v.12. Economic catalyst.- v.13. Inquisition, Renaissance, and reformation.- v.14. Catholic restoration and wars of religion.- v.15. Resettlement and exploration. 650 0 Judaism|xHistory.

  15. Monographic series A monographic series is made up of volumes that all have distinctive titles as well as a series title. A series brings together works with a common theme. The series title is usually broad or general in its scope and does not imply any ending point. MOST IMPORTANTLY, the publisher does not intend any particular ending point. Each volume may stand on its own with its own author(s) and title.

  16. Monographic series 2 Characteristics of the records: The monographic record looks like any other monographic record with the addition of a 440 series field, or a 490 field and an 830 series added entry field.

  17. Monographic Series example 010 a 62005151 040 DLC|cJNA|dm.c.|dSER|dCSJ 090 AC1|b.H3 1961 vol.1 100 1 Franklin, Benjamin,|d1706-1790. 245 14 The autobiography of Benjamin Franklin.|bThe journal of John Woolman. Fruits of solitude|c[by] William Penn. With introductions and notes. 260 New York,|bCollier|c[1961, c1937] 300 397 p.|bfront.|c22 cm. 490 0 Harvard classics,|vv. 1. 700 1 Woolman, John,|d1720-1772.|tJournal. 700 1 Penn, William,|d1644-1718.|tFruits of solitude. 740 01 Fruits of solitude.

  18. Serials A serial consists of items or volumes published over time period with the same title. The only thing that distinguishes one title from another is some form of chronological designation such as a date or a volume number. Each volume of a serial rarely has a distinctive title in addition to the series title. The publisher intends the title to go on being published indefinitely. Examples: annual reports; annually issued directories, magazines, almanacs; annual conference proceedings; journals [Scientific American], newspapers, etc.

  19. Form of headings See chapters 22-25 Each access point represents a separate entity; and therefore needs to be UNIQUE to distinguish it and needs to be UNIFORM for all occurrences of that access point. Establishing the names and cross references provides the structure of the catalog. Establishing the names and cross references pulls together all the works of a single author. If you search under Eric Arthur Blair the cross references will direct you to search under George Orwell. This way you will find everything in the library written by him. There won't be some bibliographic records constructed with Blair as a heading and other bibliographic records with Orwell as a heading. Blair Eric Arthur 1903 1950 is not used in this library's catalog. Orwell, George, 1903-1950 is used instead.

  20. Personal Names Most of the personal names needed in cataloging are already established. First time authors, of course, will not be in the authority files. This is why a cataloger would want to search the Name Authority File (NAF) or your library’s catalogs, the OCLC database, the RLIN database, or the Library of Congress database. If not found then find the AACR2R form of the name to establish the name Principle rules of authority: uniqueness and uniformity. 1. Regardless of variants occurring on the title pages 2. Distinguishing identical names by adding qualifiers or dates

  21. Cross References Choosing an entry form may imply that another form of the name is not chosen. Therefore, cross references may be needed to guide users to the chosen form. These cross references are recorded in the authority record, not in the bibliographic record. NOTE: Authority records are created for the headings within a MARC bibliographic record and not for all the fields found within a MARC bibliographic record. For example: authority records are created for the 100, 110, 111, 130, 240, 440, 490, 600, 610, 611, 630, 700, 710, 711, 730, 800, 810, 811, 830 fields. Authority records are not created for the 245, 246, 247, 250, 260, 300, 500, 504, 520, 538 fields.

  22. Personal Names Rules are in chapter 22 Two basic principles: 1. Use the form that is most familiar to most users of the catalog. AACR2R rule 22.2A1 2. In most cases, there should be only 1 heading per person. That first principle [rule 22.1A, 22.1B, 22.2A1, 22.3A1] draws upon Cutter's idea that the headings in the catalog should match what most searchers expect to find there. The rules guide the cataloger to use the name by which the person is most commonly known and, in some cases, permits more than one form of the name to be used simultaneously. The rules also allow pseudonyms, initials, and appellations to be used if they are how an individual is most commonly known.

  23. Personal Names 2 If the person is dead, count up the number of times each possible form of the name appears on published works and use the form that appears most frequently. Contemporary authors can be a bit trickier because they could continue to change their name. The rules for living authors that use more than one name directs the cataloger to use the name appearing on the piece and make references to connect the names. rule 22.4, 22.5 -- gen. rule, surnames, no surnames, omit terms rule 22.17 – additions to distinguish identical names

  24. Geographic Names AACR2R rules chapter 23 Geographic entities and place names are used to distinguish between corporate bodies with the same name; as additions to corporate bodies, (ex. named conferences; and as the names of governments and communities. ) Chapter 23 does not govern how the 260$a is formulated. The 260$a is transcribed as it appears on the piece, with a little help from Appendix B of AACR2R. Chapter 23 is used for geographic names used as or within main and added entries.

  25. Geographic Names Entries 1) Use English forms for place names if there are such forms in general use. Consult a gazetteer or other ref. source pub. in English. [Rule 23.2A1] Complications arise when considering choosing between the English name-form versus the vernacular name-form for places located in a non-English-speaking country (e.g., Florence/Firenze) and place names in languages written in non-Roman characters, such as Chinese or Russian If the place has no common English form use rule 23.4 to choose a form in the vernacular of the place.

  26. Corporate bodies Rules are in chapter 24 Generally, only one heading should be used for a single corporate body. When a corporate body decides to change its name, however, a new heading is established for the body. For the most part, one need only look at the corporate body's own output to determine the correct AACR2 form to use for its heading. (stationery, official documents, and publications , i.e., annual reports, membership directories) (rule 24.1A) If that doesn't help, then, consult reference sources. rule 24.4-- Additions to corporate names rule 24.7 Conferences

  27. Uniform Titles Rules are in chapter 25 Some works appear more than one edition, variation, media, or manifestation. The publishers or producers do not always use the same title proper to identify the work. These works are given one title by catalogers, called a uniform title, so that they are all indexed under the same term in the OPAC or catalog.

  28. Uniform Titles 2 Works for which uniform titles are fairly common: 1. Works, especially anonymous ones, that appear in multiple editions and versions 2. Musical works, which may have generic titles such a "symphony," or which may appear in different versions, some original and complete, while others are arrangements of selections from the whole. 3. Religious works, such as the Bible, the Koran, or prayer books used by people of different faiths, which often appear with variant titles 4. Laws 5. Works that may appear in complete form or only in part, such as the complete Arabian Nights, selections from it, or just one tale. 6. Works appearing in several physical formats, such as plays that may be printed as books and performed on films, video recordings, and sound recordings. Titles proper of these works often are not the same.

  29. Form of Headings, Summary Access is the process of choosing and formulating access points, or headings, under which a bibliographic description will be found in the catalog. These rules are contained in part 2 of AACR2, chapter 21 for choosing headings; and chapters 22-25 for putting your choice into the proper form. There are main and added entries. Main entries are the first heading and the most important access point chosen. There are three kinds of main entries: persons, named corporate bodies, titles. Our cataloging tradition assumes that the creator of a work is the most important identifying feature of that work and therefore, if a work has a single creator, this person is chosen as the main entry. When a work emanates from a corporate body but is not among the types that can have corporate body main entries (as outlined in AACR2R rules 21.1B2), it may be given an author or title main entry. If a work has several creators, there are additional rules for selecting the main entry. Multiple creators may share a single kind of contribution to the work, such as joint authorship of a book, or different kinds, such as composing music and writing lyrics for a song. The rules refer to the former as shared responsibility and the later as mixed responsibility.

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