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Identifying Persons and Corporate Bodies

Identifying Persons and Corporate Bodies. -- elements and authorized access points. Context of this module. Data elements that identify persons and corporate bodies Forms of authorized access points in bibliographic and authority records

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Identifying Persons and Corporate Bodies

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  1. Identifying Persons and Corporate Bodies -- elements and authorized access points James/Kuhagen for VLA - Feb. 5, 2013

  2. Context of this module • Data elementsthat identify personsand corporate bodies • Forms of authorized access pointsin bibliographic and authority records • New fieldsfor some of the data elements you might see in authority records • Not how to create authority records James/Kuhagen for VLA - Feb. 5, 2013

  3. Authorized access points • Used to identify Group 2 entities • Forms created according to RDA ch. 8-11 • Forms recorded in 1XX fields in name authority records in LC/NACO Authority File: http://authorities.loc.gov/ [more about the authority file and the impact of RDA later today] James/Kuhagen for VLA - Feb. 5, 2013

  4. FRBR Group 2 entities in RDA • Ch. 8 = General guidelines … • Ch. 9 = Identifying persons • Ch. 10 = Identifyingfamilies • Ch. 11 = Identifyingcorporate bodies James/Kuhagen for VLA - Feb. 5, 2013

  5. General guidelines in ch. 8 • Language and script for names (RDA 8.4): found forms • Alternative to give a romanized form: most in U.S. will do that and, for some languages, give original language/script in variant access points • Other elements: if instructions in ch. 9-11 don’t specify language, give element in English. James/Kuhagen for VLA - Feb. 5, 2013

  6. Chapter 9:Identifying persons Definition (RDA 8.1.2) = “An individual or an identity established by an individual (either alone or in collaboration with one or more other individuals)” James/Kuhagen for VLA - Feb. 5, 2013

  7. Change in scope of “person” • RDA 9.0: Includes fictitious entities • So,Miss Piggy, Snoopy, etc. now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item • LC PCC PS: includes real non-humans (often difficult to distinguish who is or isn’t “fictitious”) James/Kuhagen for VLA - Feb. 5, 2013

  8. Examples of expanded scope in RDA 100 0# $a Miss Piggy. 245 10 $a Miss Piggy’s guide to life / $c by Miss Piggy as told to Henry Beard. 700 1# $a Beard, Henry. 100 0# $a Lassie. 245 1# $a Stories of Hollywood / $c told by Lassie. James/Kuhagen for VLA - Feb. 5, 2013

  9. Persons: Authorized access points (RDA 9.19) • RDA 9.19.1.1: how to put together the elements to construct an authorized point [with links back to specific elements]: • Preferred nameis the basis • Additions to the name as instructed at 9.19.1.2–9.19.1.7 James/Kuhagen for VLA - Feb. 5, 2013

  10. Preferred name (RDA 9.2.2) • Form to be used as basis of theauthorized access point in bibliographic records and the 100 field of name authority records • Variant name used in variant access points (4XX fields in name authority records) James/Kuhagen for VLA - Feb. 5, 2013

  11. Additions to the preferred name • 9.19.1.2 (9.4 and 9.6): title or other designation associated with the person # • 9.19.1.3 (9.3.2/9.3.3): date of birth and/or death ^ • 9.19.1.4 (9.5): fuller form of name ^ • 9.19.1.5 (9.3.4): period of activity of person ^ • 9.19.1.6 (9.16): profession or occupation # ^ # = required for certain names; ^ = add to differentiate James/Kuhagen for VLA - Feb. 5, 2013

  12. Preferred name (RDA 9.2.2) • If individual has more than one identity, a preferred name for each identity(RDA 9.2.2.8) • No time period restrictions • Choose the form most commonly known • Variant spellings: choose the form found on the first resource received (RDA 9.2.2.5.4) James/Kuhagen for VLA - Feb. 5, 2013

  13. Surnames: words, etc., indicating relationships • Include words, etc., (e.g., Jr., Sr., IV) inpreferred name – not just to break conflict • MARC: still encode title/term in subfield $c of authorized access point 100 1# $a Rogers, Roy, $c Jr., $d 1946- ## $a Growing up with Roy and Dale, 1986: $b t.p.(Roy Rogers, Jr.) p. 16 (born 1946) James/Kuhagen for VLA - Feb. 5, 2013

  14. Terms of address not as additions • Butmay be needed as part of the preferred name: • When the name consists only of the surname (RDA 9.2.2.9.3: Seuss, Dr.) • For a married person identified only by a partner’s name and a term of address (RDA 9.2.2.9.4: Davis, Maxwell, Mrs.) • If part of a phrase consisting of a forename(s) preceded by a term of address (RDA 9.2.2.23: Sam, Cousin) James/Kuhagen for VLA - Feb. 5, 2013

  15. Date associated with the person • Three dates: • Date of birth (RDA 9.3.2) -- core • Date of death (RDA 9.3.3) -- core • Period of activity of the person – no restrictions on time period (RDA 9.3.4) – core if ... • Guidelines for probable dates (RDA 9.3.1) • Recorded in MARC X00 $d James/Kuhagen for VLA - Feb. 5, 2013

  16. Changes when giving dates for persons • Abbreviations “cent.,”“ca.,”“b.,”“d.,” and “fl.” not in appendix B • “cent.” becomes “century” • “approximately” replaces “ca.” • “b.” and “d.”dates – LC/PCC policy: use hyphen rather than spell out words • “fl.” dates – LC/PCC policy: use “active” James/Kuhagen for VLA - Feb. 5, 2013

  17. Title of the person (RDA 9.4) • Limited scope: • Royalty, nobility, or ecclesiastical rank or office • Person of religious vocation • MARC X00 $c – no change 100 0# $a Carl $b XVI Gustaf, $c King of Sweden, $d 1946- 100 0# $a Benedict $b XVI, $c Pope,$d 1927- James/Kuhagen for VLA - Feb. 5, 2013

  18. Fuller form of name (RDA 9.5) • Scope: • Full form of a part of a name represented only by an initial or abbreviation in the form chosen as the preferred name, or • A part of the name not included in the form chosen as the preferred name (change from AACR2) • MARC X00 $q: no change • Current LC policy: do not add; may change when PCC decides on a policy James/Kuhagen for VLA - Feb. 5, 2013

  19. Examples: Fuller form of name 100 1# $a Smith, Nancy E. $q (Nancy Elizabeth) 100 1# $a Williams, John $q (John Dudley) -- added to differentiate James/Kuhagen for VLA - Feb. 5, 2013

  20. Other designation associated with the person (RDA 9.6) • Limited scope: Christian saints; spirits • MARC X00 $c – no change • “Saint” preceded by comma • “Spirit” enclosed in parentheses at end of access point 100 0# $a Joan, $c of Arc, Saint, $d 1412-1431 100 0# $a Joan, $c of Arc, Saint, $d 1412-1431 $c (Spirit) James/Kuhagen for VLA - Feb. 5, 2013

  21. Profession or occupation(RDA 9.16) • Core: • for a person whose name consists of a phrase or appellation not conveying the idea of a person, or • if needed to distinguish one person from another with the same name • MARC X00 $c – always enclosed in parentheses 100 1# $a Watt, James $c (Gardener) James/Kuhagen for VLA - Feb. 5, 2013

  22. New fields in MARC 21 authority format for persons • 046: Special coded dates (RDA 9.3) • 368: Other attributes of person or corporate body (RDA 9.4, 9.6) • 370: Associated place (RDA 9.8-9.11) * • 371: Address (RDA 9.12) * • 372: Field of activity (RDA 9.15)* • 373: Associated group (RDA 9.13) * • 374: Occupation (RDA 9.16) • 375: Gender (RDA 9.7) * • 377: Associated language (RDA 9.14) * • 378: Fuller form of personal name (RDA 9.5) * * = not eligible for authorized access points

  23. Elements not eligible for inclusion in authorized access points • May be helpful for identification: • Associated place (RDA 9.8-9.11) • Address (RDA 9.12) • Associated group (RDA 9.13) • Gender (RDA 9.7) • Language of the person (RDA 9.14) • Field of activity (RDA 9.15) • Biographical information (RDA 9.17 James/Kuhagen for VLA - Feb. 5, 2013

  24. Associated place (RDA 9.8-9.11) • Places: • Place of birth and/or death • Country associated with the person • Place of residence • Place given in 370 field in form it would be as an addition to an access point • If not a jurisdiction, in separate 370 with vocabulary (e.g., LCSH) in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

  25. Address (RDA 9.12) • Mailing address • Email address • Only if publicly available • MARC field 371 James/Kuhagen for VLA - Feb. 5, 2013

  26. Affiliation (RDA 9.13) • Scope = name of group(s) with which the person has been or is affiliated • e.g., employment, education, membership • Affiliation given in form found on the resource • MARC field 373 James/Kuhagen for VLA - Feb. 5, 2013

  27. Gender (RDA 9.7) • Scope = gender with which a person identifies • Open list of terms in instruction + others as needed • MARC field 375 • Use subfield $2 if not from RDA James/Kuhagen for VLA - Feb. 5, 2013

  28. Language of the person (RDA 9.14) • Scope = language(s) usedby the person in writing, speaking, singing, etc. • MARC field 377 • In MARC, form is three-character code from MARC code list of languages -- no prescribed order if more than one language James/Kuhagen for VLA - Feb. 5, 2013

  29. Field of activity (RDA 9.15) • Scope = “field of endeavour, area of expertise, etc., in which a person is engaged or was engaged.” • No controlled vocabulary in RDA • MARC field 372; if use a thesaurus, cite it in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

  30. Biographical information (RDA 9.17) • Scope = information pertaining to life or history of a person • Can incorporate information from separate fields into a “public note” • MARC field 678 James/Kuhagen for VLA - Feb. 5, 2013

  31. Questions about identifying persons? James/Kuhagen for VLA - Feb. 5, 2013 • Next: Corporate bodies -- skipping ch. 10 (“Identifying families”) today • Not included in AACR2 • Included in RDA because families are included with persons and corporate bodies as Group 2 entities in FRAD • Families especially important as creators and contributors for archives and museums

  32. Chapter 11:Identifying corporate bodies Definition (RDA 8.1.2) = “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” James/Kuhagen for VLA - Feb. 5, 2013

  33. Corporate bodies: Authorized access points (RDA 11.13) • RDA 11.13.1.1: how to put together the elements to construct an authorized point [with links back to specific elements]: • Preferred nameis the basis • Additions to the name as instructed under 11.13.1.2–11.13.1.8, in that order, as applicable James/Kuhagen for VLA - Feb. 5, 2013

  34. Additions to the preferred name • 11.13.1.2 (11.7.1.4): if name not idea of body # • 11.13.1.3 (11.3): place associated with the body * • 11.13.1.4 (11.5): associated institution * • 11.13.1.5 (11.4): date associated with the body * • 11.13.1.6 (11.7.1.5): type of jurisdiction * • 11.13.1.7 (11.7): other designation * • 11.13.1.8 (11.6, 11.4, 11.3): number, date, & location of a conference # # = required for certain names * = if need to distinguish James/Kuhagen for VLA - Feb. 5, 2013

  35. Preferred name for the corporate body (RDA 11.2.2) • Choose the form most commonly known • Variant spellings: choose the form found in thefirst resource received (RDA 11.2.2.5.1) • Not abbreviating “Department” (should not have abbreviated in AACR2 headings) James/Kuhagen for VLA - Feb. 5, 2013

  36. Preferred name • Names containing initials, terms of honor, terms of incorporation, etc. = RDA 11.2.2.7-RDA 11.2.2.10 • Various categories of corporate bodies (e.g., subordinate bodies both government and non-government, courts, religious officials, etc.) = RDA 11.2.2.13-RDA 11.2.2.31 James/Kuhagen for VLA - Feb. 5, 2013

  37. Preferred name for conferences, exhibitions, etc. (RDA 11.2.2.11) • A merged instruction for preferred name of a conference, congress, meeting, exhibition, fair, festival, etc.: • Retain frequency in the name of a conference, congress, or meeting • Omityear of convocation from the name of an exhibition, fair, or festival (will be included in the authorized access point in subfield $d) if publication cataloged as a monograph James/Kuhagen for VLA - Feb. 5, 2013

  38. Addition to preferred name if it doesn’t convey idea of body • Part of “Other designation associated with the corporate body” -- RDA 11.7 • Cataloger judgment on choice of term (generally in English in the U.S.) • Remember: if subordinate body, establish subordinately to higher body 110 2# $a Elks (Fraternal order) James/Kuhagen for VLA - Feb. 5, 2013

  39. Addition: Place associated ... (RDA 11.3) • Two categories: • Location of conference, etc. (later slide) • Location of headquarters • Form of place: • Form prescribed in chapter 16 • Abbreviate name of countries, states, etc., as instructed in appendix B James/Kuhagen for VLA - Feb. 5, 2013

  40. Addition: Associated institution (RDA 11.5) • In the form and language recorded as the preferred name for the institution (not the authorized access point for the institution) 110 2# $a B’nai B’rith Hillel Federation Jewish Student Center (University of Cincinnati) James/Kuhagen for VLA - Feb. 5, 2013

  41. Addition: Date of establishment or termination (RDA 11.4) • Scope = year in which a corporate body was established or terminated • Give if needed to differentiate the name of one corporate body from another • MARC X10: add with hyphen, if both dates, in parentheses, to the preferred name – no change James/Kuhagen for VLA - Feb. 5, 2013

  42. Addition: Type of jurisdiction (RDA 11.7.1.5) • Part of “Other designation associated with the corporate body” • Term designating the type of jurisdiction added if necessary, to distinguish between access points for two or more governments that have the same or a similar name • e.g., Cork (Ireland) Cork (Ireland : County) James/Kuhagen for VLA - Feb. 5, 2013

  43. Addition: another “Other designation ...” (RDA 11.7) • If other elements in list not appropriate or not sufficient to differentiate between two different non-conference bodies • Scope: • a word, phrase, or abbreviation indicating incorporation or legal status • any term serving to differentiate the body from other corporate bodies, persons, etc. 151 ## $a Korea (South) James/Kuhagen for VLA - Feb. 5, 2013

  44. Addition: Number of a conference (RDA 11.6) • Scope = “designation of the sequencing of a conference, etc., within a series of conferences, etc.” • Use English ordinal numerals 1st, 2nd, 3rd, etc. • LC/PCC policy: Not given in access point if publications of a conference, etc., cataloged as a serial James/Kuhagen for VLA - Feb. 5, 2013

  45. Addition: Date of conference, etc. (RDA 11.4) • Scope = date or range of dates, given as year or years, in which a conference, etc., was held • LC/PCC policy: Notgiven in access point if publications of a conference, etc., cataloged as a serial James/Kuhagen for VLA - Feb. 5, 2013

  46. Addition: Location of conference, etc. (RDA 11.3) • In form as authorized access point (ch. 16) • No “rule of three” when sessions held in three or more locations (separated by semicolons in access point -- RDA appendix E.2.2.4) • If conference held online, location is “Online” • Omit in access point if publications of a conference, etc., cataloged as a serial James/Kuhagen for VLA - Feb. 5, 2013

  47. Addition: Institution as “place”for conference, etc. • If the institution’s name provides better identification than the local place name or if the local place name is unknown or cannot be readily determined • Use the preferred name of the institution (not the authorized access point) 111 2# $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute) James/Kuhagen for VLA - Feb. 5, 2013

  48. New fields in MARC 21 authority format for bodies • 046: Special coded dates (RDA 11.4) • 368: Other attributes of person or corporate body (RDA 11.7) • 370: Associated place (RDA 11.3) • 371: Address (RDA 11.9) * • 372: Field of activity (RDA 11.10) * • 377: Associated language (RDA 11.8) * * = not eligible for authorized access points James/Kuhagen for VLA - Feb. 5, 2013

  49. Elements not eligible for inclusion in authorized access points • May be helpful for identification: • Associated place for non-conference corporate bodies (RDA 11.3) • Address (RDA 11.9) • Field of activity (RDA 11.10) • Language of the corporate body (RDA 11.8) • Corporate history (RDA 11.11) James/Kuhagen for VLA - Feb. 5, 2013

  50. Associated place (RDA 11.3) • Scope = “significant location associated with the corporate body” • e.g., headquarters of an organization • Place given in form it would be as an addition to an access point • If not a jurisdiction, in separate 370 with vocabulary (e.g., LCSH) in subfield $2 James/Kuhagen for VLA - Feb. 5, 2013

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