Unnecessary Notes

Q.  Why was the display face, the text face and the book designer not included in the notes section and if it were, would it be listed in the physical description?

A. Since we are not doing archival description (this is not a rare or valuable book) you do not need notes about the display face, text face, etc.


Medal Winner Note

Q. What is the order of notes for note that Hesse’s Out of the Dust is a medal winner?

A. The fact that it is a medal winner is important.  This is a general note and is coded with a 500 tag. In AACR2 it falls under:

2.7B1. Nature, scope, or artistic form

Which as you can see is one of the very first notes, so it will be added above all other notes.

264 Tag

Note that MARC is now making use of the 264 tag for RDA records.  Records with the 260 tag look like the following:

245 10 Vodou songs in Haitian Creole and English / |c Benjamin Hebblethwaite ; with the editorial assistance of Joanne Bartley, Chris Ballengee, Vanessa Brissault, Erica Felker-Kantor, Andrew Tarter, Quinn Hansen, and Kat Warwick.
260 __ Philadelphia : |b Temple University Press, |c 2012, ©2012.

The new description using 264 for this example would be:

245 10 Vodou songs in Haitian Creole and English / |c Benjamin Hebblethwaite ; with the editorial assistance of Joanne Bartley, Chris Ballengee, Vanessa Brissault, Erica Felker-Kantor, Andrew Tarter, Quinn Hansen, and Kat Warwick.
264 __ Philadelphia : |b Temple University Press, |c 2012.
264 __ |c ©2012

Since the 264 tag will become the standard practice, you should use the 264 as well.  Look at the other examples as well.  The idea with the bracketed date in a first 264 tag is to always provide a publication date even if a guess and then place the copyright date in a separate.

245 14 The power to name : |b locating the limits of subject representation in libraries / |c by Hope A. Olson, School of Library and Information Studies, University of Alberta, Edmonton, Alberta, Canada.
264 __ Dordrecht ; |a Boston ; |a London : |b Kluwer Academic Publishers, |c [2002]
264 __ |c ©2002

About Dublin Core

Q: What is Dublin Core?

A: It is a metadata encoding standard used for digital collections developed in Dublin, Ohio, which consists of fifteen metadata elements. To learn more about Dublin Core, go to:  http://dublincore.org/documents/dces/

Q: Is it only mandatory to use the 830 field if there is a difference?

A: It used to be that the 830 field was only added when there was a difference in what was found on the source for the series statement and what was found in the Authority File as the established series title, but the practice has changed. Keep in mind that most series titles that are generic will have an established title.  You will always have a 490 field in your record if you have a series statement.

If you use 490 with first indicator 1 – it means you want your series to be traceable and you will use the 830 tag as well.

Q: What are the punctuation differences between the 490 and 830 fields?

A: The 830 has a nonfiling character indicator and requires punctuation where the 490 does not.

Q: Is 830 necessary if the 490 from the source is different than what the authority heading says?

A: The 830 can be added even if there is no change in the established heading. This is a common practice.

GMDs in RDA?

Q: What are the 336, 337, and 338 fields in RDA?

A: There are three new MARC fields associated with RDA: 336, 337, and 338. These fields are replacing GMDs (General Material Designation), but this is new for books. They indicate the type of material; for example, you are more familiar with GMD in records for electronic resources–you will always see this indicated next to the title in square brackets (e.g., |h [electronic resources]). RDA is replacing this in the 245 and adding this information in these three fields. Also, the 336, 337, and 338 will change depending on the format of the work. For books, we have textual material. So we can now indicate this in the record. To be consistent, this information will now be added to book records.

Q: Can centimeters be spelled out?

A: There is no change with cm since the symbol is internationally known. RDA makes a distinction between abbreviations and symbols. That is, ed. (editor with a period at the end) is an abbreviation whereas cm (without the period at the end) is a symbol.

Q: How will this affect our OPACs, if any?

A: Some examples. The abbreviations we are talking about that are no longer necessary are found in area 4 (spell out the larger jurisdiction) and area 5 (spell out pages and illustrations). Our users will have a better idea of what we are trying to say in our records. They do not understand the latin s.l. (sine loco) and s.n. (sine nomine), but when we can state “no place of publication” and “no publisher name” instead, this is much clearer. Moreover, the other big change for no more abbreviations is with area 2. We can now spell out the edition statement as we see it on the source.

Q: Can I opt to abbreviate instead of spelling out the entire word?

A: RDA is trying to do away with abbreviations, so if you want to follow RDA, you should not use the abbreviations, because most library users don’t understand what the abbreviations mean.

Q: Do you ever still abbreviate words in RDA?

A: The abbreviations are kept if abbreviated on the source. An example of abbreviation is,

|e illustrator (RDA) versus |e ill. (AACR2).

Q: Do you include |c author name in the 245?

A: Nothing changes in the 245. You still transcribe title and statement of responsibility exactly as found on the source. With access points, you now step back and look at the 245 |c to make some determinations for main and added entry. In AACR2, there are only 4 designation of function codes; in RDA, there are many more. Further, in AACR2 you have to use the abbreviation; in RDA you can spell out the entire word.

Q: What does the |e relationship designator in the 100 field of RDA mean?

A: Subfield |e is for designation of function in AACR2; in RDA it is called a relationship designator. You can now add these functions to the 100 tag where they were never allowed before. So you can have the following:

100 1_ Smith, John, |e author.

In AACR2, designation of function was only allowed in the 700 tags. RDA is expanding on this use in the record, so you can continue to add a |e to the 700 tag, but now you have more options.

Q: Are the fixed fields projected to change in RDA?

A: I have not seen anything about the fixed fields changing in RDA; however, the entire MARC format is under review and will eventually be replaced.

Q: Will the fixed fields (which I think that’s what the fields at the top of the record are called) change for RDA?

A: This was the common practice for decades. The fixed fields have not changed yet.

Q: Are all other authors listed seperately in the 700 field, excluding the 100 field?

A: Right. You never repeat the 100 in the 700 and vice versa. You can only have one 100 tag per record.

Q: With a record with 4 authors, does the first author’s name go in the 100 field?

A: Yes, this is part of RDA no more rule of three. You now have the option to list all and add first as Main entry and remaining as added entries.

Q:  Is it okay to use the same LCSH, but with different subdivisions?  Would this be too repetitive?

A:  No, that is fine.  If you are trying to bring out certain aspects of the subject, you have to repeat main LCSH.  For example, it is better to repeat the LCSH than to add on the |x to the same LCSH.

Q:  If we need a 600 tag, do we use exact copy of 100 tag, including indicators?

A:  Yes, and it follows the same format for a name heading.

Q:  Does the DDC have to connect exactly with the LCSH?

A:  Yes, it should and you can actually get pretty close with this if you do a good job with subject analysis.

Q:  If we use a |v field in the LCSH that we come up with, should it be added to all the subject headings in our record?

A:  Yes, it should be applied because it will be true of all LCSH.  However, you have to read the scope note for the use of that Form Subdivision in the record with the main LCSH.  If you have a topical LCSH and the note reads use with all topical LCSH, then you are okay.  But if it is limited in use, then you have to consider if it applies to your main LCSH.

Q:  Should we put the 650 tags in the same order as the OCLC record?

A:  You should order your LCSH according to what the book is most about being the first LCSH. Always check the OCLC 6XX tags.

Q:  How do you create a cutter if there is no main author?

A:  The Cutter is based on main entry. Main entry can also be the title if there is no 100 tag in the record. So you Cutter for the first significant word of the title, i.e., do not Cutter for the initial article.

Q:  A 246 tag should only be considered for the title proper and not subtitles, correct? Would a subtitle variation best be suited for a 500 note?

A:  Correct, only the title proper. No need to add a note for a subtitle variation.

Q:  If an edition is listed on the front cover, is this something that would be included in a note?

 A: No, just in the edition tag.  The sources of information for edition statement include all preliminary pages.  The edition on the front cover can be used only if the front cover is the only place you see the edition statement.

Q:  How do you handles dashes within chapter titles when dashes are what separates the chapters titles in the notes field?

A:  If there are dashes in the TOC title itself, replace with a comma. Make sure these are the same title.

Q:  If we find an added entry in a 410 tag, do we ignore it and look for something else?

A:   If you find the name, and the record has a 410 tag, you ignore the 410 tag and take whatever you find in the 1XX tag. You have to use the established heading regardless of what you have on your source.

Q:  Is the authority file always correct in punctuation?

A:  The authority file does NOT include final punctuation for a tag. You have to add it where necessary. Follow the guidelines on the help documents. Actually, when you find final punctuation in an AF record, it is a mistake.  It’s always best to cut and paste and then consider appropriate final punctuation.

Q:  What if you find a name listed one way in 100 tag and a different way in 700 tag? Which should you follow?

A:  The name from the AF is always taken from the 1XX tag. It will be the same no matter if you are using it as a main entry (100 tag) or added entry (700 tag). So not sure where you are seeing an example of the name used differently.

Q:  When considering adding a 246 tag, if the only difference is the subtitle, it would not be necessary, correct?

A:   You never add a 246 tag based on the subtitle in the |b. It is only for the title proper.

Q:  Is the first indicator of a series always 0?

A:  The 490 tag first indicator is zero if you do not add an 830 tag. If you add the 830 tag, you must change the first indicator to a 1.

Q:  Are first indicators for main and added entries the same except for when 245 is main entry?

A:  First indicator varies by tag. If you are referring to the 245 first indicator, then it will depend on whether title is main entry or added entry.

Q:  For 700 tags in general, is the order of the tags the same as what is presented on the t.p.?

A:  Yes, the 700 tags should be in the order you find them in the 245 |c.

Q:  Is there a stop in the 830 field and should the volume number be included?

A:  Yes, there is a full stop needed at the end of the 830 tag and yes, you must include volume number as well.  The 830 tag is a searchable tag in most ILS that is why it is important.

Q:  Are 246 and 830 tags considered added entries?

A:  The 246 is a note for varying title. It is an access point but not an added entry. The 830 is a tag for series which is definitely an access point.

Q:  Are all function designations optional?

A:  All designation of function for the 700 tags are optional. If you choose to include, I will check your use of subfields, spacing, spelling, punctuation etc.

Q:  Are editors only added entries?

A:  An editor is not responsible for the intellectual content of the work, but they have some part in the work. Chpt. 21 gives us the rules for editors as added entries.

Q:  Because we separate chapters with a double dash (–), how do you handle it when one of the chapters has a dash in it?  Do we only use one dash instead of two in such a case?

A:  If the dash is indicating a subtitle, you can use the colon, or if a comma is appropriate use a comma.  As always, you can use the OCLC records, but go with the information I give you on the page scans. Make your corrections and edits and check your work a few times for spacing mistakes, capitalization mistakes and punctuation, these are the most common mistakes.

Q:  Can a book have more than one 490 field? I’m seeing a couple of different potential series names for one of the titles.

A:  Yes, they can.  But be careful with multiple series names and research to make sure they are actually series.

Q:  If a book has both an ISBN number and an ISBN number by which to order the book, should we include both?

A:  One of these ISBN might be for the International edition. If you have both on the source and you can qualify them, you must include two 020 tags in your records. The qualification of the binding here is important – you should look at whether the ISBN is followed by paperback or acid free paper for this binding.

Q:  For a title with photo credits, do we add the photo editor or photo credits as a 700 tag?

A:  You cannot put these persons in the 700 tag unless you also include a note about what their function is with the work. This is generally not the practice. If they are not on the t.p. and not in the 245 |c , you usually ignore them. If they are really someone famous, however, you would want to add that note.

Q:  I’ve noticed that sometimes when I look up the final project titles on the OCLC, some of them have additional ISBN numbers that my PDF copy does not have.  Should I just go off of the paper copy or use both the paper and the OCLC record?

 A:  Some OCLC records may have the ISBN13 or the ISBNs for other binding. You can ignore those for our records.  Use only the ISBN on the sources I give you on the PDF files.

 Q:  With authorities, how can you be sure you have the right author if the book title is not listed?

A:  You may have to look at a few records on OCLC.  Read the notes. Look for similar books that they publish in the same discipline. Check the birth date to see if they would be writing in that same time period.  If you absolutely cannot find an author in the AF and it happens, you use the name as you find it on the source in the form of last name, first name and any middle name or initial.

Q:  Regarding 504 notes… RDA rule 7.16.1 shows the following as examples: “Includes index” and “Bibliography: pages 859–910.” Is either acceptable?  Does one apply to indexes only and the other to bib only?

A:  You can still combine these notes. These are just examples of the individual notes.

Q:  MARC field 830 mentions “series added entry.”  Is this field required if the series is an added entry?

A:  830 is required if the established heading in the AF is different from what you find on the source. Transcribe the series title as found on the source in the 490 tag. Then search the title in the AF as a title. If found, you have two options:

1. The established title is exactly the same as what you have on the source. So you do not need the 830. Some libraries add it anyway and it is identical to the 490, with the exception of final punctuation and the second ind. is a non filing character.

2. The established heading IS DIFFERENT from what you have on your item, then the 830 is necessary to give access to both. 490 matches your series statement from the item the 830 is taken from the AF.  In this case, you have the change the indicators in the 490. 490 0_ if no 830 tag. 490 1_ if you have an 830 tag.

 Q:  Is designation of function used in RDA only or does it apply to AACR2?

A:  Designation of function is found in both. It has more limited use in AACR2. Used only for 700 tags, there are only 4 possibilities. RDA will make better use of this function.

Q:  I’m a little unclear on series added entries. What is the difference between a series being “traced” and one that is “untraced”?

A:  Traced simply means we are providing an access point for a heading, such as the 700 tag.  For untraced series, there will be no 700 tag.

Q:  In the 300 tag, is there a specific RDA wording for color illustrations?

A:  Yes, you can find something in RDA on color illustrations. One way that I find things is to use the keyword search option. Just type in “color”.

Abbreviation for cm?

Q:  I know we don’t use abbreviations, but cm is retained, right, because it’s a symbol? Is it followed by a period or not? 

A:  Yes, retain cm. It is one of the few and because it is recognized internationally. The period after the cm is debated. It is part of the punctuation of MARC and ISBD, so I would leave it.