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Cataloging News

May - August 2012

Reported by Paige Andrew

This year’s ALA Annual Conference was, for catalogers at least, heavily tilted towards RDA and the future of MARC. Unfortunately, due to a raft of commitments for the Map and Geospatial Information Round Table the only RDA-based program I was personally able to attend was a demonstration of “RDA in Many Metadata Formats” or RIMMF for short, presented by one of its founders, Deborah Fritz. Within the group of catalogers and other interested parties in MAGIRT other topics of discussion included the evolving form/genre terms for cartographic materials (notably the welcome change to the heading for “Globes”), RDA training issues, and most notably how or if cartographic materials truly fit the FRBR model of Works, Expressions, Manifestations, and Items – particularly Works.

What follows in this column therefore is more from ongoing activities related to RDA from the Library of Congress and the PCC; a compilation of ongoing initiatives and updates. [I am also including a set of meeting notes from the MAGIRT/ALCTS Cartographic Materials Cataloging Interest Group from the ALA Annual conference in June, thanks to Louise Ratliffe.]

RDA Training

The Library of Congress is rapidly churning out online training initiatives in the form of documents and webinars for both bibliographic record creation (including how to use the RDA Toolkit) and authority records. Much of RDA training is under the purview of the Program for Cooperative Cataloging’s Standard Committee on Training, with numerous focused individual Task Groups assisting in the hands-on work involved. A statement about RDA Training found on the PCC’s homepage, http://www.loc.gov/aba/pcc/, includes a link to a number of FREE documents, webinars, etc.:

“In support of its mission and goals, the Program for Cooperative Cataloging conducts specialized training and mentoring for participants and non-members in a freely-available online format, as well as in conjunction with professional meetings and conferences. The Cataloger's Learning Workshop (CLW) page, http://www.loc.gov/catworkshop/ is the PCC's training portal. It includes a wealth of training materials in all formats for all members of the library community.”

The PCC’s RDA Training page is found at http://www.loc.gov/aba/pcc/rda/RDA%20Training.html and contains not only a link to the CLW page of free training materials, but several links to training for NACO changes to authority records. Those of us who participate in NACO must go through formal RDA training in order to continue to create and share new or changed authority records on and after Day One (March 31, 2013) when all authority records must be RDA-compliant. Note however that the last item in the list on this page, http://www.loc.gov/aba/rda/training_modules.html is from the LC Policy and Standards Division with a link to training modules from this unit. Most important is the very first link on this page that gives one access to the all training documentation used by LC catalogers to learn RDA, http://www.loc.gov/catworkshop/RDA%20training%20materials/LC%20RDA%20Training/LC%20RDA%20course%20table.html. At the Training Modules for RDA page and just under this link, is the statement, “Training materials in use at the Library of Congress for internal RDA training beginning in June 2012.”

The other major source of RDA training on a variety of cataloging topics is ALCTS, though many of their offerings require a registration fee to participate. See the “Online Learning” section of the ALCTS website, http://www.ala.org/alcts/confevents to find in particular past RDA-based webinars as well as what is coming up soon (of what is listed on the webpage for forthcoming webinars as I wrote this column I was surprised to see only 1 of 5 being RDA-based!).

RDA Toolkit Fast Track Updates

Earlier this year the Joint Steering Committee (JSC) set up a “fast track” system for getting smaller/less complicated changes and additions implemented into the RDA Toolkit. About every two weeks I get an email announcement with the latest changes (see sample below) via the RDA-L listserv. (If you haven’t subscribed to this list it is generally worthwhile, mostly for these kinds of ongoing updates but also because catalogers like you and me post RDA-related questions here and there is no dearth of helpful, though sometimes critical (of RDA), responses. One warning, at times a posed question can rapidly fill up you email Inbox at least for a day, sometimes more.)

Sample email of August 8, 2012:

The Joint Steering Committee for Development of RDA (JSC) has prepared another set of minor changes to the content of RDA: Resource Description and Access.

The August 14, 2012 release of the RDA Toolkit will contain Fast Track changes from the JSC, as well as corrections and new Glossary terms for element vocabularies. For more information, see the listing of approved FastTrack and other changes. For more information about other current changes in the RDA Toolkit (e.g., ), see the announcement on the RDA Toolkit development site.

Minor changes in RDA were also included in the June 12, 2012 release of the RDA Toolkit; for more information on those changes, see the listing of approved FastTrack and other changes in the June release.

Regards, Judy Kuhagen
JSC Secretary

JSC-RDA Website

If you don’t have this site bookmarked and you are or will be cataloging using RDA you should! It is: http://www.rda-jsc.org/workingnew.html. The most-useful items I am getting reports about via the above-mentioned RDA-L list has to do with proposed updates to specific RDA instructions (or “rules”). They come out about monthly, and the list in the email is very specific and helpful, for example:

6JSC/ALA/15   Hearings in RDA
6JSC/ALA/19   Proposed Revision of RDA 16.2.2 (Preferred Name for the Place)
6JSC/EURIG/1   Addition of examples in RDA and 6.27.3
6JSC/EURIG/2   Date of expression - Revision of RDA and
6JSC/EURIG/3   Language of expression - Revision of RDA 6.11,,,
6JSC/EURIG/4   Musical arrangements - Revision of RDA and
6JSC/EURIG/Discussion/1   Musical arrangements: discussion paper

To date there have not been very many specific to cartographic materials description, though things such as “Date of expression” noted above in and can possibly apply under the right circumstances. Again, these are reported proposals for change, once the JSC makes a decision on accepting changes a different list is sent out later, sometimes as Fast Track changes as noted above, other times in lengthier reports.

PCC RDA Name Authority File Phased Changes

It is one thing to be trying to keep up with RDA changes on the bibliographic record side of things, quite another to also do the same with authority records. Thankfully, the vast majority of millions of authority files in the LC Name Authority system will be machine-converted from existing AACR2 standard and structure to RDA. That said, once those “machines” have done their work, us humans still need to be taking care of the fallout – those authority records that need final decisions about one or more changes in a given record. So, back in June a timeline of specific changes to the authority file was announced, the end goal being that the entire file will be converted in time for RDA Implementation on March 31, 2013. I received an email announcement updating Phase 1 and Phase II changes on July 31st, which in part reads:

“The Policy and Standards Division has posted a document: Summary of Programmatic Changes to the LC/NACO Authority File at: http://www.loc.gov/aba/rda/.  This process of programmatic changes signals the initial phase of RDA implementation in the authority file that was agreed upon with the Program for Cooperative Cataloging.  The recoding of the LC/NAF will take place in two phases: 

Phase One will consist only of adding a 667 note to the name authority record (started on July 30, 2012)
Phase Two will consist of the actual programmatic changes to the 1XX heading that are not acceptable under RDA (e.g., changes to Bible headings, spelling out Dept. and months, etc., in the subfield $d for personal names).  This Phase is scheduled to take place before March 31, 2013
For background reading on this entire project, see the document “PCC Day One for RDA Authority Records” found at: http://www.loc.gov/aba/pcc/ under the What’s New, Decisions, Policies, and Tasks section.”

THE document explaining this whole thing is mentioned above with the first link, Summary of Programmatic Changes to the LC/NACO Authority File: What LC/PCC RDA Catalogers Need to Know, so if you need to know very specific details of what will be changed and when do look up this document.


Bibliographic Framework Transition Initiative

The Library of Congress, through its Working Group on the Future of Bibliographic Control continues to make progress towards what our next bibliographic record content standard will be. This is one area that I truly wish I had had time at the recent ALA Annual Conference to attend at least one program so I could hear current updates. What I can share with you here is the website to the Bibliographic Framework Transition Initiative,   http://www.loc.gov/marc/transition/ where you’ll note a May 2012 document listed in the upper right corner on a Modeling Initiative. I’m sure that details from this report were shared in at least one forum at ALA. Suffice it to say that all catalogers should be keeping an eye on where this Initiative is going, as someday we’ll be doing our work outside of the comfy realm of MARC.

MAGIRT/ALCTS CaMMS Cataloging of Cartographic Resources Interest Group
ALA Annual, Anaheim CA
Sunday, June 24, 2012, 8:00-9:45 a.m.
Hyatt Royal Ballroom A

Reported by:  Louise Ratliff, Chair

About 25 people attended this interest group meeting. The group discussed issues relating to RDA, Library of Congress Form/Genre terms, and other related topics.

First, Tammy Wong (Library of Congress) brought up some questions about cartographic materials as "works." In a follow-up email to me she restated the issues:

1.  I was cataloging the map of "Nicolet National Forest, Wisconsin" by US Forest Service.  I started examining coordinates, a work attribute.  When I compare the map with several items in the database (same preferred title and same creator, different year and different scale), I found out that the coordinates given in the records are not exactly the same, and some records do not even have coordinates.  I think the reason is the fact that we do not establish coordinates by extrapolation, we only transcribe the last coordinates printed closest to the four edges of the map.  But of course, the maps overlap approximately 95% of the geographic coverage.  Therefore, I assume that it is just another expression of the same work.  I think the issue is not knowing if something was the same work or not without pulling other maps already cataloged in the database, we just have to get a feel for this and may set up a default decision for cases like this. 

2.  We have maps in our title collection in the area of each country.  A lot of them are tear-outs from magazines, maps from newspaper articles, some are from plates of unknown atlases.  Very often they would have a simple title, e.g. United States, either printed or supplied by catalogers, and do not have citation of their origin.  They are clearly different works even though the title or preferred title are the same.  It will be hard to bring out "Work" difference in the authorized access point for the work because the bibliographic information is minimal. 

During the discussion several ideas came up, including that of an “undifferentiated work record,” for example: “China.”  But this didn’t seem useful because our users are looking for a geographical place, topic, and time, not a work.  Coordinates don’t identify the work; rather, they are a tool to identify a geographic area on the earth’s surface.  So they are not really a work attribute.  A further complication is that political boundaries often change.

Large map series could possibly be treated according to the FRBR model; sometimes they come out in several editions, which could be expressed as a work and expressions.  Generally, though, we felt that WEMI is not useful for maps.

The MAGIRT CC:DA representative, Min Zhang (Library of Congress), will draft a proposal stating that we will generally catalog cartographic resources at the Manifestation level.  In specific cases where it is deemed useful by the cataloger, work and expression-level records will be created.  Mary Laarsgard will assist in reviewing it, and then it will be submitted to the MAGIRT Cataloging and Classification Committee; from there it will go to CC:DA as a formal proposal at Annual 2013.  Discussion will take place on MAPS-L and with other appropriate bodies.  In the first quarter of 2013 when we begin cataloging with RDA, we will gather specific use cases and visual images to illustrate and support the proposal.

Proposed Treatment of Globes in the LCGFT Environment

The group next considered the discussion paper (Janice Young, May 24, 2012) entitled “Proposed Treatment of Globes in the LCGFT Environment.”  We endorsed the proposal, and Susan Moore (MAGIRT CCC) will draft a response for Janice Young.

Who is Cataloging Using RDA?

A brief discussion was held about who is cataloging under RDA:
Few of us have cataloged cartographic resources using RDA. Library of Congress Geography and Map Division will be trained last because of the special nature of their materials. Tammy Wong is considered “fully trained” because of her involvement in testing, but most records are created using AACR2. Paige Andrew (Penn State) has done some RDA cataloging.  He plans to train the copy catalogers in RDA first (they are already seeing RDA records), and then the original catalogers.

Cataloging Puzzle Maps

Min reported that at LC some G&M catalogers suggest not cataloging National Park Service maps, tourist maps and puzzle maps.  We had a lively discussion about the puzzle maps, of which there are about 200.  The group did not express any specific concerns about LC cataloging practice for these materials.
 “Geospatial data” and “Geodatabases” as Form/genre Headings and their Meanings

A question arose on MAPS-L about the definitions of the form/genre terms “geospatial data” and “geodatabases.”  The need for a glossary or scope notes will be discussed in the MAGIRT CCC meeting; feedback will be given to Janice Young.

LC G&M Email Address

Min encouraged us to send cartographic cataloging questions to  mapcat@loc.gov .  She monitors this list, and will be sure to follow up on our questions.

DCRM(C), or Descriptive Cataloging of Rare Materials (Cartographic), Update

Nancy Kandoian reported on the DCRM(C) meeting which she attended.  There will be a public hearing about the draft of the DCRM(C) document at Annual 2012 in Chicago. DCRM is now looking at what adaptations are needed for use with RDA. “RDA alternatives” will be published on a web site and not in a published manual.

Louise Ratliff
Social Sciences and Map Catalog Librarian, UCLA

Other Items of Potential Interest

1. Workshops on Map Cataloging including RDA

Paige Andrew will be teaching a half-day basic map cataloging workshop that will include elements in the record with RDA changes at the upcoming Online Audiovisual Catalogers Inc. (OLAC) Biennial Conference. The workshop will be taught on October 18th from 1-5 p.m. For information about the OLAC conference, including this and other programs, see http://olac2012.weebly.com/
Susan Moore and Paige Andrew are currently planning a program on cataloging cartographic materials using RDA at the 2013 ALA Annual Conference. The 1.5 hour session is being hosted by the Map and Geospatial Information Round Table of ALA and co-sponsored by the Association for Library Collections and Technical Services. Due to the short amount of time allotted the instructors will focus exclusively on title information, mathematical data changes, the new publication/production/distribution/copyright field, and physical description/carriers. Stay tuned for more information as the program is developed, at this moment we do not even know which day it will be held on at the conference in Chicago.

2. Work by co-authors Paige Andrew and Mary Larsgaard continues on a new cataloging manual for RDA. While a firm publication date has not been established by ALA Editions, if upcoming deadlines are met by the authors the book should be available around the official time of RDA implementation, April 2013 (okay, officially its March 31, 2013). If you are interested in this how-to manual you can find information, including pre-ordering, at the ALA Editions bookstore site, http://www.alastore.ala.org/detail.aspx?ID=3542.

I had better close this column down now since it IS quite lengthy! I guess you could say I am trying to make up for missing a column in the last issue of WAML News & Notes. But, it’s good to be back on track. As for upcoming articles, you can be certain that much will be about RDA as we all go through a training phase and eventually implementation. Stay tuned!

Paige Andrew
Maps Cataloging Librarian
Pennsylvania State University

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