Notes

Outline

2002 Revision of AACR2 Impact on Integrating Remote Access Electronic Resources

Coverage of This Orientation What’s new in AACR2 (2002 Revision), mostly with respect to electronic integrating resources What’s new in the LCRIs Changes to MARC 21 content designation

Not Covering All aspects of cataloging integrating resources Most of the “basics” covered by Barbara Tillett’s overview Handouts and exercises Direct access electronic resources, non-integrating remote access electronic resources

Scope of New Chapter 12 Chapter 12 now covers the integrating aspects of remote access electronic resources Be ALERT to the new “scope statements” in Chapter 12 (e.g., Integrating resources, nonprint resources, electronic resources, remote access resources) Chapter 9 is still applicable and important to supplement Chapter 12, e.g., Sources of information Additional notes

What is New and Different? Chapter 12 covers rules for original description of integrating resources as well as “Changes” rules for re-description More room for “judgment” in recording data elements, especially related to changes “New to the rules” vs. “New to me” Current practices that are now documented for the first time in AACR2

What Happened to Chapter 9? Rules and/or examples related solely to integrating resources were removed; covered elsewhere (mostly Chapter 12)

Organization Quick review of integrating resources Creating new records for integrating resources (by area of description) Changes to existing integrating resource records (by area of description) MARC 21 coding changes Uniform titles for electronic resources

Review of “Integrating Resources” Barbara Tillett's presentation LCRI 1.0

Types of Issuance Monograph A bibliographic resource that is complete in one part or intended to be complete in a finite number of parts. The separate parts may or may not be numbered.

Types of Issuance Serial A continuing resource issued in a succession of parts, usually bearing numbering, that has no predetermined conclusion

Types of Issuance Integrating resources A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resources can be finite or continuing.

Slide 12

LCRI 1.0 Decisions Before Cataloging Need to determine the type of issuance by looking at the resource and determining: If it is updated, and if so How it is updated --Do the updates remain discrete or are they integrated into the whole?

LCRI 1.0 For electronic resources, make the decision on the type of issuance based solely on the electronic resource itself Not another manifestation of the resource, e.g., a print publication

LCRI 1.0: Remote Access ERs Catalog as serial: resource having material added as discrete, usually numbered "issues" Catalog as integrating:  resource having material added, changed, or deleted via updates that do not remain discrete Catalog as a monograph: resource complete in one part or intended to be complete in a finite number of parts, including those resources that are corrected via "errata" information

LCRI 1.0: "In Case of Doubt" In case of doubt about the type of issuance: Serial vs. integrating: if there is no information about the type of issuance, but the resource has wording that refers to "edition," determine if that wording represents a numeric designation (serial) or an edition statement (integrating)

LCRI 1.0: "In Case of Doubt" In case of doubt about the type of issuance: Monograph vs. integrating: if there is no information about the type of issuance, catalog the resource as a monograph

LCRI 1.0: Change in Type of Issuance In the coming months CPSO will be issuing guidelines on "changes in type of issuance" and how this impacts the type and number of bibliographic records

Iterations An instance of an integrating resource, either as first published, or after it has been updated. Creating new records Identify the iteration used for description Updating existing records Identifying the changes in the description between iterations (as well as identifying the iteration used for re-description)

Part 1 : Creating New Records Basis of description Area 1 : Title and statement of responsibility Area 2 : Edition Area 4 : Publication, distribution, etc. Area 6 : Series Area 7 : Notes Area 8 : Standard numbers *Note that there is no need to cover Areas 3 or 5

Basis of the Description 12.0B1 b) Integrating Resources

Sources of Information Chief source for nonprint resources, see subrule .0B in the relevant chapter (i.e., 9.0B1) Prescribed sources for nonprint resources, see subrule .0B in the relevant chapter (i.e., 9.0B2) Nothing new!

AREA 1 Title and statement of responsibility Words that serve as introductions Typographic errors Full forms vs. acronym/initialism

Title Proper: Introductory Words 1.1B1   “Do not transcribe words that serve as an introduction and are not intended to be part of the title.  Give the title including these words in a note (see 1.7B4).” LCRI   “Use cataloger’s judgment … Look at other sources in the resource and consider the presentation, differences in typography, etc.  If in doubt, give the longer form as the title proper and give a title added entry for the shorter form.

1.1B1 Example

Title Proper: Typographic Errors 12.1B1  Correct obvious typographic errors when transcribing the title proper and give the title as it appears on the resource in a note. In case of doubt about whether the spelling of a word is incorrect, transcribe the spelling as found. LCRI 21.30J  When the title proper has been transcribed in a corrected form, also make a 246-derived title added entry for the title as it appears on the resource

Typographical Error?

Title Proper: Full Form vs. Acronym/Initialism 12.1B2  "When the title appears in full and in the form of an acronym or initialism in the chief source of information [i.e., same source], choose the full form as the title proper." LCRI:  Do not change any existing records created before Dec. 1, 2002

Treatment of Acronym/Initialism When the full form has been chosen as the title proper per 12.1B2: Give the initialism/acronym as other title information Give the initialism/acronym as a 246-derived title added entry

Full Form vs. Initialism/Acronym

Title Proper: Common Title/Section Title Nothing new under revised Chapter 12, but new info in LCRI: LCRI 12.1B4   Updating remote electronic resources. For most such resources, what appears at first to be a common title may instead be a statement of responsibility, the name of the parent electronic resource, or another component of the resource. If in doubt, do not consider it to be a common title.

Example: Common Title/Section Title

Other Title Information 12.1E1  b) Integrating resources: Transcribe other title information as instructed in 1.1E if considered to be important Do not transcribe other title information that consists solely of words relating to the currency

"Good descriptive terms that might..." Good descriptive terms that might prove useful in keyword searches Helps to clarify or amplify the scope of an otherwise "weak" title Likely to be "stable," e.g., not "currency" information, or information likely to shift as a resource grows or changes Others?

Examples: Other Title Information

Statements of Responsibility Follow your normal practice (1.1F, 9.1F– those credited with a "major role"), except: Editors 12.1F3 b)  Integrating resources: Record statements relating to persons who are editors as statements of responsibility if considered to be important.

AREA 2 Editions Transcribing edition statements Edition statement vs. frequency

Edition Statements 12.2B1  b)  Integrating resources: Transcribe an edition statement as instructed in 1.2B if considered to be important Replaces 9.2B8

Edition Statement :  Considered Important? Likelihood to be retained as the resource is updated Helpful to place this resource in the context of others "Currency" information (e.g., "Last updated 10/12/2002") should not be considered an edition statement; if used at all, can be included in "item described" note Other?

Edition Statement vs. Frequency 12.2B2.  Give statements indicating regular revision or frequent updating (e.g., Rev. ed. issued every 6 months, Frequently updated) as frequency in the note area (we'll cover later in the notes section)

Example : Edition Statement

Example : Edition Statement

Example : Edition Statement

Example (continued) Existing bibliographic record:

AREA 3 Chapter 9 Area 3: Type and extent of resource Do not use per LCRI 9.3B2 Chapter 12 Area 3 : Numbering Not applicable to integrating resources, even if updates are numbered

AREA 4 Publication, distribution, etc. No more "shortcut" recording of publisher name (e.g., "The Society") Beginning and/or ending dates when first or last iteration is not available

Publisher's Name DELETE rule 1.4D4 DO NOT shorten the name of the publisher in the Publication, distribution, etc., area, even if the name of the publisher is already given in the title proper or statement of responsibility

Beginning Dates : Rule 1.4F8. Dates for serials, integrating resources, and multipart items. If the first published issue, iteration, or part is available, give the beginning date followed by a hyphen. If the first published issue, iteration, or part is not available, do not give the beginning date; give information about the beginning date in a note if it can be readily ascertained Publication, distribution, etc. note (12.7B11)

Beginning Dates : Option Optionally, supply the beginning publication date in the publication, distribution, etc., area if it can be readily ascertained. LCRI 1.4F8, for integrating resources: Apply the option on a case-by-case basis only if the resource includes an explicit statement, e.g., "Created on March 12, 2001" "Began publication in 1998"  Do not investigate beyond the resource to find a date.

"Explicit Statements" vs. Copyright Dates If cataloging a remote access integrating resource and you do not have the first iteration, do not consider a copyright date (or span) as an "explicit statement" about the beginning publication date Cataloger's judgment: if cataloger feels the information is helpful, can include in a note (e.g., Begun in 1999?)

Copy Cataloging If you use a record from another library to catalog an integrating resource (i.e., you do not have the first iteration), and they have recorded a beginning date in 206 $c, accept that date

Beginning Dates : Summary If not cataloging the first iteration, and There is no explicit statement about the beginning date, then: Do not record a 260 $c Do give any available information about the beginning date in a note (12.7B11) using 362 1

MARC 21 : New TAG : 362 If the date information has been obtained from a source other than the first iteration of the published item, give as unformatted First indicator value 1 = Unformatted note $a is for the date(s); prefer real words to cataloger constructs $z is for the source of the information (probably won't be used)

Examples : 362 1

Beginning Dates : 008 Coding Use "m" (multiple dates) for integrating resource "type of date" (008/06) Base DATE1 (008/7-10) on the following: 260 $c if present Date from 362 1 if 260$c not present "Last updated" information if found and above not available "Viewed on" date if above not available

Example 1 : Beginning Dates

Example 2 : Beginning Dates

Example 3 : Beginning Dates

AREA 5 Because we are only concerned with remote access integrating electronic resources, no Area 5 is included per footnote 2 at 9.5

AREA 6 Nothing new for the series area specifically for integrating electronic resources Pay particular attention to changes in recording series statements in bibliographic records and series authority records outlined in the overview and the exercises distributed to teams

AREA 7 Notes Specifying the applicability of a note Frequency of updates Source of title proper Item described Source of edition statement Bibliographic history and relationship with other resources

Notes: Scope of Applicability 12.7A2 If it is known that the note does not apply to all iterations of an integrating resource, add appropriate numbering or publication dates.

Notes: Frequency 12.7B1. Frequency Make notes on the frequency of the updates  to the integrating resource unless it is apparent from the rest of the description or is unknown.

LCRI 12.7B1  Frequency Always make a note on known frequencies, even if evident from elsewhere in the description Don't consider "frequently updated" to be a known frequency For integrating resources, include the word "updated" or "updates" with the frequency word, e.g.: Updated daily Weekly updates Continuously updated

MARC 21 : New Tag : 310 Current publication frequency notes are found in MARC tag 310 Indicators undefined $a is for current publication frequency

Source of Title Proper 12.7B3  for nonprint resources, see .7B3 in appropriate chapter 9.7B3  always give the source of the title proper As before, this note will usually be combined with the "Item described" note

Item Described 12.7B23  (9.7B22) If the description is not based on the first iteration, make a note on the iteration you used For remote access resources, always give the date on which the resource was viewed for description May be combined with other notes (often with Source of title proper note)

Examples : Item Described

Source of Edition 12.7B9.1  for electronic resources, make notes on the source of the edition statement if it is different from the source of the title proper (same as 9.7B7)

Bibliographic History and Relationships 12.7B8 Make notes on the bibliographic history and on important relationships between the resource being described and the immediately preceding, immediately succeeding, or simultaneously issued resources.

Reciprocal Linking Notes LC will now implement between AACR2 records: Serials and integrating resources Integrating resources and integrating resources Integrating resources and monographs Reciprocal links (i.e., in new record and existing record) Link only within LC's catalog Generally, do not make related work added entries for titles you are linking to (cf. LCRI 21.28B1)

Reciprocal Linking Notes LCRI 12.7B8 Gives additional information on the "form" of linking notes for legal works and translations Main entry name heading/uniform title/title proper (i.e., 1XX/240/245) Main entry uniform title/title proper (i.e., 130/245)

Reciprocal Linking Notes MARC 21 Tags 76X-78X; most common for integrating resources: 776  Additional physical form entry 780  Preceding entry 785  Succeeding Entry 787  Nonspecific relationship Don't imagine relationships; in case of doubt, don't include  When a relationship is known, but the "flavor" is not; don't guess, use 787

Reciprocal Linking Notes : Indicators First indicator 0  Display note  (usually) 1  Do not display note (only when 580 used) Second indicator Varies depending on field, used to determine display constant in OPAC 776 0# Available in another form: 787 0# Related item:

Reciprocal Linking Notes : Indicators Second indicator : 780 (Preceding Entry) 0 Continues 1 Continues in part 2 Supersedes 3 Supersedes in part *4 Formed by the union of … and … 5 Absorbed 6 Absorbed in part 7 Separated from

Reciprocal Linking Notes : Indicators Second indicator : 785 (Succeeding Entry) 0 Continued by 1 Continued in part by 2 Superseded by 3 Superseded in part by 4 Absorbed by 5 Absorbed in part by *6 Split into … and … *7 Merged with … to form … 8 Changed back to

Reciprocal Linking Notes : Subfields $a Main entry heading from related record's 100, 110, 111 individual components of the name heading are included in a single subfield $a $s Uniform title from related record's 240 only used in conjunction with $a individual components of a uniform title are included in a single subfield $s

Reciprocal Linking Notes : Subfields $t Title from related record's 130 or 245 $a$n$p individual components of a title are included in a single subfield $t $b Edition from related record's 250 include only if 1XX/245 are the same in both records (i.e., needed to distinguish)

Reciprocal Linking Notes : Subfields $w Control number (LCCN) From related record's 010 field Precede LCCN by "(DLC)" and formulate LCCN using proper spacing conventions Post-2000 LCCN format $w (DLC)##2002123456 Pre-2001 LCCN format $w (DLC)###98345678

Reciprocal Linking Notes : Subfields $x ISSN from related record's 022 field (serials, possibly some integrating resources) $z ISBN from related record's 020 field

Reciprocal Linking Notes : Subfield Conventions Punctuation:  ending punctuation only in $a and in $s (and $t if followed by $b) Initial articles:  omit unless intent is to file on (e.g., Los Angeles)

Form of Linking Entry

Reciprocal Linking Notes Linking entry complexity note – 580 Use only if the relationship between two or more bibliographic resources is too complex to be expressed by the second indicator of the linking field  (see 780, 785 indicators marked with asterisks)

Reciprocal Linking Notes : Example "The franchise handbook" published as a serial in print form (a quarterly) Now simultaneously published as an integrating remote access resource (updates do not remain discrete) with title "The franchise handbook online"

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Reciprocal Linking Notes : Maintenance Will cover in Part 2 : Changes

MARC 21 : New Field : 550 Notes on the issuing body (i.e., not a commercial publisher, distributor, etc.), usually used to justify a 7XX added entry, are now to be coded as 550 instead of 500.

AREA 8 Standard Numbers LCRI 12.8B1 If an integrating resource has both an ISSN and an ISBN, give both

Part 2 : Changes Basis of description Area 1 : Title and statement of responsibility Area 2 : Edition Area 4 : Publication, distribution, etc. Area 6 : Series Area 7 : Notes Area 8 : Standard numbers

Basis of the Description 12.0B1 b) Integrating Resources

Change in Title Proper 12.1B8 b)  Integrating resources: If any change in the title proper occurs on a subsequent iteration: Change the title and statement of responsibility area to reflect the current iteration Give the earlier title in a note

MARC 21 : New Tag : 247 Former Title Proper See LCRI 12.7B41 for text of how the field scope information will be changed in the next iteration of MARC 21 Emphasis on title proper; do not use 247 for earlier change in title other than title proper (e.g., not parallel title, other title information)

MARC 21 : New Tag : 247 Indicators First indicator: generally use 1 (added entry) Second indicator: generally use 0 (display note)

MARC 21 : New Tag : 247 Subfields Record former title proper in $a $n $p (do not use $b or $h) Always use $f (date or sequential designation) if information is available; allows for temporal comparisons when multiple 247 fields exist Use $x (ISSN) if record has ISSN in 022 field and the title proper changes; move ISSN from 022 to 247$x

Example : Title Change

Important Note If you change a title proper in a bibliographic record, And that record has a reciprocal linking note for bibliographic history or relationships (76X-78X) Then you must also change the linking field on the other record!!! If the "other record" is a serial, send to SRD

MARC 21 : New Tag : 547 Former title proper complexity note Only use in those situations where you need to provide more explanation than can be given in the 247 field (i.e., do not give a 547 just because there is a 247).

Change in Parallel Title 12.1D3  b)  Integrating resources: If a parallel title is added, deleted, or changed on a subsequent iteration: Change the title and statement of responsibility to reflect the current iteration Give any earlier parallel title in a note if considered to be important (for note, see 12.7B5.2 b) Use 246 field for "note"  (see LCRI 12.7B5.2)

Example : Change in Parallel Title

Reminder 247 field is used for former title proper only; For other changes in title area (parallel title, other title information) use 246 field, with explanation in $i

Change in Other Title Info 12.1E2 b)  Integrating resources: If other title information recorded in the record changes on a subsequent iteration: Change the title and statement of responsibility area to reflect the current iteration Make a note if the change is considered to be important (12.7B6.2 b) ); use 246 field for "note" (LCRI 12.7B6.2)

Change in Statement of Responsibility 12.1F5 b) Integrating Resources: If the statement of responsibility is added, deleted, or changed on a subsequent iteration: Change the record to match the current iteration Make a note if the change is considered important (see 12.7B7.2)

Change in Edition Statement 12.2F1 b) Integrating Resources: If edition information is added, deleted, or changed on a subsequent iteration and this change does not require a new record: change the edition area to reflect the current iteration Make a note about the earlier edition if considered to be important (see 12.7B92)

Change in Place of Publication 12.4C2 b) Integrating resources: If the place of publication changes on a subsequent iteration: Change the record to reflect the current iteration Give the earlier place in a note if considered important (see 12.7B11.2)

Change in Name of Publisher 12.4D2 b)  Integrating resources: If the name of the publisher changes on a subsequent iteration: Change the publication statement to reflect the current iteration Make a note about the earlier publisher if considered to be important (see 12.7B11.2)

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Change in Series Statements 12.6B2 b)  Integrating resources: If a series is added, deleted or changed on a subsequent iteration: Change the series area to reflect the current iteration Make a note of the change if considered important (see 12.7B14.2); consider it important if it was a traced series If a former traced series is now recorded only in the note, also make an 8XX series added entry (see p 3-4 of LCRI 21.30L for example)

Changes to Notes Most of the "changes" notes in 12.7 have been mentioned above For more information, review the 12.7BX.2 sections in Chapter 12 Changes to known frequencies (12.7B1)

Slide 109

Changes to Notes LCRI 12.7B23  Item described When the bibliographic record has been updated based on changes in the current iteration: Replace the "viewed on" date in the record with the current date (regardless of which note this is associated with)

Item Described : Re-description

Changes That Require a New Record Follow the rules for changes we've just discussed, regardless of the "major" or "minor" aspect of the change, even with a new edition statement Make a new entry only if the resource described in the existing record continues to exist as a resource separate from the new resource to be cataloged—cf. LCRI 21.3B, section on Updating remote access resources

The Ultimate Change New LCRI 9.7B  for remote access electronic resources that are no longer available Original URI no longer active Original URI still active, but original resource no longer available (i.e., not a different iteration of the original resource)

Original URI No Longer Active Use an Internet search engine to determine if the resource described in the record is now available at a different URI If found, update 856 $u If not found Indicate in a note that the resource isn't findable (and the date you searched) Include the reason, if known Move the 856 $u to 856 $z Suppress the bibliographic record

Different Resource at Old URI Treat the existing bibliographic record as we just discussed (as if it was no longer there) Create a new record for the new resource (if that resource is one that is appropriate for adding to the catalog)

Caveats Do not apply these procedures if: The record represents a resource from a Library of Congress domain (e.g., lcweb.loc.gov, www.loc.gov) Another 856 in the record indicates that LC has archived the resource LC has a paid subscription to the resource Notify CPSO if any of these apply

MARC 21 Changes Leader:  Bibliographic Level (Ldr/07) New code "i" for integrating resources will not be implemented at this time (must be coordinated with bibliographic utilities) Interim decision:  continue to use code "m" (monograph) Interim: same 008s that you are using today!

MARC 21 Changes ADD:  Serial 006 Field Begin with implementation of "integrating resources" on Dec. 1, 2002  Add the 006 if you have received the new Voyager update package If you must complete a record after Dec. 1 but prior to receiving rollout package, add cataloger note: "952 $a Add serial 006"

Serial 006 in Voyager

Serial 006 Positions To Address Leave default values except: Frequency (006/01) Default: no determinable frequency If 310 field present, value in Frequency should match Note: value "k" continuously updated is defined as "more often than daily" Type of continuing resource (006/04) Default: fill Change to one of the following: "d"  updating database "w" updating Web site

Serial 006 Positions To Address Form of item (006/06) Default:  fill Change to: "s"  electronic Entry convention (006/17) Leave as default "2" (integrating entry)

Uniform Titles : LCRI 25.5B LCRI revised to remove the separate paragraph related to "computer files" Treated computer files as "special" publications but they weren't Didn't cover all instances when a uniform title may have been required (e.g., translations) Didn't have flexibility for cases of conflict

LCRI 25.5B : Extent of Change For electronic resource monographs, now incorporated as the "norm" (treat as any other monograph) For integrating resources, treat as monographs, EXCEPT: also create a uniform title if a serial becomes an integrating resource (i.e.,  stops/starts) and doesn't change its title proper

LCRI 25.5B : Choice of Qualifiers Was:   "(Computer file)" Now: use judgment to identify the most appropriate qualifier.  Possibilities include: Corporate body Date of publication Descriptive data elements, e.g., edition statement, GMD, physical medium Place of publication (not in priority order!)

"Old" Authority Records Let sleeping dogs lie  (LCRI 25.5B) Headings that exist with "(Computer file)" should not be changed unless the heading needs to be changed for another reason

MARC 21 : Summary of New Tags Variable fields, generally used only on serials until now, to be used in integrating resource records: 022– ISSN 247/547– Change in title proper 310/321– Frequency 362 1– Beginning/ending date of publication 550 – Issuing body note 580, 76X-78X– Relationships with other resources