Módulos de Aprendizaje de RDA Con Ejercicios

0. Bibliographic records.
Last revised October 2014
Module 0: Introduction to bibliographic records

0.1. Bibliographic records, item records, holdings records ................................................................- 2 0.2. Why dont cataloguers use their common sense? ......................................................................- 3 0.3. What readers want .................................................................................................................- 3 0.3a Giving people what they want: description, access and the FRBR user tasks. .........................- 5 Description and access .........................................................................................................- 5 FRBRs user tasks................................................................................................................- 6 Other uses of the catalogue ..................................................................................................- 6 0.3b Questions of description ......................................................................................................- 7 Issues for description ...........................................................................................................- 7 0.3c Questions of access ............................................................................................................- 8 Issues for access 1 ...............................................................................................................- 9 Issues for access 2 ............................................................................................................. - 10 Issues for access 3 ............................................................................................................. - 10 0.4. What libraries can provide and how they provide it: record sharing ......................................... - 11 0.4a Shared Cataloguing Programme ........................................................................................ - 11 0.4b NACO authority records .................................................................................................... - 12 0.5. The international standards ................................................................................................... - 12 Example record, showing RDA descriptive elements & access points, ISBD, MARC and LCSH. . - 13 0.5a RDA and ISBD practices .................................................................................................... - 14 0.5b AACR2 practices ............................................................................................................... - 16 0.5c Catalogue cards and CIPs .................................................................................................. - 16 0.6. More about MARC ................................................................................................................. - 18 0.6a Fields and subfields .......................................................................................................... - 18 0.6b Indicators and fixed-length data elements.......................................................................... - 19 0.6c MARC on the move ........................................................................................................... - 20 0.7. Is it worth the trouble? ......................................................................................................... - 26 Appendix: Why RDA? FRBR and linked data ................................................................................... - 27 The FRBR approach .................................................................................................................. - 27 The FRBR entities ..................................................................................................................... - 27 The FRBR relationships .............................................................................................................. - 28 RDA without MARC? .................................................................................................................. - 30 -
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0. Bibliographic records. Last revised October 2014
0.1. Bibliographic records, item records, holdings records

The OLIS catalogue consists of three important types of record, bibliographic, item and holdings.
Most OLIS resources are of kinds which are or could be issued as a large number of identical copies, such
as books, CDs, DVDs, computer discs or maps. A bibliographic record represents the resource as
issued and so contains information which is true about every copy, such as title, creator, publisher and
size.1 Here is an example, as it appears in SOLO.
An item record represents a particular copy of a resource and typically contains information about its
individual history, condition and availability. In electronic systems it contains a unique identifying
number, often corresponding to a physical barcode on the item, which enables the copy to be tracked.
For some library systems the terms item, holding and piece are more or less equivalent, but in Aleph
the holding record is separate and mainly contains information about the items whereabouts
(institution, sublibrary, collection, classification/shelfmark, copy number, etc.). Some of this location
information is also displayed in the Aleph item record, but it can only be changed in the holdings record.
For technical reasons the holding record also contains any copy-specific notes about the item, although it
would be more logical for these to be held on the item record.
The example below shows information about particular copies of the above resource as it appears in
SOLO. This information is drawn from both item and holding records, because users want to see both
location and availability information and are not interested in technical distinctions.
One common exception is online electronic resources, because each of these is a unique resource which can be
accessed by many people at the same time. In principle these do not need to have separate items or holdings
records, but sometimes they have them for technical reasons.
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This module is about bibliographic records, but it is also very important for people who will be creating or
editing items and holdings records, because it is essential to attach items and holdings to the right
bibliographic record, the one which really does represent the resource as issued. If you attach your
items and holdings records to the wrong bibliographic record, a library user may conclude that your
library does not have any copies of a resource s/he wants or may place an order or reservation for
something s/he does not want. To attach items and holdings correctly, you need to know your way
round a bibliographic record and understand which parts are relevant to deciding whether it is good
match for your copy.
0.2. Why dont cataloguers use their common sense?

Bibliographic records include a wide range of information and sometimes appear cluttered and repetitive.
To create them, cataloguers have to use a vast range of rules and guidelines. Why does it have to be so
complicated?
There are two kinds of reason: what library users want; and what libraries can provide.
0.3. What readers want

Someone might look for the book on the left after getting full details from a
review or catalogue, or (rarely) having been given a carefully compiled reading
list with full details of title, subtitle, series, author, publisher, etc.; but
someone else might just have a vague idea of the title and/or author or
subtitle or series. Some searchers might not have this particular book in mind
at all, but might just want something easy to read about cataloguing, with
fewer than 300 pages and funny illustrations, or something by this author or
something with a decent bibliography.
Someone looking for Double Vision, a Mills & Boon Silhouette Bombshell.
would not be happy with a school reader of the same name, or a book about artistic photography.
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Some people might be happy with any issue of Alice in Wonderland
but others might particularly want a first edition or the edition with Rackhams illustrations
or a childrens version or a large-print version or a copy in a particular language
or might very much not want to find they had ordered the Disney version, or a stage adaptation, or a
set of exam notes
let alone a rather abstruse scholary study, or a popup book, or a mini jigsaw book.
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But someone compiling a bibliography of Alice would want to know about all of these. And someone
compiling a bibliography of the author rather than the work would also want to be taken to Through the
looking glass, and The Hunting of the Snark, and even to Curiosa Mathematica Part II, Pillow problems,
thought out during wakeful hours, and An elementary treatise on determinants : with their application to
simultaneous linear equations and algebraical geometry and Suggestions as to the election of proctors,
and Resident women students, all works published by the same author but under the name of Charles
Lutwidge Dodgson. Other people again might want some of these resources because of an interest in
fantasy literature or parody or a particular illustrator or publisher or a historical period.
So readers come with a wide range of information and a wide range of requirements. A very simple
bibliographic record could not be easy for everyone to find nor tell everyone what they want to know.
0.3a Giving people what they want: description, access and the FRBR user tasks.
Description and access
To clarify what people need from a bibliographic record it is worth considering why we have a catalogue
at all. Why do we not just let people rummage through the materials to find what they want for
themselves?
The collection may be too big to browse through, and if so the arrangement cannot be optimised to
be intuitive for everyone. Does a book on Greek sculpture go under Greece or under Fine Arts? Does
a CD-ROM course by a college or faculty member on statistics for oncologists go under Maths or under
Medicine or with all the other CD-ROMs behind the librarians desk or down in the basement in a
collection of publications by members?
The collection may be too far away, for instance in the Bodleian Storage Facility.
The materials may be too fragile. Titles may be faded or spines hanging off or paper crumbling, and
they may be jammed tight in shelves or piled on floors.
The materials may be too dangerous. For instance, some collections include old photographic
negatives which may combust spontaneously, while others include batteries or chemicals or light
sabers.2
The materials may be at risk of theft, e.g. early copies of the Magna Carta or the latest edition of
Lightman and Mosss The law of administrators and receivers of companies.
Moreover, in the absence of a catalogue, tracing and replacing missing materials, would depend on
human memory.
So the whole point of a catalogue is to substitute for inconvenient or vulnerable resources something
which is easier to handle and easier to organise. For this to happen:
It must be really clear which record represents which resource, that is, for the record to identify the
resource. The parts of a record which do this are called the description. It will also save trouble for
users and staff if the description gives, within reason, enough information for the user to decide
whether the resource is worth getting without getting it physically, so the description may include
some details which are seldom necessary for identification, e.g. whether the resource includes a
bibliography, to help with selection.
Because books are not currently subject to VAT, it is cheaper for producers to categorise a product as a chemistry
book with practice materials than as a chemistry set with instructions. In consequence, the Legal Deposit Libraries
receive a remarkable range of materials.
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Unless the catalogue is very small, it must be possible for the records to be arranged in a way which
enables most people to go more or less straight to the records they want, ignoring thousands or
millions of other records. The parts of a record which do this give access to the record, and thereby
to the resource, and they are often called access points.
Description and access are the two key tasks for bibliographic cataloguers. Some parts of a record can
serve both for description and for access, but in many cases they need different approaches.
FRBRs user tasks

In the late 1990s the FRBR (Functional Requirements for Bibliographic Records 3 ) project was launched to
set cost-effective minimum standards for national bibliographic cataloguing (i.e., cataloguing by agencies
that create national bibliographies). To measure cost-effectiveness, FRBR identified four user tasks:
FIND Using the access points in a bibliographic record to find either a particular resource or a range of
resources which meet the users criteria.
IDENTIFY Using the description to check that a particular resource is the one required
SELECT Using the description to choose between resources which all meet the users basic criteria. 4
Item and holdings records also offer selection criteria: for instance, a holdings note may indicate a copys
condition and the location will show which copy is nearest.
OBTAIN Most of the information for this task is in items and holdings records (e.g. location and
availability), but any information which is not copy-specific will be in the bibliographic record. This might
include notes saying that all copies of the resource are embargoed or URLs for online resources.
When deciding which descriptive points and access points to include, cataloguers must focus on their
value in helping users to perform these tasks. For instance, it is worth mentioning illustrations or making
access points for any previous issues with different titles, for the sake of collocation; but there is no
justification for including exhaustive lists of unremarkable illustrations or giving exhaustive details of
every previous issue.
Other uses of the catalogue

Nevertheless, a catalogue may also give quite a lot of help even to people who dont particularly want to
get hold of any resources at all. It can provide information for essays and quizzes and crossword puzzles
and scholarly studies. Was Northanger Abbey published before Pride and Prejudice? Who wrote The
Body in the Library? When was the first Beano Annual published? Might a 17th century fellow of
Magdalen have seen a Greek text of the New Testament based on the Codex Vaticanus?5 A catalogue
can do this even if the library is closed or is a thousand miles away or the road to the depository is
flooded or the works are too fragile to be handled or have been lost or stolen or destroyed. This is not
the primary role of an academic catalogue, but it is nevertheless a significant added value.
The FRBR (Functional Requirements for Bibliographic Records) principles were developed by the International
Federation of Library Associations and Institutions and originally issued in 1998. The latest version of the text is
available at http://archive.ifla.org/VII/s13/frbr/frbr_2008.pdf.
4
The parts of a record used for selection are often those which describe the resource physically, e.g. size, but not
always; it all depends on what the user considers essential and what is merely desirable. For instance, one user
might find and identify an audio CD partly on the basis of its performers, while another might select the CD on this
basis.
5
Just in case you were wondering: a 19th century handlist shows that Magdalen used to possess a copy of the 1570
Tridentine New Testament, which was based on the Codex Vaticanus.
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0.3b Questions of description

A description, then, has to include enough information to allow a range of users to determine whether a
resource meets their requirements and, within reason, to choose the most convenient or agreeable
resource available. But what exactly does that come to? What kinds of difference are important enough
to enough people to make something a different resource, meeting different needs and requiring a
different bibliographic record, rather than just another copy of the same resource?
Issues for description

Please look at the Father William book.
What kinds of bibliographic information do users need to differentiate it from other books which they
would not consider interchangeable? Remember that piling up detail in a description narrows the range
of items which may be attached to the record, and it does not help users to have resources split between
separate records for trivial reasons. (Do not worry if you cannot decide in every case.)
The condition of the book, e.g. whether it is dog-eared?6
The picture on the cover? Or the number of staples in the spine? If this resource were reprinted with
a different cover, might a user consider that to be a different resource?7
The title? Certainly, although, as we saw with Double Vision, the title is seldom enough. But which
title? How many different titles can you see? (Please dont read on until you have had a good look
for yourself. )
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What is the title on the title page? Does it begin with Lewis or with You? If the former, should
the spelling Caroll be corrected to Carroll?
Where does the title information end?
If on some copies the title-page title were all in capitals, like the cover title, would you want to give
those copies a separate bibliographic record?
Are people such as the illustrator and editor and writer-of-foreword important enough to include? If
so, what about the spelling of Tenniell? And do we need to include everyones titles and honorifics?
Are phrases like De luxe centennial edition and A Kiddy Klassik Poetry Special information or
advertising or both? Should they be included in the record? Does an edition statement always
indicate a change of content?
Would it matter if some copies had ed. instead of edition?
Is it important to keep the same line-breaks between bits of information as on the resource, or would
it be OK replace these with some kind of punctuation?
Would a change of publisher make this a different resource? If so, would you record the Quidnunc
Trust or Just Kidding or SCAM International or all of them? Is it important to include terms like
Publishers and ltd and inc.?
No, that information belongs in items/ holdings records.
Cataloguing of mainstream material has tended to pay little attention to binding, probably because historically
books have often been issued unbound and because bindings are often damaged and replaced; but publishers,
booksellers and the public do not share this approach. For instance, Nielsen, the ISBN agency for the UK, requires a
book reissued with a new cover to have a new ISBN.
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Cover; spine; title page; above the foreword and at the beginning of the main text.
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Would a change of place of publication make this a different resource? If so, must we include all the
places mentioned? Should we give full addresses or just towns or just countries?
Would a change of date make this a different resource? If so, which date should be used? 2003?
1998? 1866? Where, in the resource and elsewhere, might you look for this information?
Would a change of series make this a different resource? If so, which series title should be used?
How many different series titles can you see? (Please dont read on until you have had a good look
for yourself. 9)
Would a change in the layout make this a different resource? Size? Pagination? Illustrations? How
big a change? How many pages are there in this resource?
Would a change of ISBN make this a different resource? If so, which ISBNs should be included? How
many are there? (Please dont read on until you have had a good look for yourself. ) What if the
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publishers website showed a different ISBN?

The questions above are of three kinds:
1)
What elements should we include?
2)
Where exactly will we take our information from?
3)
How will we write it?

How much should we write for each element? Could we leave anything out?
Should we copy mistakes faithfully or correct them?
Are punctuation, capitalisation, abbreviations, etc. significant?
How should we arrange the various bits of information?
These questions do not have absolute right or wrong answers. If sensible people were left to make their
own decisions, they would not all come up with the same decisions, and the same person might well
come to different decisions depending on the resource. For instance, you might think it important to
record the exact pagination for a private press book; but if your library ordered twenty copies of a
modern textbook and you found that five of them had one extra page because they were from a later
printing with a longer list of of other items in this series, it would be tiresome to have to make a
separate record for them.
0.3c Questions of access

Whatever the details, it is obvious that a description has to keep close enough to what can be seen on
the resource to provide unambiguous identification. But would the same approach be right for access
points?
For a start, some of the elements which are most helpful for identification might not work at all well as
access points. If you want a particular resource, details such as edition, publisher and date are good for
On spine; with series list on last page; and a series-like phrase, A Kiddy Klassik Poetry Special, on the cover and
title page.
1 on back cover; the same one at end of text; 3 on title-page verso; also an ISSN with the series list on the last
page.
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checking that you have the right one, but in a large collection too many of the resources would have the
same edition, publisher or date for these to be effective search terms.11
These elements are also less valuable for finding sets of related resources, simply because more people
are interested in every issue of the same work or everything by the same author or in the same series
than in everything issued by the same publisher or in the same year, let alone everything with the same
edition statement.
Of course, for some purposes some elements of the description can provide adequate access. People
often search successfully for a particular resource by using a title found on the resource, as long as this
title is reasonably distinctive. They may even find other issues of the same work, as long as the title has
not changed. But what if they want every issue of the work and the title has changed between issues?
Or what if they want everything by a given author, but the authors name is presented differently on
different resources?
Issues for access 1

Suppose you had on your bookshelf copies of Faust by Johann Wolfgang von Goethe, The Sorrows of
Young Werther by Gthe and The Lord of the Flies by William Golding and you planned to arrange
everything by author first and then by title. Would you just arrange them on the basis of the first letters
of the authors name as found?
Gthe
The Sorrows
of Young
?
Werther
Johann
William
Wolfgang von
Golding
Goethe
Faust
The Lord of
the Flies
In fact you would arrange the names by surname, probably without even registering that this was not
the order on the resource. We always do. So would you arrange them as:
William
Gthe
Johann
The Sorrows
Wolfgang
The Lord of
of Young
von Goethe
the Flies
Werther
Faust
Golding
In fact you probably would would not think of filing under the prefix von, because we are so used to
hearing and seeing this authors name without a prefix. So would you arrange them as:
Johann
William
Gthe
Wolfgang von
Golding
Goethe
The Lord of
of Young
Faust
the Flies
Werther
The Sorrows
In fact you would almost certainly put resources by Goethe and Gthe together, because you know
that these terms represent the same author, despite the difference in spelling.
11
Nevertheless, elements such as publisher and date can be very useful when combined with other search terms, so
they may serve as auxiliary access points in electronic systems which offer efficient keyword searching or can refine
search results with filters or facets.
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Gthe
Johann
Wolfgang von
Goethe
The Sorrows
Faust
William
Golding
of Young
The Lord of
Werther
the Flies
All these judgments imply that you are going by what you consider to be the normal versions of authors
names and ignoring the particular form found on the resource. That produces the kind of collocation you
want and is fine when you are arranging your own bookshelf. But if you and others are arranging
catalogue records for thousands of users, who will decide what the normal forms should be?
Issues for access 2

Now consider that prolific author John Smith. Your bookshelf has Fairy folk of Cornwall by John Smith
and Odor and corrosion control in sanitary sewerage systems by John Smith next to each other. If for
each author you put the works in title order, when you acquire Pixies of Cornwall will its record
automatically follow Odor and corrosion control?
Smith, John
Smith, John
Smith, John
Fairy Folk of
Odor and Corrosion
Pixies of
Cornwall
Control in Sanitary
Cornwall
Sewerage Systems
Or would you, realising that the author of Odor and corrosion control is a different person, put it right
after Fairy folk of Cornwall?
When you are arranging your own bookshelf it is fine for you to group books by author just on the basis
of your own knowledge of which author is which. You do not have to make the authors look different.
But if you are arranging catalogue records for thousands of users, how will you show which author is
which so that the resources by each author are collocated in a comprehensible order? You will probably
decide to add some extra information, such as dates of birth or death and/or a middle name or initial.
Smith, John, 1936- [author of Fairy folk of Cornwall]
Smith, John M., 1945- [author of Odor and corrosion control]
But what if for a given author you sensibly decide to use dates and another cataloguer equally sensibly
decides to use a middle name?
Smith, John (John Egbert) [author of Fairy folk of Cornwall]
It will then appear that there are two authors where actually there is only one.
Issues for access 3

What about Lewis Carroll and Charles Lutwidge Dodgson? Do we want the catalogue to show the
relationship between Alice in Wonderland and Curiosa Mathematica Part II, Pillow problems, thought out
during wakeful hours? Is it best to use the real name for everything or the best-known name for
everything or to use each name for the relevant works? If the last, how can we direct catalogue users
from one name to the other? Wont this be a lot of extra work?
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0.4. What libraries can provide and how they provide it: record sharing
Perhaps the chief librarian of each library could decide everything, all the rules for what to include in the
description and how to write it and all the standard forms of names. Each library would be then be
internally consistent, but that library would have to do all its own cataloguing. That would be tough for
the Legal Deposit libraries, which receive over 100,000 items per year.
Perhaps each country could establish descriptive rules and standard names. Then libraries in that
country would be able to copy each others records. But what about foreign books?
Perhaps a lot of countries could work together and decide. Then we could all share records.
And that is what we do. In order to create records which are easy to handle, make the right distinctions
between items, and can be systematically organised to suit the interests and information of all the
collections users as quickly and cheaply as possible, we have to share records, both locally and
internationally, and so we have to use international standards.
This does not mean complete uniformity. Local agencies may decide that to meet the needs of their own
users they want their records to include more information that the international standard requires, or
they may decide that they will use a lower standard for some materials (e.g. leisure DVDs or exam
papers) and not make the records available for sharing. Cataloguers therefore have to cope with local
guidelines as well as the international standards.
It is not particularly easy for librarians from a large number of countries and agencies to work together.
They are all under pressure to establish practices which suit their own workflows and capabilities; they all
have demanding jobs which limit their availability for international consultations; and it really is not
possible to produce results which suit every resource and every workflow. Inevitably the international
rules are alarmingly complex and yet do not cover every eventuality. But we have to make the best of it.
There really is no choice about record sharing.
0.4a Shared Cataloguing Programme

One good example of how sharing work makes better records possible is the Shared Cataloguing
Programme (SCP), which creates the British National Bibliography (BNB), the national catalogue
of British print publications since 1950. The BNB used to be created by the British Library alone but, as
the volume of publications increased and resources diminished, the BL had to consider lowering the
standard of BNB records. Rather than let this happen the other five Legal Deposit libraries in the British
Isles the Bodleian, Cambridge University Library, the National Library of Wales, the National Library of
Scotland and Trinity College, Dublin each agreed to take responsibility for six percent of the BNB. The
Bodleians share currently consists of items beginning with the letter M.
Mathematical and economic theory of road pricing

Murder on the Orient Express
Multifunctional agriculture - a new paradigm for European agriculture and rural
development
Mastering Korean. Level One
MAC OSX disaster relief
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The Mammoth Book of

Gorgeous Guys
My little shimmery glimmery bedtime book
All the resources listed above and thousands more have been recorded for the BNB by the Bodleians
specialist SCP cataloguers, to the highest standards of scholarly cataloguing, and uploaded to the BNB
database, from which any library can copy any record. We have a direct connection to BNB from our
Aleph cataloguing system and copy very large numbers of records from it.
0.4b NACO authority records

Another very important thing on which the international community cooperates is the Library of
Congress Name Authority File (LCNAF), a database containing millions of authority records for
persons, families, organisations, works (if they have appeared under more than one title) and series.
Each record gives a standard access point for the entity, plus cross-references to nonstandard forms of
the name and to other names for the same entity and notes to show where the information was taken
from and add any necessary clarifications. Here is an example (in a friendly display, using captions
rather than machine codes). Notice the care taken to establish the exact period for which the name was
current.
California Prune Board
Use For: California. Prune Board
Use For: California. Dept. of Food and Agriculture. California Prune Board
Use For: California. California Prune Board
Earlier term: California Prune Advisory Board
Later term: California Dried Plum Board
Source Data Found: Prune research abstracts, 1981 (a.e.) cover (California Prune Board; World Trade
Center, Suite 103, San Francisco)
Source Data Found: Phone call to the Board, 6-9-83 (name of California Prune Advisory Board changed
7-1-80 to California Prune Board; has operated since 1-1-52, under Calif. State Dept. of Food & Agric.)
Source Data Not Found: California prune news, Mar. 2001 p. 6 (California Dried Plum Board)
More recent records are more encyclopedic, including background information about the entity such as a
persons dates, gender, occupations and places of residence, even if not required for individuation.
LCNAF is organised by the Name Authority Cooperative Program (NACO) and hosted by the Library
of Congress. The Bodleian has some specialist NACO cataloguers who contribute records.
0.5. The international standards

So we have to use the international standards. They are:
Resource Description and Access (RDA), for what to include on a catalogue record and how
(except for subject access points). This replaced the Anglo-American Cataloguing Rules
(AACR2) with effect from March 2013; but existing AACR2 records will stay in circulation, meaning
that we will have to cope with a mixed environment for the foreseeable future.
International Standard Bibliographic Description rules for punctuation.
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Machine Readable Cataloguing 21 (MARC 21) Standards for marking up electronic records so
that they can be used for a wide range of displays and searches in a wide range of systems
Library of Congress Subject Headings [LCSH] for what to include and how for subject access
points.
Minor standards, e.g. particular vocabularies which may be used in conjunction with RDA. Libraries
are making increasing use of standards not specifically designed for libraries, such as those from
International Organization for Standards (ISO), for the sake of harmonisation and better data
harvesting.
This is how the Father William book would come out as a bibliographic record using RDA instructions,
ISBD punctuation, Library of Congress Subject Headings and MARC formatting. Colour coding has been
added to pick out RDA descriptive elements, RDA access points, elements which are serving for both
description and access, MARC21 formatting, LCSH subject access points, ISBD punctuation (no colour).
(The pale pink information is technically part of the RDA description, but is intended to be read by
machines rather than by people. It could be used to generate user-friendly icons, facets and filters in
public-facing displays.)
Example record, showing RDA descriptive elements & access points, ISBD, MARC and LCSH.
LDR
001
003
008
020
020
020
040
100
240
245
246
246
246
246
250
264
300
336
337
338
490
500
500
500
500
500
01639nam 92200325 i 4500

012345678
UkOxUb
070916s1998
enka
j
001 h eng d
__ $a019289238X$z0192892381$qpaperback
__ $z0192892391$qCD
__ $z0192892407$qset
__ $aUkOxU$beng$cUkOxU$erda
1_ $aCarroll, Lewis,$d1832-1898,$eauthor.
10 $aYou are old Father William
10 $aLewis Caroll's you are old Father William :$ba parody /$chumorously
adapted by him from Robert Southeys The old man's comforts and how
he gained them ; with the original illustrations by Sir John
Tenniell.
1_ $aTitle should read:$aLewis Carrolls you are old Father William
14 $aYou are old Father William
16 $aLewis Carrolls Father William
18 $aFather William
__ $aDe luxe centennial edition /$bnewly edited by Q. Wykke-Bucke M.BSt.
_1 $aCambridge [Massachusetts] :$bJust Kidding Publishers Ltd,$c1998.
__ $a3 pages :$billustrations ;$c22 cm
__ $atext$brdacontent
__ $aunmediated$brdamedia
__ $avolume$brdacarrier
1_ $aThe kiddy klassiks series,$x1234-5678 ;$v2
__ $aISBN from back cover. Title page verso gives incorrect ISBN
0192892381.
__ $aIllustrators name is misspelt as Tenniell on title page.
__ $aFirst published in: Alice's adventures in Wonderland / Lewis
Carroll. 1866.
__ $aCommonly referred to as: You are old Father William.
__ $a"A Kiddy Klassik Poetry Special in association with the Quidnunc
Trust"--Title page.
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500
600
650
700
700
700
__
10
0
1_
1_
1_
$aIncludes index.
$aSouthey, Robert,$d1774-1843$vParodies, imitations, etc.
$aFather and child$vHumor$vJuvenile poetry.
$aTenniel, John,$cSir,$d1820-1914,$eillustrator.
$aWykke-Bucke, Q.,$eeditor.
$aSouthey, Robert,$d1774-1843.$tOld man's comforts and how he gained
them.
700 1_ $aCarroll, Lewis,$d1832-1898.$tAlices adventures in Wonderland.
710 2_ $aQuidnunc Trust,$esponsoring body.
830 0_ $aKiddy klassiks series ;$v2
0.5a RDA and ISBD practices

For the moment we will ignore the MARC elements and focus on what we can learn from this record
about RDA and ISBD. Please try to work out the answers to the following questions before looking at the
answers below them:
What kinds of information were included in the description (green and yellow elements)?
ISBNs
Title statement (title proper, subtitle and statements of responsibility relating to title)
Edition statement (edition statement and statement of responsibility relating to edition)
Variant titles
Publication statement (place, publisher and date)
Physical description
Series statement (series title, ISSN, numbering in series)
Various notes - corrections, clarifications, information about contents, publication history,

explanation of standardised form of title and, in a quoted note, a statement which might be useful
for identification or of interest to some users but does not belong anywhere else.
Where was the title statement taken from?
Where was the series title taken from?
The title page. (This is the preferred source for most information.)
The series title page.
Was any title-page information omitted?
The statement of responsibility for the writer of the foreword. (Statements of responsibility are
only transcribed when they relate to an intellectual or artistic contribution. Cataloguers can use
their judgment in borderline cases and for minor contributions. They may also omit inessential
information from very long statements of responsibility.)
All places of publication other than the first, using the order on the title page rather than that on
title page verso.
Was any information added to the title-page information?
- 14 -
[Massachusetts] was added to Cambridge to distinguish it from the English town. (Any
information in square brackets is supplied by the cataloguer or taken from outside the resource, so
it should not be used when matching items against records.)
What about the misspellings of Carroll and Tenniel?
These were explained in notes. (The mistake in the title proper, which is an access point, was
corrected in a variant title field, which serves both as a note and as an access point, so there will
be an access point for the correct form.)
What happened to the capitalisation?
The normal capitalisation of English sentences was used, except in a note which gave information
in quotation marks, so capitalisation is of no significance for matching. (RDA also allows
capitalisation to be copied as found or according to an agencys own scheme.)
Were any abbreviations used?
Only those found on the resource, e.g. M.BSt.
What punctuation is used before statements of responsibility? Is the punctuation useful for matching?
Forward slash. Punctuation is not useful for matching, because most of it is prescribed by ISBD
rules rather than transcribed from the resource.
Which date was used?
How were the pages counted?
The publication date.
By the last numbered page; the unnumbered pages were ignored.
What happened about the various ISBNs?
All were included, but with qualifiers or notes to explain the differences. (The cataloguer would
have used sources outside the resource, e.g. the publishers website, to find out which one was
correct. )12
Is the descriptive information arranged in the same order as it appears on the resource?
No.
Which access points are in standardised forms, i.e. not taken from the description (blue elements)?
Names of author, illustrator, editor and sponsoring organisation.
A standard form of the title (explained by a note).
Access points for related works, i.e. the work from which the poem was taken and the work on
which it was based.
A standard form of the series title.
Please be careful to match on contributor information in statements of responsibility but not in controlled
access points, and on series statements (490) but not controlled series (8XX).
12
There is an important difference in the MARC coding between the correct and incorrect ISBNs: 020 $a will
generate the label ISBN in SOLO displays, while 020 $z will generate the label Related ISBN.
- 15 -
0.5b AACR2 practices

Because you will see a lot of AACR2 records and may have to match items against them, it is worth
knowing how AACR2 records might differ from RDA ones. (Because it is confusing for cataloguers to
work in a mixed environment you may even see records which claim to follow RDA instructions but
actually follow AACR2 in places, or vice-versa.)
AACR2 allowed far more corrections and clarifications in square brackets, so needed fewer
notes. For both AACR2 and RDA, you should ignore anything in square brackets when matching
against a resource.
245 10 $aLewis Car[r]oll's you are old, Father William :$ba parody
/$chumorously adapted by him from Robert Southeys The old man's
comforts and how he gained them ; with the original illustrations by
Sir John Tenniell [sic].
AACR2 required or allowed more omissions, e.g. of most titles and honorifics, so this kind of
omission can be ignored when matching against a resource. More substantial omissions were shown
by a mark of omission, .
250 __ $aDe luxe centennial ed. /$bnewly edited by Q. Wykke-Bucke.
AACR2 required a large number of standard abbreviations, so you can ignore abbreviations when
matching against a resource.
300 __ $a3 p. :$bill. ;$c22 cm.
For non-text resources AACR2 included a General Material Designation in square brackets after
the title proper, to give a broad indication of the material type, e.g. [electronic resource] or
[videorecording]. Instead of this RDA requires separate elements for content type, media type and
carrier type (the pale pink elements), which are designed to generate user-friendly icons, though at
present there are no systems available to make good use of them.
For more details of what to look for when matching records, please see Quick reference: MARC fields and
matching.
0.5c Catalogue cards and CIPs

AACR2 was designed for catalogue cards and similar formats, so the information had to be packed tight,
with the different kinds of information separated only by their ISBD punctuation. You will still find plenty
of AACR2 catalogue cards (and ones created by earlier standards) in OLIS libraries, so it is useful to
understand it.
- 16 -
Carroll, Lewis, 1832-1898

[You are old, Father William]
Lewis Car[r]olls you are old, Father William : a parody / humorously adapted by him from Robert
Southeys The old mans comforts and how he gained them ; with the original illustrations by Sir John
Tenniell [sic]. -- De luxe centennial ed. / newly edited by Q. Wykke-Bucke. -- Cambridge [Mass.] ;
Edinburgh : Just Kidding, 1998. -- 3 p. : ill. ; 22 cm. -- (The kiddy klassiks series, ISSN 1234-5678 ;
2). -- ISBN from back cover. Title page verso gives incorrect ISBN 0192892381. -- First published in:
Alices adventures in Wonderland / Lewis Carroll. 1866. -- Commonly referred to as: You are old
Father William. -- A Kiddy Klassik Poetry Special in association with the Quidnunc Trust. -- Includes
index. -- Cover title: You are old Father William -- Spine title: Father William. -- Caption title: Lewis
Carrolls Father William. -- ISBN 0-19-289238X
I. Lewis Car[r]olls you are old, Father William II. You are old, Father William III. Lewis Carrolls you
are old, Father William IV. Lewis Carolls you are old, Father William V. Lewis Carrolls Father William
VI. Father William VII. Kiddy klassiks series VIII. Tenniel, John, Sir, 1820-1914 IX. Southey, Robert,
1774-1843. Old mans comforts and how he gained them X. Wykke-Bucke, Q. XI. Quidnunc Trust.
1. Southey, Robert, 1774-1843--Parodies, imitations, etc. 2. Father and child--Humor--Juvenile poetry
The description is in the main paragraph, starting three lines down.
The double-dashes divide the description into areas, e.g. the title and statement of responsibility
area (title proper, other title information = subtitle, statements of responsibility) or the publication
area (place, publisher, date). In principle RDA elements are completely independent, not grouped
into areas, but RDA often groups instructions for descriptive elements according to the
statements in which they typically occur, e.g. publication statement (place, publisher date).
MARC records are arranged in fields (usually on separate lines) which roughly correspond to
AACR2 areas.
The order of areas is not the same as MARC order. ISBNs are last rather than first. (This is
actually the order prescribed by ISBD).
The access points are on the first and second lines and at the bottom.
The one on the first line is the main access point for this resource.
The ones with roman numbers are all access points for names and titles associated with the
resource, while the ones with arabic numbers are for its subject matter.
The ISBN is not listed as an access point, although card catalogues sometimes do include ISBN
sequences.
Only access points at the top of cards can be used to organise them for navigation. That means
that separate cards would have to be made for all the thirteen access points listed at the bottom.
Normally these cards would not have the full description, but would just refer back to the main
card by giving the main access point and the title, e.g. See: Carroll, Lewis, 1832-1898. You are
old, Father William.
Because this resource embodies a work which was originally known under a different title, the
original, standard title is inserted in square brackets under the main entry, so that this form rather
- 17 -
than the title proper will be used for arranging the cards. This will collocate every publication of
the work.
Because each access point occurs at the top of a catalogue card, access points are often called
headings in AACR2, MARC and LCSH.
The non-main access points for a resource are listed at the bottom of the main card so that if
anything changes (e.g. if the resource is deaccessioned) all the cards can be found. Because these
access points are added for the sake of tracking, access points other than the main one are
sometimes called added entries or tracings.
Something similar to catalogue-card format is also used for the cataloguing in publication records (CIPs)
which are sometimes printed on the title page verso of U.K. and U.S. books. The Library of Congress and
the British National Bibliography create these brief, provisional records if publishers send them details of
new books before publication, so that other libraries can copy the records to place orders. 13
0.6. More about MARC

We are fortunate that instead of producing and tracking fourteen catalogue cards we can create a single
electronic bibliographic record which can be accessed in fourteen different ways.
MARC was designed about fifty years ago as a way of exchanging information which would be used to
print out catalogue cards; but as electronic library systems developed it became possible to use the
MARC records themselves to supply all the needs of library users and staff.
0.6a Fields and subfields

The most obvious thing that MARC adds to AACR2 or RDA records is a set of labels which identify the
various parts of the record and are easy for machines to read. If you look back at the record on page 16,
you will see that all the lines which hold descriptive data or access points begin with a 3-digit number.
Each of these lines is a MARC field and the number which identifies it is called the field tag.
What fields are used for: (i) variant titles; (ii) access points for author, editor and illustrator?
(i) 246, (ii) 100 or 700. (The use of 1 shows that the author is the records main entry.)
13
The details often turn out to be wrong: date, pagination, title and even author may change before publication; but
ISBNs should never change.
- 18 -
All the fields which contain RDA data have at least one subfield code, and some have several. Most
subfield codes identify particular RDA or AACR2 elements, although in a few cases multiple elements
may share a subfield. The codes consist of a single character, usually alphabetical, but because they sit
in the middle of the data they have to have something to pick them out, and this is called the subfield
designator. In the example record the subfield designator is a dollar sign, but anything distinctive could
be used. Some systems use double dollar signs ($$) or pipes (|) or double daggers (). Systems may
also use different colours to display subfield codes or put extra spaces round them. A single system may
use different designators for different displays. These are simply display settings and do not affect how
the codes are entered or used.
What subfield is used for: (i) publication date; (ii) ISSN; (iii) illustrations?
(i) 264 $c, (ii) 490 $x, (iii) 300 $b.
For a summary of MARC fields and subfields, see Quick reference: MARC fields and matching.
0.6b Indicators and fixed-length data elements

MARC does not just add labels to RDA or AACR2 data. It can add extra data, in the form of codes which
are very efficient for machine reading.
Between the field tag and the first subfield code there are two positions where single-digit codes called
indicators may be added. The meaning of each code depends on the field.
For instance:
In field 245 the first indicator 1 means that this field is not the main entry, 14 while the second
determines whether the system should ignore some characters when indexing the title proper. In the
following example it tells the system to ignore four characters (T-h-e-space) when determining filing
order.
MARC title field, with 2nd indicator set to skip initial article:
245 14 $aThe alienated librarian /$cMarcia J. Nauratil.
Aleph title browse results, showing that the system is ignoring all the initial articles:
14
Title proper can be main entry if the resource is not a compilation, there is no known author and the work has
never been issued under a different title.
- 19 -
But in field 246 first indicator 1means that the variant title should be displayed to users and will
therefore serve as a note as well as an access point, 15 while the various second indicators correspond to
the type of variant title, e.g. Cover title (4) or Spine title (8), and can generate corresponding captions
in public-facing displays.
The 008 fixed length data elements field consists entirely of positions where machine-friendly codes
may be supplied. Many of these codes correspond to RDA free-text elements which are too variable to
be easily indexed, e.g. 264 $c dates (coded in 008 positions 7-14) or 300 $b illustration information
(coded in 008 positions 18-21). The codes are easy to index, so can be used to provide filters or facets
in public-facing displays.
Records for non-book material have additional fixed length data fields.
MARC records also have a number of fields which are used for record management or history, e.g. 001,
which contains the system number, and 040, which contains codes for the institutions which created or
modified the record, the language of the record and the rules used. RDA records always have rda in
040 subfield $e.
0.6c MARC on the move

MARCs machine-readable labels act rather like the labels on boxes in a house move. In the old house
the bedroom may be in the attic and in the new house it may be in the basement, but any boxes for the
bedroom, whatever their size or content, can nevertheless be expected to arrive safely in the bedroom as
long as they are labelled properly.
Within a system MARC can be used to specify exactly what appears in each staff-facing or publicfacing display and exactly what goes into each index, as long as the system is sufficiently
customisable. Codes can be translated into user-friendly captions or icons.
MARC enables records to be moved between systems whose logic is completely different. It can even
be used to specify how the parts of a record should be used when exported to a non-MARC system.
MARC allows whole databases to be migrated between completely different library systems.
Here is a favourite record as it appeared many years ago in a user-friendly display in the public catalogue
of the Library of Congress:
15
Variant titles are not displayed if they are uninformative. For instance, if the title proper is 101 dalmatians the
cataloguer should make an indexed variant title for One hundred and one dalmatians in case a user searches on
these terms; but there is no point in displaying a variant which is not found on the resource and needs no
explanation.
- 20 -
There are no MARC codes to be seen here at all, because only specialists want to see MARC codes. LCs
electronic system has translated the MARC into captions which mean something to ordinary users, such
as Personal Name and Main Title. The text in Type of Material has been generated from a fixed field
code.
But if we chose the MARC Tags tab, we would find that this record does indeed have MARC codes
underlying the captions:
- 21 -
Note the straight stroke or pipe which is used to designate subfield codes in this display.
We could not, however, pull this MARC record into our own system directly from the LC public catalogue.
To achieve this we used a program called GeoPac, which could access the servers of external databases
as well as the OLIS server. When we accessed the Library of Congress Information System database
through GeoPac, we got the same MARC record as shown above, but it looked rather different. GeoPac
assigned its own choice of colour to tags, subfield codes, indicators and text, and changed the straight
stroke designator to a double dagger. It also had a choice of friendly and MARC views.
- 22 -
From GeoPac the selected record was sent to GeoCat, our old editing module, where it was edited with
respect to the few aspects in which OLIS and LOCIS requirements differed and then saved:
Record as edited for OLIS

note that the database
Record as imported from LOCIS note
listed is now the OLIS Main
that the database listed at the top is still
Bibmast.
the LOCIS Voyager database
For instance, the edited version on the right includes an extra place of publication, London, which AACR2
required us, as a British cataloguing agency, to include. The 440 field was later changed to 490,
following a change in the MARC standards.
When the record was saved to OLIS, the system automatically assigned an Oxford serial number (in 001)
and institution code (in 003) while the LOCIS serial number, which had become history, was moved from
001 to an automatically generated 035 field.
- 23 -
Once the edited record was saved into the OLIS database it appeared in the OLIS OPAC (= Online Public
Access Catalogue). Here it is in our older Telnet OPAC:
Here it is in a range of displays in the later web-based OPAC (GeoWeb).

Results list:
Brief display for preliminary selection:
Medium-length display.
As in the Library of Congress public catalogue, the MARC tags are generating captions, but if you
compare the original LC record you will see that the OLIS and LOCIS captions are not always the same,
and the fields are not invariably in the same order, nor in MARC order at all.
- 24 -
The user could still move on to a more detailed display, or even to a MARC display:
When the SOLO Resource Discovery Tool was introduced in 2008 this also used MARC codes to get the
right information in displays and the right headings in indexes, even though SOLO does not actually
operate with MARC records. The OLIS MARC records are converted to SOLOs own PNX records, using
the MARC codes to define which parts should go where.
Like the old GeoWeb and Telnet OPACs, SOLO has a wide range of displays and can be customised.
Most recently, the whole OLIS database was migrated to a very different electronic system, Aleph, whose
internal logic is quite different from that of the old Geac modules. The whole migration process was
controlled by the MARC coding of the records. We do not have an Aleph OPAC, since SOLO is well
integrated with Aleph and can give users information about individual copies as well as bibliographic
items, but the Aleph Client used by staff is very rich indeed in different displays. Here are just a few:
- 25 -
Aleph Editor, the screen used for

cataloguing.
Notice that this display puts each element,
rather than each field, on a separate line,
and uses colours, spacing and underlining
to show up field and subfield codes. It is
also unusual in including friendly captions
as well as MARC codes
Aleph Show Marc tags view:

Aleph Show Full+Link view - a friendly view
for non-cataloguing staff:
0.7. Is it worth the trouble?

So that is why cataloguers have to use very complex rules rather than trusting their own common sense.
But is it worth it?
We must all have known the frustration of being quite unable to track down something we really want or
need, especially when we are quite sure that a library must have it, or of having reserved a pile of
useless stuff because we couldnt tell from a catalogue whether it was the kind of stuff we needed. Such
frustrations interfere either with a users work, which may be important, or with a users leisure, which is
also important. Again, anyone who has catalogued for any length of time knows how much time and
energy can be wasted on checking or repeating work which was done before but not clearly or accurately
recorded and that waste means fewer items catalogued, or resources diverted from other services, at
the expense ultimately of colleagues and library users.
So good cataloguing is at the least a real courtesy and kindness, and often also a substantial contribution
to valuable work. We do not invariably think of cataloguing rules as contributing greatly to the sum of
human happiness; but basically, that is what they exist for.
- 26 -
Appendix: Why RDA? FRBR and linked data

This section is essential for people who are taking the RDA/MARC21 course, but may be skipped by
people who are just doing items/holdings work.
The new RDA standard was introduced with the aim of making library data more suitable for the FRBR
user tasks and more compatible with data from other sources. It presents data in a neutral and granular
way, not geared to ISBD punctuation or the MARC format, which should make it much easier for the data
to be used by a wide range of people for a wide range of purposes. This should enable libraries to
harvest data from a wide range of sources, not just from other libraries, and thus to offer encyclopedic
and integrated information going beyond that currently found in library cataloguers. It should also
facilitate the integration of library data into the world of linked and open data, also known as the
semantic web.
Because RDA is not intended just for library use it is less prescriptive than AACR2, allowing a range of
levels of detail and transcription practices. A kind of common law is emerging among major cataloguing
agencies, based on the Library of Congress/Program for Cooperative Cataloguing Policy
Statements (LC-PCC PS) and many informal discussions and exchanges of documentation, in order to
achieve an adequate level of consistency for record exchange; but we nevertheless expect that in future
there will be more variation in the records available for import into OLIS. Because some records are
imported by automated processes, this will inevitably mean more variation in OLIS records.
The FRBR approach

FRBR adopted an entity analysis technique from the field of database development, focusing on the
entities (= objects of interest) which are of most importance for the user tasks (see 0.3a) and the
relationships between those entities. (Rather like designing a website: in order to arrange the
information helpfully or attractively you have to decide which things are important and coherent enough
to have separate pages and what links there should be between the pages.) Each entity has a range of
attributes, which are the facts about that entity.
The FRBR report came up with three groups of entities. Ideally each entity would have its own record,
listing its attributes and providing links to related entities ; but this cannot be achieved in a MARC
environment.
The FRBR entities

Group 1 entities
A hierarchy moving from abstract intellectual or artistic ideas through various levels of specificity to
individual copies. This might provide a model for intuitive clustering of a librarys records in public-facing
systems, allowing the user to be guided methodically from vague notions about content, subject matter
or authorship to the most suitable concrete items available.
Work - a distinct intellectual or artistic creation, such as Carrolls Alices adventures in Wonderland
or the Disney film Alice in Wonderland. Entities in different intellectual/artistic forms, e.g. novels,
films, plays, paintings, maps, sonatas, concertos, are always considered separate works. The
attributes associated with works include creation date and form (e.g. novel, essay, play, painting).
Records for works are included in the Library of Congress Name Authority File.
- 27 -
Expression - the intellectual/artistic realisation of a work as particular words, notation, sounds,

images, movements, shapes, etc. An expression of Carrolls Alices adventures in Wonderland would
be a particular edition in a particular translation in a particular language in a particular broad medium
(e.g. text or audio), perhaps with subordinate intellectual/artistic additions such as illustrations or an
introduction or notes. The attributes associated with works include various dates (e.g. of edition or
translation or illustration), language and medium (e.g. text or audio). Records for expressions are
included in the Library of Congress Name Authority File.
Manifestation - the embodiment of an expression in a physical form, 16 as a particular publication,

production or similar. The attributes associated with manifestations include title proper, date of
publication and physical dimensions. (Ordinary MARC bibliographical records are more or less records
for manifestations, but they include a few things, such as information about illustrations, which
according to FRBR are expression-level.)
Item a particular instance of a manifestation, e.g. a copy of a book or a video or a performance of

a ballet. The attributes associated with items include barcode, condition and provenance.
Group 2 entities
The kinds of thing which can be responsible for the intellectual/artistic content and the physical
embodiment of a resource. Records for all these entities are held in the Library of Congress Name
Authority File.
Persons The attributes associated with persons include dates of life or activity, gender, language,
occupations and activities.
Families Some of the attributes associated with persons are also relevant to families.
Corporate bodies = named groups capable of acting as a unit, e.g. businesses, societies,
conferences, performing groups. The attributes associated with corporate bodies include dates of
existence and main activities.
Group 3 entities
The kinds of thing which are often the subject matter of resources. The corresponding part of RDA has
not yet been written, except for a stopgap section on places, so we will continue to use LCSH for subject
cataloguing for the foreseeable future.
Concepts
Objects
Events
Places
The FRBR relationships

Primary relationships
The Group 1 entities are related hierarchically: a work is realised in its various expressions; an expression
is embodied in its various manifestations; and a manifestation is exemplified by its various copies.
16
Physical forms include electronic realisations.

- 28 -
Non-hierarchical relationships between Group 1 entities

There can also be non-hierarchical relationships between Group 1 entities. For instance:
A film is a work in its own right; but it might be based on another work, e.g. a play or a novel, which
belongs in a different hierarchy.
A published English-language audiobook set, e.g. for The Lord of the Rings is itself a manifestation;
but it contains expressions of the three parts of The Lord of the Rings, i.e The fellowship of the
ringin an English audio version, The two towers in an English audio version and The return of the king
in an English audio version.
Relationships between Group 2 and Group 1 entities

These are the relationships between works, expressions, manifestations and items and the people, family
or corporate bodies which are responsible for them in some way or associated with them. For instance:
Tolstoy is the author of Voina i mir (a work).
Constance Garnett is the translator of the 1911 translation into English (an expression).
Heinemann is the publisher of the 1961 edition (a manifestation).
The Bodleian is the owner of a 1983 copy which lacks p. 313 (an item)
The following diagram shows two FRBR hierarchies, one for the novel Voina i mir and one for a film
based on it. The primary relationships are shown by red arrows and the others by blue arrows. 17
Tolstoy
author
director,
producer,
director of
photography,
etc.
War and peace

(Motion picture) 1983
based on
Work:
Voina i mir - novel - 1865

Garnett
translator
realised in
[various]
widescreen
film editor version
Groth
illustrator
others
Expression:
in English textual illustrated 1911
John Smith
distributor
DVD 2003
AB12345678
embodied in
others
Cinescams
plc
publisher
place
Manifestation:
War and peace : a novel

/ Leo Tolstoy - 1961
the one on my
bedroom floor
Heinemann
London
exemplified in
others
owner
Bodleian
Item:
1983 printing missing p. 313
17
To save space, the names are not shown in their authorised NACO forms and only a few attributes are mentioned
for each entity. The primary relationships are only labelled for the novel.
- 29 -
Someone looking for information could enter at any point and move in any direction, either pursuing a
chosen objective or just following whatever links look interesting. For instance, someone might look up
Constance Garnett because she is his grandmother, learn that she translated Voina i mir , and follow the
hierarchy down to choose a particular publication and a particular copy. Alternatively, the person might
follow the hierarchy up to the work, find a link to Wikipedia in the work record, learn that the novel is
long, historical, philosophical and heavy going in places, and decide instead to follow the link to the film
and from there down to a copy of the film; or might just stay with Wikipedia and find out more about
Napoleon.
Other relationships
RDA also covers relationships between Group 2 entities, for instance between parents and children, firms
and employees or societies. These do not feature in ordinary bibliographic cataloguing, but NACO
records do include some such relationships, and, as library data becomes part of the wider world of
linked data, the library catalogue will increasingly guide users towards discovering such relationships from
non-library information resources.
RDA also plans to cover relationships involving Group 3 entities.
RDA without MARC?

MARC has been expanded to accommodate various new elements required by RDA and to allow more
granularity, for instance by having separate fields in bibliographic records for publication, distribution,
production and copyright and by having a separate subfield for ISBN qualifiers. NACO authority records,
which are now information resources in their own right rather than mere aids for individuation, have been
enriched with the extra fields they need for dates, locations, languages, occupations, activities, etc.
However:
MARC still is not granular enough to mark up each distinct RDA element, and is therefore of limited
use for selective data harvesting.
MARC bibliographic records blur the distinctions between works, expressions and manifestations.
MARC is not good at showing relationships.
Because of its complexity, MARC is little used outside libraries.
In 2012 the Library of Congress launched the Bibliographic Framework Initiative, BIBFRAME,18 which, it
is hoped, will provide a conceptual/practical model for fully FRBR-compliant library systems of the future.
However, one of the greatest challenges for BIBFRAME is that it must be able to make good use of all the
library data which is currently in MARC format and to maintain record-exchange between MARC and nonMARC systems during what is likely to be a very long transition period.
18
For more about BIBFRAME, see http://www.loc.gov/bibframe

- 30 -
1. Resource description. Last revised March 2014
Module 1: Resource description

1.0 Purpose and scope ..................................................................................................................- 2 1.1 What information do we include? ..............................................................................................- 3 1.2 Where do we find it?................................................................................................................- 5 1.3 How do we write it? .................................................................................................................- 6 1.3a Order of elements ..............................................................................................................- 6 1.3b Errors ................................................................................................................................- 6 1.3c Capitalisation [RDA Appendix A] ..........................................................................................- 7 1.3d Nonstandard characters [RDA 1.7.4] ....................................................................................- 7 1.3e Numbers [RDA 1.8] ............................................................................................................- 7 1.3f Abbreviations [RDA Appendix B] .........................................................................................- 8 1.3g Punctuation and spacing .....................................................................................................- 8 1.4 Field-by-field guidelines: choice of data and indicators ............................................................. - 10 1.4a Field 020: International Standard Book Number (ISBN) [RDA 2.15.] .................................... - 10 1.4b Field 245: Title and statement of responsibility [RDA 2.3-4] ................................................ - 13 1.4c Field 246: Variant title [RDA 2.3.6] .................................................................................... - 18 1.4d Field 250: Edition and revision statements [RDA 2.5] ......................................................... - 20 1.4e Field 264: Publication and copyright [RDA 2.8, 2.11] .......................................................... - 22 1.4f Field 300: Physical description .......................................................................................... - 25 1.4g Fields 336, 337, 338: Content type, Media Type, Carrier Type ............................................. - 27 1.4h Field 490: Series statement [RDA 2.12] ............................................................................. - 27 1.4i Fields 5XX: Notes ............................................................................................................ - 30 1.5 008: Fixed-length data elements ............................................................................................ - 33 Example of a full bibliographic description ...................................................................................... - 37 1.6 And finally: STA PROVISIONAL ............................................................................................... - 37 -
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1.0 Purpose and scope

This module covers the basics of resource description for the most common type of OLIS resource, a
single-volume English-language book for which we have adequate and reasonably clear information.
More complex cases are covered in:
Module 3: Complex and difficult cases
Module 4: Foreign-language materials
Module 5: Special and non-book materials
Module 6: Bibliographic records for multiparts
There are separate training courses for pre-1850 materials and periodicals. Please do not try to deal with
these kinds of material unless trained to do so. 1
The instructions which follow are for full-level,2 finalised records and reflect the OLIS standard for
bibliographic records (post-1820 material).3 They tell you what you would do if you were cataloguing
originally, so where the international standards give options they reflect the options which OLIS has
adopted. However, most OLIS records are copied from external databases and may have been created
by agencies which use different options. We do not edit downloaded records unnecessarily, so the
module sometimes also mentions non-OLIS practices which we would accept in downloaded records.
*
The first job of a bibliographic record is to make clear exactly which resource it represents. This is called
identifying or describing the resource or recording its attributes.
Most of the kinds of resource which are catalogued in libraries present us with plenty of verbal identifying
information which we can more or less copy into the record, such as the name of the resource, credits for
the people or organisations responsible for it and the date of production. Usually this is provided by
formal statements on the resource itself, on covers or labels or in other distinctive and conspicuous
positions, although occasionally we need to supplement it from reference sources such as publishers or
booksellers websites and catalogues. RDA associates this kind of information with the FRBR user task
Identify and provides instructions for entering it in chapter 2, Identifying manifestations and items.
We also get non-verbal information from the resource by observing its physical4 attributes, e.g. by
measuring it. Because people often use physical information such as size or number of parts to choose
between various resources which they have already identified as meeting their need and Select is a
separate FRBR user task, RDA deals separately with physical attributes in chapter 3, Describing carriers.
However, RDA acknowledges that actually both types of information may be used in both identifying and
selecting [2.0, 3.0], and this module covers both types.
Some parts of the description may also help with the FRBR user task Find, both because some
descriptive elements are indexed and because MARC records include various codes corresponding to the
1
Pre-1850 materials are usually catalogued to the OLIS Antiquarian standard. However, it is acceptable to catalogue
post-1800 materials to the ordinary OLIS standard if they are not particularly interesting or valuable.
2
Full-level refers to the records encoding level, a MARC code in its 000 field (also called the Leader field) which
indicates its level of detail and whether it is finalised.
3
OLIS does allow brief records to be created for certain kinds of material and also allows records of lower standards
to be added temporarily, e.g. for Acquisitions purposes, but such records must be specially coded to indicate their
limitations.
4
In a wide sense of physical, including the characteristics of online resources.

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descriptive information which can be used for refining seaches (e.g. in filters and facets). However, most
descriptive information is not ideal for systematic finding, because most of it is transcribed, so if, for
example, an authors name is presented differently on different resources it will appear differently in their
records.
For instructions on entering standardised data for systematic finding, see Module 2: Resource access.
FRBR levels and terminology

Most of the things which are catalogued in libraries are, in FRBR terminology, manifestations of
intellectual or artistic works. For instance, each of the the various publications of Alice in Wonderland is
a manifestation of that work. However, talking about manifestations can be rather heavy going. The
term resource is a widely-used alternative. It may be used for any of the WEMI entities, including
aggregates and components, but is most often used instead of manifestation to mean a thing
represented by a bibliographic record (AACR2s bibliographic item).5
Because this documentation is designed for the task of creating MARC records and MARC records are not
divided up according to the FRBR hierarchy, this module will include a few elements (e.g. illustrative
content and some kinds of note) which are attributes not of manifestations, but of what FRBR calls
expressions. Expressions are subsets of an intellectual/artistic work, distinguished by such things as
text-version, language, and medium (e.g. modern-English audiorecording of the Peterborough version of
the Anglo-Saxon chronicle), so in the FRBR hierarchy they lie between the work and its manifestations.
Because different publications could use the same illustrations, illustrative content is an expression-level
attribute; but it is recorded in the same MARC field as the extent and size of the manifestation and will be
included in the treatment of that field.
1.1 What information do we include?

RDA gives a lot of options about what to include in the description of a resource, but specifies some core
elements which must be included [1.3]. The Library of Congress and British Library have decided to
include certain additional elements, and OLIS has added a very few more. However, if when copycataloguing you download a record which has elements not required for OLIS you should retain them
(unless they will not save or contain glaring errors which you know how to correct).
The instructions in RDA section 2, Identifying manifestations and items, use resource almost ten times as often as
manifestation.
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Table 1: Elements, sources and MARC coding

Field Sub- Element
field
020*
245
Identifier for the

manifestation (=ISBN)
Invalid ISBN
qualifier (NEW, Nov. 2013)
For $q, prefer terms found on resource, if clear.
Title proper
n*
Numbering of part, section or

supplement6
p*
Title of part, section or

supplement
Title page; cover or jacket; caption; masthead;

colophon; anywhere on the resource, with preference
for a source where information is formally presented
(e.g. title page verso, slip case)
Other title information (=

subtitle)
External sources: accompanying material; published
descriptions of resource; container in which it is housed;

any.
If there is no title page, specify the source of the title in
a note.
Other title information may come only from the same
source as title proper; statements of responsibility may
come from any of the sources listed, but with preference
for the same source as title proper.
Variant title
Any source.
Designation of
edition/revision
Same source as title proper; another source within the

resource; external source as for 245
Statement of responsibility
relating to edition/revision
Same source as designation of edition/revision.
Place of publication
Same source as publishers name; another source within

the resource; external source as for 245.
Publishers name
Same source as title proper; another source within the

resource; external source as for 245.
250
a*
264*
Any source; but for $a prefer the latest and/or most

plausible. Record in $z any ISBN found on the resource
which is incorrectly formed or misapplied.
q*
Statement of responsibility
relating to title proper
246*
Sources in order of preference (for books)
b*
c
Date of publication
264*
Copyright date
Any source.
300*
Extent (= pagination)
Illustrative content
Dimensions
Evidence presented by the resource itself, including any

accompanying materials or container; additional
evidence from any source.
336*
Content type
337*
Media type
338*
Carrier type
490*
Series statement (incl. any

subseries)
Series title page; another source within the resource;

external sources as for 245.
ISSN of series/subseries
Series title page; another source within the resource;

external source as for 245.
v*
Numbering within
series/subseries
Any source within the resource [revision pending].
Notes
Any source.
5XX*
(Strictly speaking, RDA allows information for Illustrative

content and Content type to be taken from any source,
but it is hard to envisage a situation where the resource
itself would not present this information.)
In principle, when a title consists of a common title followed by the number and/or name of a part the whole thing
constitutes the title proper; but this table shows them separately because they have their own subfield codes.
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Notes
Not all the subfield codes listed occur before every instance of the element, because some subfield
codes cannot be repeated or cannot occur after certain other ones. Field and subfield codes which
may be repeated are marked with an asterisk.
Elements which are used only for foreign-language or special materials have been omitted.
For many fields MARC also specifies some coded information to be entered in two indicator positions
after the field code. Details are given in the field by field guidelines below (1.4).
MARC also requires an 008 field which holds various codes corresponding to the descriptive
information, used mainly for refining seaches (e.g. in filters and facets). Details are in section 1.5
below.
1.2 Where do we find it?

Resources often have different versions of the same information in different places, so RDA specifies
which source(s) you should prefer for each element. These are included in Table 1.
IMPORTANT: For elements which do not specify any source you should enclose in square brackets
any information taken from outside the resource. If you omit these brackets, people who have a
resource which really matches your record might think it is not a match.
Dust jackets are considered part of the resource, so information taken from these never requires square
brackets; but you should always add a 500 note, e.g. Series information from dust jacket because
jackets do not always stay with the resource.
Here is a books title page (t.p.) and title-page verso (t.p. verso) and some supplementary physical
details, with the various elements in the appropriate sources labelled. Notice that, following the order of
preferences for sources, the information about the edition and place of publication on t.p. verso has been
ignored in favour of that on the title page.
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245$a
Title proper
1st 264$c
Publication date
Notes
First edition published in 1998 by Smith
Books as Gloucester City gargoyles
The Gargoyles of
245$b
Other title
information
3rd ed. 2004.

Peter Quentin Pediment 2004
Gloucester
245$c
Statement of
responsibility
Curlicue Press,
CMOT House
Milton Keynes,
Buckinghamshire,
UK
A tour
by
245 $n & $p
Part-numbering
& -title
250$a
Part ONE. The City Centre
Designation of
3rd edition with new maps by Walter Spout
edition
Peter Q. Pediment
250$b
Statement of
responsibility
relating to edition
A Gloucester Guides
book
Physical details
2nd 264$c
Copyright date
300$a
Extent
93 pages
illustrations
maps on
endpapers
18 cm high
300$b
Illustrations
&
5XX Note
300$c
Dimensions
490$v
English Architecture Series Number three
Numbering in
ISSN: 1212-3434
series
ISBN: 978-1-133-19011-0
490$x
ISBN: 978-1-133-19090-5 (e-book)
ISSN
CURLICUE Press
STONY STRATFORD
264$b
020$a
264$a
490$a
Valid ISBN
Publishers Place of publication
Series statement
name
020$z
Invalid ISBN
PRACTICAL 1A
1.3 How do we write it?
1.3a Order of elements

i) The order in which elements are entered depends mainly on the format standard used for data-entry.
Because our format standard is MARC, our elements will be in MARC order, more or less as in Table 1
above.
ii) There are a few cases where MARC order can vary. These are mentioned in field-by field guidelines
below (1.4).
1.3b Errors
When transcribing you should copy what you find even if it is incorrect or misleading. 7 You can give
corrections or explanations in notes if necessary (see Module 3).
AACR2 allowed cataloguers to give corrections and some explanations in square brackets, but RDA does not.
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1.3c Capitalisation [RDA Appendix A]

i) Proper names are capitalised in the usual way.
ii) Titles use sentence-case, i.e., they begin with a capital but are otherwise in lower-case except for
proper names, acronyms and foreign nouns from languages which capitalise all nouns (see below).
This applies not just to titles proper but also to series-titles, part-titles, alternative titles and quoted
titles; but subtitles (245 $b) are not considered to be independent titles and therefore do not start
with a capital unless they start with a proper noun or similar. (However, RDA allows the option of
capitalising titles as found on the resource, and, although OLIS has not adopted this option, if we
download records which use it we do not edit the titles to sentence-case.)
iii) Most other descriptive fields (e.g. edition and publication) are also in sentence case, but 300 and 3XX
fields do not need to start with a capital letter.
iv) Foreign words are capitalised if the rules of their own language require capitalisation and they are
being used as words of that language rather than as English words. For instance, the German noun
Angst is capitalised when used as a German word in New essays on Der Begriff der Angst but not
when used as an English word in The angst-ridden executive.
v) Captions found with numbering within a series (490 $v) are recorded in lower case unless in a
language which requires nouns to be capitalised), e.g. volume 1, number 1, no. 1, but Band 1.
However, captions used with part-numbers in titles are always capitalised, e.g. Advanced geometry.
Book 1, Conic sections.
vi) For difficult cases, e.g. whether to capitalise soil-types, Finnish scientific institutions or surnames
beginning with a prefix, see RDA Appendix A.
vii) In quoted notes copy the capitalisation as found.
1.3d Nonstandard characters [RDA 1.7.4]

i) Reproduce symbols if Aleph allows, e.g. , .
ii) For symbols not found in Aleph, e.g. , , give a brief description in square brackets, e.g. [tick
symbol] and add an explanatory note if necessary (see 1.4i below). Some downloaded records may
have copyright instead of , and this term does not require square brackets.
Nonroman script characters, even if being used in isolation or as symbols, must be transliterated, e.g.
as [beta], because MARC allows nonroman characters only in a special field (880).
iii) Reproduce diacritics found on the resource if Aleph allows.
iv) When transcribing in lower-case words foreign words found on the resource in upper case, try to
supply any missing diacritics. For example, transcribe A GUIDE TO DEBUSSYS PELLEAS ET
MELISANDE as A guide to Debussys Pellas et Mlisande.
v) For more on foreign characters see Module 4.
1.3e Numbers [RDA 1.8]

i) Numbers are usually transcribed as found, whether in words, arabic numerals or roman numerals.
However, words are converted to arabic numerals in the following cases:
Year of publication and copyright and year in which a degree was granted
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Numbering within series or subseries
Numbering of leaves or pages [3.4.5.2].
There are various options for dealing with roman numerals in years of publication, copyright and
granting of degrees. Most agencies have decided simply to copy them as found, but we have decided
to copy them as found and add the arabic form in square brackets, e.g. MCMXXX [1930], because
this is more helpful to users.
ii) Ordinal numbers for English-language material in the elements listed above are expressed as 1st, 2nd,
3rd, etc. For foreign-language ordinals see Module 4.
1.3f Abbreviations [RDA Appendix B]

i) RDA requires us to use cm for centimetres and mm for millimetres when entering a resources
measurements, but classes these as symbols rather than abbreviations, which is why they do not end
with a full stop.
ii) Otherwise, when describing books you would generally use abbreviations only if found on the
resource. RDA prescribes a few abbreviations for some parts of access points and for the
measurements of some non-book resources, and these will be dealt with in the relevant modules.
1.3g Punctuation and spacing

i) Within transcribed elements punctuation is more or less copied from the source, although you can be
a little flexible about, for example, adding a comma if the result would otherwise be unclear [RDA
1.7.3].
ii) Omit hyphens and spaces found within ISBNs, but keep the hyphen in ISSNs.
iii) If a resource has full stops between the letters of acronyms, name initials, etc., transcribe these; but
ignore any spaces between the letters when transcribing.
iv) RDA rarely prescribes punctuation, but MARC specifies punctuation for the end of fields and OLIS, like
most English-language agencies, uses International Standard Bibliographic Description (ISBD)
punctuation to separate elements within fields.8
Table 2: MARC final punctuation

245, 250
full stop even if data already ends with another mark of punctuation
264 _1 (publication)
full stop unless data ends with hyphen, question mark or closing round,
square or angle bracket
5XX
full stop, hyphen, dash, question mark, exclamation mark or closing

round, square or angle bracket
020, 240, 246, 264 _4

(copyright), 300,9 490
no added final punctuation
Note: If the final subfield has a numerical code, e.g. $4, the final punctuation precedes this.
v) For a comprehensive set of MARC examples for issues of punctuation and spacing, see LC-PCC PS
1.7.1.
8
Records using ISBD punctuation have the code i in position 18 of the MARC Leader field. There is a table of ISBD
punctuation in RDA Appendix D.
9
Strictly, 300 has final punctuation if there is a 490 in the record, but OLIS does not enforce this complication.
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Table 3: ISBD punctuation (and a few other oddments)

Note on ISBNs: In older records ISBN qualifiers may be included in subfield $a, in round brackets; but
from November 2013 each qualifier is in a separate subfield $q with no punctuation. When converting
AACR2 records to RDA, please add subfield codes and remove brackets.
Titles, including series titles, and edition/revision statements

before other title information
space-colon-space
before the first statement of responsibility for a title or edition
space-forward slash-space
before any subsequent statement of responsibility
space-semicolon-space
between part/subseries number and part/subseries name
comma-space
before part/subseries number
full stop-space
before part/subseries title if not preceded by part/subseries no.
full stop-space
before titles other than first for resources which contain

manifestations of multiple works with no collective title and do not
share their statements of responsibility
full stop-space
before titles other than first for resources which contain

manifestations of multiple works with no collective title and share
their statements of responsibility
before edition/revision designation other than the first
comma-space
before ISSN of series
comma-space
before numbering within series
Publication statements
before place of publication
before publisher name
space-colon-space
before date of publication
comma-space
before copyright date
comma-space
before illustrative content
space-colon-space
before dimensions
Notes
between elements in contents notes
space-double dash-space
before designation of source in quoted notes
double dash (no spaces)
after phrase introducing a bibliographic description
colon-space
around pagination in bibliography notes
space-round brackets-space
to show that something has been omitted
space-3 full stops-space
around information supplied from outside the resource, except

for elements whose preferred source is any.
space-square brackets-space
IMPORTANT: Spaces are a key component of ISBD punctuation. However, MARC subfield codes occupy
an ISBD space (i.e., you enter a subfield code but public-facing displays will show a space), so when you
enter a code you should not also enter a preceding space. Spaces which often have to be omitted are
greyed out in the table.
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Here is a record for example 1, with the correct capitalisation, symbols, numbers, abbreviations,
punctuation and spacing (but without the indicators, 33X fields and 008 field). Please notice particularly
that:
subfield codes are occupying most of the spaces required after ISBD punctuation;
the part-title in 245 $p starts with a capital but the other title information, i.e. the subtitle, in 245 $b
does not;
the caption in 245 $n is capitalised but the one in 490 $v is not;
a number found as a word was changed into a numeral in 490 $v but not in 245 $n;
the date in the second 264 is preceded by the copyright symbol.

020 ?? $a9781133190110$qhardback
020 ?? $z9781133190905$qe-book
245 ?? $aThe gargoyles of Gloucester :$ba tour.$nPart one,$pThe city centre
/$cby Peter Q. Pediment.
250 ?? $a3rd edition /$bwith new maps by Walter Spout.
264 ?? $aStony Stratford :$bCurlicue Press,$c2004.
264 ?? $c2004.
300 ?? $a93 pages :$billustrations, maps ;$c18 cm
490 ?? $aEnglish architecture series,$x1212-3434 ;$vnumber 3
500 ?? $aMaps on endpapers.
500 ?? $aFirst edition published as: Gloucester City gargoyles. Smith Books,
1998.
500 ?? $aA Gloucester Guides book--Title page verso.
PRACTICAL 1B
1.4 Field-by-field guidelines: choice of data and indicators

This section gives more details of what to include and how much, particularly in cases where the
information is very long or the elements are not clearly separated.
It also explains any MARC indicator codes available for the field, since these usually depend on the
content. These are entered between the field code and the first subfield code.
1.4a Field 020: International Standard Book Number (ISBN) [RDA 2.15.]
i)
You can take ISBNs from any source and never need to put them in square brackets. Copies of a
resource printed before ISBNs were in use and later copies with ISBNs (if otherwise identical) should
go on the same record. You may therefore need to add the ISBN to the record if you have a later
copy than the one on which the record was based.
ii) Do not include the label ISBN or any hyphens or spaces in the number.
iii) Both MARC indicators for ISBNs are always blank (shown as __).
iv) If a resources ISBN is given in both 10- and 13-digit versions, whether on the same copy or in
different copies from different printings, include both, in separate 020 fields with the 13-digit form
- 10 -
first. In principle these are the same number; the only differences are that the 13-digit version has
been assimilated to the broader European Article Number system by the addition of the EAN prefix
978 and the final check digit has been recalculated. 10 The other 9 digits should be the same. For
instance, in the example below the 9 core digits 052185362 appear in both versions.
on t.p. verso
ISBN-13: 978-0-521-85362-0
ISBN-10: 0-521-85362-1
020 __
020 __
$a9780521853620
$a0521853621
v) You may also come across 9-digit SBNs (Standard Book Numbers), the precursors of ISBNs. You
should convert these to 10-digit ISBNs by prefixing them with 0.
on t.p. verso
020 __
$a0048230707
SBN: 04 823070 7
vi) If a resource is issued in different bindings with different ISBNs you can put them all on the
same record, with their ISBNs in separate fields. This often applies to resources issued in both
hardback and paperback as long as the paperback is definitely the first paperback issue and there
are no bibliographic differences between them except ISBN. In case of doubt give them separate
records. If multiple bindings are available, add an appropriate qualifier in subfield $q,11 preferring
terms found on the resource unless these would be unclear.
on t.p. verso
ISBN-13: 978-0-521-853620 hardback
ISBN-10: 0-521-853621 hardback
020
020
020
020
__
__
__
__
$a9780521853620$qhardback
$a0521853621$qhardback
$a9780521619134$qpaperback
$a0521619130$qpaperback
ISBN-13: 978-0-521-61913-4 paperback

ISBN-10: 0-521-61913-0 paperback
vii) We usually qualify paperback ISBNs as paperback even if no other binding is known to be
available.
viii) If a resource is published jointly by two publishers or issued in multiple countries it may have
separate ISBNs for each place or publisher. Enter both, in separate 020 fields with suitable
qualifiers. (But if the same work is published by multiple publishers acting independently, with each
publication giving details of only one publisher, each publication needs a separate record.)
10
You may also come across 13-digit EAN numbers which are not labelled as ISBNs, especially on barcodes and on
items produced before EANs were officially accepted as ISBNs in 2007. It is fine to enter these as ISBNs as long as
they correspond to the 10-digit ISBNs, but you do not have to. There is some useful background on the structure
and history of ISBNs in Wikipedia.
11
Subfield $q came into use in November 2013. Prior to this, ISBN qualifiers had no separate subfield, so were
entered in $a in round brackets.
- 11 -
on t.p. verso
020 __
020 __
MURRAY ISBN 0 7195 3014 8

CAPE ISBN 0 224 01018 2
$a0719530148$qMurray
$a0224010182$qCape
ix) Multipart sets may have ISBNs for the complete set and/or each part. See Module 6.
x) If a resource needs multiple qualifiers, enter them in separate $q subfields.
on t.p. verso
MURRAY ISBN 0 7195 3014 8 hardback
MURRAY ISBN 0 7195 3015 0 paperback
CAPE ISBN 0 224 01018 2 hardback
CAPE ISBN 0 224 01019 7 paperback
020
020
020
020
__
__
__
__
$a0719530148$qMurray$qhardback
$a0719530150$qMurray$qpaperback
$a0224010182$qCape$qhardback
$a0224010182$qCape$qpaperback
xi) If a resource has multiple ISBNs not distinguished by binding, place, publisher or (for
multiparts) part, try to establish which is the correct one for the resource, usually the most recent,
and enter it in 020 $a (unless it is incorrectly formed). For books this is likely to be the ISBN on the
cover, because publishers often create new issues from leftover sheets with a new cover.
xii) You should enter all the ISBNs found on an item, even dubious ones (except those in series listings
and advertising materials), because users may search on them, but for incorrect or invalid ISBNs
you should use subfield $z and add a suitable qualifier [RDA 2.15.1.6]. Badly constructed ISBNs
(usually typos) should have the qualifier incorrect; ISBNs for versions of the resource in a different
format should be qualified by that format, e.g. e-book; and other re-used or misapplied ISBNs
should be qualified by invalid.
Each distinct ISBN should be in a separate 020 field; but if you just have a correct and incorrect
version of the same number (i.e. an obvious typo) put both versions in the same 020 field, the
correct version in $a and the incorrect version in $z.
on t.p. verso
020 __
$a9780521853620$z9780521853621$qincorrect
ISBN-13: 978-0-521-85362-1
ISBN-10: 0-521-85362-1
020 __
$a0521853621
on back cover
ISBN: 9780521853620
Aleph warns that the ISBN-13 on the t.p.

verso is invalid - obviously a typo.
Note: In SOLOs displays, users will see a space

before the incorrect ISBN and brackets round the
qualifier, so it will be clear to which ISBN the
qualifier applies.
For more about how to deal with ISBNs which really belong to a different resource (including different
issues and different formats) see Module 3.
PRACTICAL 1C
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1.4b Field 245: Title and statement of responsibility [RDA 2.3-4]

i) Please remember to make a 500 Title from. note if the title is taken from anywhere other than
the title page. This is particularly important because the source from which the title is taken becomes
the preferred source for most other elements.
500 __ $aTitle from cover.
500 __ $aTitle from caption.
ii) Title proper, other title information and statement(s) of responsibility do not always occur in that
order on the resource, so you need to think about which information belongs in which element. Other
title information typically explains or expands the title proper, but might be found above the title
proper.
on t.p.
245 ?0
John Brown and James Grey
$aBrain surgery for beginners :$bbasic

techniques for first-year students
/$cJohn Brown and James Grey.
Basic techniques for first-year students
Brain Surgery for Beginners

iii) We transcribe initial articles in titles (The, A, An and foreign-language equivalents) but we want
the system to ignore them when creating browse (alphabetical) indexes. The second indicator tells
the system how many characters to skip, including the space after the article.12 This is often called
the skip in filing number.
on t.p.
245 ?4
$aThe alienated librarian.
245 ?3
$aAn alienated man.
245 ?0
$aAlienated women.
The alienated librarian
on t.p.
AN ALIENATED MAN
on t.p.
Alienated Women
In a title browse index the initial articles will be displayed but all these titles will be sorted as if they
began with Alienated.
12
We also include any punctuation which precedes the first filing character, e.g. opening quotation marks; but we do
not enter a skip in filing for any punctuation if there is no initial article.
- 13 -
iii) The first indicator shows whether the title proper is the records main access point (0 if it is, 1 if it
is not). Choice of main access point is covered in Module 2, so for the moment we will leave this as a
question mark.
iv) We omit from 245 $a introductory phrases which are not intended as part of the title, but
make 500 notes for them and enter appropriate variant titles in 246 (see 1.4c) for the sake of anyone
who includes these phrases in their title search.
on t.p.
Max Doughnut presents
Ronald Rabbit
245 ?0
$aOmlet, Prince of Denmark.
246 3_
&aMax Doughnut presents Ronald Rabbit in

Omlet, Prince of Denmark
246 3_
$aRonald Rabbit in Omlet, Prince of

Denmark
500 __
$aAt head of title: Max Doughnut presents

Ronald Rabbit in.
in
v) Very long titles may be abridged, but this is seldom necessary. You must not omit essential
information nor any of the first 5 words. Indicate omissions with (space, 3 full stops, space).
Any contents-type information should be moved to a note.
on t.p.
Optionally
A booke of cookerie and the order of

meates to bee serued to the table, both for
flesh and fish dayes, with many excellent
wayes for the dressing of all vsuall sortes
of meates, both bak't, boyld or rosted, of
flesh, fish, fowle, or others, with their
proper sawces, as also many rare
inuentions in cookery for made dishes,
with most notable preserue of sundry
sorts of fruits, likewise for making many
precious waters, with diuers approved
medicines for grieuous diseases, with
certaine points of husbandry how to
order oxen, horses, sheepe, hogges, &c.,
with many other necessary points for
husbandmen to know
245 ?2
$a A booke of cookerie and the order of

meates to bee serued to the table ...
on t.p.
245 ?0
Historic railway timetables of

northern Essex
$a Historic railway timetables of

northern Essex.
500 __
$aColchester, Braintree,Walton, Frinton,

Clacton, Tiptree, Maldon & Chelmsford.
Colchester, Braintree,
Walton, Frinton, Clacton,
Tiptree, Maldon & Chelmsford
- 14 -
vi) Alternative titles are considered as part of the title proper and included in subfield $a, but have an
initial capital. The or is preceded and followed by comma-space. Give the alternative title as a
variant title in 246.
on t.p.
245 ?4
The Pirates of Penzance

or
The Slave of Duty
$aThe pirates of Penzance, or, The slave

of duty /$cby W.S. Gilbert.
246 30
$aSlave of duty
by W.S. Gilbert
vii) Statements of responsibility are transcribed as found, including terms such as by or written by
or with the photographic skills of or research and text by.
If a statement of responsibility is grammatically linked to a title proper, other title information or
another statement of responsibility, do not try to separate them into separate elements or subfields,
(but provide variant titles in 246 for any versions which people might reasonably be expected to
search under).
Minor credits which do not relate to significant intellectual or artistic input should be ignored. You
may also omit background information about contributors and suchlike, without using .
on t.p.
245 ?0
$aAlienated women /$cby Jane White in

association with the Institute of
Personnel.
245 ?0
$aAlienated women /$cJane White.
on t.p.
245 ?0
$aJane Whites alienated women.
Jane Whites Alienated Women
246 30
$aAlienated women
Alienated Women
by Jane White in association with the
Institute of Personnel (founded 1947).
on t.p.
Alienated Women
Jane White
former Chief Consultant of the
Institute of Personnel
with a foreword by Joan Silver
commissioning editor: June Green
The foreword is only half a page.
viii) There may be multiple elements of other title information or statements of responsibility.
These should be recorded in the order indicated by the sequence, layout or typography on the source
for the associated title. Each should be entered with the appropriate preceding punctuation, but,
- 15 -
because 245 $b and $c are not repeatable, only the first element of each type will have a subfield
code.
245 ?0
on t.p.
Alienated Women
Emancipation or Exploitation?
$aAlienated women :$bemancipation or

exploitation? : workplace experiences
1950-1980 /$cby the Institute of
Personnel ; statistical tables compiled
by Jane White and Joan Silver.
Workplace Experiences 1950-1980

by
The Institute of Personnel
Statistical tables compiled by
Jane White and Joan Silver
Do not take statements of responsibility from more than one source. If you find statements on multiple
sources, use Table 1 to decide which source to use and give the other statements, if important, as 500
quoted notes.
ix) If several contributors are listed as performing the same function, use your judgment as to
whether to list all of them or give only one and summarise the others in square brackets, depending
on the importance of the contribution and the nature of the publication. Please err on the side of
generosity. For academic or specialist resources it is seldom appropriate to omit any authors, artists
or editors unless they are presented as having subordinate roles (e.g. if a group of contributors is
introduced by with and/or listed in smaller print). Never omit contributors known to have Oxford
University connections.
on t.p.
Alienated Women
Optionally, if the resource is a slight publication

such as a pamphlet or vanity publishing:
245 ?0
Workplace Experiences 1950-1980

John Brown, James Grey, June Green,
Jean Rose, Joan Silver and Jane White
$aAlienated women :$bworkplace

experiences 1950-1980 /$cJohn Brown [and
five others].
x) You may include a brief clarification of role in square brackets if a statement would otherwise be
misleading.
on t.p.
Alienated Women
245 ?0
$aAlienated women /$c[edited by] Joan

Silver and Jane White.
Joan Silver and Jane White
xi) If the resource presents itself as a part of a larger resource and the part has a number or name,
you can put the common title in subfield $a, any part number (with its caption if any) in $n and any
part title in $p.
- 16 -
Part information is preceded by full stop-space, but if there are both a part number and a part title,
these are separated by comma-space.
Part titles can have their own other title information, which will use subfield $b unless the code has
been used already.
However, it is usually preferable to treat parts as components of multipart sets or to consider the
common title as a series. The various strategies for dealing with parts are considered in Module 6.
on t.p.
245 ?0
$aEssential carpentry for librarians.

$nPart 1, $pShelving :$ba practical
approach /$cJean Rose.
500 __
$aNo further parts published.
Essential Carpentry for Librarians

Part 1: Shelving - a practical approach
Jean Rose
xii) If a resource consists of manifestations of various works, without a collective title, the separate
titles are entered one after the other, with any other title information and statements of responsibility
following the appropriate title(s).
Works which share their statements of responsibility are separated by space-semicolon-space, while
works with separate statements of responsibility (or none) are separate by full stop-space.
The second title goes in subfield $b unless a subfield $c precedes it. No subfield code may occur after
$c, so when there are separate statements of responsibility there sometimes has to be a very long tail
in that subfield.
on t.p.
245 ?0
$aHymn /$cCaedmon. Beowulf / [both]

translated into modern English by John
Brown. The Fight at Finnsburth /
translated into modern English by James
Grey.
245 ?2
$aA Christmas carol ;$bThe cricket on the

hearth /$cCharles Dickens.
Caedmon
Hymn
Beowulf
translated into modern English by
John Brown
The Fight at Finnsburth

translated into modern English by
James Grey
on t.p.
Charles Dickens
A Christmas Carol
The Cricket on the Hearth
xiii)
For parallel titles, etc., and more on titles in foreign languages or nonroman scripts, see
Module 4.
- 17 -
PRACTICAL 1D
1.4c Field 246: Variant title [RDA 2.3.6]

i)
You should always enter a title which appears on the resource, e.g. on the cover or spine or as a
caption, and differs from the title proper in its first five words,13 as a variant title in 246. In such
cases we want the variant to be indexed for searching and also to create a public note, and we
achieve this by assigning 1 (= Note, added entry) as first indicator. The second indicator
determines the introductory phrase used in the public note:
2
3
4
5
Distinctive title (serial issues only)

Other title (if nothing specific available)
Cover title
Title from added title page
6
7
8
Caption title
Running title
Spine title
ii) You should not include initial articles in variant titles, because there is no skip-in-filing indicator
available.
on t.p.
245 ?0
$aAlienation in the workplace :$ba report

for the Institute of Personnel /$cJane
White.
246 18
$aWhite report
Alienation in the Workplace

a report for the Institute of Personnel by
Jane White
on spine
Appears to public users as:

Spine title: White report
The White report
iii) If there is no appropriate second indicator available you can leave the indicator blank and create
your own introductory phrase, using subfield $i. The phrase should end with a colon.
on t.p.
The 1990s Workplace
245 ?4
$aThe 1990s workplace :$ba report for the

Institute of Personnel /$cby John Brown.
246 1_
$iCommonly known as:$aBrown report
A Report for the Institute of Personnel

by John Brown
Popular title for work
Appears to public users as:

Commonly known as: Brown report
The Brown report

Subfield $i is particularly useful for introducing a corrected version of the title if the title found on the
resource has errors (see Module 3).
13
Do not record the original title of the work, if different, as a variant title, because this will have a controlled access
point. (See Module 2.)
- 18 -
iv) You should also enter variant titles for:
spelled-out versions of numerals, ampersands, acronyms and abbreviations
simplified versions of titles entered in nonstandard ways, e.g. using $ for s
alternative titles (see example at 1.4b(vi))
subtitles which people might take to be the main title
versions of titles with integrated statements of responsibility removed (example at 1.4b (vii))
any other version of the title which people might reasonably be expected to search under, e.g.
versions including introductory phrases (see example at 1.4b (iv)) or with the elements rearranged.
There are some useful guidelines about when to enter variant titles at LC-PCC PS 2.3.6.14
Because such variant titles are only for the sake of searching and there is no need to generate a note,
the first indicator should be 3 (=No note, added entry). The second indicator is usually blank,
but for alternative titles, subtitles and versions with some words removed it is 0 (portion of title).
Variant titles which do not generate notes are really just access points. They have been included in
this module rather than Module 2 because one normally registers the need for them when entering
the title proper and it is a good idea to sort them out straight away.
on t.p.
245 ?0
$a101 ways to cook nettles /$cby June

Green.
Nettles
246 3_
$aOne hundred and one ways to cook

nettles
by June Green
246 30
$aNettles
on t.p.
245 ?0
$aNettles & nightshades /$cby June Green.
101 Ways to Cook
Nettles & Nightshades
$aNettles and nightshades

246 3_
by June Green
on t.p.
A beginners guide to
$w*@r!ng
245 ?2
$aA beginners guide to $w*@r!ng

Jennie Blue.
/$cby
246 3_
$aBeginners guide to swearing
246 30
$aSwearing
245 ?0
$aNettles and nightshades : $bMother

Natures remedies /$cby June Green.
246 30
$aMother Natures remedies
by Jennie Blue
on t.p.
Nettles and Nightshades

Mother Natures remedies
by June Green
14
There are no examples in RDA or LC-PCC PS of variant titles which include other title information in $b, part
numbering in $n or part titles in $p, but these are valid MARC subfields and it is occasionally useful to use them, e.g.
for multilevel parts when the hierarchy of levels is not clear.
- 19 -
PRACTICAL 1E
1.4d Field 250: Edition and revision statements [RDA 2.5]

i)
According to FRBR, edition statements found on a resource are manifestation-level statements, so

normally the cataloguer will simply transcribe any statements indicating difference of version
found on the resource,15 to help with identifying that particular resource, without trying to
establish whether the resources content actually differs from that of any other issue.
ii) The only difference between edition and revision statements is that the latter suggest changes short
of a whole new edition.16
iii) Edition/revision statements consist of a designation of edition/revision and any statement of
responsibility which both is found on the same source as the designation and relates to that
edition/revision but not to all issues.
iv) Indicators are always blank. Statements of responsibility go in subfield $b, unless this has been
used already. Neither $a nor $b may be repeated.
v) The designation does not have to be in any particular form or terminology, but it must include
identifying terms for the edition (usually spoken of as a name). For instance, a statement such
as This edition published 2003 could not be used in this element, but This Northern Ireland edition
published 2003 would allow you to extract the designation Northern Ireland edition. Edition
statements typically include words such as edition, issue, release, level, state or update or
indicate a distinctive content, geographic coverage, language, user-group, format, layout, or date.
Date is an identifying term only if used adjectivally, e.g. 2003 version, because This edition
published 2003 leaves it open to the publisher to issue another edition in the same year.
Beware also of dition and similar in languages where it means only a new printing and of edition,
issue, etc. used for serial issues or in series titles.
vi) If the resource gives details of previous issues you should use only statements which apply to the
resource in hand. If the information is readily available we make 500 notes about the immediately
previous edition, or about the original issue if the core text is more or less unchanged (see 1.4i,
below).
vii) There may be multiple current edition and/or revision statements on a resource. In practice
you can treat all the statements, whether edition or revision, in the same way, just putting them into
15
If you happen to be aware of relevant statements in other sources (e.g. in publishers catalogues), you may use
these in 250, but in square brackets to show that they do not come from the resource itself. If you happen to know
that the statements on the resource are misleading or that the content has changed substantially, see Module 3.
16
In pre-digital days this would have been the difference between setting up type afresh for the whole publication
and merely making changes within a few existing typeset pages and/or adding a few more pages and; but digital
publication is blurring this distinction.
- 20 -
a sensible order. The first word of each separately-occurring statement should be capitalised, with
the statements separated by commas. 17
viii) If the designation consists only of numbering with no words, supply [edition].
ix) If edition-type information is integrated into the title, e.g. SalesSuccess6, do not repeat it in 250.
on t.p.
250 __ $a1st edition.
1st edition
inside back cover
250
__
$aThird edition
/$brevised and
corrected by
June Green.
on t.p.
245
?0
Essential First Aid for

Librarians
250
__
revised by June Green
$aEssential
first aid for
librarians
/$crevised by
June Green.
on t.p. verso
$aNew edition.
Third edition, revised and

corrected by June Green
New edition
[Although the
statement of
responsibility does
not apply to all
editions it is not on
same source as
edition designation,
so stays with the title
info.]
on t.p.
250
__
$aThird ed.,
revised and
corrected.
250
__
$aFortieth
anniversary
edition 2010.
250
__
$aStudent
edition,
International
edition.
250
__
$aAbridged.
250
__
$aNew
illustrations
/$bby Joan
Silver,
Corrected.
250
__
$a*** [edition].
Third ed., revised and corrected
on t.p.
Fortieth Anniversary Edition
2010
on t.p.
Student edition
on cover
International edition
on t.p.
Abridged
on t.p.
New illustrations by Joan Silver
on t.p. verso
Corrected
on t.p.
***
17
RDA Appendix 5 says that the first word of edition designations should be capitalised but its examples for multiple
edition designations and for revision designations are inconsistent, perhaps reflecting the fact that multiple
designations may be presented on a resource as a single statement, e.g. Fourth edition, corrected, with a new
preface.
- 21 -
on t.p.
250
__
$aDraft 3.
245
?0
$aMarketLeader4.
Draft 3
on cover (no t.p.)
[no 250]
MarketLeader4
500
Checking OLIS for matches

found MarketLeader3, dated
2008, same publisher etc.
__
$aPrevious
edition
published as:
MarketLeader3.
2008.
PRACTICAL 1F
1.4e Field 264: Publication and copyright [RDA 2.8, 2.11]

i) You must always give a publication statement and, if available, a copyright date. The
latter goes in a separate 264 field with only subfield $c and no final punctuation. The second
indicator shows whether the 264 holds a publication (1) or copyright (4) statement. 18 The first
indicator for single-volume monographs is always blank.
on t.p
264
_1
$aNew York :$bSmith Press,$c2010.
264
_4
$c2011
Smith Press
2010
on t.p. verso
Published by Smith Press, New York.
2011.
ii) We usually record only the first named publisher and the first place associated with that
publisher, using the preferred order of sources (see Table 1, above). Please remember that place
information should be taken from the same source as the publishers name if possible.
on t.p
264
_1
$aNew York :$bSmith Press,$c2010.
2010
Smith Press
New York London
Brown Books
Seattle
on t.p. verso
Published in Seattle by Brown Books and
in London and New York by Smith Press.
18
There are also other values for production statements (used for special materials) and for distribution or
manufacture statements (sometimes used if the publication information is inadequate - see Module 3.
- 22 -
iii) You may record a second publisher or place if you think it important, e.g. if the title page has a
long alphabetical list of places associated with an international publisher but another source makes
clear that the publication was managed somewhere other than than the first place listed. You should
also give multiple places or publishers if these are associated with different ISBNs. Subfields $a and
$b are repeated as necessary. If there are multiple publishers, each is preceded by the relevant
place(s).
on t.p.
264
_1
$aAdelaide ;$aOslo :$bUniversity of

Rutland Press,$c2011.
020
__
$a0838934862$qSmith Press
020
__
$a0313259968$qBrown Books
264
_1
University of Rutland Press

Adelaide Bombay Kinshasa,
London Oslo Warsaw
2011
on t.p. verso
Published by the University of
Rutland Press, Oslo.
on t.p. verso
Published in New York by Smith
Press and Brown Books, 1982.
ISBN: 0838934862 (Smith Press)
ISBN: 0313259968 (Brown Books)
$aNew York :$bSmith Press :$bBrown

Books,$c1982.
iv) Places and publishers are usually recorded as found, including any larger jurisdiction
mentioned with the town of publication and any larger organisation mentioned with the specific
imprint (but if several levels of corporate hierarchy are given you can omit the intermediate ones
unless they are needed for identification).
on colophon
264
_1
Published in 2012 by Fleecem Books,

Flyby Enterprises, Taunton, Somerset.
$aTaunton, Somerset :$bFleecem

Books, Flyby Enterprises,$c2012.
v) If the publishers name occurs in a phrase indicating function (other than simply publishing),
record the whole phrase.
on colophon
264
_1
Published by Fleecem Books in

association with Flyby Enterprises.
Taunton, 2013
- 23 -
$aTaunton :$bFleecem Books in

association with Flyby
Enterprises,$c2013.
vi) The publication date may appear on the resource in a publication statement or in an
edition/revision statement or on its own; but dates of printing or distribution should not be considered
as publication dates. If there is a detailed publication history, be careful to use the latest statement.
Dates are usually just years, but if the resource gives a month or exact day, transcribe that.
on t.p.
264
_1
Fleecem Books
$aTaunton :$bFleecem Books,$c1 May

2006.
Taunton
on t.p. verso
Originally published by the Chuzzlewit
Press in 1939
Reissued with a new preface 1940
Re-typeset 1951
First Fleecem Books edition 1 May 2006
3rd impression 2010
Dates found on the same source as the title usually take precedence over others, but if it is stated
clearly elsewhere that the date on the title page is only a printing date you can ignore that date.
on t.p.
264
_1
$aTaunton :$bFleecem Books$c1940.
1955
on t.p. verso
This revised edition 1940
Reprinted 1942, 1948, 1955
vii) If a year is given in roman numerals, transcribe it as found but follow it with the corresponding arabic
numerals in square brackets.
on colophon
264
_1
Published in London by Brown Books
$aLondon :$bBrown Books,$cMCMLXXXII

[2013]
MCMLXXXII
viii) If the resource has both publication and copyright dates they should both be recorded, even
if they are the same year. The copyright date is preceded by and is entered in a separate 264
field with second indicator 4. Only the most recent copyright date is used. (But you do not need to
add copyright dates to downloaded records which have only a publication date.) Downloaded
records may have the word copyright instead of , and this is acceptable.
- 24 -
on colophon
264
_1
$aTaunton :$bFleecem Books,$c2012.
Published 2012 by Fleecem Books,

Taunton.
264
_4
$c 2012
2012
ix) If the resource has only a copyright date use this to supply a conjectural publication date, in
square brackets, unless you can easily supply a more accurate date, e.g. because you have seen it
on a publishers website. (Be wary of copyright dates which seem implausibly early - see Module 3).
on colophon
264
_1
$aTaunton :$bFleecem Books,$c[2012?]
Fleecem Books, Taunton.
264
_4
$c 2012
2012
x) For missing, incorrect or fictitious places, publishers or dates, including cases where a
resource is issued with a new ISBN on the cover but the internal information is still that of the
previous issue, see Module 3. For foreign-language places and publishers, and dates in
calendars other than the Gregorian, see Module 4. For multipart materials where place,
publisher or date differs between parts, see Module 6.
PRACTICAL 1G
1.4f Field 300: Physical description

Field 300 gives physical information.
i) Both indicators are always blank.
ii) Subfield $a gives the extent of the item, as a certain number of physical units [RDA 3.4].
For single-volume books the units are pages or leaves or (rarely) columns. We count in pages
when each side is numbered separately and in leaves when there is a single number for both sides.
If there is no numbering, count in pages if printed on both sides and in leaves if printed only on
one.
If there are several sequences, e.g. a roman and an arabic sequence, list them all.
Use the number of the last numbered page or leaf or column in each sequence. Ignore any
unnumbered pages or leaves unless their content is particularly substantial and important.
Pages or leaves which contain illustrative matter (pictures, maps, diagrams, etc.) and are not
included in the numbering of the other sequences are called plates. You should record plates as a
separate sequence in subfield $a even if they are scattered through the resource. If they have no
page or leaf numbering, count them (as pages if they have content on both sides, as leaves if they
have content on only one) and record them as unnumbered pages or leaves of plates. Unless
- 25 -
there is exactly one illustration per page/leaf, be careful not to treat any illustration numbers as
plate numbering.
300 __$a321 pages
300 __$axi, 321 pages
300 __$axi, 321, 23 pages
300 __$axi pages, 321 leaves, 23 pages
300 __$axi, 321 pages, 8 pages of plates
300 __$axi, 321 pages, 6 leaves of plates
300 __$axi, 321 pages, 8 unnumbered pages of plates
iii) Subfield $b contains other physical details. In the case of books this is information about
illustrations [RDA 7.15, 7.17]. If there are no illustrations this subfield is omitted.
We do not go into details of types of illustration, except that we specify whether there are maps.
We specify whether the resource is all illustrations (i.e., no text apart from simple captions and/or
a brief introduction) or chiefly illustrations (more than 50% illustrations and the text serves to
support the illustrations rather than vice versa).
We specify whether the illustrations and maps are in colour or chiefly in colour or some in colour. 19
If downloaded records go into more detail, it is fine to accept it. You can also accept U.S. spelling
for color.
300 __$a321 pages :$billustrations
300 __$a321 pages :$bmaps
300 __$a321 pages :$billustrations, maps
300 __$a321 pages :$ball illustrations
300 __$a321 pages :$bchiefly illustrations
300 __$a321 pages :$bcolour illustrations
300 __$a321 pages :$bchiefly illustrations (some colour)
300 __$a321 pages :$bmaps (some colour)
300 __$a321 pages :$billustrations (chiefly colour)
iv) Subfield $c gives the resources dimensions [RDA 3.5]. For books this is usually the spine height, in
centimetres, to the nearest centimetre above.
If the book is wider than it is high or more than
twice as high as it is wide, record the width as well. If the height is less than 10 cm, record it in
millimetres.
Note that cm and mm are considered in RDA to be symbols rather than abbreviations, so have no full
stop.
300 __$a321 pages ;$c24 cm

300 __$a321 pages :$billustrations ;$c24 cm
19
For RDA, illustrations and colour are separate elements, but in MARC the information has to be combined in one
subfield. The punctuation shown is based on a JSC example of a MARC bibliographic record in the RDA Toolkit
(viewed December 2012).
- 26 -
300 __$a321 pages :$billustrations ;$c10x20 cm

300 __$a321 pages :$billustrations ;$c30x10 cm
300 __$a321 pages :$billustrations ;$c87 mm
iv) For books with no pagination, odd pagination or complex pagination and for sheets, cards and boxed
materials, see Module 3; for other non-book materials, see Module 5; for multipart materials, see
Module 6.
1.4g Fields 336, 337, 338: Content type, Media Type, Carrier Type
These fields convey some of the same information as field 300, but in a codified way which suits
machines rather than people. Ideally the machines will use the data to generate user-friendly icons in
public-facing catalogues, to help people select the kind of resource they want. For simple books they are
entered as follows:
336
336
337
338
__
__
__
__
$atext$2rdacontent [unless resource is all illustrations]

$astill image [only if resource is all or chiefly illustrations]
$aunmediated$2rdamedia
$avolume$2rdacarrier
The data in subfield $a gives an indication of:
content type (336) - the form of the resources content, e.g. text, notated music, performed
music, still image [RDA 6.9]; we usually use text for books, but for books which are recorded as all
illustrations in 300 $b we use still image and for books recorded as chiefly illustrations we use both.
media type (337) - whether any type of equipment is required to access it, e.g. audio, video,
computer [RDA 3.2]
carrier type (338) - its specific physical form, e.g. audio disc, audiocassette, computer disc [RDA
3.3].
The terms used are taken from set vocabulary lists. The list used is specified in subfield $2.
Some agencies enter brief codes instead of whole-word terms, using subfield $b rather than subfield $a.
If you find these in a downloaded record you do not need to change them.
PRACTICAL 1H
1.4h Field 490: Series statement [RDA 2.12]

i) The first indicator shows whether the record contains, in addition to the 490 series statement, an
8XX field containing a standardised access point for the series, to help with systematic searching.
OLIS requires series access points in full-level records (see Module 2), so your first indicator will be 1.
The second indicator is always blank.
Many downloaded full-level records from good sources do not have series access points, so use 490 1st
indicator 0. You will need to add an access point for each series and change the 490 1st indicator to 1.
- 27 -
ii) Remember that the preferred source of information is the series title page, if any, rather than the
same source as the title proper. However, series information is often treated rather as advertising
material and may be found in many places, particularly covers and inside covers, final pages and even
dustjackets. If it is difficult to find, make a 500 note of its whereabouts.
Be cautious of slogan-type statements, e.g. A Cedric Slyme mystery, which may seem series-like but are
used very casually; the next story may be A Slyme family mystery. These are usually best recorded as
500 quoted notes. For more on borderline cases, see Module 3.
iii) Some resources are in more than one series. Unless they relate to each other as series and subseries,
each should be recorded in a separate 490 field.
iv) Recording a series statement (except for any ISSN or numbering within series) is very much like
recording the title statement in 245, with the same capitalisation, punctuation, etc., but:
do not record other title information or statements of responsibility unless they are needed to
distinguish the series from others
there are no separate subfields for other title information, statements of responsibility or partnumbering (i.e. subseries numbering) or part-title (i.e. subseries title).
on series t.p.
490
1_
$aEssential skills for librarians
490
1_
$aPublications / Institute of
Personnel. Occasional papers series
Essential Skills for Librarians

A survival kit for the 21st century
Series editor: Jane White
on t.p.
A survival kit for the 21st century!

on series t.p.
Institute of Personnel
Publications
Occasional papers series
Only the statement of responsibility

distinguishes this series from others.
iii) If there is an ISSN on the resource itself, record it in subfield $x, preceded by a comma.
Hyphenation is retained.
If there are ISSNs for both series and subseries, record both in the appropriate places. Repeat
subfield $a if a subfield $x intervenes between series and subseries.
on t.p. verso (no series t.p.)
490
1_
Essential Skills for Librarians

ISSN: 1234-5678
- 28 -
$aEssential skills for librarians,

$x1234-5678.$a2, Coffee-break
cookery,$x8765-4321
2. Coffee-break cookery
ISSN: 8765-4321
iv) If the individual resources in the series are numbered, record this numbering within series in
subfield $v, preceded by a semicolon.
Numbering within series may be numeric (e.g. Volume 1, Volume 2), alphabetical (e.g. Part A,
Part B), chronological (e.g. 1921, 1922), some other term (e.g. a colour) or a combination.
Numbers spelled out as words are converted to arabic numerals. Chronological numbering
which gives a spread of years should be recorded, for the sake of clarity, as 4-digit years separated
with a slash, e.g. 1961-2 would be recorded as 1961/1962.
If you find a caption with the numbering on the resource (e.g. Volume, Part), record it, leaving a
space between the caption and the numbering; but do not supply captions or change the caption
to match other resources in the series or abbreviate them. English-language captions are not
capitalised.
You should record multilevel numbering, e.g. no. 1, pt. 3.
If the resource has multiple types of series numbering, you should give both types. For example, if
a series used both ordinary numeric numbering and child-friendly colour-terms, you would write
e.g. bk. 1, pink or bk. 2, green, as long as the words pink or green were used; you would
ignore coding conveyed only by the actual colour of the resource.
If numbering is given both chronologically and in another way, the chronological numbering comes
second, in parentheses, e.g. v. 3, no. 2 ( August 1982).20
Record numbering after the series or subseries information or both, depending on which it applies
to. Repeat subfield $a for the subseries title when a subfield intervenes between series and
subseries.
If numbering is integrated into the series/subseries title, do not try to separate it out.
on cover (no series t.p.)
490
1_
$aEssential skills for

librarians,$x1234-5678 ;$vII
on cover (no t.p. or series t.p.)
245
?0
$aAmbridge and district.
Ambridge and District
490
1_
$aBarsetshire bus timetable,$x12345678 ;$vno. 7.$aSouthern area

;$vpart B
245
?4
$aThe silent library /$cLaurence

Lamb.
490
1_
$aThe annual Lector lectures series,

$x1234-5678 ;$v3rd season
Essential Skills for Librarians II

ISSN: 1234-5678
Barsetshire Bus Timetable no.7

Southern Area Part B
ISSN: 1234-5678
on t.p. (no series t.p.)

Laurence Lamb
The Silent Library

20
ISBD does not seem to specify any punctuation for this situation, but there seems to be an agreement to continue
the AACR2 practice.
- 29 -
(2005/2006)
The Annual Lector Lectures Series

Third Season 2005-6
ISSN: 1234-5678
on back cover (no series t.p.)
490
1_
The twentieth story in the

Adventures of Cedric Slyme Series
$aThe twentieth story in the

adventures of Cedric Slyme
series,$x1234-5678
ISSN: 1234-5678
PRACTICAL 1I
1.4i Fields 5XX: Notes
We have already mentioned many of the cases where we would make notes: to correct or explain
misleading information (see Module 3); to give the preferred source of information if there is no title
page (see 1.4b(i)); to give the source for information taken from outside the resource (see Module 3); to
deal with characters which we cannot represent as found (see Module 4); to quote important information
which does not quite belong anywhere else; and to give details of the previous edition or original issue.
We also saw that the 246 field can generate a public note (see 1.4c).
i) Notes may be quoted, formal or informal.21
a) Quoted notes are made when you want to transcribe important information which does not quite
belong anywhere else. It is also a good idea to quote any information which is ambiguous or
sensitive, to avoid committing yourself to a paraphrase. In quoted notes you use quotation marks
and retain the capitalisation and punctuation of the original. You should give the source of the
quotation at the end, unless it is the same source as the title.
on t.p.
Historic railway timetables of

northern Essex
Colchester, Braintree,
Walton, Frinton, Clacton,
Tiptree, Maldon & Chelmsford
245 ?0 $a Historic railway timetables of

northern Essex.
500 __ $aColchester, Braintree, Walton,
Frinton, Clacton, Tiptree, Maldon &
Chelmsford.
500 __ $aPublished to coincide with the exhibition The Romance of Rubens at

the Baroque Gallery, 15 February to 13 April 1910--Colophon.
Sometimes brief phrases are in effect quoted, but without quotation marks, following an
introductory phrase such as At head of title: or At foot of title page. This is often done for
21
RDA gives few instructions about the form of notes, but OLIS will continue AACR2 practices for the sake of
consistency, clarity and brevity. Notes in downloaded records which are differently formulated may be retained, as
long as they are clear.
- 30 -
phrases which act almost as part of the title or for names of organisations whose role is unclear.
Since there are no quotation marks, you do not have to retain the capitalisation and punctuation of
the original.
on t.p.
Max Doughnut presents
Ronald Rabbit
in
245 ?0 $aOmlet, Prince of Denmark.

246 3_ &aMax Doughnut presents Ronald Rabbit
in Omlet, Prince of Denmark
246 3_ $aRonald Rabbit in Omlet, Prince of
Denmark
500 __ $aAt head of title: Max Doughnut
presents Ronald Rabbit in.
500 __ $aAt foot of title page: The Gladstone Trust.

b) Formal notes are created according to set recipes. This can save time and promote clarity.
Source of title is always in the form Title from .22

500 __ $aTitle from cover.
23
500 __ $aTitle from caption on page [iii].
Bibliographical references and indexes
Field 504 is used for bibliographical information, and index information may be added to this;
but field 500 is used if there is only an index. Indicators are blank.
500 __ $aIncludes index.
504 __ $aIncludes bibliographical references.
504 __ $aIncludes bibliographical references and index.
Pagination is given for systematic bibliographies, filmographies, etc. but not for bibliographical
references in notes, even if these occur all together as endnotes.
Details of online resources, even substantial webographies, are usually subsumed under
bibliographical references, but filmographies and discographies may be mentioned separately.
504 __ $aIncludes bibliographical references (pages 222-225) and index.
504 __ $aIncludes bibliographical references (pages 222-225), filmography
(pages 226-240) and index.
Publication history notes should be made if you have readily available details of the immediately
previous edition, or of the original issue of a text which is a facsimile or is more or less unchanged
(ignoring introductions, notes, etc. and minor corrections) or which has been translated.
You only need to cite details which are different from the resource in hand.
22
It is important to distinguish between Title from cover and Cover title. The first means that the cover is the
preferred source of information, while the second is used for a variant title found on the cover. 500 notes about
variant titles are found mainly in older records, created before the 246 field was developed.
23
Page references are supplied in square brackets if the page is unnumbered but the number is inferred from the
surrounding pages.
- 31 -
These notes usually consist of an introductory phrase followed by a colon and a citation of the
distinctive identifying attributes of the earlier resource, using ISBD punctuation, with full stopspace between the various statements. 24 But if the information is not altogether clear it is
often better to make a quoted note.
500 __ $aPrevious edition: 2003.
500 __ $aPrevious edition published as: Samarkand short-stay guide / Timmy
Lane. Gull Books, 2003 (Gull short stay guides).
500 __ $aOriginally published in French as: Le chat qui chante. Paris :
Editions Marie, 2005.
500 __ $aFacsimile of: The misfortunes of lazy Lionel : a warning. Third
edition. London : Sunday School Press, 1872.
Downloaded records may give this kind of citation in a 76X, 77X or 78X field, which has
separate subfields for edition, imprint, etc. It is fine to accept these.
Contents
We usually make contents notes only when a resource manifests a number of distinct and
substantial works. An omnibus edition of novels, a collection of plays or a collection of a few
long poems, essays or articles would get a contents note, but not chapters or short poems,
essays or articles, unless your institution has a policy of being more generous.
The elements are separated by space-double dash-space. If there is part numbering before the
elements, this is followed by stop-space.
Contents notes use field 505. There is a wide range of indicators and subfields available, but
OLIS policy is to use the simplest options: first indicator 0 (which generates the caption
Contents); second indicator blank (= basic) and a single subfield $a for all the data.
245 _0 $aThe Lord of the Rings /$cJ.R.R. Tolkien.
505 0_ $apt. 1. The fellowship of the ring -- pt. 2. The two towers -- pt. 3.
The return of the king.
You can include other title information if helpful. If the components are by different authors you
should add statements of responsibility. Other information, e.g. edition, is added only if of real
importance.
505 0_ $aAlienated women : workplace experiences 1950-1980 / John Brown [and
five others] -- Wage discrimation in a Coventry factory / Jane White. Revised
edition -- Women in the aerospace industry / June Green.
Some downloaded records have much more detailed or elaborate contents notes, often with
different MARC coding and sometimes with different punctuation. It is fine to retain these
unless they seem unacceptably faulty; if they do, delete them rather than spending a lot of time
on corrections.
Some downloaded records have machine-generated contents notes, derived from publishers
non-MARC data. These may have little punctuation or spacing, but they should be retained
unless they seem unhelpful. It is sometimes worth spending a very short amount of time
introducing spaces between words to improve keyword searching.
24
Note that ISBD prescribes round brackets for series statements not on a separate line.
- 32 -
Literary form Most OLIS records have Library of Congress Subject Headings which convey what
the resources are about and often also whether the content is in a specific form, e.g. poetry or
statistics. However some resources, e.g. collections of poems by a single author with no specific
genre or topic, do not get LCSH.25 If there is nothing else in the record (e.g. in title or series) to
indicate the form of the content we make a very brief note.
245 ?0 $aDustbins at sunset /$cJoan Silver.
500 __ $aPoems.
245 ?0 $aFrom my wastebin /$cJean Rose.
500 __ $aMagazine articles.
245 ?0 $aGarbage /$cJames Grey.
500 __ $aPlay.
c) Informal notes are free-text and can cover any information you think important which is not
suitable for quoted or formal notes. They are often used to clarify misleading or defective
information or to give extra details of complicated or unusual physical formats (see Module 3).
500 __ $aFold-out map attached to inside back cover.
There are a great many other special types of notes, many of which have specific 5XX fields, but most of
these are for special types of material (see Module 4, Module 5, Module 6). You may occasionally want
to make a Target audience note (521) if the resource is explicitly targeted at a specific group or a
Terms governing use and reproduction note (540) if the terms are unusual. Such notes should
always be based on information in the resource or from the publisher, and it is often a good idea to
quote.
521 __ $aKS2--Cover.
540 __ $aThe worksheets may be photocopied only by bona fide purchasers of
this resource and only for use in institutions where they are personally
employed in teaching activities--Facing title page.
iii) Downloaded records may have other types of note. You should retain these unless preposterous.
Particularly common are 520 notes containing summaries, often publishers blurbs. It is worth casting
an eye over these just in case of anything which might be offensive or which makes illegal claims.
PRACTICAL 1J
1.5 008: Fixed-length data elements

i) The 008 field consists of a string of 40 characters, numbered as 0-39, containing codes whose
meaning depends on their position . Here is a typical string for a single-volume English-language
book, with the most important positions labelled:
25
See Library of Congress Subject Headings: principles, resources, references, E.1

- 33 -
008
120807s2012^^^ênka^^^^^b^^^^001^0êng^d
00-05
06
record date
date type
15-17
country
07-14
35-37
18-21
illustrations
language
date(s) of resource
The caret symbol (^) indicates a blank.

The table below shows which kind of information goes into each position. The greyed out positions
either are system-supplied or never require editing.
Table 4: 008 positions
Country
of publ.
Illustrations
Nature of
contents
Language
Modified?
Source?
Date 2
Govt. pub.?
Conference?
Festschrift?
Index
Undefined
Lit. form?
Biography?
Date 1
Audience
Carrier form
Record date
(systemsupplied;
YYMMDD)
Date type
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39
Because the codes are selected from limited lists, they are very efficient search terms, but the
information is of very broad types and used alone would produce huge results sets. They are used
mainly to refine searches and usually appear in public-facing views as filters or facets.
MARC cataloguing systems offer dialog boxes with dropdown lists or similar to help cataloguers find
the right codes for each position or group of positions. You can find full lists of values, with helpful
notes and examples, in the Marc Standards for 008.
ii) The most important positions are 008/06-17 and 008/35-39. These are the same for all formats and
are mandatory.
iii) Positions 18-34 have different meanings depending on the format of the resource.26 For instance,
illustrations are relevant to books and suchlike but not to audiorecordings. We warmly encourage
cataloguers to use all the positions when applicable, because unless a substantial number of records
code a position there is no point in setting up a facet or filter to use it.
iv) 008/06-14. The code in 06 indicates what kinds of date appear in 07-14:
s means that a single date is given, matching the publication date in 264 _1 $c (unless that date is
incorrect).
Date type
6 7 8 9 10 11 12 13 14
Date 1
264 _1 $aLondon :$bSmith Press,$c2010.
Date 2
s 2 0 1 0
r means that the resource is known to be a reissue of an earlier text, with no major changes to the
core text (although minor corrections, prefaces, etc. are ignored). It is followed by the date from 264
_1 $c in 07-10 and the date of the original issue in 11-14. There should be a 500 note in the record
to explain the latter date.
26
The basic formats for MARC records are BK (books and similar), CF (computer files), MP (cartographic material),
MU (music, both notated and audio, and other sound recordings), CR (continuing resources, VM (visual materials)
and MX (mixed materials). The format coding is embedded in the template used to create the record.
- 34 -

Date type
6 7 8 9 10 11 12 13 14
Date 1
500 __ $aOriginally published: Brown Books, 2003.
Date 2
r 2 0 1 0 2 0 0 3
t is used if both publication and copyright dates are given and they are different (unless the resource
is known to be a reissue - r has priority).

Date type
6 7 8 9 10 11 12 13 14
Date 1
264 _4 $c2009.
Date 2
t 2 0 1 0 2 0 0 9
For vague dates see Module 3; for production dates see Module 5; for multipart materials issued over
several years, see Module 6.
iv) 008/15-17. Country of publication or state (in United States), province (in Canada), or
territory (in Australia). This should relate to the place in the first 264 _1 $a. England, Wales,
Scotland and Northern Ireland have separate codes, ending in k (enk, wlk, stk, nik). U.S. state
codes all end with u, e.g. cau = California and nyu= New York State.
15 16 17
264 _1 $aSwansea :$bJones Press,$c2010.
Country
of publ.
w l k
v)
008/18-21. Four positions where single-letter codes can be entered to indicate illustrations of
various types. We only use a (= illustrations in general) and b (= maps). The codes should
correspond to the information in 300 $b and are input in alphabetical order.
18 19 20 21
300 __$a321 pages :$bcolour illustrations, maps ;$c20 cm
Illustrations
a b
vi) 008/22. A single letter code indicating whether the material is designed for a special audience, e.g.
an age group. Do not enter a code except on the basis of explicit information is supplied by the
resource or its publisher, because authors and publishers may respond vigorously to anything they
consider a misrepresentation. The most frequently-used code is j (= juvenile). The code e (=
adult) implies that the material should not be supplied to minors. This position often corresponds to
a 521 Target audience note, but may also correspond to information in the title statement, edition
statement, series statement or imprint.
- 35 -
22
245 ?0 $aFive little ducks :$bcounting rhymes for children.
Audience
[No 521 needed.]
008/23. A single-letter code for the form of item, i.e. the physical form of the carrier. This enables you
to specify, for example, whether your book is e.g. on microfilm or online in braille or large-print or a
regular print reproduction (= photocopy). More on this in Module 5.
vii) 008/24-27. Four positions which allow you to enter single-letter codes indicating whether the
content is of a special kind (offprint, calendar, comic/graphic novel, abstract/summary,
bibliography, catalog, dictionary, encyclopedia, handbook, legal articles, index, patent document,
discography, legislation, thesis, survey of literature in a subject area (n), review, programmed text,
filmography, directory, statistics, technical report, standards/specifications, legal cases, law reports
and digests, yearbooks, treaties).
These values are used if the resource is at least 20% of the kind in question, except in the case of
bibliographies, whose code (b) is used whenever there is a 504 field.

The index value is used in these positions only if the resource substantially consists of an index,
e.g. for a resource consisting of a scholarly index to Jane Austens novels. There is a separate
position (008/31) for the ordinary kind of index to a resource which is a few pages long and occurs
at the end of that resource.
Nature of
contents
n b
Govt. pub.?
Conference?
Festschrift?
Index
24 25 26 27 28 29 30 31
245 ?2 $aA survey of recent research into the marine biology

of the Bay of Naples.
504 __ $aIncludes bibliographical references and index.
viii) 008/28, 29, 30. Positions where you can indicate whether the resource is a government
publication of any kind (various codes available, including ones for local government and
international intergovernmental), a conference (1 = yes) or a Festschrift (1 = yes).
ix) 008/31. Here you can indicate whether the resource has its own index (see (viii), above); 1 if it
does, 0 if it does not.
x)
08/33. A very valuable position where you can indicate whether the resource is in a particular
literary form. Fiction (not further specified) is 1, non-fiction (not further specified) is 0, and
there are also values for dramas (d), essays, humour/satires, letters, mixed forms, novels,27 poetry
(p), short stories or speeches.
xi) 008/34. Another valuable position, where you can indicate whether there is a significant
biographical content (a =autobiography, b = individual, c = collective, d = contains
biographical information).
27
It is not OLIS policy to use the value for novels, because most of our novels are already coded as fiction and
splitting novels between two values would make them more difficult to find.
- 36 -
xii) 008/35-37. Mandatory positions for a 3-letter language code, giving the main language of the
resource. If the resource is in various languages or is a translation you can amplify this information
in field 041 (see Module 4). For English-language material the code is eng.Example of a full
bibliographic description
Here is the complete record for Example 1, including the indicators and 008 field.
008 120807r20041998enkab^^^^^^^^^001^0êng^d
020 __ $a9781133190110$qhardback
020 __ $z9781133190905$qe-book
245 ?4 $aThe gargoyles of Gloucester :$ba tour.$nPart one,$pThe city centre
250 __ $a3rd edition /$bwith new maps by Walter Spout.
264 _1 $aStony Stratford :$bCurlicue Press,$c2004.
264 _4 $c2004.
300 __ $a93 pages :$billustrations, maps ;$c18 cm
490 1_ $aEnglish architecture series,$x1212-3434 ;$vnumber 3
500 __ $aMaps on endpapers.
500 __ $aFirst edition published as: Gloucester City gargoyles. Smith Books,
1998.
500 __ $aA Gloucester Guides book--Title page verso.
8XX ?? $a[Series access point]
PRACTICAL 1K
1.6 And finally: STA PROVISIONAL
Aleph has a great many locally-defined fields which use letters instead of numerical tags. Most of these
are for special types of material and special processes,28 but every cataloguer needs to know about the
STA field, which contains terms indicating a temporary status of the record. These values are used to
prevent records from being exported to other databases before they are finalised. If you are creating a
full-level record and want to save it before it is finalised (because it needs checking or you have a query
or just for a coffee-break), please be very careful to add an STA field:
STA __$aPROVISIONAL
PRACTICAL 1L
QUIZ 1
The Bodleian Libraries, December 2012, May 2013, November 2013
css@bodleian.ox.ac.uk
Please feel free to get in touch if you are interested in using this material.
28
They are listed in Module 7: Copy Cataloguing.

- 37 -
2. Resource access. Last revised March 2014
Module 2: Resource access

2.0 Purpose and scope ...................................................................................................................- 2
2.1 Which entities need authorised access points? ...........................................................................- 3
2.1a Persons ..............................................................................................................................- 3
2.1b Families .............................................................................................................................- 4
2.1c Corporate bodies ................................................................................................................- 4
2.1d Works and expressions .......................................................................................................- 5
Whole resource .......................................................................................................................- 5
Components of the resource (analytical entries) ........................................................................- 5
Related works .........................................................................................................................- 6
Series .....................................................................................................................................- 6
2.2 Main and added entries .............................................................................................................- 8
2.2a Title main entry ..................................................................................................................- 8
2.2b Corporate body main entry .................................................................................................- 9
2.2c Person/family main entry .................................................................................................. - 10
2.3 How to form authorised access points ..................................................................................... - 11
2.3a Forming authorised access points for personal names [RDA 9] ............................................ - 11
Preferred names for persons .................................................................................................. - 11
Additions for personal names ................................................................................................. - 13
Relators for personal names ................................................................................................... - 14
2.3b Forming authorised access points for families [RDA 10] ...................................................... - 16
2.3c Forming authorised access points for corporate bodies [RDA 11 and 16] .............................. - 17
Preferred names for corporate bodies other than events .......................................................... - 17
Indirect entry [RDA 11.2.2.13-15, 19-31] ................................................................................ - 19
Qualifiers for placenames representing jurisdictions [RDA 16.2.2.9-14] ..................................... - 21
Qualifiers for corporate bodies not represented by placenames [RDA 11.13.1] .......................... - 21
Relators for corporate bodies other than events ...................................................................... - 22
Conferences and other events ................................................................................................ - 22
2.3d Forming authorised access points for works and expressions [RDA 6] .................................. - 23
Work AAPs: preferred titles, responsible entities and qualifiers ................................................. - 23
Expression AAPs .................................................................................................................... - 24
MARC for titles and name-titles .............................................................................................. - 24
Parts and selections ............................................................................................................... - 25
Complete and collected works ................................................................................................ - 26
Relators for works and expressions (not used) ........................................................................ - 26
2.3e Forming authorised access points for series ....................................................................... - 26
Series and name-series .......................................................................................................... - 26
Subseries .............................................................................................................................. - 27
Series qualifiers ..................................................................................................................... - 27
Series for complete and collected works .................................................................................. - 27
ISSNs ................................................................................................................................... - 28
Numbering of part ................................................................................................................. - 28
2.4 Understanding NACO records ................................................................................................. - 29
2.5 Uncontrolled access points for variant titles: 246 and 740 ......................................................... - 33
Examples of full bibliographic records ............................................................................................ - 34
-1-

This module covers the basics of access for the the most common type of OLIS resource, a single-volume
English-language book for which we have adequate and reasonably clear information. More complex
cases are covered in:
Module 4: Foreign-language materials
Module 5: Non-book materials
Module 6: Bibliographic records for multiparts
There are separate training courses for pre-1820 materials and periodicals. Please do not try to deal with
these kinds of material unless trained to do so. 1
The instructions which follow are for full-level,2 finalised records and reflect the OLIS standard for
bibliographic records (post-1820 material).3 They tell you what you would do if you were cataloguing
originally, so where the international standards give options they reflect the options which OLIS has
adopted. However, most OLIS records are copied from external databases and may have been created
by agencies which use different options. We do not edit downloaded records unnecessarily, so the
module sometimes also mentions non-OLIS practices which we would accept in downloaded records.
*
The first job of a bibliographic record is to make clear exactly which resource it represents. This is called
identifying or describing the resource or recording its attributes (see Module 1). This descriptive
information is also often interesting in itself or helpful in selecting between the available resources. The
second job is to make it possible for a user to find the record and thereby to obtain either the information
in the record or the resource it represents. The parts of a record which make it possible to find it are
called access points or entries.4
Some of the information already included in the record for identification, e.g. titles proper, variant titles
and ISBNs, is indexed, and this is often enough to provide a useful level of access. However, this might
be inadequate if the resource had a commonplace title, contributors with commonplace names and no
ISBN. It would also be unsatisfactory if the users interest were not in a single resource but in all the
librarys resources which satisfied a particular criterion, e.g. all the versions of a particular work or all the
resources connected with a particular person or organisation or in a particular series or on a particular
subject. Information which is just transcribed from resources will vary too much between resources to
allow systematic retrieval. For example, Alices adventures in Wonderland was often published as Alice in
1
Pre-1820 materials are usually catalogued to the OLIS Antiquarian standard. However, it is acceptable to catalogue
post-1800 materials to the ordinary OLIS standard if they are not particularly interesting or valuable.
2
Full-level refers to the records encoding level, a MARC code in its 000 field (also called the Leader field) which
indicates its level of detail and whether it is finalised.
3
OLIS does allow brief records without controlled access points to be created for certain kinds of material and also
allows records of lower standards to be added temporarily, e.g. for Acquisitions purposes, but such records must be
specially coded to indicate their limitations.
4
Access points used often to be called headings because they could occur at the head of catalogue cards. This
term is not used in RDA, but it is still used for subject access points and is likely to stay in general use for some time.
Controlled subject headings are an important type of access point, but they are not currently covered by RDA
instructions and have a separate course. See Library of Congress Subject Headings: principles, resources,
references.
-2-
Wonderland, and was also translated, for example as Alicia in terra mirabili; Charles Lutwidge Dodgson
was sometimes Lewis Carroll; Department of Administrative Affairs occasional papers might sometimes
be Dept. of Administrative Affairs papers or just Administrative Affairs papers. Transcribed data may also
have typos or other errors, e.g. Lewis Caroll. So searches on transcribed data will usually find
something but are unlikely to find everything.
We therefore add to our records controlled or authorised access points (AAPs) for the most interesting
entities mentioned in them, using designations which are standardised rather than transcribed. For
instance, a record for a resource which has Alicia in terra mirabili as its title proper in field 245 should
also have a separate field (240) containing the standard designation, Alices adventures in Wonderland.
A user who searches on the AAP should find every version of the work the library can offer, whatever its
title proper. Inevitably a records AAPs will sometimes be very similar to transcribed data and may even
seem to duplicate it, but they are never really redundant because of their potential to link that record to
records for related resources whose transcribed data is different.
This module covers both how to decide which authorised access points an OLIS full-level record should
have (other than subject headings) and how to form new AAPs if necessary.
In fact, it is not often necessary to form completely new AAPs, because AAPs have already been created
for most of the entities relevant to anglophone library resources by the NACO (Name Authority
Cooperative) Program. These are stored in the Library of Congress Name Authority file (LCNAF), which is
easily available through Aleph and various online resources. NACO records contain not only the AAPs
themselves but also cross-references to guide searchers to the standard form if they start from a
nonstandard form, and notes to help cataloguers to be sure that the AAP is indeed for the right entity
before they use it in their bibliographic records. For instance, the NACO record for Charles Lutwidge
Dodgson notes that he was an English author, mathematician, logician, Anglican clergyman and
photographer and is better known by the pen name Lewis Carroll, and it has a link to the NACO record
for Lewis Carroll. This module will also cover how to understand NACO records.
2.1 Which entities need authorised access points?

A record for a resource should have authorised access points for any works/expressions the resource
contains or is closely related to and for the people, families and corporate bodies which contributed to it
or is closely associated with it. More details are given below.
Usually the relationship of the entity to the resource will already be clear from the description, but if it is
not, please add a 5XX note to explain the relationship. (This is not an RDA requirement, but it makes
good sense because users are puzzled if their searches retrieve records for no obvious reason.)
2.1a Persons
We enter AAPs for the persons who have made or have been credited with significant
intellectual/artistic contributions to the resource: writers; artists; illustrators; revisers; adapters;
translators; annotators; editors; compilers; chairs of committees responsible for reports; supervisors
of theses; mediums; etc. This usually corresponds with the persons named in statements of
responsibility on the resource, and you seldom need to bother about people who are not named
there; but if you know that other people have made or been credited with important contributions you
should make entries for them, explained by 500 notes if necessary.
-3-
We enter AAPs for other people closely associated with the resource, e.g. dedicatees of
Festschrifts. You may make an AAP for any person if you think that users are really likely to search
for a resource under that name; but please exercise discretion.
If a work is associated with a pseudonymous person, we use the AAP for that person rather than
the AAP(s) for the real-life person(s).
A pseudonym may represent a group or a succession of people, or a single person may have
several pseudonyms.
If someone has different names associated with different works, e.g. Charles Lutwidge Dodgson
and Lewis Carroll, use the relevant name for each work.
If a statement of responsibility indicates one or more contributors in a way which is vague rather
than pseudonymous, e.g. by the author of Little Women, use the personal identity normally
associated with the work, in this case Louisa M. Alcott. Phrases of this kind are treated as
pseudonyms only if used consistently to represent a distinct identity.
If a work is attributed to a fictitious person (e.g. Kermit the Frog), make another AAP for the
actual creator if known.
We do not make entries for people whose contribution is very slight (e.g. the writer of a brief
foreword) or merely administrative (e.g. a managing editor or series editor). If there are a lot of
contributors, use your judgment as to which to include, but err on the side of generosity. Never omit
contributors known to have Oxford University connections.
Downloaded records sometimes have AAPs for only the first or principal contributors. Please add any
others which you judge to be important.
2.1b Families
We enter AAPs for families in much the same circumstances as we make them for persons, that is, if the
family contributes to or is closely associated with a resource. The most common use of family AAPs is for
resources which consist of a familys letters or papers.
2.1c Corporate bodies

Corporate bodies are named organisations or groups capable of acting as a unit.
They do not have to be large or long-lived or independent or respectable, but they absolutely must
have a name. The Boston Anarchist Drinking Brigade is (or was) a corporate body, but a committee
of the Supreme Court is not.
Temporary or ad hoc entities such as conferences, competitions and fairs are corporate bodies, if
named and capable of acting as a unit. If events occur in a series, e.g. annual conferences, both the
whole series and the individual occurrences are treated as corporate bodies.
The names of geographic entities coextensive with jurisdictions or communities, such as

countries and cities, are used as the corporate body names for those jurisdictions in records for
resources issued by them, such as laws and treaties. So, for example, Great Britain is used as the
name of the body responsible for the Act for Enabling His Majesty to Borrow Any Sum or Sums of
Money Not Exceeding Six Hundred Thousand Pounds and the Freedom of Information Act 2000. Even
tiny villages can be corporate bodies, because they can issue local regulations and suchlike, but
-4-
geographical entities which are not capable of acting as units, such as Asia or Southern France or the
River Thames or Shotover Hill, cannot be corporate bodies.
Named sections within corporate bodies are themselves corporate bodies, but in some cases
they are entered through the larger body, either to show their subordination or to help with
identification, e.g. Great Britain. Department of Administrative Affairs or American Dental
Association. Membership Committee.
Heads of governments, major religious bodies and major intergovernmental

organisations, and some other officials are treated not as persons but as organs of those bodies
when issuing official materials, so have headings which present them as subordinate to those bodies,
e.g. Great Britain. Sovereign (1707-1714 : Anne). They also have personal AAPs which are used for
materials they do not issue in their official capacities, e.g. Anne, Queen of Great Britain, 1665-1714.
We enter AAPs for corporate bodies which contribute to or are closely associated with a resource. This
includes activities such as sponsoring, commissioning or issuing a resource and may extend to, for
example, sponsoring or housing a conference or exhibition which then issues a resource, as long as the
body is named conspicuously on the resource or is otherwise closely associated with it; but we do not
include AAPs for bodies which relate to the resource merely as publishers or agents.
2.1d Works and expressions5

Whole resource
We enter an AAP representing the intellectual/artistic content of the whole resource if that content
was originally published under a different title. These AAPs use what is called the preferred
title6 of the work, usually the original title but sometimes the best-known title For example, the
record for Alicia in terra mirabili will include an AAP using the preferred title Alices adventures in
Wonderland, which was the title under which the work was first published.
We also make an AAP for the whole resource if it is a compilation of works by a single author.
These AAPs use a rather formal recipe.
Components of the resource (analytical entries)
We enter AAPs for any components of the resource which have titles of their own, have coherent,
free-standing intellectual/artistic content and are substantial, e.g. novels, plays or long poems, essays
or articles. Such AAPs are often called analytical entries. They make it possible for users to find
the intellectual/artistic works they require even if the library has them only in compilations. For
example, if you catalogue an omnibus Chronicles of Narnia you will make analytical entries for The
lion, the witch and the wardrobe, Prince Caspian, etc. Analytical entries should always be explained
by 505 contents notes.
If there are more than ten such parts we do not make any analytical entries unless a few parts are of
particular importance.
The difference between a work and an expression is simply that a work is a very abstract unit of intellectual or
artistic content, not limited to a particular language or version or sensory medium, while an expression of a work is
limited in one or more of those ways.
6
Previously known as the uniform title.

-5-
Downloaded records for compilations may have AAPs for minor components, e.g. short articles, essays
or poems. You do not need to delete these unless preposterous.
Downloaded records for compilations sometimes lack analytical entries for the components even if the
components are free-standing, substantial works. If you download such records, please add analytical
entries for the components.
Related works
If the resource is an adaptation, supplement, sequel, concordance or suchlike to some other

intellectual/artistic work, we enter an AAP for that work. Such AAPs are often called related entries
(although, strictly speaking, analytical entries are related entries too). They draw the attention of
users who are searching for a particular work to the availability of other material closely related to it. 7
For example, An etymological index to Shakespeare's play of Julius Csar should have a related entry
for the play Julius Caesar, so that people who look up the play will find that an index is available.
IMPORTANT NOTE:
When you are dealing with a resource which is presented as a revised version of an earlier resource
but with a new title, this is usually just a new expression of the same work, and you just need to make
an AAP for the whole resource, using the original title.
But occasionally the new version has to be considered as a different work. This is the case if you come
across phrases such as completely rewritten or a radically new approach or if there is a change to the
authors or other creators listed for the resource (but not just a change to their order in the list). In that
case the original title will be given as a related work entry, i.e., as the title of a separate work on which
the new resource is based.
In case of doubt, consider the resource to be a new expression rather than a new work.
Series
If a resource is in a series we give its record an AAP for that series, to make it possible to find the
whole series in a single search.
Example records showing entities for which AAPs should be made.

1. Here is the description for The gargoyles of Gloucester created in Module 1. The entities for which we
should provide AAPs have been underlined, but the AAPs themselves have not been added yet. The
series AAP will, of course, be entered in the 8XX field.
008 120807s2004^^^ênkab^^^^^^^^^001^0êng^d
020 __ $a978113319011-0$qhardback
020 __ $z978113319090-5$qe-book
245 ?4 $aThe gargoyles of Gloucester :$ba tour.$nPart one,$pThe city centre
264 _4 $c2004
336 __ $atext$2rdacontent
7
However, materials such as commentaries and criticism have subject headings (6XX) rather than related entries
(7XX) for the works they discuss. Subject headings fall outside this course.
-6-
337 __
338 __
490 1_
500 __
500 __
1998.
8XX ??
$aEnglish architecture series,$x1212-3434 ;$vnumber 3
$aMaps on endpapers.
$aFirst edition published as: Gloucester City gargoyles. Smith Books,
$a[Series access point]
2. Here is a description for a compilation, an omnibus edition of novels by a single author. As such it
will need an AAP for the whole collection as well as analytical entries for the component novels.
008 120807s1962^^^ênka^^^^^^^^^^001^1êng^d
245 ?0 $aThree classic Enid Blyton stories.
264 _1 $aLondon :$bBrown Books,$c1962.
300 __ $axii, 230 pages :$billustrations ;$c23 cm
505 0_ $aSecret Seven win through -- Five get into a fix -- The Adventurous
Four again.
3. Here is a description for a compilation of works by different authors. This one has no collective
title: the 245 field just contains a list of components (see Module 1, 1.4b (xii)). It is important to
make analytical entries for the components, because otherwise all except the first would be hard to
find. The record does not need an AAP for the whole resource, because this compilation is not by a
single author and it has not previously been issued under a different title.
008 120807s1953^^^ênka^^^^^^^^^^001^1êng^d
245 ?0 $aJane Eyre /$cCharlotte Bront. Wuthering Heights / Emily Bront. The
tenant of Wildfell Hall / Ann Bront ; illustrated by Jane White.
337 __ $aunmediated$2rdamedia
338 __ $avolume$2rdacarrier
490 1_ $aThe Victorian library ;$v5
4. Here is a description for an adaptation. It will need a related entry for the work on which it is
based. It will also need an AAP for the Chigwell Education Board, because educational bodies act as
sponsoring and issuing bodies rather than as mere publishers.
008 120807s1965^^^ênka^^^^^^^^^^001^0êng^d
245 ?0 $aI want some more! /$cby James Grey.
264 _1 $aLondon :$bChigwell Education Authority,$c1965.
300 __ $a30 pages :$billustrations ;$c20 cm
500 __ $aA play for primary schools based on Dickens Oliver Twist--Back
cover.
You can find full records for these examples at the end of the module.
PRACTICAL 2A
-7-
2.2 Main and added entries

In MARC records one of the AAPs always has to be coded as the main entry, while the others are added
entries. The tags for most kinds of main entry begin with 1, while the tags for most kinds of added
entry begin with 7.
The idea of main entry goes back to card catalogues, where each access point had to have its own card
but the full description was usually only on the main card. The other cards referred back to the main
card by citing its heading (usually the author) and the title of the resource (often the preferred title),
sometimes adding an indication of the particular version. For example, a card with the title-proper
heading Alicia in terra mirabili would just have the text: See: Carroll, Lewis, 1832-1898. Alice's
adventures in Wonderland. Latin. MARC was originally conceived as a format for exchanging
electronically the data needed to print out catalogue cards, so it had to distinguish between main and
added entries in order to determine which of the cards would get the full description and what to put in
the other ones.
In fully electronic systems all the necessary access points are held on a single record, so there is not the
same need to prioritise one of them. RDA therefore claims to have moved beyond dividing a records
AAPs into main and added entries. However, RDA still needs AAPs to represent works and expressions,
and it instructs us to make these just like the brief references to the main card in card catalogues, i.e.,
using the AAP for the person, family or corporate body responsible for the work, if there is one (see
2.3.d, below) followed by the preferred title and an indication of the version if useful.8 This means that
RDAs rules for deciding what should be the first element of work/expression AAPs do the same job as
the old rules for deciding which catalogue card would get the full description, and so we can use these
RDA rules to determine which access point will be the main entry in MARC records.9
2.2a Title main entry

Sometimes no person, family or body has the right kind of relationship to the resource to be the main
entry, and in that case the main entry is simply the title. This will be the preferred (i.e. original or bestknown) title if that is different from the title proper, and otherwise just the title proper.
The main entry is always title for:
resources which are compilations of separate works by different creators (disregarding material which
is subordinate to the main content, such as prefaces, appendices, captions, most notes and most
illustrations)
works of uncertain or unknown origin, unless reference sources indicate the probable creator
works accepted as sacred scriptures by religious groups, creeds and confessions of faith
motion pictures and choreographic works10
Forming AAPs in this way offers more systematic indexing than using preferred title alone, because it means that
not only are works/expressions grouped by title but these titles are further grouped under their author (or similar).
The name also often serves to differentiate between works with the same title.
9
Apologies for the long explanation, but without it you might have difficulty in locating RDA instructions relevant to
MARC main entries. The basic instructions for forming work/expression AAPs are in 6.27ff, but they make much use
of the instructions in 19.2 about when entities should be regarded as creators.
10
There is no specific RDA rule about main entry for choreographic works, but all the RDA examples and all existing
NACO records are entered under title.
-8-
IMPORTANT NOTE:
Because the title proper is already in the record, records whose main entry is title proper do not need a
separate main entry field. We show that the title proper is main entry simply by setting the first indicator
of the 245 field to 0. In all other cases the first indicator is 1, which means that the title proper is only
an added entry.
2.2b Corporate body main entry

The main entry is corporate body if the resource consists of material of one of the following types. If
responsibility is shared between a group of bodies working collaboratively, the body named most
prominently or first is the main entry.
Strictly speaking, if the resource is not itself the earliest issue of a work, the main entry should be the
body listed first or most prominently on the earliest issue, as long as that body is still listed on the
resource in hand, even if it is no longer first or most prominent. This makes for good collocation of the
various manifestations of the work. However, if this information is not readily available you should follow
the order of the resource in hand.
administrative works, dealing with the bodys internal policies, procedures, finances, operations,
staff, officers, membership or resources
works recording the collective thought of the body, e.g. reports of commissions and official
statements of position, but not discussion documents or research papers or advice leaflets or anything
with a disclaimer
works reporting the collective activity of conferences (e.g. proceedings, collected papers),
expeditions (results) or events such as exhibitions, fairs, or festivals (e.g. programmes), as long
as the conference, expedition or event is named somewhere in the resource
works created collectively by a performing group
works of art by two or more artists acting as a corporate body
cartographic works, if the bodys involvement goes beyond publication and distribution
the following types of legal work: laws of a political jurisdiction; decrees of a head of state, chief
executive or ruling executive body; bills and drafts of legislation; administrative regulations, etc.;
constitutions, charters, etc.; court rules; treaties, intergovernmental agreements, etc.; charges to
juries, indictments, court proceedings, court decisions; records of hearings conducted by legislative,
governmental and other bodies
liturgical works relating to a specific church or denominational body, including liturgical texts
(officially sanctioned or traditionally accepted), lectionaries and calendars or manuals of liturgical
instructions
official communications by senior government/religious officials such as heads of state,

heads of government, heads of dependent or occupied territories, heads of of international bodies,
popes, patriarchs, bishops and similar.
-9-
2.2c Person/family main entry

The main entry is a person or family if:
the resource does not fall under one of the categories for title or corporate body main entry; and
that person/family is (or probably is) either the sole creator of the resource or the most prominent or
first-listed of a group of collaborative creators.
Just as for corporate bodies, you should prefer the person/family listed first or most prominently on the
earliest issue, if you know it, as long as that person/family is still listed on the resource in hand.
A person or family is considered to be a resources creator if responsible for its primary intellectual or
artistic content
Writers, artists, composers, revisers, adapters, commentators, interviewers, interviewees

or free translators can be creators; but mere editors, chairs of committees, close translators,
annotators, supervisors, mediums and dedicatees cannot.
Adapters are regarded as creators if they have substantially changed the nature or content.
Revisers are regarded as creators if there is evidence of radical rewriting or if they are named in a
statement of responsibility and the original creator is not.11 (Names of original creators integrated
into the title, as in e.g. Sayers manual of classification can be ignored.)
Compilers are regarded as creators only if they select, arrange and edit data to create a new
intellectual/ artistic work, e.g. a bibliography or directory. If a compilation is predominantly an
aggregation of existing works (even works created specifically for that compilation) the compiler is not
regarded as a creator.
If the resource includes material of different types by different people, e.g. text and pictures,
you have to consider whether one type of material is presented as predominant and whether the
different types are interdependent.
If one type of material is predominant, the person/family responsible for that is the main entry.
If no type is predominant and the different types are interdependent (e.g. the music and lyrics for
a musical) the work is a collaboration, so the first or most prominent creator is the main entry.
If no type is predominant and the different types are separate and free-standing, the work should
be considered as a compilation and entered under title.
For resources consisting of a work and a commentary on it: if the work is presented as
predominant, its creator is main entry; but if the commentary is presented as predominant, the
commentary is a work in its own right, which means that the resource contains multiple works by
different entities and is a compilation, to be entered under title.
For choice of main entry when statements of responsibility are incorrect or facetious, e.g. when one of
a novels characters is presented as its author, see Module 3.
PRACTICAL 2B
11
This instruction is based on the LC Special Topics presentation Revised editions (Dave Reser, December 2011)
which specifies some circumstances under which a new edition should be considered as a new work.
- 10 -
2.3 How to form authorised access points
IMPORTANT NOTE
Before creating a new AAP for an entity, please always check very carefully that there is neither a NACO
record for the entity nor a correctly-formed AAP in an existing Aleph bibliographic record. Having more
than one AAP for the same entity interferes with systematic searching and may actually prevent users
from finding available resources.
You should use any NACO AAP for the entity even if you think it is not correctly formed, but sometimes
you should let BMAC know about it (see 2.4, below).
If there is no NACO record for the entity, but there is a correctly formed AAP in an existing OLIS record,
you should use it.
If there is no NACO record for the entity, but there is an incorrectly-formed AAP in an existing OLIS
record (e.g. one using AACR2 rules), you should create a new AAP but tell BMAC about the discrepancy.
If the entity is particularly important and/or you have very good individuating information (e.g. a persons
dates) it is usually best to ask BMAC to create a NACO record for it. This benefits other institutions as
well as OLIS. Please also ask BMAC to provide or arrange help if you need AAPs of complex and unusual
types, e.g. for treaties or musical works or royalty or nobles or high officials.
Tip: RDA often instructs us to discover the name or form of name preferred by a person or organisation
or to base decisions on reference sources. Because in bibliographic cataloguing we only construct AAPs
for entities which do not merit a NACO record, they are often fairly obscure, so the most practical
approach is usually to search the Internet and choose the name or form of name which appears on the
bodys own site, if any, or appears most frequently. For instance, a quick search suggests that you
should use Boston Anarchist Drinking Brigade rather than BAD Brigade.
2.3a Forming authorised access points for personal names [RDA 9]

i)
MARC field tags for personal names always have 00 as their second and third digits. The first digit
is 1 if the field contains the records main entry and 7 if the field is for an added entry.
ii) The field always ends with a full stop unless another mark of punctuation is present.
Preferred names for persons
iii) AAPs for persons use the persons preferred name, which is simply the term(s) by which that
person is normally presented, on the evidence of the preferred sources in resources associated with
that person (usually title pages - see Module 1 1.2), then other formal statements in such resources
and then other sources, e.g. reference sources. It may consist of any combination of surnames,
forenames, initials, terms of address and epithets or even a phrase. Remember that for RDA the idea
of person includes pseudonymous, group and fictional identities.
Charles Lutwidge Dodgson
[real-life identity, author of Curiosa Mathematica II]
Lewis Carroll
[pseudonymous identity, author of Alices adventures in Wonderland]
- 11 -
Q. E. D.
[pseudonymous identity, author of Engelsche Syllogismen]

Poor Old No. 3
[pseudonymous identity, author of Oriental poems]

Carolyn Keene
[pseudonym for series of ghostwriters, author of Nancy Drew series of mystery stories]
Nanny Ogg
[fictional character facetiously presented as author of Nanny Oggs cookbook]

If a single personal identity is associated with more than one name or there has been a change of
name (e.g. if a person changes name on marriage), see RDA 9.2.2.6-7.
iv) Transcribe any numbers or abbreviations as found in your sources. Capitalise names, epithets,
etc. according to the persons preferred usage if known and otherwise according to normal usage in
the relevant language (for more detail, see RDA Appendix A.10). Include any accents, hyphens
etc. which are usually associated with the name; if the name occurs in capitals in your source some
accents may have been omitted, so try to supply these.
v) If there is a surname, enter this first, followed by a comma, as in a telephone directory (unless the
person is known to use a different order). Quasi-surnames are treated as surnames. Personal name
fields have first indicator 1 if they begin with a surname and 0 if they do not. (The second
indicator is always blank.)
X00 1_ $aSilver, Joan.
X00 1_ $aX, Malcolm.
X00 1_ $aAli, Muhammad.
X00 1_ $aOther, A.N.
X00 1_ $aChristmas, Merry.
vi) When a surname is present, omit terms of address and job titles such as Mrs. or Cousin or Dr.
unless (i) the rest of the name consists only of a surname or (ii) the term is needed to distinguish a
married woman from her husband. When used, these terms go in subfield $c, preceded by a comma.
X00 1_ $aSeuss,$cDr.
X00 1_ $aDandlim,$cNurse.
X00 1_ $aWard, Humphrey,$cMrs.
vii) If a surname is followed by initials of forenames, separate the initials by spaces. (This is
different from how names are entered in direct order, e.g. in 245 $c, where initials are not separated
by spaces. This can be quite important, because in some systems differences of spacing will interfere
with filing.)
100 1_ $aEssex, L. C.
245 10 $aSubject cataloguing /$cby L.C. Essex.
viii) Compound surnames are treated as a unit if hyphenated. If they are not hyphenated, follow the
persons preference if known and, failing that, the usage in reference sources in the persons
language and/or chief country of residence or activity (ignoring any reference sources which impose a
house style) [RDA 9.2.2.10].
- 12 -
X00 1_ $aSlugge-Bayte, Primrose.

X00 1_ $aLloyd George, David
[paternal name was George, but DLG preferred to treat Lloyd George as a
unit]
X00 1_ $aStowe, Harriet Beecher.
[listed in U.S. reference sources under Stowe]
ix) If a surname has a prefix consisting of an article and/or preposition, follow the usage in reference
sources in the persons language and/or chief country of residence or activity. (RDA Appendix F gives
detailed guidance for several languages.) Other types of prefix are always treated as the first part of
the surname [RDA 9.2.2.11]. Prefixes are capitalised unless the persons are known not to capitalise
them.
X00 1_ $adu Maurier, Daphne.
X00 1_ $aBlow, Hans von.
[order from reference sources]
[order from reference sources]
X00 1_ $aAp Gwilym, Owain.
[not an article or preposition]
X00 1_ $aBen Harosh, Mosheh.
[not an article or preposition]
x) If a name includes a surname and generational terms such as Junior, Senior (whether or not
abbreviated), fils, pre or generational numbering, enter these after the forename(s) in subfield
$c, preceded by a comma.
X00 1_ $aGumtree, Elmer,$cJr.
12
X00 1_ $aGumtree, Elmer,$cIII.
xi) If the name consists of a phrase including neither surname nor forename or if it consists of a
forename with an epithet, it is entered in direct order; but if the name consists of a forename
preceded by a term of address or a job title, the forename is entered first and the term or title
goes in subfield $c, preceded by a comma.
X00 0_ $aMother Hen.
[neither surname nor forename - direct order]
X00 0_ $aLittle Richard.

X00 0_ $aJemima,$cAunt.
X00 0_ $aMary,$cNurse.
[epithet + forename - direct order]

[term of address + forename - forename first]
[job title + forename - forename first]
Additions for personal names

xii) If you are aware of a fuller form of the name, add it in subfield $q, in round brackets.
X00 1_ $aGumtree, Elmer C.$q(Elmer Coolidge)
xiii) If you know the persons dates of birth or death, add them in subfield $d, preceded by a comma.
X00 1_ $aGumtree, Elmer T.$q(Elmer Taft),$d1912[only birth date known]
X00 1_ $aGumtree, Elmer Q.$q(Elmer Quincy),$d-1990.
[only death date known]
X00 1_ $aGumtree, Elmer M.$q(Elmer McKinley),$d1910-1980.
[birth and death known]
Usually we only give the year, but you can use year-month-day if this is needed for differentiation:
12
This is different from regnal numbering, which is entered in subfield $b without a preceding comma, e.g.
X00 0_ $a Henry$bI,$cKing of England,$d1068-1135. The kind of people who reign are best referred to BMAC.
- 13 -
X00 1_ $aGumtree, Elmer Q.$q(Elmer Quincy),$d-1990 April 1.

[only death date known]
Give conjectural dates as e.g. 1912?; give approximate dates as e.g. approximately 1912; give a
range of two years as e.g. 1912 or 1913.
xiv) If you know the persons period of activity, and there is no other way of distinguishing the person
from some other entity you can add this; but do not add it routinely.
X00 1_ $aGumtree, Elmer,$dactive 1930-1920.
X00 1_ $aGumtree, Elmer,$dactive 19th century.
xv) Most nonexistent entities are assigned a parenthetical qualifier such as (Fictional character),
(Legendary character), (Greek deity), (Mythical bird), which uses subfield $c. However, fictional
characters with distinctive names do not need a qualifier. If you need to assign a qualifier it is
usually best to ask BMAC for advice.
X00 1_ $aHolmes, Sherlock
[a recent NACO authority there is only one Sherlock Holmes]
X00 1_ $aAdler, Irene$c(Fictitious character)
[another recent NACO authority; this Irene Adler features in the Sherlock
Holmes stories, but there are also other Irene Adlers]
xvi) For animals, add a parenthetical qualifier for species or breed in subfield $c.
X00 0_ $aDaisy$c(Spaniel)
X00 0_ $aVienna$c(Cat)
xvii)
Do not make any other additions to names, even if the consequence is that your AAP is the
same as that for a different entity. 13

xviii)
If you need AAPs for saints, or spirits, or persons who have titles of royalty or of nobility or
of religious rank or patronymics, or for persons whose names occur in both vernacular and
Greek/Latin forms, or for persons who have Arabic, Burmese, Karen, Chinese, Icelandic,
Indic, Indonesian, Malay, Roman, Romanian or Thai names, please consult the relevant
sections of RDA ch. 9 and Appendix F and the MARC standards, and ask BMAC for help if necessary.
Relators for personal names
Finally, please add a relator term, in subfield $e, preceded by a comma unless the name ends with a
hyphen. Relator terms are displayed but not do not form part of the indexed AAP in Aleph,14 serving
just as a kind of note to indicate the relationship between the person and the resource.
100 1_ $aSlugge-Bayte, Primrose,$eauthor,$eillustrator.
245 10 $aSpringtime rhymes :$bpoems in memory of Heliotrope Slugge-Bayte /$cby
Primrose and Petunia Slugge-Bayte ; with illustrations by Primrose SluggeBayte ; edited by Joan Silver.
700 1_ $aSlugge-Bayte, Petunia,$eauthor.
700 1_ $aSlugge-Bayte, Heliotrope,$ededicatee.
700 1_ $aSilver, Joan,$d1933-$eeditor.
13
There is a high risk that, if bibliographic cataloguers add differentiating elements freely, different cataloguers will
add different elements, resulting in multiple AAPs for the same entity. Complex differentiation must be left to NACO
cataloguers. Please send whatever differentiating information you have to BMAC.
14
Unfortunately relators cannot currently be used in SOLO, because SOLO cannot display them without also including
them in the AAPs hyperlink. Searches on the link would then give results only for the same person in the same role.
It is nevertheless worth adding relators for the benefit of agencies with different public-facing systems and in case
our own becomes able to display the terms without including them in the hyperlink.
- 14 -
It is important to distinguish between the terms available for:
creators, the people who create the core intellectual/artistic content of the work, e.g. artist,
author, compiler, interviewer, interviewee, photographer
other persons associated with the work, e.g., addressee, consultant, dedicatee, honouree,
organizer
contributors, the people who contribute to particular expressions of the work but are not
responsible for its core content, e.g. abridger, cartographer (expression), dedicatee, editor,
illustrator, interviewer (expression), interviewee (expression), translator, writer of added
commentary, writer of added text, writer of introduction, writer of preface, writer of
supplementary textual content (e.g. appendices, afterwords and other minor content for which
no specific relator is available).
For instance, you may not use photographer for someone who just provides photographic
illustrations for a work which is primarily textual, but only for someone who creates a work which is
primarily photographic.
Some terms are available both in an unqualified form and with the qualifier (expression). For
instance, cartographer, which is a creator term, would be used for someone whose maps were the
core content of the resource, while cartographer (expression) would be used for someone whose
maps were not the core content.
It is also important to be aware of the exact definition of each term. For instance
a compiler is someone who puts together bits of data to create a new work such as a directory
or bibliography, so this is a creator term; for someone who assembles previously existing
works, e.g. an anthology of poetry or a set of conference papers just use editor.15
a writer of added text is someone who supplies the text for a work which is not primarily
textual, e.g. someone who adds captions and brief notes for a photographic work.
You can find full lists and definitions in RDA Appendix I. If you really cannot find an appropriate term,
you can leave the AAP without a relator.
For compilations of pre-existing works by different creators, e.g. a set of poems, essays or interviews,
any entity which has a relationship to any of its component works and merits an AAP should get
exactly the same relator(s) as it would have got if the relevant component(s) had been published
separately.16 For instance, if the resource consists of poems by six different poets, they should still
each have the relator term author.
Downloaded records may have brief relator codes in subfield $4 instead of relator terms in
subfield $e. Do not delete the subfield $4, but add a subfield $e if practical.
IMPORTANT NOTE:
You may use more than one relator if a person has more than one role, each in its own subfield $e.
They may come from different lists, in which case they should be in the order creator-other-contributor.
Aleph may produce green warnings if you use two relators, either because the first subfield $e
15
RDA originally had a specific relator term for this, editor of compilation, but it was withdrawn in April 2014.
16
But if you are making name-title analytical entries for the components, it is seldom worth making separate AAPs
with the same name - see 2.1d and 2.3d.
- 15 -
necessarily ends with a comma instead of a full stop or (in 1XX fields) because the second term is not
suitable for main entry; it is fine to override these warnings if you are sure that your relators and
punctuation are correct.
2.3b Forming authorised access points for families [RDA 10]

i) AAPs for families use the same MARC field tags as AAPs for persons, 100 or 700, depending on
whether the AAP is main or added entry. The first indicator is 3 and the second indicator is blank.
ii) The name and form of name for a family is chosen in the same way as that for an individual person
and qualified by the family-type in brackets. Relators are used with family AAPs in the same way as
for individuals.
X00 3_ $aSlugge-Bayte (Family),$eauthor.
700 3_ $aMcSlugg (Clan),$ededicatee.
iii) If the family is very closely associated with a date-range, add this, separating it from the family-type
by space-colon-space.
X00 3_ $aSlugge-Bayte (Family :$d1918-1945),$eauthor.
iv) If the family is very closely associated with a place, add this, separating it from the other qualifiers by
space-colon-space. If RDA requires the placename to be qualified by one or more larger places (see
2.3c (x), below), add these, separating the levels with commas.
X00 3_ $aSlugge-Bayte (Family :$d1918-1945 :$cHaslemere, England),$eauthor.
v) Do not add dates or places too freely, because they make it impossible to use the same AAP for the
same family at a different time or place.
vi) Do not add any other qualifiers, even if the consequence is that your AAP is the same as that for
a different entity (see note to 2.3a (xvii), above).
IMPORTANT NOTE:
You will find in the OLIS authority library (AUT10) some headings for families which may be used only
as subject headings, i.e. only in 600 fields. They were developed specifically for subject use because
AACR2 did not allow access points for families, and they are formed differently from the RDA AAPs for
families.
Subject headings for families have the word family without brackets. In their authority records the
Library of Congress Control Number (010 field) has the prefix sh for subject heading rather than n
for name.
Whereas RDA access points for families designate specific families, related by blood, marriage (or
similar) or adoption, subject headings for families cover all families with a specific family name, even if
unrelated.
Example:
RDA NACO AAP for use in 100 & 700: $aAsher (Family :$cWorcester, Mass.)
LCSH heading for use in 600: $aAsher family. DO NOT USE IN 100 OR 700.
- 16 -
PRACTICAL 2C
2.3c Forming authorised access points for corporate bodies [RDA 11 and 16]
i)
AAPs for corporate bodies consist of the bodys preferred name plus any required qualifiers.
Qualifiers go in round brackets, separated by space-colon-space if there is more than one. The field
always ends with a full stop unless another mark of punctuation is present.
Oxford (England)
St. Giles' (Church : Oxford, England)
Boston Anarchist Drinking Brigade.
ii) MARC field tags for corporate body names other than events always have 10 as their second and
third digits. (Events are dealt with separately towards the end of this section.) The first digit is 1 if
the field contains the records main entry and 7 if the field is for an added entry.
110 2_ $aBoston Anarchist Drinking Brigade.
[main entry]
710 2_ $aSt. Giles' (Church : Oxford, England)
[added entry]
iii) The first indicator is 2 unless the corporate body is a jurisdiction represented by a place-name, in
which case it is 1. The second indicator is always blank.
X10 2_ $aBoston Anarchist Drinking Brigade.
X10 1_ $aOxford (England)
iv) Some subordinate bodies are entered through (i.e., following) the name of a higher body, in
which case the higher body goes in subfield $a and the subordinate body in subfield $b, after a full
stop.
X10 1_ $aGreat Britain.$bDepartment of Administrative Affairs.
IMPORTANT NOTE: Corporate body first indicator

The digits 10 in the field tags for corporate bodies tell the system to index the AAP in the ordinary
corporate body index, as long as the 1st indicator is the ordinary 2.
But placenames have a separate index, normally associated with X51 fields (e.g. 651, the field tag used
for placenames as subject headings).
When you use a placename as the name of a jurisdiction or community, i.e. as a corporate body, you
have to enter it in an X10 field in your bibliographic record; but you must also use the 1st indicator 1,
which tells the system that the name should file in the placename (X51) index rather than the ordinary
corporate body (X10) index. If you do not use 1 you will fail to find any available authority records for
the placename and will create an inappropriate new entry for the placename in the corporate body index.
Preferred names for corporate bodies other than events
v) The bodys preferred name (except in the case of placenames) is based on the term(s) by which
that body is normally presented, on the evidence of the preferred sources in resources associated
with that person (usually title pages - see Module 1, 1.2), then other formal statements in such
- 17 -
resources and then other sources, e.g. reference sources. The name may be any combination of
words or characters.
vi) If you find various forms of what is essentially the same name, e.g. short and long forms or
differences of language, spelling, capitalisation or abbreviation, determine the preferred form on the
basis of the same evidence, except in the following cases.
If reference sources in the bodys own language frequently use a well-established conventional
name, prefer that (e.g. Museum of Childhood, not V&A Museum of Childhood at Bethnal Green).
If the evidence is inconclusive for local places of worship, a type of corporate body for which
bibliographic cataloguers often need to create new AAPs, prefer names containing a dedication to a
person, object or event (e.g. St. Judes Parish Church), then names beginning with a phrase
describing the type of place of worship (e.g. Great Temple, Monasterio de Rueda), then names
beginning with a place (e.g. Thames Street Chapel).
In other cases, if the evidence is inconclusive, choose the briefest form of the name, as long as it
is distinctive (e.g. Euratom, not European Atomic Energy Community).
If the name occurs in multiple languages, choose the version in the official language of the
body. If this is not clear, see RDA 11.2.2.5.2.
For ancient international bodies and religious orders and societies, see RDA 11.2.2.5.4;
but these are usually important enough to be referred to BMAC for NACO work.
vii) The preferred name for a place is in principle established by reference to gazetteers in the
language of the cataloguing agency and, failing that, gazetteers in the language of the place itself;
but you will seldom need to do research for the kinds of placenames you will create. Important
places and debatable or politically sensitive issues should be referred to BMAC.
viii) If the corporate body or place has changed its name, choose the name which was current when
the content of the resource was created. (Do not use an existing AAP for the body, not even a NACO
one, if it relates to the wrong period.)
ix) Omit:
initial articles which are not integral to the first terms (e.g. omit The from The Real Rhubarb
Company but keep Los in Los Angeles Against Littering);
honours and orders (e.g. Royal Ulster Constabulary, not Royal Ulster Constabulary GC);
terms indicating incorporation or state ownership or suchlike, unless either they are
integrated into the name (e.g. Real Rhubarb Company) or without them the name would not be
clearly that of a corporate body (e.g. Halifax plc); if you have to retain them and they occur
before the name, move them to the end (e.g. Carl Zeiss Jena, VEB, not VEB Carl Zeiss Jena).
H.M.S., S.S. and suchlike before the name of a ship;
components of joint committees and suchlike if the name is distinctive without them (e.g.
Joint Committee on Rhubarb Production rather than Joint Committee of the National Union of
Agricultural Workers and the Department of Agriculture on Rhubarb Production).
jurisdiction terms at the beginning of placenames, unless the placename never occurs
without them (e.g., use Kerry rather than County Kerry but do not omit District from District of
Columbia).
- 18 -
x) Transcribe any numbers or abbreviations as found in your sources. Capitalise names according
to the bodys preferred usage if known and otherwise according to normal usage in the relevant
language. Include any accents, hyphens etc. which are usually associated with the name; if the
name occurs in capitals in your source some accents may have been omitted, so try to supply these.
xi) Corporate body names are never inverted, so you should never leave spaces between initials,
whether or not they are followed by full stops. Compare the following examples:
X10 2_ $aW.H. Smith plc.
[the company, entered in direct order, no spaces between initials]
X00 1_ $aSmith, W. H.$q(William Henry),$d1792-1865.
[the person, entered in inverted order, so with space between the initials]
Indirect entry [RDA 11.2.2.13-15, 19-31]
xii) The name of a body which is subordinate to another body should be entered through, i.e. after,
the name of that other body if it satisfies one or more of the following conditions:
its name includes a term meaning section:

X10 2_ $aBarsetshire Chess Association.$bJunior Division.
X10 2_ $aQueen Anne Hospital.$bRecords Department.
X10 2_ $aDalek-Human Peace Forum.$bOxford Branch.
its name contains a word implying administrative subordination such as committee or

commission and the body cannot be clearly identified without the name of the higher
body:
X10 2_ $aBarsetshire Chess Association.$bMembership Committee.
its name is general in nature or is distinguished only by a number, letter, place or period:
X10 2_ $aRhubarb Producers Association.$bResearch Institute.
X10 2_ $aDartmouth College.$bClass of 1957.
X10 2_ $aCostume Society of America.$bRegion II.
its name does not convey the idea of a corporate body:

X10 2_ $aReal Rhubarb Company.$bMultimedia Product Placement.
it is a part of an educational institution and its name simply indicates a field of study:
X10 2_ $aUniversity of Oxbridge.$bPhysics Laboratory.
its name includes the whole name of a higher or closely related body, in which case the
name of the larger body is omitted from that of the smaller body if possible:
X10 2_ $aUniversity of Oxford.$bKlingon Conversation Society.
[for University of Oxford Klingon Conversation Society]
X10 2_ $aInternational Labour Organisation.$bAfrican Regional Conference.
[for International Labour Organisation African Regional Conference]
it is one of the following organs of a state or of a government or of an international

intergovernmental body or of a religious jurisdiction: a ministry or similar, a legislative or
ruling body, a constitutional convention, a court, an armed service, the head of the body, a
delegation or diplomatic mission, a council or synod of a single church, a religious province or
diocese. You can find details and copious examples in the relevant sections of RDA chapter 11,
but bodies of these important types should always be referred to BMAC for NACO work.
- 19 -
IMPORTANT NOTE
A head of a state, government, international intergovernmental body or religious jurisdiction (including
diocesan bishops and heads of major religious orders) has both a corporate body heading used for official
materials and a personal heading used for other material. Please be careful to use the correct heading.
110 2_ $aCatholic Church.$bPope (1963-1978 : Paul VI)
245 10 $aPopulorum progressio.
[an encyclical, i.e. an official statement of principles and policies]
100 1_ $a Paul VI, Pope,$d1897-1978.
245 10 $aChristian values and virtues /$cPope Paul VI.
[informal sayings]
N.B. This means that a collection of someones personal and official papers should be treated as a
compilation of selected works by two different entities, the person and the organ of the corporate body,
with an conventional collective analytical entry for (see 2.1.d and 2.3d(x)) for each.
245 00 $aGood news :$bselected encyclicals and meditations /$cPope Paul VI.
710 22 $aCatholic Church.$bPope (1963-1978 : Paul VI).$tEncyclicals.
$kSelections.
700 12 $a Paul VI, Pope,$d1897-1978.$tWorks.$kSelections.
If there is a multi-level hierarchy, the subordinate body is entered through the lowest-level body
which has a freestanding name. Intermediate levels should be inserted only if needed (or likely to be
needed) for identification [RDA 11.2.2.15].
University of Oxbridge
Slugge-Bayte Memorial Library
110 2_ $aSlugge-Bayte Memorial Library.

$bEnglish Cataloguing.
[Slugge-Bayte Memorial Library is free-standing,

so the even higher body is ignored; the
intermediate Technical Services Department is not
needed for identification.]
Technical Services Department

English Cataloguing
University of Oxbridge Library
110 2_
Technical Services Department
$aUniversity of Oxbridge.$b
Library.$bTechnical Services
Department.$bStaff Committee.
Staff Committee
[University of Oxbridge Library is not free-standing

because it includes the whole name of a higher
body, so University of Oxbridge is the lowest
freestanding body. Library and Technical Services
Department are included as intermediate levels
because the university might have other technical
services departments and the library might have
other staff committees.]
- 20 -
Qualifiers for placenames representing jurisdictions [RDA 16.2.2.9-14]

xiii) The following placenames do not need qualifiers:
states, provinces or territories of Australia, Canada, United States, former U.S.S.R. or

former Yugoslavia, e.g. Queensland, Ontario, Florida, Belarus, Montenegro;17
England, Scotland, Wales, Northern Ireland;
overseas dependencies and territories, e.g. Greenland, Isle of Man, Guernsey;
some politically sensitive places, e.g. Jerusalem;
nations.
All other jurisdictional placenames are qualified by a larger place from the list above.
In qualifiers you should use the abbreviations in RDA Appendix B.11 for states in the U.S.,
provinces in Canada, territories in Australia and a few other places, including New Zealand.
X10 1_ $aTolpuddle (England)
X10 1_ $aEmerald (Qld.)
X10 1_ $aTampa (Fla.)
X10 1_ $aPontoise (France)
If there have been changes of name, although the main placename should be the appropriate
one for when the resource was issued, placenames in qualifiers should be the current ones.
If the name of a place other than a city or town has a name very like that of another place of a
different jurisdiction type, add a qualifier for the type of jurisdiction.
X10 1_ $aWexford (Ireland : County)
If a placename is not distinctive enough, include an intermediate placename.

X10 1_ $aNewport (Shropshire, England)
For places within a city or town, include the city /town name.
X10 1_ $aCabbagetown (Toronto, Ont.)
Qualifiers for corporate bodies not represented by placenames [RDA 11.13.1]

ii) If a name other than a placename does not convey the idea of a corporate body, qualify it by
the type of organisation. There is no set list of terms to use, but certain terms are in general use,
e.g. Organization, Firm, Program (meaning a project or scheme), Musical group, so it is best to
model your qualifiers on those in existing NACO records. Please note that the first word is capitalised,
but not any subsequent word.
X10 2_ $aAngry Johnny and the Snots (Musical group)
iii) If a name is not distinctive, qualify it by a place, an associated institution, a date or some other
term, or a combination of these (entered in the order above). If a placename is used and the
placename itself is qualified by one or more larger places, add the larger places, with commas
between the levels. Use the preferred forms of any names other than placenames used as qualifiers.
X10 2_ $aSt. Giles' (Church : Oxford, England)
17
Malaysia was removed from this list in July 2013. However, it is now LC policy to qualify places in Malaysia by
both the state and the country, e.g. Ipoh (Perak, Malaysia).
- 21 -
X10 2_ $aComputer Law Institute (University of Texas. Law Centre)

X10 2_ $aMary (Sloop : 1752)
Relators for corporate bodies other than events
xvi) Finally, please add a relator term in subfield $e, if a suitable one is available, to show the
relationship between the body and the work. Corporate bodies may use the same relators as persons
in most cases, but there are also a number of relators which may be used only for corporate bodies,
e.g. host institution, issuing body, sponsoring body, all of which are found in the list for other
persons, families and corporate bodies associated with a work in RDA Appendix I.
It can be quite difficult to find suitable terms in the creator list for some of the creator roles
associated with corporate bodies (see 2.2b, above), so you may not always be able to assign relators.
110 1_ $aReal Rhubarb Company,$eauthor,$eissuing body.
245 10 $aAnnual report.
100 1_ $aSlugge-Bayte, Primrose,$eauthor.
245 10 $aSpringtime rhymes/$cby Primrose Slugge-Bayte ; inspirational
photography by Vision Unlimited.
710 2_ $aVision Unlimited (Firm),$eillustrator.
Downloaded records may have brief relator codes in subfield $4 instead of relator terms in
subfield $e. Do not delete the subfield $4, but add a subfield $e if practical.
Conferences and other events
xvii)
Conferences and other events capable of acting as a unit are treated as corporate bodies as long
as they have definite names, even if the name is not found in the resource. They are entered in 111
(if main entry) or 711 fields, unless they are entered indirectly through another corporate body. First
indicator for X11 fields is always 2.
111 2_ $aFIFA Women's World Cup.
110 2_ $aInternational Labour Organisation.$bAfrican Regional Conference.
xviii)
In addition to the usual rules for preferred names and omissions:

If an individual conference in a series has a distinctive name, use that name rather than
the name of the series (e.g. Symposium on Protein Metabolism rather than Nutrition Symposium
1953).
If a conference or similar is associated with some other body but should not be entered
through the name of that body, prefer a form of the conference name which includes the name of
the other body (e.g. FAO Technical Meeting on Coffee Production and Protection).
Omit numbers and years from the names of events, etc. (e.g. International Potato Symposium,
not Third International Potato Symposium, 1978)
xix)
Individual conferences are always qualified by their number (as an arabic ordinal), date and
location(s) or associated institutions, if applicable and known. It may seem a little odd that you are
asked to remove the conference number and date from the conferences preferred name and then
add them back as qualifiers, but this does make for a clear chronological list in indexes.
Number goes in subfield $n, date in subfield $d, location(s) or institution(s) in subfield $c. For
details of punctuation, see the examples below.
X11 2_ $aWashington State Potato Conference$n(48th :$d2009 :$cKennewick, Wa.)
- 22 -
X11 2_ $aConference on the Appalachian Frontier$d(1985 :$cJames Maddison

University; Mary Baldwin College)
If the conference was held online, enter Online as the location.
xx) In principle, event headings should have relator terms, although in subfield $j rather than $e.
However, there is no consensus yet about which term to use for events which have creator status
(see 2.2b, above), so at the moment we do not assign relators for events.
PRACTICAL 2D
2.3d Forming authorised access points for works and expressions [RDA 6]
Work AAPs: preferred titles, responsible entities and qualifiers
i)
The AAP for an intellectual/artistic work consists of the preferred title for the work, preceded by
the AAP for any person or body which has chief responsibility for that work (or is the firstnamed in a list of collaborators), if there is one, and followed by one or more qualifiers in round
brackets, if these are needed to distinguish it from AAPs for other entities.
For post-1500 books, the preferred title is the title proper in the original language by which the
work has become known, either in publications of the work or in reference sources. Usually this is
obvious, but difficult decisions should be referred to BMAC. Alternative titles, other title
information (subtitles and suchlike) and initial articles are omitted. Like all titles, the preferred title
uses sentence case (i.e., capitalisation only for the first word and for any proper nouns).
The criteria for deciding if an entity has chief or first responsibility were listed above in 2.2,
Main and added entries. If various issues of the same work have the creators listed in different
orders, choose the one listed first on the first issue.
The qualifiers, if needed, should be, in rough order of preference: the form of the work [see
RDA 6.3]; the date of the work [see RDA 6.4]; the place of origin of the work [see RDA 6.5];
another distinguishing characteristic. It is advisable to model qualifiers on existing RDA
NACO records for similar material.18
The title is preceded by a full stop and space if it is not the first element, unless the preceding
element ends with a hyphen. Qualifiers go in brackets, separated by space-colon-space if more
than one, and the first word of each qualifier is capitalised.
Last judgment (Chester play)
Yes Minister (Television program)
Romeo and Juliet (Choreographic work : MacMillan)
Romeo and Juliet (Motion picture : 1908)
Romeo and Juliet (Motion picture : 2002)
Carroll, Lewis, 1832-1898. Alice's adventures in Wonderland.
18
RDA is neither clear nor consistent as to what kinds of difference should be regarded as work-level nor as to which
kinds of qualifiers are entered in round brackets (some types of expression-level qualifier also use round brackets).
However, it is safe to add a differentiating qualifier in round brackets if you know that there is a radical
intellectual/artistic difference between two entities with the same title.
- 23 -
Gumtree, Elmer, 1972- My story.

There are separate rules for constructing AAPs for parts of works and for a person or bodys
complete or collected works (see ix and x, below).
Expression AAPs
ii) The AAP for an expression of a work (i.e. the realisation of a work in a particular form and version,
using particular words, sounds, images, etc.) consists of the AAP for the work with an extra element
to define the version, e.g. French or Spoken word or 3rd edition. OLIS policy is to add language
elements for works in translation but not to add other expression-level elements except in a few
special cases.19 For more about AAPs for foreign-language and translated materials, see Module 4.
Carroll, Lewis, 1832-1898. Alice's adventures in Wonderland. Latin.
MARC for titles and name-titles
iii) For a work/expression entered under its title:
The field tag has 30 as its second and third digits. The first digit is 1 if the field contains the
records main entry and 7 if the field is for an added entry.
The first indicator is for skip-in-filing, and, since AAPs never retain an initial article, is always 0.
The field always ends with a full stop unless another mark of punctuation is present.
X30 0_ $aMabinogion.
X30 0_ $aRomeo and Juliet (Motion picture : 1936)
iv) For a work/expression entered through a person or body
The tag and first indicator will be the appropriate ones for that person or body. This means, of
course, that these name-title AAPs will be found in the author index rather than the title index
The title will be in subfield $t.

245 00 $aTwo short Victorian novels.
700 12 $aDickens, Charles, 1812-1870.$tChristmas carol.
700 12 $aGaskell, Elizabeth Cleghorn, 1810-1865.$tCranford.
There is an additional complication if the AAP is for the whole resource, which is what
happens when a work is reissued under a different title. The name element becomes the main
entry of the record, in a 100, 110 or 111 field, and the title element is assigned a separate field,
240, imitating the arrangement of a catalogue card. This means that if you find an existing AAP
for the entity you will have to split it between the two fields. (It also means that you cannot
initiate a search for an existing AAP from the 240 field in Aleph, since what it contains is not an
AAP but only the second half of one.)
100 1_ $aDumas, Alexandre,$d1802-1870.
240 10 $a Trois mousquetaires.$lEnglish
245 14 $aThe three musketeers /$cAlexander Dumas.
Indicators for 240 are always 1, to make the data will display and 0 for skip-in-filing, since
initial articles are never retained. Field 240 does not end with a full stop.
19
Edition/version elements are normally added to AAPs for Bibles. They may also be required if you are cataloguing
a study guide, companion or similar which is explicitly for use only with a specific edition of a work (see Module 3,
3.5.4).
- 24 -
Some of the following AAPs are shown in 1XX + 240 fields, while others are shown in 7XX fields;
but all of them could be used in either way.
vii) The second indicator is 2 if the AAP is for an analytical entry (i.e., a work/expression which is a
component of the resource being catalogued) and is otherwise blank.
viii) Language elements go in subfield $l, following a full stop.
ix) In the rare cases where they are used, most edition/version elements go in subfield $s, but dates
used to identify versions go in subfield $f. Dates, bible versions and publishers follow a full stop, but
most other version identifiers are entered in parentheses.
Parts and selections
ix) For a part of a work which has a distinctive title, use the title of the part. If it has no distinctive title,
use the title of the larger work followed by the designation of the part in subfields $n and/or $p,
(punctuated as they would be in field 245). Part designations use arabic numerals and do not use
abbreviations. For parts which are not continuous, use the title of the larger work with the term
Selections in subfield $k, following a full stop. For abridgements, add the term Abridgement in
subfield $s, following a full stop.
[AAPs for parts with distinctive titles]
100 1_
245 14
700 12
Ring.
700 12
700 12
king.
$aTolkien, J. R. R. (John Ronald Reuel),$d1892-1973,$eauthor..

$aThe Lord of the Rings /$cJ.R.R. Tolkien.
$aTolkien, J. R. R. (John Ronald Reuel),$d1892-1973.$tFellowship of the
$aTolkien, J. R. R. (John Ronald Reuel),$d1892-1973.$tTwo towers.
$aTolkien, J. R. R. (John Ronald Reuel),$d1892-1973.$tReturn of the
[AAP for a part identified by preferred title of whole work plus a designation.]
100 0_ $aHomer,$eauthor.
240 10 $aOdyssey.$nBook 6.$lEnglish
245 10 $aOdysseus and Nausicaa/$ctranslated into English blank verse by Joan
White.
[AAP for a part identified by preferred title of whole work plus a designation.]
245 00 $aMasters of invective /$cedited by Jean Silver.
700 12 $aHousman, A. E.$q(Alfred Edward),$d1859-1936.$tApplication of thought
to textual criticism.$pPreface.
[AAP for non-continuous parts]
100 0_ $aHomer,$eauthor.
240 10 $aIliad.$kSelections.$lEnglish
245 10 $aThe story of Patroclus /$ctranslated into English blank verse by Joan
White.
[AAP for abridgement]
100 0_ $aDickens, Charles,$eauthor.
240 10 $aOliver Twist.$sAbridgement.
245 10 $aI want some more! :$bthe story of Oliver Twist abridged for young
adult readers.
- 25 -
Complete and collected works

x) For a person or bodys complete works, use the generic preferred title Works, followed by the year
in which that version of the complete works was first issued, if known, in subfield $f, following a full
stop. For complete works in one genre, use the genre as the preferred title, e.g.
Correspondence, Essays, Novels, Plays, Poems, Prose works, Short stories, Speeches, and do
not include a date. For collected works, or collected works in a given genre, add
.$kSelections to the preferred title.
700 1_ $aYeats, W. B.$q(William Butler),$d1865-1939.$tWorks.$f1913.
700 1_ $aYeats, W. B.$q(William Butler),$d1865-1939.$tCorrespondence.
700 1_ $aYeats, W. B.$q(William Butler),$d1865-1939.$tPoems.
700 1_ $aYeats, W. B.$q(William Butler),$d1865-1939.$tWorks.$kSelections.
700 1_ $aYeats, W. B.$q(William Butler),$d1865-1939.$tCorrespondence.
$kSelections
Relators for works and expressions (not used)
xi) RDA allows relators to be added to AAPs for related and analytical entries, to make the nature of
the relationship explicit, but it is not OLIS policy to add these. If you find them in downloaded
records (in subfield $i) you can accept them.
2.3e Forming authorised access points for series

Series and name-series
i)
Series AAPs are basically a kind of work/expression AAP, but they cover the whole series of which the
resource is a member rather than a single resource and sometimes have the added complications of
ISSNs and numbering. They usually correspond to series statements in 490 fields, but they are
occasionally explained by 5XX notes or 245 title proper (see Module 3).
Series statements are entered in 8XX fields, but their indicators and subfields are the same as those
used for ordinary work/expression AAPs. If the whole series relates to a particular person or body in
one of the ways required for main entry, the series is entered through that entitys AAP, in 800, 810
or 811 as appropriate. Otherwise the series is entered in field 830. The field ends with a full stop.
If after checking for an existing NACO record and for OLIS bibliographic records in the same series
you find that you need to create a new AAP, you will naturally base the preferred title on the resource
you have, so the series titles in 490 and 8XX are often identical. However, this is not always the case,
because preferred titles omit initial articles, integrated numbering, statements of responsibility (unless
integrated with the title) and other title information.
490 1_ $aRosie Redds Bible stories
800 1_ $aRedd, Rosie.$tRosie Redds Bible stories.
490 1_ $aPolicy statements / Boston Anarchist Drinking Brigade.
810 2_ $aBoston Anarchist Drinking Brigade.$tPolicy statements.
490 1_ $aProceedings / International Potato Symposium.
811 2_ $aInternational Potato Symposium.$tProceedings.
490 1_ $aThe Pineapple Press biographies
830 _0 $aPineapple Press biographies.
- 26 -
IMPORTANT NOTE
Series titles often vary between resources, so it is particularly important to search carefully by keyword
for existing NACO records before creating new AAPs.
It is also very common for different series to have more or less the same title, so you need to check the
notes in a NACO records carefully, especially notes about the series publisher(s), to make sure that it is
for the right series. A series may change publisher any number of times without becoming a different
series; but if otherwise identical series are issued by more than one publisher at the same time, e.g. by
Dorling Kindersley in Britain and Dover in U.S., and these publishers are not explicitly working together,
the series have to be considered as separate and need distinct AAPs.
Subseries
ii) If a series has a subseries, the subseries numbering and/or title are treated as the numbering/title of
a part, using subfields $n and $p. (These subfields are not used in the 490 series statement.)
490 1_ $aThomas the Tank Engine first readers. B,Thin Controller series 830 _0
$aThomas the Tank Engine first readers.$nB,$pThin Controller series.
Series qualifiers
iii) Because preferred titles never include subtitles or statements of responsibility, and because series
published simultaneously by different publishers are treated as distinct series, series AAPs very often
need qualifiers to distinguish them from other series with similar titles. (This is seldom necessary
for name-series, since the name element is usually distinctive.)
The qualifier is usually the series sponsoring body or publisher or a place associated with the
sponsor or publisher. None of these is entirely satisfactory as a qualifier, because if the chosen
sponsor, publisher or place changes a new AAP will have to be created, which in effect means
treating the change as a complete change of series. Place is probably the least useful qualifier,
because bodies so often move between offices.
490 1_ $aOccasional papers / Thomas the Tank Engine Society
830 _0 $aOccasional papers (Thomas the Tank Engine Society)
The names of bodies used as qualifiers must themselves be constructed as AAPs, which
unfortunately means that bracketed qualifiers sometimes have their own bracketed qualifiers.
830 _0 $aAmerican history in depth (Palgrave Macmillan (Firm))
The names of places used as qualifiers must include any larger places required to qualify them, but
the levels are just separated by commas.
830 _0 $aCaribbean classics (Oxford, England)
Series for complete and collected works

iv) Series often consist of a persons complete or collected works, and therefore use generic titles. For
major literary figures there may already be several complete or collected editions, so it is best to ask
BMAC to create a NACO record with suitable individuating elements.
490 1_ $aCambridge edition of the works of Jane Austen
800 1_ $aAusten, Jane,$d1775-1817.$tWorks.$f2005.
- 27 -
490 1_ $aConnoisseurs Jane Austen

800 1_ $aAusten, Jane,$d1775-1817.$tNovels.$kSelections.
ISSNs
v) Series and subseries often have ISSNs. These are normally recorded in 490 $x, which is indexed, but
occasionally there is no 490 field and in that case they have to be entered in 8XX, also in subfield $x
but at the very end of the field, after the final punctuation, so that they do not interfere with the
indexing of the access point. They retain their internal hyphen. If there are ISSNs for both main
series and subseries, just enter the one for the subseries.
245 14 $aStudies in transcendental Thomism.$nV.
830 _0 $aStudies in transcendental Thomism ;$v5.$x1234-5678.
(In the example above the resource has no title proper at all apart from the series title and number,
so this information has to be used in 245 instead of 490. See Module 3.1i.)
The use of $x in 8XX is a recent introduction and not well documented in the Marc Standards, so you
may occasionally find it incorrectly placed in existing records. Please correct this.
Numbering of part
vi) The individual resources in a series are often numbered. This is usually called numbering within
series when associated with a series statement (490) but numbering of part when associated with
a series access point (8XX). It is entered in subfield $v, following space-semicolon and is sometimes
the same as the corresponding 490 $v data. However:
In 490 the numbering is based on what is found in the resource, while in 8XX the numbering is
controlled.
If the series has a NACO record, this may have a 642 field giving a model for caption (if any) and
numbering style, and this must be followed even if the resource has a different caption.
If there is no NACO record:
Captions (if any) must precede numbering (e.g. v. 1, not 1. v. )
Use the abbreviations from RDA Appendix B for captions, even if on the resource they are fully
written out or differently abbreviated. The ones available for English-language material are
bk. (book), no. (number), pt. (part/parts), v. (volume/volumes). If there is no
abbreviation available in Appendix B, write the word fully.
Use arabic cardinal numbers.
If the numbering on the resource is integrated into the series title, separate it out.
New directions in information

management
490
1_
$aNew directions in information

management,$x0887-3844 ;$vnumber 20
Number 20
830
_0

management ;$vno. 20.
ISSN: 0887-3844
[Numbering is the same in 490 and 830, but 830

abbreviates the caption.]
- 28 -
New directions in information

management
490
1_

management,$x0887-3844 ;$vCCCIL
CCCIL
830
_0

management ;$vno. 349
ISSN: 0887-3844
[8XX numbering modelled on example found in

NACO record for the series.]
The twentieth story in the

Adventures of Cedric Slyme Series
490
1_
$aThe twentieth story in the

adventures of Cedric Slyme
series,$x1234-5678
830
_0
$aAdventures of Cedric Slyme ;$v20.
ISSN: 1234-5678
[830 numbering separated out from series title.]
If the AAP consists of a main series and subseries and there is numbering of part for the main
series, including this numbering would break up the AAP and interfere with filing, so you have to
use two separate 8XX fields, one with the numbering and one with the subseries.
490
1_
series
830
_0
830
_0
$aThomas the Tank Engine easy readers ;$v3.$aThin Controller

$aThomas the Tank Engine easy readers ;$v3.
$aThomas the Tank Engine easy readers.$pThin Controller series.
PRACTICAL 2E
2.4 Understanding NACO records

NACO authority records use MARC tags which are closely related to the tags used for access points in
bibliographic records. This makes it easy for electronic systems to check bibliographic access points
against NACO records and pull in a NACO AAP if available.
The second and third digits in an authority record field tag show what kind of entity the record is for:
X00 for persons or families; X10 for most corporate bodies; X11 for meetings and other events; X30
for works and expressions (unless entered through a person or body); X51 for places. These values
are more or less the same as those in bibliographic records, and they are what link an access point in
a bibliographic record to the appropriate index of authority records.
The first digit in an authority record field tag shows whether it holds the AAP itself (1XX) or a crossreference to an invalid form (4XX) or a cross-reference to a valid but different AAP, e.g. an earlier or
later name for the same entity (5XX) or a note (6XX). These are different from the meanings of 1XX,
4XX, 5XX and 6XX in bibliographic records, so it is important not to confuse the two.
Here are the key fields of a NACO record for a corporate body, as displayed on the Library of Congress
Authorities website.
- 29 -
010 __ |a n 83070313 |z n 83125794
010 Library of Congress

Control Number.
035 __ |a (OCoLC)oca00952686
110 AAP
040 __ |a DI |b eng |c DLC |d DLC |d DI |d OCoLC

110 1_ |a Colorado. |b Weather Modification Program
410 Non-preferred
version of name - do
not use!
410 1_ |a Colorado. |b Dept. of Natural Resources. |b Weather Modification Program

510 1_ |w b |a Colorado. |b Weather Programs
670 __ |a Sherretz, L.A. A Comparison of the potential ... 1983 (a.e.) |b t.p. (Weather
Modification Program, Executive Directors Office, Colorado Department of Natural
510 Valid AAP, but

for a different name;
in this case b in
Resources)
670 __ |a Phone call to Colorado Natural Resources Dept. Executive Directors Office,
subfield $w indicates
6/22/83 |b (The Weather Modification Program is a corporate entity; Mrs. B. Wells
that it is a later name
is Director; the Program is a subdivision of the Executive Directors Office of the
for the body; a
Colorado Natural Resources Department)
would indicate an
earlier name)
670 __ |a Phone call to Colorado Weather Programs, 5/16/85 |b (In ca. 4/85
Colorados Weather Modification Program became Weather Programs; latter name
appears on some publications prior to that date as a variant usage)
670 Source notes. Note the care

to establish the correct scope for
each AAP.
As you can see, it is well worth scrolling down to get all the information available to ensure that you use
the heading correctly.
Various other fields in NACO records can be helpful for identification and correct use, many of them
newly introduced for RDA:
046: Special coded dates, which may include birth ($f), death ($g), beginning date of creation ($k),
ending date of creation ($l), start period ($s) and end period ($t).
336: Content Type
368: Other Attributes of Person or Corporate Body
370: Associated Place
371: Address
372: Field of Activity
373: Associated Group
374: Occupation
375: Gender
376: Family Information
377: Associated Language
- 30 -
378: Fuller Form of Personal Name
380: Form of Work
642: Series Numbering Example
643: Series Place and Publisher/Issuing Body
667: Nonpublic General Note. This may include important distinguishing information, or even an
instruction that the entity should not have an AAP at all.
675: Source Data Not Found: the field where NACO cataloguers record places where they have
looked for evidence of a name and not found it, to save other people from searching the same places.
Here are some more examples :
This record for a series AAP has a very important 667 note, which says that the resources should not be
treated as being in a series at all.
008
940210n| acacbaaan |n ana
010
|a n 94013625
035
|a (OCoLC)oca03550428
0359 |a UkOxUa13402246
040
|a DLC |c DLC |d DLC |d OCl
130 0 |a Teach yourself-643
|a New York |b MIS Press
667
|a Not to be considered a series. Begin title with Teach yourself--
670
|a Kahn, S. Teach yourself-- Word 5.1 for the Macintosh, c1993: |b t.p. (Teach yourself ... )
This record for a person has informative 046 and 3XX fields and a splendid collection of non-preferred
names in 400, as well as one 500 field giving the preferred name of a different but related person.
Notice also the 667 fields, in this case flagging up that the non-preferred names in nonroman script have
not been checked by a cataloguer.
008
801007n| azannaabn |b aaa
010
|a n 80126290 |z n 2006202424
035
|a (OCoLC)oca00506733
040
|a DLC |b eng |c DLC |d DLC |d MdU |d NjP |d NNC |d DLC |d MU |d DLC |d ItFiC |d OCoLC |d
ICU |d UPB |d MX-SlUA |d Uk |e rda |d ICU
046
|f 03541113 |g 04300828
1000
|a Augustine, |c Saint, Bishop of Hippo
370
|a Souk Ahras, Algeria
374
|a theologian |a philosopher
375
|a male
377
|a lat
4001
|a Avgustin, Blazhenny, |c Saint, Bishop of Hippo
4001
|w nnaa |a Augustinus, Aurelius, |c Saint, Bp. of Hippo
4000
|a Augustyn, |c Saint, Bishop of Hippo
4000
|a Augustin, |c Saint, Bishop of Hippo
- 31 -
4000
|a Ughasns, |c Saint, Bishop of Hippo
4000
|a Agostino, |c Saint, Bishop of Hippo
4000
|a Agust, |c Saint, Bishop of Hippo
4000
|a Augoustinos, |c Saint, Bishop of Hippo
4000
|a Agostino di Tagaste, |c Saint, Bishop of Hippo
4000
|a Aurelius Augustinus, |c Saint, Bishop of Hippo
4001
|a Augustinus, Aurelius, |c Saint, Bishop of Hippo
4000
|a Augustinus, |c Saint, Bishop of Hippo
4000
|a Agostino d'Ippona, |c Saint, Bishop of Hippo
4000
|a Agustn, |c Saint, Bishop of Hippo
4000
|a Aurelio Agostino, |c Saint, Bishop of Hippo
4000
|a Episkopos Ippnos Augoustinos
4000
|a Augoustinos Ipponos
4000
|a Agostinho, |c Saint, Bishop of Hippo
4000
|a Aurelli Augustini, |c Saint, Bishop of Hippo
4001
|a Augustini, Aurelli, |c Saint, Bishop of Hippo
4000
|a Aurelii Augustini, |c Saint, Bishop of Hippo
4001
|a Augustini, Aurelii, |c Saint, Bishop of Hippo
4001
|a gostinos, |c Saint, Hibboni Episkopos
4001
|a Agostino, Aurelio, |c Saint, Bishop of Hippo
4000
|a
4000
|a |c
4000
|a
4000
|a Agustn de Hipona
4000
|a San Agustn
40000 |a Aurellus Augustinus. |c Saint, Bishop of Hippo |5 UkOxU

4000
|a Augustin d'Hippone
5000
|a Pseudo-Augustinus
667
|a Machine-derived non-Latin script reference project.
667
|a Non-Latin script references not evaluated.
670
|a His S. Aurelii Augustini De civitate Dei libri XXII, 1924: |b t.p. (S. Aurelii Augustini ...)
670
|a Richter, C. Das Leben des heiligen Augustinus, c1983: |b t.p. (Augustinus)
670
|a "Le Confessioni" di Agostino d'Ippona, c1984- : |b v. 1-2, t.p. (Agostino d'Ippona)
670
|a Luis Vizcano, P. de. Los hechos de Jess en la predicacin de San Agustn, 1983: |b t.p. (San
Agustn)
670
|a Tack, T. If Augustine were alive, c1988: |b CIP introd. (St. Augustine, b. 354 A.D.)
670
|a Tvorenia Blazhennago Avgustina, Episkopa ipponskago, 1879-
670
|a Le confessioni, 1988: |b t.p. (Aurelio Agostino)
670
|a Anthologion ek tn ergn Augoustinou Ippnos ..., 1996: |b p. 17 (Ho Episkopos Ippnos

Augoustinos, 354-430 A.D.)
670
|a Dilogo sobre a ordem, 2000: |b t.p. (Santo Agostinho)
670
|a Sancti Aurelli [i.e. Aurelii] Augustini epistulae, 2004- : |b v. 1, ser. t.p. (Aurelii Augustini)
670
|a gostinos sireli namak Hibboni episkoposin iv-vrd darer, 2005: |b t.p. (gostinos Hibboni
- 32 -
Episkobos 4rd-5rd darer)

670
|a Tutti i dialoghi, 2006: |b t.p. (Aurelio Agostino)
670
|a Catholic Encyclopedia viewed via the WWW July 27, 2011 |b (Augustine was born at Tagaste,
now Souk-Ahras, about 60 miles from Bona (ancient Hippo-Regius) on 13 November, 354; died 28
August, 430.)
670
|a Contra los acadmicos, 2009: |b flap (Agustn de Hipona) t.p. (San Agustn)
670
|a Vingt-six sermons au peuple d'Afrique, 2009: |b t.p. (Augustin d'Hippone)
675
|a nuc92-3062: His De animae quantitate [MI] 1473 (hdg. on GmC rept.: Pseudo-Augustinus)
This is part of an unusual type of NACO record, created for people who share a name and about whom
too little is known to give them separate records. It consists just of the name in 100 and a set of 670
notes, listing for each person a crude designation, e.g. [Author of Parasitic wealth] and where this
information came from. Such records are called undifferentiated records.
1001
|a Brown, John
670
|a [Author of Parasitic wealth]
670
|a Parasitic wealth, or, Money reform, c1897: |b t.p.(John Brown)
670
|a [Author of In the chair]
670
|a LCCN 2002405846: His In the chair, 2002 |b (usage: John Brown)
You may occasionally see a NACO record with the 667 field: THIS 1XX FIELD CANNOT BE USED UNDER
RDA UNTIL THIS RECORD HAS BEEN REVIEWED AND/OR UPDATED. This message is addressed to
NACO authority cataloguers, who are responsible for converting any authorities they deal with. Ordinary
cataloguers should still use these authorities in bibliographic cataloguing; but please notify BMAC when
you use such records, so that they can update the NACO record. The access point in your own record
will be automatically updated to correspond with the revised NACO record.
2.5 Uncontrolled access points for variant titles: 246 and 740
Because authorised access points are used to collocate entities, there may only be one authorised
access point for each entity. But sometimes people search for a resource under a title which is
neither the 245 title proper of the resource nor the authorised title for the work, e.g. a spine title or a
version of the title in a different language.
To create access points and notes for uncontrolled forms of the title of the resource itself, e.g. cover
title, spine title, parallel title, portion of title, corrected title, title spelt differently, title by which the
resource is commonly known, we use field 246. See Module 1, 1.4c.
Very occasionally it is useful to give a variant form of a related or analytical title. The commonest
case is for omnibus translations, e.g. a translation into French of The Lord of the Rings. The ordinary
analytical AAPs for the component works will be in English, but a reader wanting The fellowship of the
ring in French may well search under its French title, Communaut de lanneau. In such cases you
should make an extra, uncontrolled access point for the related/analytical title, using field 740.
740 is a very simple field:
- 33 -
The first indicator is for skip in filing, but this should always be 0 because we follow the Library
of Congress in omitting initial articles.
The second indicator is the normal one for 7XX title fields: 2 if the title is analytical and
otherwise blank.
Subfields $n and $p may be used for part-numbering and part-titles, but otherwise all data is
entered in subfield $a.
100 1_ $aTolkien, J.R.R.$q(John Ronald Reuel),$d1892-1973.
240 10 $aLord of the rings.$lFrench
245 13 $aLe seigneur des anneaux /$cJ.R.R. Tolkien; traduit de langlais par
F. Ledoux.
505 0_ $at. 1 La communaut de lanneau -- t. 2. Les deux tours -- t. 3. Le
retour du roi.
700 1_ $aLedoux, F.
700 1_ $aTolkien, J.R.R.$q(John Ronald Reuel),$d1892-1973.$tFellowship of the
ring.$lFrench.
700 1_ $aTolkien, J.R.R.$q(John Ronald Reuel),$d1892-1973.$tTwo
towers.$lFrench.
700 1_ $aTolkien, J.R.R.$q(John Ronald Reuel),$d1892-1973.$tReturn of the
king.$lFrench.
740 02 $aCommunaut de lanneau.
740 02 $aDeux tours.
740 02 $aRetour du roi.
740 is also used for the titles of accompanying material. See Module 6.
Before the introduction of the 246 field, all variant titles used field 740. If you come across a 740 field
in an older record which seems to contain a variant title for the resource rather than an analytical or
related title, please recode this as a 246, with the appropriate indicators.
Examples of full bibliographic records

1. A work by a single author, previously published under a different title, so requiring an entry for the
earlier title. The AAP for the author includes a fuller form of the name, found in the copyright statement.
There is an added entry for the map-maker, using the relator illustrator (not cartographer, which is
applicable only to creators), and another for a prominently mentioned organisation which is not just a
publisher or agent, with no $e relator term because its role is unclear. The series is qualified by its
publisher, because its title alone would not be distinctive.
008 120807s2004^^^ênkab^^^^^^^^^001^0êng^d
020 __ $a9781133190110$qhardback
020 __ $z9781133190905$qe-book
100 1_ $aPediment, Peter Q.$q(Peter Quentin),$eauthor.
240 10 $aGloucester City gargoyles
245 14 $aThe gargoyles of Gloucester :$ba tour.$nPart one,$pThe city centre
264 _4 $c2004
- 34 -
490 1_
500 __
500 __
1998.
500 __
700 1_
710 2_
830 _0
$aEnglish architecture series,$x1212-3434 ;$vnumber 3

$aMaps on endpapers.
$aFirst edition published as: Gloucester City gargoyles. Smith Books,
$aA Gloucester Guides book--Title page verso.
$aSpout, Walter,$eillustrator.
$aGloucester Guides (Organization),
$aEnglish architecture series (Curlicue Press),$x1212-3434 ;$vno. 3.
2. A compilation of materials by one author, with AAP for the compilation and analytical entries for the
components. Note the 2nd indicator 2 in the 700 fields, which shows that they are analytical entries.
008 120807s1962^^^ênka^^^^^^^^^^001^1êng^d
100 1_ $aBlyton, Enid,$eauthor.
240 10 $aNovels.$kSelections
245 10 $aThree classic Enid Blyton stories.
264 _1 $aLondon :$bBrown Books,$c1962.
505 0_ $aSecret Seven win through -- Five get into a fix -- The Adventurous
Four again.
700 12 $aBlyton, Enid.$tSecret Seven win through.
700 12 $aBlyton, Enid.$tFive get into a fix.
700 12 $aBlyton, Enid.$tAdventurous Four again.
3. A compilation of materials by different authors, with title proper as main entry (shown by 1st
indicator 0 in field 245) and analytical entries for the components. The AAPs for the component
works are all from NACO records, as you would expect for such well-known material. The series AAP
has been given a qualifier because it is not distinctive.
008 120807s1953^^^ênka^^^^^^^^^^001^1êng^d
245 00 $aJane Eyre /$cCharlotte Bront. Wuthering Heights / Emily Bront. The
tenant of Wildfell Hall / Ann Bront ; illustrated by Jane White.
490 1_ $aThe Victorian library ;$v5
700 12 $aBronte, Charlotte,$d1816-1855.$tJane Eyre.
700 12 $aBronte, Emily,$d1818-1848.$tWuthering Heights.
700 12 $aBronte, Ann,$d1820-1849.$tTenant of Wildfell Hall.
700 1_ $aWhite, Jane,$eillustrator.
830 _0 $aVictorian library (Smith Press) ;$v5.
4. An adaptation. The AAP for Oliver Twist is from a NACO record.

008
100
245
264
300
336
337
338
120807s1965^^^ênka^^^^^^^^^^001^0êng^d
1_ $aGrey, James,$eauthor.
10 $aI want some more! /$cby James Grey.
_1 $aLondon :$bChigwell Education Authority,$c1965.
__ $a30 pages :$billustrations ;$c20 cm
__ $atext$2rdacontent
__ $aunmediated$2rdamedia
__ $avolume$2rdacarrier
- 35 -
500 __ $aA play for primary schools based on Dickens Oliver Twist--Back
cover.
700 12 $aDickens, Charles,$d1812-1870.$tOliver Twist.
710 2_ $aChigwell Education Authority,$eissuing body.
QUIZ 2
The Bodleian Libraries, October 2012, December 2013, March 2014
- 36 -
3. Difficult cases. Last revised February 2014

3.0 Purpose and scope ..................................................................................................................- 3
3.1 Missing, misleading, incorrect, imprecise, unusual and confusing descriptive data ........................- 3
3.1a ISBNs ................................................................................................................................- 3
9-, 10- and 13-digit versions .................................................................................................- 3
Identifying the correct ISBN(s) ..............................................................................................- 4
Entering incorrect and application-invalid ISBNs .....................................................................- 5
Order and qualifiers for multiple ISBNs ..................................................................................- 5
3.1b Titles and subtitles .............................................................................................................- 6
Titles consisting only of the creators name (or similar) ...........................................................- 6
Corrections ..........................................................................................................................- 6
Clarifications ........................................................................................................................- 7
Supplied titles ......................................................................................................................- 7
3.1c Statements of responsibility .................................................................................................- 7
How many statements of responsibility? When may they be truncated? ..................................- 7
Statements found in more than one source ............................................................................- 7
Clarifications of role ..............................................................................................................- 8
Other clarifications and corrections ........................................................................................- 8
3.1d Designations of edition .......................................................................................................- 8
Cataloguer-supplied edition statements .................................................................................- 8
Other clarifications and corrections ........................................................................................- 8
3.1e Place of publication .............................................................................................................- 8
Unpublished resource ...........................................................................................................- 8
Multiple places .....................................................................................................................- 8
Clarifications ........................................................................................................................- 9
Corrections and clarifications .................................................................................................- 9
No placename on the resource ..............................................................................................- 9
3.1f Publisher .......................................................................................................................... - 10
Unpublished resource ......................................................................................................... - 10
Multiple publishers.............................................................................................................. - 10
Creator as publisher ........................................................................................................... - 10
Web address as publisher ................................................................................................... - 10
Corrections and clarifications ............................................................................................... - 11
No publishers name on the resource ................................................................................... - 11
3.1g Date of publication ........................................................................................................... - 11
Date on resource in words .................................................................................................. - 11
Date on resource in roman numerals or other non-arabic numerals ....................................... - 11
Non-Gregorian date ............................................................................................................ - 11
Clarifications and corrections ............................................................................................... - 11
No date on resource ........................................................................................................... - 11
3.1i Copyright/phonogram dates ............................................................................................... - 12
3.1j Physical description ........................................................................................................... - 12
Unnumbered pages or leaves or columns ............................................................................. - 12
Multipart sets ..................................................................................................................... - 13
Misleading pagination or foliation or columns ....................................................................... - 13
Complicated pagination or foliation or columns..................................................................... - 13
Sheets and cards ................................................................................................................ - 14
Folded pages, leaves and sheets ........................................................................................ - 14
Unusual shapes and sizes ................................................................................................... - 14
-1-
Containers ......................................................................................................................... Corrections and clarifications ............................................................................................... 3.1k Series elements ................................................................................................................ Is it a series? ..................................................................................................................... Series authority records ...................................................................................................... Series information found only on dustjacket ......................................................................... Series information only in external sources .......................................................................... Other corrections and clarifications ...................................................................................... Multiple series .................................................................................................................... Series or subseries? ............................................................................................................ Entering subfields between series and subseries .................................................................. New series ......................................................................................................................... Incorrect ISSNs .................................................................................................................. Complexities of numbering .................................................................................................. 3.2 Access points ........................................................................................................................ 3.2.1 How many AAPs for persons, families and corporate bodies?.............................................. 3.2.2 Correct or as found? ........................................................................................................ Choice of main entry .......................................................................................................... Choice of names and forms of names .................................................................................. 3.2.3 What differences require a separate access point? ............................................................. 3.2.3a Personal identities ...................................................................................................... 3.2.3b Family identities ......................................................................................................... 3.2.3c Corporate body identities (including places) ................................................................. 3.2.3d Works ........................................................................................................................ 3.2.3e Expressions ................................................................................................................ 3.2.3f Series ......................................................................................................................... 3.3 What changes require a new bibliographic record? .................................................................. 3.3a Extending the coverage of a record ................................................................................... Multiparts .......................................................................................................................... Supplements ...................................................................................................................... Hardbacks, paperbacks and other differences of binding ....................................................... 3.3b When previously issued materials are included in a new resource ...................................... 3.3c Break in publication history ............................................................................................... 3.3d Fuzzy matches ................................................................................................................. 3.3e Reproductions, digital printing and on-demand printing ...................................................... Sources of information ........................................................................................................ New printing or new publication? ........................................................................................ Transferred to digital printing/Printed on demand ................................................................ Reproductions which are new publications ........................................................................... One-off reproductions not intended for distribution .............................................................. 3.5 Some special cases ................................................................................................................ 3.5.1 Custom publications ........................................................................................................ 3.5.2 Samplers, proof copies, review copies and examination copies ........................................... 3.5.3 Publishers packs and bargain bundles .............................................................................. 3.5.4 Study guides, manuals, etc. for use with other specific publications .................................... 3.6 Getting more help .................................................................................................................. Appendix 1: How many statements of responsibility and AAPs (academic material)? ......................... Statements of responsibility ....................................................................................................... AAPs for persons, families and corporate bodies. ........................................................................ -
-2-
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32

This module supplements Modules 1 and 2 of the RDA/MARC21 course by dealing with more complex or
confusing cases for description and access, including complex physical descriptions for BK materials,1 and
some difficult issues for record matching such as on-demand and digital reproductions. Each module is
intended to serve also as reasonably freestanding reference documentation, so there is some overlap
with the previous modules and with later ones.
People using this document as part of the RDA/MARC21 course should use the red links to the separate
document of Practicals and Quizzes.
3.1 Missing, misleading, incorrect, imprecise, unusual and confusing descriptive

data
One of the principles of RDA is that The data describing a resource should reflect the resources
representation of itself [0.4.3.4]. For this reason cataloguers are seldom allowed to supply corrections,
clarifications or additions for descriptive elements except as notes. This is a change from AACR2
practice.
In general, if the resource offers no information at all for a descriptive element, you may transcribe in
square brackets any statements found outside the resource, e.g. on publishers or booksellers websites;
but you are only allowed to supply statements which you have made up yourself in a small number of
cases.2
IMPORTANT NOTE
008 data should always be based on the corrected information, even if only recorded in notes, rather
than the transcribed information.
3.1a ISBNs
ISBNs are an exception to the principle of representation, since they are assigned by an independent
ISBN agency rather than by the creator or publisher. They are often assigned pre-publication but they
can also be assigned retrospectively. For instance, if a resource was first published before the
introduction of standard book numbers but reprinted after it, the number would appear only on the later
impressions but would nevertheless apply to all 3 the impressions and should be included, if known, in
the record for that publication. Cataloguers therefore sometimes need to add an ISBN to a record which
originally did not have one.
9-, 10- and 13-digit versions
Standard book numbers may appear in 9-digit, 10-digit and 13-digit versions without being different
numbers. The digits to match on are digits 1-8 of 9-digit versions, 2-9 of 10-digit versions and 5-12 of
13-digit versions.
For physical description of non-BK material, see Module 5: Non-book materials and the Special materials section of
the Cataloguing documentation page.
2
RDA as first published in 2010 virtually ruled out cataloguers corrections and clarifications in square brackets, but a
few types have since been reinstated under pressure from LC, OCLC, BL, etc.
3
Unless there is a difference of binding or cover; different bindings and covers are assigned separate ISBNs.
-3-
In records 9-digit versions (SBNs) must be converted to 10-digit versions (ISBNs) to index properly,
by the addition of 0 at the beginning. If both 13-digit and 10-digit versions are known, both are
included in the record.
You will sometimes find a 13-digit number, usually associated with a barcode, which looks like an
ISBN but is not labelled as such. Strictly speaking this is a European Article Number rather than a
standard book number, so you are not obliged to include it; but since it is invariably identical to the
13-digit ISBN it is fine to do so.4
Identifying the correct ISBN(s)
Only the true ISBN(s) should be entered in 020 $a. This is the one, or sometimes more than one for
multiparts or resources published jointly or in various bindings, assigned by the ISBN agency5 to the
resource being catalogued. It is therefore very important to be clear about exactly what you are
cataloguing, e.g. whether you are creating a record for all the components of a set or serial or just for
one or a few of them.
If different ISBNs are assigned for different publishers or places, enter all of them in 020 $a
fields if the resource is being published jointly (i.e., all places or publishers are listed together in
the imprint information); but if the resource is merely being published simultaneously by various
publishers and/or in various places only enter in 020 the ISBNs related to the imprint on the
resource.
If a book is published in both hardback and paperback, the first paperback issue can be
considered only a difference in binding, and so a single bibliographic record can include both ISBNs
and cover both bindings as long as there is no bibliographically significant difference between the
issues.6 However, it is not always clear whether you have the first paperback, and in case of doubt
you should make separate records. If hardback and paperback ISBNs are listed together on the
paperback issue it is usually reasonable to assume that you have the first paperback.
If an ISBN has been used previously for a resource which should have a separate bibliographic
record (e.g. different publisher, different series) it is not a true ISBN for the new resource.
Publishers should not re-use ISBNs assigned for earlier issues unless the new issue is merely a
reprint; but sometimes they do. Such ISBNs are said to be application-invalid, i.e. correctly
formed ISBNs applied to the wrong resource.
If you are cataloguing an ordinary multipart set, i.e., one whose components were issued
specifically for that set, and there are ISBNs both for the set as a whole and for the components,
they should all be considered true ISBNs. See Module 6: Multiparts, 6.4.
If previously issued resources are included in a new resource, e.g. a in boxed set of
favourite childrens books or a study kit, and there is a unifying element such as a box which
carries distinctive bibliographic data for the new resource (at least a distinct title), the resource
should have its own record, using the information from the unifying element. Any ISBNs in the
For an explanation of the development of SBNs, ISBNs and EANs, see the Wikipedia article on ISBNs.
Currently the ISBN agency for UK materials is Nielsen Book Data.
Before 2014 OLIS allowed a hardback and a paperback to share a record even if they explicitly had different
publication dates the paperback date was treated as a printing date and recorded only as a holdings note. This is
no longer done.
-4-
components should be included in the record, but as application-invalid ISBNs (see below).7 For
an example, see Module 6, 6.1.
If previously issued resources arrive as a bargain bundle or similar, in a package which

has an ISBN of its own but no distinct title, it is best to catalogue the components separately but
add to each record a note along the lines of Also issued in a package with other resources, with
the package ISBN 9780123456789. The package ISBN should be added to all the records, but as
an application-invalid ISBN (see below).
If there is any doubt about the ISBN for a resource, e.g. if Aleph or Marc Report identifies it as
incorrectly formed or if different numbers appear on different parts of the resource (e.g. title-page
verso and back cover), you may be able to discover which is correct from the publishers or
booksellers website. In general, cover information is more reliable than internal information, because
publishers often re-use sheets from earlier issues. The newest ISBN is the correct one.
Entering incorrect and application-invalid ISBNs
All the ISBNs formally listed on a resource (except in advertisements or series listings) should be
included in the record, because they might be used as search terms, but they are entered in subfield
$z and need an explanatory qualifier and/or a 500 note. Using $z means that the number will be
displayed in SOLO with the caption Related ISBN instead of ISBN.
If an ISBN has a typo and the correct form is known, the $z subfield follows the $a subfield
containing the correct form; if the correct form is not known, only the $z subfield is used. A 500
note is needed.
020 __ $a186205102X$z186205102$qincorrect
[correct form known]
500 __ $aISBN 186205102 on title page verso lacks the final digit.
020 __ $z186205102$qincorrect
[correct form unknown]
500 __ $aISBN 186205102 on title page verso lacks the final digit.
If an ISBN is application-invalid, i.e. it really belongs to a different resource, it should always

have its own 020 field. If it is just for a different format it should have an explanatory qualifier,
but more complicated situations require a note.
020 __ $a1859354122$qpaperback
020 __ $z1859354130$qpdf
020 __ $a082640913$qpaperback
020 __ $z0826469302$qinvalid
500 __ $aTitle page verso is that of 2004 hardback issue, including ISBN
0826469302, which applies to the hardback only.
[In the second example the paperback was not the first paperback issue, so
could not share a record with the hardback.]
Order and qualifiers for multiple ISBNs
You may have to enter a large number of ISBNs, e.g. if you have hardback and paperback ISBNs in
10- and 13-digit versions for a multipart set or a resource published jointly. Please arrange them as
follows:
i. Keep materials from the same place/publisher together.
Optionally, most OLIS institutions could break up a resource consisting entirely of previously issued resources into
its components and treat them exactly as if they had been acquired separately; but materials received by the
Bodleian on Legal Deposit must always be catalogued as received.
-5-
ii.Within this, for sets, keep ISBNs for the same component together, with any set ISBN(s) first
and numbered parts in order of numbering; arrange unnumbered parts in the way which makes
most sense, according to the order in which they should be used or their importance.
iii. Within this, keep hardback and paperback issues (or other binding variants) together,
hardback first.
iv. Within this, keep 13- and 10-digit versions of a number together, 13-digit first. No qualifiers
are needed for the versions.
v. Enter 020 $z fields after the 020 $a fields for the relevant issue or component, if any, and
otherwise at the end of the list.
If an ISBN needs multiple qualifiers, enter place/publisher qualifiers, then component qualifiers, then
binding qualifiers.
020
020
020
020
020
020
020
020
020
020
__
__
__
__
__
__
__
__
__
__
$a9781118458914$qU.K.$qset$qhardback
$a1118458913$qU.K.$qset$qhardback
$a978111845892X$qU.K.$qset$qpaperback
$a1118458925$qU.K.$qset$qpaperback
$z9781119973119$qU.K.$qset$qpdf
$a9781118458934$qU.K.$qvolume 1$qhardback
$a1118458933$qU.K.$qvolume 1$qhardback
$a978111845894X$qU.K.$qvolume 1$qpaperback
$a1118458945$qU.K.$qvolume 1$qpaperback
$z9781119973119$qU.K.$qvolume 1$qpdf
etc., etc.
PRACTICAL 3A
3.1b Titles and subtitles
Titles consisting only of the creators name (or similar)
Some materials, e.g. books of artworks or complete/collected works by major authors, have titles
consisting only of the creators names or the name of some other major contributor. It is fine to enter
these as titles and there is no need to repeat them as statements of responsibility unless they also
occur separately. The named entity should have an access point, which will often be the main access
point.
100 0_ $aVirgil.
240 10 $aWorks.$f1799
245 10 $aPublius Virgilius Maro /$cnewly edited by John Brown.
Corrections
If there is a mistake in the title, you should provide the correction in field 246 and include subfield
$i, which allows you to provide a note as well as an access point. Please make sure that you use first
indicator 1, so that the note displays.
245 02 $aHow to be chased /$cby Cousin Euphemia.
246 1_ $iTitle should read:$aHow to be chaste
-6-
Clarifications
If a title is misleading, for example if a theatre programme has only the title of the work performed or
a review has only the title of the work reviewed, you should provide a clarification in a note. 8
245 00 $aMadame Butterfly.
500 __ $aProgramme of opera performed at the Royal Opera House on Thursday
13th November 1980.
Supplied titles
If a resource has no title at all, not even a conventional title in reference sources, you should supply a
brief description in square brackets,9 indicating the nature of the resource or its subject-matter or
both. This is sometimes called a devised title.
245 00 $a[Letters between Queen Victoria and John Brown].
PRACTICAL 3B
3.1c Statements of responsibility
How many statements of responsibility? When may they be truncated?
Always include any statements of responsibility relating to the creators of the primary content of the
resource and to any other entities presented on the resource by layout, font, etc. as having the most
important responsibility (often the editors).
Never truncate statements of responsibility which name fewer than four entities.
For detailed advice about academic and high-value materials, see Appendix 1.
For ephemeral and grey materials and non-academic materials of no obvious particular interest, use
your own judgment, bearing in mind both how likely it is that the data will significantly assist users
with the FRBR user tasks (Find, Identify, Select, Obtain) and the amount of other material which is
waiting to be processed.
Also bear in mind that entities named in statements of responsibility do not always have to have
access points. Sometimes the most efficient option is to be generous in statements of responsibility,
which do give some level of access in SOLOs simple search, but keep AAPs to the minimum.
Statements found in more than one source
If there are statements of responsibility both on the same source as the title and elsewhere, e.g. on
both title page and colophon, record in 245 only the statement(s) found on the same source as the
title. Give the others, including any important statements found outside the resource, as 500 notes,
making clear where each set was found unless they are very easy to find. Quoted notes are often the
best way to do this.
245 00 $aTeach yourself galactic domination /$cthe Dalek Supreme Council.
500 __ $aWritten by members of the Oxbridge University Dr Who Club--Preface.
There is currently (Janurary 2013) a proposal to change RDA to allow clarifications to be added as other title
information, e.g. 245 00 $aMadame Butterfly :$b[programme] or 245 00 $aThe life of Pi :$b[review], as was
allowed under AACR2.
9
RDA does not actually require square brackets for devised titles for kinds of material which does not typically have
a title of its own, e.g. collections and photographs, but we follow the British Library in using them.
-7-
Clarifications of role
You may supply a brief clarification of an entitys role in square brackets

245 04 $aThe complete book of human knowledge /$c[compiled by] Mick Taker.
Other clarifications and corrections
All other clarifications and corrections should be given as 500 notes.

245 10 $aYes, Prime Minister :$bthe diaries of the Right Hon. James Hacker
/$cedited by Jonathan Lynn and Antony Jay.
500 __ $aFictional diaries written by Jonathan Lynn and Antony Jay.
3.1d Designations of edition

Cataloguer-supplied edition statements
If a resource has no edition statement at all but there is good reason to suppose that the content has
changed, supply an edition statement in square brackets. Keep supplied statements brief and
conventional, but justify them with more detailed information in 500 notes. Never supply numbered
edition statements, because it is impossible to guess how any future versions will be numbered.
250 __ $a[Revised edition].
500 __ $aMany of the hymns in this issue have been reworded to remove gender
bias.
Other clarifications and corrections
Any other clarifications or corrections should be given as 500 notes.

250 __ $a1913 edition /$brevised by John Grey.
500 __ $aIncludes an additional chapter by Jean Lavender, dated 1924.
PRACTICAL 3C
3.1e Place of publication
Unpublished resource
Unpublished resources such as print theses, letters and typescripts do not require place or publisher
elements. They do require a date element, in 264 _0 $c. The 2nd indicator 0 shows that the
information is about production rather than publication. There should also be codes for date and
country in 008. Manuscripts, typescripts and unpublished printouts may also need special codes in
LDR/06 ( t for textual materials, d for annotated music, f for cartographic materials). Online
materials are always regarded as published.
245 10 $a[Letters between Violet and Primula Slugge-Bayte].
264 _0 $c1960-1974.
Multiple places
Usually only the first place of publication found on the preferred source is recorded; but you should
include other places, each in its own subfield $a, if:
it is very clear from a formal statement on the resource that another place is the primary place of
publication.
-8-
on t.p.
264
_1
University of Rutland Press

Adelaide Bombay Kinshasa,
London Oslo Warsaw
$aAdelaide ;$aOslo :$bUniversity of

Rutland Press,$c2011.
2011
on t.p. verso
Published in Oslo by the University of
Rutland Press.
the resource is published jointly by publishers in different places and the places are associated with
separate ISBNs
020 __ $a0719530148$qU.K.
020 __ $a1224010182$qU.S.
264 _1 $aLondon :$bBrown Books ;$aNew York :$bSmith Press,$c1994.
Clarifications
If the placename as found on the resource is not distinctive, you may qualify it with a larger place in
square brackets. Do not abbreviate the qualifier.
264 _1 $aCambridge [Massachusetts]
Corrections and clarifications
If a placename is given but it is known to be incorrect or facetious or is inadequate for identification,

give details in a 500 note. 008 values should reflect the corrected information.
008 130401s2010^^^ênkab^^^^b^^^^001^1êng^d
264 _1 $aNew Skaro :$bDalek Revolutionary Council,$c20010.
500 __ $aPublication details on title page are facetious. Actually published:
London : Brown Books, 2010.
No placename on the resource
If the city/town is known, supply it in square brackets.

264 _1 $a[Cambridge, Massachusetts]
If only the country, state, province or similar is known, supply that in square brackets. Do not use
abbreviations from B.11.
264 _1 $a[Massachusetts]
If the city/town or, failing that, the country/state/similar is not definitely known but can be
conjectured, supply it in square brackets with a question mark.
264 _1 $a[Cambridge, Massachusetts?]
If no place can even be conjectured, which is rarely the case, use the following:
264 _1 $a[Place of publication not identified]
If you really have to use this formula, you must also provide a full distribution statement (264 _2) or,
failing that, a full manufacture (= printing) statement if at all possible (see example in 3.1f, below).
-9-
3.1f Publisher
Unpublished resource
See instructions under 3.1e.
Multiple publishers
Usually only the first publishers name found on the preferred source is recorded; but in the case of
resources published jointly by multiple publishers you should include other names, each in its own
subfield $b, if:
the names are linked in a phrase

:$bBrown Books for the University of Rutland
the names are associated with separate ISBNs

020 __ $a0719530148$qMurray
020 __ $a0224010182$qCape
264 _1 $aLondon :$bJohn Murray (Publishers) Ltd. :$bJonathan Cape Ltd,$c1974.
it is very clear from a formal statement on the resource that another publisher has primary
responsibility for the publication.
on t.p.
264
_1
Runcorn University Press

Speke University Press
$aLiverpool :$bRuncorn University

Press :$bSpeke University
Press,$c2011.
Liverpool
2011
on t.p. verso
Published by Speke University Press
Creator as publisher
It is quite common nowadays for the creator of a work to publish it, in which case the creators name
(not just The Author or similar) should be entered in 264 _1 $b.
If the name is not formally presented as the publishers name on the resource, record it in square
brackets.
Sometimes the creator uses a commercial printing or marketing service and it is difficult to
determine whether the creator or the service is acting as publisher. You may be able to get a
clearer idea of who is really in control from how the service presents its role on its website.
The authors address, if known, can be treated as place of publication unless a different place is
named.
245 10 $aLittle Happening :$ba memoir /$cJohn White.
264 _1 $aLittle Happening :$b[John White],$c2010.
Web address as publisher
It is quite common for a web address to be presented as the publisher name. In that case, transcribe
it as found. (Do not introduce initial capitals.)
- 10 -
245 10 $aLittle Happening :$bthe sequel /$cJohn White.

264 _1 $aLittle Happening :$bwww.johnwhitethrills.org,$c2010.
See instructions under 3.1e.
No publishers name on the resource
You may supply the publishers name in square brackets if you find it in an external source, but you
may not supply conjectures. If the name is unknown, use the following formula:
:$b[publisher not identified]
If you have to use this formula, you must also provide a full distribution statement (264 _2) or, failing
that, a full manufacture (= printing) statement (264 _3) if at all possible.
264 _1 $a[Germany?] :$b[publisher not identified],$c2003.
264 _2 $aLondon :$bThames & Hudson,$c2003.
3.1g Date of publication

Date on resource in words
Use arabic numbers instead of words.
Date on resource in roman numerals or other non-arabic numerals
Transcribe the date as found and follow it with the date in arabic numerals in square brackets. 10
,$cMMIX [2009]
Non-Gregorian date
Transcribe the date as found and follow it with the date in the Gregorian calendar in square brackets,
using or if necessary.
,$c5730 [1969 or 1970]
Clarifications and corrections
If a date is given but it is known to be incorrect or facetious, give details in a 500 note.
264 _1 $a..$c2090.
500 __ $aDate of publication should read 2009.
No date on resource
If the date is known from elsewhere [e.g. publishers website] or can be deduced with certainty from,
for example, date of first printing, supply it in square brackets. If the source is not obvious, make a
500 note.
264 _1 ..,$c[1971]
500 __ $aDate of publication from publishers website.
If the evidence for the date is not conclusive, use one of the following models and make an
explanatory 500 note. A date deduced from a copyright date should be regarded as conjectural
unless supported by other evidence.
,$c[1971?]
10
This is a local policy, for the sake of users who find non-arabic numerals difficult. Other major agencies may just
transcribe the date as found. If you notice this in a record you are editing, please add the arabic version in square
brackets.
- 11 -
,$c[1971 or 1972]
,$c[between 1971 and 1983?]
11
,$c[not before April 1, 2013]

,$c[not after March 31, 2013]
,$c[between
September 6, 1992 and July 31, 1995]
If no conjecture or range of possibilities can be given, which is scarcely conceivable, use the following
formula:
,$c[date of publication not identified]
If you ever have to use this formula, you must also provide a copyright date (264 _4 $c) or, failing
that, a full distribution statement (264 _2) or, failing that, a full manufacture (= printing) statement
(264 _3) if at all possible.
Dates of copyright, distribution, printing or production must never be entered in 264 _1 $c, because the
2nd indicator defines this as publication information.
3.1i Copyright/phonogram dates
Phonogram dates, usually preceded by the symbol , are a kind of copyright date used for sound
recordings. The symbol should be used in 264 _4 $c instead of .
If multiple copyright or phonogram dates are found, usually only the last one is recorded; but if earlier
ones clearly apply to distinct and important intellectual/artistic aspects of the resource, they may also
be recorded. This would be the case if, for instance, an audio recording with a given phonogram date
had an insert with a later copyright date.
264 _4 $c2012.
264 _4 $c2011
PRACTICAL 3D
3.1j Physical description
RDA allows a great many options for physical description, so there may be a wide range of practices in
downloaded records. In general, make any necessary minor corrections, such as to punctuation or
coding, but do not restructure a physical description unless it is confusing or inadequate.
Unnumbered pages or leaves or columns
Describe unnumbered pages, leaves or columns as such. If there are too many to count, give an
approximation.
300 __ $a128 unnumbered pages ;$c24 cm
300 __ $a128 pages, 8 unnumbered pages of plates ;$c24 cm
300 __ $aapproximately 100 pages ;$c24 cm
11
The use of hyphens for unknown digits, which is found in many AACR2 dates, is not allowed by RDA. For
example, where AACR2 records would use [18--], RDA records use [between 1800 and 1899?]. However, you can
still use 18uu in 008 dates. For less tidy date ranges, use q in 008/06 followed by the first year and last year of the
range.
- 12 -
A downloaded record may represent a book lacking pagination just as 1 volume (unpaged). If you
are editing such a record, try to replace this with an approximation, because users often want some
idea of the scale of a resource.
Multipart sets
Use volumes as the unit of extent for books. This term is normally used in 300 even if the books
bear other captions, such as Book, Number, Part.
If some components are subordinate to the others, give their extent in subfield $e. For each type
of subordinate component give a number and carrier type following + but do not repeat the
subfield code.
300 __ $a3 volumes :$billustrations ;$c24 cm +$e1 answer book + 2 quick
reference cards.
If a multivolume set has continuous paging, add this in parentheses. If the various volumes
each have minor pagination sequences preceding the main sequence, ignore the ones in volumes
other than the first.
300 __ $a3 volumes (xii, 653 pages) ;$c24 cm
[This ignores a sequence of ix pages at the beginning of the second volume and
one of vii pages at the beginning of the third.]
If a multipart set has identical components, say so.

300 __ $a24 identical volumes ;$c24 cm
For more on physical descriptions for multiparts, including sets whose components have different
carrier and media types, see Module 6: Bibliographic records for multiparts, 6.4a .
Misleading pagination or foliation or columns
If it would be very misleading just to give the number of the last numbered page, leaf or column of a
sequence, e.g. if only alternate pages are numbered or the last number is a misprint, use the
following model:
300 __ $a128, that is, 182 pages ;$c24 cm
Complicated pagination or foliation or columns
If the pagination or foliation or column-numbering forms part of a larger sequence, e.g. if a book is
an offprint or a component of a multipart set numbered continuously, give both first and last
numbers.
300 __ $aleaves 21-48 ;$c24 cm
300 __ $apages 721-960 ;$c24 cm
If the numbering style changes within a sequence, use the style at the end of the sequence.
300 __ $a176 pages ;$c24 cm
[pages numbered i-xii, 13-176 on resource]
If a sequence uses letters instead of numbers, give both the first and the last of the sequence. If
letters are merely added to distinguish between different numerical sequences, just give the last of
the sequence.
300 __ $aA-K pages ;$c24 cm
300 __ $a239, A19, I5, G7 pages ;$c24 cm
[sequences for main text, appendix, index, glossary]
If the numbering uses a mixture of pages, leaves and columns, record each sequence separately.
- 13 -
300 __ $axxxiii pages, 50 leaves ;$c24 cm
If there are a great many separate sequences you can record them as in various pagings. You
may find 1 volume (various pagings) in downloaded records, but it is better to replace this with at
least an approximate paging. If you are recording other sequences as well, use the phrase variously
numbered.
300 __ $a532 pages in various pagings ;$c24 cm
300 __ $aApproximately 500 pages in various pagings ;$c24 cm
300 __ $a560, 223 pages, 217 variously numbered pages ;$c24 cm
If there are parallel sequences, e.g. when the same number is used on facing pages of a bilingual
text, record both with an explanatory note.
300 __ $axi, xi, 99, 99 pages ;$c24 cm
546 __ $aEnglish and French texts on facing pages, with parallel pagination.
If pages are numbered in opposite directions (usually to give equal treatment to texts in two
languages), record the sequences in order from the title page which you are treating as the preferred
source.
300 __ $aiv, 127, 135, vii pages ;$c24 cm
546 __ $aEnglish and Welsh texts on inverted pages with separate title pages.
Sheets and cards
Describe sheets and cards as such. Give their dimensions as height x width.
300 __ $a1 sheet ;$c50 cm x 30 cm
300 __ $aApproximately 500 cards :$billustrations ;$c28 x 10 cm
Use card or sheet in 338 $a.
Folded pages, leaves and sheets
Describe folded pages, leaves and sheets as such. In the case of sheets, give their dimensions both
unfolded and folded. If a sheet is folded to be read as pages, add pagination to the extent, in
parentheses.
300 __ $a50 folded leaves ;$c25 cm
300 __ $a197 pages (some folded) :$billustrations ;$c28 cm
300 __ $a3 folded sheets ;$c30 x 60 cm folded to 15 x 10 cm
300 __ $a1 folded sheet (24 pages) ;$c30 x 60 cm folded to 15 x 10 cm
Unusual shapes and sizes
If a volume measures less than 10 cm, record its height in millimetres.

300 __ $a50 pages ;$c35 mm
If a volumes width is greater than its height or less than half its height, record both height and width.
300 __ $a50 pages ;$c12 x 15 cm
300 __ $a50 pages ;$c25 x12 cm
- 14 -
Containers
If the resource is in a case, portfolio or box,12 give the dimensions of the container rather than the
contents. For a books slipcase height is usually sufficient (include width only if greater than the
height or less than half the height); but for a portfolio give height and width and for an unfitted box
give all dimensions.
300 __ $axi, 251 pages ;$ccase 25 cm
300 __ $a7 volumes :$billustrations ;$cbox 28 x 24 x 5 cm.
If the resource consists of assorted or unusual materials, all textual, give both extent and dimensions
in terms of the container rather than the contents and give more details of the contents in a note.
300 __ $a1 portfolio ;$c60 x 45 cm
500 __ $aPortfolio contains 7 architectural drawings.
300 __ $a1 case ;$cillustrations ;$ccase 20 x 30 x 4 cm
500 __ $aCase contains: 1 textbook, 12 worksheets, 1 wallchart, 1 certificate.
If corrections or clarifications other than those already mentioned are needed, make 500 notes. You
should also make notes if more detailed information would be helpful, e.g. if there is substantial text
or illustrations on endpapers.
PRACTICAL 3E
3.1k Series elements13
Is it a series?
Some resources carry slogans such as A Cedric Slyme mystery. These indicate a relationship but
should not normally be treated as series, because other resources may indicate much the same
relationship with quite different phrases such as A Slyme family novel.
You should also be suspicious of banners and logos such as Dr Who or Star Wars or Mayor of
London which are applied to a very wide range of materials, not to a single series.
Some series titles are identical with the resources imprint. This is fine, as long as the phrase is
clearly being used as a series (if, for instance, there is a listing of titles in this series) and there is no
series authority record which warns against using the phrase (see below).
Some series titles are embedded in the title proper or subtitle, e.g. Kantian metaphysics for
dummies or Word 2010 : the missing manual or Teach yourself business English. These should
not be treated as series unless they also appear separately as series statements (on that resource or
related resources) or have a series authority record. If they are treated as series they should always
have an 8XX, but they should have a 490 only if there is a separate series statement on the resource.
Where a series consists both of monographs and of collections of articles the collections sometimes
have no title at all apart from the series title and number, which therefore have to go in 245 $a and
12
A portfolio is a container without appreciable depth suitable for holding flat sheets. The distinction between case
and box is not clear, but it would be reasonable to use case for a container fitted to its contents and box for a
container in which they are loose.
13
In many of the examples below the series access point (8XX) has been included, to clarify the relationships and
differences between 490 and 8XX.
- 15 -
$n. In such cases you would not need a 490, but you would still enter an 8XX corresponding to the
245. (If there is an ISSN this can be included at the end of the 8XX field.)
245 04 $aThe medieval translator.$nVolume 4.
830 _0 $aMedieval translator ;$vv.4.
For changes which require a new series access point, see section 2.2f, below.
Series authority records
It is always worth looking to see if there is a series authority record, but treat these with caution and
read the 667 notes; some authority records have been created specifically to warn cataloguers not to
treat a phrase as a series. In the example below cataloguers are instructed to enter the phrase either
as a quoted note or (by implication) if the name already appears in the imprint, not to transcribe the
phrase at all.
130 __ $a Fireside book
643 __ $a New York $b Fireside
667 __ $a Give as a quoted note if Fireside does not appear in the publication, etc., area.
667 __ $a Considered a series prior to 1981
If you do find an authority record which allows series use, you should, of course, treat the phrase as a
series; but remember that in 490 you should still transcribe the series statement from the resource.
You would only use the version from the authority record (if different) in 8XX.
For more about series authority records, see Module 2, 2.4.
Series information found only on dustjacket
It is quite common for series information to appear only on the dustjacket, and dustjackets are often
separated from the materials, so please make a note to say Series information from dustjacket for
the sake of people who may be trying to match a jacketless copy.
Series information only in external sources
If there is no series information on the resource or if some elements are lacking but information is
found in another reliable source, e.g. the publishers site or a series listing on another volume, record
this in square brackets with a note about its source. 14 (Do not treat pre-publication information as
reliable.)
490 1_ $a[Essential skills for librarians],$x[1234-5678] ;$v[69].
500 __ $aSeries information from series listing on volume 70 of the series.
Other corrections and clarifications
If any series information found on the resource is incorrect or confusing, transcribe it as found and
explain the problem in a 500 note (except in a few special cases mentioned below).
490 1_
500 __
should
830 _0
$aEssential
$aNumbering
be numbered
$aEssential
skills for librarians,$x1234-5678 ;$v69

within series found on resource is incorrect; this issue
as 96.
skills for librarians ;$v96.
14
Currently even ISSNs should be square-bracketed if not found on the resource, but there is a proposal to extend
the preferred sources for ISSNs to Any Source, like those for ISBNs.
- 16 -
Multiple series
It is quite common for a whole resource to be in more than one series, in which case the separate
series statements are recorded in separate 490s, each with corresponding 8XX. For multipart sets
with different parts in different series, see Module 6, 6.4a.
Series or subseries?
Sometimes it is not clear whether multiple series statements are for separate series or for a series and
subseries. In case of doubt, assume that they are separate.
Entering subfields between series and subseries
If an ISSN or numbering within series (subfields $x or $v) occurs between the series and subseries
titles, you will need to repeat subfield $a for the subseries in 490.
490 1_ $aEssential skills for librarians,$x1234-5678.$a2, Coffee break
cookery,$x8765-4321
If numbering within series (subfield $v) occurs between series and subseries titles, you will need two
corresponding 8XX, one with the subseries but without the numbering, for the sake of filing, and one
with just the main series and the numbering. (This problem does not arise for ISSNs, because they
are seldom needed in 8XX and, if needed, go at the very end of the field, after final punctuation.)
490
1_
series
830
_0
830
_0
$aThomas the Tank Engine easy readers ;$v3.$aThin Controller

$aThomas the Tank Engine easy readers ;$v3.
$aThomas the Tank Engine easy readers.$pThin Controller series.
New series
If you find the statement new series, second series or similar in an unnumbered series, treat it as a
subseries; but if the series is numbered treat it as part of the numbering within series.
490 1_ $aEssential skills for librarians,$x1234-5678.$aNew series
830 _0 $aEssential skills for librarians.$pNew series.
490 1_ $aEssential skills for librarians,$x1234-5678 ;$vnew series, 2
830 _0 $aEssential skills for librarians ;$vn.s., 2.
Incorrect ISSNs
RDA stipulates that the ISSN should be recorded as found on the resource. If you know that it is
incorrect, please include a subfield $x with the correct ISSN in the corresponding 8XX field and
explain the difference in a note.
490 1_ $aThomas the Tank Engine big books,$x1234-5666 ;$v2
500 1_ $aISSN 1234-5666 on resource is incorrect; it should be 1234-5556
830 _0 $aThomas the Tank Engine big books ;$v2.$x1234-5556
Complexities of numbering
If the numbering style found on the resource is different from that in the series authority
record (in field 642), use the style from the resource in 490 and the style from the authority record in
8XX. If there is no authority record, use in 8XX the style used for any earlier issues in the series.
490 1_ $aIntergalactic cataclysm series ;$v7
830 _0 $aIntergalactic cataclysm series (New York) ;$vno. 7
- 17 -
If there is no series authority record and no bibliographic record for an earlier issue, use the
numbering style from the resource in both 490 and 8XX, but remember that some abbreviations (v.,
bk., no., pt.) are required in 8XX $v.
490 1_ $aMonster machines ;$vnumber 1
830 _0 $aMonster machines (TerrorTots (Firm)) ;$vno. 1
If numbering is integrated into the title in the series statement, remember to separate it out in
8XX.
If numbering is given as words, use arabic numbers instead.

490 1_ $aThe twenty-fifth novel in the Discworld series
800 1_ $aPratchett, Terry.$tDiscworld series ;$v25
If a series starts a new sequence of numbering without explanation, supply [new series] in
490 $v and precede the numbering in 8XX $v with n.s..
490 1_ $aEssential skills for librarians,$x1234-5678 ;$v[new series], 1
830 _0 $aEssential skills for librarians ;$vn.s., 1.
Series numbering can be multi-level. Enter the levels largest to smallest, with commas between
levels.
;$vvolume 12, part 3, fascicles A-B
If a multipart resource consists of a number of non-consecutive issues of a series, separate the

numbers with commas.
;$vvolumes 12, 14, 22
If numbering is given as a range of years, express both years as YYYY [1.8.4].15 For instance,
1986-9 should be recorded as 1986-1989.
For ranges of numbering you can substitute a forward slash for a hyphen if that would be
clearer, e.g. 1969/1970.
If there is both chronological and ordinary numbering, give the chronological numbering in
round brackets.
;$vvolume 12 (1982)
If there are multiple numbering systems, give both, separated by commas. If this might be
confusing, clarify in a note. In the corresponding 8XX, follow the numbering model in the NACO
record, if any, and otherwise use only the first type of numbering found on the resource.
490 1_ $aI can read! ;$vnumber 12, [Silver]
500 __ $aNumbering within series is conveyed on resource both in numbers and
by silver spine colour; resource is listed as Silver in series listing on
publishers website (viewed 29/1/13).
830 _0 $aI can read! ;$vno. 12.
PRACTICAL 3A
15
The year used as numbering within series is not necessarily the same as the year of publication. Some annual
publications appear before the beginning of their official year, while others are published very late.
- 18 -
3.2 Access points
3.2.1 How many AAPs for persons, families and corporate bodies?
Always include an AAP for the first-listed or most important of the primary content of the resource and
for the first-listed or most important of any other entities presented on the resource by layout, font,
etc. as having the most important responsibility (often the editors).
For detailed advice about academic and high-value materials, see Appendix 1.
For ephemeral and grey materials and non-academic materials of no obvious particular interest, use
your own judgment, bearing in mind both how likely it is that the data will significantly assist users
with the FRBR user tasks (Find, Identify, Select, Obtain) and the amount of other material which is
waiting to be processed.
Also bear in mind that entities named in statements of responsibility do not always have to have
access points. Sometimes the most efficient option is to be generous in statements of responsibility,
which do give some level of access in SOLOs simple search, but keep AAPs to the minimum.
Never make AAPs for entities which are not mentioned in statements of responsibility or other
descriptive fields. Add 5XX notes if necessary to explain the AAPs.
3.2.2 Correct or as found?

Choice of main entry
If responsibility for a work is not absolutely certain but reference sources indicate that a particular
person, family or corporate body is probably responsible for it in one of the ways appropriate to main
entry, make that person, family or corporate body main entry. Otherwise, enter it under title
[6.27.1.8].
However, if the responsible entity has chosen to present the work as the responsibility of a fictional
entity, make that entity main entry, even though your record should include a note explaining the true
situation.
100 1_ $aHacker, James$c(Fictional character),$eauthor.
245 10 $aYes, Prime Minister :$bthe diaries of the Right Hon. James Hacker
/$cedited by Jonathan Lynn and Antony Jay.
500 __ $aFictional diaries written by Jonathan Lynn and Antony Jay.
700 1_ $aLynn, Jonathan,$eauthor.
700 1_ $aJay, Antony, 1930-$eauthor.
In the example above the fictional author and the two real authors have all been given the relator
author even though the resource presents the latter as editors, because (i) their real relationship is to
the work rather than to an expression of it and (ii) if future systems can use relators as search terms,
people are more likely to expect to find Lynn and Jay as authors than as editors. But this is just a
best guess. There is no authoritative guidance yet about what relators to use. 16
16
RDA nowhere suggests that fictional entities are not on a par with real ones, and there seems to be a broad
consensus that they can be treated as main entry, but there are no explicit instructions. 19.2.1.3 has one example
of a fictional character (Dr. Snoopy) listed as the first creator and therefore probably to be used as main entry. In
that example Charles Schulz (the real creator) is also rated as a creator, even though the resource presents him only
as illustrator.
- 19 -
Choice of names and forms of names
It is important to be clear about what entity you are making an access point for, bearing in mind that
an individual or group may create different identities for different purposes, that organisations may
have different names for different periods and that series may branch or merge or run in parallel (see
3.2.3, below).
For controlled access points, if there is a NACO record available for the entity you must always use it,
even if some of the details are incorrect. For instance, we use the name-title heading Homer. Iliad
even though the Iliad is not nowadays believed to be the work of one person or even of a distinct
group.
If there is no NACO record available but there is an OLIS bibliographic access point available (F3
indexes), you should use that unless it is incorrectly formed.
If you are basing a new access point on a name or title as found in a resource, but you know that this
is inaccurate (e.g., it has a typo), correct this.
For a detailed workflow for checking controlled access points in Aleph, see Module 7: Copy
Cataloguing, 7.2. For details of how to create new access points, see Module 2, 2.3.
PRACTICAL 3I
3.2.3 What differences require a separate access point?
3.2.3a Personal identities
A person may have or share any number of distinct personal identities, each of which should have a
person-type access point of its own. For instance, someone might write under a number of
pseudonyms or compose music under one name while writing textbooks under another. Any entity
presented as a distinct person on the preferred source of information should be treated as such and
have its own access point.
A corporate body may also create one or more personal identities, for instance if a publisher uses
various people to write a series but presents the series under a single personal name.
If a personal entity changes its name without presenting this as a change of identity, for instance if
someone changes surname on marriage or adopts an anglicised form of a foreign name or changes
their name by deed poll, but does not associate different work with the different names, ask BMAC to
sort this out. All the names should go on a single NACO record, usually with the latest form as the
access point and the earlier forms as cross-references.
If a personal entity just changes or varies its form of name, e.g. using forenames rather than initials,
continue to use any existing NACO access point or OLIS bibliographic access point (unless the entity
demands to have the records changed, in which case ask BMAC to sort it out).
Except in the cases above, if the title page of a resource shows a distinct new name this should be
treated as a new identity and have a new access point.
If a person enters high public office as a head of state, governor, pope, bishop or similar, s/he
acquires an extra identity as an organ of the corporate body over which s/he presides, and this must
be used for relevant materials. See Module 2, 2.3c (x).
- 20 -
3.2.3b Family identities
We do not yet have any experience of managing fuzzy identities for families. For instance, if an
access point is created for the Slugge-Bayte family in a bibliographic record for their family papers in
the 1950s and the access point is qualified by the date-range and/or location associated with these
papers, what access point should be used when cataloguing papers for what is clearly the same family
in a different decade or at a different place? Using a different access point would be misleading and
prevent collocation. For this reason it is best to avoid using date or location qualifiers if there is any
chance of the same family turning up in a different place or period. If there is already an access point
with over-restrictive qualifiers, please ask BMAC to sort it out.
PRACTICAL 3J
3.2.3c Corporate body identities (including places)
Access points for corporate bodies are often closely tied to particular periods and may be used only in
records for resources issued during those periods. This is probably because changes of name are
often associated with restructuring, mergers and splits, which make the bodys identity debatable.
If there is a NACO record which appears to be for the entity, check 667 and 67X fields carefully for
information about scope. The following record shows that the name California Prune Board should
be used only for resources issued between 7/1/80 and about February 2001, and also indicates which
names should be used for earlier and later resources.
110 2_ $aCalifornia Prune Board
410 2_ $aCalifornia.$bPrune Board
410 2_ $a California.$bDept. of Food and Agriculture. California Prune Board
410 2_ $a California.$bCalifornia Prune Board
510 2_ $wa$aCalifornia Prune Advisory Board
510 2_ $wb$aCalifornia Dried Plum Board
670 __ $aPrune research abstracts, 1981 (a.e.)$bcover (California Prune Board; World Trade
Center, Suite 103, San Francisco)
670 __ $aSource Data Found: Phone call to the Board, 6-9-83$b(name of California Prune
Advisory Board changed 7-1-80 to California Prune Board; has operated since 1-1-52, under Calif.
State Dept. of Food & Agric.)
675 __ $aSource Data Not Found: California prune news, Mar. 2001 p. 6 (California Dried Plum
Board)
If there is no NACO record, use your judgment as to whether a difference in name is a deliberate
change of name or merely an alternative form of the name used interchangeably. In the former case,
create a new access point.
Placenames used to represent jurisdictions should also be the names appropriate to when the
resource was issued. Most jurisdictions have NACO records with scope notes, but if you are creating
an access point for a small place you may need to do a little research.
PRACTICAL 3J
- 21 -
3.2.3d Works
In principle a separate access point for a work is required if:
it happens to have the same title and creator (if any) as another work but is actually a quite
separate work; or
it is an adaptation of a previous work in a different intellectual/artistic genre; or
it is a radical revision of a previous work; or
it is a new version of a work and there is a change in the creative team, i.e. in the people listed as
having primary intellectual/artistic responsibility for the work.
However, it would be onerous and unhelpful if we routinely created separate access points for new
editions which still had the same title and same first/principal creator (if any) as the original just
because they were extensively re-written or had a change somewhere in the creative team. It would
mean making a lot of extra 240s and 7XX related entries, and would prevent the editions from
clustering. You should therefore treat all new editions as new expressions of the same work unless
either you are dealing with a radically changed literary or artistic resource or similar, or the issue
would, if treated as a new work, have a distinct AAP as a result of a change of main entry or title,
without needing a differentiating parenthetical qualifier.
If you do need to make a new AAP when there is already a work with the same title and, in the case
of name-titles, the same first/principal creator, you will need to add a differentiating qualifier in
parentheses. For a difference of genre, it is best to qualify by genre; for a radical revision or a
change of creative team it is usually best to qualify by year of creation, but it is sometimes
appropriate to qualify by creators if (i) there are only one or two and (ii) this is how a user is likely to
identify the work.
Original novel:
100 1_ $aLavender, Jean.
240 10 $aHearts awakening
Dramatic adaptation by the same author:
240 10 $aHearts awakening (Play)
Original work (a novel
700 1_ $aAmber,
Radical reworking, set
700 1_ $aAmber,
set in Hazlemere, with a happy ending):

Jenny.$tDouble vision.
in Siberia, with a sad ending:
Jenny.$tDouble vision (1992)
Original work:
X30 0_ $aTarantella (Choreographic work)
Radically revised choreography by different choreographers:
X30 0_ $aTarantella (Choreographic work : Blanco and Bruno)
3.2.3e Expressions
A separate access point for an expression is required only if:
it is a translation; or
it is particularly important to identify the version, e.g. in a record for a study guide relating to a
particular edition of a text.
New access points for expressions are created simply by adding subfields for the language and/or
version to the access point for the work. The version may be identified either by its name in subfield
$s or by its year in subfield $f, whichever is clearer.
- 22 -

240 10 $aHearts awakening (Play).$lFrench
245 00 $aStudy guide for Textbook of clinical nursing, 6th edition.
700 1_ $aWhite, Jenny.$tTextbook of clinical nursing (1992).$s6th edition.
PRACTICAL 3L
3.2.3f Series
Series are particularly difficult to pin down because they may split or merge or run in parallel or be
represented very differently on different resources, and because different series often have the same
or similar titles. For a publisher, a series is usually an indefinite number of products, published over
an indefinite time period, and grouped together under a series title, primarily for marketing
purposes17 As marketing imperatives change, series treatment will also change.
It is very important to search thoroughly for existing access points (using a keyword search if Ctrl-F3
and F3 checks produce nothing) before creating a new access point.
A single series may be published jointly by multiple publishers, or different issues in a single series
may be published by different publishers; but if different publishers work in parallel, publishing the
same issues but under different imprints, the result is a number of separate series. This is perhaps
because, even when publishers begin by issuing identical materials, there is no guarantee that they
will continue to do so unless they are working jointly.
A new series access point must be created if:

a) the only existing series access points are for series associated only with different imprints from that
found on the resource18
in the case of NACO series you can determine this from 643 fields, which give imprint details (but
you can allow a little flexibility for closely related imprints of the same organisation), and/or
from 667 notes, which might state that the publisher varies
if there is no NACO record for the series, you would need to look at the imprints on the OLIS
bibliographic records in the existing series
Existing series:
Monster machines
Imprint associated with existing series:
New York : ActionKids
Imprint on resource:
London : TerrorTots
b) the existing series access point includes a parenthetical qualifier which is incompatible with the
resource
Existing series:
Intergalactic cataclysm series (New York)
Chicago : ActionKids
c) the existing series has split into subseries.
17
Product metadata best practices / Book Industry Study Group. Version 1.1, page 49.
18
If a NACO record cites only an imprint different from the one on your resource but you think that the series is
moving between publishers, please ask BMAC to update the NACO record.
- 23 -
Existing series:
Intergalactic cataclysm series (New York)
Series statement on resource:
Intergalactic cataclysm - Asteroid attacks
New series access point for resource:
830 _0 $aIntergalactic cataclym.$pAsteroid attacks.
If you need to create a new series access point to differentiate the series for your resource from an
existing series (except in the case of subseries), you will need to add a parenthetical qualifier. The
qualifier is usually the place, publisher or sponsoring body associated with the series; but the result of
qualifying by these terms is that if the publisher moves or the series moves between publishers or
sponsors, yet another new series access point will have to be created. Place is the most risky
qualifier, so is not recommended.
Existing series:
Monster machines
Imprint associated with existing series:
New York : ActionKids
London : TerrorTots
New series access point for resource:
830 _0 $aMonster machines (TerrorTots (Firm))
The place or corporate body used as a qualifier must itself be constructed as an AAP, using the NACO
form, if any, and otherwise constructed to RDA rules. As a result, the qualifier often has a qualifier of
its own, as in the example above.
PRACTICAL 3M
3.3 What changes require a new bibliographic record?
3.3a Extending the coverage of a record

There is no need to create a new record if you are just adding further details to a record which in
principle already covers the resource you are dealing with.
Multiparts
Records created for a multipart set issued over a period should have details of later components
added as they are received. See Module 6.
Supplements
Supplements to monographs are most often given separate records, linked to the base text by
explanatory 500 notes if necessary and by 7XX related entries if these would be helpful.
245 02 $aA companion to Grays Cities of Anatolia.
500 __ $aIndex, bibliography and maps for: Cities of Anatolia / Jehosaphat
Gray.
700 1_ $aGray, Jehosaphat.$tCities of Anatolia.
But there are a couple of exceptions:
Any supplement which consists only of corrections and updates and is not substantial or
freestanding is best added as accompanying material. This is particularly important for things such
- 24 -
as legal codes and pharmacopoeias, where if an update is issued between full editions, the base
text must not be used without it. Please make 500 notes to explain the relationship, including the
date when the update was issued if known, and make any extra access points required, e.g. for
the compiler of the update.
If a supplement is more substantial but has the same edition details as the base text or relates
explicitly to that edition it may be treated as a component in a multipart set. The record may need
a 505 contents note, 500 notes to explain any differences (e.g. in authorship or series, or minor
title differences) and corresponding access points.
Hardbacks, paperbacks and other differences of binding
See section 3.1a, above.
3.3b When previously issued materials are included in a new resource

If the new resource has a distinct title or other bibliographic details, it requires a new record, but if it is
merely a bargain bundle it does not. See section 3.1a, above.
3.3c Break in publication history

If there has been a break of 10 years or so in the publication history of a resource, without even a
new printing, it is usually given a new record. This guideline is intended to save cataloguers the difficulty
of determining whether there have been changes between issues when it is hard to get adquate
information about the earlier issue, and it need not be applied if (i) the issues are clearly identical in all
descriptive elements and (ii) it would be more covenient for users to have all the copies on one record.
3.3d Fuzzy matches

Most changes in the descriptive elements for a resource (ignoring data in square brackets) mean
that it should be regarded as a new resource and given a new record, but you can ignore use of
capitalisation and abbreviations and some other minor changes, e.g. slight changes in size or in
presentation of information. For a field-by-field table of acceptable variations, see Bibliographic elements
for matching or section 1 of Module 7: Copy Cataloguing.
If an existing record has the record type (RTP field) Pre-1920, Keyed or Matched it may have a date
or printing or an estimated date rather than a date of publication, so do not rely on this when matching.
If the only match or near match is Pre-1920 or Keyed, create a new record and send the system numbers
of the old and new records to BMAC.
If a Matched record is a good match, use it.
If a Matched record is a fairly near match, ask BMAC to check and correct it against the Bodleian copy
before deciding whether it is a true match.
3.3e Reproductions, digital printing and on-demand printing
For reproductions of an article from a journal or a section from a monograph, including printouts from
online resources, see Offprints.
- 25 -
Sources of information
For reproductions of resources consisting of pages, leaves, sheets or cards, the image of the original
title page, title sheet or title card is the preferred source of information [RDA 2.2.2.2], unless there is
also a title page/ sheet/ card specifically for the reproduction [RDA 2.2.3.3].
For one-off reproductions of no particular importance intended to serve as substitutes for the original,
e.g. most printouts from online resources, it is OLIS policy always to prefer information from the
image of the original, even if there is also a cover page, label or similar giving details of the
reproduction, because only the identifying information of the original is of interest to users.
New printing or new publication?
If a reproduction differs from the original only in its printing details and/or binding and is
intended for distribution, it should be considered simply as a new printing, which means that it
should be added to the record for the original unless it comes more than 10 years (or so) after the
last issue. The fact that it is produced from an image rather than from type is irrelevant.
Transferred to digital printing/Printed on demand
The principle above applies to resources which are transferred to digital printing and/or
printed on demand, as long as they are intended for distribution, even if the new copies are
produced in very small batches or by a vending machine. If they use the same image and nothing
else has changed, they are just new printings.
However, they often have changes such as new ISBNs or publishers or series, in which cases they
naturally are new publications, or they may be given new records because there has been a break of
more than 10 years between printings.
Reproductions which are new publications
If a reproduction (i) does not match the existing record or is presented as a facsimile of the
original and (ii) is intended for distribution, it is a new resource. It should have a new record,
based on the new issue, with just a 5XX note to give details of the earlier issue. 008/06 should be r,
followed by the dates of the current issue and the original issue.
008 500101r19991875enk^^^^^^^^^^^000^0êng^d
245 00 $aLiterature and mission of the so-called Plymouth Brethren, or, An
attempt at a just estimate of their testimony to the revealed truth of God.
264 _1 $aLondon :$bChapter Two,$c1999.
300 __ $a48 pages ;$c15 cm.
500 __ $aFacsimile of the edition published: London : James Nisbet, 1875.
It is sometimes difficult to identify place, publisher and/or date for the new issue, especially for
digitally issued materials.
If this information is missing, try to get it from publishers or booksellers websites and enter it in
square brackets or as notes, as appropriate.
If a number of different agencies are involved, treat as publisher the one which seems to be
exercising control over publication, whether the owner of the original, the printer, the author or
some other agency; but if there is a statement indicating shared responsibility, e.g. 'Smith Press
for Brown University', transcribe this. (For materials produced from scans or microforms, you can
ignore any agency which merely produced the scans or microforms, because those are not what
you are cataloguing.)
- 26 -
One-off reproductions not intended for distribution
Sometimes a reproduction is a one-off substitute for the original, not produced with a view to
distribution. Typical cases are:
microforms and scans of fragile or bulky resources, intended for inhouse use as substitutes for
those resources or to provide occasional one-off copies as an academic service
on-demand printouts from microforms or scans of low-demand materials such as theses or old
library books, made available as an academic service rather than for profit (even if the service is
contracted out to a commercial agency)
photocopies supplied by publishers if they have run out of stock, e.g. to meet their Legal Deposit
obligations.
This is a very grey area. There is not always a clear line between producing resources for distribution
and providing one-off copies as an academic service, particularly since ordinary publishers and
printers sometimes act as agents for academic services. If you have a difficult example, please
contact CSS.
To catalogue one-off reproductions:
For material still under copyright (which usually expires 70 years after the death of the
author), always record clearly the details of the permissions or license under which the
reproduction was made, in a 540 (Terms governing use and reproduction) note if it applies to
everything covered by the bibliographic record or in holdings notes if it applies only to particular
copies.
a) If the reproduction is particularly interesting in its own right (e.g. a de luxe presentation
copy), make a full-level separate record for the reproduction, just as if it were fully published. If
there are preferred sources of information for both the reproduction and the original, use the one
for the reproduction and give the details of the original in a 500 note. Otherwise, give the details
of the reproduction, including its date, in a 500 note. In either case 008/06 will be r, followed by
the dates of the reproduction and of the original in that order.
b) If OLIS has (or would like to have) a record for the original, and the reproduction(s)
are of the same or a similar carrier type, serving only as extra copies, whether derived
directly from the original or via some other reproduction (e.g. a printout from a scan of a book) or
from a parallel version (e.g. a printout from a PDF for use as an extra copy of a book), attach the
reproduction to the record for the original. Details of the reproduction (e.g. Photocopy, 1/4/13)
and of the permission or license under which it was made should be entered as holdings notes.
c) If OLIS does not have or need a record for the original or if the reproduction is of a
significantly different carrier type from the original, it is usually best to make a brief local
record for the reproduction.
Use the oxflocalrda.mrc template, which is in BK format. If the content is cartographic material
or music you will need to change the format to MP or MU (see Module 5: Special materials,
5.2, under Format).
Record the ISBN of the original in 020 $z, because the ISBN really applies only to the original,
not the reproduction, but is still useful for searching.
For elements which are transcribed, including date, record information as for the original.
- 27 -
Record the medium/carrier information appropriate to the reproduction in 008/23,19 337 and
338; in 007 if the carrier is non-book; and in 34X if used. 34X fields are not mandatory in
brief records, but the other fields are essential for correct filtering by carrier type in SOLO. For
more about fields for special materials, see Module 5: Special materials, 5.2.
Make a 540 note for details of the permission or license under which the reproduction was
made.
For reproductions of freely available online resources, add a 530 note with the text Also
available online, but do not record the URL of the internet resource in 856, because of the risk
that the link may not be maintained. (If you particularly want to add the online resource to
OLIS, make a separate record, using the guidelines in E-books, but bear in mind that this
commits you to checking the availability of the URL regularly.)
Make a 500 note for any bibliographically significant details about the reproduction. For
example, it would often be worth making a note with the text Printout of online resource,
made 8/3/12, because some types of online content might change between printouts; but a
date of printing from a CD-ROM would belong in a holdings note, if anywhere, because
printouts made on different dates would have the same content and would be attached to the
same bibliographic record.
Optionally, include extra descriptive data and/or controlled access points
Make holdings notes for any bibliographically irrelevant reproduction details, e.g. a date of
printing from a CD-ROM.
d) Occasionally you may need or wish to make a full-level record for a one-off reproduction
with a different carrier from the original which is not interesting enough in its own right to
fall under (a). For instance, some official bodies publish some documents as online PDFs only, but
print these out for submission as Legal Deposit (although they are not obliged to do so), and these
would require full-level records. These should use the appropriate full-level template and have the
usual full-level elements, but otherwise they follow the same guidelines as brief records.
e) Until recently one-off reproductions were usually added to the record for the original rather than
getting a record of their own, even if they were of a different carrier type. The details of the
reproduction were recorded in a 533 note. (For an example, see Module 5: Special materials, 5.3,
under 533: Reproduction note.) This practice was largely discontinued in 2013, because (i) it was
complicated, often requiring the creation of 007, 33X and 34X fields for originals which we did not
even have, (ii) it could be difficult to determine which resource should be considered the original
and find the relevant imprint details, and (iii) it created difficulties for filtering by carrier type in
SOLO. However, this approach might still be used occasionally for special cases or special
projects.
3.5 Some special cases
3.5.1 Custom publications

Some publishers are liaising with universities or other institutions to produce, for example, readers for
specific university course modules, containing relevant extracts from other works. So far they seem to
19
For photocopies and other print copies, 008/23 should be r (= regular print reproduction).
- 28 -
have been produced only for modules with hundreds of students, to have ISBNs, to be available through
normal channels, e.g. Amazon and to be clearly presented as 'custom publication', with the names of the
relevant university and course.
These readers do not present any unusual problems. However:
i) To avoid confusion with any other items containing much the same material, which might easily
happen if several universities commissioned similar readers for similar courses, it is important to make
notes (quoted notes if possible) about the arrangements and the relevant university and course (or
similar) and to make an added entry for the university or other institution.
ii) Any work from which 20% or more of the reader is extracted should be listed in a 505 Contents note
and given an analytical added entry (7XX ?2), with the subfield $kSelections if appropriate.
3.5.2 Samplers, proof copies, review copies and examination copies

Some publishers market forthcoming books by producing substantial extracts for distribution to potential
customers. These extracts look like ordinary books, but are usually clearly labelled 'Sampler' and carry a
warning that the contents may change before the complete book is published.
These items naturally require a separate record. To make sure that they are not confused with the
published book, please include notes (quoted notes if possible) to explain their nature and purpose. If
you find Sampler or a similar clear statement on the item, it can be treated as an edition statement and
entered in 250.
Proof copies should be treated similarly, because the text will almost certainly be corrected in some
respects before publication.
However, if a resource is labelled as an Examination Copy or Review Copy or similar and there is no
indication that the content might change or be corrected before publication, it can be attached to the
record for the published resource, with just a holdings note.
3.5.3 Publishers packs and bargain bundles

See under 3.1a ISBNs, above.
3.5.4 Study guides, manuals, etc. for use with other specific publications
[This section is still growing cannot be finalised until the Joint Steering Committee has reached decisions
about various proposals for changes to RDA.]
Standard textbooks often have supplementary materials, such as study guides and lab manuals, created
for them as separate resources, sometimes by different publishers and often with different authors, etc.
The supplementary materials are often presented in a very confusing way. They may have undistinctive
titles such as Study guide or Lab manual tucked away in a corner, while the greater part of their covers
and title pages are copied straight from the textbook, including the statements of responsibility, edition
statements and publication details of the textbook. As a consequence, cataloguers may accidentally
record the details of the textbook rather than those of he guide/manual.
Please use the following approach:
In 245 $a give only the title of the guide/manual, even if it is something commonplace such as Study
guide.
- 29 -
In 245 $b copy as subtitle the details of the textbook as found on the preferred source of information,
including any statements of responsibility, edition information, etc. for the textbook. Transcribe this
as found, adding commas for clarity if necessary, but without changing the order or phrasing or
separating the details with ISBD punctuation, because everything is just serving just as part of the
subtitle. If the details are very long, omit bits as necessary, using .
In 245 $c, 250 and 264 record only information which applies to the guide/manual, not to the
textbook. You may need to read the foreword or blurb or an online booksellers description to find out
which is which.
Under AACR2 rules we used to supply [for use with] at the beginning of 245 $b to clarify the
situation, but this is not currently permitted by RDA. Instead, make a 500 citation note, giving the
details of the textbook with ISBD punctuation.
Make a related entry (700/710/711/730) for the textbook, including edition information in parentheses
if relevant. It is unusual to include edition information in controlled titles, but study guides and
manuals usually relate very specifically to a particular edition, so the information is often justified in
this case. Version information uses subfield $s.20
Example
100 1_ $aGreen, Julie,$eauthor.
245 10 $aStudy guide :$bMaternity and neonatal care, Jim Goldman ... edition
10 /$cby Julie Green.
250 __ $aNew edition.
264 _1 $aLondon :$bSmith Publishing,$c2013.
500 __ $aFor use with: Maternity care. Edition 10 / Jim Goldman. New York :
Brown Brothers, 2012.
730 1_ $aMaternity and neonatal care$s(Tenth edition)
3.6 Getting more help
For more detail or examples you may need to consult the RDA Toolkit itself. For a very brief guide,
see RDA structure and the RDA Toolkit. As well as RDA itself, the Toolkit contains the Library of
Congress/Program for Cooperative Cataloguing guidelines, LC-PCC-PS, which have many useful
examples in MARC format.
For the full range of OLIS cataloguing-related documentation and details of specialists to contact for
areas where documentation is not available, see the Cataloguing documentation page.
For advice on bibliographic cataloguing and general cataloguing issues, contact CSS.
For advice relating to items and holdings and to report problem records, contact BMAC.
QUIZ 3
20
Note that subfield $s is for parenthetical qualifiers only if they serve to differentiate between versions of the same
work. Parenthetical qualifiers used to differentiate between works, e.g. Romeo and Juliet (Motion picture : 1936) do
not have a separate subfield.
- 30 -
Appendix 1: How many statements of responsibility and AAPs (academic material)?

Now that we have had some experience of statements of responsibility without the rule of three and
creating access points with relators, we can offer some rules of thumb about how much to include in
records for mainstream academic materials.
On the whole we think it is worth being more generous with statements of responsibility than with AAPs,
because statements of responsibility do provide some access and require far less work.
Cataloguers will always need to exercise their own judgment to some extent, bearing in mind the value of
the resource and the amount of other work waiting to be done. Rather than agonising over the
interpretation of the guidelines below, please focus on the FRBR user tasks (find, identify, select, obtain)
and decide whether your trouble is justified by the help it will give catalogue users with these tasks.
Nevertheless, we hope that these guidelines, once assimilated, will establish a helpful framework for
prioritisation and leave few really difficult decisions. If you feel that they do not work well for your
situation and materials, please email css@bodleian.ox.ac.uk to suggest improvements.
If you are used to AACR2, please do not feel that you should generally spend more time inspecting
resources and evaluating bibliographic information for RDA. You already have a good sense of what
information is important and where it is likely to be found, and you should continue to trust this.
Dont worry if you notice that some of the records you download have much more detail than OLIS
recommends. RDA leaves a lot to local decisions, so it is up to each agency to set its own priorities.
Statements of responsibility
Record in 245 $c all the statements about significant intellectual/artistic responsibility found on the
same source as the title; but omit statements about other types of responsibility (e.g. design,
technical assistance, brief foreword21) unless the omission might make matching more difficult, for
instance if they are interspersed among the intellectual/artistic statements on the chief source.
Include any titles, qualifications, etc. which occur with the names of the responsible entities, but omit
background information (e.g. posts held) unless it is interesting and relevant to the resource.
Most resources have a statement which the layout or type shows to be the most important (e.g. for
the main group of authors /artists/ composers or the main group of editors of a compilation). Do not
normally truncate this statement unless more than 15 entities are listed or some entities in the list are
clearly less important (e.g. if a long list actually contains multiple alphabetical sequences) or the full
statement contains a lot of nonstandard characters or diacritics and is just more trouble than it is
worth.
Use your judgment about truncating any other statements you record, as long as:
they name more than three entities
they are either about a less important group (e.g. authors listed in smaller type or introduced by
with or and) or are about a less important type of responsibility (e.g. illustrators)
21
For people such as inkers, pencillers, colourers, use your judgment as to whether they have made a distinctive
artistic contribution or are just hacks working in a mechanical way.
- 31 -
it was not obvious from your usual quick survey of the resource that the omitted individuals
created 10% or more of the primary content of the resource or a particularly important part of it
the omitted individuals are not known to have Oxford University connections.
If you find statements of responsibility on more than one source:
record in 245 $c only the ones found on the first of the following: same source as title; cover or
jacket; caption; masthead; colophon; anywhere on the resource, with preference for a source
where information is formally presented (e.g. title page verso, slip case);
record any obviously important statements from other sources as 500 quoted notes;
but if statements from other sources are unclear (e.g. if they are in an unfamiliar foreign
language), just ignore them, as long as the statements in 245 $c seem adequate.
If you happen to know that a particular entity is responsible for an important part or aspect of the
resource but is not named anywhere (e.g. if you know the author of an anonymous work), make a
500 note.
If the resource is a compilation of a few substantial works by different authors, consider making a 505
contents note, giving the title and statement of responsibility (if applicable) for each. This is essential
if you intend to make analytical AAPs for the components, but it is also a way of providing some
access if you do not intend to make AAPs.
AAPs for persons, families and corporate bodies.
AAPs should always be explained by descriptive information, usually by 245 $c or 5XX notes.
Always make an AAP for the first or principal entity in the first or most important statement of
responsibility; normally make AAPs for the other entities in it unless there are more than 12
altogether, but not if this seems excessive given the size and importance of the resource. 22
As a rule of thumb, make an AAP for any entity which obviously created 25% or more of the
resources primary content or any particularly important part.23
As a rule of thumb, make an AAP for any entity which seems to have responsibility for 50% or more
of any other important aspect (e.g. important illustrations).
Apply the rules of thumb with discretion. For instance, if the primary content is a text but there is
also a very substantial commentary by 3 people, let them all have AAPs.
Make AAPs for any other entities which are clearly important and/or likely to be used as search terms
and/or famous (e.g. dedicatee of Festschrift; translator mentioned prominently; corporate body
mentioned prominently; entity actually responsible for the resource even if not mentioned in a
statement of responsibility; Winston Churchill)
Make AAPs for any other entities known to have Oxford University connections (but do not feel that
you have to check for OU connections).
22
Bear in mind that 5 pages of astrophysical calculations might have more significant intellectual content than 50
pages of interdisciplinary encounters in neopoststructural textualities.
23
But if a name-title analytical AAP for the part or parts would include the name of that entity, prefer this, e.g.
700 12 $aAmber, Jennie.$tNeutrinoless beta-decay.
700 12 $aBlue, Joanna.$tPoems.$kSelections.
- 32 -
The Bodleian Libraries, December 2012, May 2013

- 33 -
4. Foreign-language materials. Last updated May 2014
Module 4: Foreign-language materials and nonroman scripts

4.0 Introduction ............................................................................................................................- 2 4.1 Entering non-English characters, diacritics and symbols .............................................................- 2 4.1a Entering Unicode characters in Aleph ...................................................................................- 2 4.1b Unavailable and disallowed characters and symbols ..............................................................- 3 4.2 Language-specific issues: initial articles, inflections and capitalisation. ........................................- 4 4.3 Describing foreign-language resources ......................................................................................- 5 4.3a Language of resource or language of agency? ......................................................................- 5 Table 4A ..............................................................................................................................- 6 4.3b Special fields for language information: 041 and 546 ............................................................- 6 041 .....................................................................................................................................- 6 546 .....................................................................................................................................- 7 4.3c Choosing between preferred sources in different languages ..................................................- 8 4.3d Choosing between different languages on the same source ...................................................- 8 Table 4B ..............................................................................................................................- 9 4.3e Parallel elements ................................................................................................................- 9 Table 4C ............................................................................................................................ - 11 4.3f Non-Gregorian dates ......................................................................................................... - 12 4.3g Physical description .......................................................................................................... - 12 4.4 Authorised access points ........................................................................................................ - 12 4.4a Choosing between names and titles in different languages .................................................. - 12 4.4b Miscellaneous language issues in AAPs .............................................................................. - 13 Parenthetical qualifiers........................................................................................................ Capitalisation ..................................................................................................................... Compound personal names and names with prefixes ............................................................ Personal names in particular languages ............................................................................... 8XX data ............................................................................................................................ 4.4c Language subfields in expression AAPs .............................................................................. -
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4.5 Multilingual resources ............................................................................................................ - 14 4.6 Importing records created by a foreign-language agency ......................................................... - 15 4.7 Cataloguing with nonroman scripts ......................................................................................... - 17 4.7a Transliteration .................................................................................................................. - 17 4.7b Vernacular data in 880 fields ............................................................................................. - 17 4.8 Getting more help .................................................................................................................. - 17 Appendix: Level-7 records for foreign-language material ................................................................. - 18 LDR Leader ........................................................................................................................ RTP: Record Type .............................................................................................................. STA: Status ........................................................................................................................ 006: Additional Material Characteristics ................................................................................ 007: Physical description fixed field ..................................................................................... 02X: ISBN and other standard numbers ............................................................................... 008: Fixed length data elements ......................................................................................... 041 $a or $d: Language code for language of the resource ................................................... 1XX: Main entry ................................................................................................................. 240: Uniform title ............................................................................................................... -1-
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245: Title and statement of responsibility............................................................................. 246 11 ............................................................................................................................... 250 ................................................................................................................................... 264 ................................................................................................................................... 300: Physical description..................................................................................................... 33X, 34X: Content type, Media type, Carrier type; Sound, Video & Digital file characteristics... 490: Series ........................................................................................................................ 5XX Notes ......................................................................................................................... 6XX: Subject headings ........................................................................................................ 7XX: Added entries ............................................................................................................. 8XX: Series access point ..................................................................................................... 880: Alternate graphic representation (nonroman script) ...................................................... Fields for special materials .................................................................................................. Example ............................................................................................................................ -
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4.0 Introduction
This document serves both as Module 4 of the RDA/MARC21 cataloguing course and as reference
documentation on a range of language- and script-related issues. If you are using it as part of the
course, please follow the red links to the practicals and quiz for the module.
The instructions in this module are for full-level records. However, full-level cataloguing can be
particularly challenging for cataloguers who do not have a good knowledge of the language in question.
For items of relatively low interest or value, such as pamphlets and some donations, there is always the
option of making brief permanent records.1 For foreign-language items which are of sufficient value to
merit a controlled access point and a reasonably full description but which cannot be given a full record,
for instance because the cataloguer does not understand the language well enough to assign subject
headings, there is the additional option of making a level-7 record, and this is covered in the Appendix to
the module.
4.1 Entering non-English characters, diacritics and symbols

In principle you can use in OLIS records any character from the Arial Unicode font, but no others.
However, cataloguers who seldom work with non-English materials or symbols are not expected to use
characters other than those available in the Client keyboards (see 4.1a (i), below).
4.1a Entering Unicode characters in Aleph

i) The Aleph Client offers a wide range of Unicode characters, including characters with diacritics.
To access these, use Ctl-K or the
icon at the right of the Cataloguing bar to open a set of
keyboards in the lower RH pane.
There are various tabs for upper case, lower case, symbols, etc. Just click on the character you
require to enter it.
See Brief records.

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ii) If you know the 4-digit Unicode number for a character you can enter it by pressing F11 to enter
Unicode mode and then keying the number. Press F11 again to leave Unicode mode.
If you hover over a character in the Record Editor its Unicode number will appear.
You can find a full list of Unicode characters and their numbers, including some which are not
available in the Aleph keyboards, at http://www.unicode.org/charts/charindex.html.
iii) You can also input nonstandard scripts from your PCs keyboard by setting your PC to the appropriate
language. First add the language required in Control Panels Regional and Language Options. You
will then see a language icon showing the language currently in use (e.g. EN for English) at the
bottom right of your screen, and clicking on this will give you a list of available languages.
For more details, see Aleph Cataloguing: MARC Records (p.20), Quick reference: Diacritics in Aleph and
Quick Reference: Non-Roman Scripts.
4.1b Unavailable and disallowed characters and symbols
Some characters are disallowed but have a standard equivalent (used without square brackets):
for German "scharfes s" or "ess-zet" written as a digraph (): ss
for German "scharfes s" or "ess-zet" written as 2 letters (): sz
for schwa ():
Characters from nonroman scripts (Arabic, Greek, Cyrillic, Chinese, etc.) may be used only in special
880 fields (see 4.7, below). In other fields they may not be used even as symbols.2 If you need to
enter one or more words which are in a nonroman script on the resource, transliterate them, using
the ALA transliteration tables (see 4.7, below), and make an explanatory note if necessary.
on t.p.
245 00
Politics and Spirituality

a study of
$aPolitics and spirituality :$ba study of

Eikn Basilik /$ceditor: June Scarlett.
500 __
$aTitle on resource uses Greek characters

for Eikn Basilik.
editor: June Scarlett
If you need to enter one or more characters which either are not available on Aleph or are nonroman
and do not form whole words, enter a brief description in square brackets, e.g. [tick symbol] or
[beta] and add an explanatory note if necessary.
on t.p.
245 04
The Joy of
Neutrinoless Double -decay
$aThe joy of neutrinoless double [beta]decay /$ceditor: Joan Green.
500 __
$aTitle on resource uses Greek character

beta.
editor: Joan Green
If a symbol, character or supplied description might make the title hard to find, consider whether a
variant title would help.
We have to consider what will happen when our records are exported. If, for instance, you enter as a
mathematical symbol in a 245, some databases, including WorldCat, will automatically convert that field to 880.
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245 10 $a[Tick symbol] here if youre ticked off.

246 3_ $aTick here if youre ticked off
If the text on the resource uses superscript characters which are not available in Aleph, e.g. 3me,
enter it inline, e.g. 3me. If the result might be confusing, add an explanatory 500 note.
For a comprehensive set of MARC examples for difficulties of language, script and font, see LC-PCC PS
1.4. For symbols, see LC-PCC PS 1.7.5.
PRACTICAL 4A
4.2 Language-specific issues: initial articles, inflections and capitalisation.
Please beware of initial articles in foreign languages. You can find lists by word and by language in RDA
Appendix C, including inflected versions.
If articles are found at the beginning of 245 you will need to set the second indicator accordingly.
For 245 second indicator, please ignore the MARC instruction to count diacritics (e.g. acute or
circumflex) in the initial article as separate characters, because in Unicode systems such as Aleph
diacritics form a single character with the letter to which they relate.
But do count any breathing marks which occur before the first filing character.
If articles are found at the beginning of terms to be used as AAPs, or at the beginning of the title
element of a name-title AAP, they must be omitted unless they are so integral to a name (e.g. Los
Angeles) that they should be used for filing.
In inflecting languages you may need to include prepositions and suchlike in an element if these affect
the form of other words in the element. (Integrated statements of responsibility are also common in
inflecting languages.)
264 _1 $aParisiis :$bapud Johannem Augustum,$c1872.
However, you would never include a nonfiling initial article at the beginning of an AAP, or at the
beginning of the title element of a name-title AAP, even if this results in a grammatical anomaly. 3
700 1_ $aSilber, Johanna.$tRote Hund.
Capitalisation rules may be different in foreign languages. In particular, German capitalises all nouns,
even the captions used in series numbering, while French does not always capitalise all parts of
proper nouns. RDA Appendix A.32 ff. gives helpful guidelines for most of the languages you will
encounter. Latin (which flourished before the development of lower-case letters) should be
capitalised in the same way as English (see RDA Appendix A.32 ff.).
PRACTICAL 4B
In principle RDA has solved this problem by recommending that initial articles should be retained. Unfortunately
MARC cannot cope with this, because there is no skip in filing for $t subfields, so MARC cataloguing agencies are
using the RDA option of omitting initial articles in access points.
4
This is for a resource whose original title is Der rote Hund (The red dog). In the absence of an article the
adjective would normally be inflected as roter.
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4.3 Describing foreign-language resources
4.3a Language of resource or language of agency?
If a resource is predominantly in a language other than English, some elements of the description
should be taken from the resource while others should be in the language of the cataloguing agency,
i.e., English. Table 4A below shows which are which.
If the language to be used for an element is that of the resource, even cataloguer-supplied
information for that element in square brackets should be in that language, if practicable.
IMPORTANT
The language of the cataloguing agency is shown by a code in 040$b. This subfield is added
automatically to original OLIS records when they are saved. Some older English-language records have
no 040 $b at all, but all non-English-language records should have one.
Please be careful not to save to OLIS records coded as foreign-language (see 4.6, below).
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Table 4A
1. Language as found on resource
2. Language of agency, i.e. English
020
020
ISBN qualifiers consisting of elements occurring in

the rest of this list, e.g. Band 1.
ISBN qualifiers other than those consisting of

elements in the first list, e.g. paperback.
245
All elements; but [and ??? others] is always in
English.
246
Variant title (but not any text in subfield $i)
245 $c
[and ??? others]; but supplied clarifications of role
should be in the language of the resource, if
practical
250
246
All elements
Subfield $i
300
264
All elements; but for dates this applies only to text
on the resource, e.g. names of months or terms
such as anno, not to supplied text in this element,
e.g. [between .... and ....].
490
All elements
33X
All elements
34X (not used for books)
All elements
All elements (except ISSN)
500
5XX
Volume numbering for multiparts, e.g. in 505
The bibliographic elements listed above when used
in bibliographic citations (but phrases introducing a
formal citation should be in English).
Quoted text
All note text except:
- quoted text
- volume numbering
- in bibliographic citations, any elements listed in
the first column
PRACTICAL 4C
4.3b Special fields for language information: 041 and 546

008/35-37 contains just one language code, for the predominant language of the resource. If the content
includes or is translated from other languages, you should record codes for the other languages in field
041 and provide free-text information about how the languages are used in a 546 note.
041
This field can contain any number of language codes from the list used in 008/35-37, each in a
separate, repeatable subfield. The first code should always be the same as that in 008/35-37. You
can access the codes in Aleph from positions 35-37 in Alephs 008 form, but this list may be slightly
out of date. In case of doubt, check the Marc Code List for Languages.
There is a wide range of subfields:

$a
$b
$d
$e
Language
Language
Language
Language
code
code
code
code
of
of
of
of
text/sound track or separate title (R)

summary or abstract (R)
sung or spoken text (R)
librettos (R)
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$f
$g
$h
$j
$k
$m
$n
Language
Language
Language
Language
Language
Language
Language
code
code
code
code
code
code
code
of
of
of
of
of
of
of
table of contents (R)

accompanying material other than librettos (R)
original (R)
subtitles or captions (R)
intermediate translations (R)
original accompanying materials other than librettos (R)
original libretto (R)
If no language predominates, the language codes are entered in alphabetical order in 041 $a, and the
first of them is entered in 008/35-37.
008/35-37 fre
041 0_ $afre$ager$aspa
For more detail and examples, see the MARC Standards for 041.
The first indicator shows whether the resource includes a translation (1= yes, 0 = no). If a
resource contains the same work in several languages but they all have equal status, for instance in
the case of treaties and official statements from multilingual bodies, use 0.
The second indicator is always blank, meaning that the codes used are from the MARC list.
The same language code may occur more than once with different subfield codes. For instance,
$agrc$alat$hgrc would be used for an Ancient Greek text with a Latin translation, i.e., a resource in
Greek and Latin involving a translation from Greek.
546
This note should explain in subfield $a which parts of the resource are in which language, in
reasonable detail.
[For an edition of an Ancient Greek text with a Latin translation.

008/35-37 grc
041 1_ $agrc$alat$hgrc
546 __ $aParallel Greek and Latin texts with a Latin title page.
008/35-37 eng
041 0_ $aeng$alat$afre
546 __ $aEnglish text with appendices in Latin and French.
008/35-37 eng
041 0_ $aeng$awel
546 __ $aEnglish and Welsh texts on inverted pages, each with its own title page.
008/35-37 ger
041 0_ $ager$aeng
546 __ $aGerman text with introduction and notes in English.
[For audio discs of a German opera sung in the original language, with an insert
which includes librettos in English, French and the original German.]
008/35-37 ger
041 1_ $dger$geng$eeng$efre$eger$nger
546 __ $aSung in German. Accompanying booklet in English, with libretto in English,
French and German.
008/35-37 ger
041 1_ $dger$dfre$jeng$jfre$jger$jspa$jdut$jswe$jfin
546 __ $aDialogue in French and German, with subtitles in English, French, German,
Spanish, Dutch, Swedish and Finnish.
If the resource uses nonstandard scripts (or musical notation), this information can be entered in
subfield $b. If both $a and $b are present, $b is preceded by space-semicolon.
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546 __ $aApache;$bPhonetic alphabet.
Field 546 is only for notes about languages and scripts used in the resource itself. Notes which relate
only to languages from which the resource is translated use field 500.
008/35-37 eng
041 1_ $aeng$kfre$hchi
500 __ $aTranslated from a 17th century French translation of the original Mandarin
Chinese.
PRACTICAL 4D
4.3c Choosing between preferred sources in different languages
A resource may have a number of equally strong candidates for preferred source in various
languages or scripts. For instance, there may be title pages in different languages facing each other
or one after the other or at each end of the resource.
[1st title page]
[2nd title page]
[3rd title page]
Moonlight
A Dream
Mondnacht
ein Traum
Clair de lune
un rve
by John Brown
von John Brown
par John Brown
New edition
with an afterword by James Grey
Neue Ausgabe
mit einem Nachwort von James
Grey
Nouvelle dition
avec une postface par James Grey
True Romances no. 23
Wahre Liebesgeschichte Nr. 23
Romances vritables no 23
In such cases, prefer (i) the source in the predominant language of the resource, then (ii) the one in
the language of translation, if the main purpose of the resource is to provide a translation, then (iii)
the one in the original language, if known, then (iv) the one which occurs first, then (v) the language
preferred by the agency creating the record. The last criterion is used for resources which are
deliberately designed to avoid giving preference to one language, usually by binding the versions head
to tail (sometimes called tte bche). This is common in official Canadian and Welsh publications.
PRACTICAL 4E
4.3d Choosing between different languages on the same source
If information occurs in various languages on a single preferred source of information, use the
following criteria to choose the language for each element:
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Table 4B
245
Title proper
(i) Language of main written/spoken/sung content of

resource
(ii) Sequence, layout, typography.
Other title information

Statements of responsibility
(i) Language of title proper

(ii) First
250
Designation of edition/ revision
Statement of responsibility relating to
edition/ revision

(ii) First
264
Place & publisher

(ii) First
490
Series title

resource
Other title information of series [for

disambiguation only]
series [for disambiguation only]
Numbering within series
(i) Language of title proper of series

(ii) First
Subseries title

resource
Other title information of subseries

[for disambiguation only]
subseries [for disambiguation only]
Numbering within subseries
(i) Language of title proper of subseries

(ii) First
PRACTICAL 4F
4.3e Parallel elements
When information for a language of the resource element appears in more than one language we
usually record all the language-versions. The version selected according to tables 4B and 4C takes
precedence, and the other versions are recorded as separate parallel elements. For instance, if titleproper-type information occurs in both English and French, and the English version is given
precedence, the English version is recorded as the title proper while the French version is recorded as
a parallel title proper.
Parallel elements are not necessarily straight translations. For instance, elements may vary in detail
and fullness, or a parallel statement may include a subtitle while the main statement lacks it.
Do not consider information to be parallel unless it is formally presented as information for that
resource. Information about a previous issue in a different language, e.g. Originally published in
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French as La physiologie du got is not parallel information and should be recorded only as a 500
note.
If a title in a different language is presented as an alternative title (see Module 1, 1.4b (vi)), it is part
of the title proper, not a parallel title.
245 10 $aObiter dicta, or, Ruminations of a registrar /$cJean Grey.
The punctuation which precedes parallel information is space - equals sign - space, but the second
space may be occupied by a subfield code.
Parallel titles in 245 and parallel designations of edition/revision in 250 are in principle entered in
subfield $b.
245 10 $aLove stories =$bContes damour /$cby John Brown.

250 __ $a2nd edition =$b2. dition.
However, in 245, 250 and 490, if there is a full statement in each language we record each
statement as a continuous whole,5 rather than giving parallel data element by element. MARC
subfield codes $a, $b and $c in 245 and $a and $b in 250 cannot be repeated, and no subfield code
can occur in 245 after $c, so it often happens that all the subfield codes are used up for the first
statement and the parallel statements all end up as a long tail in the last subfield. Here are the 245
and 250 fields for the Moonlight example above.
245 __ $aMoonlight :$ba dream /$cby John Brown = Mondnacht : ein Traum / von John
Brown = Clair de lune : un rve / par John Brown.
250 __ $aNew edition /$bwith an afterword by James Grey = Neue Ausgabe / mit einem
Nachwort von James Grey = Nouvelle dition / avec une postface par James Grey.
But in field 490, subfields $a and $v are repeated as often as required.6
490 1_ $aTrue romances ;$vno. 23 =$aRomances vritables ;$vno 23 =$aWahre

Liebesgeschichte ;$vNr. 23
Parallel titles proper which are significantly different from 245 $a need 246 31 variant titles (2nd
indicator 1 = Parallel title7) to provide access for them, because if they are in 245 $b they cannnot
be found in title browse searches, and if they are in subfield $c they cannot be found even by title
keyword searches.
245 __ $aMoonlight :$ba dream /$cby John Brown = Mondnacht : ein Traum / von John
Brown = Clair de lune : un rve / par John Brown.
246 31 $aMondnacht
246 31 $aClair de lune
If there is parallel data for some elements of 245, 250 or 490 but not for all, it is all recorded
immediately after the elements which it parallels, as long as this gives a clear and tidy result.
245 10 $aWar :$breflections = La guerre : penses /$cby John Brown.

245 10 $aLife =$bDas Leben : ein Aufsatz /$cby John Brown.
245 10 $aSchiller /$cedited by John Brown = herausgegeben von John Brown.
This is an ISBD rule [RDA Appendix D.1.2.1].
Parallel series data occurs only in 490, never in the 8XX series AAPs. For choice of language for AAPs, see 4.5a,
below.
7
But if it is not obvious where the parallel title is taken from, it may be preferable to use 246 1_ with an introductory
phrase in subfield $i. This will generate a note as well as an access point.
245 10 $aDespair =$bWeltschmerz /$cJean Blue.
246 1_ $iOn title page verso:$aWeltschmerz
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However, when there is parallel data for some elements but not others it is sometimes hardly possible
to record it all clearly and tidily. In such cases you should always record any parallel title proper, but
you do not have to record all the other parallel data.
If part of the data is clearly intended to serve as part of more than one language-version, e.g.
Canadian citations canadiennes, treat it as if it had occurred separately in each version, i.e.:
245 10 $aCanadian citations =$bCitations canadiennes.
In principle RDA allows parallel data to be recorded for 264 $a and $b, but there is seldom enough
variation between the versions to make this worthwhile, and as yet there are no authoritative
guidelines or examples for the order and coding of this data in MARC. If you think that parallel data
would be really valuable it is probably safest to record it element-by-element without repeating
subfield codes.
264 _1 $aCaerdydd = Cardiff :$bAdran Bioamrywiaeth a Bywydeg Gyfundrefnol =

Department of Biodiversity and Systematic Biology,$c1999.
The preferred sources and order for parallel data are listed in the table below.
Physical description information (3XX
Table 4C
245
Parallel title proper
(i) Any source within the resource (but prefer same source as
title proper)
(ii) Same source as title proper if outside the resource
If more than one parallel, follow sequence/layout/typography.
Parallel other title information

Parallel statements of responsibility
(i) Same source as parallel title proper

(ii) Same source as title proper.
250
Parallel designation of edition/
revision
(i) Same source as designation of edition

(ii) Another source in the resource, if fairly obvious.
Parallel statement of responsibility

relating to edition/ revision
(i) Same source as parallel designation of edition/revision

(ii) Same source as designation of edition/revision.
264
Parallel place/ publisher [only if of
high value]
(i) Same source as place /publisher

(ii) Another source in the resource, if fairly obvious.
490
Parallel series title
Any source within the resource, if fairly obvious.
Parallel other title information of

series [for disambiguation only]
relating to series [for
Parallel numbering within series
(i) Same source as parallel series title

(ii) Same source as series title.
Parallel subseries title
Any source within the resource, if fairly obvious.
Parallel other title information of

subseries [for disambiguation only]
(i) Same source as parallel subseries title

(ii) Same source as subseries title.
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relating to subseries [for

Parallel numbering within subseries
PRACTICAL 4G
4.3f Non-Gregorian dates
If the date on the resource is not of the Gregorian or Julian calendar, add in square brackets the
corresponding Gregorian date.
$c4308 [1975]
$c5730 [1969 or 1970]
$canno 18 [1939]
4.3g Physical description

Physical descriptions are always recorded in English, but dual-language resources may have unusual
pagination. It is quite common for the two language-versions to have separate pagination sequences,
and both must be recorded, even if they are on facing pages or head to tail and are exactly the same
length. If they are head to tail, give the sequences in order from the title page which you are treating as
chief source.
300 __ $axii, 124, 124 pages ;$c20 cm
546 __ $aParallel Greek and Latin texts with a Latin title page and preface.
300 __ $avi, 30, 31, vi pages ;$c30 cm
546 __ $aEnglish and Welsh texts on inverted pages, each with its own title page.
PRACTICAL 4H
4.4 Authorised access points
4.4a Choosing between names and titles in different languages
If a personal or family name has appeared in different language forms in resources associated with
the person, choose as the preferred name the form that corresponds to the language of most of the
resources.
If a corporate body name (other than a placename) has appeared in different languages, choose as
the preferred name the form in the official language of the body; if there is more than one official
language and English is one of them, choose the the English version; failing this, choose the language
which predominates in resources associated with the body; failing this, choose the language used on
the first resource received.
If a place has different names in different languages, ask BMAC to create a NACO record for it.
If a post-1500 work (or a series) has been published under different titles in different languages,
choose as the preferred title the best-known or original title in the original language; if it is published
simultaneously in various languages, choose the title of the first version received; if the first version
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received is multilingual, choose the title in the language of the cataloguing agency, i.e., English. 8 For
earlier works, see RDA 6.2.2.5.
4.4b Miscellaneous language issues in AAPs

Parenthetical qualifiers
If you need to add a parenthetical qualifier to an AAP for a corporate body, work or expression:
if the qualifier is itself the name of a person, family, corporate body, place or work, use the
language appropriate to that entity
otherwise use English.
X30 0_ $aSrie archologique (Muse du Louvre. Dpartement des antiquits orientales)

X10 2_ $aAu coin de la rue de l'enfer (Gallery)
Capitalisation
If you are creating an access point which involves terms in a foreign language (whether or not the
resource you are cataloguing is itself in a foreign language), observe the normal usage of that
language for capitalisation except at the beginning of parenthetical qualifiers.
X30 0_ $aIm Sden nichts Neues?

X30 0_ $aCollection Edmond de Rothschild au muse du Louvre
X10 2_ $aAu coin de la rue de l'enfer (Gallery)
X10 2_ $a Htel des ventes (Rue des Jeneurs, Paris, France)
For language-by-language guidance on capitalisation of names and titles, see RDA Appendix A.32
ff. If the language is not listed there, follow the relevant transliteration rules for any transliterated
language (see 4.7, below), and for any other language the guidelines for English-language names
and titles in A.10 ff.
Compound personal names and names with prefixes
The choice of first element for compound (i.e. double-barrelled) personal names, personal names with
prefixes and personal names including patronymics can vary according to the language with which the
name is associated, although if the owner of the name has a known preference that always takes
precedence.
French usage:
100 1_ $aVilliers, Anna Johanna Dorothea de,$d1900Afrikaans usage:
100 1_ $aDe Villiers, Adriaan J.$q(Adriaan Johan).
For compound surnames, record as first element the part of the name under which the person
is listed in reference sources in the persons language or country of residence or activity, avoiding
sources which impose their own house style9 [RDA 9.2.2.10]
Be careful if you need to create an AAP for an official bilingual Welsh publication. These should be catalogued for
BNB shortly after publication by the National Library of Wales, so look for this bibliographic record and use its 245
title as the basis of your AAP.
9
Failing that, RDA instructs us to follow the usage in: Names of Persons : national usages for entry in catalogues.
4th revised and enlarged edition. Mnchen : Saur, 1996, available at:
http://www.ifla.org/files/assets/cataloguing/pubs/names-of-persons_1996.pdf
- 13 -
For language-by-language guidance on names which include an article and/or preposition,

see RDA Appendix F.11.
Personal names in particular languages
Appendix F also gives guidance for names in the Arabic alphabet (F.1), Burmese and Karen names
(F.2), Chinese names containing a non-Chinese given name (F.3), Icelandic names (F.4), Indic
names (F.5), Indonesian names (F.6), Malay names (F.7), Roman names (F.8), Romanian names
containing a patronymic (F.9) and Thai names (F.10).
PRACTICAL 4I
8XX data
8XX may be very different from the corresponding 490 because:
8XX never has parallel elements.
Numbering of part (8XX $v) always uses arabic numbers and prescribed abbreviations from B.7 (if
any) for captions. If there is a NACO record, remember to check the 642 field for a numbering
model. If the numbering is ordinal and there is no NACO model to follow, follow the usage of the
language if practicable and otherwise use 1., 2., etc. [see RDA 1.8.5].
490 1_ $aWeltschmerz ;$verster Teil =$aThe worlds woe ;$vpart 1

830 _0 $aWeltschmerz (Richter (Firm)) ;$v1. T.
PRACTICAL 4J
4.4c Language subfields in expression AAPs
If a resource is a translation, its record must have an expression-level access point consisting of the
access point for the work (title or name-title) with a subfield $l for the language. Take the the name
of the language from the MARC Code List for Languages, but be careful to use only the preferred
names (in bold type).
Use the names of specific languages rather than language-groups. Retain all parenthetical
qualifiers except dates.
130 0_ $aMabinogion.$lLuo (Kenya and Tanzania)
For old forms of languages, use the name of the modern language qualified by the name of the old
form, in direct order, in parentheses.
130 0_ $aMabinogion.$lFrench (Old French)

[MARC code list has: French, Old (ca. 842-1400)]
For Greek, follow the detailed instructions at LC-PCC PS 6.11.1.3.
4.5 Multilingual resources
Every version of a work in a different language is a separate expression of that work. If a resource
consists of multiple language-versions of a single work, it is a compilation of different expressions and
- 14 -
must have separate analytical entries for the various versions, each with an appropriate subfield $l
(except for the version in the original language, which does not require $l).
041
100
245
546
700
700
700
_1
0_
10
__
02
02
02
$alat$heng$hita
$aVirgil.
$aVirgils Aeneid /$cwith new translations by John Brown and Giovanni Bruno.
$aLatin text with parallel English and Italian translations.
$aVirgil.$tAeneis.
$aVirgil.$tAeneis.$lEnglish.
$aVirgil.$tAeneis.$lItalian.
IMPORTANT
No access point in an RDA record should ever have more than one subfield $l, nor more than one
language in subfield $l, nor a general term such as Polyglot in subfield $l. 10
AACR2 records have a single 130 or 100+240 access point for resources consisting of a single work in
various languages, with a subfield $l specifying multiple languages or Polyglot.
If you find an AACR2-type 130 or 240 field in a record coded as RDA or in an older record which you are
converting to RDA, you must replace it with separate 7XX ?2 analytical access points for each expression.
Multilingual resources which are not translations and do not have the same text in different
languages, such as a play whose original dialogue is in a mixture of English and Klingon, do not need
any access points with $l subfields, but do need appropriate 041 and 546 fields. (And yes, there is a
MARC code for Klingon.)
041
100
245
546
_1
1_
10
__
$aeng$atlh
$aAmber, Jan.
$aShadow of Kahless /$cJan Amber.
$aDialogue partly in English, partly in Klingon (Artificial language).
PRACTICAL 4K
4.6 Importing records created by a foreign-language agency
The language of cataloguing is the language which is used in the non-transcribed parts of the
description, particularly the 3XX and 5XX fields (see table 4A, above).
11
Records in a language other than English should have the appropriate language code in 040 $b, e.g.
040$bfre (French). English-language records do not require 040$beng, but often have it. This
subfield is added automatically when original records are saved to OLIS.
10
RDA does not seem to provide for the situation where a work is translated partially into one language and partially
into another, forming a single expression in multiple languages. But that would be a very unusual situation.
11
People sometimes assume that all records with foreign-language subject headings are foreign-language records,
but it is actually quite acceptable for OLIS records to have foreign-language subject headings as long as there are
also adequate LCSH.
- 15 -
OLIS is an English-language cataloguing agency, which means that the language of cataloguing for all
our records must be English. Foreign-language records are incompatible with the OLIS Standard, not
just because of their 3XX and 5XX but also because they often use different sets of cataloguing rules
and different authority files and are coded to show their language, rules and history.
WorldCat has vastly expanded its intake of non-English records in recent years, and often has a
number of separate records for the same resource in various languages.
Large numbers of foreign-language records have been accidentally downloaded to English-language

databases, including OLIS, RLUK, LC and BNB. Many have been partially edited to English but left
with their original coding, producing hybrids. These records cause problems for agencies which want
to harvest records selectively on the basis of their language code.
You can avoid records coded as foreign-language in WorldCat by including eng as a search term in
the Language of Cataloguing index. Unfortunately this index is not available in other external bases,
so you need to be vigilant and check for 040$b when downloading. Because foreign-language records
often use rules other than RDA and AACR2, you can sometimes spot them by their Descriptive Cat. in
the Full view of Alephs Search tab.
In general we do not recommend converting non-English records to English ones, because of the
complexity of the changes. It may be simpler to make a new record and paste across any useful
elements, e.g. long transcribed elements and LCSH. However, some specialist cataloguers do need to
be able to convert such records.
A change to a records language is a change of identity. If a record is fully converted from one
language to another, it becomes a new record and must be coded as such. A fix has been added to
Aleph to help with the recoding. For full instructions on using this fix and making other necessary
checks and changes, see Converting foreign-language records.
You may come across some OLIS records, downloaded by Acquisitions and other non-cataloguing
staff, which have had the fix but not the other necessary changes. They are identified by the STA
field Check: English? RDA2? MARC21? LCSH?,12 which not only provides a warning but also prevents
these records from being exported. If you find such a record and have the resource in hand, please
complete the conversion.
The Foreign-to-English fix is neutral between RDA and AACR2, because some materials (e.g.
antiquarian) are still being catalogued to AACR2. You will therefore have to apply Alephs RDA fix
after the Foreign-to-English fix to get the special fields and codes for RDA.
12
Some records may have the older message Check: English? AACR2? MARC21? LCSH?; but they should
nevertheless be converted to RDA.
- 16 -
4.7 Cataloguing with nonroman scripts

Dealing with nonroman materials requires a high level of expertise and should normally be left to
specialists.
If you are not a specialist, please respect existing records with nonroman data, whether transliterated or
vernacular. Do not attempt to edit unfamiliar elements such as 880 fields and $6 subfields, even if this
means ignoring obsolete usages such as field 440.
If nonroman data is causing problems, please contact olishelp@bodleian.ox.ac.uk.
4.7a Transliteration
In MARC fields other than 880 any nonroman data should be transliterated, using the ALA
romanisation tables.
4.7b Vernacular data in 880 fields
Whether to record nonroman data in the vernacular as well as transliterating it is an operational

decision. OLIS institutions which want to do this and have the necessary expertise should follow the
PCC Guidelines for Creating Bibliographic Records in Multiple Character Sets,13 which use MARC21
Model A (Vernacular and Transliteration).
Vernacular data is entered in 880 fields, which are paired with the transliterated fields by the use of
subfield $6. Subfield 6 contains the field tag of the other member of the pair and a running number
to identify the pair.
264 $6880-03$aMoskva :$bVividArt,$c2011.

880 $6264-03$a :$b,$c2011.
In the Aleph Record Editor all the 880 fields in a record are normally found at the bottom of the
record, but a fix has been added to bring the paired fields together temporarily for ease of editing.
For more details, see Quick Reference: Non-Roman Scripts.
4.8 Getting more help
For informal advice on foreign-language materials, try the OLIS Register of experts.
Specialists in the various Bodleian departments may be able to answer occasional queries. You may
also be able to arrange to outsource cataloguing of foreign-language material to the Bodleian if you
do not have the necessary expertise inhouse. Please contact alison.felstead@bodleian.ox.ac.uk.
QUIZ 4
13
Unfortunately the PCC guidelines show the transliterated and vernacular data as pairs of identical standard fields
rather than as a standard field paired with an 880. This is because 880 fields are displayed with the coding of the
corresponding field in the OCLC environment in which many PCC cataloguers operate.
- 17 -
Appendix: Level-7 records for foreign-language material

Full-level cataloguing of foreign-language material can be particularly challenging for cataloguers who do
not have a good knowledge of the language in question, so OLIS allows the option of creating simpler
records with the encoding level 7. These have the same main entry as full-level records and a
reasonably full description, but they do not require added entries nor subject headings nor parallel
information within a field nor inessential notes.14
The mandatory, mandatory if applicable and optional elements are listed below. 15
If a resource carries prominent foreign-language information which might well represent a mandatory-ifapplicable element, e.g. statement of responsibility, edition or series, but you cannot tell exactly what
kind of information it is, record it as a 500 quoted note.
LDR Leader
Mandatory. As for full-level records, except that the encoding level (LDR/17) must be 7.
RTP: Record Type
Mandatory. The usual RTP is RTP Oxford record (export COPAC and OCLC), but if your institution
wishes to restrict export, use Oxford record (export COPAC only) or Oxford Local Record. The
latter will not allow export even to COPAC, so please bear in mind that COPAC serves as a backup if
SOLO is out of action.
STA: Status
Mandatory if applicable, e.g. for records which have not been finalised.
006: Additional Material Characteristics
Mandatory if applicable for main components of a resource, but optional for accompanying material.
006/00 must have a specific value, but use the pipe character ('|') for the other positions.
007: Physical description fixed field
Mandatory if applicable for main components of a resource, but optional for accompanying material.
007/00 and 007/01 must have specific values, but use the pipe character ('|') for the other positions.
02X: ISBN and other standard numbers
Mandatory if applicable, but qualifiers are mandatory only if there are multiple standard numbers of
the same type and it is clear what each applies to.
For ISBNs, use subfield $a only if you are reasonably sure that they are correct and valid. Use
subfield $z for any others.
14
OLIS requires a few elements in level-7 records which go beyond the MARC requirements for level 7. For textual
materials, the Aleph template to use is bk7rda.mrc. For videos the template is dvdlocalrda and the Videorecordings
documentation should be used. For materials in other formats you will need to adapt a template in the appropriate
format - see Module 5.
15
For explanations of the fields which relate only to non-book materials (006, 007, 34X), see Module 5. For more
about multiparts, see Module 6. Level 7 is not used for serials.
- 18 -
008: Fixed length data elements
008/00-17, 33 and 35-39 are mandatory; Form of item (position 23 or 29) is mandatory if applicable;
the other positions are optional.
041 $a or $d: Language code for language of the resource
Mandatory for each language which is used for a substantial part of a multilingual resource. Do not
add codes in subfield $h for the language(s) of the original unless these are of unusual importance;
but if you think that the resource may contain a translation and you are not supplying $h subfields,
leave the first indicator (Translation information) blank, meaning No information provided.
1XX: Main entry
Mandatory if applicable. As for full-level records, but do not use relator terms if it is not obvious what
they should be.
240: Uniform title
Mandatory if applicable.
245: Title and statement of responsibility
Title is mandatory; part-number, part-title, other title information and statement of responsibility are
mandatory if applicable.
Do not include parallel data. Use the criteria in 4.3c-d to identify the preferred source and preferred
language.
Use your judgment about truncating statements of responsibility and/or omitting minor statements,
bearing in mind that they can provide keyword access for persons and bodies which do not get
access points.
246 11
Mandatory if applicable for titles found on the resource in languages other than that recorded in 245
$a. Use indicators 11 (= parallel title, to be displayed).
250
Mandatory if applicable, except that statements of responsibility are optional.
264
Place of publication is optional.
Publisher is mandatory for published resources, but you may use '[publisher not identified]'.
Date of publication or production is mandatory, but may be a conjectural date or date range.
Optionally, if the date is in roman numerals add the arabic numerals in square brackets.
Copyright date is mandatory if found on resource.
Do not record distribution or manufacture (printing) information unless this is really important for
identification.
300: Physical description
Extent ($a) is mandatory, but it is acceptable to use '1 volume' rather than pagination.
Dimensions ($c) is mandatory, except for standard-size carriers such as CDs.
- 19 -
Accompanying material ($e) is mandatory if applicable, because the data may be essential for
circulation or storage.
Other physical characteristics ($b) is optional.
33X, 34X: Content type, Media type, Carrier type; Sound, Video & Digital file characteristics.
Mandatory for the main components of the resource, but optional for accompanying material.
490: Series
Mandatory if applicable.
Indicators are usually 0_, because there is seldom a corresponding 8XX heading.
5XX Notes
Notes are required only if they are particularly important for finding, identification or use.
Provide explanations and/or corrections for any transcribed information which you know to be
incorrect or misleading.
If you are not sure where some foreign-language information belongs but it seems important,
record it as a quoted note.
Record any information about restrictions on access (506) and terms of use or reproduction (540).
For multipart works whose parts have distinct individual titles, make a a contents (505) note.
For multipart works whose description is not based on the first part, state in a 588 note which part
it is based on.
For audiovisual material, record in 508 and 511 any really important credits which are not covered
in 245 $c.
Optionally, provide other notes, for example about bibliographies (504) or languages used in the
resource (546), if this seems worthwhile, taking into account the importance of the material, the
availability of clear information and any local institutional policy.
6XX: Subject headings
Optional; but it is best not to attempt to assign subject headings if you do not have a good
knowledge of the relevant language.
7XX: Added entries
Optional, but not recommended unless of key importance for access.
8XX: Series access point
Optional, but not recommended unless of key importance for access.
880: Alternate graphic representation (nonroman script)
Optional, but seldom used except in special projects. In some projects unpaired 880 fields may be
used instead of transliterated fields.
Fields for special materials
Some other fields are mandatory for special types of materials, e.g 034 and 255 for cartographic
materials. For the full lists of MARC requirements, see http://www.loc.gov/marc/bibliographic/nlr/.
The level-7 requirements are in the Minimal Level columns.
- 20 -
Example
041
008
100
245
246
250
264
300
490
500
546
[1st title page]
[2nd title page]
Dasein
Anmerkungen
tre-l
Penses
von Johannes Schmidt
par Johannes Schmidt
Neue Ausgabe
mit einem Nachwort von
Jacques Legris
Nouvelle dition
avec une postface par
Jacques Legris
Kopfschmerz Nr. 23
Cphale no 23
Braun Bcher
Straburg
MCMLXII
ditions Braun
Strasbourg
MCMLXII
__ $ager$afre
140520s1962^^^^fr^^^^^^^^^^^^|||^0^ger^d
1_ $aSchmidt, Johannes$q(Johannes Friedrich)
__ $aDasein :$bAnmerkungen /$cvon John Brown.
11 $atre-l
__ $aNeue Ausgabe /$bmit einem Nachwort von Jacques Legris.
_1 $aStrassburg :$bBraun Bcher,$cMCMLXII [1962]
__ $ax, 150 pages ;$c19 cm
0_ $aKopfschmerz ;$vNr. 23
__ $aThe Nachwort is actually a foreword.
__ $aGerman text and French translation on facing pages.
Although the resource contains a translation, there is nothing to suggest that the translation is its
prime purpose, so the preferred source is the original-language title page (see 4.3c, above).
The cataloguer in this case knew German well enough to recognise that Nachwort (= afterword) was
inappropriate for a foreword, but wisely decided against picking her way through a foreign-language
philosophical text or spending serious time with reference sources in order to assign subject headings.
The cataloguer did not think that the writer of the foreword was of key importance for access, so did
not make a 7XX access point for him, but thought the foreword was substantial enough to justify
including the statement of responsibility in 250, which provides keyword access.
The parallel title occurs only as a 246 11 variant title, and no other parallel data is recorded.
041 has no subfield $h for the original language, but the resource is known to contain a translation,
so the first indicator is blank. The cataloguer thought it was worth adding a 546 note to make clear
that the French text is a full translation (not just, for instance, the language used in the foreword) and
because users often find facing-page translations convenient.
The Bodleian Libraries, December 2012

- 21 -
5. Special and non-book materials. Last revised May 2014
Module 5: Special and non-book materials

Purpose and scope .........................................................................................................................- 3 5.1. Strategies................................................................................................................................- 3 Further training .................................................................................................................... - 3 Outsourcing ......................................................................................................................... - 3 Documentation ..................................................................................................................... - 4 Brief permanent records ....................................................................................................... - 4 5.2. Sources of information and special data ....................................................................................- 4 Sources of information for title [RDA 2.2] ..................................................................................... - 4 Format ....................................................................................................................................... - 5 LDR/06: Type of record ............................................................................................................... - 5 RTP: Record type ........................................................................................................................ - 5 OWN: Editing group .................................................................................................................... - 6 008: Fixed length data elements .................................................................................................. - 6 006: Fixed-Length Data Elements - Additional Material Characteristics ............................................ - 6 007: Physical description fixed field .............................................................................................. - 6 024: Other standard identifier ...................................................................................................... - 7 028: Publisher number ................................................................................................................ - 7 033: Date/time and place of an event .......................................................................................... - 7 034: Coded cartographic mathematical data ................................................................................. - 7 041: Language code .................................................................................................................... - 7 043: Geographic area code .......................................................................................................... - 7 045: Time period of content ........................................................................................................ - 7 048: Number of musical instruments or voices code ...................................................................... - 8 254: Musical presentation statement ............................................................................................ - 8 255: Cartographic mathematical data ........................................................................................... - 8 264 _4$c: Copyright or phonogram date ...................................................................................... - 8 300: Physical description ............................................................................................................. - 8 300 $a: Extent ..................................................................................................................... - 8 300 $b: Other physical characteristics .................................................................................... - 8 300 $c: Dimensions .............................................................................................................. - 8 306: Playing time ........................................................................................................................ - 9 310: Current publication history ................................................................................................... - 9 321: Former publication history.................................................................................................... - 9 336: Content Type; 337: Media Type; 338: Carrier Type ............................................................... - 9 340: Physical medium ............................................................................................................... - 10 344: Sound Characteristics; 345: Projection Characteristics of Moving Image; 346: Video
Characteristics; 347: Digital File Characteristics ........................................................................... - 11 362: Dates of Publication and/or Sequential Designation ............................................................. - 12 380: Form of work .................................................................................................................... - 12 382: Medium of performance ..................................................................................................... - 12 383: Numeric designation of musical work .................................................................................. - 12 384: Key................................................................................................................................... - 12 500: General note ..................................................................................................................... - 12 -1-

502: Dissertation note ............................................................................................................... - 13 515: Numbering peculiarities note .............................................................................................. - 13 522: Geographic coverage note ................................................................................................. - 13 533: Reproduction note ............................................................................................................. - 13 538: System requirements note ................................................................................................. - 13 546: Language note .................................................................................................................. - 13 550: Issuing body note .............................................................................................................. - 14 580: Linking entry complexity note ............................................................................................. - 14 76X, 77X, 78X: Linking entry fields ............................................................................................. - 14 LKR: Dynamic link ..................................................................................................................... - 14 Special types of BK materials ..................................................................................................... - 14 Art-related materials, exhibitions and catalogues .................................................................. - 14 Braille, etc. ........................................................................................................................ - 14 E-books ............................................................................................................................. - 14 Electronic documents on hand-held media ........................................................................... - 15 Foreign-language materials ................................................................................................. - 15 Grey material (pamphlets, exam papers, informal photocopies, boxes of papers, etc.) ............ - 15 Large print ......................................................................................................................... - 15 Manuscripts, typescripts and similar..................................................................................... - 15 Microforms ......................................................................................................................... - 15 Official papers .................................................................................................................... - 16 Offprints (including eprints) ................................................................................................ - 16 On-demand printing ........................................................................................................... - 16 Printouts from the Internet ................................................................................................. - 16 Theses ............................................................................................................................... - 16 Non-BK materials ...................................................................................................................... - 16 Computer datasets ............................................................................................................. - 16 E-journals .......................................................................................................................... - 16 Maps and atlases ................................................................................................................ - 17 Multimedia ......................................................................................................................... - 17 Printed music ..................................................................................................................... - 17 Serials and integrating resources ......................................................................................... - 17 Sound recordings ............................................................................................................... - 17 Videos ............................................................................................................................... - 17 Appendix 1: Navigating the MARC standards for bibliographic records ............................................. - 18 Appendix 2: 33X field values for subfield $a (as at 1 June 2014) ..................................................... - 20 336: Content types.................................................................................................................... - 20 337: Media types ...................................................................................................................... - 22 338: Carrier types ..................................................................................................................... - 23 Appendix 3: 34X subfields and values (as at 1 June 2014) .............................................................. - 24 344: Sound Characteristics ........................................................................................................ - 24 345: Projection Characteristics of Moving Image ......................................................................... - 24 346: Video Characteristics ......................................................................................................... - 25 347: Digital File Characteristics .................................................................................................. - 25 -
-2-
Purpose and scope

This module is a general introduction to the cataloguing of special materials, providing an overview of the
various strategies used for specialised cataloguing, the special types of data which may be required and
the various types of special material. There is some overlap between the sections, for ease of reference.
In many cases you will be referred to other documents for more specific advice. Because special
materials often need special MARC fields and/or values, there is also an appendix about navigating the
MARC 21 Standards for Bibliographic Records.

For people who are using the module as part of the RDA/MARC21 course, there are red links to the
practicals and quiz for the module; but the practicals are usually covered in one of the contact sessions,
so only the link to the quiz need be followed immediately.
5.1. Strategies
Please do not attempt to create or edit records for any types of materials for which you do not have
adequate training, documentation or expertise. Be wary of materials which:
are in an unfamiliar language or script (see Module 4)
are in multiple parts (see Module 6)
were issued before 1820 or are particularly rare and valuable
have a special carrier type (e.g. microform, scan, photocopy, printout, offprint, manuscript,
braille, large-print, disc, cassette, tape reel, flash drive, hard drive, online, multimedia, other
object)
have a special content type (e.g. printed music, maps, videos, catalogues, theses, official
materials issued by secular or religious jurisdictions)
are issued to a regular pattern (periodicals, annuals, updating looseleafs).
For different types of material different approaches are available:
Further training
To work with antiquarian or serial material you will need a training course:
For antiquarian and rare materials, contact Sarah Wheale.
For serials, contact Elena Estraikh.
Training is normally available only to people who expect to work regularly with the relevant material type.
Outsourcing
If you have only small amounts of special material to deal with, it may be simpler and cheaper
to arrange to outsource to specialists.
For antiquarian and rare materials, contact Sarah Wheale.
For serials, contact Elena Estraikh. Elenas team can sometimes offer a free service to
institutions which do not have enough serial work to justify training.
For printed music, contact Martin Holmes.
For other materials, contact Alison Felstead.
-3-
Documentation
For most other types of material you can find stand-alone documentation on the Cataloguing
documentation page. If you do not see what you need, please contact CSS.
In some cases the OLIS documentation is not complete in itself, but links to international
documentation, such as the PCCs Provider-Neutral E-Monograph MARC Record Guide.
Brief permanent records

For some types of material it is acceptable to add permanent brief records to OLIS rather than making
full records. These records are correct as far as they go and adequate for finding and identification,
but they do not usually have authorised access points (AAPs) or subject headings or detailed physical
descriptions. They have a low encoding level and the RTP field Oxford Local Record, which prevents
export to the RLUK and WorldCat record-sharing databases. Special templates are available in Aleph.
For books, pamphlets, photocopies, printed sheets, etc., use the oxflocalrda template and
follow the instructions in Brief records.
For DVD-videos and videocassettes, use the dvdlocalrda template and follow the instructions in
Videorecordings.
If you are interested in making brief records for other types of material, contact CSS to discuss
creating appropriate templates and adapting the instructions. Do not use the existing templates,
because they will not have suitable formats and 00X fields (see section 2, below) with the result
that the records will not be associated with appropriate icons, filters and facets in SOLO .
5.2. Sources of information and special data

This section gives an overview of the types of data which may be required for various special materials.
For material-specific details, see Atlases, British auction catalogues, E-books, Electronic documents on
hand-held media, Maps, Official papers, Offprints, Sound recordings, Special issues of periodicals,
Theses, Updating looseleafs and Videorecordings.11
Sources of information for title [RDA 2.2]
For resources consisting of one or more pages, leaves, sheets or cards (or images of these) the
preferred source is title page, title sheet or title card, except that if the images are on a hand-held
computer storage device (e.g. CD-ROM, portable drive) you should prefer a permanent eye-readable
label, if there is one. Failing these, prefer a cover/dustjacket; a caption; a masthead; a colophon;
another source on the resource in which the information is formally presented (or images of these).
For resources consisting of moving images the preferred source for full-level records is title frame
or title screen. Failing this, prefer a permanent label or embedded metadata.
For other resources the preferred source is a permanent label or embedded metadata. Even if a
preferred source is used, a 500 note should always be made for the source of title.
Information from containers and accompanying material issued as part of the resource does
not require square brackets.
PRACTICAL 5A
1
Some of these documents have not yet been updated for RDA.
-4-
Format
The records format is usually set by the template used when it was originally created.
The available formats are: BK (Books); CF (Computer Files); MP (Maps); MU (Music); SE or CR

(Serials/ Continuing resources); VM (Visual materials); MX (Mixed materials).
MU is used for all written music and all sound recordings, even nonmusical recordings.
VM is used for multimedia sets unless they were not issued as sets. MX format is used only
for made-up sets such as archival collections.
The format controls:
which values are valid in LDR/06 (Type of Record; see below)
the meaning of positions 18-34 in 008. For instance, if the format is BK, positions 18-21 contain
codes for types of illustration; but if the format is MP they contain codes for types of relief.
It is possible to Change Records Format from the Edit Actions menu, and you will need to do this if
you ever have to edit a record which was originally created in the wrong format, e.g. if an audio
CD has been catalogued in BK format. However, it sometimes happens that a position in which a
value was entered in the original format is undefined in the new format, and therefore impossible
to edit. In that case you would need to create a new 008 field and delete the old one.
Choice of format should reflect the content of the resource rather than its carrier. For instance, an
atlas should use MP format rather than BK format, because its content is cartographical even though it
is physically a book. (BK format implies textual content rather than physical paper and print.) That
means that if you were cataloguing an atlas originally you should the template maprda rather than
bkrda, to get the correct format.
LDR/06: Type of record
This position in the Leader field adds a little more detail to the format. For instance, if the format is
BK, the valid LDR/06 values are a (Language material) or t (Manuscript language material); if it is
MU (Music) the valid values are c (Notated music), d (Manuscript notated music), i (Nonmusical
sound recording) and j (Musical sound recording). Multimedia sets, which use VM format, require
the value o (kit). These codes are sometimes used to help with generating icons, filters or facets
in public-facing interfaces.
For a full list of values, see the MARC Standards.
PRACTICAL 5B
RTP: Record type
This is a local field, used to identify permanently records which are created to special standards or for
special purposes, such as Antiquarian or Oxford Local Record. It differs from the STA field in that
STA fields are temporary, usually with values which indicate that the record has not been finalised.
Some RTP values prevent export to RLUK and/or WorldCat.
For a full list of RTP and STA values, see Module 7: Copy Cataloguing, Appendix 1.
-5-
OWN: Editing group
This is another permanent local field. It restricts editing of the record to a specified group such as
ANTI (Antiquarian) or ERES (E-resources) or BMAC.
008: Fixed length data elements
The first (00-17) and last (35-39) positions of 008 are the same whatever the format; but the middle
(18-34) positions vary depending on the format. You can find full lists and definitions of these
positions and of the available values in the MARC Standards.
Every 008 field has a position for Form of item. For BK, CF, MU, SE/CR and MX it is 008/23 and for
MP and VM it is 008/29. Since the format of the record and LDR/06 do not reflect the carrier of the
resource, this position allows you to add a carrier-specific code. The values available are blank (none
of the following), a (Microfilm); b (Microfiche); c (Microopaque); d (Large print); f (Braille); o
(Online); q (Direct electronic - tangible recording medium such as disc or flash drive); r (Regular
print reproduction, i.e. photocopy or similar) and s (Electronic - any resource which requires the use
of a computer; nowadays the more specific o and q are preferred).
In 008/06 for videos whose content was originally released in a different medium, for sound
recordings which are reissues of earlier recordings and for computer files which became operational
before they were released publicly you will need to use the value p followed by the date of release in
07-10 and the date of recording or production in 11-14.
If you ever need to add an 008 field because of difficulties in editing the existing one, enter the field
tag in the usual way and use Ctrl-F to open the form.
PRACTICAL 5C
006: Fixed-Length Data Elements - Additional Material Characteristics
Sometimes the single set of format-specific middle values in the 008 field is not enough, usually
because the resource has a mixture of content in different formats, e.g. a book + audio CD set, 22 but
sometimes because a resource has multiple aspects, e.g. a sound recording that is also a serial. In
that case you can add 006 fields. These have an 00 position holding a code for the form of material
(with the same options as for LDR/06) followed by all the positions you would find in 008/18-34 for
that material.
An 006 field with the 00 value m (= computer) should be provided for any computer-dependent
resource (e.g. CD-ROM, e-book) whose LDR/06 value is not m, even though few of its positions will
hold useful data. This is required by OCLC and some other utilities.
To add an 006 field, enter the field tag in the usual way and use Ctrl-F to open the form. You will first
be asked to choose the value for 006/00, since this determines the meaning of the other positions.
007: Physical description fixed field
This field gives more specific and varied physical information than 008/23, and is required for all
materials other than ordinary text and illustrations or notated music on pages, sheets or similar. You
can use multiple 007s if appropriate.
There is an 008 specifically for mixed materials, but all its middle positions are all undefined except Form of item,
so it is valuable to add specific 006s for all the significant component types.
-6-

The field offers different data elements for Map (00=a), Electronic resource (00=c), Globe (00=d),
Tactile material (00=f), Projected graphic (00=g), Microform (00=h), Nonprojected graphic
(00=k), Motion picture (00=m), Kit (00=o), Notated music (00=q), Remote-sensing image
(00=r), Sound recording (00=s), Text (00=t), Videorecording (00=v) and Unspecified (00=z).
The 007s for Kit (= multimedia), Notated music, Text and Unspecified have almost no defined data
elements and so are not worth using. For multimedia resources, use a separate 007 for each
significant type of material.
To add an 007 field, enter the field tag in the usual way and use Ctrl-F to open the form. You will first
be asked to choose the value for 007/00, since this determines the meaning of the other positions.
PRACTICAL 5D
024: Other standard identifier
Used for the International Standard Music Number for printed music, which is rather like an ISBN, but
with the prefix 979.
Also used for the sale code in auction catalogues.
028: Publisher number
Used with 1st indicator 0 for issue number of sound recording, 1 for matrix number of sound
recording, 2 for plate number of printed music or 4 for videorecording number.
028 01 $aNA320512$bNaxos AudioBooks$qDisc 1
PRACTICAL 5E
033: Date/time and place of an event
Used for date of sale (YYYYMMDD) in records for auction catalogues.
034: Coded cartographic mathematical data
Gives the scale(s) for cartographic material in a machine-friendly form suitable for creating indexes,
facets and filters; should correspond with the data in 255.
041: Language code
Contains language codes for resources which involve multiple languages, including translations. See
Module 4, section 4.3b.
043: Geographic area code
A hierarchical code for places, e.g. e-uk-st (= Europe-U.K.-Scotland), mainly used for cartographic
material.
045: Time period of content
This field contains coded data and was formerly used mainly for historical atlases, but the data is
complicated to enter and cannot be presented to users in a convenient way, so the field is no longer
required for OLIS.
-7-
048: Number of musical instruments or voices code
May hold coded data for printed music and musical recordings. Not required for OLIS.
254: Musical presentation statement
Used in AACR2 for printed music records. Contains terms such as Full score, Vocal score, Score and
set of parts. For RDA these terms use field 250.
255: Cartographic mathematical data
Gives the scale(s) of cartographic material in human-friendly terms; should correspond with the data
in 034.
264 _4$c: Copyright or phonogram date
For sound recordings the symbol used is normally
(= phonogram copyright) rather than .
300: Physical description
This field gives physical information in human-friendly terms. 300 $a and $b correspond to various
elements in the Leader, 006-008, 338 and 336 fields, which give some of the same information in
machine-friendly terms intended for generating icons, filters or facets.
300 $a: Extent
This subfield gives the carrier type and the number of units (excluding accompanying material). In
principle you are allowed to list more than one carrier type in 300 $a, but we do this only for boxed
materials; otherwise we make multiple 300 fields, so that dimensions can be recorded for each carrier
type. The extent of accompanying material is recorded in 300 $e. See Module 6: Bibliographic records
for multiparts.
The carrier type is often taken from the list at RDA 3.3.1.3, but we also use some terms in common
usage [RDA 3.4.1.5], e.g. DVD-video, flash drive or CD ROM.
In some cases we add further details of extent in brackets, e.g. running time for video and audio
resources. Use the abbreviations hr., min. and sec. if applicable.
300 __ $a2 DVDs (135 min.)
You may add details of subunits in parentheses if the information is readily available.
300 __ $a2 microfiches (48 frames)
300 __ $a1 electronic resource (123 pages)
300 $b: Other physical characteristics
This holds information about physical aspects of the content such as illustrations, colour and, for
moving image material, whether sound is present. In AACR2 records and early RDA records it holds
information about sound, video and digital characteristics, but four new fields, 344, 345, 346 and
347, have been developed to give this information in a more granular way.
300 $c: Dimensions
This holds information about the size of the units recorded in 300$a, usually in cm. For books of
unusual sizes and non-book materials you may need to give 2 or 3 dimensions.
We do not record dimensions for standard-sized carriers such as CD-ROMs, audio CDs and microfiches.
-8-
306: Playing time
Used for sound recordings, in the format
hhmmss.
PRACTICAL 5F
310: Current publication history
Required in serials cataloguing.
321: Former publication history
May be used in serials cataloguing.
336: Content Type; 337: Media Type; 338: Carrier Type
These fields are designed to be read by machines rather than humans. In principle they can generate
icons, filters or facets in user-facing systems. They are not currently exported to SOLO, because
SOLO cannot yet make good use of them, but new or improved systems may depend on them heavily
in the near future.
Subfield $a contains simple terms from set vocabulary lists indicating whether the content is written
word, pictorial, audio, for computer manipulation, etc. (336), whether any equipment is needed to
use the resource (337), and the carrier type (338).
338 often uses the same carrier term as 300 $a, but 300 $a may give pagination or use a term in
common usage (e.g. CD-ROM), while 338 must use a term from a standard list.
For the authoritative lists and definitions of available terms, please see RDA 6.9.1.3 (for 336), RDA
3.2.1.3 (for 337) and RDA 3.3.1.3 (for 338). Appendix 2 contains the lists and definitions as at
1/6/13, but the lists are subject to change.
All 33X fields may be repeated as necessarily to reflect different aspects or parts of the resource.
Downloaded records may have subfield $b as well or instead of $a. Subfield $b holds a code from a
set list rather than a word or words, but it does the same job as $a.
Subfield $2 specifies the list used in $a or $b.
Aleph templates supply typical 33X values for the materials for which the template was designed, but
you will sometimes need to change values for non-typical cases, and you may also have to add extra
33X for accompanying material (see Module 6: Bibliographic records for multiparts, 6.4b). Aleph has
helpful picklists (Ctrl+F8).
Examples:
For a DVD-video:
336 __ $atwo-dimensional moving image$2rdacontent
337 __ $avideo$2rdamedia
338 __ $avideodisc$2rdacarrier
For a videocassette:
336 __ $atwo-dimensional moving image$2rdacontent
337 __ $avideo$2rdamedia
338 __ $avideocassette$2rdacarrier
-9-
For a music audio CD:

336 __ $aperformed music$2rdacontent
337 __ $aaudio$2rdamedia
338 __ $aaudio disc$2rdacarrier
For an audiobook on CD:

336 __ $aspoken word$2rdacontent
337 __ $aaudio$2rdamedia
338 __ $aaudio disc$2rdacarrier
For books/documents on microfiche:

337 __ $amicro-Form$2rdamedia
338 __ $amicro-Fiche$2rdacarrier
For sheet maps:

336 __ $acartographic image$2rdacontent
338 __ $asheet$2rdacarrier
For maps on microfilm reel:

336 __ $acartographic image$2rdacontent
337 __ $amicro-Form$2rdamedia
338 __ $amicro-Film reel$2rdacarrier
For books/documents on CD-ROM:

337 __ $acomputer$2rdamedia
338 __ $acomputer disc$2rdacarrier
For a CD-ROM containing text documents, data for computer manipulation, videos and maps:
336
336
336
336
337
338
__
__
__
__
__
__
$atext$2rdacontent
$acomputer dataset$2rdacontent
$atwo-dimensional moving image$2rdacontent
$acartographic image$2rdacontent
$acomputer$2rdamedia
$acomputer disc$2rdacarrier
For a 3-D videogame with accompanying instruction book:

336
336
336
337
337
338
338
__
__
__
__
__
__
__
$athree-dimensional moving image$2rdacontent

$acomputer program$2rdacontent
$atext$2rdacontent
$acomputer$2rdamedia
$acomputer disc$2rdacarrier
PRACTICAL 5G
340: Physical medium
340 $n (Font size) is used to identify large-print materials, if this is considered important. The exact
font size may be added in brackets, if readily available. Large-print materials are also coded f in
008/23.
340 __ $nlarge print (24 point)$2rda
340 $o (Polarity) may be used to indicate that a photo-reproduction, e.g. a microform, is negative, if
this is considered important.
- 10 -

340 __ $onegative$2rda
344: Sound Characteristics; 345: Projection Characteristics of Moving Image; 346:

Video Characteristics; 347: Digital File Characteristics
Like 33X, these fields are designed to be read mainly by machines rather than humans and to
generate icons, filters or facets in user-facing systems. However, some elements could be displayed
in the Format (i.e., physical description) line in SOLO. They overlap considerably with field 007, but
unfortunately we need to enter the data in both places because SOLO cannot make full use of 34X
data, while post-MARC systems will not be able to use 007 data.
The subfields and elements are as follows. The greyed out elements are implied by the carrier type or
other data, so are not required in OLIS, but should be retained if found in downloaded records.
344 __ $$aType of recording$$bRecording medium$$cPlaying speed$$dGroove

characteristic$$eTrack configuration (for sound-track films)$$fTape configuration (= number of
tracks$$gConfiguration of playback channels$$hSpecial playback characteristics$$2rda
344 __ $$aType of recording$$bRecording medium
346 __ $$aVideo format (analog only)$$bBroadcast standard$$2rda
347 __ $$aFile type$$bEncoding format$$eRegional encoding$$2rda
Subfield $2 specifies the source of the vocabulary used in the other elements.
For the authoritative lists of available terms, please see RDA 3.16 (for 344), RDA 3.17 (for 345), RDA
3.18 (for 346) and RDA 3.19 (for 347). Appendix 3 contains the lists as at 1/6/13, but the lists are
subject to change.
If you cannot get the information for an element from label, case, accompanying material or similar,
just omit the element. Do not play a resource just to determine 34X values.
All 34X fields may be repeated as necessarily to reflect different aspects or parts of the resource.
Aleph templates supply typical 34X values for the materials for which the template was designed, but
you will sometimes need to change values for non-typical cases, and you may also have to add extra
34X for mixed or accompanying material (see Module 6: Bibliographic records for multiparts, 6.4).
Aleph has helpful picklists (Ctrl+F8) for the more common types of material, e.g. audio discs and CDROMs. But because these are multi-element fields, with a large number of possible permutations, it is
not practical to create exhaustive picklists.
Examples:
For a stereo DVD-video, PAL region 2:

344 __ $adigital$boptical$gstereo$2rda
346 __ $bPAL$2rda
347 __ $avideo file$bDVD video$eregion 2$2rda
For a mono VHS videocassette:

344 __ $aanalog$bmagnetic$gmono$2rda
346 __ $aVHS$bPAL$2rda
For a stereo audio CD:

344 __ $adigital$boptical$gstereo$2rda
347 __ $aaudio file$bCD audio$2rda
- 11 -
For a stereo Dolby-B audiocassette:

344 __ $aanalog$bmagnetic$gstereo$hDolby-B encoded$2rda
For a 78 rpm LP:

344 __ $aanalog$c78 rpm$gmono$2rda
For a CD-ROM containing an electronic version of a book and Excel spreadsheets for users to practice on:
347 __ $atext file$2rda
347 __ $adata file$bExcel$2rda
For a videogame with quadraphonic sound, for sale in Europe and Oceania:
344
346
347
347
347
__
__
__
__
__
$adigital$boptical$gquadraphonic$2rda
$bPAL$2rda
3
$aprogram file$ePAL$2rda
$aaudio file$2rda
$avideo file$2rda
PRACTICAL 5H
362: Dates of Publication and/or Sequential Designation
Required in serials cataloguing.
380: Form of work
Holds terms such as Television program, Choreographic work, Play. Such information, if not clear
from the title or LCSH, is usually given in 500 notes, but it is possible that international practice will
move towards regular use of 380.
382: Medium of performance
A field introduced for music cataloguing in the context of RDA. It roughly corresponds to the codes in
048.4 Used mainly in NACO records, but may occur in bibliographic records.
383: Numeric designation of musical work
For opus numbers and thematic index numbers such as BWV. Used mainly in NACO records, but may
occur in bibliographic records.
384: Key
For music cataloguing. Used mainly in NACO records, but may occur in bibliographic records.
500: General note
If you are dealing with complex or multimedia material, please:
make adequate notes about physical aspects, e.g. listing the physical contents of containers or
stating the whereabouts of accompanying material; and
As well as being a broadcast standard, PAL is a regional code for some Nintendo systems.
The immediate reason for the introduction of this field was the phasing out of the old LCSH genre terms, which
often included medium of performance, in favour of the new LCGFT thesaurus.
- 12 -
record any information about the nature and purpose of accompanying material which is readily
available and useful for selection, e.g. whether a CD-ROM contains PDF worksheets, PowerPoint
slides, interactive quizzes or illustrations.
502: Dissertation note
A formal note required for thesis cataloguing.
Example:
502 __ $bPh.D$cUniversity of Louisville$d1997.
515: Numbering peculiarities note
Used in serials cataloguing.
522: Geographic coverage note
Used for cartographic materials if the 245 data does not make the coverage explicit.
533: Reproduction note
It used to be normal for one-off or informal reproductions (scans, printouts, photocopies, etc.) to be
attached to the record for the original rather than getting a record of their own. The details of the
reproduction were recorded in a 533 note, with normal ISBD punctuation, in subfields $b (place), $c
(publisher), $d (date), $e (physical description), $f (series statement), $n (note), etc. This practice
was largely discontinued in 2013, because it was complicated and created difficulties for filtering by
carrier type; but it may still be used occasionally for some special cases and special projects.
Example:
533 __ $aMicrofiche.$b[New York :$cNew York Public Library,$d197-?]$e4
microfiches : negative.$f(NYSPL FSN 14,023)$nReproduced under license.
538: System requirements note
Gives details of hardware and software

requirements. Example (for a videogame):
538 __ $a System requirements: Windows XP (SP3), Windows Vista (SP1 or Windows
7; 2 GHz Intel Core 2 Duo or 2 GHz AMD Athlon 64 X2 or better; 2 GB or more
RAM (2 GB for Windows Vista (SP1)); 8x DVD drive or faster; at least 9 GB of
free hard disc space; DirectX 9.0c compatible video card (512 MB, details of
supported video cards on container); DirectX 9.0c compatible sound card; may
be controlled by keyboard, mouse, or Mixrosoft XBox 360 Controller for
Windows.
546: Language note
Subfield $a is used for resources in more than one language. See Module 4: Foreign-language
materials.
Subfield $b may be used to record alphabet, script or notation system, e.g. Staff notation for printed
music.
- 13 -
550: Issuing body note
Used in serials cataloguing.
580: Linking entry complexity note
Used in serials cataloguing when 76X/ 77X/ 78X is not enough.
76X, 77X, 78X: Linking entry fields
These are formal notes fields, used mainly in serials cataloguing, which give bibliographic details of
earlier or later versions, components, supplements, etc., and in principle can link to the records for
those resources, although in Aleph we use a LKR field to provide a dynamic link.
LKR: Dynamic link
This is a local field which provides dynamic links between records for related resources. It is used
particularly for serials, analytical cataloguing (when records are made both for the whole of a
resource and for particular parts) and for separate resources which have their own bibliographical
records but are bound together.
5.3. Types of special and non-book materials
Special types of BK materials

Please note that atlases and volumes of printed music do not use BK
format. Antiquarian materials
Materials issued before 1820 are usually catalogued to the Antiquarian standard, based on
Descriptive Cataloguing of Rare Materials (Books), available through Catalogers Desktop; but
post-1800 materials may be catalogued to the ordinary OLIS Standard if they are not particularly
valuable or interesting. Antiquarian cataloguers have to have special training, which is worthwhile
only for people who catalogue antiquarian materials very regularly, so it is common to outsource
antiquarian cataloguing to specialists. For advice about training and outsourcing, please contact
Sarah Wheale. Antiquarian records in OLIS have the RTP Antiquarian and the OWN ANTI.
Art-related materials, exhibitions and catalogues

See Art-related materials, exhibitions and catalogues (forthcoming) and Auction catalogues, British.
Non-British auction catalogues seldom get individual full-level records.
Braille, etc.
Braille is coded as f in 008/23 and recorded as tactile text in 336. (Other 336 values available for
resources intended to be read through touch are tactile image, tactile notated music and tactile
notated movement.)
E-books
All e-book records should have the RTP field Eresource, so that SOLO can identify them as online
resources.
- 14 -

Most of the e-book records in OLIS come from vendors as large packages and are processed
centrally. Some simple automated improvements are made, but there is no point in improving
them individually, because they will be overwritten each time the package is updated by the
vendor. They have the OWN field ERES.
Institutions may decide to add individual records for e-resources which are freely available and
reliable, but must be careful to check and record any license conditions and to guard against
broken links. In most respects the records should follow the Provider-Neutral E-Monograph MARC
Record Guide. See E-books.
Electronic documents on hand-held media

Record formats reflect the content rather than the carrier, so electronic documents on hand-held
media use BK format and the normal fields for books, but with appropriate 007, 008 Form of item,
337 and 338 elements for the carrier. See Electronic documents on hand-held media. (The same
principles can be applied to maps and annotated music (MU) on hand-held media, using the
appropriate formats and fields for the content.)
Foreign-language materials
See Module 4: Foreign-language materials.
Grey material (pamphlets, exam papers, informal photocopies, boxes of papers, etc.)
Make Oxford Local Records. See Brief records.
Large print
Large print is coded as d in 008/23 and also recorded in 340 $n. The exact size may be added in
brackets, if readily available.
340 __ $nlarge print (24 point)$2rda
Manuscripts, typescripts and similar

Manuscript and typescript material has the LDR/06 value t (for ordinary text), d (for notated
music) or f (for cartographic material). 264 has the second indicator 0 (production) and no place
or publisher is required in 264, although an appropriate country code should be given in 008/15-17
if known.
Microforms
The choice of template depends on the content, not the carrier. Usually one of the ordinary BK
templates will be appropriate, but microforms which contain mainly cartographic material or music
should use templates in MP or MU format.
The carrier is reflected only in: Form of Item, 008/23 or 008/29 ('a' for microfilm or 'b' for
microfiche); an 007 (007/00 is 'h'); the unit used in 300 $a (usually microfiche or microfilm reel);
337 $a (microform); and 338 $a (usually microfiche or microfilm reel; for less common
microforms, see the list of carrier types in Appendix 2).
The width of microfilms is recorded in 300 $c (usually 16 mm or 35 mm); but standard-sized
microfiches (10.5 x 14.8 cm) do not require a 300 $c.
If the microform is a negative reproduction of an original, this is recorded in 340 $o.
340 __ $onegative$2rda
- 15 -

Microforms which are not fully published but are merely one-off reproductions for the use of a
particular person or institution do not require full-level records. See Module 3: Complex and
difficult cases, section 3.3e. Before 2013 it was normal to add such reproductions to the record for
the original (see 5.2 above, under 533: Reproduction note).
Official papers
Great care is needed in entering the series numberings and other numberings of government
publications and similar (e.g. EU and U.N. publications) and in the choice of main entry. They also
need appropriate codes in 008/28 (Government publication). See Official papers.
Offprints (including eprints)

Substantial offprints may be catalogued at full level, but most offprints, whether provided by the
publisher, photocopied or printed out from an online resource, just require a special type of Oxford
Local Record which includes a 740 field for the parent publication. See Offprints.
On-demand printing
See Module 3: Complex and difficult cases, section 3.3e.
Printouts from the Internet

For printouts of journal articles or sections of monographs, see Offprints.
The treatment of other printouts depends on whether they are interesting in their own right or
mere substitutes for the original and on whether OLIS already has a record for a print version of
the resource. It is essential to establish that the printout does not breach copyright and to record
any licensing or reproduction information. See Module 3: Complex and difficult cases, section 3.3e.
Theses
Theses and dissertations are considered to be unpublished material unless they are online or are
formally published as books, so most have LDR/06 t (manuscript language material and do not
require 264 $a or $b. They require a special thesis code in 008/24-27 (Nature of contents) and a
special formal note, 502, for thesis details. There is a template in Aleph, thesisrda.mrc, for Oxford
theses, but these are usually catalogued by specialists. For full instructions for both Oxford and
other theses, see Theses.
Non-BK materials
Computer datasets
Media which hold electronic spreadsheets, databases or similar (e.g. Excel or Access) should be
catalogued in CF format. They need computer dataset in 336 $a and data file in 347 $b.
However, printouts of spreadsheets, etc., should be catalogued in BK format, because the data
cannot be manipulated by a computer.
E-journals
E-journal cataloguing is handled centrally. Please contact Elena Estraikh.
Equipment and other realia

We seldom need to make bibliographic records for realia, but some institutions like to be able to
circulate equipment such as ethernet cables or plastic skulls. For the recommended procedures,
- 16 -

which use the on-the-fly facility in the Circulation module, see Quick Reference Guide - Equipment
records.
Maps and atlases

Cartographic materials require special fields for scale and for geographical and chronological
coverage and period, as well as appropriate 007, 008 and 33X data. See Atlases and Maps.
Multimedia
The multimedia format supplies an 008 which is almost vacuous, so it is important to include 006,
007, 33X and 34X for all the important types of materials in the resource. See Module 6:
Bibliographic records for multiparts.
Printed music
Full cataloguing of printed music is very specialised work. For advice on outsourcing, please
contact Martin Holmes.
For some materials brief Oxford Local Records might be adequate, but it would be essential to
customise an appropriate template. Please consult CSS.
Serials and integrating resources

Serials cataloguers require special training, but it is sometimes possible to arrange free outsourcing
for institutions which do not do enough serials cataloguing to justify training. Please contact Elena
Estraikh.
See also Special issues of periodicals and Updating looseleafs.
Sound recordings
All sound recordings, even spoken word, use MU format. They may be catalogued either at full
level or using a special local level-3 workflow. See Sound recordings.
Videos
Institutions may opt to make full-level records for videos, including notes and access points for all
the entities which have significant involvement in the production; but there is also a local standard,
including only the most important notes and access points, which is suitable for most mainstream
videos and leisure collections. It is a type of Oxford Local Record, but fuller than ordinary brief
records, and has a special template (dvdlocalrda.mrc) with the encoding level 7 rather than 3,
and a special set of instructions, Videorecordings. (Please note that the dvdlocalrda.mrc template
may be used only in conjunction with these instructions.)
Remember that some DVDs are not videos. They may hold, for example, text files or computer
datasets, and should be catalogued in the format appropriate to their content.
QUIZ 5
- 17 -
Appendix 1: Navigating the MARC standards for bibliographic records

1) Follow the link in the RH pane of the Cataloguing, Cataloguing FAQs or Cataloguing documentation
pages or go to http://www.loc.gov/marc5
2) In the MARC homepage, choose Bibliographic from the LH pane. (You will also see links to the MARC
code lists for languages and countries, which you may occasionally need in order to get up to date
values for 008/15-17 or 008/35-37.)
3) This takes you to a broad table of contents. Open the link you need, e.g. open 00X: Control fields in
order to find field 007.
4) In the 00X table of contents, click on the Full link for 007. (The Concise link will give you lite
information).
You can also access the MARC Standards through Catalogers Desktop, http://desktop.loc.gov. If you are being
trained as a cataloguer, an account will be set up for you before you take the LCSH course. Otherwise, please
contact CSS to request an account.
- 18 -

5) Choose the type of resource you are dealing with, e.g. Sound recording.
6) You will see a list of 007 positions and available values for them. Notice that they usually include
Unspecified, Unknown and/or No attempt to code. If you scroll down further you will find
definitions and advice for each value for each position.
7) If instead of going into a coded field you go into an ordinary field such as 245, you will see
lists of indicators and subfields (sometimes including very obscure ones)
Field Definition and Scope - introductory material
Guidelines for Applying Content Designators - the rules for using the various indicators and
subfields, usually with useful examples
Input Conventions - mainly about punctuation.
- 19 -
Appendix 2: 33X field values for subfield $a (as at 1 June 2014)
336: Content types

If none of the terms in this list applies to the resource being described, record other.
If the carrier type applicable to the resource being described cannot be readily ascertained, record
unspecified.
All 336 fields also require a subfield $2 with the value rdacontent.
Repeat the field as necessary.
cartographic
Cartographic content expressed through a digitally encoded dataset intended to
dataset
be processed by a computer. For cartographic data intended to be perceived in

the form of an image or three-dimensional form, see cartographic image,
cartographic moving image, cartographic tactile image, cartographic tactile threedimensional form, and cartographic three-dimensional form.
cartographic
Cartographic content expressed through line, shape, shading, etc., intended to be
image
perceived visually as a still image or images in two dimensions. Includes maps,

views, atlases, remote-sensing images, etc.
cartographic
Cartographic content expressed through images intended to be perceived as
moving image
moving, in two dimensions. Includes satellite images of the Earth or other celestial
bodies in motion.
cartographic
Cartographic content expressed through line, shape, and/or other forms, intended
tactile image
to be perceived through touch as a still image in two dimensions.
cartographic
Cartographic content expressed through a form or forms intended to be perceived
tactile three-
through touch as a three-dimensional form or forms.
dimensional form
cartographic
Cartographic content expressed through a form or forms intended to be perceived
three-dimensional
visually in three-dimensions. Includes globes, relief models, etc.
form
computer dataset
Content expressed through a digitally encoded dataset intended to be processed

by a computer. Includes numeric data, environmental data, etc., used by
applications software to calculate averages, correlations, etc., or to produce
models, etc., but not normally displayed in its raw form. For data intended to be
perceived visually in the form of notation, image, or three-dimensional form, see
notated movement, notated music, still image, text, three-dimensional form,

three-dimensional moving image, and two-dimensional moving image. For data
intended to be perceived in an audible form, see performed music, sounds, and
spoken word. For cartographic data see cartographic dataset.
- 20 -

computer
Content expressed through digitally encoded instructions intended to be
program
processed and performed by a computer. Includes operating systems, applications

software, etc.
notated
Content expressed through a form of notation for movement intended to be
movement
perceived visually. Includes all forms of movement notation other than those
intended to be perceived through touch (see tactile notated movement).
notated music
Content expressed through a form of musical notation intended to be perceived

visually. Includes all forms of musical notation other than those intended to be
perceived through touch (see tactile notated music).
performed music
Content expressed through music in an audible form. Includes recorded

performances of music, computer-generated music, etc.
sounds
Content other than language or music, expressed in an audible form. Includes

natural sounds, artificially produced sounds, etc.
spoken word
Content expressed through language in an audible form. Includes recorded

readings,recitations, speeches, interviews, oral histories, etc., computer-generated
speech, etc.
still image
Content expressed through line, shape, shading, etc., intended to be perceived

visually as a still image or images in two dimensions. Includes drawings,
paintings, diagrams, photographic images (stills), etc. For cartographic content
intended to be perceived as a two-dimensional image, see cartographic image.
For images intended to be perceived through touch, see tactile image.
tactile image
Content expressed through line, shape, and/or other forms, intended to be

perceived through touch as a still image in two dimensions.
tactile notated
Content expressed through a form of notation for movement intended to be
movement
perceived through touch.
tactile notated
Content expressed through a form of musical notation intended to be perceived
music
through touch. Includes braille music and other tactile forms of musical notation.
tactile text
Content expressed through a form of notation for language intended to be

perceivedthrough touch. Includes braille text and other tactile forms of language
notation.
tactile three-
Content expressed through a form or forms intended to be perceived through
dimensional form
touch as a three-dimensional form or forms.
text
Content expressed through a form of notation for language intended to be

perceived visually. Includes all forms of language notation other than those
intended to be perceived through touch (see tactile text).
three-
Content expressed through a form or forms intended to be perceived visually in
dimensional form
three-dimensions. Includes sculptures, models, naturally occurring objects and

specimens, holograms, etc. For cartographic content intended to be perceived as
a three-dimensional form, see cartographic three-dimensional form. For threedimensional forms intended to be perceived through touch, see tactile three-
dimensional form.
- 21 -

three-
Content expressed through images intended to be perceived as moving, in three
dimensional
dimensions. Includes 3-D motion pictures (using live action and/or animation), 3-
moving image
D video games, etc. Three-dimensional moving images may or may not be

accompanied by sound.
two-dimensional
Content expressed through images intended to be perceived as moving, in two
moving image
dimensions. Includes motion pictures (using live action and/or animation), film and
video recordings of performances, events, etc., video games, etc., other than those
intended to be perceived in three dimensions (see three-dimensional moving image).
Moving images may or may not be accompanied by sound. For cartographic content
intended to be perceived as a two-dimensional moving image, see cartographic
moving image.
337: Media types

If the media type applicable to the resource being described cannot be readily ascertained, record
unspecified.
All 337 fields also require a subfield $2 with the value rdamedia.
audio
Media used to store recorded sound, designed for use with a playback device such
as a turntable, audiocassette player, CD player, or MP3 player. Includes media
used to store digitally encoded as well as analog sound.
computer
Media used to store electronic files, designed for use with a computer. Includes
media that are accessed remotely through file servers as well as direct-access
media such as computer tapes and discs.
microform
Media used to store reduced-size images not readable to the human eye,
designed for use with a device such as a microfilm or microfiche reader. Includes
both transparent and opaque micrographic media.
microscopic
Media used to store minute objects, designed for use with a device such as a
microscope to reveal details invisible to the naked eye.
projected
Media used to store moving or still images, designed for use with a projection
device such as a motion picture film projector, slide projector, or overhead
projector. Includes media designed to project both two-dimensional and threedimensional images.
stereographic
Media used to store pairs of still images, designed for use with a device such as a
stereoscope or stereograph viewer to give the effect of three dimensions.
unmediated
Media used to store content designed to be perceived directly through one or

more of the human senses without the aid of an intermediating device. Includes
media containing visual and/or tactile content produced using processes such as
printing, engraving, lithography, etc., embossing, texturing, etc., or by means of
handwriting, drawing, painting, etc. Also includes media used to convey three- 22 -

dimensional forms such as sculptures, models, etc.
video
Media used to store moving or still images, designed for use with a playback
device such as a videocassette player or DVD player. Includes media used to store
digitally encoded as well as analog images.
338: Carrier types

If the carrier type applicable to the resource being described cannot be readily ascertained, record
unspecified.
All 338 fields also require a subfield $2 with the value rdacarrier.
Audio carriers
Microform carriers
Stereographic carriers
audio cartridge
aperture card
stereograph card
audio cylinder
microfiche
stereograph disc
audio disc
microfiche cassette
Unmediated carriers
audio roll
microfilm cartridge
card
audiocassette
microfilm cassette
flipchart
audiotape reel
microfilm reel
object
sound-track reel
microfilm roll
roll
Computer carriers
microfilm slip
sheet
computer card
microopaque
volume
computer chip cartridge
Microscopic carriers
Video carriers
computer disc
microscope slide
video cartridge
computer disc cartridge
Projected image carriers
videocassette
computer tape cartridge
film cartridge
videodisc
computer tape cassette
film cassette
videotape reel
computer tape reel
film reel
online resource
film roll
filmslip
filmstrip
filmstrip cartridge
overhead transparency
slide
- 23 -
Appendix 3: 34X subfields and values (as at 1 June 2014)

All 34X fields also require a subfield $2 with the value rda.
Use the subfields and values listed below if they are relevant and if you can get the information from
labels, cases, accompanying material or suchlike, without playing the resource.
Subfields and values which are greyed out are not generally required in OLIS records, but they should be
retained if found in downloaded records.
Some elements are free-text, in which case the values listed are introduced by e.g.
Repeat the fields as necessary.
344: Sound Characteristics

$a (R)
$b (R)
$c (R)
$d (R)
$e (R)
Type of
recording
Recording
medium
Playing
speed
Groove
characteristic
Track
configuration
(for soundtrack films)
analog
magnetic
digital
magnetooptical
optical
analog disc - analog disc

revolutions per
coarse groove
minute, e.g.
33 1/3 rpm
45 rpm
78 rpm
centre track
edge track
$f (R)
$g (R)
Tape
Configuration
Special
configuration of playback
playback
(= number of
channels
characteristics
tracks)
e.g. 4 track
mono
CCIR standard
stereo
CX encoded
microgroove
quadraphonic dbx encoded
analog
cylinder
surround
Dolby
Dolby-A encoded
fine standard
digital disc metres per

second, e.g.
$h (R)
Dolby-B encoded
Dolby-C encoded
LPCM
1.4 m/s
NAB standard
analog tape inches per

second, e.g.
1 7/8 ips
sound-track
film - frames
per second,
e.g.
24 fps
345: Projection Characteristics of Moving Image

$a (R)
$b (R)
Presentation format
Projection speed in frames per
Cinerama
multiprojector
Cinemiracle
multiscreen
Circarama
Panavision
IMAX
standard silent aperture
standard sound
aperture
stereoscopic
techniscope
3D
- 24 -
e.g. 20 fps
second
346: Video Characteristics

$a (R)
$b (R)
Video format (analog videos)
Broadcast standard
Beta
Laser optical
HDTV
Betacam
M-II
NTSC
Betacam SP
Quadruplex
PAL
CED
Super-VHS
SECAM
D-2
Type C
EIAJ
U-matic
8 mm
VHS
Hi-8 mm
347: Digital File Characteristics

$a (R)
File type
$b (R)
$c (R)
File size
Encoding format
$d (R)
Resolution
$e (R)
$f (R)
Regional
encoding
Transmission
speed
(streaming
files)
audio file
Audio
Spatial data
Video
e.g.
e.g.
e.g.:
e.g.
data file
CD audio
ArcInfo
Blu-ray
182 KB
DVDs
32 kbps
image file
DAISY
CAD
DVD video
2.1 MB
2048x1536
pixels
program file
DVD audio
DEM
HD-DVD
6.6 GB
text file
MP3
E00 MID/MIF MPEG-4
video file
RealAudio
3.1
megapixels
region 1
region 2
region 3
QuickTime
region 4
SACD
Text
RealVideo
region 5
WAV
ASCII
S VCD
region 6
HTML
VCD
region 7
Image
Megadots
region 8
BMP
MS Word
Windows
media
GIF
PDF
JPEG
RTF
Data
Blu-ray
Access
all regions
JPEG2000
SGML
PNG
TeX
TIFF
Word Perfect
BIL
XHTML
Games6
BSQ
XML
PAL
Excel
Lotus XML
region A
region B
region C all
regions
NTSC-U
Regional coding for computer games depends on the manufacturer and is constantly changing.
- 25 -

The Bodleian Libraries, December 2012, May 2014
- 26 -
6. Multiparts Last revised October 2014
Module 6: Multiparts
6.0 Strategic considerations for multipart materials .........................................................................- 2 6.1 Must the parts be treated as separate? .....................................................................................- 2 6.2 If the parts should be treated as separate, should they have separate records or share a single
record? ..........................................................................................................................................- 3 6.3 If the parts should have separate records, should these emphasise the set or the part? ...............- 6 6.4 If the parts should share a multipart record, should all the parts be treated as equal? .................- 7 6.4a Multiple equal parts, field by field ........................................................................................- 7 6.4b Main part(s) with accompanying material, field by field ....................................................... - 11 6.5 Multi-level sets: exploring the options ...................................................................................... - 12 -
-1-
6.0 Strategic considerations for multipart materials

If you are cataloguing a resource which consists of many separate physical parts it is often clearer and
more convenient for catalogue users if you create a single record for the whole resource rather than a
separate record for each constituent.
However, this single record must do justice to the parts and will therefore be more complex than a record
for a simple item. The parts may have individual titles or different authors, editors, etc., all of which
ought to be indexed if users are likely to use them as search terms. They may be of different physical
types. They often have separate ISBNs. They may be issued at different times and/or by different
publishers and/or in different places and/or in different series. Some parts may be more important than
others, so some may need to be fully described and/or indexed while others are not.
If there is any possibility at all that the parts will be stored or circulated separately, the bibliographic
record must offer suitable terms to serve as Item Descriptions for each part and must make absolutely
clear what each part consists of, so that users can look for or order just the part(s) they want rather than
the complete set.
Because parts may be received over a long period, or different OLIS institutions may own different parts
of a set, multipart cataloguing is often cooperative. The first cataloguer sets up a record reflecting the
information s/he has, and others later add further information and make any necessary corrections in the
light of their own information.
Sometimes the complexities are just too great for a single bibliographic record of reasonable size, or the
set is not clearly defined, or the parts have very distinct bibliographic identities which are more important
than the relationship between them, or the parts cover distinct subject areas which merit separate sets of
subject headings. In such cases it is preferable to create separate records for each part.
Multipart materials therefore require a number of strategic decisions:
Need you treat the parts as really separate?
If the parts should be treated as separate, should they have separate records or share a single
record?
If the parts should have separate records, should these emphasise the set or the part?
If the parts should share a multipart record, should all the parts be treated as equal?
When making the decisions above, you must bear in mind not only your immediate task and the
preferences of your own institution but also all OLIS users and all staff who may need to add further
parts to the bibliographic record, add item records or control circulation.
6.1 Must the parts be treated as separate?
If you have varied or unusual textual materials in a case, box or portfolio which will be circulated only
as a unit, it is usually best to give the extent (300 $a) in terms of the container rather than of the
individual pieces and give details of the contents in a 500 note.
300 __ $a1 portfolio :$billustrations ;$c30 x 60 cm
500 __ $aPortfolio contains 7 sheets of architectural drawings.
You will nevertheless need a contents note (505 2_ for partial contents) and analytical access point
(7XX ?2) for any part(s) of the resource which people might search for separately. If the part was
-2-
originally issued separately and has the same ISBN as the separate issue, record this as an
application invalid ISBN in 020 $z.
Merry Monkeys
Fun with Fractions!
Containing Merry Monkey at the Market
with Merry Monkey worksheets,
progress chart and
Merry Monkey Gold Award Certificate
020
__
z0123456789$qtextbook
245
00
$aMerry Monkeys fun with fractions!
300
__
$a1 case :$billustrations ;$c20 x 30

x 4 cm
500
__
$aCase contains: 1 textbook, 12

worksheets, 1 wallchart, 1
certificate.
505
2_
$aIncludes: Merry Monkey at the

market.
730
02
$aMerry Monkey at the market.
However, you should give the extent in terms of the pieces in the container if:
the pieces in the container are of a single, commonplace type, not deserving a 500 note (e.g. a
number of books in a slipcase), or;
the pieces might be held or circulated separately, or some pieces might be discarded, or;
any of the materials are non-textual.
300 __ $a1 CD-ROM, 1 volume ;$cbox 25 x 14 x 3 cm
If there are too many carrier types to list you can call them various pieces.
Soil Caddy Kit

Video, thermometer, goggles, funnel,
horseshoe magnet, plaster of paris, spoons,
cups, magnifying glasses, eye droppers,
mirrors, plates, soil samples, trays and
information sheet
245
00
$aSoil caddy kit.
300
__
$aapproximately 60 various pieces

:$billustrations ;$cbox 40 x 37 x 18
cm
500
__
$aBox contains: Video, thermometer,

goggles, funnel, horseshoe magnet,
plaster of paris, spoons, cups,
magnifying glasses, eye droppers,
mirrors, plates, soil samples, trays
and information sheet.
If parts are loosely attached but intended to be detached, e.g. a book with a CD or map in a pocket or
with pull-out booklets, charts, sheets of stickers, etc., treat them as separate parts.
6.2 If the parts should be treated as separate, should they have separate records or
share a single record?
We generally prefer to make a single multipart record for the whole of a multipart set, even if we initially
have only one part of it. This is more economical and saves cluttering the database with records which
all have the same title.
However:
-3-
i) If the set consists of more than 10 parts which are themselves freestanding works with
distinctive titles, it is preferable to treat it as a series. But large sets without distinctive part titles,
such as encyclopedias and dictionaries, should be given multipart records (unless they are ruled out
by (ii)-(v)). This is for practical reasons, to avoid creating records with very large numbers of
analytical added entries.
Peter Jones
A dictionary of potato
The Smith Family Saga
varieties
in 14 volumes
in 12 parts
Volume I
John Smith and the secret of Agincourt

Not suitable for a multipart record, because the
fourteen parts, each of which is a freestanding
work, will each require an analytical entry
Part 1: Aran Pilot to Charlotte

Suitable for a multipart record, because
the titles do not indicate freestanding
works but just indicate how the content is
distributed between the physical volumes.
i) Sets which consist of a mixture of editions should not normally be put on a single record. Such a
record would match only the holdings which a particular library happened to have, and so would be
incompatible with the aims of a union catalogue and Shared Cataloguing.
Essential Chinese for

Librarians
Essential Chinese for

Librarians
Part 1: Mandarin
Part 2: Cantonese
Third edition, revised and corrected
Second edition
2006
2006
These parts cannot go on a single record, even though published in the same year, because of the
difference in their edition statements. Another library might have both parts in the 2nd edition and
make a multipart record for that set, with the result that the 2nd edition of part 2 would be included
in two different records.
Although different parts may not have different edition statements, not all variations between parts
exclude multipart treatment. If different parts are issued with different imprints or statements of
responsibility or in different series, these variations can just be recorded in notes (see section D, below).
ii) Parts of a set which have the same edition statement but were published erratically, so that, for
instance, the first edition of Vol. 2 was published after the second edition of Vol. 1, are best treated as
separate items. It is reasonable to suppose that in such a case Vol. 2 was written with the second
rather than the first edition of Vol. 1 in mind, and so for the user, and sometimes for the publisher, it
forms a set with the second rather than the first edition; and since we cannot make a record for sets
of mixed editions, the parts should each be given a single-part record.
-4-
Essential Karate
Essential Karate
Essential Karate
for Librarians
for Librarians
for Librarians
Part 1
Part 1
Part 2
Second edition
Third edition
Second edition
2000
2004
2006
The second editions of parts 1 and 2 cannot be treated as a set because there was already a third
edition of part 1 when the second edition of part 2 was published.
iii) Parts of a set which seems likely to have an erratic pattern of issues are best treated as
separate items. For instance, sets of standard or classical works may be issued over a long period,
and if some parts are more popular or are on an academic syllabus, they are likely to be re-issued
more frequently than the others, perhaps with revisions/corrections which will require a new record.
Complete works of Mark Twain

1. The Adventures of Tom Sawyer
Volumes in preparation:
2. The Adventures of Huckleberry Finn
3. Tom Sawyer Abroad
4. Tom Sawyer, Detective
5. The American Claimant
6. Personal Recollections of Joan of Arc
iv) If a multipart record has been made for something which seemed intended as part of a set, but it
becomes clear that no other parts in the set will ever be published, it is best to restore the
holdings structure to single-part, and put a note (500) in the bibliographic record to say No further
parts issued or similar.
Essential
carpentry for
librarians
245
10
$aEssential carpentry for librarians,

in two parts.$n1,$pShelving /$cby
James Collins.
500
__
$aNo further parts published.
in two parts
by James Collins
1. Shelving
-5-
6.3 If the parts should have separate records, should these emphasise the set or
the part?
i) Collective title as series: This is by far the most common treatment. If the collective title of the
parts is not very prominent typographically and the individual titles can stand alone, or if the works
were not originally written as a set, use the individual titles of each as the title proper of their
separate records, and treat the collective title as a series title.
Fields to think about:

245
Treat as if the item were not part of a set, just giving its individual title and any statement of
responsibility which applies to that title.
300
Treat as if the item were not part of a set.
490
Transcribe the collective title as a series statement.
830
Assign or, if necessary, create a corresponding series heading.
Peter Jones
245
10
The Smith Family Saga
$aJohn Smith and the secret of

Agincourt /$cPeter Jones.
300
__
$a224 pages :$billustrations ;$c24 cm
490
1_
$aThe Smith family saga ;$vvolume 1
800
1_
$aJones, Peter$d1936-$tSmith family

saga ;$vv. 1
in 14 volumes
Volume I
John Smith and the secret of

Agincourt
ii) Collective title as title proper. This reduces the title of the individual volume to a part title, so is
done only if the collective title is very prominent, or if the individual title would be unsatisfactory on its
own, or if the individual volume is all that was actually published of a projected set (see example in
6.2 (v)).
Fields to think about:

245
Collective title in $a, part title in $p, part enumeration (if any) in $n.
246 30
Make a variant title entry (portion of title) for any part title, because 245 $p is not indexed.
300
Treat as if the item were not part of a set.
Occupational types and

social mobility in the
seventeenth century
Thomas Hughes
245
10
$aOccupational types and social

mobility in the seventeenth century.
$n1,$pAgriculture /$cThomas Hughes.
246
30
$aAgriculture
300
__
$aix, 342 pages :$billustrations

;$c22 cm
I. Agriculture
The collective title is much more prominent than the individual title, and the individual title would be very
undistinctive on its own.
-6-
6.4 If the parts should share a multipart record, should all the parts be treated as
equal?
If some parts are clearly subordinate to others and would have little or no value on their own, they are
considered accompanying material. Common examples are CD-ROMs containing illustrations or practice
material, books of instructions for equipment, librettos with sound recordings or sound recordings of
foreign phrases to accompany a phrasebook. Accompanying material is ignored for choice of format and
template and for most parts of the description, but its extent is recorded in 300 $e, its physical aspects
may require extra 006, 007 and 33X fields, and it may also require 5XX notes and occasionally a 740
field.
For multimedia resources, you can be quite generous about what you treat as accompanying material,
because it is simpler to deal with main material in a single specific format than to deal with main material
in various formats.
6.4a Multiple equal parts, field by field

Sources
If the parts are numbered, base the description and choice of RDA access points on the
lowest numbered part available.
For a set with no particular sequence, if there is a source of information for the whole set
(e.g. a container with a collective title), prefer that; otherwise prefer the part with the
earliest date; otherwise treat the whole set as a collective source of information.
If you are not basing the description on the first numbered part or a source of information
for the whole set, it is essential to specify which part you are using in a 588 note.
If you do not have the complete set, you may have to leave some parts of the description
incomplete or open. It is then up to later cataloguers who have other parts to make
additions and corrections. You may include information about parts you do not actually
have, as long as it is clear and reliable, but remember that publishers often advertise
projected parts before details are really settled.
Format,
If all the pieces listed in 300 $a are of the same format (see Module 5, 5.2), use a template
Template, in that format. Ignore any pieces listed in 300 $e.

008 & 006
If the materials were issued as a set1 and the pieces listed in 300 $a are of different formats,
you will need to use the multimediarda.mrc template, which, following MARC instructions,
uses VM format with LDR/06=o (Kit). The 008 field is for the set as a whole and should
not be used for any individual part of it, so you will need to add an 006 field for each
important type of material, even visual material. The multimediarda.mrc template does not
supply 006, 007, 33X and 34X elements, because the range of possibilities is too wide; but
the pipe character (| = no attempt to code) may be used for all 006 and 007 values except
006/00, 007/00 and 007/01, and Aleph has picklists (Ctrl+F8) to help with 33X and 34X
values.
Multimedia collections which were not actually issued as sets, e.g. archive collections, use MX format with
LDR/06=p. However, such collections are seldom catalogued using MARC.
-7-
007
Any non-BK parts will need 007 fields (see Module 5, 5.2).
008/06-14 If appropriate, give a range of dates of publication, earliest first. 008/06 is s for single
date, m for a range of dates.2
020s
Give all relevant ISBNs in separate fields, including ISBNs of set and individual parts, for
every binding and place of publication covered by the record. If you need multiple
qualifiers, enter place/publisher, then set/part details, then binding, separated by spacecolon-space. For more on arranging multiple ISBNs, see Module 3, 3.1a.
245 $a
Give the collective title, if there is one. (Otherwise list the titles and statements of
responsibility for all the parts.)
264 $c
Give the range of years of publication; leave open if necessary. For copyright dates, give
only the most recent. If copyright dates of earlier parts seem important, make a note.
264 _1 $aLondon : $bSmith Press,$c1982264 _4 $c1998
500 __ $aVolume 1 1982; volume 2 1983; volume 3 1998.
300 $a
Give the carrier type (using either terms from RDA 3.3.1.3 or terms in common usage, such
as CD-ROM) and the number of units if known.
For book-type resources, use volume. (Do not give pagination.)
300 __ $a4 volumes ;$c25 cm
If the number of units is unknown, just give the carrier type for the time being. The first
cataloguer who has full information about the number of units should add this information.
300 __ $avolumes ;$c25 cm
If the parts are identical, say so.
300 __ $a24 identical volumes ;$c22 cm
If a boxed set contains a variety of carriers but all in BK format (books, cards, sheets),
describe it in terms of the container and treat it as single-part (see details and example in
section 6.1).
If a boxed set contains a variety of carriers and not all are in BK format, list each carrier type
with the number of units of that type, if known.
300 __ $a2 CD-ROMs, 1 volume ;$cbox 20 x 15 x 2 cm
If there are too many carrier types to list, use various pieces (see example in section 6.1).
If there are multiple carrier types and the resource is not in a box, make separate 300 fields
for each type, so that it is clear which dimensions go with which carriers. If it is not clear
which field applies to which parts of the resource, use subfield $3 or make a 500 note.
300 __ $3v. 1-3$a3 volumes ;$c25 cm
300 __ $3v. 4-5$a2 CD-ROMs [no subfield $c, because standard size]
300 $b
If any part covered by a given 300 field has illustrations or maps, record this.
But if the resource is a reprint/reissue 008/06 has to be r (even if the current issue is over a range of dates) and is
followed by the earliest dates of the issue in hand and of the original issue.
-8-
300 $c
If the materials listed in 300$a are of various sizes and not boxed, give their sizes as a
range.
300 __ $a4 volumes ;$c22-27 cm
For boxed materials, see the example under 300 $a. Use box, case or portfolio, as seems
most appropriate. For standard jewel cases or cassette cases, 300 $c can be omitted; for
nonstandard slipcases, DVD cases and similar, just record height; for portfolios (flat cases to
hold a few sheets), record 2 dimensions; for other boxes, record 3 dimensions.
33X & 34X Make sure that the 33X and 34X fields cover all the parts, but there is no need to repeat
fields if they apply to more than one part (see Module 5, 5.2).
490
Give a series statement for any series in which all the parts are included, and list all the
numbering within that series in subfield $v. Be careful to distinguish between (i) any
captions and part numbers which belong to the set you are cataloguing and (ii) captions and
numbering within any series to which the set belongs. For instance, Part 3 of your set might
be Volume 28 of some series.
Do not make a 490 for a series if only some parts of the resource are in it; just make a 500
note (but still include an 8XX access point for the series).
490 1_ $aTravellers tales ;$vvolumes 3, 7, 28, 30-34
500 __ $aPart 4 is in the Oxbridge Anatolia paperbacks series.
588
State the part on which the description is based, if not first part.
588 __ $aDescription based on volume 3.
500
Note any differences between volumes, e.g. of series, imprint, editors, sponsoring bodies.
(But if there is a 505 note, differences in responsibility may be shown in that - see below.)
500 __ $aPart 3 by John Brown and James Grey. Parts 4-7 edited by Jean
Silver.
505
Contents information is often essential for a clear item-record structure, so that users can
tell which physical parts they want. If you do not have contents information for the whole
set, just list what you know. Later cataloguers will fill in the gaps.
Give the titles of the component physical parts. It is worth doing this even for part-titles that
are just alphabetic or numeric divisions, as in the case of encyclopedias and dictionaries, to
save people ordering a whole set when they only want to consult one entry.
505 0_ $apart 1. Aran Pilot to Charlotte -- part 2. Desiree to Estima -part 3. Flava to Home Guard.
If there are multiple parts in the same physical format with no numbering or titles at all,
supply a brief title in square brackets, so that there is something to put in the item records.
505 0_ $a[Text] -- [Plates].
245 00 $aManchester 1854 :$btwo novels.
505 0_ $aNorth and South / Mrs. Gaskell -- Hard times / Charles Dickens.
Also give the titles of component bibliographical works, if these are different from the
physical parts, making very clear which works are in which physical parts if the component
works do not coincide with the component physical parts. You may occasionally need to use
multiple 505s and/or nonstandard punctuation to achieve this, as in the following example.
505 0_ $avolume 1, The Pevenseys in Narnia: The lion, the witch and the
-9-
wardrobe -- Prince Caspian -- The horse and his boy.

505 0_ $avolume 2, Eustace and Jill in Narnia: The voyage of the Dawn
Treader -- The silver chair.
505 0_ $avolume 3, The birth and death of Narnia: The magicians nephew
-- The last battle.
Include statements of responsibility if these would be helpful to show important differences
in responsibility between parts and/or to explain 7XX entries for authors, editors, etc.
245 00 $aManchester 1854 :$btwo novels.
505 0_ $aNorth and South / Mrs. Gaskell -- Hard times / Charles Dickens.
7XX ?2
Make analytical AAPs for component works which have titles, unless their titles are vestigial,
e.g. alphabetic or chronological divisions.
If component works do not coincide with component physical parts, make analytical AAPs for
the works. If the physical parts also have titles which you think might be used as search
terms, make uncontrolled analytical access points (740) for them.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tLion, the witch and
the wardrobe.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tPrince Caspian.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tHorse and his boy.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tVoyage of the Dawn
Treader.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tSilver chair.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tMagicians nephew.
700 12 $aLewis, C. S.$q(Clive Staples),$d1898-1963.$tLast battle.
740 02 $aPevenseys in Narnia.
740 02 $aEustace and Jill in Narnia.
740 02 $aBirth and death of Narnia.
7XX ?_
If there are multiple authors or significant editors or significant contributing bodies or other
works to which the resource is related, even if these vary between volumes, they will all
need access points.
8XX
Provide an access point for every series represented in the set, even if not every volume is
in every series. List all the relevant numbers in subfield $v.
490
500
830
830
1_
__
_0
_0
$aTravellers tales ;$vvolumes 3, 7, 28, 30-34

$aPart 4 is in Oxbridge Anatolia paperbacks series.
$aTravellers tales (Oxbridge (Firm)) ;$vvolumes 3, 7, 28, 30-34.
$aOxbridge Anatolia paperbacks.
- 10 -
6.4b Main part(s) with accompanying material, field by field

When you are dealing with accompanying material of a different type from the main resource you will not
find the elements you want for 007, 33X and 34X in the template you are using; but if Aleph has a
template corresponding to the accompanying material, you may be able to save time by pasting in these
fields from the template.
Sources
Accompanying material may be used as the preferred source of information only if there is
no other source within the resource. This is sometimes the case with, for example, inserts
with sound recordings or instructions with equipment.
Format
Base choice of format and template on the main material only.
006
Accompanying material will need an 006 field if in a different format from the main parts.
007
Accompanying material will need an 007 field if it is (i) non-BK and (ii) in a different format
from the main material.
008
In 06-14 consider only the main item(s), but in the other positions consider the whole
resource, unless the accompanying material has a separate 006.
020
Include any ISBNs for accompanying material, with suitable qualifiers.
245 $a
Consider only the main item(s).
300 $a-$c
Consider only the main item(s).
300 $e
This is where the extent of the accompanying material is entered. Each type of
accompanying material is preceded by space-plus sign-space, with the subfield code
following the first + only. Other physical characteristics and dimensions may be added in
parentheses, if particularly important.
300 __ $a23 unnumbered pages :$bcolour illustrations ;$c30 cm. +$e1 pen
+ 1 folded chart (colour ; 90 x 60 cm) + 3 sheets of stickers + 1 sheet
of tokens.
33X & 34X Add fields for the accompanying material if this is not covered by the existing 33X and 34X.
500
Make notes on the location of accompanying material relative to the main item(s), the
content of the accompanying material (if known and not made clear elsewhere), and any
title and statement of responsibility which is different from that of the main item. Titles of
accompanying material are not included in 505 notes.
500 __ $aDetachable sheets of stickers, sheet of tokens and chart bound
in.
500 __ $aPen in case attached to front cover.
500 __ $aAccompanying CD contains PDF worksheets and a PowerPoint
presentation.
500 __ $aAccompanied by audio CD of French phrases entitled: La joie de
parler franais.
740 02
If the accompanying material has a distinctive title which someone might search on, create
an uncontrolled analytic added entry for the title (not an AAP).
740 02 $aJoie de parler franais.
- 11 -
6.5 Multi-level sets: exploring the options

Sometimes sets have parts within parts, for instance sets of collected works in which some works occupy
more than one volume or in which for each work there is a separate volume of commentary.
The collected works of Euphemia Pye

Part I: A Grimsby romance edited by Nisus Pye
1 - Text with critical apparatus (in two volumes)
2 - Critical essays and studies
Part II: Grimsby, my Grimsby edited by Nisus Pye and Sweetie Pye
1 - Text with critical apparatus
Part III: Diaries and correspondence edited by Sophronia Tweedle
1. 1910-1920
2. 1921-1945
3. 1945-1962
Part IV: Short stories edited by Persis Tomgallon
1 - Text with critical apparatus (in three volumes)
Part V: Journalism and literary criticism edited by Cornelia Bryant
2 - Essays and studies
Part VI: Shorter poems edited by Rachel Lynde
Part VII: Epic poetry edited by Marilla Cuthbert
1A - Hymn of the North
1B - The sea-rover (in two volumes)
1C - The grey fisherman
In such cases you have to decide whether to make a multipart record for the whole set or a separate
record for each volume or a number of multipart records for subsets of the whole. The usual
considerations apply, but once you have made your decision you must be very clear about exactly what is
covered by which record and must not allow the levels to become confused.
If you made a single record for the whole set you would need very complex contents notes to
elucidate the content of each physical part, and you would need a great many notes and added
entries. There would also be a risk of mixed editions if the materials were being published over a
long period. Nevertheless, it is convenient for readers to have sets of collected works on a single
record, so that they can easily discover a librarys holdings, so if there are no edition problems this
strategy is worth serious consideration.
- 12 -
If a single record were too complex or risky, you might make a multipart record for the whole of Part
I, another for the whole of Part II, etc., and treat The collected works of Euphemia Pye as a series.
That would also allow separate subject headings. Here are the most important fields:
245 10
Pye.
300 __
505 0_
490 1_
800 1_
$aGrimsby, my Grimsby /$cEuphemia Pye ; edited by Nisus Pye and Sweetie

$a2 volumes ;$c25 cm
$a1. Text with critical apparatus -- 2. Critical essays and studies.
$aThe collected works of Euphemia Pye ;$vpart II
$aPye, Euphemia.$tWorks.$kSelections ;$vpt. 2
If you could not make multipart records even at this level, e.g. because of mixed editions, you would
need separate records for each volume in most cases. In principle you could treat the two higher
levels as series and subseries (e.g., The collected works of Euphemia Pye. Part II, Grimsby, my
Grimsby ; 1), but that would leave some very unsatisfactory titles proper in 245, e.g. Text with
critical apparatus. Better to keep the distinctive title, e.g. Grimsby, my Grimsby as title proper and
use $n and $p for the individual volumes with their less distinctive titles.
245 10
edited
300 __
490 1_
800 1_
$aGrimsby, my Grimsby.$n1,$pText with critical apparatus /$cEuphemia Pye ;

by Nisus Pye and Sweetie Pye.
$a540 pages ;$c25 cm
$aThe collected works of Euphemia Pye ;$vpart II, 1
$aPye, Euphemia.$tWorks.$kSelections ;$vpt. 2, 1.
Even so you might be able to make a few multipart records, e.g. for the two volumes of The sea-
rover, if the editions were compatible. In this case the individual title is distinctive enough to serve
as title proper, so the level above (Epic poetry) can be treated as a subseries.
245
300
490
800
10
__
1_
1_
$aThe sea-rover /$cEuphemia Pye ; edited by Marilla Cuthbert.

$a2 volumes ;$c25 cm
$aThe collected works of Euphemia Pye. Part VII, Epic poetry ;$v1B
$aPye, Euphemia.$tWorks.$kSelections.$nPart VII,$pEpic poetry ;$v1B.
If the editions were not compatible you would need to make one record for each volume by adding
another level in 245:
245
300
490
I
800
10 $aThe sea-rover.$nVolume 1 /$cEuphemia Pye ; edited by Marilla Cuthbert.

__ $a360 pages ;$c25 cm
1_ $aThe collected works of Euphemia Pye. Part VII, Epic poetry ;$v1B, volume
1_ $aPye, Euphemia.$tWorks.$kSelections.$nPart VII,$pEpic poetry ;$v1B, v. 1.
Whatever strategy you adopt, always make sure that each record has the appropriate ISBNs,
statements of responsibility, edition information, 300 $a, 490 $v, access points etc. for all and only
the parts it covers.
The Bodleian Libraries, April 2013, May 2014

- 13 -
7. Copy cataloguing. Last revised January 2015
Module 7: Copy cataloguing (monographs)

7.1 Checking descriptive fields for a match ..................................................................................................... - 2 7.2 Checking access points .......................................................................................................................... - 3 7.3 Using a matching OLIS record ................................................................................................................ - 4 7.3.1 When to use ................................................................................................................................... - 4 7.3.2 What to look out for ........................................................................................................................ - 4 7.3.3 When to edit ................................................................................................................................... - 5 7.4 Using a similar OLIS record .................................................................................................................... - 6 7.4.1 When to use ................................................................................................................................... - 6 7.4.2 What to look out for ........................................................................................................................ - 7 7.5 Using a record from an external database ............................................................................................... - 7 7.5.1 When to use ................................................................................................................................... - 7 7.5.1a Research Libraries UK (RLUK or CURL) ..........................................................................................- 7 7.5.1b British National Bibliography (BNB or UK) ......................................................................................- 8 7.5.1c British Library Integrated Catalogue (BLI or BL) .............................................................................- 8 7.5.1d Library of Congress Catalogue (LoC or LCo or LC or DLC) ...............................................................- 8 7.5.1e WorldCat (OCLC) .........................................................................................................................- 8 7.5.2 What to look out for and what to edit ............................................................................................... - 9 7.5.2a Unfamiliar fields, tagstripping and deleting .....................................................................................- 9 7.5.2b Trusted records ...........................................................................................................................- 9 490 fields without a corresponding 8XX access point ............................................................................- 10 856 and 776 fields ............................................................................................................................- 10 263 fields (projected date of publication) ............................................................................................- 10 Other? .............................................................................................................................................- 10 7.5.2c Other records ............................................................................................................................ - 10 490/440, 856, 263 ............................................................................................................................- 10 Encoding level ..................................................................................................................................- 10 Contributor and source ......................................................................................................................- 11 Older records, older MARC .................................................................................................................- 11 Access points, including LCSH ............................................................................................................- 11 Language. ........................................................................................................................................- 11 AACR2 records and other standards ....................................................................................................- 12 Missing fields ....................................................................................................................................- 12 Appendix 1: Encoding levels and alpha fields .................................................................................................- 13 MARC Encoding levels ..............................................................................................................................- 13 OLIS RTP fields .......................................................................................................................................- 14 OLIS STA fields .......................................................................................................................................- 15 Other important alpha fields .....................................................................................................................- 15 Appendix 2: Multibase CCL searching ............................................................................................................- 16 -
-1-
7.1 Checking descriptive fields for a match

If you find a good match in OLIS you must use it unless it has a RTP field with the text Keyed, Google,
Inventory Control Project record or Pre-1920. If it does, create a new record and then send the system
numbers of the old and new records to BMAC (dbmaint@bodleian.ox.ac.uk).
If you find a near-match with the RTP Matched, please refer this to BMAC, who will check the Bodleian copy and
correct the record if necessary, so that you can then decide if you have a true match.
In the very rare cases when you find an OLIS record which does not have enough data for matching and for which
there is no Bodleian copy (typically a brief order record created from inadequate data) you may create a new record
and then inform BMAC of the old and new system numbers.
When matching, ignore any data in the record which is in square brackets.
ISBN
Field: 020 __
Subfields: $aValid ISBN$zInvalid ISBN$qqualifier
May be taken from any source, because sometimes assigned retrospectively to a resource originally issued without one.
A record may cover multiple parts of a set, or hardback and paperback issues, or issues from different publishers publishing jointly, or
ordinary and international editions, each of which may have its own ISBN; be careful to match only on relevant ones.
If record and resource both have relevant ISBNs these must match, but if one has an ISBN and the other does not, thats OK. (Any
ISBNs found only on the resource should be added to the record.)
- If the existing record is for a hardback you may add the first paperback issue if it matches on everything except ISBN, by adding the
paperbacks ISBN to the existing record. If you are not sure you have the first paperback, do not add it.
13-digit, 10-digit ,9-digit and 5-digit, and ISBNs may be the same number. The core number for matching is in 1-8 of 9 digits, 2-9 of
10 digits, 5-12 of 13 digits.
Title
Field: 245 ??
Subfields: $aTitle.$nPart number,$pPart title :$bRemainder of title /$cStatement of responsibility.
From title-page or from a source specified in a 500 note. Ignore capitalisation and minor omissions.
AACR2 records may include $h[General material designation], indicating material type; these should match the resource.
Varying title
Field: 246 ??
Subfields: $iDisplay text:$aVarying form of title.$nPart number,$pPart title :$bRemainder of title
If there is a 246 whose 2nd indicator or subfield $i stipulates that the variant title is found somewhere on the resource, this is a
matching point.
Edition
Field: 250 __
Subfields: $aEdition statement /$bStatement of responsibility for edition.
From somewhere on the resource, unless in square brackets. Ignore capitalisation, abbreviations and numbering style. Older records
might omit statements about the first edition or put statements not implying change of content (e.g. Anniversary edition) in notes.
Publication
Field: 264 _1
Subfields: $aPlace of Publication :$bPublisher,$cDate of publication.
From somewhere on the resource, unless in square brackets. Only first place and publisher are required.
Slight differences in how place or publisher is presented do not matter, but a different place or imprint (even if both imprints are owned
by the same organisation) requires a new record. Records with Record Types Keyed or Pre-1920 give date of printing rather than
publication, and records with Matched were matched to earlier records using fuzzy criteria; in case of near match, consult BMAC.
Copyright date
Field: 264 _4
Subfield: $cCopyright date
From somewhere on the resource.

Field: 300 __
Subfields: $aNumber and type of carrier :$bother physical details ;$cdimensions +$eaccompanying material.
Should correspond with resource, except that (i) pagination ignores unimportant unnumbered pages and (ii) dimensions of printed
resources may vary by up to 2 cm.
Series
Field: 490 1_
Subfields: $aSeries statement,$xISSN ;$vvolume number
From series title page, or same source as title, or cover, or rest of publication. If some but not all parts of a multipart are in a series,
this information should be in a 5XX note rather than 490.
In older external records you might find series information in the obsolete 440 field.
Note
Field: 5XX __
Most notes are free text. They may include details relevant to matching, e.g. descriptions of accompanying material.
-2-
Subfields vary.
7.2 Checking access points
In controlled fields, OLIS bibliographic records should always use authorised access points from the Library of
Congresss Name Authority and Subject Headings files (LCNAF and LCSH), if available. Records in LCNAF are
usually called NACO records, because they are created by Name Authority Cooperative Program cataloguers.
LCNAF and LCSH are available in OLIS as the AUT10 base. You can find details of Aleph's streamlined access
point check functions (Ctrl-F3 and F3), with screenshots, in Aleph Cataloguing module - MARC records. CtrlF3 searches AUT10, while F3 just searches for access points used in OLIS bibliographic records, so it does not
show everything from AUT10 and it shows some access points which are not in AUT10.
Ctrl-F3 launches a browse-type (left-anchored) search, so if it does not find what you want and there is any
doubt about how the access point should begin, please make sure that there really is no authorised access
point by doing a keyword search (Search tab, Find node, with Base as AUT10).
If it is possible that an access point has been created recently, please also check LC Authorities or
Classification Web, because AUT10 is always a few weeks out of date.
If you find a NACO record with the 667-field message THIS 1XX FIELD CANNOT BE USED UNDER RDA UNTIL
THIS RECORD HAS BEEN REVIEWED AND/OR UPDATED you should use it, but tell BMAC.
If there really is no authorised access point available:
For titles of works, for names of persons and bodies which could be contributors to works (including places
coextensive with jurisdictions) and for names of families, animals and fictional enities to be used in 1XX/7XX :
Check for a matching access point in OLIS bibliographic records by using F3. You should use any access
point you find as long as it really is for the same entity (check this by using View Docs to look at the linked
bibliographic records) and is correctly formed according to RDA instructions.
If you find nothing, create an access point yourself in the bibliographic record using the relevant RDA rules
(see Module 2), unless the entity is important enough to need a proper NACO authority record.
If you find an access point which does not comply with RDA, create a new access point, but tell BMAC
about the old and new access points.
If you think that the entity is important enough to need a proper NACO authority record, please send a
request to BMAC, including any information you have about the entity (e.g. person's dates) and the
system number of the bibliographic record in which you created the access point. It is particularly helpful
if you can supply information to differentiate the entity from others with similar names.
For topics, for names of places not co-extensive with jurisdictions/communities and for names of families,
animals and fictional entities to be used in 6XX:
Please do your best with the available headings and free-floating subdivisions, e.g. using title searches in
OLIS to find materials on similar subjects which might give you ideas, using the keyword search in
Classification Web and exploring the Subject Heading Manuals for subdivisions and special topics.
Do not just copy strings from other bibliographic records without checking that they are correctly formed.
If you think that a new subject heading (or a change to an existing one) is really necessary, please contact
BMAC.
-3-
7.3 Using a matching OLIS record
7.3.1 When to use
If OLIS already has a record which matches your resource in all descriptive fields you must use it unless:
there are multiple matching bibs - if there are, ask BMAC to sort them out before adding your resource; or
the record has an RTP field with the text Keyed or Pre-1920 or Google or Inventory Control Project record
- if it has, add a new record to OLIS and send the system numbers of both old and new records to BMAC so
that they can check the match, move old holdings to the new record and delete the old record.
If OLIS has a record which either is a very near match or has the RTP Matched and is fairly similar, please ask
BMAC to check the resource and correct the record if necessary so that you can decide whether it is a true
match.
7.3.2 What to look out for
Alpha fields
Aleph allows the use of nonstandard fields with alphabetical tags (see end for full list). Among others, OLIS uses:
RTP [Record Type] fields to indicate that a record was created to a certain standard or as part of a certain
project;
STA fields for temporary statuses, usually indicating that the record is awaiting further work;
OWN fields which mean that only members of a specialist group can edit the record;
LKR fields, which either link bibliographic records or control circulation, e.g. for items bound together, and
must not be overwritten;
SOL fields, which are added to control the behaviour of data in SOLO, and must not be overwritten.
Encoding levels (LDR 17)

These are MARC codes which indicate the standard or history of the record (see Appendix 1 for full list).
Aleph warnings
When you save or check a record, Aleph may produce either
red warnings, for errors which must be dealt with before the record can be saved
green warnings, which do not always indicate errors and can be overridden, but should not be ignored if they
are about real errors in fields which you have been trained to deal with.
Deleted records, i.e. records whose status (LDR 05) is d (= Deleted) - this must be changed to c (= Corrected)
before you add your resource;
On-the-fly records These are very brief records created in the Circulation module for resources urgently wanted
by users. They have the status SUPPRESSED, so they should not appear in SOLO. The resources should be
referred to cataloguers for thorough upgrading as soon as they are returned.
Elderly records If you are just adding a holding to a full-level OLIS record you are not obliged to check it, even if
it is quite old. But if you do need to edit an elderly record:
Check all 1XX and 7XX controlled access points, because OLIS only adopted LCNAF access points in 1997;
You are actually unlikely to find records with this status, since they do not appear in the normal indexes and can
only be found by their system number. Once a week records with this status are cleaned out of OLIS, and RLUK and
OCLC are notified that they should be deleted from COPAC and WorldCat.
-4-
Check for obsolete MARC coding, e.g. 440 instead of 490 1_ + 8XX, 740 for variant titles instead of 246, $x
instead of $v in 6XX.
Brief order records in the wrong format Acquisitions cataloguers can create brief records for orders using a form
in the Acquisitions module, but this is available only in BK format and has book-type 33X. You may therefore find
that you have to change the format of a brief order record before upgrading it. Since July 2013 Acquisitions
cataloguers have been asked to make a 500 note if the format and 33X need changing, but it may be a while
before this becomes regular practice.
AACR2 records (LDR 18 = a; no 040$erda; AACR2appears on Descriptive cat line of Full display)
Most OLIS records are still AACR2.
If you are just correcting typos or changing controlled access points or changing indicators or 00X codes,
leave the record as AACR2; do not change its abbreviations, date formats, etc.
If you are upgrading the record or editing it substantially, convert it thoroughly to RDA; for details see AACR2
and hybrid records after Day 1.
Foreign-language records Sometimes records created by foreign-language agencies are downloaded

accidentally. They are identified by a code other than eng in 040 $b and may well have foreign-language text
where you would expect English, e.g. in 300 and 5XX, as well as nonstandard access points and MARC, and they
may lack LCSH. They need to be converted to new English-language records, using the instructions at
Converting foreign-language records.
7.3.3 When to edit
Never edit or overwrite an OLIS record if:
it has an OWN field for a group to which you do not belong - please send any corrections to BMAC for the
BMAC group and CSS for other groups
it has an RTP field with the text Shared Cataloguing Programme - please send any corrections to CSS;
it is for a kind of material for which you do not yet have adequate training or documentation - please see
Module 5: Special materials and the Special Materials section of the Cataloguing documentation page;
it is in a language or script with which you are not familiar - please see Module 4: Foreign-language materials
and the Foreign Languages and Nonroman Scripts section of the Cataloguing documentation page.
When editing OLIS records, never edit a field which you do not thoroughly understand:
Do not delete fields just because they are not required by OLIS, but do delete any 263 fields (projected date
of publication for CIPs - misleading once the resource has been published).
If a field you are not trained to edit is generating green warnings, override them.
If a field you are not trained to edit is generating red warnings and is neither required by the OLIS Standards
nor an 880, 035, 040 or alpha field, delete it entirely.
If a field you are not trained to edit is generating red warnings and is either required by the OLIS Standards
or is an 880, 035, 040 or alpha field, please contact CSS or BMAC.
Always check through and edit or overwrite an OLIS record before adding your holding if:
you are extending its coverage, e.g. adding the ISBN of a paperback to a hardback record or adding details of
further parts to a record for a set
-5-
it has an RTP field with the text Circulation-on-the-fly; or,
its encoding level is 8 or 1, showing it to be a CIP record; or
it has an STA field with the text MINIMUM LEVEL RECORD; or
it has an STA field with the text ORDER RECORD and is not a full-level record derived from LC or BNB (see
below); or
it is coded in 040 $b as from a foreign-language agency (see 7.3.2, above); or
you notice that it is incorrect, incomplete or confusing in ways which would make it difficult for a user to find
the record or identify the material described.
You may also edit an OLIS record if:
it has an RTP field with the text Oxford Local Record or Matched and your institution has the resource
and wants a full-level record for it; or
it is an elderly record (roughly, pre-2000) and your institution particularly wants to be sure of an up-to-date
record (see 7.3.2, above); or
it lacks some details which would be of real value for finding or identification; or
it lacks some details of particular relevance to your institution, e.g. a contribution by a college member.
Once you have edited a record to the OLIS Standard for full-level records:
remove any redundant STA or RTP fields,
remove any 263 fields,
make sure that the Encoding Level (LDR 17) is blank (= Full),
if the status (LDR 07) is n (= New), change this to p (= Upgraded) when dealing with level-8 and level-1
records and c (= Corrected) when dealing with any others.
Please add an STA field with the text PROVISIONAL to any record which requires further work or checking.
7.4 Using a similar OLIS record
7.4.1 When to use

If OLIS cannot supply an exact match but has a good record for something similar, e.g. a different edition, you can
use the Derive New Record function in the Edit Actions menu to get a copy with some fields and data stripped out as
a basis for your record. This is particularly useful when the record has a good set of subject headings.
Derive New Record will currently (as at August 2013) offer you two options, depending on whether you want the
new record to comply with AACR2 or RDA rules. Please be careful to use the appropriate one.
These are vestigial records created on-the-fly within the Circulation module for uncatalogued material which is
urgently needed by a reader.
3
CIP records are sometimes supplied with material delivered to the Bodleian by the Legal Deposit Agency (035 =
(StEdALDL). You may ask the Bodleian to upgrade them for you by emailing cataloguing@bodleian.ox.ac.uk.
4
These also are sometimes supplied to the Bodleian by LDA, and you may ask the Bodleian to upgrade them.
-6-
7.4.2 What to look out for
It is risky to derive new records from records in different formats, e.g. audiobook records from book records. It
is possible to change a records format in Aleph but it can be tricky to edit the 008 values, and you may need to
add a lot of format-specific fields. It is safer to start with the appropriate template and paste in any useful
subject headings, etc.
Although some fields and data are stripped out, there is no guarantee that what remains will match the new
resource. Everything must be checked.
Changes to the description, e.g. in editors or series, may require new access points.
If you are deriving an RDA record from an AACR2 record, you may need to make a number of changes. Please
see AACR2 and hybrid records after Day 1.
7.5 Using a record from an external database
7.5.1 When to use
If OLIS has no matching or similar record it is usually best to copy a record from an external database and, if
necessary, edit it to the OLIS Standard. However, it is not efficient to spend a very long time searching and
editing, so if you have material for which you are unlikely to find good records, or if you search and find only a
poor record, it is better to catalogue originally.
It is important to understand the differences between the databases and the other indicators of quality,
particularly date and encoding level, in order to select the records which will require least work. A less-than-full
record from the Library of Congress or the British National Bibliography is often a better choice than a full-level
record from an unreliable source. For a full list of encoding levels, see Appendix 1.
You may use records from external sources both to add new records to OLIS and to improve existing temporary
records, e.g. order records. It is often more efficient to replace a temporary record from an unreliable source
with one from a trusted source than to check, edit and enhance the existing record field by field.
If you overwrite an existing record, please be careful to preserve any LKR or SOL fields, any 948 fields with the
text Harmonia Mundi and any RTP fields which are still relevant. Never overwrite records with SCP fields; refer
any corrections to CSS.
You can sometimes save time by searching several databases at once, using the Multibase CCL search (see
Appendix 2).
7.5.1a Research Libraries UK (RLUK or CURL)

RLUK is a not-for-profit database containing records from a large number of British and Irish libraries (formerly CURL,
Consortium of University Research Libraries). In Aleph Bases it is listed as X-RLUK (CURL).
In principle it also contains all Library of Congress records, but can be as much as 2 years behind. However, it is
particularly good for older LoC records because it cleans up some of their obsolete fields and coding.
As well as mainstream book records it contains records for a lot of non-book, minority-interest, informally
distributed and grey material.
Because of its wide coverage it is sometimes the best place to search first, but it is important to choose records
from the best contributors. In the MARC Tags tab, use the arrow buttons to move through the records. The
contributor is usually indicated by the last code in field 040 $d or, in the absence of 040$d, by the code in 040$c.
(Unfortunately the code shown in the Source column in the search results is from 040 $a and just shows which
agency first created the record, perhaps as a brief or temporary record.) Records contributed by DLC [Library of
-7-
Congress], UkCU [Cambridge], Uk [British Library], WlAbNL [National Library of Wales], IeDuTC [Trinity College
Dublin] and StEdNL [National Library of Scotland] are usually of good quality unless the encoding level suggests
otherwise. Other records should be treated with caution even if coded as full, unless you or your colleagues have
found the source to be particularly reliable.
7.5.1b British National Bibliography (BNB)
The British National Bibliography, managed by the British Library, offers full-level records for most books published
commercially in the British Isles since 1950 and also offers CIP records (level 8) based on publishers information for
quite a lot of not-yet-published material. In Aleph Bases it is listed as X-BNB from the BL.
Since 2003 it has included hand-held electronic publications, e.g. CD-ROMs.
It excludes certain types of material, notably most non-book material, informally distributed material, government
papers, printed music and knitting patterns. There is a full list of exclusions at
http://www.bl.uk/bibliographic/exclude.html.
All BNB records should also be in RLUK, but they may be easier to find in BNB.
BNB records always have an 015 field with the records BNB number in $a and bnb in $2.
7.5.1c British Library Integrated Catalogue (Uk, BLI or BL)

The British Library catalogue contains, as well as BNB records, records for many non-British or excluded resources
and older or lower-grade records, often converted from earlier card catalogues. In Aleph Bases it is listed as X-BL
integrated catalogue.
All BL records should also be in RLUK, but they may be easier to find in BLI itself.
7.5.1d Library of Congress Catalogue (LoC or LCo or LC or DLC)

The Library of Congress (LoC) catalogue has records for most mainstream U.S. material and U.S. CIPs, as well as
substantial collections of non-U.S. material. In Aleph Bases it is listed as X-Library of Congress.
The records should be available in RLUK at the top of the results list, but they can arrive up to 2 years late.
However, for older LoC records RLUK may offer slightly cleaner versions, with some obsolete coding corrected.
Every LoC record has a Library of Congress Control Number(LCCN, recorded in field 010), so if you find an LoC
CIP printed on the t.p. verso of an resource, the LCCN offers a very quick and simple search. This search is also
available in RLUK and WorldCat.
Searching by LCCN
LCCNs consist of a year (YY before 2001, YYYY from 2001) and a running number. If the running number has fewer
than 6 digits it needs to be padded to 6 digits by inserting zeros at its beginning, after the year. Any spaces or
hyphens should be omitted. For instance, you would enter 88-9349 as 88009349, or 2001 9349 as 2001009349.
7.5.1e WorldCat (OCLC)
WorldCat is a vast aggregation of nearly 300 million records in over 470 languages from 72,000 libraries in 170
countries and territories (as at January 2013). Coverage is therefore excellent, but the records use a very wide
range of languages, levels and standards and often need very extensive conversion before they are suitable for OLIS
use. WorldCat is seldom a good choice for mainstream material, because better records should be available
elsewhere; but it may be the only source worth trying for some foreign-language and specialist material. In Aleph
Bases it is listed as (X-WorldCat (OCLC)).
OCLC uses a Duplicate Detection and Resolution (DDR) algorithm to reduce the number of records for each
resource, but the record selected to represent each deduplicated group is generally the longest available, not
-8-
necessarily the best, and in some cases the records are merged. Also, the more faulty a record is, the less likely
it is to be detected as a duplicate, so faulty records have a high survival rate.
Because DDR ignores certain differences between records (e.g. variant titles and 300 $e) and might therefore
merge records which should be separate, OCLC encourages contributors to catalogue in some nonstandard ways,
e.g. to supply edition statements for any change, not just for change of content.
It can be simpler and safer to catalogue originally than to check and edit a record from an unreliable OCLC
source. Records whose sources include a vendor (e.g. BTCTA) are particularly risky because they may have been
machine-converted from non-MARC data.
OCLC is used a great deal for Acquisitions work, since it contains many records from vendors and may have a
record available before LoC or BNB, but it is often better to replace the order record later with a LoC or BNB
record rather than putting a lot of work into improving it.
In principle OCLC is not-for-profit, but its charges are quite high.
7.5.2 What to look out for and what to edit

7.5.2a Unfamiliar fields, tagstripping and deleting
Quite a number of MARC fields, particularly those containing the digit 9 are left for local use, so different agencies
may define them differently. For instance, field 098 is used by OCLC for nonstandard classification numbers but by
OLIS to hold some of the data which triggers Marc Report messages. External records may therefore look cluttered
and confusing.
Not all unfamiliar fields are of no use to us. Some contain very valuable specialised data, e.g. 880 (nonroman
script data) and 6XX _2 (Medical Subject Headings). Others (035, 040) trace the history of the record and relate
to intellectual property rights. Others are added by OLIS system processes to track or manipulate data.
It is very important indeed not to interfere with data just because you do not yourself know a use for it.
To avoid interference with OLIS procedures, many of the local fields are automatically stripped on import.
Currently the fields stripped for Z39.50 import are: 009, 012, 019, 029, 069, 092, 097, 249, 590, 591, 592, 690,
841, 849, 850, 852, 859, 876, 886, 890, 898 and all 9XX fields. Batch imports generally do not use Z39.50, so
may be set to strip different fields.
You should delete 263 fields, most 856 fields and some 776 fields (see details under 7.5.2b, below).
You should never delete or edit elements of 035, 040 or 880 fields unless you have appropriate training or
documentation; if these elements are preventing a record from saving, please contact BMAC.
If another field which you are not trained to edit is preventing a record from saving to OLIS (= red warning),
delete it entirely. Do not attempt to edit it.
All other unfamiliar fields in downloaded records should be left as they are. Green warnings should be
overridden.
7.5.2b Trusted records

We trust full-level recent records from the two national bibliographies, BNB and LoC (except for post-2006
fiction from BNB). That means that we check and edit them only in respects where we know that their policy is
different from ours or if (rarely) we notice a glaring error.
The records must come directly from the BNB or LoC databases. They should not be taken from RLUK or
WorldCat.
You can see the encoding level in the results list (^ = full); but the date in the results list is the date of
publication, not the date of cataloguing, so you will have to check the date in 008/00-05.
-9-
Recent for BNB means post-2004, because before that date BL used a different version of MARC and used their
own authority file rather than LCNAF. For LC, trust records catalogued in the last 10 years or so.
In 2007 BL adopted a policy of getting CIPs for non-academic fiction upgraded by staff with limited training,
so full-level records for this material may lack some details (e.g. variant titles, entries for some contributors) and
cannot be completely trusted.
We can accept both RDA and AACR2 records, because there should be no need to check or change the AACR2
descriptive elements or structure in trusted records.
In trusted records we check and edit only for the following:
490 fields without a corresponding 8XX access point

These are usually coded 490 0. They must be converted to 490 1_ and given a corresponding 8XX. You may
also occasionally find a 440 field, now obsolete, which should be treated in the same way.
856 and 776 fields
We retain 856 fields which contain a URL for the full text of e-resource records or a LoC table of contents
(beginning $3Table of contents only$uhttp://loc.gov); but we delete other 856s because readers often assume
that they contain URLs for full text and are frustrated to find that they are not or that the links are broken.
In records for tangible resources we delete 776 fields (linking notes) which give details of online versions, for the
same reason; but we retain 776 fields which give details of tangible resources, e.g. 776 fields in e-book records
which give details of the print version.
263 fields (projected date of publication)
These are provided in CIPs, but they should not be left in post-publication records because they could be
confusing.
Other?
Because RDA is less prescriptive than AACR2, it is possible that other divergences of policy may emerge, e.g. as
to how far to include information about illustrations or how many analytical entries to include. If you notice any
such divergences, please let CSS know.
7.5.2c Other records

Other records should be thoroughly checked and edited to the normal OLIS standard.
Please look out for the following:
490/440, 856, 263
Treat as under Trusted records, above.
Encoding level
The order of preference for the standard MARC encoding levels is: full, 4, 1, 8, 2, 7, 5, 3, u, z, but it is seldom
worth bothering with anything coded 5, 3, u or z. Records with levels other than full or 4 may lack data or use
nonstandard access points or be created without the resource in hand. For more details, see Appendix I.
Level-4, level-1 and level-8 records from LoC and BNB are usually preferable to full-level records from other
sources.
The reliability of encoding levels is being eroded because major agencies nowadays often batchload records
supplied by publishers and vendors and apply an encoding level without a detailed quality check, so please be
alert for oddities.
WorldCat has defined some encoding levels of its own for cataloguers who work on the OCLC system:
- 10 -
I (= Full, equivalent in principle to the MARC full level but should not be relied on)
K (= Minimal, equivalent in principle to MARC level 7)
L (= Full from a batch process from institutions other than the Library of Congress, National Library of
Medicine, British Library, National Library of Canada, National Library of Australia)
M (= less-than-full from a batch process from institutions other than LoC, NLM, BL, NLC, NLA)
Please remember to change the encoding level to full (blank) once you have finished editing.
Contributor
Using the non-aggregating databases, BNB, the Library of Congress or the British Library, avoids the risk of
getting records from unreliable contributors.
In RLUK, prefer the contributors DLC, Uk, UkCU, WlAbNL, IeDuTC and StEdNL (for details, see 7.5.1a). If you
are dealing with specialised materials, use contributors which you and your colleagues have found reliable.
In WorldCat, prefer for specialised materials contributors which you and your colleagues have found reliable.
Avoid WorldCat for mainstream materials, bearing in mind that mainstream WorldCat records may be conflated
from records of varying quality from various contributors.
Older records, older MARC
Older records are more likely to have obsolete or non-preferred MARC. Look out particularly for:
440 used instead of 490 + 8XX
740 used for variants of a resources title instead of 246
740 used for related or analytical entries where it would be preferable to use the controlled fields 700, 710,
711 (with subfield $t) or 730.
6XX $x used for form/genre subdivisions instead of 6XX $v
503 used for bibliographic history notes instead of 500
246 with 2nd indicator 9 in BL records.
035 with subfield $9 in LoC records; correct to $a
Access points, including LCSH
Post-2004 records from LoC and BNB with encoding levels full, 1, 8 or 4 should have reliable access points. All
others should be checked.
Language.
OLIS is an English-language cataloguing agency, which means that the language of cataloguing for all our records
must be English. The language of cataloguing is the language which is used in the non-transcribed parts of the
description, particularly the 300 and 5XX fields.5 Modern records should have a code for the language in 040 $b,
although older English-language records may have no 040 $b at all, which is acceptable.
Foreign-language records also often use different sets of cataloguing rules and different authority files and they
are, of course, coded to show their language, rules and history, so they may be incompatible with the OLIS
Standard in multiple ways.
It is not a matter of having some foreign-language subject headings; it is fine to retain foreign-language subject
headings as long as there are also adequate LCSH.
- 11 -
There are also some records in external databases which have been translated into English to some extent but
are still coded as foreign-language. If imported, these could cause problems for future maintenance and
updating of OLIS. They could also be exported back to WorldCat and RLUK, where their inappropriate coding
would create problems for other agencies which want to import records selectively (and would make us look
bad).
WorldCat has a very high number of foreign-language and inaccurately coded records, but you can avoid these
completely by including in your searches the search term eng in the Language of Cataloguing index. This will
find records which either have the language code eng in 040$b or which have no 040$b at all, both of which
mean that they are English-language records.
It can be a very big job to convert a foreign-language record to English with correct RDA data, MARC coding and
LCNAF and LCSH access points. It is often better to create a new record and copy across any useful fields.
If you do decide to convert a foreign-language record for OLIS use, you need to recode it entirely as a new
record and check it throughout. There is an Aleph fix available to deal with the recoding. For full instructions,
see Converting foreign-language records.
If you do add or edit a record coded as foreign-language you should receive a Marc Report warning (Avoid
foreign records!) and should then convert it, as above; but this will be too late to prevent its export to WorldCat,
where it will be merged into the wrong cluster of records.
If you come across a record with the STA field Check: English? AACR2? MARC21? LCSH? this is a record which
has had the Aleph fix applied but has not yet been checked and edited. If you have the resource in hand, please
make all the necessary checks and then remove the STA.
AACR2 records and other standards
You can identify AACR2 records from the Descriptive cat line in the Full display. In the MARC editor, they will
have a in LDR 18 and will lack 040$erda. You may also spot that they use a lot of abbreviations and lack 33X
fields. Any imported AACR2 records (other than full-level LoC and BNB records - see 5.2b, above) should be fully
converted to RDA, using the instructions in AACR2 and hybrid records after Day 1. It will sometimes be simpler
to create a new record and just paste over the useful bits, e.g. LCSH.
You will also find some hybrid records, with a mixture of codings and practices from AACR2 and RDA. Treat them
in the same way.
You may occasionally come across records created to earlier or other standards. These may be identified from
unusual LDR 18 or 040$e values. They can be treated in the same way as AACR2 records.
Missing fields
External records, even if coded as full, sometimes lack essential data, e.g. 26X or 300 fields or important access
points.
- 12 -
Appendix 1: Encoding levels and alpha fields
MARC Encoding levels
For fuller descriptions of encoding levels, please see the MARC Standards for Leader 17.
Although certain encoding levels are never assigned to records by OLIS cataloguers, they may occur in records
which have been added to OLIS by non-cataloguers ( e.g. Acquisitions staff) or have come in batchloads from the
Legal Deposit Agency and elsewhere. Most such records have STA fields which show that they need checking
(ORDER RECORD or MINIMUM LEVEL RECORD). The cataloguer who checks and edits the record should
upgrade it to the appropriate OLIS level, almost always full. A few special types of batchload, such as eresource records, are not routinely upgraded.
Definition
OLIS use
External uses
Full
Assigned to all OLIS records intended for permanent

use except records which follow a specific local
standard and some records created for specific
projects.
In general use, but assigned by some

agencies to records which are not really full,
e.g. lacking 300 or 6XX.
Full, material
not
examined
Not currently assigned by OLIS cataloguers (except

to batchloaded e-resource records which arrive with
non-MARC encoding levels), but was formerly
assigned to records for certain specific projects; may
arrive in batchloads from other agencies.
Used by BL for automated workflow based

on LoC CIPs, so should be treated as level-8.
Less-thanfull, material
not
examined.
Currently assigned only in specific projects, e.g.

conversion of Maps card catalogue, and to some
records supplied by the vendor Nielsen via the
Agency for the Legal Deposit Libraries. Also used for
old records with RTP Matched.
Varied uses. Records may be worth

importing, but need careful checking.
Abbreviated
Currently assigned to permanent brief records which

meet the local standard for brief records (RTP
Oxford Local Record), and to some records supplied
by the vendor Nielsen via the Agency for the Legal
Deposit Libraries. Also used for old records with RTP
Pre-1920, Keyed, Google or Inventory Control
Project.
Often used by vendors for records created by

staff with little MARC training or converted
from non-MARC sources such as ONIX. Best
avoided.
Core
Not assigned by OLIS cataloguers, but occasionally

arrives in batchloads from external agencies.
Used by PCC libraries for records which meet

the PCC standard but lack a field required by
the source agency, e.g. Dewey number, so
usually good; but also used by LoC for
unchecked records derived from vendors.
Partial
(preliminary)
Assigned to brief on-the-fly, order and minimumlevel records created inhouse for temporary use.
These should have an appropriate STA.
Various. Seldom worth downloading.
Minimal
Assigned to permanent records which meet the local

standard for videos (RTP Oxford Local Record).
These are quite full but lack the exhaustive detail of
full-level video records.
The lowest acceptable level for PCC records,

so much better than 3. Records usually have
one or two good AAPs, but no LCSH.
Sometimes worth downloading.
Prepublication
Not assigned by OLIS cataloguers, but may arrive in

batchloads from BNB or the Legal Deposit Agency.
Used by BNB and LoC for CIP records. Often

preferable to higher-grade records from less
reliable sources.
Unknown
Not assigned by OLIS cataloguers, but may arrive in

batchloads from Legal Deposit Agency.
Assigned by Legal Deposit Agency to brief

records supplied to Bodleian.
Blank
EL
For non-MARC encoding levels used by OCLC, see under OCLC/WorldCat.
Not applicable
Not assigned by OLIS cataloguers.

- 13 -
OLIS RTP fields

Text (& associated
encoding level, if any)
Use
Exported to
RLUK and OCLC?
Acquisitions record
Records which have no holdings but still have an order attached,

retained for audit trail. Should always have STA SUPPRESSED.
No
Antiquarian (full)
Records catalogued to the OLIS Antiquarian standard, with OWN

field ANTI.
Yes
Circulation-on-the-fly
(3)
Vestigial records, with the STA Suppressed, created in the

Circulation module for urgently-needed uncatalogued material.
Upgrade before further use.
No
Eresource (any)
Records for e-resources.
No
Oxford Local Record

(3 or 7)
Permanent brief records for non-mainstream material. They should

be correct as far as they go, but most lack controlled access points,
physical details and LCSH.
No.
Oxford record (export

COPAC and OCLC)
(7, occasionally 3)
Video records using the local level-7 standard and a few level-3 brief
records similar to Oxford Local Records but judged sufficiently
valuable to be worth exporting.
Yes
Oxford record (export

- COPAC only) (3 or 7)
Level-3 brief records which are exported to RLUK only so that they
will appear in COPAC, which acts as a back-up if SOLO is down.
Not OCLC; to RLUK

for COPAC only.
Shared Cataloguing
Programme (full)
Records contributed by the Bodleian to BNB. If these need editing,

please notify CSS (who will copy corrections to BNB).
Yes
Not assigned to new records

Allegro (3)
Record converted from Allegro Chinese database.
No
BODTS
Record with no copies attached except hard-to-find Bodleian copies.

(Should not be found after Summer 2013 - holdings transferred to
RS005 = Mediated request.)
No
Dbook GGL (HOL)
Record for print resource, but one or more holdings both has an
ordinary print copy attached and has a link to a digital copy from the
Google project, so the holding should not be deleted.
ESTC (3)
Records for antiquarian material but not of Antiquarian standard,

with OWN field ANTI, created for the ESTC project.
Yes, but excluded

from RLUK record
retrieval.
Google (3)
Records created for the Google digitisation project, which may have
OWN field BMAC. Do not use. Add new record to OLIS and send
system nos. of old and new records to BMAC.
No
Harmonia Mundi (full)
Records created for the Harmonia Mundi printed music project.
Yes
Inventory Control
Project record (3)
Records created for the Bodleian Inventory Control Project, which

may have OWN field BMAC. Do not use. Add new record to OLIS
and send system nos. of old and new records to BMAC.
No
Keyed (3)
Pre-1988 printed record (using printing date instead of publication

date) keyed into OLIS, with OWN field BMAC. Do not use. Add new
record to OLIS, send system nos. of old and new records to BMAC.
Yes, but excluded

from RLUK record
retrieval.
Matched (2)
Record created by fuzzy matching of pre-1988 printed records

against OCLC electronic database. If match is uncertain, contact
BMAC before using record.
Yes
Opie (2)
Record originally created for a microform of a resource from the Opie

collection of childrens books by matching against external records,
later upgraded. Its 533 and 830 fields hold essential information
about the microform and must be preserved. Has OWN field ANTI.
Yes
Pre-1920 (3)
Pre-1988 printed record (using printing date instead of publication

date) for an resource published before 1920, keyed into OLIS, with
OWN field BMAC. Do not use. Add new record to Olis and send
system nos. of old and new records to BMAC.
Yes, but excluded

from RLUK record
retrieval.
- 14 -
OLIS STA fields

Text
Use
Exported to
RLUK6?
ORDER RECORD
Records for resources on order - when resources arrive they

need to be checked and edited or overwritten.
Yes
MINIMUM LEVEL
RECORD
Brief record which is to be upgraded later. (Permanent brief

records use RTP Oxford Local Record rather than this STA.)
Yes
MINIMUM LEVEL
AGENCY RECORD
Brief record created and supplied to Bodleian by Legal Deposit

Agency. Needs to be checked and edited or overwritten.
Yes
MINIMUM LEVEL
NIELSEN RECORD
Record created by Nielsen Book Service and supplied to Bodleian

by Legal Deposit Agency. Needs to be checked and edited or
overwritten.
No
PROVISIONAL
Record awaiting completion or checking. This field should
No
Check: English? RDA?

MARC21? LCSH?
Record has been recoded from derived and foreign-language to

new and English-language, but the data has not been checked
for inappropriate foreign elements, nonstandard MARC,
cataloguing rules and access points. If you have the resource in
hand, please complete the conversion and remove the STA.
No
Check: 33X? 26X?

Relators? RDA changes?
Record has been converted from AACR2 to RDA but manual

checking and editing has not been completed.
No
SUPPRESSED
Record not exported to SOLO, so visible only to staff.
No
always be added to any record which has to be saved before it

is finalised, to prevent export to OCLC.
Other important alpha fields
OWN fields, which prevent editing by anyone outside the OWN group. The current OWN groups for bibliographic
records are:
ANTI for Antiquarian records;
BMAC for records with a complicated history or unreliable data which often need to be checked against the
items by BMAC or other specialists;
ERES for e-resource records provided with large sets of e-resources by the supplier - the whole batch is
globally edited on arrival to deal with certain commonplace problems, but it is not worth improving the
records individually, because every time the supplier revises the set new records are sent;
LKR fields, which show relationships between records, e.g. linking the various bibs for a journal which has
changed its title or, if various publications are bound together, linking the extra bibs to the item record. It is
important to preserve these fields when editing or overwriting records.
SOL fields, which make it possible to customise how individual records are treated in SOLO, e.g. to prevent a
record from clustering or make sure that an annually-revised monograph displays as a book even though it is
coded as a serial to facilitate ordering.
A large number of notes fields of various types, in holdings records only.
You may also see the following system-generated alpha fields in the MARC tags view in the Search tab s Show node,
although some do not appear in the MARC editor because they cannot be manually edited:
CAT - the login of anyone who saved the record, with date and time
SID - the source of a derived record
Records with STA fields are never exported to OCLC, because they are not finalised and OCLC will not overwrite
preliminary versions with updated ones. All records exported to RLUK appear in COPAC (which serves as a back-up
OPAC for Oxford), but only those with encoding levels Full, 2 or 7 appear in their Record Retrieval database for other
agencies to copy.
- 15 -
SCP - the date when a Shared Cataloguing Programme record was exported to BNB - this field prevents reexport.
HCA - for records migrated from Geac, the logins of the last 5 people to save the record in Geac
TCA - for records migrated from Geac, a code showing how the record was originally loaded to Geac.
The following look like alpha fields but are actually standard MARC elements with their coding converted to
abbreviations for a friendlier display:
LDR = Leader, MARC field 000.
ENC = Encoding Level, MARC position 000/17
SYS = System number, MARC field 001
FMT = Format (e.g. BK = Books, CF = Computer Files), a value which has to be selected before a record can be
created and controls the options available in the 008 field (displayed in the Record Bar when a record is being
edited).
TYP = Type, which may reflect various MARC values, including Type of Record (MARC position 000/06),
Bibliographic Level (MARC position 000/07) and Category of material (MARC position 007/00).
Appendix 2: Multibase CCL searching

You can search several databases at once using the Multibase CCL option in the Find node; but there is only one box
for search terms, so you have to specify which index you are searching by using a code and an equals sign before
the search term.
wti=alienated librarian.
You can also use the Boolean operators AND and OR to enter multiple terms, specifying the index for each term.
Wti=alienated and wti=librarian
wti=alienated AND wau=Nauratil
The following index codes work in the main bases available through Aleph.
wti - title keyword
015 - 015 (BNB or other national catalogue number)
wau - author keyword
028 - Music publ. number (not available in BNB)
020 - ISBN
010 - LC control number (not available in BNB)
022 - ISSN
wut - uniform/preferred title access point (not available
wrs1 - series keyword

wyr - year keyword
wpl - place of publication keyword
wpu - publisher keyword
wsu - subjects (all) keyword
wslc - LC subjects keyword
in BNB)
wno - notes (not available in BNB)
wur - URL (not available in BNB)
wln - language code (not available in BNB)
wrd - any keyword
sys - system number
- 16 -
OLIS RDA/MARC: Practicals. Last revised March 2014
Practicals
Examples for Modules 1 & 2 ............................................................................................................- 2
Practice example 1 ......................................................................................................................- 2
Module 1 .......................................................................................................................................- 6
Practical 1A ................................................................................................................................- 6
Practical 1B.................................................................................................................................- 6
Practical 1C ................................................................................................................................- 6
Practical 1D ................................................................................................................................- 6
Practical 1E .................................................................................................................................- 6
Practical 1F .................................................................................................................................- 6
Practical 1G ................................................................................................................................- 6
Practical 1H ................................................................................................................................- 6
Practical 1I .................................................................................................................................- 6
Practical 1J .................................................................................................................................- 7
Practical 1K.................................................................................................................................- 7
Practical 1L .................................................................................................................................- 7
Model record for Practical 1B .......................................................................................................- 7
Quiz 1 ........................................................................................................................................- 8
Module 2 .......................................................................................................................................- 9
Practical 2A ................................................................................................................................- 9
Practical 2B.................................................................................................................................- 9
Practical 2C ................................................................................................................................- 9
Practical 2D ................................................................................................................................- 9
Practical 2E .................................................................................................................................- 9
Quiz 2 ...................................................................................................................................... - 10
Module 3 ..................................................................................................................................... - 12
Practice example 5 .................................................................................................................... - 12
Practical 3A .............................................................................................................................. - 13
Practical 3B............................................................................................................................... - 13
Quiz 3 ...................................................................................................................................... - 14
Module 4 ..................................................................................................................................... - 17
Practical 4A .............................................................................................................................. - 17
Practical 4B............................................................................................................................... - 18
Quiz 4 ...................................................................................................................................... - 19
Module 5 ..................................................................................................................................... - 20
Practical 4A .............................................................................................................................. - 20
Practical 4B............................................................................................................................... - 20
Practical 4C .............................................................................................................................. - 20
Practical 4D .............................................................................................................................. - 21
Practical 4E ............................................................................................................................... - 21
Practical 4F ............................................................................................................................... - 21
Quiz 5 ...................................................................................................................................... - 21
-1-
Examples for Modules 1 & 2

Each of these examples represents the title page and title page verso (i.e., the reverse of the title page)
for a book, together with some additional information. Not all the information is relevant or in the form
you need; it is up to you to pick out what you need for each cataloguing task and make any necessary
changes. The practicals which follow tell you what to do at each stage to build up complete
bibliographical records for these resources.
All the ISBNs and ISSNs used are fake, but please treat them as if they were valid unless they are for the
wrong resource or there is something else obviously wrong, such as an ISBN with only 8 digits.
The NACO AAPs given in the details are also fake. They do not include MARC coding, so you will need to
supply this.
P ractice exam ple 1
The Romance of RDA

Kathie Logge, Mark Coade 2011
Embracing the Future

Kathie Logge
Tutorial Press Services,

Slough Trading Estate,
Slough,
Berkshire
Revised edition, updated by Mark Coade
ISBN: 978-1-133-19011-0
ISBN: 978-1-133-19090-5 (e-book)
The Cheerful Cataloguer series

ISSN: 1212-3434
TUTORIAL PRESS
1. Merry MARC21
2. The Romance of RDA
2012
3. Sprightly Subject Headings
More details:
Physical description: paperback; 160 pages; illustrations; 30 cm high; in ring binder.
There is a NACO record for Kathie Logge, giving her AAP as Logge, Kathie, 1962-.
There is no NACO record for Mark Coade but there are various OLIS records for resources with
contributions by the same person. They use the AAP Coade, Mark (Mark Ian).
-2-

This selection originally published in 1993 by
Petunia Publishing, with the title Hearts Aspirations
101Pretty Posies
Popular Press 1997
Everybodys favourite poems
Popular Press,
3 Westgate St.
Southampton
chosen by Sweetie Pye

with biographical notes by Nisus Pye
ISBN: 0-133-19011-0 (cloth)

ISBN: 0-133-19012-5 (paperback)
Photography by New Horizon
The twentieth volume in the Cosy Classics series
POPULAR PRESS
Cardiff Southampton
More details:
Physical description: 6 unnumbered pages, pages numbered iii to xii, 3 unnumbered pages,
pages numbered 2 to 167, 3 unnumbered pages; 23.2 cm high.
Scattered among pages 2 to 167 and not forming part of that sequence are 24 unnumbered fullpage photographs (blank on the reverse).
There is an index of first lines on pages 166-167.
Sweetie Pyes real name was Ermintrude Evans, and she published A statistical analysis of school
meal provision in Potters Bar, 1970-1980 under that name. She was born in 1942 and died in
1999. There is no NACO record for either of her names.
Nisus Pyes real name was Thomas Evans. There is no NACO record for either of his names.
-3-

Originally published separately in the U.S. by Brown
Books. Meandering along the Meander was first
published in 1982, Ambling round Ankara in 1983,
Idling in Izmir in 1987.
Jack & Jills
Anatolian Sketchbooks
This Wanderer Books omnibus paperback edition

first published 2007.
written and illustrated by Gillian Smith

and John M. Smith
Wanderer Books
30 Hume St.
Edinburgh
with a new introduction by Globetrotter
Maps drawn by the Turkey Society
Turkey Society
Goose Lane,
London WC1
Meandering along the Meander

Ambling round Ankara
ISBN: 978-133-19012-5
Idling in Izmir
Travellers Tales
Number forty-three
Wanderer Books
in association with the Turkey Society
More details:
Physical description: 5 unnumbered pages, pages numbered ii to iv, 2 unnumbered pages, pages
numbered 3 to 127, 4 unnumbered pages, pages numbered 2 to 111, 4 unnumbered pages,
pages numbered 2 to 131, 2 unnumbered pages, pages numbered 134 to 142, 2 unnumbered
pages; 18.6 cm high.
There is a bibliography which starts on the unnumbered page preceding the page numbered 134
and ends on page 137.
There is an index on pages 138 to 142.
There are maps on the endpapers as well as in the text.
On front cover: Twenty-fifth Anniversary Edition
On back cover: ISBN 9780133190125
On spine: Anatolian Sketches
Blurb on the back cover gives authors as Gillian Smith and John Maltravers Smith. They died in
1998 and 1999 respectively. They have no NACO records and there are no other works by either
of them in OLIS.
Globetrotter is a columnist in a Sunday newspaper. There is no NACO record for this name.
There is a NACO record for a Turkey Society with its headquarters in Illinois.
There is a NACO record for a series called Travellers tales published by Brown Books. There is
also a NACO record for the corporate body Wanderer Books (Edinburgh, Scotland).
-4-

California Dept. of Food and Agriculture
Prune Board
Proceedings
Published by the California Agricultural Institute

(CalifInstAg), Santa Juda CA.
of the
The Contributors, 1968
Fourth California Prune

Symposium
SBN: 133-19012-5
1968
held at the California Agricultural
Institute, June 5th-7th 1968
editors:
John Brown, June Green
(California Agricultural Institute)
Jennie Blue, R. James Grey, Joan White
(California Dept. of Food and Agriculture Prune
Board)
CalifInstAg
1969
More details:
Physical description: 3 unnumbered pages, pages numbered ii to xx, 2 unnumbered pages, pages
numbered 2 to 357, 4 unnumbered pages; 27 cm high.
There are copious notes, including bibliographical information, at the end of each paper.
There is an index on pages 340-354.
There are lots of illustrations, including portraits and diagrams.
On cover: California Prune Symposium Papers, Number 4.
On spine: California Prune IV.
June Green has a NACO record, giving her AAP as Green, June, 1940-.
R. James Grey has a NACO record, giving his AAP as Grey, R. James (Robert James).
Joan White has a NACO record , giving her AAP as White, J. (Joan).
The California Dept. of Food and Agriculture Prune Board has a NACO record, giving its AAP as
California Prune Advisory Board.
There are no NACO records for the other people and corporate bodies mentioned.
-5-
Module 1
P ractical 1A
Print out practice example 1 and ring and label all the descriptive elements which you would include in a
full bibliographic record. This is just to help you with the next practical - no need to send it.
P ractical 1B
In a Word Document, create a MARC record for practice example 1 (leaving the indicators as question
marks), including all the descriptive elements which you ringed in Practical 1A. Please use Courier New
or Consolas font, because this makes it easy to see if your spacing is correct. There is a model record
overleaf, but please do as much as you can on your own before looking at it.
In the practicals which follow, please bear in mind that some of the information given with examples
(e.g. about different versions of names) is for use in Module 2, and some data will not be recorded at all;
so do not feel that you must try to get everything in somewhere or other.
P ractical 1C
In your Word document begin three more records, for practice examples 2 , 3 and 4, by creating the 020
fields they need (including indicators).
P ractical 1D
Add 245 fields to your records for practice examples 2-4 (including 2nd indicator - leave 1st indicator as a
question mark).
P ractical 1E
Add any 246 fields needed to your records for practice examples 2-4 (including indicators).
P ractical 1F
Add any 250 fields needed to your records for practice examples 2-4 (including indicators).
P ractical 1G
Add 264 fields to your records for practice examples 2-4 (including indicators).
P ractical 1H
Add 300, 336, 337 and 338 fields to your records for practice examples 2-4 (including indicators).
P ractical 1I
Add any 490 fields needed to your records for practice examples 2-4 (including indicators). It is not
correct to have a 490 field with 1st indicator 1 which does not correspond to an 8XX field containing an
access point for the series, so for each 490 you create please also add the following field as a
placeholder. You will replace it with a proper access point in Module 2.
-6-
P ractical 1J
Add any 5XX fields needed to your records for practice examples 2-4 (including indicators), above any
8XX fields.
P ractical 1K
Add 008 fields at the top of your all your records. The easiest way to do this is to copy and paste the
whole table below (using Keep Source Formatting) and supply the values for Date type, Date 1, Date 2 (if
applicable), Country of publication, illustrations, Nature of Contents (if there is a bibliography), Index,
Literary form and Language below each slot, where the question marks are shown. Dont worry about
the other slots and dont worry too much about the spacing - 008 fields were not designed for Word
documents.
? ????
????
Country
of publ.
???
Illustrations
????
????
Nature of
contents
Language
Modified?
Source?
Date 2
Govt. pub.?
Conference?
Festschrift?
Index
Undefined
Lit. form?
Biography?
Date 1
Audience
Carrier form
Record date
(systemsupplied;
YYMMDD)
Date type
0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39
???
P ractical 1L
Add STA PROVISIONAL fields at the top of each of your records, above the 008 table.
You have now finished your document of practicals for Module 1. Please send it to
css.courses@bodleian.ox.ac.uk, to arrive by the end of the second day before Contact Session 1. For
instance, if the class is on a Friday, the document should arrive by the evening of the preceding
Wednesday.
M odel record for P ractical 1B

[008 not shown]
020 ?? $a9781133190110$qpaperback
020 ?? $z9781133190905$qe-book
245 ?? $aThe romance of RDA :$bembracing the future /$cKathie Logge.
250 ?? $aRevised edition /$bupdated by Mark Coade.
264 ?? $aSlough, Berkshire :$bTutorial Press,$c2012.
264 ?? $c2011
300 ?? $a160 pages :$billustrations ;$c30 cm
[33X fields not shown]
490 ?? $aThe cheerful cataloguer series,$x1212-3434 ;$v2
500 ?? $aIn ring binder.
-7-
Quiz 1
The quizzes are to help you assess whether you have a good grasp of the material. This doesnt mean
that you should necessarily be able to answer the questions from memory, but that you should be able to
find the answers fairly easily by looking back through the module. Please cover the answer column until
you have done your best with the questions. If you are puzzled about anything, please send your query
to css.courses@bodleian.ox.ac.uk
Questions
Answers
What sources should you use (in order of preference) for

Designation of Edition?
Same source as title proper; another

source within the resource; external
source as for title proper (accompanying
material; container in which it is housed;
published descriptions; any)
What subfield code should you use for an ISBN which has
been used before for a different resource?
$z
Three of the ISBNs/SBNs below are different versions of the

same number. Which two are different numbers?
978030433323X
9780304343232
978030433323X
0344343237
0304343234
304343234
0344343237
The others all share the 8 core digits
30434323.
What should the 245 2nd indicator be for the following title?
An ordinary romance / by a factory girl.
What indicators would you use (i) for a cover title and (ii) for
a portion of a title in a 246 field?
4 (counting A-n-space-quotation mark);

but you would not count a quotation
mark if there were no initial article
present.
(i) 14
(ii) 30
Which of the following statements (in whole or in part)

would you put in a 250 field?
Revised and enlarged
3rd edition
RDA version
This edition first published 1998
Student edition
This World Cup edition 2000.
Abridged
Previous hardback edition published 2001.
Revised and enlarged

3rd edition
RDA version
Student edition
World Cup edition
Abridged
Do you always need two 264 fields?
If no copyright date is given you only

need one.
Which 300 subfield gives the number of plates in a resource?
$a
What subfield codes does this 490 field need?
490 1_ $aOccasional papers / DalekHuman Peace Forum,$x1234-5678.$aB,
490 1_ Occasional papers / Dalek-Human Peace Forum,

-8-
1234-5678. B, Oxbridge series ; no. 20
Oxbridge series ;$vno. 20
If an OLIS record has a 490 field, what other field should it

have?
An 8XX field (series access point).
Under what circumstances would you give the pagination of

bibliographical information found in a resource?
If the resource has a formal list of

bibliographical materials rather than just
mentioning them in notes.
Should you tidy up the capitalisation and punctuation of

phrases which you quote in a 500 note?
Not if quotation marks are used.
Module 2
P ractical 2A
In the records which you created for practice examples 1-4, underline any entities mentioned for which
you should provide authorised access points.
P ractical 2B
In the records which you created for practice examples 1-4, make bold the entity which will be main
entry for each record. If the main entry is not the title proper (245), set 245 first indicator to 1; if it is,
set the first indicator to 0.
P ractical 2C
In the records which you created for practice examples 1-4, create AAPs for any persons or families
which require AAPs, using 100 for any main entries and 700 for any added entries. Choose relators from
the lists in 2.3a for the moment - you will be introduced to the RDA Toolkit in the next class.
P ractical 2D
In the records which you created for practice examples 1-4, create AAPs for any corporate bodies which
require AAPs, using 110/111 for any main entries and 710/711 for any added entries. Please be
particularly careful about the first indicator. Choose relators from the lists in 2.3a and 2.3c.
P ractical 2E
In the records which you created for practice examples 1-4, create AAPs for any works or expressions
which require AAPs, using the appropriate MARC coding.
You have now finished your document of practicals for Module 2. Please send it to
css.courses@bodleian.ox.ac.uk, to arrive by the end of the second day before Contact Session 1. For
instance, if the class is on a Friday, the document should arrive by the evening of the preceding
Wednesday.
see overleaf for Quiz 2

-9-
Quiz 2
Questions
Answers
Which of the following entities should normally be given an

AAP?
author
editor
writer of 10-line foreword
a work which is being reissued under a different title
managing director of firm publishing the resource
commission producing a final report
chair of a commission producing a final report
translator
substantial works contained in the resource
art gallery publishing a catalogue of its collection
dedicatee
the chapters in the resource being catalogued
major sponsoring body
7 sponsoring organisations who each contributed

0.3% of the costs but insisted on having their logos
on the cover
Which of the above entities could be the main entry of a

record?
author
editor
a work which is being reissued

under a different title
commission producing a final

report
chair of a commission producing

a final report
translator
substantial works contained in

the resource
art gallery publishing a catalogue

of its collection
dedicatee
major sponsoring body
author
a work which is being reissued

under a different title
commission producing a final

report
art gallery publishing a catalogue

of its collection
When cataloguing Animal farm should you make an AAP for

Eric Blair or George Orwell or both?
George Orwell
If you are cataloguing a resource with a contributor called

John Brown and have no differentiating information for him
except that he is a photographer, should you use this
information in his AAP?
No; leave complex differentiation to

BMAC. If he is not important enough to
refer to BMAC you can just leave the AAP
as Brown, John.
What should the first indicator be for this English village?
1, because it is a placename
representing a corporate body.
X10 ?_ $aPishill (England)
X00 1_ $aChurchill, Winston,$d18741965
Winston Churchill has two AAPs:

X00 1_ $aChurchill, Winston,$d1874-1965
X10 1_ $aGreat Britain.$bPrime Minister (1940-1945 :
Churchill)
Which one should you use when cataloguing A history of the
English-speaking peoples?
- 10 -
How would you form an AAP for the Slough Section of the
Real Rhubarb Companys Personnel Department? The
Personnel Department is part of Human Resources.
X10 2_ $aReal Rhubarb

Company.$bPersonnel
Department.$bSlough Section.
(Human Resources cannot be the first
body, because it is not entered directly
itself; and it is not needed as an
intermediate level, because the company
will only have one Personnel
Department.)
- What second indicator should you use when making an

added entry for a work on which your resource is based?
Blank
- What second indicator should you use when making an

added entry for works contained in your resource?
Sweetie Pye wrote a novel under the title The holiness of the
hearts affections, which was later republished as Loves
young dream. How would you enter the author, title proper
and original title when cataloguing Loves young dream?
100 1_ $aPye, Sweetie,$d1942-1999.

240 10 $aHoliness of the hearts
affections
245 10 $aLoves young dream.
The Carbon footprint series of guidebooks is published for

the U.S. market by Brown Books in New York and for the
U.K. market by Dodo in London. They are not publishing
jointly. There is already a NACO series record with the AAP
Carbon footprint, but its 643 field specifies that it is
published by Brown Books. You have a guidebook published
by Dodo. Can you use the NACO AAP? If not, what should
you put in your 8XX field?
830 _0 $aCarbon footprint (Dodo (Firm :

London, England))
Sweetie Pyes most popular novels were reissued after her

death in a series called The Sweetie Pye collected edition. If
you were cataloguing one of them, how would you form an
access point for this series?
800 1_ $aPye, Sweetie,$d19421999.$tNovels.$kSelections.
The title page of a resource says that it is by Aurelius

Augustinus, Bishop of Hippo. Use the NACO record example
in Module 2.4 to decide what AAP you should use.
100 0_ $aAugustine,$cSaint, Bishop of

Hippo.
- 11 -
It would be OK to use the following if you

were sure there was no other firm named
Dodo:
830 _0 $aCarbon footprint (Dodo (Firm))
Module 3
Tickletums Healthy Eating - Meat Free!
[Colophon]
[Front cover]
Published by SCAM International
99 Favourite
SCAM 2008, 2010
Porrige Recipes
ISBN-13: 978-0-133-19013-5 (paperback)

ISBN-10: 0-133-19013-6 (paperback)
ISBN-13: 9780-133-19014-5 (book and apron set)
ISBN-10: 0-133-19014-2 (book and apron set)
ISBN-13: 9780-133-19015-5 (CD)
ISBN-10: 0-133-19015-X (CD)
by
Goldilocks and
The Three Bears
Recipes created by Ambrose

Food photography by Gina Gelato
TeddyTot Press ltd
Sponsored by the Child Nutrition Trust
Honeytown, Candyland
MIX
More details:
Physical description: paperback; 24 cm;
pages numbered 2-111; many coloured
illustrations; 7 unnumbered plates, printed on one
side only; back cover folds out to show an
imperial/metric conversion chart on the inside
[Back cover]
Tickletums Healthy Eating

Number Four
The SCAM webpage gives a contact

address in Timbuktu. The 008 code for Mali is ml^.
Try more of our new MEAT FREE! recipes

5. Tasty Tapioca
6. Super Semolina
7. Riotous Rice
978-0-133-19086-X
ISBN: 0-133-19086-5
There is a NACO record for a series with

the authorised access point Tickletums healthy
eating, with SCAM given as publisher in 643. The
642 field gives the model bk. 1 for the numbering
style.
There is a NACO record on which Gelato

Gina is a 4XX. Its 1XX is, Zabaglione, Gina based
on her married name.
From introduction: now with 12 extra

superlicious recipes. Amazon shows a previous
paperback issue dated 2008, with ISBN 9780133190135.
The NACO record for Child Nutrition Trust says that the name officially changed to SuperChild UK in
June 2009. There is a NACO record for SuperChild UK (Organisation).
- 12 -
P ractical 3A
In a Word document, start a record for practice example 5 by creating all the necessary 020 fields and
any 500 notes relating to ISBNs. Consider all the ISBNs, wherever they are found. Is it OK to treat the
number on the back cover beginning 978 as an ISBN? Where are you most likely to find the correct
current ISBNs? Do they need any qualifiers? What qualifiers should you use for the various kinds of
incorrect or invalid ISBNs?
P ractical 3B
Add a 245 field to your record, and also any 246 or 500 fields required for title or statement of
responsibility. Which field will you use if you need a note about a corrected form of the title? Are there
statements of responsibility in more than one source, and, if so, will they all go in 245?
P ractical 3C
Add a 250 field to your record if you think it needs one. Is there an edition statement on the resource?
If not, do you have any strong reason for supplying one? If so, how will you show that it is supplied? Do
you need any explanatory notes?
P ractical 3D
Add 264 fields to your record for publication and, if necessary, copyright. What publisher should you
record for the resource, and what is the corresponding place? What date should you record in 264 _1 $c
Do you need to supply or correct any information? If so, how will you do this?
P ractical 3E
Add a 300 field to your record. Do you have pages or leaves of plates? Do you need any notes to give
further details of the description?
P ractical 3F
Do you need one or more 490 fields? Are there any series-like phrases which should be treated as
quoted notes? If there is a true series, does it have a subseries? Does it have numbering within series
or subseries? If so, where should subfield $v go? Do you need a separate subfield for subseries? If so,
what is the subfield code?
P ractical 3G
Do you need any more 5XX notes? Make sure that any 008 data or access points which you will want is
explained somewhere in the description. (If you miss anything, you can come back and add more 5XX
later.)
P ractical 3H
Add an 008 field to your record. Where you have corrected information found on the resource,make sure
the 008 reflects the corrected information rather than the information as found.
- 13 -
P ractical 3I
Underline or highlight the entities in your descriptive fields for which you should make AAPs. Have a
good look through the example in case you have missed any important entities and amplify the
description if necessary.
Can Goldilocks have an AAP? If so, does it need to be qualified with $c(Fictional character)? (See
Module 2.3a (xv).)
Can the three bears have an AAP?
Decide which access point should be main entry.
P ractical 3J
Add AAPs to your record for any persons or families you have highlighted. Remember to use a NACO
AAP if available. Should you use Gelato, Gina or Zabaglione, Gina?
P ractical 3K
Add AAPs to your record for any corporate bodies you have highlighted. Remember to use a NACO AAP
if available. Should you use Child Nutrition Trust or SuperChild UK (Organisation)?
P ractical 3L
Do you need any AAPs for the work embodied in this resource or for related works or for works contained
in the resource?
P ractical 3M
Do you need a series AAP? If so, is there a NACO record you should use? Do you need to add any
subseries or numbering elements? Might any numbering come between series and subseries and
interfere with filing? If so, what workaround should you use? Should you take the caption for the
numbering from the NACO record or from the resource?
Quiz 3
Please do not guess. Unless you are sure of the answers, consult the relevant sections of Module 3.
Questions
Answers
Which of the elements entered in 264 _1 may never be

conjectural?
Publishers name.
How would you enter the date of publication for an undated

book Ration-book recipes with a foreword by Vera Lynn?
(You can easily discover when the rationing associated with
WWII began and ended from Wikipedia.)
,$c[between 1940 and 1954?]
- 14 -
How would you deal with a resource which has on its

preferred source A Waste of Money by B. Keeper and whose
spine, confirmed by the publishers website, gives the title as
A Taste of Honey?
245 12 $aA waste of money /$cby B.

Keeper.
246 1_ $iTitle should read:$aTaste of
honey
500 __ $aCorrect title from spine and
publishers website.
The title page of a book about New Zealand donated by a

New Zealander has
Smith Books
Wellington
264 1_ $aWellington [N.Z.]
The abbreviation is taken from Appendix

B.11.
What would you put in 264 _1 $a?

A book has pagination sequences numbered i-vi, 2-259, A227, B2-10, G2-14, I2-21, as well as a fair number of blank
pages and unnumbered pages. If you did not want to record
all the sequences separately, what could you do instead?
300 __ $aApproximately 340 variously

numbered pages
(or whatever you consider a reasonable
approximation)
A short town guide consists of an A4 sheet folded into three

widthwise, with the sections thus produced numbered 1-6.
The content includes text, photos and a map. What would
be recorded in a 300 field for this resource?
300 __ $c1 folded sheet (6 pages)

:$billustrations, map ;$c21 x 30 cm
folded to 21 x 10 cm.
Its easy to play the bagpipes has no separate series
245 00 $aIts easy to play the bagpipes.

500 __ $aSeries numbering from: Its
easy to play the trombone. 2011.
830 _0 $aIts easy to-- $v25.
statement, but there is a NACO record for an Its easy to--

series associated with the same publisher (its 642 shows
numbering with no caption); and Its easy to play the
trombone, published in 2011, has a series listing which
includes it at number 25. How would you deal with this
situation?
No 490 is needed, not even in square

brackets, because there is no series
statement on the resource and the access
point is adequately explained by the 245
data.
Please look at the NACO record for California Prune Board in

Module 3.2.2.c. For what resources, if any, would it be
correct to use the following headings:
California Prune Advisory Board
Resources issued before 1 July 1980.
California. Dept. of Food and Agriculture. California Prune

Board
Never. 4XX headings are never valid.
The village of Little Happening was officially renamed Little

Happening-on-Ooze in 1990. How would you construct an
access point for the village in a record for its 1985 by-laws?
- 15 -
110 2_ $aLittle Happening (England)
Your library has several copies of the Penguin Animal Farm,

printed at various times, some with London as place of
publication and others with Harmondsworth. They are
otherwise identical. Do they need separate records?
Yes (alas), because there is a difference

in a descriptive element.
Do photocopies of exam papers need full-level OLIS records?
No.
- 16 -
Module 4
[Title page 2]
[Title page 1]
Horaz
Q. Horati Flacci
Oden
Carmina
Denkmal dauerhafter als Bronze

bergesetzt
mit Einleitung und Anmerkungen
von
Johannes Braun
2nd edition
Antiquitas XXX
Zweite Ausgabe
Das Altertum Nummer dreiig
Leucopetrae
apud Jacobum Candidum
MCMLVII
Jacob von Weiss

Weienfels
MCMLVII
Notes:
This is a stylish German translation of a Latin text, with an introduction and copious footnotes in
German. The Latin text is also included, for reference.
Hardback, 21.5 cm high.
Pagination: various unnumbered pages (including title pages), pages numbered ii-cxlii, various blanks
and unnumbered pages, German and Latin texts on facing pages, each numbered 2-147; various
unnumbered pages and blanks.
The footnotes include bibliographical information.
The NACO AAP for the author is: X00 0_ $aHorace.
The NACO AAP for the work is: X00 0_ $aHorace.$tCarmina.
There is a NACO AAP for a series called Altertum, but its 643 associates the series with Angst Bcher
in Hamburg.
P ractical 4A
Make sure that you understand (more or less) the Example 6 title pages and can identify all the
elements. They are not necessarily in the same order on both title pages. Try dictionaries, colleagues
or friends. If desperate, email CSS.
Mark any character in the title pages which you would not be able to transcribe into ordinary MARC
fields.
- 17 -
P ractical 4B
Identify any elements in example 6 which are titles or will require AAPs, and mark any initial articles
which you will need to omit.
Are any statements of responsibility grammatically integrated into titles? If so, make a note that they
must be recorded as part of the title, not as a separate element.
Identify and mark any prepositions which you will need to retain because they affect the form of other
words in the element.
On the German title page mark any nouns which need to retain their capitalisation.
P ractical 4C
Label all the descriptive elements on the title pages which should be transcribed in the original language.
P ractical 4D
In a Word document, start a new record for example 6.
Decide which language is predominant, enter that in 008/35-37 and complete the 008 field.
Create appropriate 041 and 546 fields.
P ractical 4E
Decide which of the two title pages in example 6 is the preferred source.
P ractical 4F
On the preferred source, the edition information occurs in both English and German. Which should
you prefer?
Add 245, 250, 264 and 490 fields to your record on the basis of your previous decisions about which
data to prefer. (Do not try to include any versions of the data in other languages for the moment.)
What should you do about dates in roman numerals (see Module 1, 1.4e (vii))?
P ractical 4G
Add any parallel data required in your 245, 250, 264 and 490 fields. Do you need a 246 field for the
parallel title?
P ractical 4H
Add a 300 field and 33X fields.
P ractical 4I
Make any AAPs required for persons, families or corporate bodies, using the NACO AAPs provided if they
are for the right entities, and otherwise creating new ones. Add suitable relator terms.
P ractical 4J
Make an AAP for the series. Does it need a parenthetical qualifier?
- 18 -
P ractical 4K
Make AAPs to represent the two language-versions contained in the resource. Do they both need $l
subfields?
Quiz 4
Please do not guess. Unless you are sure of the answers, consult the relevant sections of Module 4.
Questions
Answers
How would you record the title found on the resource as The
Paradox? is the Greek character sigma (upper case).
245 ?4 $aThe [Sigma] paradox.

246 3_ $aSigma paradox
500 __ $aThe title on the resource uses
the Greek character sigma (upper case).
Construct an 041 field for a videorecording of Otello sung in

the original Italian with English, French and German subtitles
and an accompanying libretto in Italian, English, French and
German.
041 1_ $dita$jeng$jfre$jger$nita$eeng
$efre$eger$hita
Should a 5XX note Translated from the Portuguese have the

field tag 500 or 546?
500; 546 is only for the languages of the

resource itself.
Should you routinely include parallel statements of

responsibility for series in 490 and/or 8XX?
No statement of responsibility is included

in 490 unless the series title to which it
relates is not distinctive on its own.
8XX includes neither statements of
responsibility nor parallel information.
If an OLIS record which matches a resource you have in

hand has the STA message Check: English? AACR2?
MARC21? LCSH, what should you do?
Convert it thoroughly to the standards

used by OLIS (RDA rather than AACR2),
following the instructions in Converting
foreign-language records.
A bank has the French name Banque Crsus, the English

name Croesus Finance and the German name KrsusBank.
Its official languages are French and English. Which name
would you use as the basis of an access point for it?
Croesus Finance.
Where there are multiple official
languages including the language of the
cataloguing agency, that language is
preferred.
If you see the following fields in an OLIS record or a record

you have just downloaded, should you (i) change the 440
tag to 490, (ii) add an 8XX series AAP and (iii) change the
440 to 490 in 880 $6?
No. Never interfere with an 880 or a field

paired with an 880 unless you have been
trained to edit nonroman records.
440 _0 $6880-03$aBibliothk Agamemnon

880 _0 $6440-03$aB
- 19 -
Module 5
Digital babysitters
[Case]
Compact
Uncle Tony
DISC
Audio
read by Liam Luck

SCAM UK plc
ISBN: 978-0-141-34862-9
2003
Unabridged
Stereo
Running time 37 minutes
Notes:
A standard-size audio CD in a standard jewel case.
P ractical 5A
Create any 020, 245, 250, 264, 490, 8XX and 500 fields required for this record.
Add any access points required for people, or corporate bodies, with appropriate relator terms if
available. None of them have NACO records. Can you find an appropriate term for the reader in RDA
Appendix I? Remember to look in the appropriate list (Relationship Designators for Contributors).
At the top of the record list the appropriate values for 008/06 (Date type), 008/07-10 (Date 1),
008/11-14 (Date 2), 008/15-17 (Country - you will need to use the MARC code lists, either on the
MARC site or in Aleph) and 008/35-37 (Language), writing each on a separate line, e.g.
008/06=s
008/07-10=2003 (etc.)
The MARC standards represent blanks as #, but please write them as carets (^), because that is how
Aleph displays them.
P ractical 5B
Decide what format the record should have. Write this at the top of the record as FMT=??
Decide what value the record should have in LDR/06. Write this under the format as LDR/06=?
P ractical 5C
Follow the link to the MARC Standards for 008 and find the information for 008/18-34 appropriate to
the format of the record. Choose appropriate values for each position and insert these in the 008 list
- 20 -
you began in Practical 4A. You may need to use codes for Not applicable, Unspecified, Unknown or
No attempt to code in some positions.
For more information about navigating the MARC Standards, see Module 5 Appendix 1.
P ractical 5D
Use the instructions in Module 5 Appendix 1 to find the MARC instructions for 007 fields for resources of
the physical type you are dealing with. List the appropriate values for each position for this resource, as
you did for 008, e.g.
00=s
01=d (etc.)
You may need to use codes for Not applicable, Unspecified, Unknown or No attempt to code in some
positions.
P ractical 5E
Create a 300 field for this resource:
- Use an appropriate carrier type in 300 $a. Are you allowed to use a term in common usage?
- Do you need a 300 $b for this resource?
- Do you need a 300 $c for this carrier?
P ractical 5F
Add appropriate 33X fields for this resource.
P ractical 5G
Add appropriate 34X fields for this resource.
Quiz 5
Questions
Answers
Could you edit a record for a resource published in 1750?
No. This resource should be catalogued

to Antiquarian standard, and may well
have an OWN field to prevent anyone
without antiquarian training from editing
it. Even if it was not actually created to
antiquarian standard, only someone with
antiquarian training should sort it out.
Are all brief OLIS records for temporary use?
No. Brief permanent records may be

created for grey material such as
pamphlets and photocopies.
Could you use the oxflocalrda template for a sound

recording?
No. It does not have the correct format.
What is the preferred source of information for the title of a

film?
Title frame or title screen.
- 21 -
Use the MARC standards for field 008 to find out what
information is held in 008/18-21 in MP format.
Relief.
If you are cataloguing a book with an accompanying CDROM, what values will you need for 006/00 and 007/00?
006/00=m
007/00=c
Which field do you use to specify system requirements?
538
Would an electronic document on a flash drive use CF format

or BK format?
BK
Are offprints routinely catalogued at full level?
No.
Are online theses treated as published or unpublished

material?
Published.
Can the director of a film be the records main entry?
No.
- 22 -

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0. Bibliographic records.

Last revised October 2014

Module 0: Introduction to bibliographic records

0. Bibliographic records. Last revised October 2014

0.1. Bibliographic records, item records, holdings records

0. Bibliographic records. Last revised October 2014

0.2. Why dont cataloguers use their common sense?

0.3. What readers want

0. Bibliographic records. Last revised October 2014

Some people might be happy with any issue of Alice in Wonderland

or a childrens version or a large-print version or a copy in a particular language

0. Bibliographic records. Last revised October 2014

0. Bibliographic records. Last revised October 2014

FRBRs user tasks

Other uses of the catalogue

0. Bibliographic records. Last revised October 2014

0.3b Questions of description

Issues for description

The condition of the book, e.g. whether it is dog-eared?6

Where does the title information end?

Would it matter if some copies had ed. instead of edition?

No, that information belongs in items/ holdings records.

0. Bibliographic records. Last revised October 2014

publishers website showed a different ISBN?

What elements should we include?

Where exactly will we take our information from?

How will we write it?

0.3c Questions of access

0. Bibliographic records. Last revised October 2014

Issues for access 1

0. Bibliographic records. Last revised October 2014

Issues for access 2

Odor and Corrosion

Issues for access 3

0. Bibliographic records. Last revised October 2014

0.4a Shared Cataloguing Programme

Mathematical and economic theory of road pricing

0. Bibliographic records. Last revised October 2014

The Mammoth Book of

0.4b NACO authority records

0.5. The international standards

International Standard Bibliographic Description rules for punctuation.

0. Bibliographic records. Last revised October 2014

01639nam 92200325 i 4500

0. Bibliographic records. Last revised October 2014

0.5a RDA and ISBD practices

Edition statement (edition statement and statement of responsibility relating to edition)

Publication statement (place, publisher and date)

Series statement (series title, ISSN, numbering in series)

Various notes - corrections, clarifications, information about contents, publication history,

Where was the title statement taken from?

Where was the series title taken from?

The series title page.

Was any title-page information omitted?

Was any information added to the title-page information?

0. Bibliographic records. Last revised October 2014

What about the misspellings of Carroll and Tenniel?

What happened to the capitalisation?

Were any abbreviations used?

Only those found on the resource, e.g. M.BSt.

Which date was used?

How were the pages counted?

The publication date.

By the last numbered page; the unnumbered pages were ignored.