RDA Test “Train the Trainer”

1. RDA Test “Train the Trainer” Module 5: Identifying Persons [Content as of Mar. 31, 2010]

2. Scope of “person” • 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)” • RDA 9.0: Includes fictitious entities • Non-human entities (e.g., Miss Piggy, Snoopy) now in scope if presented as having responsibility in some way for a work, expression, manifestation, or item

3. Language and script • RDA 8.4 • Name in the language and script in which it appears in the resource used for name • Alternative: a transliterated form as a substitute for or in addition to the found form • Other attributes in language and script prescribed in instructions • If no language or script prescribed, then in language/script preferred by the agency (0.11.2)

4. General guidelines (RDA 8.5) • Capitalization of name – see RDA appendix A.2 • Numbers in name in found form • Accents in name as found; add if needed • Abbreviations in name – see RDA appendix B.2 • Changes from AACR2: • Retain hyphens between forename and surname • Insert space after full stop following initials (PCC practice now in RDA)

5. Terminology • Name of the person: “word, character, or group of words and/or characters by which a person is known” • Preferred name • For current implementations = the form of name used when constructing the authorized access point • Variant name • For current implementations = the form of name used when constructing a variant access point

6. Elements covered in this module • Core • Core if … • Other elements if change from AACR2 • MARC 21 changes included in the above

7. Sources of information • Preferred name: priority order (RDA 9.2.2.2) • Preferred sources of information (RDA 2.2.2) in resources associated with the person [where person has responsibility – i.e., is more than subject] • Other formal statements appearing in resources associated with the person • Other sources including reference sources

8. Preferred name for the person • 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

9. Form of preferred name • Choose the form most commonly known • Variant spellings: choose the form found in the first resource received (RDA 9.2.2.5.4) • For names containing a surname, include words, etc., indicating relationships (e.g., Jr., Sr., IV) -- not just to differentiate (RDA 9.2.2.9.5)

10. Example: Name with title/term • MARC: still encode title/term in subfield $c of authorized access point 100 $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)

11. Using terms of address • Not as additions to names • May be part of a preferred name: • When the name consists only of the surname • If for a married person identified only by a partner’s name and a term of address • If part of a phrase consisting of a forename(s) preceded by a term of address

12. Date associated with the person • RDA 9.3 • Any of three dates can be the core element: • Date of birth • Date of death • Period of activity of the person if dates of birth/death not known -- no restrictions on time period

13. Changes when giving dates for persons • Months not abbreviated • If known to be one of two years: two years (each four digits) separated by “or” 1936 December 17 1742 or 1743

14. 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 can use hyphens instead of words • “fl.” becomes “flourished”

15. MARC for Date … person • Access point: subfield $d • 046 field: • $f: birth date • $g: death date • $s: start date (for period of activity) • $t: end period (for period of activity)

16. MARC examples: Date … person 046 ## $f 1932 $g 2009 100 1# $a Kennedy, Edward M. $q (Edward Moore), $d 1932-2009 046 ## $s 1719 $t 1758 100 1# $a Smith, John, $d flourished 1719–1758 046 ## $s 2000 100 1# $a Allen, Charles, $d 21st century

17. Title of the person • RDA 9.4 • Scope: word or phrase indicative of royalty, nobility, or ecclesiastical rank or office, or a term of address for a person of religious vocation

18. MARC for Title of the person • Access point: in subfield $c, preceded by a comma • No separate field for this element 046 ## $f 1946 100 0# $a Carl $b XVI Gustaf, $c King of Sweden, $d 1946- 046 ## $f 1927 100 0# $a Benedict $b XVI, $c Pope, $d 1927-

19. Other designation associated with the person • RDA 9.6 • Scope: term other than a title that is associated with a person’s name • Application: • Christian saint: record “Saint” • Spirit: record “Spirit”

20. MARC for Other … person • Access point: subfield $c (“Saint” preceded by comma; “Spirit” enclosed in parentheses at end of authorized access point) • No separate field for this element 046 ## $f 1412 $g 1431 100 0# $a Joan, $c of Arc, Saint, $d 1412-1431 100 0# $a Joan, $c of Arc, Saint, $d 1412-1431 $c (Spirit)

21. Identifier for the person • RDA 9.18 • Scope: “character string uniquely associated with a person, or with a surrogate for a person (e.g., an authority record), that serves to differentiate that person from other persons” • Precede the identifier with indication of person or agency, etc., responsible for assigning the identifier

22. MARC for Identifier for a person • In access point in bibliographic records, record control number in MARC subfield $0 (Authority record control number) • In authority records: • a record control number in field 001, 010, etc. • other identifiers in field 024 with first indicator “7” (ensure that source of code has been added to MARC list cited in subfield $2)

23. Core elements to distinguish • RDA 0.6.4: If elements are being recorded to distinguish the preferred name of one person from that of another, record the elements: • either as additions to the authorized access point representing the person [RDA Test], • as separate elements, or • as both

24. 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 • Core if needed to differentiate

25. MARC for Fuller form of name • Access point: subfield $q recorded within parentheses • No separate field for this element 100 1# $a Smith, Nancy E. $q (Nancy Elizabeth) 100 1# $a Williams, John $q (John Dudley) 100 1# $a King, $c Mrs. $q (Annie Liddon)

26. Field of activity of the person • 9.15 • Scope = “field of endeavour, area of expertise, etc., in which a person is engaged or was engaged” • Core: • for a person whose name consists of a phrase or appellation not conveying the idea of a person • if needed to distinguish one person from another with the same name

27. MARC for Field of activity of the person • Access point: in subfield $c, enclosed in parentheses (some were preceded by a comma in AACR2 records) • 372 field: subfield $a 100 0# $a Spotted Horse $c (Crow Indian chief) 372 ## $a Crow Indian chief

28. Profession or occupation • 9.16 • Scope = “a profession or occupation in which a person works or has worked” • Core: • only for a person whose name consists of a phrase or appellation not conveying the idea of a person • if needed to distinguish one person from another with the same name

29. MARC for Profession or occupation • Access point: in subfield $c, enclosed in parentheses (some were preceded by a comma in AACR2 records) • 374 field: subfield $a 100 1# $a Watt, James $c (Gardener) 374 ## $a Gardener

30. Another change from AACR2 • Additions to access points representing persons limited to those in RDA 9.19.1.2 [those additions addressed in earlier slides]: • not titles of position or office • not initials of academic degrees • not initials denoting membership in an organization

31. Current authority record practice now in RDA • Status of identification (RDA 8.10) • MARC 008/33 • Undifferentiated name indicator (RDA 8.11) • MARC 008/32 • Source consulted (RDA 8.12) • MARC 670 • Cataloguer’s note (RDA 8.13) • MARC 667

32. MARC coding changes for RDA authority records • 008/10: value “z” (Other) • 040 $a ___ $b ___ $c ___ $e rda

33. Other new fields in MARC authority format for persons • 370: associated place • 371: address • 373: affiliation • 375: gender • 377: associated language

34. MARC Authority 670 field • If no separate MARC field for an RDA element for persons (e.g., fuller form of name), generally give information in 670 field • Agency decision for repeating in 670 field any element already recorded in a separate MARC field • Many of new MARC fields include “source” subfields

35. More information on authority format new fields • LC Network Development and MARC Standards Office site: • Training document #5 for LC’s proposed practice for the RDA Test http://www.loc.gov/marc/authority/ecadhome.html