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RDA Resources and Training

This guide is used by the cataloging department of Mississippi State University for internal RDA training. It includes resources and local policies that will be of interest to the Mississippi Library Partnership.

Enhancing and Editing RDA Monograph Records

Monographs

Scope: This document was written for catalogers not yet familiar with RDA who are updating PCC-level RDA records for monographic resources. The document addresses general concerns only. Catalogers working with non-textual resources (e.g., audio files, digital maps), special subjects (law, music, religion), or rare/preservation resources should consult community-specific guidelines.

If you encounter a RDA record and want to enhance it, there are lots of enhancements you can make because they are not related to differences in AACR2 and RDA, or because they would be treated the same in each content standard.  There are, however, some changes that should be handled more cautiously.

The first table below shows selected enhancements a cataloger versed only in AACR2 could safely make to an RDA record, since AACR2 and RDA practices in these areas are similar.  

The second table is intended for those not yet trained in RDA who should be aware of differences between AACR2 and RDA so that you can be careful not to “undo” new RDA practices to conform to AACR2. It identifies selected elements/attributes that may be treated differently in RDA and AACR2. This list is not exhaustive, but identifies the typical areas of interest.

These guidelines are, necessarily, at a general level.  Record editors should keep a few thoughts in mind:

  • Do *not* remove valid AACR2 elements or valid RDA elements when enhancing records (rather than re-describing). Do not recode the descriptive rules for these minor additions. The goal of editing a bibliographic record should be focused on enhancing the record to improve user access to the resource by contributing to the user tasks: find, identify, select, and obtain.
  • Be nice! Avoid ‘editing wars’ that are merely stylistic (such as style of note).
  • Do no harm!  Retain elements that are correct, even if you would not normally supply them yourself. If it's not wrong, leave it alone.
  • Ask first if you are not sure. Use existing channels (such as the PCC, CONSER, and BIBCO listservs), contact individuals that have been trained on RDA, email LChelp4rda@loc.gov, etc.

Table 1:  Acceptable enhancements to RDA monograph records

MARC

Element

Action

006

Fixed length data elements--additional material characteristics

Add or modify as needed

007

Physical description fixed field

Add or modify as needed. However, beware that changes to  336-338 may also be needed

008

Fixed length data elements

Feel free to add/update values as necessary, including enhanced coding for literary works, references, indexes, etc.

0XX

Various numbers and codes

Enhance the record as necessary with numbers/identifiers, coordinates, classification numbers, geographic area codes, language codes, etc.

1XX

Main entry/creator

Correct typos as necessary to synchronize with authority file forms.

245

Title proper, etc.

Correct cataloger typos, indicators, MARC content designation, etc.  However, see table 2 for inaccuracies on the resource itself.  Please accept capitalization found in the record, unless egregiously wrong.

May also add statements of responsibility, affiliations, etc., not transcribed by the original cataloger if desired, following RDA style.  For example, if the statement of responsibility includes the phrase “[and 3 others]”, feel free to replace that statement with the actual transcribed information.

246

Variant titles

Add to enhance access, as desired.

260

Publication, etc.

Transcribe additional places/publishers from the source of information if not in the record—use the style of RDA (generally ‘take what you see’) rather than modifying as AACR2 prescribes.

300

Physical description/extent

Beware that changes to 336-338 may also be needed.

Corrections to mis-recorded data (e.g., incorrect page numbers) or other enhancements (e.g., illustrations)—use the style of RDA (generally do not abbreviate)

For multi-part monographs, record final number of parts if closing off, or record changes in dimension.

5XX

General notes

Feel free to provide useful notes.  

504

Bibliographical references

Feel free to enhance the record with bibliographical reference and index information. 

505

Contents notes

Feel free to add, generally follow RDA practice to transcribe as found on the resource.

520

Summary, etc.

Feel free to add.

6XX

Subject added entries

Add or modify as needed, following authorized forms where appropriate.

7XX

Added entry (access points)

Add additional added entries to enhance access, following authorized forms (e.g., creators beyond the first, additional contributors).

800/810/811 /830

Series access point

For libraries that trace series access points, provide the authorized form for the series represented in the series statement.

856

URLs, etc.

Feel free to add or modify as needed.

General

Non-Latin scripts

Feel free to add parallel fields in non-Latin scripts per PCC guidelines.

 

Table 2:  Things to avoid changing in RDA monograph records

MARC

Element

Action

040 $e

Description conventions

Do not remove ‘rda’

 

100/110/111

Main entry/creator

Do not change the choice of entry.  For example:

●      in RDA, works of collaboration will have a 1XX where they didn’t in AACR2 (rule of three no longer relevant). 

●      in RDA, compilations by different creators will not have a 100/110/111 where they did in AACR2 

100 Ind1=3

Main entry/family name

Do not remove a family name as creator; concept not valid in AACR2

130

Uniform title/Authorized access point for the work

Generally do not add or delete. For example, RDA has different requirements for:

●        identifying the first/predominant work in a compilation

●        identifying more than one expression of the same work (e.g., original version and one or more translation are not treated in the same $l)

240

Uniform title/Preferred title

Generally do not add or delete.  For example, RDA has different requirements for:

●        conventional collective titles (e.g., Selections by itself is not valid)

●        identifying the first/predominant work in a compilation

●        identifying more than one expression of the same work (e.g., original version and one or more translation are not treated in the same $l)

245

Title proper, etc.

Generally do not alter.  For example, RDA has different conventions for:

●      indicating an incorrect title proper (e.g., “[sic]” and “[i.e.]” are not used to correct a title proper)

●      accept capitalization practices found in the record

●      parallel titles may be added from any source, not just source of the title proper

●      do not add a general material designation (GMD), use content type, media type, and carrier type instead

●      statement(s) of responsibility may name more than 3 entities, may include affiliations excluded in AACR2, and may be transcribed from any source.  “Et al.” is not used if truncating a statement of responsibility.

●      supplied title proper for resources without a collective title

For multi-part monographs, when necessary, change title proper to match part with lowest number or earliest date of issue (consult with RDA-trained resource person when necessary).

246

Variant title

Generally do not remove.

250

Edition statement

Do not abbreviate words or transform numerals that were transcribed from the source of information.

260

Publication, etc.

RDA emphasizes a ‘transcribe what you see’ approach for publication, distribution, manufacture, and production statements.  For example:

●      do not remove places that were not required in AACR2 (the ‘home country’ rule is no longer applied)

●      do not supply larger jurisdictions not on the source of information, or ‘corrections’ to the place

●      do not abbreviate places or publisher names found on the source of information

●      do not replace a supplied date of publication (including the phrase “date of publication not identified”) with a copyright date—these are different elements in RDA and are not used interchangeably as in AACR2.

For multi-part monographs, record changes to places/publishers in additional 260 fields as necessary (consult with RDA-trained resource person when necessary).

300

Physical description/Extent

Beware of effect of content changes on 336-338. Generally accept the style of the extent statement.  For example:

●      do not abbreviate terms such as volumes, pages, leaves in the extent statement, or use brackets to indicate unnumbered sequences (note: abbreviations for some units of measurement still allowed)

●      do not abbreviate other carrier characteristics such as “illustrations”

●      do not remove characteristics such as file type or encoding format not covered by AACR2

336/337/338

Content, media, carrier types

Do not remove

490

Series statement

For multi-part monographs, add subsequent series statements if necessary, preceding the statements with indications of the particular parts applicable to each series statements.  RDA has different conventions for recording titles in general, so consult with RDA-trained resource person if necessary.

7XX

Added entry (access points)

Generally do not remove existing added entries.  RDA does not have the same limitations as AACR2 for providing authorized access points for additional creators, contributors, etc.

7XX

Analytical added entries (access points)

Generally do not remove existing analytical added entries, particularly for compilations (treated differently in RDA), multiple expressions, or related works/expressions.

General

Relationship designators

Do not remove relationship designators used in authorized access points for persons, families, or corporate bodies (e.g., composer, cartographer, performer, translator).  Do not remove relationship designators that categorizes types of related entities (e.g., sequel to, revision of, musical arrangement of)

General

Non-Latin scripts

Do not remove parallel fields in non-Latin scripts.

General

CIP upgrades based on item-in-hand

Changes to transcribed elements should reflect the source(s) of information; see cautions above with regard to choice of 1XX, etc., based on new information-- consult with RDA-trained resource person when necessary.

Recorded elements, e.g., extent in 300 field, should follow RDA style.

Enhancing and Editing RDA Serial Records

Serials

Scope: This document was written for catalogers not yet familiar with RDA who are updating PCC-level RDA records for serial resources. The document addresses general concerns only. Catalogers working with non-textual resources (e.g., audio files, digital maps), special subjects (law, music, religion), or rare/preservation resources should consult community-specific guidelines.

If you encounter an RDA record and want to enhance it, there are lots of enhancements you can make because they are not related to differences in AACR2 and RDA, or because they would be treated the same in each content standard.  There are, however, some changes that should be handled more cautiously.

The first table below shows selected enhancements a cataloger versed only in AACR2 could safely make to an RDA record, since AACR2 and RDA practices in these areas are similar.  

The second table is intended for those not yet trained in RDA who should be aware of differences between AACR2 and RDA so that you can be careful not to “undo” new RDA practices to conform to AACR2. It identifies selected elements/attributes that may be treated differently in RDA and AACR2. This list is not exhaustive, but identifies the typical areas of interest.

These guidelines are, necessarily, at a general level. Record editors should keep a few thoughts in mind:

  • Do *not* remove valid AACR2 elements or valid RDA elements when enhancing records (rather than re-describing). Do not recode the descriptive rules for these minor additions. The goal of editing a bibliographic record should be focused on enhancing the record to improve user access to the resource by contributing to the user tasks: find, identify, select, and obtain.
  • Be nice! Avoid ‘editing wars’ that are merely stylistic (such as style of note).
  • Do no harm!  Retain elements that are correct, even if you would not normally supply them yourself. If it's not wrong, leave it alone.
  • Ask first if you are not sure. Use existing channels (such as the PCC, CONSER, and BIBCO listservs), contact individuals who have been trained on RDA, email LChelp4rda@loc.gov, etc.

 Table 1:  Acceptable enhancements to RDA serial records

MARC

Element

Action

006

Fixed length data elements--additional material characteristics

Add or modify as needed

007

Physical description fixed field

Add or modify as needed. However, beware that changes to  336-338 may also be needed

008

Fixed length data elements

Modify as needed

0XX

Various numbers and codes

Enhance the record as necessary with numbers/identifiers, coordinates, classification numbers, geographic area codes, language codes, etc.

1XX

Main entry/creator

Correct typos as necessary to synchronize with authority file forms.

245

Title proper, etc.

Correct cataloger typos, indicators, MARC content designation, etc. Please accept capitalization found in the record, unless egregiously wrong.

May also add statements of responsibility, affiliations, etc., not transcribed by the original cataloger if desired, following RDA style.  For example, if the statement of responsibility includes the phrase “[and 3 others]”, feel free to replace that statement with the actual transcribed information.

246

Variant titles

Add to enhance access, as desired.

260

Publication, etc.

Transcribe additional places/publishers from the source of information if not in the record—use the style of RDA (generally ‘take what you see’) rather than modifying as AACR2 prescribes.

300

Physical description/extent

Beware that changes to 336-338 may also be needed.

Corrections to mis-recorded data or other enhancements—use the style of RDA (generally do not abbreviate).

Record final number of parts (for print, bibliographic volumes) if closing off and information can be ascertained.

Record changes to dimension.

310/321

Frequency/Former frequency notes

Add or modify as needed.

CONSER decision: maintain CSR practice and prefer to keep former frequencies rather than replace all with a 321 “frequency varies” note 

362 1

Dates of publication and/or sequential description (unformatted notes)

Add or modify as needed.

5XX

General notes

Feel free to provide useful notes (e.g., numbering peculiarities, cumulative indexes)  

520

Summary, etc.

Such notes are generally not given for print serials.  Feel free to provide summary notes for other formats when considered useful.

588

Source of description notes

Can add or change as needed (follow source in using abbreviations/full forms).  However, see instructions in Table 2 below for 245, 250, and 260 when backing up description to earlier issue.

CONSER decision: always add DBO note (even if same as first issue described in 362 note)

Can combine DBO note with source of title note.

Can add or change “Latest issue consulted” notes

6XX

Subject added entries

Add or modify as needed, following authorized forms where appropriate.

7XX

Added entry (access points)

Add additional added entries to enhance access, following authorized forms (e.g., creators beyond the first, additional contributors).

7XX

Linking fields

Add or modify as needed

800/810/811/830

Series access point

For libraries that trace series access points, provide the authorized form for the series represented in the series statement.

856

URLs, etc.

Feel free to add or modify as needed

General

Non-Latin scripts

Feel free to add parallel fields in non-Latin scripts, per PCC guidelines

 

 

Table 2:  Things to avoid changing in RDA serial records

MARC

Element

Action

040 $e

Description conventions

Do not remove ‘rda’

 

100/110/111

Main entry/creator

Do not change the choice of entry. 

130

Uniform title/Authorized access point for the work

Generally do not add or delete. For example, RDA has different requirements for:

●      identifying more than one expression of the same work (e.g., original version and one or more translation are not treated in the same $l)

240

Uniform title/Preferred title

Generally do not add or delete.  For example, RDA has different requirements for:

●        identifying more than one expression of the same work (e.g., original version and one or more translation are not treated in the same $l)

245

Title proper, etc.

Generally do not alter.  For example, RDA has different conventions for:

●        accept capitalization practices found in the record

●        do not add a general material designation (GMD), use content type, media type, and carrier type instead

●        statement(s) of responsibility may name more than 3 entities, may include affiliations excluded in AACR2, and may be transcribed from any source.  “Et al.” is not used if truncating a statement of responsibility.

●        supplied title proper for resources without a collective title

●      When necessary, change title proper and statement of responsibility to match these elements on the sources of information on the issue with lowest number or earliest date available (i.e., when “backing up” description) (consult with local RDA-trained person, RDA CONSER mentor when necessary).

246

Variant title

Generally do not remove.

250

Edition statement

Do not abbreviate words or transform numerals that were transcribed from the source of information.

●      When necessary, change edition statement to match this element on the source of information on the issue with lowest number or earliest date available (i.e., when “backing up” description) (consult with local RDA-trained person, RDA CONSER mentor, lchelp4rda@loc.gov when necessary).  If deemed necessary, record edition found on later issue(s) in note.

260

Publication, etc.

RDA emphasizes a ‘transcribe what you see’ approach for publication, distribution, manufacture, and production statements.  For example:

●    do not remove places that were not required in AACR2 (the ‘home country’ rule is no longer applied)

●    do not supply larger jurisdictions not on the source of information, or ‘corrections’ to the place

●    do not abbreviate places or publisher names found on the source of information

●    do not replace a supplied date of publication (including the phrase “date of publication not identified”) with a copyright date—these are different elements in RDA and are not used interchangeably as in AACR2.

●    Record changes to Publisher, etc., elements in additional 260 fields as necessary (i.e., when “backing up” to earlier issue or when these elements change on later issues—use the style of RDA (generally ‘take what you see’) rather than modifying as AACR2 prescribes (consult with local RDA-trained person, RDA CONSER mentor when necessary).

300

Physical description/Extent

Beware of effect of content changes on 336-338. Generally accept the style of the extent statement.  For example:

●      do not abbreviate terms such as volumes (note: abbreviations for some units of measurement still allowed)

●      do not abbreviate other carrier characteristics such as “illustrations”

●      do not remove characteristics such as file type or encoding format not covered by AACR2

336/337/338

Content, media, carrier types

Do not remove

490

Series statement

Add subsequent series statements if necessary, preceding the statements with indications of the particular parts or issues applicable to each series title.  RDA has different conventions for recording titles in general, so consult with local RDA-trained person, RDA CONSER mentor when necessary.

7XX

Added entry (access points)

Generally do not remove existing added entries.  RDA does not have the same limitations as AACR2 for providing authorized access points for additional creators, contributors, etc.

7XX

Analytical added entries (access points)

Generally do not remove existing analytical added entries for multiple expressions, or related works/expressions.

General

Relationship designators

Do not remove relationship designators used in authorized access points for persons, families, or corporate bodies (e.g., issuing body).  Do not remove relationship designators that categorizes types of related entities (e.g., supplement to).

General

Non-Latin scripts

Do not remove parallel fields in non-Latin scripts.

General

Enhancing ISSN pre-publication record

●      Changes to transcribed elements should reflect the source(s) of information; see cautions above with regard to choice of 1XX, etc., based on new information--consult with local RDA-trained person, RDA CONSER mentor when necessary.

●      Recorded elements should follow RDA style.