>> From the Library of Congress in Washington, D.C. ^M00:00:05 [ Silence ] ^M00:00:09 [ Music ] ^M00:00:18 >> Paul Frank: Let's take a look at the outline that we're going to follow for these four modules on corporate bodies. It's not going to be a surprise. It's very similar to the outline that we used for the personal names. Chapter 11 in RDA on identifying corporate bodies has the same structure as the other chapters on persons and names of families. And there's a very long section at the beginning that talks about the recording the attributes of the corporate body, then there's a much shorter section that's about constructing the authorized access point and the variant access points. And in that section, you're referred back to the earlier sections, so there is that cross-sequencing there. But we will spend most of our time in this module on this first section and then very briefly, we'll cover the last three and, of course, the last one will be a comparison between RDA and AACR2 to sort of help you along. There are a lot of similarities there. You'll be very pleased about that. I talked about vocabulary in the person-- in the names of persons section and I just would like to repeat it and not go into as much detail now. You can always go back to that module and watch it there. But we do need to go to other chapters to find these vocabulary terms and for the names of corporate bodies, we want to go to chapter 8 and we find out about what the definition of a name is in our RDA, and then the definition of preferred name and a variant name, and you can see those on the slides. Access point, authorized access point, and variant access point are-- they're used similarly between names of persons and corporate bodies, at least the terminology, the vocabulary that's there. Then for sources of elements, we also need to go all the way back to Chapter 2 just as we did for sources of elements for personal names and we find the preferred order, in order of preference at Chapter 2.2.2, Chapter 2 being, of course, identifying manifestations and items because we're talking about creating a preferred name for a corporate body in order to use it as an access point in a bibliographic record and then we'll talk about the authority work that's associated with that preferred name in Chapter 11 when we get to the authorities chapters. And the last general guideline slides that I showed in the names of persons module, I want to show again here and as I said previously, this is something that we just take for granted as NACO Catalogers, we are romanizing non-Latin scripts in our authorized access points and we're going to be continuing to do that. We still are allowed to record variant access points in other scripts--in non-Latin scripts--but we're continuing our policy right now of using Romanized data which means that if you do work with non-Latin languages, you'll be using the ALA-LC Romanization Tables. Now, just as we did for personal names or names of persons, let's take a look at the scope of a corporate body and there are few more definitions here than with names of persons because corporate bodies can be somewhat complex in their nature and in their capability of authorship. The scope of corporate body from Chapter 8, the general guidelines on the names of person's, corporate bodies, and families says that a corporate body is an organization or group of persons and/or organizations identified by a particular name and that acts or may act as a unit. So, fine, that's something that you should feel fairly comfortable with. When we go into the beginning of Chapter 11, we find that a body is considered to be a corporate body only if it is identified by a particular name such as the words referring to it or a specific appellation rather than a general description. So, that's a very important scope note that you want to keep in mind for corporate bodies. And then it goes on to say that typical examples of corporate bodies are associations, institutions, business firms. It's quite a long list and I won't read it to you. You can see it on the slide. But this should be very familiar to your from NACO training. I know that we have many NACO slides in our AACR2 training that identified the scope of a corporate body and list these types of examples as well. The definition that I want you to be aware of that's in a totally different location is that definition of a corporate body that we used to see in AACR2 Chapter 21 on choice of access points. And the reason we found the definition of corporate body there was because that chapter in AACR2 was telling us whether we would use a corporate body name as a main entry in a bibliographic record. So, I wanted to see where in RDA that type of information was carried over and indeed, I did find a very similar note in Chapter 19 of RDA and these-- as you work with RDA more and more, you'll notice these broad sections of chapters and chapter 19 happens to fall under the larger unit of recording relationships to the persons, families, and corporate bodies and in specific, Chapter 19, is person, families, and corporate bodies associated with the work. So this is a logical place to find that corporate bodies are considered to be creators. It will tell you when and if they will be considered creators when they are responsible for originating, issuing or causing to be issued, works that fall into one or more of the following category. So that's very similar to that rule that we had in AACR2 Chapter 21. I just wanted you to be aware that it's-- the RDA version of that is in Chapter 19-- logically and in the correct location in RDA. So, on the next three slides that we'll look at, I just want to give you that overview of the beginnings of Chapter 11 and then move on to the point where we will be constructing the authorized access points. This is a listing of the identifying characteristics or attributes that we're going to be adding to the authority record for a corporate body with the understanding that our goal is to create a unique identifying authority record for the corporate body of which the authorized access point will only be one part. So just as with personal names, we'll look at lots of attributes. Some of those attributes maybe used, if needed, in the authorized access points-- access point; the other attributes will be recorded in other parts of the authority record but may not be used in the authorized access point. We'll take a look at some examples of those as we go along. The point of these three slides is to show you that overarching structure of Chapter 11 where all the attributes were given at the beginning for a corporate body and then information on constructing the authorized access point comes at the end. So going back to the beginning in Chapter 11, the first thing we want to consider is the preferred name for the corporate body and the rules are in 11.2.2 and you can follow along again. Is it something that you might want to use as an exercise to test your understanding or your use of the toolkit, maybe go in and start reading about corporate bodies, yourself, just to familiarize yourself with the way the toolkit works. We have a very similar instruction on variant spellings and, you know, what's the priority source for variants? What do we use if we have a variant form that's been identified? It addresses such issues as orthographic reform for those languages that have gone through orthographic reform. That's something that we did deal with in the AACR2 but now, we also will be dealing with in RDA. I think the big thing about corporate bodies, and I know you've probably read about this and heard about it, is that we no longer are abbreviating department, Dept. like we did in the AACR2. Well, we really shouldn't have doing it in the AACR2 either but we did and it sort of violates the principles of representation. If a corporate body presents itself with the word department spelled out, then we want to use that spelled out form in their preferred name. Of course, think about it. If a corporate body presents its name in the abbreviated form, then you will observe that and use the abbreviated form in the preferred name under that principal of representation, but you will not routinely abbreviate a spelled out form of department. The instructions on preferred name continue to talk about names containing initials, terms of honor, terms of incorporation, and then it goes into these various categories of corporate bodies that are subordinate and these are lifted really word for word from AACR2 24.13 and 18, those subordinate bodies that are non-government and the subordinate bodies that are government will be following those type rules but with the understanding that you strive, if at all possible, to enter a corporate body directly. ^M00:10:08 Those rules of subordination are only as a last resort because you'll note that just looking at the examples there, there will always be exceptions. If in doubt, do not enter subordinately, enter directly. So that's-- the basic principle still is in play with RDA. Another big difference, and this is similar to the department being spelled out now if it's represented in the spelled out form, regards the preferred name for conferences and exhibitions and through a simplification of rules in RDA or instructions in RDA in Chapter 11, we now have a merged instruction for the preferred name of a conference or a congress. And what-- the big change here is that we now are retaining frequency words in the name of a conference. So, you know, the annual meeting of-- or the sesquicentennial meeting of--, all those words that in-- these frequency words that were omitted in AACR2 headings for conferences are actually considered a part of the preferred name for an RDA conference. However, we still will omit the year of convocation from the name of an exhibition, fair, or festival from the preferred name. It will be included in the subfield d if the heading is going to-- if the authorized access point is going to be used in cataloging a monograph. There's a lot of change in this area that I want you to be aware of. You need to keep abreast of the latest developments. Another change in RDA is that for those ongoing conferences, we will be creating authorized access points for each meeting of the conference if we need that access point in a monograph bibliographic record. Under AACR2, we created a heading that was unqualified for an ongoing conference but we would add additions to the bibliographic record indicating the location, the date, or the number of the conference. But in the RDA, we're going to be creating unique rec--authority records, unique authorized access points for each meeting of these conferences when used in a monograph and you might ask, "Well, what do I do if need to use the name of a conference in the serial publication that would cover multiple meetings of this?" That's the discussion that's taking place in the PCC right now; will we have sort of two types of headings, one that's unqualified that could be used for serial cataloging purposes and then all the individual qualified conference authorized access points that are going to be used in monographic publications. And if so, how will we link them back and forth? You know, this is something that you need to be aware of, keep watching on the PCC list service, as this might turn into a PCC policy in the future. Well, now, I've given you sort of the highlights of naming the preferred name for the corporate body identifying that preferred name. Now, let's look, just like we did with personal names, at what you can add to that preferred name to create the authorized access point. Well, for conferences, if you have a single conference, you want to include those additions in the bibliographic record. That's just a repeat of what I told you in more detail about how under RDA, we are going to create individual records with qualification for these conferences needed as access points for monographic bibliographic record. So you might not want to know but you need to know what we are doing in this interim period where we have AACR2 records in the LC/NACO Authority File. And we are contributing RDA authority records as well. For this interim period until that PCC Day 1 for RDA authority records that I mentioned in the very first module of this workshop, you want to follow the practice, if there's an AACR2 authority record that's unqualified for an ongoing conference, you want to follow the pattern that's already there; if you are-- and you use AACR2 rules. If you are setting up a conference for the first time that does not have an authorized heading coded AACR2, you would follow RDA and go ahead and include all the additions that I just described. We still make an addition to corporate bodies that are not corporate enough or corporate enough looking and those are the types of terms such as firm or organization that sort of make the heading a logical corporate body. And they're not quite-- we're not quite as-- we're being a little bit less restrictive on this in terms of the words that you can add. I know there was an LCRI that we used to have that was very specific about the types of terms you would have for certain categories. RDA does not really have a similar LCPS or rule-- instruction within RDA but we are leaving it up to cataloger judgment on the choice of term and suggesting that generally, it should be in English at least if you're cataloguing in the United States. But remember, if you have one of those types of bodies that does need to be entered subordinately, the fact that it is entered subordinately in the authorized access point is enough to suggest that it's corporate in nature. So you wouldn't want to add the qualifier to those types of access points. Associated place can be used in two ways as an addition to a preferred name for a corporate body. It can be used to show the location of a conference. We'll come back and look at that a little bit later. And it can be used to be show the location of the headquarters of a corporate body. Form of place; how are you going to use this place? Well, you want to go to Chapter 16. Melanie gave a good presentation on that. That's geographic names. You want to use the authorized access point for the place name with the modification that it would go through if it were used as an addition to another corporate body, meaning omit the parenthesis, add a comma, for the larger place. And you can use that in the, as of the associated place in the name of the-- in the preferred name of the corporate body. Associate institution has a little twist to it. If you're using associated institution, you use it in the form and language recorded as the preferred name for the institution but not the authorized access point for the institution. That's similar to AACR2 where we gave you a little reprieve where you didn't need to worry about the author-- using the authorized heading for an institution but you would use the form that was the preferred name. Dates can be used in corporate bodies to break conflicts. You can add the year in which a corporate body was established or the year in which it terminated, generally given to differentiate and in the MARC authority format, you would include a hyphen after one date if it's an ongoing date, or hyphen with both dates on either side if you have start date and an end date. So, similar practice to what we did in ACCR2. The type of jurisdiction, which is an important element, can also be added to the preferred name for a corporate body and this is used when further distinction is necessary for a geographic name that's being used as a jurisdiction. So, for example on the slide, we have Cork in Ireland and we have Cork in Ireland that is county, so we have two geographic names that are similar even including the qualifier that with the larger place, so we have to make a further distinction and we can use the type of jurisdiction for the county. And remember, Melanie talked about the new MARC field that we've defined for type of jurisdiction and this would be a great point in favor of having county recorded in that MARC field so that it could be pulled down and used as a parenthetic--van additional parenthetical addition to this geographic name that represents a jurisdiction. Then we get to the other designation where it's really like, you know, what else do we need to account for here that can be used as a qualifier and there's a list in 11.7.1.6, you can use a word, phrase, or abbreviation indicating incorporation or legal status or any term serving to differentiate the body from other corporate bodies. And the examples on this slide show the attempt to make unique authorized access points, World Cup qualified by cricket because there's a World Cup for different sports, right? One for cricket and one for soccer. So that's a perfectly fine other designation added to the name of the corporate body to distinguish. In the second example with Congo which we have as a jurisdiction, two jurisdictions going by the same name and we need to do--we need to qualify both and we've decided to use the further qualification of other designation describing the part of the name of the jurisdiction to break that conflict. Now, going back to conferences, I said I would make one more visit there. What would you add to the name of a-- the preferred name of a congress or a conference to make an authorized access point? Well, designation of the sequencing and in that, if so, you want to use English ordinal numbers first, second, third. It's our policy that at ALA-LC that you will not do this if you're cataloguing a serial publication and you need an authorized access point for a full run of the conference. ^M00:20:01 However, PCC policy is still being determined on that so that's the area you do need to keep following. And we also will add dates to preferred names for conferences, date or range of dates. You can use it as year or years in which your conference was held. Not all conferences take place within one year, they can cross years. Same policy and in fact, in LC for that, if you're cataloging it as a serial, you don't want to make this addition to the preferred name. And then finally, the location and this is something a little bit new about RDA. We use to limit our addition of locations to headings for conferences in the AACR2 to three. You know, we--that rule of 3 was in effect that we would-- even though a conference might have taken place in three or more places, we would have limited the number of places that we included in the heading. In RDA, we don't limit that. You can put as many as there available in addition to the preferred name. You want to separate it by semicolons in the access point following Appendix E.2.2.4 just for consistency in the NACO file. If you have an online conference, we can use location online as a type of the parenthetical edition. Institution is used as place sometimes will-- as a place for conference often will provide better identification than a local place name. So you have the option of doing this and again, this is the case where you would use the preferred name for the institution and not necessarily the authorized access point. Every once in a while, you'll end up with the preferred name that is identical to the authorized access point but, you know, the principle here is that you don't actually have to look at the form the authorized access point will take. Now, let's take a look at how all these information can be used in an authority record and on the next slide, you'll see the MARC fields that Melanie talked about and I talked about, too, during the personal name section. These are the newly defined fields where we will add attributes of corporate bodies. Now, after some of these, you'll see not in 1XX and that means that the identifying characteristic that you record in that field cannot be used in the authorized access points. So, where we have the big 6 for persons, names of persons, in corporate bodies, we have the big 7 so we give them one more addition that we are allowed to add to a corporate name, preferred name, in creating the access point. So let's, on the next slide, take a look at those poor fields that we can't actually use in the authorized access point. Go over them in a little bit of detail. This is really a repeat. So I don't need to spend a lot of time on this. Associated place, you remember from Melanie's presentation and on the presentation I gave on names of persons. If you use that you record it in the way that we told you by using the form that it would take as an addition to another corporate body using the LC/NAF form, you are allowed to use this LCSH authority file, this SACO authority file, LC/SACO authority file, if you do use a term from that file, you would want to use subfield 2 LCSH to show that's where the term came from. You don't need to use subfield 2 NAF for anything taken from the LC/NACO authority file. Just understood that that's where that comes from. Address, we talked about this especially in terms of a person but actually, for a corporate body, this is extremely helpful information. You can use a street address with the larger place. You can use an e-mail address. It's very helpful to have this information even though you cannot use it in an authorized access points. It's just-- it helps to identify the corporate body and that's, in principle, what we're doing by creating an authority record for a corporate body. Field of activity, business, area of competence, responsibility, jurisdiction can be used. There is no controlled vocabulary in RDA. We would code that in MARC field 372. We have seen that PCC participants preferred to use terms from LCSH in the 372 field and they include subfield 2 LCSH--that would be considered at PCC best practice at this point. We don't have a policy on that but certainly it's an appropriate best practice. The language of a corporate body is actually the language it uses in its communications, not the language of the country in which it is located. You remember that for their creative work, what they're producing, if it's in a language that you know and you're aware of and you have the MARC code for it, record that MARC code optionally--it's cataloger's judgment--in the 377 field. If you do record it in 377 field, use the MARC code list for languages which will bring you with 3-letter code for that language. You're familiar with that from all your bibliographic work, coding it in the header of the bibliographic-- in the 008 of bibliographic record. Corporate history is a nice note. It's very good for people working with archives. You can-- this is a public display note. People can see it. The public can see it. You are allowed to use it to use it-- now, we-- for a while under-- for actually quite a long time under AACR2 we weren't allowed to code new ones. We saw them in existing AACR2 records but now, we can add them in RDA authority records and they are meant to be given in sort of free-style form, sort of a narrative form, with cataloger's judgment being exercised, not to make it exceptionally long. But you can record information about corporate body in that 678 field now. So to wrap up, let's take a look on the slide at an example of the authority record for a corporate body out of Connection, in OCLC, and don't forget that document on the PCC website that gives you guidance on coding the new 3XX fields in authority records, good linkages to RDA and lots of information on PCC best practice for using those fields. It's a good document to print out and keep at your desk. So that's it for this first module in corporate names. I hope that this was helpful to you. We have a demonstration that you can watch now that will look at examples of authority records that are created under RDA and we'll go through some of the fields and talk about why things are the way they are. And then we'll give you a little quiz and you can test your understanding of what we've covered so far. Then when we come back, we'll talk about constructing that authorized access point for a corporate body. So you're off to a good start now. This was the biggest section of the four. ^M00:27:00 [ Music ] ^M00:27:12 >> This has been a presentation of the Library of Congress. Visit us at loc.gov.