Conferences 1 RDA Special Topics: Conferences - Guidelines for Best Practice Ana Lupe Cristán...

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RDA Special Topics: Conferences - Guidelines for Best Practice

Ana Lupe Cristán

Policy and Standards Division

Revised October 2012

Based on a presentation developed by colleagues at the British Library

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RDA Authority Records for Conference Names

This session will cover: Named conferences Additions to conference names Conferences, meetings, exhibitions, fairs and festivals Choosing the preferred name Location of conference Individual conference name authority records vs.

Collective conference name authority records Conflicts Variant name access points Notes on MARC tags Examples of authority records

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Named conferences

Under RDA a conference name need not contain a word that denotes a conference, to be considered named

LCRI 21.1.B1 has no equivalent in RDA or in the LC-PCC PS

• LCRI 21.1.B1:• “… when deciding whether a phrase is a name is that

the phrase must include a word that connotes a meeting: "symposium," "conference," "workshop," "colloquium," etc.”

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Named conferences

A named conference need only fulfill these RDA definitions

RDA 8.1.2Person, Family, and Corporate Body: “The term corporate body refers to an organization or group of persons and/or organizations that is identified by a particular name and that acts, or may act, as a unit.”

RDA 8.1.3Name:

“The term name refers to a word, character, or group of words and/or characters by which a person, family, or corporate body is known.”

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Named conferences

Conference names eligible for use as an authorized access point (111 or 711)

• Freedom & Faith• Digital Library Futures: User Perspectives and

Institutional Strategies

Considered unnamed under AACR2, but named under RDA

May not convey the idea of a corporate body (conference)

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Named conferences

Additions to names RDA 11.7.1.4

Names Not Conveying the Idea of a Corporate Body:“If the preferred name for the body does not convey the idea of a corporate body, record a suitable designation in the language preferred by the agency creating the data.”

Examples:• Freedom & Faith (Conference) (1984 : Saint Charles,

Ill.) • Digital Library Futures: User Perspectives and

Institutional Strategies (Conference) (2009 : Milan, Italy)

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Named conferences

See also LC-PCC PS for 11.7.1.4 Initialisms and Acronyms

• “If the name chosen for the authorized access point for a corporate body is an initialism or acronym written in all capital letters (with or without periods between them), add a qualifier to the name.”

Example: CICA (Conference) (2011 : Hangzhou, China)

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Conferences, meetings, exhibitions, fairs and festivals

These events now have the same rules RDA 11.2.2.11

Number or Year of Convocation of a Conference, Etc.: “Omit from the name of a conference, congress, meeting, exhibition, fair, festival, etc. […] indications of its number, or year or years of convocation, etc.”

No instruction to remove an indication of frequency (Annual, Biennial, etc.)

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Conferences, meetings, exhibitions, fairs and festivals

Examples: Omit year of convocation:

• CAV (Conference) NOT

• CAV ’91 Retain indication of frequency (Annual, Biennial, etc.):

• Annual Conference on Fishing NOT

• Conference on Fishing [with “Annual” omitted]

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Choosing the preferred name

RDA 11.2.2.2Sources of Information: “Determine the preferred name for a corporate body from the following sources (in order of preference):

a) the preferred sources of information (see 2.2.2) in resources associated with the corporate body

b) other formal statements appearing in resources associated with the corporate body

c) other sources (including reference sources)”

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RDA 11.2.2.5Different Forms of the Same Name:

“If different forms of a corporate body's name appear in resources associated with the body, apply the general instructions given below. When appropriate, apply the special instructions given under 11.2.2.5.1–11.2.2.5.4 as well.”

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RDA 11.2.2.5Different Forms of the Same Name: Order of preference: • Form appearing in preferred sources of information• Form presented formally on preferred source, if

more than one • Most commonly found form• Brief form that would differentiate the body

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RDA 11.2.2.5.1Variant Spellings :“If variant spellings of the name appear in resources associated with the body, choose the form found in the first resource received.”

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RDA 11.2.2.5.2More Than One Language Form of the Name:Order of preference: • Form in the official language of the body.

LCPS: If there is more than one official language and one of these is English, choose the form in English

• Form in language used predominantly in resources• Form that is presented first in the first resource

received

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Conference names as subordinate bodies

• In RDA the instructions for subordinate bodies (11.2.2.14) are the same as in AACR2.

• Type 3 – Name that is general in nature• Annual Meeting; Macadamia Nut Association

• 110 2# $a Macadamia Nut Association. $b Annual Meeting

• Type 6 – Name that includes the entre name of the higher body

• Annual Meeting of the International Whaling Commission

• 110 2# $a International Whaling Commission. $b Annual Meeting

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Location of conference

There is no rule of three; all locations can be given

Separate the locations with semicolons

Give “Online” as the location of a conference held online

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Individual conference name authority records

Used for a one-time conference:• International Conference on Fishing (2011 : Grimsby,

England) • CICA (Conference) (2011 : Hangzhou, China)

Used for a single instance of an ongoing (sequential) conference:• Conference on Bats (3rd : 1999 : Whitby, England)• BTR (Conference) (2nd : 2002 : University of New

Mexico) NARs now created for single instances of ongoing

conferences

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• Can contain references from variant names of a one-time conference:

• Examples:• 111 2# $a CICA (Conference) $d (2011 : $c Hangzhou,

China)• 411 2# $a International Conference on Computer,

Informatics, Cybernetics and Applications $d (2011 : $c Hangzhou, China)

• 411 2# $a CICA 2011 $d (2011 : $c Hangzhou, China)

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• Can contain references from variant names of a single instance of an ongoing (sequential) conference:

• Example:• 111 2# $a BTR (Conference) $n (2nd : $d 2002 : $c

University of New Mexico)• 411 2# $a Conference on the Unified Science &

Technology for Reducing Biological Threats & Countering Terrorism $n (2nd : $d 2002 : $c University of New Mexico)

• 411 2# $a BTR 2002 $d (2002 : $c University of New Mexico)

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Collective conference name authority records (LC-PCC PS 11.13.1.8

• Used for the whole series of an ongoing conference:

111 2# $a Conference on Bats 111 2# $a BTR (Conference)

Used by institutions who catalogue conference proceedings as serials

Should contain a 667 note per LC-PCC policy • 667 ##$a See also related access points for individual

instances of this conference which include specific information about the number, date, or place of the individual conference.

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Collective conference name authority records

• Variant forms of the name of the whole series of an ongoing (sequential) conference may be added to the collective NAR:

• Example:• 111 2# $a BTR (Conference)

• 411 2# $a Conference on the Unified Science & Technology for Reducing

• 411 2# $a Biological Threats & Countering Terrorism (Conference)

• Example:• 111 2# $a Bat Conference

• 411 2# $a BATS (Conference)

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Collective conference name authority records

• Make earlier and later relationships when a conference has changed its name:

• 111 2# $a Conference on Bats• 511 2# $w b $a Bat Conference

• Earlier and later relationships are only carried in the collective conference name authority records

• Note that PCC catalogers may use Appendix K relationship designators to relate names instead of earlier/later ($w a and $w b)

• 111 2# $a Conference on Bats• 511 2# $w r $i Successor: $a Bat Conference

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Guidelines on sequential conferences - Recap

• If an name authority record already exists for the collective conference name• i.e., without number, date or place

• If you need the individual conference - create an RDA name authority record for the individual conference

• If no name authority record exists for the collective conference name

• i.e. without number, date or place

• Create an RDA name authority record for the individual conference unless it is being cataloged as a serial

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Conflicts

A variant name access point may match another variant name access point

A variant name access point may not match an authorized name access point

An authorized name access point may not match another authorized name access point

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Conflicts

• An individual conference name access point is unlikely, itself, to conflict with another

• BTR (Conference) (2nd : 2002 : University of New Mexico)

• An collective conference name access point is more likely to conflict with another

• Conference on Fishing

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Conflicts

A collective conference name access point can be made unique with an RDA addition:

11.13.1.3 Place Associated with the Body11.13.1.4 Associated Institution11.13.1.5 Date Associated with the Body11.13.1.7 Other Designation Associated with the Body

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Conflicts

11.13.1.3 Place Associated with the Body Examples

• 111 2# $a Conference on Fishing (Great Britain) • 111 2# $a Conference on Fishing (Australia)• 111 2# $a ATE (Conference : Canada)• 111 2# $a ATE (Conference : South Africa)

An individual conference name access point must correspond:• Examples

• 111 2# $a Conference on Fishing (Great Britain) $n (2nd : $d 2002 : $c Grimsby, England)

• 111 2# $a ATE (Conference : Canada) $n (10th : $d 1999 : $c Ottawa, Ont.)

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Conflicts

11.13.1.4 Associated Institution• 111 2# $a Management Symposium (Institute of Directors)• 111 2# $a Management Symposium (Confederation of

British Industry)• 111 2# $a BRE (Conference : Beekeepers’ Association)• 111 2# $a BRE (Conference : Bristol Trainspotters’ Club)

An individual conference name access point must correspond:• 111 2# $a Management Symposium (Institute of Directors)

$n (3rd : $d 1996 : $c Aberdeen, Scotland)• 111 2# $a BRE (Conference : Beekeepers’ Association) $n

(15th : $d 1984 : $c Cardiff, Wales)

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Conflicts

• 11.13.1.5 Date Associated with the Body• Examples:

• English Knitting Meeting (1909-1927)• English Knitting Meeting (1960- )• FEE (Conference : 1899-1927)• FEE (Conference : 1999- )

• An individual conference name access point must correspond:• Examples:

• 111 2# $a English Knitting Meeting (1909-1927) $n (3rd : $d 1915 : $c Swindon, England)

• 111 2# $a FEE (Conference : 1899-1927) $n (10th : $d 1912 : $c Bristol, England)

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Conflicts

• 11.13.1.7 Other Designation Associated with the Body• Examples:

• Football Supporters’ Meeting (Soccer)• Football Supporters’ Meeting (American football)• SC (Conference : Software composition)• SC (Conference : Supercomputing)

• An individual conference name access point must correspond:• Examples:

• 111 2# $a Football Supporters’ Meeting (Soccer) $n (9th : $d 2000 : $c York, England)

• 111 2# $a SC (Conference : Software composition) $n (11th : $d 2012 : $c Prague, Czech Republic)

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Variant name access points

Variant name access points (see references) are not Core

Can be recorded following common sense

Add if helpful in fulfilling the FRAD user tasks• Identify

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RDA 11.2.3.3• General Guidelines on Recording Variant Names for

Corporate Bodies:• “Record as a variant name a name or form of name

used by a corporate body, or found in reference sources, or resulting from a different transliteration of the name, if it is different from that chosen as the preferred name for the body.”

• 111 2# $a International Conference on Cybernetics• 411 2# $a International Cybernetics Conference

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11.13.2.1Variant Access Point Representing a Corporate Body:

“Make additions to the name, if considered important for identification, applying the instructions given under 11.13.1.2-11.13.1.8 as applicable.”

So make the same additions to a variant name as you would to a preferred name

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RDA 11.2.3.4• Expanded Name:

• “If the name chosen as the preferred name for the corporate body consists of or includes an acronym, initialism, or an abbreviated form of name, record the expanded form of the name as a variant name.”

• 111 2# $a BTR (Conference)• 411 2# $a Conference on the Unified Science &

Technology for Reducing Biological Threats & Countering Terrorism

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RDA 11.2.3.5• Acronym / Initialism / Abbreviated Form:

• “If the name chosen as the preferred name for the corporate body is a full form of the name, record an acronym, initialism, or abbreviated form of the name as a variant name.”

• 111 2# $a Harrogate Area Tea Symposium• 411 2# $a HATS (Conference)

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RDA 11.2.3.7Other Variant Name:

“Record other variants and variant forms of the name recorded as the preferred name not covered under 11.2.3.4-11.2.3.6 as required. ”

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Other variant nameAcronyms combined with dates

Not mandated but can be helpful Example:

• CICA (Conference)(2011 :Hangzhou, China)• 411 2# $a CICA 2011(2011 :Hangzhou, China)

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Notes on optional MARC 21 tags

046 Special coded dates

Individual name authority record Record any known start and end dates of the

conference Record dates as specifically as they are knownExample:

046 $s 20011002 $t 20011020

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046 Special coded dates Collective name authority record Record known start and end dates of the whole

ongoing conference Record an end date only if the series has ended, or

changed nameExamples:

046 ## $s 2001046 ## $s 1999 $t 2004

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368 Other corporate body attributes Record the type of corporate body in 368 $a Record “Conference”, unless another term is more

appropriate• 368 $a Conference

Also record in 368 terms for other entities that are tagged 111• Athletic contest, Competition, Exhibition, Expedition,

Fair, Festival, Parade, Tournament, etc.

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370 Associated place Record the location of a conference in 370 $e Record a country that is associated with a

conference, in 370 $c Record any other place that is associated with a

conference, in 370 $f Only use in a collective conference name authority

record if applicable to the whole series

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372 Field of activity

Record the field or fields of activity of a conference

Only use in a collective conference name authority record if applicable to the whole series

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Notes on optional MARC 21 tags 370 Associated place:

• Place name for the location of the conference • If an institution is used as the location of the conference

in the 1XX instead of a place use field 373 373 Associated group:

• Institution where the conference was held• Record an institution organising the conference • Record an institution that is the subject of a

conference• Record an institution otherwise associated with

the conference Use in a collective conference name authority

record only if applicable to the whole series

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Notes on MARC 21 tags

374 Occupation

A conference can not have an occupation, so do not use this field

375 Gender

A conference can not have a gender, so do not use this field

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377 Language Record the language(s) in which a conference issues

its proceedings Record the language(s) in which a conference does

its business

Only use in a collective conference name authority record if applicable to the whole series

RDA Authority Records for Conference Names

Examples

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Named in RDA but not in AACR2

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Omit year of convocation

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Retain indication of frequency

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Qualify initialisms and acronyms

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Individual conference NAR

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Collective conference NAR

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Questions?

Thanks again to our colleagues at the British Library for creating this module and for their permission to adapt it for use at LC

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