Module 4:
Persons, Families,
and Corporate Bodies
-- Elements and authorized access
points
LC RDA for Georgia Cataloging Summit Aug. 9-10, 2011
FRBR and FRAD Group 2 entities
• RDA chapters
– 8 = General guidelines ...
– 9 = Identifying persons
– 10 = Identifying families
– 11 = Identifying corporate bodies
• Group 2 entities have relationships
– To works, expressions, manifestations, and
items (FRBR Group 1 entities)
– To other Group 2 entities (module 5)
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Core elements to distinguish
• If elements are being recorded to distinguish one
person, family, or corporate body from another
person, family, or corporate body, RDA gives
choices for recording the elements (RDA 0.6.4):
– either as additions to the authorized access point
representing the person, family, or corporate body -most U.S. libraries
– as separate elements only in authority records -- no
– as both -- cataloger’s judgment if not breaking conflict
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Authorized access points
• Forms created according to RDA ch. 8-11
– See RDA appendix E and LCPS 1.7.1 for
punctuation, etc. (AACR2 style carried forward)
• Used in bibliographic records to express
relationships to resources being cataloged
• Used in other authority records as 5XX
fields or as part of name/title 4XX fields
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MARC changes for
RDA authority records
• Two clues that the authority record is an
RDA record:
– 008/10: value “z” (Other)
– 040 $a ___ $b ___ $c ___ $e rda
• Examples of RDA authority records for
persons, families, and corporate bodies
in separate handout
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Already an NAR in LC/NAF?
• During Test and interim period: if the RDA form is
different from the AACR2 form, the RDA form is
given in a 7XX field with a 2nd indicator of “4”
• LC & the Program for Cooperative Cataloging to
make decisions about AACR2 forms valid for RDA
• LC will work with OCLC and others about updating
access points in existing bibliographic records
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General guidelines in ch. 8
• Language and script for names (RDA 8.4):
– U.S.: In authorized and variant access points,
apply the alternative to give a romanized form.
– For some languages (see LCPS 8.4, LCPS
9.2.2.5.3, etc.), can also give variant access
points in original language/script
• Other elements: if instructions in ch. 9-11
don’t specify language, give element in
English.
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Variant access points
• Which variants to include in authority
record as 4XX fields?
– None are core in RDA
– Cataloger judgment during US RDA Test
– PCC, consortia, and local libraries may
want to develop “best practices”
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Context of this module
• Elements in authorized access points
• Other identifying elements
• New fields for some of the data elements
in authority records
• Not how to create authority records
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Chapter 9:
Identifying persons
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Scope of “person”
• Definition (RDA 8.1.2) = “An individual or an
identity established by an individual (either
alone or in collaboration with one or more
other individuals)”
• RDA 9.0: Includes fictitious entities
– Miss Piggy, Snoopy, etc. now in scope if
presented as having responsibility in some way
for a work, expression, manifestation, or item
– During US RDA Test: also real non-humans
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Examples of expanded scope
in RDA and during Test
100 0# $a
245 10 $a
by
700 1# $a
Miss Piggy.
Miss Piggy’s guide to life / $c
Miss Piggy as told to Henry Beard.
Beard, Henry.
100 0# $a Lassie.
245 1# $a Stories of Hollywood / $c told
by Lassie.
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Persons: Authorized access
points (RDA 9.19)
• RDA 9.19.1.1: how to put together the
elements to construct an authorized point
[with links back to specific elements]
– Preferred name is the basis
– Additions to the name as instructed under
9.19.1.2–9.19.1.7, in that order, as applicable
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Additions to the preferred name
• 9.19.1.2: title or other designation
associated with the person
• 9.19.1.3: date of birth and/or death * ^
• 9.19.1.4: fuller form of name * ^
• 9.19.1.5: period of activity of person * ^
• 9.19.1.6: profession or occupation *
• 9.19.1.7: field of activity of person *
* = if need to distinguish; ^ = option to add even if not needed
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Preferred name (RDA 9.2.2)
• Form to be used when constructing the
authorized access point in bibliographic records
and 100 field of name authority records
– Variant name used in variant access points (4XX
fields in name authority records)
• If individual has more than one identity, a
preferred name for each identity (RDA 9.2.2.8)
– No time period restrictions
• Choose the form most commonly known
• Variant spellings: choose the form found on the
first resource received (RDA 9.2.2.5.4)
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Surnames: words, etc.,
indicating relationships
• Include words, etc., (e.g., Jr., Sr., IV) in
preferred name – not just to break conflict
• MARC: still encode title/term in subfield $c of
authorized access point
100 1# $a Rogers, Roy, $c Jr., $d 1946670 ## $a Growing up with Roy and Dale, 1986:
$b t.p.(Roy Rogers, Jr.) p. 16 (born
1946)
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Terms of address not as additions
• But may be needed as part of the
preferred name:
– When the name consists only of the surname
(RDA 9.2.2.9.3: Seuss, Dr.)
– For a married person identified only by a
partner’s name and a term of address (RDA
9.2.2.9.4: Davis, Maxwell, Mrs.)
– If part of a phrase consisting of a
forename(s) preceded by a term of address
(RDA 9.2.2.23: Sam, Cousin)
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Title of the person (RDA 9.4)
• Limited scope:
– Royalty, nobility, or ecclesiastical rank or office
– Person of religious vocation
• MARC X00 $c – no change
100 0# $a Carl $b XVI Gustaf, $c King of
Sweden, $d 1946100 0# $a Benedict $b XVI, $c Pope, $d 1927RDA for Georgia 9-10 August 2011 - Module 4
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Other designation associated
with the person (RDA 9.6)
• Limited scope: Christian saints; spirits
• MARC X00 $c – no change
– “Saint” preceded by comma
– “Spirit” enclosed in parentheses at end of
access point
100 0# $a Joan, $c of Arc, Saint, $d 1412-1431
100 0# $a Joan, $c of Arc, Saint, $d 1412-1431
$c (Spirit)
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Date associated with the person
• Three dates:
– Date of birth (RDA 9.3.2)
– Date of death (RDA 9.3.3)
– Period of activity of the person – no restrictions
on time period (RDA 9.3.4)
• Guidelines for probable dates (RDA 9.3.1)
• Recorded in MARC X00 $d
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Changes when giving
dates for persons
• Abbreviations “cent.,” “ca.,” “b.,” “d.,” and “fl.”
not in appendix B
– “cent.” becomes “century”
– “approximately” replaces “ca.”
– “b.” and “d.” dates: LC for US RDA Test used
hyphens instead of spelling out the abbreviations
(some testers spelled out abbreviations)
– Use “active” for “fl.”: LC choice of the US RDA Test
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Fuller form of name (RDA 9.5)
• Scope:
– Full form of a part of a name represented only by
an initial or abbreviation in the form chosen as the
preferred name, or
– A part of the name not included in the form chosen
as the preferred name (change from AACR2)
• MARC X00 $q: no change
• LC: included whenever available during the
US RDA Test; will need a PCC policy
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Profession or occupation (RDA 9.16)
• Core:
– for a person whose name consists of a phrase or
appellation not conveying the idea of a person, or
– if needed to distinguish one person from another
with the same name
• Overlap with “field of activity”
• MARC X00 $c – always enclosed in parentheses
100 1# $a Watt, James $c (Gardener)
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Field of activity of person (RDA 9.15)
• Scope = “field of endeavour, area of expertise, etc.,
in which a person is or was engaged”
• Core:
– for a person whose name consists of a phrase or
appellation not conveying the idea of a person, or
– if needed to distinguish one person from another with
the same name
• MARC X00 $c – always enclosed in parentheses
100 0# $a Spotted Horse $c (Crow Indian chief)
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New fields in MARC 21 authority format
for persons (* = not also in 100)
•
•
•
•
•
•
•
•
046:
370:
371:
372:
373:
374:
375:
377:
Special coded dates (RDA 9.3)
Associated place (RDA 9.8-9.11) *
Address (RDA 9.12) *
Field of activity (RDA 9.15)
Affiliation (RDA 9.13) *
Occupation (RDA 9.16)
Gender (RDA 9.7) *
Associated language (RDA 9.14) *
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Elements for persons not in
authorized access points
• Yet helpful for identification:
– Associated place (RDA 9.8-9.11)
– Address (RDA 9.12)
– Affiliation (RDA 9.13)
– Gender (RDA 9.7)
– Language of the person (RDA 9.14)
– Biographical information (RDA 9.17)
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Associated place (RDA 9.8-9.11)
•
•
•
•
•
Place of birth
Place of death
Country associated with the person
Place of residence
Place given in form it would be as an
addition to an access point
• MARC field 370 (separate subfields)
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Address (RDA 9.12)
• Mailing address
• Email address
• Only if publicly available
• MARC field 371 (separate subfields)
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Affiliation (RDA 9.13)
• Scope = name of group(s) with which
the person has been or is affiliated
– e.g., employment, education, membership
• Affiliation given in form found on the
resource
• MARC field 373 ($a repeatable; field
repeatable)
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Gender (RDA 9.7)
• Scope = gender with which a person
identifies
• Open list of terms in instruction + others
as needed
• MARC field 375 ($a repeatable; field
repeatable
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Language of the person (RDA 9.14)
• Scope = language(s) used by the
person in writing, speaking, singing
• MARC field 377 ($a repeatable; field
repeatable)
• In MARC, form is three-character code
from MARC code list of languages
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Biographical information (RDA 9.17)
• Scope = information pertaining to life or
history of a person
• Can incorporate information from
separate fields into a “public note”
• MARC field 678
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Then: Exercise #6
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Chapter 10:
Identifying families
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Scope of “family”
• Definition (RDA 8.1.2) = “two or more persons
related by birth, marriage, adoption, civil union, or
similar legal status, or who otherwise present
themselves as a family”
• Not in AACR2
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Role of “family”
• Now considered creators, contributors, etc.
– Important for archives, museums, and special
collections -- may supplement RDA with
specialist manuals (e.g., Describing archives :
a content standard (DACS))
– Also possible for general library materials:
genealogy newsletters, family reunion
publications, etc.
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NARs vs. subject headings
• Ch. 10 applies to distinctive family entities
• Continue the current subject cataloging
policy for general family groupings
• Separate authority records will exist in the
LC/NACO Authority File and LCSH
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Families: Authorized access
points (RDA 10.10)
• RDA 10.10.1.1: how to put together the
elements to construct an authorized point
[with links back to specific elements]
– Preferred name is the basis
– Additions to the name as instructed under
10.10.1.2–10.10.1.5, in that order, as
applicable
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Additions to the preferred name
• 10.10.1.2: type of family
• 10.10.1.3: date associated with the
family
• 10.10.1.4: place associated with the
family * ^
• 10.10.1.5: prominent member of the
family * ^
* = if need to distinguish; ^ = option to add even if not needed
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Preferred name (RDA 10.2.2)
• Form to be used when constructing the
authorized access point
– Variant name used in variant access points
• Choose the form most commonly known
– Surname or equivalent
– Royal house, dynasty, clan, etc.
• MARC X00 3# $a
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Type of family (RDA 10.3)
• Scope = categorization or generic
descriptor for the type of family”
– Not a controlled vocabulary – cataloger’s
choice
– “Family,” “Clan,” “Royal house,” “Dynasty,” etc.
• MARC X00: added in parentheses to the
preferred name
100 3# $a Ingebretson (Family)
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Date associated with the family
(RDA 10.4)
• Scope = “a significant date associated
with a family,” e.g.,
– 1802-1945
– 202 B.C.-220 A.D.
– 4th-9th centuries
• MARC X00 $d
100 3# $a Pahlavi (Dynasty : $d 1925-1979)
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Place associated with family (RDA 10.5)
• Scope = “place where a family resides or has
resided or has some connection”
• Include in access point if needed to distinguish
one family from another with the same name or
would help identify
• Give place in form as an authorized access point
(ch. 16) in subfield $c
100 3# $a Nayak (Dynasty : $d 1529–1739
: $c Madurai, India)
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Prominent member of family (RDA 10.6)
• Scope = “a well-known individual who is a
member of a family”
• Include in access point if needed to distinguish
one family from another with the same name or
would help identify
• Give name in form as an authorized access
point (ch. 9) in subfield $g
100 3# $a Medici (Royal house : $g
Medici, Lorenzo de’, 1449-1492)
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New fields in MARC 21 authority
format for families
• 046: Special coded dates (RDA 10.4)
• 370: Associated place (RDA 10.5)
• 376: Family information: type of
family (RDA 10.3), prominent
member (RDA 10.6), hereditary
title (RDA 10.7) *
* “Hereditary title” not used in authorized access points
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Elements for families not in
authorized access points
• Yet helpful for identification:
– Hereditary title (RDA 10.7)
– Family history (RDA 10.8)
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Hereditary title (RDA 10.7)
• Scope = title of nobility associated with
a family:
– e.g., Earls of Shrewsbury
ducs d'Orléans
• MARC 376 subfield $c
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Family history (RDA 10.8)
• Scope = information pertaining to the
history of a family
• Can incorporate information from
separate fields into a “public note”
• MARC field 678
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Chapter 11:
Identifying corporate bodies
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Scope of “corporate body”
• Definition (RDA 8.1.2) = “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”
• As in AACR2, includes ad hoc events (such
as athletic contests, exhibitions, expeditions,
fairs, & festivals) and vessels (e.g., ships &
spacecraft)
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Corporate bodies: Authorized
access points (RDA 11.13)
• RDA 11.13.1.1: how to put together the
elements to construct an authorized point
[with links back to specific elements]
– Preferred name is the basis
– Additions to the name as instructed under
11.13.1.2–11.13.1.8, in that order, as
applicable
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Additions to the preferred name
•
•
•
•
•
•
•
11.13.1.2:
11.13.1.3:
11.13.1.4:
11.13.1.5:
11.13.1.6:
11.13.1.7:
11.13.1.8:
addition if name not of body
place associated with the body * ^
associated institution * ^
date associated with the body * ^
type of jurisdiction *
other designation * ^
number, date, & location of a
conference
* = if need to distinguish; ^ = option to add even if not needed
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Preferred name for the corporate
body (RDA 11.2.2)
• Choose the form most commonly known
• Variant spellings: choose the form found in
the first resource received (RDA 11.2.2.5.1)
– LC kept its policy to change to the later spelling
in cases of orthographic reform
• Not abbreviating “Department” (should not
have abbreviated in AACR2 headings)
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Change in form for conferences, etc.
• A merged instruction for preferred name of a
conference, congress, meeting, exhibition,
fair, festival, etc. - changes from AACR2:
– Retain frequency in the name of a conference,
congress, or meeting
– Omit year of convocation from the name of an
exhibition, fair, or festival (will be included in the
authorized access point in subfield $d)
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Name not conveying idea of body
• Part of “Other designation associated
with the corporate body” -- RDA 11.7
• Cataloger judgment on choice of term
(generally in English in the U.S.)
• Remember: if subordinate body,
establish subordinately to higher body
110 2# $a Elks (Fraternal order)
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Place (RDA 11.3)
• Two categories:
– Location of conference, etc. (later slide)
– Location of headquarters
• Form of place:
– Form prescribed in chapter 16
– Abbreviate name of countries, states, etc., as
instructed in appendix B
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Associated institution (RDA 11.5)
• In the form and language recorded as the
preferred name for the institution (not the
authorized access point for the institution)
110 2# $a B’nai B’rith Hillel Federation
Jewish Student Center (University
of Cincinnati)
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Date of establishment (RDA 11.4.3)
or termination (RDA 11.4.4)
• Scope = year in which a corporate body
was established or terminated
• Give if needed to differentiate the name of
one corporate body from another
• MARC X10: add, with hyphen in
parentheses, to the preferred name – no
change
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Type of jurisdiction
• Part of “Other designation associated with the
corporate body” -- RDA 11.7
• Term designating the type of jurisdiction added if
necessary, to distinguish between access points
for two or more governments that have the same
or a similar name
– e.g., Cork (Ireland)
Cork (Ireland : County)
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Another “Other designation associated
with the corporate body” (RDA 11.7)
• If other elements in list not appropriate or not
sufficient to differentiate between two different
bodies
• Scope:
– a word, phrase, or abbreviation indicating incorporation
or legal status
– any term serving to differentiate the body from other
corporate bodies, persons, etc.
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MARC for Other designation ...
• In access point: add, in parentheses, to
the preferred name of the corporate
body (subfielding may vary)
151 ## $a Korea (South)
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Number of a conference, etc.
(RDA 11.6)
• Scope = “designation of the sequencing of a
conference, etc., within a series of conferences,
etc.”
• Use English ordinal numerals 1st, 2nd, 3rd, etc.
• Not given in access point if publications of a
conference, etc., cataloged as a serial
• MARC: X11 $n
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Date of conference, etc. (RDA 11.4.2)
• Scope = date or range of dates, given as
year or years, in which a conference, etc.,
was held
• Not given in access point if publications of
a conference, etc., cataloged as a serial
• MARC X11 $d – no change
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Location of conference, etc. (RDA 11.3.2)
• In form as authorized access point (ch. 16)
• No instruction to omit in access point if
publications of a conference, etc., cataloged as
a serial [“glitch” to be fixed]
• No “rule of three” when sessions held in three
or more locations (separated by semicolons
in access point -- RDA appendix E.2.2.4)
• If conference held online, location is “Online”
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Institution as “place” for conference
• If the institution’s name provides better
identification than the local place name or
if the local place name is unknown or
cannot be readily determined
111 2# $a International Conference on
Georgian Psalmody $n (2nd : $d 1997
: $c Colchester Institute)
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New fields in MARC 21 authority
format for bodies (* = not also in 11X)
•
•
•
•
•
046:
370:
371:
372:
377:
Special coded dates (RDA 11.4)
Associated place (RDA 11.3)
Address (RDA 11.9) *
Field of activity (RDA 11.10) *
Associated language (RDA 11.8) *
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Elements for bodies not in
authorized access points
• Yet helpful for identification:
– Associated place for non-conference
corporate bodies (RDA 11.3)
– Address (RDA 11.9)
– Field of activity (RDA 11.10)
– Language of the corporate body (RDA
11.8)
– Corporate history (RDA 11.11)
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Associated place (RDA 11.3)
• Scope = “significant location associated
with the corporate body”
– e.g., headquarters of an organization
• Place given in form it would be as an
addition to an access point
• MARC field 370 (separate subfields)
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Address (RDA 11.9)
• Scope = “address of corporate body’s
headquarters ..., email or Internet
address”
• MARC field 371 (separate subfields)
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Field of activity (RDA 11.10)
• Scope = “field of business ..., its area of
competence, responsibility, jurisdiction,
etc.”
• No controlled vocabulary in RDA; can
use a thesaurus and cite in $2
• MARC field 372 ($a repeatable; field
repeatable
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Language of the corporate body
(RDA 11.8)
• Scope = “language a corporate body
uses in its communications”
• MARC field 377 ($a repeatable; field
repeatable)
• In MARC, form is three-character code
from MARC code list of languages
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Corporate history (RDA 11.11)
• Scope = “information pertaining to the
history of a corporate body”
• Can incorporate information from
separate fields into a “public note”
• MARC field 678
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More information on new fields in
the MARC 21 authority format
PCC interim practice on new fields:
http://www.loc.gov/catdir/pcc/RDA%20in
%20NARs-SARs_PCC.pdf
Examples folder for authority records on PSD site
http://www.loc.gov/catdir/cpso/RDAtest/rdaexamples
.html
LC Network Development and MARC Standards
Office site:
http://www.loc.gov/marc/authority/ecadhome.html
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Persons, Families, and Corporate Bodies