Choice of Access Points and Form of Names

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Choice of Access Points and Form of Names

• University of California, Berkeley
• School of InformationIS 245 Organization of
  Information In Collections

2
Introduction to Description

• Description (or descriptive cataloging) is
  concerned with indentification of an item and
  recording information about the item so that it
  may be identified exactly and cannot be confused
  with another item. (From Wynar/Taylor)

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Structure of AACRII

• Part I Description
• Chap 1 General
• Chap 2 Books, pamphlets and printed sheets
• Chap 3 Cartographic Materials
• Chap 4 Manuscripts
• Chap 5 Music
• Chap 6 Sound recordings
• Chap 7 Motion Pictures and videorecordings
• Chap 8 Graphic Materials
• Chap 9 Computer Files
• Chap 10 Three-Dimensional Artefacts and Realia
• Chap 11 Microforms
• Chap 12 Serials
• Chap 13 Analysis

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Structure of AACRII

• Part II Headings, Uniform Titles, and References
• Chap 21 Choice of Access Points
• Chap 22 Headings for persons
• Chap 23 Geographic Names
• Chap 24 Headings for Corporate Bodies
• Chap 25 Uniform Titles
• Chap 26 References

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Organization of the Description

• Title and statement of responsibility
• Edition
• Material specific details
• Publication, distribution, etc.
• Physical description
• Series
• Notes
• Standard numbers and terms of availability

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Choice of Access Points

• Chapter 21 of AACRII is concerned with how to
  choose the elements of a description that will be
  made searchable AKA Access Points
• We will look a bit at the sort of rules that are
  used to decide what does and doesnt get made
  searchable in (conventional) paper and online
  catalogs (and why)

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Choice of Access Points

• General Rule
• 21.1A -- Personal authorship -- enter works by
  one or more persons under the heading for
  personal author.
• 21.1B2 -- Corporate Body -- may be chosen as the
  main entry for an item if it falls into one or
  more of 6 categories.

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21.1B2 Corporate Author Categories

• a) The work deals with the body itself, such as a
  financial report or operations report, staff
  listing, or a catalog of the bodys resources.
• b) Certain legal, governmental, or religious
  types of works listed in the rule
• laws decrees of the chief executive that have
  force of law administrative regulations
  constitutions court rules treaties, etc. court
  decisions legislative hearings religious laws
  (e.g. canon law) liturgical works

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21.1B2 Corporate Author Categories

• c) Those that record the collective thought of
  the body
• reports of commissions or committees, official
  position statements, etc.
• d) Those that report the collective activity of a
  conference (e.g. proceedings , collected
  papers), an expedition (e.g. results of
  exploration, investigation), or of an event
  falling within the definition of a corporate body
  -- provided that the conference, etc. is
  prominently named in the item

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21.1B2 Corporate Author Categories

• e) Those that result from the collective activity
  of a performing group as a whole where the
  responsibility of the group goes beyond that of
  mere performance, execution, etc.
• Includes sound recordings, films,
  videorecordings, and written records of
  performances.
• f) Cartographic materials emanating from a
  corporate body other than a body that is merely
  responsible for their distribution and publication

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21.1B3

• If a work falls outside the categories, treat it
  as if no corporate body was involved.
• Added entries are made for prominently named
  corporate bodies.

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21.1C Entry Under Title

• If there is no personal author, personal
  authorship is diffuse, and the work is not
  eligible under 21.1B2, when the work is a
  collection with multiple authorship or produced
  under editorial direction, or when the work is a
  text that a religious group accepts as sacred
  scripture.

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21.2 21.3

• Changes in title proper
• Changes in Person or Body responsible for a work

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Today

• Form of Name -- Personal names

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Headings for Persons

• Once you decide (via the Chapter 21 rules) that
  entries are to be made for a person or persons,
  you must then choose the form that the name will
  appear in.

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General Rule

• Choose, as the basis of the heading for a person,
  the name by which he or she is commonly known.
  This may be a persons real name, pseudonym,
  title of nobility, nickname, initials, or other
  appellation.
• Treat a roman numeral associate with a given name
  (as, for example, in the case of some popes,
  royalty, and ecclesiastics) as part of the name.
• For authors using one or more psuedonyms or a
  real name and one or more psuedonyms, see 22.2b

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Examples

• Caedmon
• William Shakespeare
• D. W. Griffith (not David Wark Griffith)
• Jimmy Carter (not James Earl Carter)
• Ouida (not Marie Louise de la Ramee)
• H.D. (not Hilda Doolittle)

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22.1B

• Determine the name by which a person is commonly
  known from the chief sources of information of
  works by that person, issued in his or her
  language. If the person works in a non-verbal
  context (e.g., a painter, a sculptor) or is not
  primarily known as an author, determine the name
  by which he or she is commonly known from
  reference sources issued in his or her language
  or country of residence or activity

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Titles of Nobility

• Include any titles of nobility or terms of honour
  or words or phrases that commonly appear in
  association with the name either wholly or in
  part.
• Sir Richard Acland
• Duke of Wellington
• Fra Bartolommeo
• Baroness Orczy

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22.2 Choice among different names

• If a person (other than one using a pseudonym or
  pseudonyms -- see 22.2B) is known by more than
  one name choose the name by which the person is
  clearly most commonly known, if there is one.
  Otherwise choose one name or form of name
  according to the following order of precedence

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Choice of Name

• A) the name that appears most frequently in the
  persons works
• B) the name that appears most frequently in
  reference sources
• C) the latest name

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22.2b Pseudonyms

• If all of the works by one person appear under
  one pseudonym, choose the pseudonym. If the real
  name is known, make a reference from the real
  name to the pseudonym.
• Yukio Mishima (not Kimitake Hiraoka)
• George Orwell (not Eric Arthur Blair)
• Nevil Shute (not Nevil Shute Norway)
• Woody Allen (not Allen Stewart Konigsberg)

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22.2B2 - Separate Bibliographic Identities

• If a person has established two or more
  bibliographic identities, as indicated by the
  fact that works of one type appear under one
  pseudonym and works of another type appear under
  other pseudonyms or the persons real name,
  choose as the basis for the heading for each
  group of works, the name by which works in that
  group are identified. Make references to connect
  the names...

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Examples

• J.I.M. Stewart (Real name used in serious
  novels and critical works) Michael Innes
  (pseudonym used in detective novels)
• Charles L. Dodgson (Real name used in works on
  mathematics and logic) Lewis Carroll (pseudonym
  used in literary works).

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22.2b3 Contemporary authors

• If a contemporary author uses more than one
  pseudonym or his or her real name and one or more
  pseudonyms, use, as the basis for the heading for
  each work, the name appearing in it. Make
  references to connect the names
• Ed McBain Evan Hunter
• Philippa Carr, Victoria Holt, Kathleen Kellow,
  Jean Plaidy, Ellalice Tate

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22.2C Change of Name

• If a person (other than one using a pseudonym or
  pseudonyms) has changed his or her name, choose
  the latest name or form of name unless there is
  reason to believe that an earlier name will
  persist as the name by which the person is better
  known
• Cassius Clay vs Muhammad Ali
• Benjamin Disraeli vs Earl of Beaconsfield

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Choice among different forms (22.3)

• Fullness
• Use the form most commonly found, make
  references.
• Language
• Use the form from the language of most of the
  works.
• Greek Latin vernacular forms
• Use form most commonly found in reference sources

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Choice (cont.)

• Names written in roman alphabet and established
  in English form
• Use English form
• Names written in non-roman script
• given names choose the form well-established in
  English Language reference sources.
• Surnames (LC uses alternate rule22.3C) enter the
  surname as it is appears in three reference
  sources (LC)

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Entry Element

• General rule if a persons name consists of
  several parts, select as the entry element that
  part of the name under which the person would
  normally be listed in authoritative alphabetic
  lists in his or her language or country of
  residence

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Order of Elements

• If the entry element is the first element, enter
  in direct order -- if the first element is a
  surname follow it by a comma.
• If the entry element is not the first element,
  transpose the elements of the name preceding the
  entry element. Follow the entry element by a
  comma.
• If the entry is a proper name in a title of
  nobility follow it by the personal name in direct
  order and then by the part of the title denoting
  rank

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Rules for entry of surnames

• Compound surnames
• hyphenated surnames
• Other compound surnames
• Nature uncertain
• Place names
• Surnames with prefixes
• Different rules for different languages/nationalit
  ies

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Other Rules

• Entry under titles of nobility
• Entry under given name
• Roman Names
• Initials, letters and numerals
• Phrases

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Additions to names

• Titles of nobility or Honor
• Saints
• Royalty
• Popes, Bishops, etc.
• Dates
• Distinguishing terms

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Corporate Bodies

• General Rule
• Enter a corporate body directly under the name by
  which it is commonly identified, except when the
  rules that follow provide for entering it under
  the name of a higher or related body or under the
  name of a government.
• Determine the name by which a corporate body is
  commonly identified from items issued by that
  body in its language, or, when this condition
  does not apply, from reference sources.

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Romanization

• If the name of the body is in a language written
  in a non-roman script, romanize the name
  according to the table for that language adopted
  by the cataloging agency.

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Variant forms of name

• If variant forms are found in items issued by the
  body, use the name as it appears in the chief
  sources of information
• If variant spellings, use the form resulting from
  official changes in orthography -- or the
  predominant spelling
• If variant names appear in the chief source of
  information, use the name that is presented
  formally. If no name is presented formally, or if
  they all are, use the predominant form of name.
  IF there is no predominant form, use a brief form
  (including an initialism or an acronym) that
  would differentiate the body from others with the
  same or similar brief names.

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Variant Names, Special Rules 24.3

• Language - use the form in the official language
  of the body (if there are more than one official
  languages and one of them is English choose the
  English form).
• If name appears in English on items issued by the
  body, use the English form.
• If a body is frequently identified by a
  conventional form of name in reference sources in
  its own language, use the conventional name
• Ancient and International bodies -- if there is a
  firmly established English form use it.

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Variant Names, Special Rules (cont)

• Religious orders - A) conventional name in
  English, B) form in english-speaking countries,
  or C) name in the language of its country of
  origin
• Governments, use the conventional name of a
  government, unless the official name is in common
  use. The conventional name of a government is the
  geographic name of the area over which the
  government exercises jurisdiction.

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Addition, Omissions, and Modifications

• Names not conveying the idea of a corporate body
  -- add a general designation in English
• Names of countries, states, provinces -- add the
  name of the country, state, province, etc. in
  which it is located.
• Years (when same name used by two different
  bodies)

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Omissions

• Omit an initial article unless the heading is to
  file under the article (e.g. a corporate name
  that begins with an article that is the first
  part of the name of a person or place).

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Governments

• Add the type of jurisdiction if needed

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Conferences

• Omit from the name of a conf. Indications of its
  number, frequency or years of convocation.
• Add number after name
• Add date after name
• Add location after name

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Subordinate and related bodies

• Enter subordinate bodies directly under their own
  name unless its name is one of the following
  types
• A name containing a term that by definition
  implies that the body is part of another
• A name containing a word that normally implies
  administrative subordination, provided that the
  name of the higher body is required to identify
  it.
• A name that is general in nature or that does no
  more than indicate a geographic, chronological or
  numbered or lettered subdivision of the parent
  body
• A name that does not convey the idea of a
  corporate body
• A name of a university faculty, school etc that
  simply indicates a field of study
• A name that includes the entire name of higher
  body.

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Uniform Titles

• Uniform titles are the means for bringing
  together all catalog entries for a work when
  various manifestations (editions, translations,
  etc) have appeared under various titles.
• Need to use Uniform titles varies with the
  catalog and even with the particular work.

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Uniform Titles -- When?

• Base the decision to use a Uniform Title on
• How well the work is known
• How many manifestations of the work are involved
• Whether the main entry is under title.
• Whether the work was originally in another
  language
• The extent to which the catalog is used for
  research purposes.

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General Rule 25.2

• When the manifestations (other than revised
  editions) of a work appear under various titles,
  select one title as the uniform title as
  instructed in 25.3-25.4
• Use a uniform title if
• 1) The work has appeared under different titles
  proper
• OR 2) the title proper needs the addition of
  other elements to organize the file
• OR 3) the title used as the main or added entry
  heading for a work needs to be distinguished from
  the main or added entry heading for another work
• OR 4) the title of the work is obscured by the
  wording of the title proper

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Format

• Inclose the uniform title in square brackets and
  give it before the title proper. If the work is
  entered under title, give the uniform title as
  the heading with square brackets.
• MARC Main Entry uniform titles go into 130 -- and
  are in 130 in authority records. Otherwise,
  uniform titles go into 240 -- which are listed as
  100s in authority records

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Not Uniform Title

• Do not use a uniform title for a manifestation of
  a work in the same language that is a revision or
  updating of the original work. Relate editions
  not connected by uniform titles by giving the
  title of the earlier edition in a note in the
  entry for the later edition.

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Works after 1500

• Use a title or form of the title in the original
  language by which a work created after 1500 has
  become known through use in manifestations of the
  work or in reference sources.
• If no title in the original language is
  established as being the one by which the work is
  best known, or in case of doubt, use the title
  proper of the original edition.

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1500 cont.

• Omit from such titles (title proper of original
  ed.)
• Introductory phrases (e.g. Here beginneth the
  tale of )
• Statements of responsibility that are part of the
  title proper, if such an omission is permissible
  grammatically and the statement is not essential
  to the meaning of the title.

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25.3C

• If there is simultaneous publication under
  different titles in same language use the title
  of the edition published in the country of the
  cataloging agency.

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Works Before 1500

• Use the title most frequently found in
• Modern editions
• early editions
• manuscript copies
• Classical and Byzantine Greek
• Use the well-established English title for such a
  work -- or the Latin title if there is no
  established English title

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Before 1500 cont.

• Anonymous works written neither in Greek nor in
  roman script.
• If the original language of an anonymous work
  created before 1501 is not Greek or in a roman
  script, use an established title in English, if
  there is one.
• Otherwise -- transliterate

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Additions

• Phrases (play, etc.)
• Language

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Collective titles

• Works, etc.