PROPOSAL 96-8/008-08 (Authority): Define Bilingual usage position
DATE: May 24, 1996
REVISED: February 28, 1997
SUMMARY: Define a position to record bilingual aspects of the
record in the Authority format
KEYWORDS: 008/08 (Authority); Bilingual Usage Code
________________________________________________
1. BACKGROUND
At present the following are defined in the USMARC and CAN/MARC
authority formats for 008/08:
USMARC: CAN/MARC:
# Undefined ---
b Headings valid in both French-language and
English language catalogues
e Headings valid in English-language catalogues
only; not valid in French-language catalogues
f Headings valid in French-language catalogues
only; not valid in English language catalogues
g Headings valid in English-language catalogues;
validity in French-language catalogues
undetermined
h Headings valid in French-language catalogues;
validity in English-language catalogues
undetermined
As a bilingual country with two official languages, the National
Library of Canada has a commitment to provide bibliographic
services in its two official languages -- English and French. In
support of its bilingual cataloguing policy, the National Library
of Canada creates two separate authority records for headings that
have language equivalents. One authority record contains the
English form of name which is valid in an English language
catalogue and the equivalent authority would represent the French
heading which is valid for French language catalogues. If an
equivalent form of heading does not exist, then one authority
record is created and the heading is considered valid for use in
either an English or French language catalogue. Consequently, the
majority of personal name headings will be flagged as being valid
in both English and French language catalogues.
In the CAN/MARC authority format, field 008/08 is used to indicate
the validity of the heading for English or French language
catalogues.
Examples:
National Library of Canada (008/08 - e)
Bibliotheque nationale du Canada (008/08 - f)
Seton, Elizabeth Ann, Saint (008/08 - e)
Seton, Elizabeth Ann, sainte (008/08 - f)
Atwood, Margaret (008/08 - b)
The National Library of Canada distributes its authority records to
Canadian libraries; for those libraries who do not maintain a
bilingual authority file, the bilingual usage code serves as an
explicit identifier thus allowing the receiving system to select
only those records appropriate to the language of its catalogue
(i.e. a library with an English language catalogue would likely
load into its database those authority records with 008/08 values
b and e. NLC is proposing that the harmonized format adopt the
existing CAN/MARC values with an additional value # for No
information provided. As this byte is currently undefined in
USMARC, existing systems can continue to use #.
2. DISCUSSION
The use of field 008/08 is well established within the Canadian
library community and has been defined to meet Canada's bilingual
cataloging requirements. Respondents to DP 93 on the USMARC Forum
advocated the idea but preferred to see the information carried so
that it would be usable by other USMARC users with other language
needs. One idea that appeared on the Forum was that field 041
instead of field 008 be used for the information. Field 041 is
defined in the Bibliographic format for the languages associated
with the item. The same field or a different field could be
defined in the Authority format for the language of the catalogs
for which the heading and its cross reference structure is valid.
In the Bibliographic format the language of Cataloging, hence the
catalog into which the record fits, is given in a non-repeatable
field 040 subfield $b (Language of Cataloging). Only one language
is given, and it would normally be the language used for the notes
and subject headings in the record. In the Authority case, a
record may be valid for various language catalogs, so a field with
a repeatable subfield would be preferable. It would also make it
possible to specify non-validity and unevaluated validity. At the
same time the 040 $b that is also defined in the Authority record,
can continue to be used for the language of the record, here
usually the language of notes.
Although a coded subfield in a variable field may be useful as
described above, it does not meet the needs of the Canadian
context. If NLC were to use a subfield, system processing would be
less efficient. A library maintaining an English-language
catalogue that now selects authority records coded in 008/08 as e
or b would find it difficult and more cumbersome to read a coded
field and interpret the subfields to achieve the same result. In
addition, as NLC requires an indication of the validity of headings
in English and French language catalogues for every heading it
establishes in order to support its bilingual cataloguing policy,
the use of a subfield instead of 008/08 would be more time
consuming to assign and costly both in terms of retrospective
conversion and system redesign.
NLC views the definition of a subfield in a variable field not as
a replacement for the existing 008/08 (Bilingual usage code) but as
an enhancement for broader application when the bilingual usage
code values do not meet other language concerns.
It should be noted that, in reviewing field 008/08, NLC proposes
that current CAN/MARC values g and h be made obsolete as they are
not used.
Impact comment:
"Major impact. Any definition of an unused 008 position requires
changes to how records are displayed, stored, batch input and
output. We would prefer to implement changes for CAN/MARC and
UKMARC at the same time to reduce the effort." "This would become
unusable when expanded to other countries, such as Switzerland."
USMARC Advisory Group, July 1996
Postponed to February 1997 due to lack of time to fully discuss.
3. PROPOSED CHANGE
In the Authority format:
Option 1: Add a definition for field 008/08 as follows
008/08 Bilingual Usage
The codes in this character position indicate whether the
heading in the 1XX field and its associated reference
structure (that is, the headings in the 1XX, 260, 360, 4XX,
5XX, 663 and 664 fields) are valid according to the rules used
in establishing headings for English-language catalogs,
French-language catalogs, or both. If any heading in the
fields mentioned above is valid only in a single language,
then the bilingual usage code must be set to code e or f as
appropriate.
Values:
# No information provided
b Headings valid in both French-language and English-
language catalogs
e Headings valid in English-language catalogs only; not
valid in French-language catalogs
f Headings valid in French-language catalogs only; not
valid in English-language catalogs
Option 2: Add a definition of 008/08 and define field 038
(Language of Catalog) as follows:
008/08 Multilingual Usage
The codes in this character position indicate whether the
heading in the 1XX field and its associated reference
structure (that is, the headings in the 1XX, 260, 360, 4XX,
5XX, 663 and 664 fields) are valid according to the rules used
in establishing headings for English-language catalogs,
French-language catalogs, or both. If the heading and its
associated structure are valid according to the rules used in
establishing headings in other languages or in more languages
than English and French, then the value z is used and the
languages are expressed in field 038 (Language of Catalog).
Values:
# No information provided
b Headings valid in both French-language and English-
language catalogs
e Headings valid in English-language catalogs only; not
valid in French-language catalogs
f Headings valid in French-language catalogs only; not
valid in English-language catalogs
z Language of catalog in field 038
038 Language of Catalog
This field contains codes for the language of the catalogs for
which the heading and its reference structure are valid.
Indicators - Undefined, Contain blanks
$a Language of catalog for which valid (R)
$b Language of catalog for which invalid (R)
Examples:
038 ##$aeng$afre (headings valid in both English and
French language catalogs)
038 ##$aeng$bfre (headings valid in English language
catalog; invalid in French)
4. APPROVED CHANGE
Option 2 as stated was approved. On review of the change at
LC, the use of a new field for the Language of Catalog was
questioned. It is not clear how it differed from the 040 $b
(Language of cataloging). Definition of a new field or use of 040
will be considered in a new proposal. Therefore, the effective
change is that specified in Option 1, with the proviso that the
appropriate mechanism for making the information extendable to
other languages be explored in a subsequent proposal.
*******************************************************
PROPOSAL 96-8/008-11 (Authority): Define new Subject heading
system codes
DATE: May 24, 1996
REVISED: February 28, 1997
SUMMARY: Define one new code for Sears subject headings in Field
008/11 in the Authority format
KEYWORDS: 008/11 (Authority); Subject Heading System/Thesauri
________________________________________________
1. BACKGROUND
The codes currently defined for field 008/11 (Subject heading
system/thesaurus) in USMARC are the following:
a Library of Congress Subject Headings
b LC subject headings for children's literature
c Medical Subject Headings
d National Agricultural Library subject authority file
k Canadian Subject Headings
v R‚pertoire des vedettes-matiŠre
r Art and Architecture Thesaurus
z Other
n Not applicable
In CAN/MARC several more lists are defined in this position, of
which one, Sears, is widely used and Canada recommends its addition
to USMARC:
s Sears List of Subject Headings
2. DISCUSSION
The character position was intended to be expanded for major
subject schemes that were communicated using the USMARC format.
In USMARC, based on a proposal in 1989, subfield $f (Subject
heading/thesaurus conventions) was established in field 040 for
subject conventions not provided for in 008/11. It is used when
value z (Other) is coded 008/11. Subfield $f contains a code for
the thesaurus from the code list in USMARC Code List for Relators,
Sources and Description Conventions. That publication contains
over 50 codes for different thesauri. One code in the list is for
Sears. At the time subfield $f was established, the discussion
indicated that the codes in 008/11 should be for very widely used
thesauri and that correlation with the list in the second indicator
of the Bibliographic format 6XX fields was desirable from a
validation standpoint. The 008/11 already, however, contained a
code for the Art and Architecture Thesaurus which was retained.
Sears appears to be a widely used list.
In the USMARC Bibliographic format the Sears scheme is identified
by the code "sears" in subfield $2 in the 6XX fields when they
contain Sears headings. The code "sears" encompasses the basic
Sears and the Sears Canadian Companion, issued periodically by H.W.
Wilson. The editor of the Sears list states that the Canadian
Conpanion is an "add on" list to the basic Sears, although a few
Canadian headings do currently conflict with those in the base.
These conflicts are being eliminated because electronic products
for the combined lists are planned in the future. The editor does
not recommend use of a separate code for Canadian headings.
The H.W Wilson Company has distributed authority records for the
Sears headings since 1988. They currently code 008/11 with value
z, but they do not include $fsears in field 040 because $f was
established after their service began. They support having a
method for identifying the list, with a preference for 008/11.
Either way, they indicate that they intend to add identification in
the future, after the technique is settled.
USMARC Advisory Group comments, July 1996
Postponed to February 1997 due to lack of time to fully discuss.
3. PROPOSED CHANGE; APPROVED CHANGE
Define the following new code for field 008/11 (Subject heading
system/thesaurus) in the Authority format:
s Sears List of Subject Headings
*******************************************************
PROPOSAL 96-8/040 (Authority): Add subfield for rules to field 040
DATE: December 15, 1996
REVISED: February 28, 1997
SUMMARY: Add subfield $e (Description conventions) to field 040 of
the Authority format.
KEYWORDS: 040 (Authority); Description conventions
________________________________________________
1. BACKGROUND
The Canadian archivists use the Canadian Rules for Archival
Descritpion (RAD) for archival records. These rules include
conventions for the formulation of name headings, therefore the
authority format needs to provide a place to specify these rules.
In the USMARC Authority format the descriptive conventions used to
formulate the heading (and generally to determine the cross
reference structure) is indicated in field 008/10 (Descriptive
cataloging rules) in the Authority format. CAN/MARC has the same
position.
2. DISCUSSION
There are, in fact, many different possible rules for formulation
of name headings, as there are many for the formulation of subject
headings. In the publication USMARC Code List for Relators,
Sources and Description Conventions, over 15 codes have been
assigned for different description conventions that are known to be
used with the MARC formats. These codes were established for use
in the Bibliographic format field 040 $e (Description conventions).
Parallel to the Authority 008/10 for cataloging rules is the 008/11
for subject heading system, used when the Authority record is for
a subject heading. Currently the description of value z (Other) in
008/11 (Subject heading system/thesaurus) states that when z is
used "the conventions used to formulate the heading may be
contained in subfield $f (Subject heading/thesaurus conventions) in
field 040 (Cataloging Source)." Subfield $f then contains a code
for the subject heading conventions.
A solution that makes the 008/10 position expandable in the same
way that the 008/11 position is would be to define a subfield for
field 040, comparable to $f, to be used when 008/10 is encoded z
(Other). Value z is already defined for 008/10. To be consistent
with the Bibliographic format, $e would be the logical choice for
subfield code in field 040.
3. PROPOSED CHANGE; APPROVED CHANGE
In the Authority format:
- Add the following subfield to field 040 (Cataloging source):
$e Description conventions
Subfield $e contains a code for the description
conventions used to formulate the heading and reference
structure when field 008/10 (Descriptive cataloging
rules) contains code z (Other).
*******************************************************
PROPOSAL 96-8/055 (Authority): Define field for NLC series call
number
DATE: May 24, 1996
REVISED: February 28, 1997
SUMMARY: Define a new Field 055 (Call numbers/class Numbers
Assigned in Canada) in the Authority format
KEYWORDS: 055 (Authority); Call numbers/class numbers Assigned in
Canada
________________________________________________
1. BACKGROUND
In USMARC there are a set of Call Number fields (050, 060, 070,
082, 086) that contain the call/class numbers for a series
represented in the authority record. The numbers are assigned
using a specified classification scheme: LCC, NLM classification,
NAL classification, DDC, and government document. In CAN/MARC there
is an 055 field that contains a comparable NLCC number assigned in
Canada. NLC needs that field added to the USMARC format.
2. DISCUSSION
This field is in line with the other series call number fields in
the format. While many of the NLC shcedules are like the LCC
schedules, they are different in the area of Canadian literature
and history.
USMARC Advisory Group, July 1996
Postponed to February 1997 due to lack of time to fully discuss.
USMARC Advisory Group, February 1997
It was noted that the NLC Call Numbers are LCC with Canadian
extensions.
3. PROPOSED CHANGE; APPROVED CHANGE
Define field 055 in the Authority format:
055 National Library of Canada Call Number
This field contains the call number for a series assigned in
Canada if the institution has classified all or part of the
series as a collected set.
Indicator 1 - Undefined, Contains a blank
Indicator 2 - Source of call number
0 Assigned by NLC
4 Assigned by agency other than NLC
Subfield codes
$a Classification number (NR)
$b Item number (NR)
$d Volumes/dates to which call number applies (NR)
$5 Institution to which field applies (R)
Example:
055 #0$aK347.9944$bC516$d1970-1979
********************************************************
PROPOSAL 96-8R/$w/0-o (Authority): Add Control subfield code for
Variant heading
DATE: May 24, 1996
REVISED: August 2, 1996
SUMMARY: Define a new value for subfield $w (Control subfield) in
the Authority format.
KEYWORDS: $w (Authority); Control Subfield; Special relationship
__________________________________________
1. BACKGROUND
The $w control subfield is defined in the 4XX and 5XX fields of
USMARC to provide heading-specific information to assist in use and
display of headings. The subfield currently has 4 positions
defined:
$w Control subfield (NR)
/0 Special relationship
/1 Tracing use restriction
/2 Earlier form of heading
/3 Reference display
The values defined for $w/0 are the following:
$w/0 - Special relationship
Subfield $w/0 contains a one-character alphabetic code
that describes a relationship between the heading in a
1XX field and a heading a 4XX or 5XX field that is more
specific than the relationship implicit in the tag. The
codes may be used to generate a special reference
instruction phrase in a cross reference display.
a - Earlier heading
g - Broader term
b - Later heading
h - Narrower term
d - Acronym
i - Reference instruction phrase in subfield $i
f - Musical composition
n - Not applicable
CAN/MARC has one additional value that needs to be added to the
list:
o Variant name
2. DISCUSSION
Some of the values in this position are pertinent to topical
subjects (Broader, Narrower), titles (Musical composition), and
names (Earlier, Later, Acronym). The proposed addition is only
applicable to name headings. Variant name is used especially for
corporate bodies for variant names that commonly appear on an
organization's publications but do not represent a change of name
for the organization. It is "used to generate a print constant for
a see reference made between a variant name for a corporate name
and the accepted heading for that body." Catalogers use their own
judgement to determine when to use "variant name."
3. PROPOSED CHANGE
In the Authority formats:
- Add the following value to $w (Control subfield) / 0 (Special
Relationship) in the Authority format:
o Variant name
4. ACTION
Proposal withdrawn.
*******************************************************
PROPOSAL 96-8/$w/0-t (Authority): Add Control subfield code for
Immediate parent
DATE: December 15, 1996
REVISED: February 28, 1997
SUMMARY: Define one new value for subfield $w (Control subfield)
in the Authority format.
KEYWORDS: $w (Authority); Control Subfield; Special relationship;
Immediate parent
________________________________________________
1. BACKGROUND
The $w control subfield is defined in the 4XX and 5XX fields of
USMARC to provide heading-specific information to assist in use and
display of headings. The subfield currently has 4 positions
defined:
$w Control subfield (NR)
/0 Special relationship
/1 Tracing use restriction
/2 Earlier form of heading
/3 Reference display
The values defined for $w/0 are the following:
$w/0 - Special relationship
Subfield $w/0 contains a one-character alphabetic code
that describes a relationship between the heading in a
1XX field and a heading a 4XX or 5XX field that is more
specific than the relationship implicit in the tag. The
codes may be used to generate a special reference
instruction phrase in a cross reference display.
a - Earlier heading
g - Broader term
b - Later heading
h - Narrower term
d - Acronym
i - Reference instruction phrase in subfield $i
f - Musical composition
n - No attempt to code or not applicable
CAN/MARC has one additional value that needs to be added to the
list:
t Immediate parent
Example:
110 2#$aCanada.$bGovernor General.
510 2#$wt$aCanada.$bGovernor General (1990-1995 : Hnatyshyn)
2. DISCUSSION
Some of the values in this position are pertinent to topical
subjects (Broader, Narrower), titles (Musical composition), and
names (Earlier, Later, Acronym). The proposed addition is only
applicable to name headings. Immediate parent is used for
corporate bodies -- for names of the parent firm of firms entered
directly. It is used particularly with archival material where
there is a need to identify fully the hierarchy of an
organizational structure of an organizational entity to understand
the context of its records and the way it carried out its affairs.
USMARC Advisory Group, February 1997
The definition of parent body needs to be clarified in the
description in the format.
3. PROPOSED CHANGE; APPROVED CHANGE
In the Authority format:
- Add the following value to $w (Control subfield) / 0 (Special
Relationship) in the Authority format:
t Immediate parent body
*******************************************************
PROPOSAL 96-8/5XX, 7XX (Authority): Define Subfield for Record
control number
DATE: May 24, 1996
REVISED: February 28, 1997
SUMMARY: Define a new subfield for the Authority record Control
number in the 5XX and 7XX fields of the Authority format
KEYWORDS: $u (Record Control Number); Record control number
________________________________________________
1. BACKGROUND
The 5XX (See Also From Tracings) and the 7XX (Heading Linking
Entries) fields in the Authority format contain headings that also
have their own distinct authority record as they are valid headings
either in the same or in a different thesaurus. USMARC has not had
a subfield in the 5XX fields to carry the control number of the
record for the heading. Subfield $u (Record control number) is
currently defined for the number in the 7XX fields (changed in 1995
from $v). CAN/MARC has subfield $3 defined for the authority
record control number in both sets of fields.
2. DISCUSSION
The inclusion of a record control number in the 5XX and 7XX fields
is potentially useful. USMARC has consistently used the $3
subfield, however, for "Materials specified" in the Bibliographic
and other formats. As yet it has not been needed in the Authority
format, or its close companion, classification. Thus, subfield $3
could be used for the record control number. However, past
experience indicates that this perhaps should be avoided if
possible, for any future developments that might make a requirement
for Materials Specified in the Authority or Classification formats.
If $3 were used it would not be possible to remain consistent with
the Bibliographic formats. It would also be valuable to establish
record control number in a subfield that could potentially be used
in any field, Authority or Bibliographic.
Canada has expressed a willingness to change to another subfield
but prefers one in the numeric range because of the nature of the
information. Therefore consideration should be given to use of $0
or $1.
USMARC Advisory Group, July 1996
Postponed to February 1997 due to lack of time to fully discuss.
USMARC Advisory Group, February 1997
The documentation needs to clearly indicate the subfield code is
"zero" not "oh".
3. PROPOSED CHANGE
In the Authority format define the following subfield in fields 5XX
and 7XX:
$0 - Record control number
4. APPROVED CHANGE
Approved as stated except add the following:
Delete subfield $u (Record control number) from the 7XX
fields.
*******************************************************
PROPOSAL 96-8/678 (Authority): New indicator and subfield for
field 678 (Epitome)
DATE: December 15, 1996
REVISED: February 28, 1997
SUMMARY: Add a first indicator to field 678 (Epitome) to identify
whether biographical and administrative history
information is contained in the field, add a subfield,
and change field and subfield names in the Authority
format.
KEYWORDS: 678; Biographical sketch; Administrative history
________________________________________________
1. BACKGROUND
Field 678 (Epitome) was defined in USMARC to contain biographical,
historical and other information about the 1XX heading.
678 Epitome
Indicators
Undefined; contain blanks
Subfields
$a Epitome
$6 Linkage
2. DISCUSSION
The Canadian archivists need be able to include biographical
sketches of persons and administrative histories of corporate
bodies in authority records for persons and corporate bodies, and
to distinguish between the two type of data. The field needs to
parallel field 545 (Biographical or Historical Data) in teh
Bibliographic format. The Epitome note, already defined in the
Authority format for similar data, could be augmented with and
indicator and an additional subfield, and the name changed to serve
this need. The current data in the Epitome field is at a summary
level, thus fits in the definition of subfield $a where subfield $b
is an expansion of $a.
This was reviewed by a subcommittee of the SAA's CAIE and they felt
the field would be useful for American archivists.
3. PROPOSED CHANGE; APPROVED CHANGE
In the Authority format:
- Add the following 1st indicator to field 678 (Epitome):
Indicator 1 - Type of History
# No information given
0 Biographical sketch
1 Administrative history
- Add a subfield $b:
$b Expansion
Subfield $b contains an expansion of the biographical or
history information given in subfield $a.
- Change the name of the field to: Biographical or Historical
Data.
- Change the name of subfield $a from Epitome to Biographical or
historical data.
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