Parallel Records
June 2009
Presenters:
Brenda Block
Cynthia M. Whitacre
A Huge Thank You to …
Sara Shatford Layne, UCLA, who allowed us to adapt
her content for this presentation.
Also thanks to Linda Barnhart, UCSD, and Xiaoli Li,
UCD, who worked with Sara to develop the
content
and to Diana Brooking, University of Washington for
reviewing the content
Outline
We’ll discuss:
• Non-English records
• Parallel records
• Hybrid records
• What to do when you come across any of
these in WorldCat
What is a “non-English record”?
Non-English describes the language of
cataloging, not the language of the
material being cataloged
Language of Cataloging
040 ǂb
Examples:
040 XXX ǂb spa ǂc XXX
040 XXX ǂb ger ǂc XXX
040 XXX ǂc XXX
If subfield b is not present, the language of
cataloging is assumed to be English
Language of the Material
Language of the material is recorded in the Fixed
field, or 008 field, if you use the numeric display.
Language of cataloging and language of the material
are NOT THE SAME.
Identifying non-English records
• Field 040 subfield b with a value other than eng
• Field 300 contains non-English abbreviations
• Non-quoted notes in 5xx field(s) are not in
English
• GMD in 245 subfield h may contain non-English
data
• Descriptive access points may be in non-AACR2
form and/or include non-English data in
addition to headings (qualifiers, etc.)
What about subject headings?
Language of 65X subject headings in
not a factor in determining language
of cataloging
Ignore 6xx fields when determining
language of cataloging
Example 1
040 __ XXX ǂb spa ǂc XXX
245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf
1853-1867 / ǂc introducción y selección de textos Silvestre
Villegas Revueltas.
260 __ México : ǂb UNAM, Coordinación de Humanidades,
Programa Editorial, Instituto de Investigaciones Históricas, ǂc
2008.
300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm.
440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia
mexicana ; ǂv 145
504 __ Incluye referencias bibliográficas.
651 _4 México ǂx Historia ǂy Intervención y segundo imperio
651 _0 Mexico ǂx History ǂy European intervention, 1861-1867.
700 1_ Villegas Revueltas, Silvestre, ǂe Colab
Example 2
040 __ XXXXX ǂb fre ǂc XXXXX
100 1_ Hiller, Ferdinand, ǂd 1811-1885.
240 10 Concertos, ǂm piano, orchestre, ǂn op. 5, ǂr fa mineur
245 00 Piano concertos ǂh [enregistrement sonore] / ǂc Hiller.
260 __ London : ǂb Hyperion, ǂc p2008.
300 __ 1 disque : ǂb numérique ; ǂc 12 cm.
500 __ Disque compact.
518 __ Enregistré les 14, 15, 16 et 17 mai 2007, Federation
Concert Hall, Hobart, Tasmanie.
650 _6 Concertos (Piano)
700 12 Hiller, Ferdinand, ǂd 1811-1885. ǂt Concertos, ǂm piano,
orchestre, ǂn op. 69, ǂr fa dièse mineur.
Example 3
040 __ XXX ǂe rakwb ǂb ger ǂc XXX
100 1_ Liu, Yang ǂ4 aut
245 00 Ost trifft West ǂb [ein Buch] ǂc [von Yang
Liu]
250 2. Aufl.
260 Mainz ǂb Schmidt ǂc 2008
300 [99] S. ǂb überw. Ill. ǂc 14 cm
500 Text deutsche und chinesisch.
.
What is a “parallel record”?
A parallel record is a record for the same item in a
different language of cataloging.
For example, you have a record cataloged in German
and another record cataloged in English for the same
title. These are considered parallel records.
This is NOT the same as a record with parallel fields for
Latin and non-Latin script (a record that contains
Arabic script, for example).
NOT (necessarily) a parallel record
Parallel Records
One or more records cataloged using
different languages exist, or you plan to
create one in a language not already used
for cataloging.
Indicate the existence of parallel record(s)
by using a 936 field consisting of “PR” and
the OCLC number of the other record(s) in
the record you create
Examples of 936 fields
(From OCLC Bibliographic Formats and Standards)
One parallel record identified:
936 __ PR 51191950
Two parallel records identified
936 __ PR 45570484 45825482
Example of record with 936 field
040 __ XXX ǂc XXX ǂd XXX
245 00 Antología de textos, la reforma y el segundo imperio (1853-1867) /
ǂc introducción y selección de textos, Silvestre Villegas Revueltas.
260 __ México, D.F. : ǂb Universidad Nacional Autónoma de México, ǂc
2008.
300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm.
490 1_ Biblioteca del estudiante universitario ; ǂv 145
440 _0 Cultura e historia mexicanas
651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources.
651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv
Sources.
653 __ México ǂa Historia ǂa Siglo XVIII
700 1_ Villegas Revueltas, Silvestre.
830 _0 Biblioteca del estudiante universitario (Universidad Nacional
Autónoma de México) ; ǂv 145.
Remember the Spanish record?
OCLC Control Number: 238572899
040 __ XXX ǂb spa ǂc XXX
245 00 Antología de textos : ǂb la reforma y el segundo imperio, ǂf 18531867 / ǂc introducción y selección de textos Silvestre Villegas
Revueltas.
260 __ México : ǂb UNAM, Coordinación de Humanidades, Programa
Editorial, Instituto de Investigaciones Históricas, ǂc 2008.
300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm.
440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia
mexicana ; ǂv 145
504 __Incluye referencias bibliográficas.
651 _4 México ǂx Historia ǂy Intervención y segundo imperio
651 _0 Mexico ǂx History ǂy European intervention, 1861-1867.
700 1_ Villegas Revueltas, Silvestre, ǂe Colab
This record is parallel to the English language record on the
Not parallel records
If you find 2 records for the same item
with the same language of cataloging,
report them as duplicates (2 English, 2
German, 2 Spanish, etc.)
Report such duplicates to:
[email protected]
OCLC Policy for non-English records
Do not edit master records in languages
of cataloging other than your own.
Which means …
Don’t delete data
Don’t add data
Don’t convert data in another language
to English
Don’t control headings
Don’t ‘correct’ cataloging ‘errors’
Are Vendor Records Different?
Vendor records used to be treated
differently, but now they are treated
the same as any other record.
If a vendor record is a non-English
record– DON’T EDIT IT
But what about Hybrid records?
What is a “hybrid record”?
OCLC’s definition
“A hybrid record contains descriptive
cataloging data in more than one language”
Note: This is documented in Section 3.10 of
OCLC Bibliographic Formats and Standards.
A “hybrid record” …
Has some elements that are consistent with
cataloging in one language …
But also has other elements that are
consistent with cataloging in a different
language
What to do with a hybrid?
Choices:
(A) Edit to be consistently in English
OR
(B) Create an English-language record and report
the hybrid to OCLC
OR
(C) Create an English-language record and correct
the 040 field in the hybrid
Reporting Hybrid Records
E-mail to: [email protected]
OR
Use the Report Error function in the Action
menu in Connexion
How to decide which choice to make?
Factors to consider:
• The intent of the cataloging agency: that is, is
the library in the 040 ‡a a library in a country
that uses a language other than English?
• The number of descriptive cataloging
elements in a different language: that is, if
almost all the record is consistent with one
language, but one small element is in another
language, assume that the one element is the
Three more factors to consider
• What is the language of cataloging of the other
libraries with holdings set on the record?
• Could the record have been improperly edited
by another library after it was input? If so, was
the editing within the last several months?
• Is the problem simply a “coding error” in the
040 $b?
Example 1
040
S3O‡b swe ‡c S3O
020
0333993373
020
9780333993378
043
e-uk---
100 1
Oulton, Carolyn. ‡d 1972-
245 10 Literature and religion in mid-Victorian England : ‡b from
Dickens to Eliot / ‡c Carolyn Oulton.
260 __ Houndmills, Hampshire ‡a New York : ‡b Palgrave
Macmillan, ‡c 2003.
300 __ 221 s.
504 __ Includes bibliographical references and index.
650 7 Religion och litteratur ‡z England ‡x historia ‡y 1800-talet.
‡2 sao
Additional information
• S3O is the code for the National Library of
Sweden
• “swe” is the language code for Swedish
• “s.” is the Swedish abbreviation for
“pages”
• 504 is in English
Which do you choose?
Choices:
(A) Edit to be consistently in English
OR
(B) Create an English-language record and report
the hybrid to OCLC
OR
(C) Create an English-language record and correct
the 040 field in the hybrid
Best Choice: B
If your language of cataloging is Swedish,
change the 504 field to Swedish and use
the record for your cataloging
If your language of cataloging is English,
create a new English-language record and
report this record for correction
Example 2
040
MXADN ‡c MXADN -- [no $b assumed English]
020
9789701348734
020
9701348737
090
HB142 ‡b .M4 2007
245 00 Metodologías para la estimación matemática de
la matriz de insumo-producto simétrica : ‡b (a partir
de las matrices de oferta y utilización asimétricas en
una economía abierta) / ‡c Instituto Nacional de
Estadística, Geografía e Informática.
260 __ Aguascalientes, Ags. ; México : ‡b INEGI, ‡c
2007.
300 __ 160 p. : ‡b cuadros ; ‡c 28 cm.
Additional information
• MXADN is the code for Universidad
Autónoma de Nayarit (in Mexico)
• “p.” is both the Spanish and English
abbreviation for pages
Which do you choose?
Choices:
(A) Edit to be consistently in English
OR
(B) Create an English-language record and report
the hybrid to OCLC
OR
(C) Create an English-language record and correct
the 040 field in the hybrid
Best choice: C
If your language of cataloging is Spanish, add
to the 040: “‡b spa” and use the record
for your cataloging
If your language of cataloging is English,
create a new English-language record and
add “‡b spa” to the 040 field of the
existing record
Example 3
040 __ PL# ǂb spa ǂc PL# ǂd XXX
100 1_ Molins, Manuel, ǂd 1943245 04 Monopatins : ǂb (Skaters) / ǂc Manuel Molins ;
introducció, Fracesc Foguet.
260 __ Alzira, Valencia : ǂb Bromera, ǂc [2006].
300 __ 111 p. : ǂb ill. ; ǂc 21 cm.
440 _0 Bromera Teatro ; ǂv 38
500 __ Anexos.
504 __ Includes bibliographical references (p. 111).
Additional information
PL# is the code for Puvill Libros
The holdings attached to this record in OCLC
are all English-speaking libraries (except
for Puvill Libros, which is a Spanishlanguage vendor)
The record was (partly) edited by library
XXX to be in English sometime in 2007
Which do you choose?
Choices:
(A) Edit to be consistently in English
OR
(B) Create an English-language record and report
the hybrid to OCLC
OR
(C) Create an English-language record and correct
the 040 field in the hybrid
A valid choice: A
If your language of cataloging is English,
delete from the 040: “‡b spa”, convert the
500 field to English (or delete the 500 field)
and use the record for your cataloging
The record contains equal elements of both
Spanish and English, such that it was
probably never entirely one or the other.
Authorizations Needed
If you do decide to edit a hybrid record, what
level of cataloging authorization is needed?
No special level is needed. Under the Expert
Community Experiment, any full-level
authorization may edit any non-PCC record,
no matter the language of cataloging
When in doubt …
Create a new record and report the hybrid
OR
Report the hybrid to OCLC and wait for
their decision before proceeding
Why not use a non-English record?
You could use an existing record that is not in your
language of cataloging and edit it locally for use in
your own catalog.
However this is not recommended. Why?
Your holdings are then attached to a record your
patrons won’t necessarily be able to easily read in
WorldCat.org. If you use WorldCat Local someday,
this could also cause problems.
And:
The time spent devising and applying policies for
sometimes using records in a different language of
cataloging is likely to be more time-consuming
than the occasional use of the “Derive” process to
create an English record.
Also, there is a danger of creating more hybrid
records if you edit an existing record not in your
language of cataloging and inadvertently edit the
master record at the same time.
How to create a parallel record
Step 1. Copy the OCLC number from the non-English
record.
Step 2. Create/derive a new record from the
existing non-English record
Step 3. Add a 936 field to the new record (Note that
it is not necessary to add a reciprocal 936 field to
the existing record)
And …
Finally …
Step 4. EDIT CAREFULLY: different cataloging rules
are likely to have been used in the creation of a
record in another language of cataloging.
Some possible differences:
• Different rules for abbreviations in transcribed
fields
• Different rules for forms of name and relator
terms
• Different practices regarding series
Step 4.5. You may add ǂb eng to the 040 field if
you wish. This is optional right now.
Remember this example?
040 __ XXX ǂc XXX ǂd XXX
245 00 Antología de textos, la reforma y el segundo imperio (1853-1867) /
ǂc introducción y selección de textos, Silvestre Villegas Revueltas.
260 __ México, D.F. : ǂb Universidad Nacional Autónoma de México, ǂc
2008.
300 __ xxxvii, 424 p. : ǂb maps ; ǂc 18 cm.
490 1_ Biblioteca del estudiante universitario ; ǂv 145
440 _0 Cultura e historia mexicanas
651 _0 Mexico ǂx History ǂy 1821-1861 ǂv Sources.
651 _0 Mexico ǂx History ǂy European intervention, 1861-1867 ǂv
Sources.
653 __ México ǂa Historia ǂa Siglo XVIII
700 1_ Villegas Revueltas, Silvestre.
830 _0 Biblioteca del estudiante universitario (Universidad Nacional
Autónoma de México) ; ǂv 145.
And the parallel Spanish record?
040 __ XXX ǂb spa ǂc XXX
245 00 Antología de textos : ǂb la reforma y el segundo imperio,
ǂf 1853-1867 / ǂc introducción y selección de textos Silvestre
Villegas Revueltas.
260 __ México : ǂb UNAM, Coordinación de Humanidades,
Programa Editorial, Instituto de Investigaciones Históricas, ǂc
2008.
300 __ xxxvii, 424 p. : ǂb [3] h. pleg. de mapas ; ǂc 18 cm.
440 _0 Biblioteca del estudiante universitario. ǂp Cultura e historia
mexicana ; ǂv 145
504 __Incluye referencias bibliográficas.
651 _4 México ǂx Historia ǂy Intervención y segundo imperio
651 _0 Mexico ǂx History ǂy European intervention, 1861-1867.
700 1_ Villegas Revueltas, Silvestre, ǂe Colab
A German example
(selected fields)
040 __ GWDNB ǂe rakwb ǂb ger ǂc GWDNB
245 00 Themenschwerpunkt: Alexander Gottlieb
Baumgarten ǂb sinnliche Erkenntnis in der
Philosophie des Rationalismus ǂc hrsg. von
Alexander Aichele und Dagmar Mirbach
260 __ Hamburg ǂb Meiner ǂc 2008
300 __ 373 S. ǂc 24 cm
440 _0 Aufklärung ǂv Bd. 20. Jg. 2008
700 1_ Aichele, Alexander ǂe Hrsg. ǂ4 edt
And its English parallel
(equivalent fields)
040 __ XXX ǂc XXX
245 00 Themenschwerpunkt : ǂb Alexander Gottlieb Baumgarten :
sinnliche Erkenntnis in der Philosophie des Rationalismus / ǂc
herausgegeben von Alexander Aichele und Dagmar Mirbach.
260 __ [Hamburg, Germany] : ǂb Meiner, ǂc c2008.
300 __ 373 p. ; ǂc 24 cm.
490 1_ Aufklärung, ǂx 0178-7128 ; ǂv Bd. 20
700 1_ Aichele, Alexander.
700 1_ Mirbach, Dagmar.
830 _0 Aufklärung ; ǂv Bd. 20.
References:
For more information:
OCLC Bibliographic formats and standards, section
3.10:
http://www.oclc.org/bibformats/en/specialcatalogi
ng/default.shtm#BCGBAEHC
Timeline: Brief history of OCLC activities with
national libraries outside the U.S.:
http://www.oclc.org/worldcat/catalog/national/tim
eline/default.htm
Report hybrids / ask questions
Report hybrid records to: [email protected]
Report duplicates (such as two German language
records for the same title) to: [email protected]
Ask questions after the presentation: [email protected]
This is the same mailbox we are using for questions
about the Expert Community Experiment
AGAIN: A Huge Thank You to …
Sara Shatford Layne, UCLA, who allowed us to adapt
her content for this presentation.
Also thanks to Linda Barnhart, UCSD, and Xiaoli Li,
UCD, who worked with Sara to develop the
content
and to Diana Brooking, University of Washington, for
reviewing the content
Questions?
Contact info:
Brenda Block:
[email protected]
Cynthia Whitacre: [email protected]
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Non-English & Parallel Records