2002 Revision of AACR2 & YUL Implementation: Jan. 2003

2002 Revision of AACR2

&YUL

Implementation: Jan. 2003

Based on presentations at LC by:

Barbara B. Tillett & Judy Kuhagen

& at ALA/NASIG 2002 by

Jean Hirons

sra yale univ 04/28/03 2

Scope of this Briefing

• Handouts

• Highlights of changes in rules

• Changes to specific rules, especially MAJOR/MINOR title changes

• MARC 21 bibliographic format changes


Highlights: Chapter 12

Continuing Resources• Name now “Continuing Resources”• Scope expanded:

– Serials– Integrating resources– Some finite resources:

• Reprints of serials• Finite integrating resources• Resources with characteristics of serials … but whose

duration is limited

V.23Journal


New Definitions• Bibliographic resource

--forms the basis for bibliographic description --may be “tangible” or “intangible”


New Definitions

• Continuing resource: “A bibliographic resource that is issued over time with no predetermined conclusion. Continuing resources include serials and ongoing integrating resources.”

• Examples of finite resources: books, multipart monographs


Revised Definition• Serial:

“A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and monographic series.”


New Definition• Integrating resource:

“A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resources can be finite or continuing. Examples of integrating resources include updating loose-leafs and updating Web sites”


New Definition• Updating loose-leaf:

“An integrating resource that consists of one or more base volumes updated by separate pages that are inserted, removed, and/or substituted." ”


A B C

Integrating Resources

etc.


Multipart item


• What is the type of issuance? – Monograph vs. serial vs. integrating resource– Workflow decisions on monograph (i.e.,

multipart item) vs. serial (both have successive issues or parts)

– MARC “serial” fields now used in monograph and integrating resources

– Information on bibliographic resource may not be explicit enough to determine type of issuance

– When in doubt, consult with supervisor


• Publications of limited-duration activities to be cataloged according to rules in chapter 12 (as serials):– Provided that resources have some characteristics of serials

(successive issues, numbering, and perhaps frequency)E.g., a daily bulletin of non-recurring meeting,

a quarterly report of a project.

an annual report of an expedition

– Doesn’t include five-year plans or censuses

– No recataloging of existing records


Changes to Specific RulesTitle Proper

• Changes in AACR2 and U.S. practice:– All resources: Introductory words (1.1B1)

– Serials (including monographic series) and integrating resources:• Typographic error (12.1B1)• Initialism vs. full form (12.1B2)


Title proper: 1.1B1

• Introductory words (1.1B1)– Don’t transcribe “… words that serve as an

introduction … not intended to be part of the title.”

– Give form with those words in note.

245 00 $a Sleeping Beauty246 1# $i Title appears on item as:

$a Disney presents Sleeping Beauty


Title Proper: 12.1B1• Typographic error (12.1B1)

– Preliminary record: correct an obvious error when transcribing in 245 but check with supervisor

– Receiving issues of previously cataloged serial: 246 is generally made only if the typo is on the first issue, not subsequent issues, but check with your supervisor

– Receiving updates to previously cataloged integrating resource: 246 required; check with supervisor

– Typo in series statement (490) of monograph: check with your supervisor; series authority record needs to be updated

245 00 $a Ohio adventures246 1# $i Title on no. 1: $a Ohioo adventures


Title Proper (245 $a): 12.1B2

• Initialism/acronym– If both initialism/acronym and full form on

chief source, now prefer full form when creating a preliminary serial record (or transcribing series in 4XX)

– Search serial records and series under both full form and initialism/acronym to be safe


RIB research in biology

On chief source:

245 00 Research in biology : $b RIB246 30 RIB


Title Proper: 12.1B2 (cont’d)

• Receiving issues of a previously cataloged serial: do not change existing records that have initialism in 245

• BUT: if there is no 246 for the fuller form, notify your supervisor


Numbering Area: Serials (362) Monographs (4XX/8XX … $v )

• Staff receiving issues of previously cataloged serial: if the numbering starts up again (v. 1-35, then the next issue you receive is v. 1), notify your supervisor

• Monograph copy catalogers: if the series numbering starts up again but is not accounted for on the series statement & SAR, notify your supervisor

• Serial copy catalogers: if source copy followed the old rules and separate records were created when the numbering re-started, go ahead and use separate records for the new titles. If no records are found to account for the new numbering, refer to supervisor


Numbering Area: 12.3G1 (continued)

• When resource is in a monographic series:– Supply wording in series statement of monograph

analytics (1.6G1)Latest issue of series in database published in 2001; issue of same series to be cataloged published in 2002 and has numbering “volume 1”

4XX in bibliographic record: … $v [new ser.], v. 1 or

4XX in bibliographic record: … $v [n.F], Bd. 1


Numbering Area: 12.3G1 (continued)

• When resource is in a monographic series:– Do not create new SAR if wording comparable

to “new series” is lacking (LCRI 1.6)– Add new 642 field to existing SAR

642 $a [new ser.], v. 1 $d 2002- $5 DPCC $5 CtY

642 $a v. 1 $d 1989-2001 $5 DLC

added


Relationships to Other Resources

• Reciprocal linking notes (780/785) between:– Serials and serials

– Serials and integrating resources

– Serials and monographs

– Integrating resources and integrating resources

– Integrating resources and monographs

– monographs and monographs (not LC practice, but if used on member copy, accept it)


Integrating Resources: Description

• Base description on current iteration– New definition: “Iteration”

“An instance of an integrating resource, either as first published or after it has been updated.”

• Change existing record when data element changes– Re-do the description to match current iteration

– Give earlier information in a note

– As long as the resource is the same resource


Integrating Resources: Description (continued)

Existing record for an updating loose-leaf:245 00 $a Scholarship opportunities for

future math teachers500 ## $a Description based on: release 5,

published 1999.

Same record updated after change in title proper:245 00 $a Future math teachers’ scholarship

opportunities247 10 $a Scholarship opportunities for future math teachers $f <release 5,

published 1999>500 ## $a Description based on: release 9,

published 2001.


Rule 1.4F8

• Rule 1.4F8 revised: covers serials and integrating resources in addition to multipart items– Give earliest and latest dates when first and last published

issues, parts, or iterations are available

260 ## $a ____: $b___, $c 1985-2001.

– If first/last issue/part/iteration is not available, give information about dates for first/last issue/part/iteration in a note

362 1# $a Began publication in 1954?


1.4F8 Option: Serials

• Do not supply a date in 260 $c if the first/last issue or part isn’t available– Current practice– Will continue to give information in a note

(362 1 field)

-- “Description based on" note if first issue not available (500)


1.4F8 Option: Serials Workflow• Staff receiving issues of a previous cataloged serial.

– If there is a Description based on note and the issue is earlier than the issue cited in the note, check with your supervisor

– If there is a Description based on note and the issue is later than the the issue cited, add the issue unless there are major/minor differences

• Serial copy catalogers

-- If there is a Description based on note in the source copy and the issue received is earlier than the issue cited, check with your supervisor

-- If there is a Description based on note and the issue is later than the issue cited, use the source copy as found unless there are major/minor differences


1.4F8 Option: Integrating Resources

• Integrating resources (e.g. an updating loose-leaf): if the first iteration wasn’t in hand at the time of cataloging, – there may or may not be a date in 260; if a date is present

it will be in brackets; copy catalogers should leave the date as is, if there

– there may be a 362 1 field if information was available about the first iteration; copy catalogers should leave it as is

– 500 “Description based on” note ALWAYS


1.4F8: Multipart Items• Multiparts: if the first volume wasn’t in hand at the

time of cataloging, – there may or may not be a date in 260; if a date is present it will be in

square brackets [date of first vol.] or angle brackets <dates of earliest/latest available volumes>

– Information about the first part in 362 1 only if no square bracket date

– 500 “Description based on” note

260 ## $a ______ $b ______ $c <2003>

362 1# $a Began publication in 1999?

500 ## $a Description based on v. 3, published 2003.


Rule 21.2A

• Rule 21.2A revised to identify which changes in title proper are “major changes” and which are “minor changes”– “Major changes” require a new bibliographic

record or new SAR for serial (including monographic series)

– With AACR2 2002, fewer major changes, more MINOR changes


Why are major/minor changes important?

• If the latest title change is not accounted for in a 246 field of the existing serial record or the 245 field of a new serial record, the user will not be able to find our serial holdings for that title

• The latest title change needs to be accounted for in 246 or 245 of the existing serial record to facilitate communication with the serial vendor; when a title change requires a new record, the ordering information must be associated with the new record

• If a title change for a series is not accounted for on the series authority record, the user will not be able to find all the items in the series held by Yale


What should I do if I notice a major/minor change?

• Acquisitions staff who receive issues on an existing Orbis cataloging record: check with your supervisor if you notice a major or minor change if the title change is not accounted for on the serial record

• Monograph copy catalogers: check with your supervisor if you notice a major or minor title change on a member record if the change is not accounted for on the series authority record


What should I do if I notice a major/minor change?(cont’d)

• Serial copy catalogers. If the change appears to be MINOR:• first check the resource file (LCDB) for an updated record

and replace the Orbis record if an updated record is found that accounts for the discrepancy

• if separate record cataloged under the old rules is found in LCDB, go ahead and use it

• if no LCDB record is found, refer the issue and bib. record to a catalog librarian for updating

• avoid searching the utilities for a record updated for minor changes


What should I do if I notice a major/minor change?(cont’d)

• Serial copy catalogers. If the change appears to be MAJOR:• first check the resource file (LCDB) for a new record;

replace the in-process record or import a new record as appropriate

• if no LCDB record is found, search OCLC/RLIN for copy

• if no copy is found in the utilities, pass on to a cataloging librarian


Major change: first five words

• Addition, deletion, change, or re-ordering of any of the first five words (minus initial article) unless the change is among the minor change exceptions– The mining review The mining and

industry review


Major change: if it isn’t in the first 5 words

• Words are added, dropped, or changed anywhere in the title that change the meaning of the title or indicate a different subject matter

• New record:The best bed & breakfasts in the world The best

bed & breakfasts in the United States

• Update the existing record:Directory, educational and career information services

Directory, educational, and career information services for adults


Major change: edition statement

• NEW RECORD: Change in edition statement indicates change in subject matter or change in physical format250 North American ed. 250 North and Central

American ed.

• UPDATE THE EXISTING RECORD:250 Doctor’s ed. 250 Physician’s ed.


Major change: when corporate name is in the title proper

Major change in the name of a corporate body (i.e., new heading needed) recorded as part of the title proper

• New record:

Reports of the Institute of High Speed Mechanics Reports of the Institute of Fluid Mechanics


Major change: more changes with corporate bodies

• Main entry (110) changes:

110 2# $a Connecticut Public Transportation Authority.245 10 $a Annual report and recommendations.

110 2# $a Connecticut Public Transportation Commission.245 10 $a Annual report and recommendations.


Major change: more changes with corporate bodies (cont’d)

• Name of corporate body used in a qualifier changes

130 0# $a Bulletin (Colorado State University. Animal Reproduction Laboratory)245 10 $a Bulletin.

130 0# $a Bulletin (Colorado State University. Animal Reproduction and Biotechnology Laboratory)245 10 $a Bulletin.


Major changes: change in original title

• Translated serial undergoes a change in the original title (even if the translated title doesn’t change) 130 0# $a Izvestiia Akademii nauk Armianskoi SSR.

$p Fizika. $l English.245 10 $a Soviet journal of contemporary physics785 00 $t Izvestiia Akademii nauk Armenii. Fizika. English. Journal of contemporary physics

130 0# $a Izvestiia Akademii nauk Armenii. $p Fizika. $l English.245 00 $a Journal of contemporary physics / $c Armenian Academy of Sciences.780 00 $t Izvestiia Akademii nauk Armianskoi SSR. Fizika. English. Soviet journal of contemporary physics


Major change: change in physical format

• Rule of thumb: a change that would result in a different 300

Print to onlineMicrofilm to microfiche

• But not HTML to PDF


Minor changes to title: the basics• Minor change in a title does not require a new serial

cataloging record; existing record is updated (usually with 246 or 500 “Title varies slightly”)

• Minor change in a series title does not require a new series authority record; existing series authority is updated with a reference (4XX)

• Multiple minor changes do not make a major change!• When in doubt, consider it to be a minor change!• Separate records created under the old rules will not

be merged


Minor change: representation of word/words

• One spelling vs. another (both variations and official changes)

• Abbreviated word, sign, symbol vs. spelled-out form

• Arabic vs. roman numerals

• Numbers or dates vs. spelled-out forms

• Hyphenated vs. un-hyphenated words

• One-word vs. two-word compounds

• Acronym or initialism vs. full form

• Change in grammatical form (sing. vs. plural, different case)


Minor changes: examples of changes in representation

• 245 246 30• Fishery report Fisheries report

• Television monthly TV monthly

• Openhouse review Open house review

• Ga. peach statistics Georgia peach statistics

• Saint Paul reporter St. Paul reporter

• Africa news watch African news watch• Journal of applied mechanics JAM

• Los Angeles woman LA woman


Minor changes: articles, prepositions, conjunctions

• Difference involving addition, deletion, or change of articles, prepositions, or conjunctions anywhere in the title

Annual report of pipeline safety Annual report on pipeline safety


Minor changes: corporate bodies; change in punctuation

• Difference involving the name of the same corporate body anywhere in the titleBulletin of the Willower Group Willower Group

bulletin Journal of the Association of Computing Machinery

Journal of the ACM

• Difference involving addition, deletion, or change of punctuation, including initialisms and letters with separating punctuation J.A.M. JAM


Minor changes: parallel titles ch; words linked to numbering

• Difference involving order of titles in different languages: South African medical journal = Suid Afrikaanse

tydskrif vir geneeskunde Suid Afrikaanse tydskrif vir geneeskunde = South African medical journal

• Difference involving addition, deletion, or change of words anywhere in the title that link the title to numberingOSMRE annual report for … OSMRE annual

report for the year …


Minor changes: lists• Difference involving addition to, deletion from, or

change in the order of words in a list anywhere in the title, provided there is no change in the subject matter: 245 00 $a Philosophical magazine. $n B, $p Physics of

condensed matter, electronic, optical, and magnetic properties 245 00 $a Philosophical magazine. $n B, $p Physics of condensed matter, structural, electronic, optical, and magnetic properties


Minor changes: type of resource• Difference involving addition, deletion, or

rearrangement anywhere in the title of words that indicate type of resource such as “magazine,” “journal,” or “newsletter” or the equivalent in other languages245 Organic chemistry review 246 Organic

chemistry 246 Review of organic chemistry

BUT:MAJOR CHANGE: Atlantic Atlantic monthly


MARC 21: “New” FieldsVariable fields, generally used in records for serials until now, also will be used in records for integrating resources:

022/222 – ISSN/Key title247/547 – Change in title proper310/321 – Frequency362 1 – Beginning/ending date of publication*550 – Earlier corporate body statement of

responsibility580 & 760-787 – Relationships with other resources

* also for multipart items


Handouts:•AACR2 2002 amendments & C&T workflow:http://www.library.yale.edu/cataloging/Orbis2Manual/CNTA2check.htm

•Major/minor changes:http://www.library.yale.edu/cataloging/Orbis2Manual/majorminor.htm

•Major/minor examples:http://www.library.yale.edu/cataloging/Orbis2Manual/majorminorexamples.htm

PowerPoint Presentation:Cataloging at Yale/Tools and Resources (under “AACR2 and Beyond”):

http://www.library.yale.edu/cataloging/yale2002%20A2CnT.ppt

2002 Revision of AACR2 & YUL Implementation: Jan. 2003

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