Forms of Access

1
Forms of Access

• Lecture 9
• Libr 248
• Daniel Stuhlman

2
MARC Thoughts

• What is the 040 field? What is the value for
  items in the King Library?
• Which MARC fields are used for the description
  part of a bibliographic record? Which MARC
  fields are access points as discussed in chapter
  21 of AACR2R?
• 3. In the MARC 245 field what do the indicators
  mean?

Answers in the notes area.
3
Heading entries

• Heading as a Main entry as an Added entry
• Personal name 100 700
• Corporate name 110 710
• Conference name 111 711
• Uniform title 130 240
• Title proper 245 1st indicator 0 245
  1st indicator 1
• Varying form of title Not available 246 1st
  indicator 3
• Notice the pattern. MARC 1XX variable fields are
  reserved for main entries (m.e.) and MARC 7XX
  variable fields are reserved for added entries
  (a.e.).
• A uniform title added entry, MARC 240 field, is
  used when there is already a 1XX field. This
  might happen if you have a work by a single
  author originally written in Italian. The author
  would go in a 100 field, the original Italian
  title would go in a 240 field, and the English
  title for the item you are cataloging would go in
  the 245 field with a first indicator of 1.

4
Choice of Entry--Review

• The description identifies the bibliographic
  item. The headings enable patrons to find items
  in the catalog. Headings may exist for personal
  or corporate entities, uniform titles, and
  headings for full or official titles.
• AACR2R chapter 21 covers the choice of headings.
  Chapters 22-25 cover the form of headings. A
  heading can not be an access point unless it is
  in the description. Access points must be
  justified (Rule 21.29F).
• Access points serve as the headings on the
  catalog cards or the index terms in an online
  catalog. The distinction between main and added
  entries is becoming less important. The main
  purpose for the distinction, although there are
  others, is a basis for the shelf arrangement of
  the works.

5
Categories of Authorship

• Single authorship or responsibility
• Enter under that author (or corporate body)
  AACR2R rule 21.4
• Shared responsibility 2 or 3 authors
• Principle responsibility indicated by wording.
• ex. By Lester Asheim with the assistance of
  Ailine Duffy.
• Enter under that author.
• Shared responsibility 2 or 3 authors Enter
  under author indicated 21.6B
• Principle responsibility not indicated by
  wording.
• Enter under the first author first. Assume
  the editor had some reason to list one name
  first.
• Shared responsibility 4 or more authors
• Title is the main entry, added entry for 1st one
  listed 21.6C2
• Collections and works produced under editorial
  direction 21.7
• Mixed responsibility AACR2R rule 21.8-21.24
• This rule has changed over the years. A
  previous rule said the make the first author the
  main entry.

6
Added Entries

• Added entries must be justified by some mention
  in the descriptive part of the catalog record.
  AACR2R rule 21.29F
• That means the person or entity must be mentioned
  in the title description or in a note. This is a
  check and balance feature.

7
Series Headings

• Series entries mix description and headings
• In the MARC record, the 4XX fields are used to
  record the series as it appears in the prescribed
  source in the item at hand. If this presentation
  matches the form found in the authority record
  for the series, the series title is recorded in
  the 440 field. The 440 field traces (i.e., it
  is an access point in the record that may be
  looked up by the user of the catalog) the series
  title in the form it was found on the piece and
  in the authority record.

8
Series Headings 2

• If the presentation of the series in the item
  does not match precisely the form found in the
  authority record, or if the library has chosen
  not to trace the series (this information will
  also be found in the authority record, in the 645
  field), the form of the series title found in the
  item is recorded in the 490 field. If the
  library does not trace the series, the first
  indicator is coded 0. If the library does trace
  the series, but differently from the form found
  in the prescribed source, the first indicator of
  the 490 field is 1 and the authorized form of
  the series is recorded is put in an 8XX field,
  which traces series traced differently.

9
Series Headings 3

• Traced" means creating an added entry, access
  point that the system will index.
• A traced entry means catalog users are able to do
  a series title search under the traced title.
• Not traced means a series title search will
  not retrieve the item.
• However, this does not preclude the user from
  retrieving the item using a keyword search.

10
Series Headings 4

• 440 -0 traced in same form as it appears in the
  item being cataloged
• The series title in the 440 field is the same as
  in the authority record and the series title
  recorded in the book.
• 490 0- not traced (490 not traced no added
  entry)
• 490 1- traced in different form as it appears
  in the book
• The series title that appears in your book goes
  in the 490 1_
• And the authoritative form of the series title
  goes in a 8XX field.
• 8XX ? 800, 810, 811, 830

11
Monographs vs. Serials

• Finite Resources ? ? Continuing Resources
• Monographs Serials
• Monographic Sets Integrating Resources
• Monographic Series

12
Monographs

• A bibliographic resource that is complete in one
  part or intended to be complete in a finite
  number of parts. A monograph can be a multipart
  item. A monographic multipart item is a
  monograph complete or intended to be completed in
  a finite number of separate parts. It may be
  multi-volumed or have multiple authors. The
  separate parts may or may not be numbered. A
  monographic multipart item includes monographic
  sets and monographic series.

13
Monographic sets

• A monographic set consists of two or more volumes
  which have the same title prominently placed on
  the title page. Each volume within the set may
  also have a distinctive title. All the volumes
  are cataloged on a single monographic record
  using the fixed fields and the 300 and the 505
  fields to indicate that there are multiple
  volumes. There MUST be some indication that this
  title will be published in a finite number of
  volumes.
• The 245a contains the title of the set
• The 300a contains v. and not pages or leaves
• A 505 content note may be used for each volumes
  distinctive title.
• Examples are encyclopedias.

14
Monographic sets example

• 040 cCXPdm.c.dCSJ
• 049 CSJM
• 090 DS112b.B3152
• 100 1 Baron, Salo Wittmayer,d1895-
• 245 12 A social and religious history of the
  Jews.
• 250 2d ed., rev. and enl.
• 260 New York,bColumbia University
  Press,c1952-
• 300 v.c24 cm.
• 504 Includes bibliographies.
• 505 0 v.1. To the beginning of the Christian
  era.- v.2. Christian era The first five
  centuries.- v.3. Heirs of Rome and Persia.- v.4
  Meeting of East and West. v.5. Religious
  controls and dissensions. v.6. Laws, homilies,
  and the Bible.- v.7. Hebrew language and
  letters.- v.8. Philosophy and science.- v.9.
  Under church and empire.- v.10. On the empire's
  periphery.- v.11. Citizen or alien conjurer.-
  v.12. Economic catalyst.- v.13. Inquisition,
  Renaissance, and reformation.- v.14. Catholic
  restoration and wars of religion.- v.15.
  Resettlement and exploration.
• 650 0 JudaismxHistory.

15
Monographic series

• A monographic series is made up of volumes that
  all have distinctive titles as well as a series
  title. A series brings together works with a
  common theme. The series title is usually broad
  or general in its scope and does not imply any
  ending point. MOST IMPORTANTLY, the publisher
  does not intend any particular ending point. Each
  volume may stand on its own with its own
  author(s) and title.

16
Monographic series 2

• Characteristics of the records The monographic
  record looks like any other monographic record
  with the addition of a 440 series field, or a 490
  field and an 830 series added entry field.

17
Monographic Series example

• 010 a 62005151
• 040 DLCcJNAdm.c.dSERdCSJ
• 090 AC1b.H3 1961 vol.1
• 100 1 Franklin, Benjamin,d1706-1790.
• 245 14 The autobiography of Benjamin
  Franklin.bThe journal of John Woolman. Fruits of
  solitudecby William Penn. With introductions
  and notes.
• 260 New York,bCollierc1961, c1937
• 300 397 p.bfront.c22 cm.
• 490 0 Harvard classics,vv. 1.
• 700 1 Woolman, John,d1720-1772.tJournal.
• 700 1 Penn, William,d1644-1718.tFruits of
  solitude.
• 740 01 Fruits of solitude.

18
Serials

• A serial consists of items or volumes published
  over time period with the same title. The only
  thing that distinguishes one title from another
  is some form of chronological designation such as
  a date or a volume number. Each volume of a
  serial rarely has a distinctive title in addition
  to the series title. The publisher intends the
  title to go on being published indefinitely.
• Examples annual reports annually issued
  directories, magazines, almanacs annual
  conference proceedings journals Scientific
  American, newspapers, etc.

19
Form of headings

• See chapters 22-25
• Each access point represents a separate entity
  and therefore needs to be UNIQUE to distinguish
  it and needs to be UNIFORM for all occurrences of
  that access point.
• Establishing the names and cross references
  provides the structure of the catalog.
  Establishing the names and cross references pulls
  together all the works of a single author. If you
  search under Eric Arthur Blair the cross
  references will direct you to search under George
  Orwell. This way you will find everything in the
  library written by him. There won't be some
  bibliographic records constructed with Blair as a
  heading and other bibliographic records with
  Orwell as a heading.
• Blair Eric Arthur 1903 1950 is not used in this
  library's catalog.
• Orwell, George, 1903-1950 is used instead.

20
Personal Names

• Most of the personal names needed in cataloging
  are already established. First time authors, of
  course, will not be in the authority files. This
  is why a cataloger would want to search the Name
  Authority File (NAF) or your library, the OCLC
  database, the RLIN database, or the Library of
  Congress database. If not found then find the
  AACR2R form of the name to establish the name
• Principle rules of authority uniqueness and
  uniformity.
• 1. Regardless of variants occurring on the
  title pages
• 2. Distinguishing identical names by adding
  qualifiers or dates

21
Cross References

• Choosing an entry form may imply that another
  form of the name is not chosen. Therefore, cross
  references may be needed to guide users to the
  chosen form. These cross references are recorded
  in the authority record, not in the bibliographic
  record.
• NOTE Authority records are created for the
  headings within a MARC bibliographic record and
  not for all the fields found within a MARC
  bibliographic record. For example authority
  records are created for the 100, 110, 111, 130,
  240, 440, 490, 600, 610, 611, 630, 700, 710, 711,
  730, 800, 810, 811, 830 fields. Authority
  records are not created for the 245, 246, 247,
  250, 260, 300, 500, 504, 520, 538 fields.

22
Personal Names

• Rules are in chapter 22
• Two basic principles
• 1. Use the form that is most familiar to most
  users of the catalog. AACR2R rule 22.2A1
• 2. In most cases, there should be only 1
  heading per person.
• That first principle rule 22.1A, 22.1B, 22.2A1,
  22.3A1 draws upon Cutter's idea that the
  headings in the catalog should match what most
  searchers expect to find there. The rules guide
  the cataloger to use the name by which the person
  is most commonly known and, in some cases,
  permits more than one form of the name to be used
  simultaneously. The rules also allow pseudonyms,
  initials, and appellations to be used if they are
  how an individual is most commonly known.

23
Personal Names 2

• If the person is dead, count up the number of
  times each possible form of the name appears on
  published works and use the form that appears
  most frequently. Contemporary authors can be a
  bit trickier because they could continue to
  change their name.
• The rules for living authors that use more than
  one name directs the cataloger to use the name
  appearing on the piece and make references to
  connect the names.
• rule 22.4, 22.5 -- gen. rule, surnames, no
  surnames, omit terms
• rule 22.17 additions to distinguish identical
  names

24
Geographic Names

• AACR2R rules chapter 23
• Geographic entities and place names are used to
  distinguish between corporate bodies with the
  same name as additions to corporate bodies, (ex.
  named conferences and as the names of
  governments and communities. )
• Chapter 23 does not govern how the 260a is
  formulated. The 260a is transcribed as it
  appears on the piece, with a little help from
  Appendix B of AACR2R. Chapter 23 is used for
  geographic names used as or within main and added
  entries.

25
Geographic Names Entries

• 1) Use English forms for place names if there are
  such forms in general use. Consult a gazetteer
  or other ref. source pub. in English. Rule
  23.2A1
• Complications arise when considering choosing
  between the
• English name-form versus the vernacular name-form
  for places located in a non-English-speaking
  country (e.g., Florence/Firenze) and place names
  in languages written in non-Roman characters,
  such as Chinese or Russian
• If the place has no common English form use rule
  23.4 to choose a form in the vernacular of the
  place.

26
Corporate bodies

• Rules are in chapter 24
• Generally, only one heading should be used for a
  single corporate body. When a corporate body
  decides to change its name, however, a new
  heading is established for the body.
• For the most part, one need only look at the
  corporate body's own output to determine the
  correct AACR2 form to use for its heading.
  (stationery, official documents, and publications
  , i.e., annual reports, membership directories)
  (rule 24.1A)
• If that doesn't help, then, consult reference
  sources.
• rule 24.4-- Additions to corporate names
• rule 24.7 Conferences

27
Uniform Titles

• Rules are in chapter 25
• Some works appear more than one edition,
  variation, media, or manifestation. The
  publishers or producers do not always use the
  same title proper to identify the work. These
  works are given one title by catalogers, called a
  uniform title, so that they are all indexed under
  the same term in the OPAC or catalog.

28
Uniform Titles 2

• Works for which uniform titles are fairly common
  
• 1. Works, especially anonymous ones, that appear
  in multiple editions and versions
• 2. Musical works, which may have generic titles
  such a "symphony," or which may appear in
  different versions, some original and complete,
  while others are arrangements of selections from
  the whole.
• 3. Religious works, such as the Bible, the Koran,
  or prayer books used by people of different
  faiths, which often appear with variant titles
• 4. Laws
• 5. Works that may appear in complete form or only
  in part, such as the complete Arabian Nights,
  selections from it, or just one tale.
• 6. Works appearing in several physical formats,
  such as plays that may be printed as books and
  performed on films, video recordings, and sound
  recordings. Titles proper of these works often
  are not the same.

29
Form of Headings, Summary

• Access is the process of choosing and formulating
  access points, or headings, under which a
  bibliographic description will be found in the
  catalog. These rules are contained in part 2 of
  AACR2, chapter 21 for choosing headings and
  chapters 22-25 for putting your choice into the
  proper form.
• There are main and added entries. Main entries
  are the first heading and the most important
  access point chosen. There are three kinds of
  main entries persons, named corporate bodies,
  titles. Our cataloging tradition assumes that the
  creator of a work is the most important
  identifying feature of that work and therefore,
  if a work has a single creator, this person is
  chosen as the main entry. When a work emanates
  from a corporate body but is not among the types
  that can have corporate body main entries (as
  outlined in AACR2R rules 21.1B2), it may be given
  an author or title main entry. If a work has
  several creators, there are additional rules for
  selecting the main entry. Multiple creators may
  share a single kind of contribution to the work,
  such as joint authorship of a book, or different
  kinds, such as composing music and writing lyrics
  for a song. The rules refer to the former as
  shared responsibility and the later as mixed
  responsibility.