6: Working with Copy &

When to Create a New Record

1

Change over Time• Using existing copy

– What types of change can be accommodated?– How to edit?

• RDA & AACR2/CSR records• Pre-AACR2 successive entry records

• When to consider re-describing to RDA?

• Creating a new record– When?– What level?

2

Manifestation: Types of change (1)

• Carrier type (3.22.6)

• Minor title changes (2.3.2.13.2)

• Edition not changing scope of publication (2.5.1.6)

• Publisher/distributor/manufacturer (2.8-2.11)– Publisher: Place (2.8.2.7)– Publisher: Name (2.8.4.8)

3

Manifestation: Types of change (2)

• Series (2.12.1.6)

• Numbering (2.6.1)

• Frequency (2.14.1.4)

• Editors, issuing bodies, etc. (2.4.1.10)

4

Carrier types (3.1.6, 3.22.6)

• Minor changes:– Broadsheet to volume (Media type: unmediated)– Microfiche to microfilm (Media type: microform)– CD-ROM to DVD-ROM (Media type: computer)

• New record required:– Print to CD-ROM (Media type change:

unmediated to computer)– CD-ROM to online (Media type: computer)

5

Exercise: Carrier type

The last CD-ROM issue was: 1997/2001. The first DVD-ROM issue was: 1998/2002.

6

Exercise: Carrier type (2)

300 ## $a computer discs ; $c 4 3/4 in.

500 ## $a Issues for 1989/1992-1997/2001 on CD-ROM; issues for 1998/2002- on DVD-ROM.

7

Minor Title Changes & Variant Titles

• Changes in title proper of serials: – RDA 2.3.2.12.2

• Major and minor changes– RDA 2.3.2.13– LC-PCC PS general guidelines and LC-PCC

PS for minor change categories

• Title changes: no change in practice!

8

Minor title changes (2.3.2.13.2, 2.20.2) , parallel (2.3.3.5), and variant titles (2.20.2.4)

Coding for CONSER core:– 245 00 $a Title– 246 1# $i Issues for … have title: $a [later title]– 246 1# $i Issues for … have English title: $a [later

parallel title]– 246 1# $a [variant title] $f <Nov. 2011->

Example245 00 $a Geologie de la France.246 1# $i Issues for 1988-1989 have title: $a Geol. Fr.246 1# $i Issues for 1994-2000 also have English title: $a Geology of

France and surrounding areas246 1# $a GFSA $f <1995>-1999

9

Edition statement (2.5.1.6, 2.20.4)

Changes in edition statement:• No change in scope? → Record changes from

later issues if important for identification

• Example250 ## $a Property & casualty insurance edition.

500 ## $a Issues for Dec. 29, 1986-Jan. 2, 1989 called Property & casualty/employee benefits edition; issues for Jan. 9, 1989 called Property & casualty/risk & benefits management edition.

10

Publisher change (2.8, 2.20.7)

• Reminder: – Existing:

• 260 # # (if 260 is present, leave tag as-is) OR

264 # 1 (for RDA record created after August 2011)• Add: $3 Coverage

– New:• 264 2 1 (intermediate)

264 3 1 (most recent)• $3 Coverage [recorded]• $a Place : $b Publisher [transcribed]• $c Date (if ceased) [transcribed]

11

Exercise: Publisher

After this record was created, the cataloger received some additional issues (though not a complete run). Here are some changes discovered:--By the “February 1990” issue, the place of publication moved to: Tonawanda, NY--By the “February 1991” issue, the place of publication moved to: Las Vegas, NV

The Raving Lunatic Society remained the publisher throughout the life of the serial.The latest issue received was: Volume 7, issue #1 (May 15, 1993).

Fixed field: 008/15-17 (Ctry): nyu

12

Exercise: Publisher change (2)Fixed field: 008/15-17 (Ctry): nvu

13

Frequency change (2.14.1.4, 2.20.12)

Coding: Recorded; CONSER practice: keep all

– 310 ## $a Frequency, $b coverage [current]– 321 ## $a Frequency, $b coverage [oldest]– 321 ## $a Frequency, $b coverage [next

oldest]

14

Numbering (2.6.1, 2.20.5)• Coding: Partially transcribed

• Reminder: If numbering starts over without series designation, supply [new series]

• Options: – 362 1# $a If have first/last in range– 515 ## $a In all situations

Example 1362 1# $a Began with: No 7 (annee judiciaire 1998/1999); ceased with no 13

(annee judiciaire 2004/2005).--------------------------------Example 2362 1# $a Began with December 1971. 515 ## $a Issues for <May 2010-> called: <2nd series, volume 1, issue 5->

15

Issuing body (2.20.3.6.2)

• CONSER practice: [introductory word(s)]: [information], [dates]

Example550 ## $a Issued by: Bureau of Vital Statistics,

1964-1977; by: Bureau of Vital Records, 1978-

16

Other considerations• CEG B4

• FF Dates: If most recent issue (or known issue) is older than 3 years: – 008/06 (Status): u– 008/11-14 (Date2): uuuu

• Basis of identification: If have a later issue than had previously been noted, add or revise 588:

588 ## $a Latest issue consulted: … . 588 ## $a Latest issue consulted: … (publisher’s

Web site, viewed …). 17

Expression-level change (7.29.2.3)

• So far, ALL changes can be accommodated

• Types of change common to serials: – Language– Script

• Examples: 546 ## $a Volumes 1-3 in French; volumes 4-7 in

German.

546 ## $a In Azerbaijani (Cyrillic), <1999->; (Latin), <2002-2003> 18

Work-level change (Chapter 6)

• Parallel language titles appearing on later issues (6.2.3.4)

• Variant titles that differ significantly from the preferred title and might reasonably be sought (6.2.3.3)

• Nature of the content (7.2.1.3)19

Hybrid: Editing AACR2/CSR Records

• Documentation: Post RDA Implementation Guidelines and Standards http://www.loc.gov/aba/pcc/

• May follow RDA conventions to maintain AACR2/CSR records

• May add (or add to) 336-338 fields• Should create RDA NARs if additional name

headings are needed (e.g., issuing body)• Many changes can be made without re-describing

serial using RDA20

Exercise: CSR record maintenanceFF: LDR/18 (Desc) = a 008/18-19 (Freq/Regl) =q/x 008/15-17 (Ctry) = nju

Issue : Volume 87, issue 4 2012Philadelphia, PA * Taylor and Francis * Published 5 times a year

What enhancements could/should be made to reflect this issue? 21

Exercise: CSR record maintenance (2)FF: LDR/18 (Desc) = a 008/18-19 (Freq/Regl) =q/x 008/15-17 (Ctry) = pau

22

Editing pre-AACR2 records using RDA

• Watch for: Partial title that needs to be reconsidered (e.g., “Report” rather than “Report of the [Body]”)

• Before editing: – Create DBO to reflect issue used for description if

known, based on 362, 936, and any other data:– Remove 936

• Apply Hybrid Record Guidelineshttp://www.loc.gov/aba/pcc/rda/PCC%20RDA%20guidelines/Hybrid-Guidelines-Serials-Post-Impl.docx

23

Exercise: Pre-AACR Maintenance

Issue: Volume 35, Number 2, May 2012 Published: Baltimore, Maryland, USA * The Johns Hopkins University Press

24

Exercise: Pre-AACR Maintenance

25

Would you re-describe to RDA if …?• CSR CONSER Record: e-Level 8 (ISSN Pre-pub)

Cataloger has first issue in hand.

• Pre-AACR2 Record:– 110 2# $a Society of Archivists.– 245 10 $a Journal of the Society of Archivists. 2011: Name of body changed to: Archives & Records

Association. No change to title (oddly enough).

• AACR2 CONSER Record based on: Vol. 8, no. 3

245 00 $a ME insights. Cataloger has volume 1, number 1 with title:

Middle East insights.26

When do you need a new record?W Change to authorized access point representing work 6.1.3.2.1

Title proper--Major change to title proper--Major change to original title for language expression

6.1.3.2.2

Creator--Authorized access point for person, family, or corporate body used in identifying the work--Change affecting name of person, family, or corporate body used as an addition to authorized access point for the work

6.1.3.2

--Work under title changes to work under creator

M Change to manifestation that cannot be accommodated in descriptionMode of issuance 1.6.2.1Media type of a serial 1.6.2.2Edition affecting scope or coverage 1.6.2.5

27

New record? New work?

Situation

245 00 $a Newsletter of the American Health Foundation

Change: Newsletter of the Institute for Cancer Prevention

28

New record? New work?

Situation: Loose-leaf publication

100 1# $a Dobbs, Marian F.

245 10 $a Determining child & spousal support

Change: Serial publication

245 00 $a Determining child & spousal support

29

New record? New work?

Situation:

245 00 $a Hong Kong business directory.

300 ## $a CD-ROMs

Change in 2007: Issued only on DVD-ROMs

Change in 2009: Issued only online as pdf file

Change in 2012: Issued online as a database

30

New record? New work?

Situation: Spanish-language edition

130 0# $a Worldnet at a glance. $l Spanish.

245 10 $a Worldnet en un vistazo.

----------------------------------------------------------

Change:

--New English-language title is: Worldnet

--Spanish-language title is: Worldnet en un vistazo

31

RDA: Requiring a new description

32

Summary

• Change within: Manifestation, Expression, and Work-level change

• Hybrid-Record techniques

• Re-description to RDA

• Change without: Work/Expression, Manifestation 33