November 2010 - BSLWAC - mailman.xmission.com

RDA Option #3
by Nate Cothran 09 Nov '10

09 Nov '10

RDA Option #3: Match AACR2 against AACR2, RDA against RDA This option is the first one to actually search against the separate RDA master authority file we have created. Options #1 & #2 will only match against the AACR2 authority file. In order for a bib heading to be searched against the RDA master authority file in Option #3, the bib record must be identified as RDA, containing “040 $e rda”. Non-RDA bib records will only be searched against AACR2 authorities. While an AACR2 authority may contain an RDA heading (in 7XX x4), the system will not check for a match against that 7XX x4 heading in AACR2 authorities. However, as those same AACR2 authorities with 7XX x4 have been copied into the RDA master authority file, these will be checked for RDA bib headings. Using the same examples from Option #1, we can observe what will happen in Option #3. Example #1 You have a bib record with the following fields: bib 040 $e rda 245 04 $a The principal’s guide to curriculum leadership. 260 $c 2011, c2011. 700 $a Méndez, Zulma Y. There is no AACR2 authority that exists for this 700 heading; if there was, the system would ignore it during Option #3. However, there is an RDA authority (created Oct 4, 2010): authority 001 n 2010063506 040 $a DLC $b eng $c DLC $e rda 100 1 $a Méndez, Zulma Y. Your bib heading will match on the 100 field in this RDA authority and so will remain: bib 700 $a Méndez, Zulma Y. Example #2 You have a bib record with the following fields: bib 245 00 $a Glories of the Republic of Tlaxcala, 2011. 700 $a Cuadriello, Jaime. There is an RDA authority that exists for this 700 heading (updated on Oct 7, 2010): authority 001 n 00010585 100 1 $a Cuadriello, Jaime. 700 14 $a Cuadriello, Jaime, $d 1956- Your bib heading will match on the 100 field in this RDA authority and flip to the 700 field: bib 700 $a Cuadriello, Jaime, $d 1956- Our system considers any authority with 7XX x4 as an RDA authority and I emphasize that point here to clarify how these authorities are treated during matching. Of course there is an identical AACR2 authority with that same 7XX x4 RDA heading, but our system does not look at the 7XX x4 during AACR2 bib processing. Also, please note how that original name-no-date bib heading flipped to a name-date heading. Usually our system will not attempt a match in that regard as names without dates will not match (to rule out false-positive matches). However, with RDA authorities, that AACR2 1XX field is treated as if it is a 4XX field and the RDA 7XX x4 field is then treated as if it is the new 1XX field in the authority, hence the name-date flip. Example #3 You have a bib record with the following fields: bib 245 00 $a Inside Microsoft Windows 2000. 260 $c 2000. 700 $a Russinovich, Mark E. There is an RDA authority that exists for this 700 heading (updated on Oct 19, 2010): authority 001 n 00010996 100 1 $a Russinovich, Mark E. 700 14 $a Russinovich, Mark E. Your bib heading will match on the 100/700 field in this RDA authority and so will remain: bib 700 $a Russinovich, Mark E. Since the system treats the AACR2 1XX as a 4XX and the RDA 7XX x4 as the new 1XX, either heading can be matched during Option #3. Nate Cothran Backstage Library Works

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RDA Option #4
by Nate Cothran 09 Nov '10

09 Nov '10

RDA Option #4 : Match AACR2 & RDA bibs and flip to AACR2 heading Some potentially exciting news. We just added this new option to the mix and represents our true Option #4. We had a client express interest in this option and our programming team put their heads together and made this available. Option #4 will search your AACR2 or RDA bib headings against AACR2 authorities only. So how is this any different from Option #1? Option #1 ignores the 7XX x4 heading in an AACR2 authority record. Option #4 will search that 7XX x4 authority in an AACR2 authority and then flip it to the 1XX main heading. Option #4 will not search the separate RDA master authority file during processing. This enables our clients to have their headings flipped to the AACR2 heading for all of their headings, whether AACR2 or RDA, but also allows the heading to be matched against that 7XX x4 heading. Miracles can happen folks! Example #1 You have a bib record with the following fields: bib 245 04 $a The principal’s guide to curriculum leadership. 260 $c 2011, c2011. 700 $a Méndez, Zulma Y. There is no AACR2 authority that exists for this 700 heading. However, there is an RDA authority (created Oct 4, 2010): authority 001 n 2010063506 040 $a DLC $b eng $c DLC $e rda 100 1 $a Méndez, Zulma Y. Similar to Option #1, since we are not searching new RDA authority records, this heading will end up on our R07 Unmatched Primary Names report. Example #2 You have a bib record with the following fields: bib 245 00 $a Glories of the Republic of Tlaxcala, 2011. 700 $a Cuadriello, Jaime, $d1956- There is an AACR2 authority that exists for this 700 heading (updated on Oct 7, 2010): authority 001 n 00010585 100 1 $a Cuadriello, Jaime. 700 14 $a Cuadriello, Jaime, $d 1956- Your bib heading will match on the RDA 700 field in this AACR2 authority and will flip to the 100 heading: bib 700 $a Cuadriello, Jaime. Even though your bib heading (AACR2 or RDA) started out with a name-date, it matched on the RDA authority heading and then flipped to the AACR2 main heading. In this scenario it loses the date from the name-heading, however it does represent the AACR2 authorized version. Example #3 You have a bib record with the following fields: bib 245 00 $a Inside Microsoft Windows 2000. 260 $c 2000. 700 $a Russinovich, Mark E. There is an AACR2 authority that exists for this 700 heading (updated on Oct 19, 2010): authority 001 n 00010996 100 1 $a Russinovich, Mark E. 700 14 $a Russinovich, Mark E. Your bib heading will match on the 100 field in this AACR2 authority and so will remain: bib 700 $a Russinovich, Mark E. That 700 14 heading in the AACR2 authority would have also been checked in Option #4 had the 1XX heading not matched. Nate Cothran Backstage Library Works

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RDA Option #3.5
by Nate Cothran 09 Nov '10

09 Nov '10

RDA Option #3.5: Match AACR2 against RDA if not AACR2, RDA against AACR2, if no RDA This option allows our clients to search an unmatched AACR2 bib heading against RDA (and flip to the RDA version). It also allows our clients to search an unmatched RDA bib heading against AACR2 (and flip to the AACR2 version). Option #3.5 builds off of Option #3 in that it takes an extra step in order to find at least some match if it is available. Please note that Option #3.5 has the potential to flip your headings to one form over the other, depending on that initial matching result in Option #3. Using the same examples from Option #1, we can observe what will happen in Option #3.5. Example #1 You have a bib record with the following fields: bib 245 04 $a The principal’s guide to curriculum leadership. 260 $c 2011, c2011. 700 $a Méndez, Zulma Y. There is no AACR2 authority that exists for this 700 heading. However, there is an RDA authority (created Oct 4, 2010): authority 001 n 2010063506 040 $a DLC $b eng $c DLC $e rda 100 1 $a Méndez, Zulma Y. Your bib heading will match on the 100 field in this RDA authority and so will remain: bib 700 $a Méndez, Zulma Y. Example #2 You have a bib record with the following fields: bib 245 00 $a Glories of the Republic of Tlaxcala, 2011. 700 $a Cuadriello, Jaime. There is an AACR2 authority as well as an RDA authority that exists for this 700 heading (updated on Oct 7, 2010): authority 001 n 00010585 100 1 $a Cuadriello, Jaime. 700 14 $a Cuadriello, Jaime, $d 1956- Your bib heading will match on the 100 field in this AACR2 authority remain: bib 700 $a Cuadriello, Jaime. Even though there are identical AACR2 & RDA authorities for this AACR2 bib heading, our system will first check the AACR2 master authority file for a match. Since it matches on the AACR2 1XX field, there is no need to check against the RDA authority where the 700 14 has been established as the de facto 1XX field. Example #3 You have a bib record with the following fields: bib 040 $e rda 245 00 $a Inside Microsoft Windows 2000. 260 $c 2000. 700 $a Russinovich, Mark E. There is are identical AACR2 & RDA authorities that exist for this 700 heading (updated on Oct 19, 2010): authority 001 n 00010996 100 1 $a Russinovich, Mark E. 700 14 $a Russinovich, Mark E. Your bib heading will match on the 100/700 field in this RDA authority and so will remain: bib 700 $a Russinovich, Mark E. Since the system treats the AACR2 1XX as a 4XX and the RDA 7XX x4 as the new 1XX, either heading can be matched during Option #3.5. Also, since this example bib is listed as an RDA bib, the RDA authority file was checked first. Since both headings are identical, it would have found the match eventually anyway for Option #3.5. Nate Cothran Backstage Library Works

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RDA Option #2
by Nate Cothran 09 Nov '10

09 Nov '10

RDA Option #2: Ignore RDA bibs during processing This option is available to our clients that prefer no processing is done on RDA bib records. As the testing phase is still ongoing and there are many changes that will likely be made in regards to how RDA bib records should be processed, we can separate out the RDA bibs to not be processed. As it stands now, your project manager (Jeremy or Judy) will manually separate the incoming bib file into two files: AACR2 and RDA. An RDA bib record is defined as containing "040 $e rda". We can set these aside to run at a later date or to ignore entirely-please let us know which one you would prefer. The one potential issue we can see with this option is for our clients that send in their files using our MAX service, which processes files automatically once they are uploaded through our website. Our system cannot at this time completely ignore an RDA bib record if it is submitted through MAX. If the file includes RDA bib records and Option #2 has been chosen, then the system will revert to Option #1 to process the file instead. We are working on a solution to this issue, though we do not have an estimate as to when it will be in place yet. Nate Cothran Backstage Library Works

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RDA Option #1
by Nate Cothran 09 Nov '10

09 Nov '10

RDA Option #1 : Match RDA bibs as if they are AACR2 bibs This option requires no input from our clients in order to be applied, which is why we considered it as our default choice. We realize while some of our clients are very interested in exploring different RDA processing options, other clients are more interested in making sure the service continues to work as expected. Since RDA is in flux during this testing phase, rules can change frequently and perhaps it makes sense to instead stick to the status quo and address RDA concerns at a future date. With this option, your bib records are treated as if they all are AACR2 bib records. Even if you have a bib record with “040 $e rda”, which our system would identify as an RDA bib record, this option will tell our system to ignore that designation. The same processing, cleanup, validation, and heading matching you’ve set up using our online profile will apply to every bib record received from you. Example #1 You have a bib record with the following fields: bib 245 04 $a The principal’s guide to curriculum leadership. 260 $c 2011, c2011. 700 $a Méndez, Zulma Y. There is no AACR2 authority that exists for this 700 heading. However, there is an RDA authority (created Oct 4, 2010): authority 001 n 2010063506 040 $a DLC $b eng $c DLC $e rda 100 1 $a Méndez, Zulma Y. What will happen to this heading within your bib record? Since you have chosen Option #1, this bib heading will end up in our R07 Unmatched Primary Name report as the RDA master authority file is not checked for this option. Example #2 You have a bib record with the following fields: bib 245 00 $a Glories of the Republic of Tlaxcala, 2011. 700 $a Cuadriello, Jaime. There is an AACR2 authority that exists for this 700 heading (updated on Oct 7, 2010): authority 001 n 00010585 100 1 $a Cuadriello, Jaime. 700 14 $a Cuadriello, Jaime, $d 1956- Your bib heading will match on the 100 field in this AACR2 authority and so will remain: bib 700 $a Cuadriello, Jaime. So that 700 14 heading in the AACR2 authority is ignored in Option #1. Example #3 You have a bib record with the following fields: bib 245 00 $a Inside Microsoft Windows 2000. 260 $c 2000. 700 $a Russinovich, Mark E. There is an AACR2 authority that exists for this 700 heading (updated on Oct 19, 2010): authority 001 n 00010996 100 1 $a Russinovich, Mark E. 700 14 $a Russinovich, Mark E. Your bib heading will match on the 100 field in this AACR2 authority and so will remain: bib 700 $a Russinovich, Mark E. So that 700 14 heading in the AACR2 authority is ignored in Option #1. Nate Cothran Backstage Library Works

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RDA Master Authority File Counts
by Nate Cothran 09 Nov '10

09 Nov '10

Here are the current record counts for the RDA master authority file: · 6,224 total records o 1,482 new RDA 040 $e rda o 4,742 AACR2 with 7XX x4 · Our system is set up to copy AACR2 authorities with 7XX x4 into the RDA master authority file each week that we receive updates from LC Since there are AACR2 authorities that exist with 7XX 2nd indicator 4 (7XX x4), we copied these as well into the RDA master authority file. However, only clients that choose to have their RDA bib headings matched against RDA authorities will have these 7XX x4 searched. These same 7XX x4 authorities will continue to exist in the AACR2 master authority file right alongside the RDA master authority file, but our system will not currently search them within the AACR2 authority master file. This may seem like an odd choice, but during the testing phase the system is set up to treat the RDA 7XX x4 authorities differently through a bit of code manipulation that we cannot just as easily do with the AACR2 7XX x4 authorities. The testing phase should continue from now until the end of 2010, followed by a period of deliberation. We have 4 options in place (or really 3 ½) and want to make sure these are working as intended before we begin adding in new options. It is also very likely that following the testing phase there will be no need for 7XX x4 fields to delineate whether an authority heading is RDA, but we should know more along those lines in the future. Going forward, I plan to write separate explanations for each option and post those to the listserv. We have had some fruitful conversations on our side and from our clients regarding some of these options and so would like to clarify and simplify where possible. As always, we welcome your input on our listserv or blog, email or phone. Thanks, Nate Cothran - nate(a)bslw.com <mailto:nate@bslw.com?subject=Automation%20Services%20-%20Query> Vice President, Authority Control Backstage Library Works 533 E 1860 S Provo, UT 84606 (v) 800.288.1265 x697 | (f) 801.356.8220 | www.bslw.com www.ac.bslw.com/community/blog <http://ac.bslw.com/community/blog/>

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Backstage Plans for RDA Bibliographic Record Handling
by Chad Cluff 02 Nov '10

02 Nov '10

Also found at: http://ac.bslw.com/community/blog/2010/10/backstage-plans-for-rda-bibliograp hic-record-handling/ Introduction There has been a lot of talk recently regarding what options are available to our clients when it concerns their RDA bibliographic records. We realized this was a great opportunity to discuss with you our tentative plans during this testing phase. Our company has always been interested in providing our customers with different processing options, and with RDA there is no better time than to address this. The testing phase officially began October 1, 2010. During this phase, it is likely that some practices will be adjusted according to user feedback or official declarations. We anticipate that our own plans will change with respect to this kind of workflow, though we do have a clear idea of how to move forward from this point. During the testing phase, the Backstage Authority Control Service will treat any bibliographic record that contains "040 $e RDA" as an RDA bibliographic record. This means that all headings within such a record will be treated as if they were RDA headings, rather than a mixture of both AACR2 & RDA headings. This will make it easier for our system to differentiate what kinds of processing options are available to our clients. Our authority service includes cleaning up your bibliographic records (when necessary) through our Bibliographic Validation routines. It also involves cleaning up and matching your bibliographic headings against national databases of your choice, through our Authority Matching routines. As RDA is becoming more actively integrated into our clients' records, we need to have different processing options in place, which affects both Validation and Matching. Bibliographic Validation For Validation, if the bibliographic record is identified as RDA (040 $e RDA), our system can still apply most of the over 100 rules that are run routinely on your AACR2 bibliographic records: . 010, 020, 022, 034 Field Validation ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.2> wiki) . Leader and Fixed Field Updates ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.3> wiki) . Tag Updates and Field Deletes ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.4> wiki) . Indicator Updates ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.6> wiki) . Initial Article Validation ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.8> wiki) We have chosen, for now, to exclude other rules until we have gathered more information about how including them will affect your RDA bibliographic record validation: . *Subfield Code Updates and Deletes ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.5> wiki) . Special MARC21 Field Conversions and Additions ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.7> wiki) . GMD Standardization ( <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.9> wiki) While most of the Subfield Code Updates and Deletes will actually still be applied to RDA bibliographic validation, there are a few key rules pertaining to <http://ac.bslw.com/community/wiki/index.php5/Profile_Guide_Step_2.5#Relator _Subfield_.24e_Deletions> relator terms that we need to explore further and will be turned off. Our system will also not be spelling out abbreviations for RDA bibliographic validation, except in very specific scenarios: . Bible headings which contain "O.T." and "N.T" will be spelled out to "Old Testament" and "New Testament", respectively, if there is no individual book or part, and if there is, the system will delete "O.T." and "N.T." . Latin abbreviations will be replaced with the appropriate phrases in 260 fields. We have extensive lists for AACR2 bibliographic records where we abbreviate words within the headings. Our plan is to utilize these same lists to reverse the process and spell out abbreviations in RDA bibliographic records, though the rub right now is determining which ones to include and which to exclude. Back in <http://ac.bslw.com/community/blog/2010/04/announcing-new-300-field-validati on/> April 2010, we added the 300 field as part of our standard validation, which included many different kinds of changes. For RDA bibliographic validation, these changes will also be turned off at this time. Authority Matching Since late August 2010, Library of Congress (LOC) has been distributing new RDA authority records in conjunction with AACR2 authority records that contain RDA headings. LOC will not create an RDA authority record unless there is no equivalent AACR2 authority record that exists. If there is an existing AACR2 authority record, then LOC will add the RDA heading to the matching AACR2 authority record in a <http://ac.bslw.com/community/blog/2010/09/rda-testing-and-policies/> 7XX field. Please note that these types of authority records are now being distributed to our clients. Most likely, your ILS will load these authority records without any issues. If you do experience any difficulties, please contact us and we can remove the fields if necessary until a better solution is in place. For Matching, we have four possible options. We anticipate the number of options to increase once all of the parameters have been ironed out during the testing phase: 1. Run RDA bibliographic records as if they are AACR2. This option will not represent any change on our part. If our system runs across an RDA bibliographic record (040 $e RDA), it will treat all headings as if they are AACR2. Authorities returned will be AACR2 authority records. 2. Ignore RDA bibliographic records. Some libraries may desire that their RDA bibs are not processed yet since the testing phase is still ongoing. We can set these RDA records aside to not process. 3. Match AACR2 bib headings against AACR2 authorities. Match RDA bib headings against RDA authorities or against 7XX fields in existing AACR2 authority records. This option is more involved as the system will attempt a match against a 7XX RDA authority heading (within an AACR2 authority record) if there is no new RDA authority to check against. 4. Match the unmatched bib heading from #3 above to available authority record. For instance, if you have an RDA heading that you are trying to match against either a new RDA authority record or an RDA heading within an AACR2 authority record, and your heading doesn't match either of these databases, what would you like to see happen? Should our processing then attempt to find a match for that RDA heading against an AACR2 authority record? Please consider the above options and let us know how you would prefer your RDA bibliographic records to be processed in our system. Conversions Our ultimate plan with RDA is to provide our clients with a few different options when it comes to conversions. However, we also realize that some conversions can only be one-way and may encounter significant issues going back-and-forth (e.g., abbreviations). At this time, we are not providing conversions of AACR2 bibliographic records to RDA bibliographic records, or vice versa. It is something we are interested in, and would welcome any feedback to help refine our intent. Conclusion The aim with RDA processing by Backstage is to offer our customers the kinds of options that make sense during this testing phase. We want the processing to continue to remain as seamless as possible from your point of view, while at the same time addressing any concerns you may have. Please feel free to contact us with any questions: Nate Cothran <mailto:nate@bslw.com> nate(a)bslw.com Jeremy Myntti <mailto:jmyntti@bslw.com> jmyntti(a)bslw.com Judy Archer <mailto:jarcher@bslw.com> jarcher(a)bslw.com Karen Anderson <mailto:kanderson@bslw.com> kanderson(a)bslw.com -- Chad Cluff Systems Development Backstage Library Works 1-800-288-1265 ext. 696 Direct: 1-801-342-5696 ccluff(a)bslw.com http://ac.bslw.com/community/blog

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RDA
by Leslie Engelson 01 Nov '10

01 Nov '10

With RDA bib and authority records being created for the test and some of the NARs will be for names that already have AACR compatible NARs, how is BSLW going to handle this? I'm not an expert in RDA but there is a discussion going on, on both the OCLC-Cat and PCC listservs, which indicates that the new RDA NARs could create split authority files. I'm not too concerned with that as this is the test phase and as long as they are coded for RDA, I'm assuming we'll be able to find those records, if need be, at a later date. What I'm concerned about are headings already in our catalog that don't match NARs or match NARs for a different person. I think this might happen most often with undifferentiated names since dates are not required, even if known, for RDA headings. These headings won't show up on unmatched headings reports so will be impossible to find in order to either create an NAR or find the correct NAR and fix the heading in the bib record. The impact of these records is all quite murky to me right now so any enlightenment that BSLW can share would be most helpful and appreciated. Thanks, Leslie Leslie Engelson Associate Librarian of Technical Services Northwest University Kirkland WA 98033 leslie.engelson(a)northwestu.edu We, the people of Northwest University, carry the call of God by continually building a learning community dedicated to spiritual vitality, academic excellence, and empowered engagement with human need.

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