Pan-Canadian
RDA Training Module:
Cataloguing with RDA
Identifying persons, families,
corporate bodies & places and
recording attributes
Based on modules from RDA Test at LC and GPLS Cataloging Summit
Modified by:
Alison Hitchens
University of Waterloo Library
ahitchen@uwaterloo.ca
Re-Use of Materials
This work is licensed under the Creative
Commons Attribution-NonCommercialShareAlike 2.5 Canada License.
To view a copy of this license, visit
http://creativecommons.org/licenses/by-ncsa/2.5/ca/ or send a letter to Creative Commons,
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California, 94041, USA.
RDA Module - Identifying persons etc.
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Acknowledgements
• On behalf of the Pan-Canadian RDA trainers, I would like to
thank the Library of Congress for allowing use and
modification of their training modules and supplementary
RDA training materials (for RDA Test at LC, June 2010 and
Georgia Public Library Cataloging Summit (August 2011) and
RDA Refresher Training at LC (October 2011) available at
http://www.loc.gov/aba/rda/training_modules.html
• Thank you also to the copyright holders of RDA Toolkit for
permission to copy screens and the RDA logo for educational
purposes. All screens copied are identified with: "Screen
image from the RDA Toolkit (www.rdatoolkit.org) used by
permission of the Co-Publishers for RDA (American Library
Association, Canadian Library Association, and CILIP:
Chartered Institute of Library and Information Professionals”.
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Brenndorfer’s RDA in 10 Easy Steps
Step 6 - Consider the persons, families and
corporate bodies associated with the book
– Record the things that help people identify a
person/family/corporate body.
– End with the construction of the authorized access point for the
person/family/corporate body, with the other identifying
elements going into new or existing MARC authority fields.
Construct variant access points as required.
Source: Brenndorfer, Thomas. RDA
in 10 easy steps. (January 2011)
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Objectives of this module
• Be able to identify persons, families and
corporate bodies by using or adding additional
elements in authority records
• Be able to record persons, families and
corporate bodies by using or creating
authorized access points
• Understand when to use attributes as part of
the authorized access point
• Be aware of chapter 16 for identifying places
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Relevant RDA chapters
•
•
•
•
•
8
9
10
11
16
General guidelines...
Identifying persons*
Identifying families*
Identifying corporate bodies*
Identifying places**
*FRBR/FRAD group 2 entities
**FRBR/FRAD group 3 entity
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Review: FRBR/FRAD user tasks
• FIND persons, families, and corporate bodies that correspond to the
user's stated search criteria
• IDENTIFY the person, family, or corporate body represented by the
data (i.e., confirm that the person… is the one sought, or distinguish
between two or more persons… with … similar names)
• UNDERSTAND the relationship between the name used to
represent the person… and another name by which that person… is
known (e.g., a different language form of the name)
• UNDERSTAND why a particular name has been recorded as a
preferred or variant name.
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Review: vocabulary
• Heading
Authorized access point
• See reference
Variant access point
• Core elements = elements that support the
user tasks find and identify
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Authorized access points
• How to identify (RDA 8-11)
• Form of authorized access point (RDA 8-11)
• Who to record in bibliographic records (RDA
18-22)
• Who to record as related access points in
other authority records (RDA 29-32)
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Variant access points
• Which variants to include in authority
record as 4XX fields?
– None are core in RDA
– LC policy: Cataloguer judgment
– PCC, consortia, and local libraries may want to
develop “best practices”
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MARC changes for
RDA Name Authority Records (NAR)
• Two clues that the authority record is an
RDA record:
– 008/10: value “z” (Other)
– 040 $a ___ $b ___ $c ___ $e rda
• You may also notice some of the new MARC
fields such as 370 for associated place
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Already an NAR in LC Name Authority
File (NAF)?
• During Test, if the RDA form is different from the AACR2
form, the RDA form is given in a 7XX field with a 2nd
indicator of “4”.
• This practice has been discontinued.
• You could still find authority records with the 7XX field:
– If the 1XX and the 7XX are the same, delete the 7XX
– If the 1XX and the 7XX are different, do not remove the 7XX.
These types of NARs will be reviewed as part of a PCC project.
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Context of this module
• Elements in authorized access points
• Other identifying elements
• New fields for some of the data elements in
authority records
• Not how to create authority records
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General guidelines (RDA 8)
•
•
•
•
Terminology
Core elements
Language and script
Recording names
–
–
–
–
Capitalization – follow appendix A
Numbers, hyphens: give as found
Spacing of initials and acronyms
Abbreviations – follow RDA appendix B
• Additional notes for authority records
– Scope of usage
– Source consulted, etc.
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1 Exploring RDA
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Assemble elements to create access
points
• All elements for identification are listed first
• Cataloguers choose from those elements the
ones needed for use in the authorized access
point in order to distinguish between entities
• RDA is broader in scope than AACR2 –
identification of entities not just “ name
headings”
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2 Exploring RDA
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Chapter 9
IDENTIFYING PERSONS AND
RECORDING ATTRIBUTES
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Persons: scope of “person”
• Definition (RDA 8.1.2) = “An individual or an
identity established by an individual (either
alone or in collaboration with one or more
other individuals)”
• RDA 9.0: Includes fictitious entities
– Caillou, Mamma Yamma, etc. now in scope if
presented as having responsibility in some way for a
work, expression, manifestation, or item
Modified from: RDA Test at LC:
June 2010 -- module 4, slide 12
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Preferred name (RDA 9.2.2)
• Form to be used when constructing the authorized
access point
• If individual has more than one identity, a preferred
name for each identity (RDA 9.2.2.8)
– No time period restrictions
• Choose the form most commonly known
– Variant spellings: choose the form found on the first
resource received (RDA 9.2.2.5.4)
• Includes relationship words such as Jr., Sr., IV, etc.
Modified from: RDA Test at LC: June
2010 -- module 4, slide 15
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Title (9.4) and Other designations (9.6)
• Title is limited to:
– Royalty, nobility or ecclesiastical rank or office
– Person of religious vocation
– E.g. King, Pope
• Any other designation has very limited scope:
– Christian saints
– Spirits
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Date associated with the person
• Three dates:
– Date of birth (RDA 9.3.2) *
– Date of death (RDA 9.3.3) *
– Period of activity of the person – if needed to
differentiate and dates of birth/death not known – no
restrictions on time period (RDA 9.3.4)
• Guidelines for probable dates (RDA 9.3.1)
*LC policy: core when readily available
Modified from: RDA Test at LC:
June 2010 -- module 4, slide 19
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Changes when giving dates for persons
• Abbreviations “cent.,” “ca.,” “b.,” “d.,” and “fl.” not
in appendix B
– “cent.” becomes “century”
– “approximately” replaces “ca.”
– “b.” and “d.” dates: LC Policy - use hyphens instead of
spelling out the abbreviations
– LC Policy - Use “active” for “fl.”
Chrétien, Jean, $d 1934Chrétien, Jean, $d born 1934
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Fuller form of name (RDA 9.5)
• Scope:
– Full form of a part of a name represented only by an
initial or abbreviation in the form chosen as the
preferred name, or
– A part of the name not included in the form chosen as
the preferred name (change from AACR2)
LC policy: only when needed to differentiate
100 1# $a Riel, Louis $q (Louis David)
$d 1844-1885
Modified from: RDA Test at LC: June
2010 -- module 4, slide 23
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Profession or occupation (RDA 9.16)
• Core:
– for a person whose name consists of a phrase or
appellation not conveying the idea of a person, or
– if needed to distinguish one person from another with
the same name
100 1# $a Smith, Michael $c (Chef)
Modified from: RDA Test at LC: June
2010 -- module 4, slide 27
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Elements for Identifying Persons:
MARC fields
046: special coded dates
370: associated place*
371: address*
372 field of activity*
373: associated group*
374: occupation
375: gender*
377: associated language*
378: fuller form of personal name
678: can include biographical information*
*elements not used in 100 but useful for identification
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Persons example
046 $f 19310710 date of birth
Place of birth; associated country;
place of residence
100 $a Munro, Alice, $d1931370 $a Wingham, Ont. $c Canada $e Clinton, Ont.
374 $a Short-story writer occupation
375 $a female gender
377 $a eng language that she writes in
378 $q Alice Ann fuller form of name
400 $a Laidlaw, Alice Ann, $d1931- variant name
678 $a Alice Ann Munro (née Laidlaw) is a Canadian
short-story writer and three-time winner of Canada’s
Governor General Award for English-language fiction...
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3 Identifying persons
4 Verifying access
points
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RDA chapter 10
IDENTIFYING FAMILIES AND
RECORDING ATTRIBUTES
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Scope and Role of “family”
• Definition: “two or more persons related by
birth, marriage, adoption, civil union, or
similar legal status, or who otherwise present
themselves as a family” (RDA 8.1.2)
• Role: creators, contributors etc.
– Important for archives, museums, special
collections, genealogy newsletters, family reunion
publications etc.
Modified from: LC RDA for Georgia
Cataloging Summit, slides 35-36
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Name Authorities vs. Subject
Headings
• Ch. 10 applies to distinctive family entities
• Continue the current subject cataloguing
policy for general family groupings
• There will be separate authority records in
LC/NACO authority file and in LCSH
Modified from: LC RDA for Georgia
Cataloging Summit, slide 37
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Preferred Name (RDA 10.2.2)
• Form to be used when constructing the
authorized access point
– Variant name used in variant access points
• Choose the form most commonly known
– Surname or equivalent
– Royal house, dynasty, clan etc.
100 3# $a Eaton
Modified from: LC RDA for Georgia
Cataloging Summit, slide 40
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Type of family (RDA 10.3)
• Scope = categorization or generic descriptor
for the type of family
– Cataloguer’s choice, e.g. “Family,” “Clan,” “Royal
house,” “Dynasty,” etc.
100 3# $a Eaton (Family)
Modified from: LC RDA for Georgia
Cataloging Summit, slide 41
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Date associated (RDA 10.4)
• Scope = “a significant date associated with a
family,” e.g.
– 1802-1945
– 4th-9th centuries
100 3# $a Eaton (Family : $d 1869-1999)
Modified from: LC RDA for Georgia
Cataloging Summit, slide 42
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Place associated (RDA 10.5)
• Scope = “place where a family resides or has
resided or has some connection”
• Include in access point if needed to distinguish
or identify
• Give place in its form as an authorized access
point (see RDA 16)
100 3# $a Eaton (Family : $d 1869-1999
: $c Toronto, Ont.)
Modified from: LC RDA for Georgia
Cataloging Summit, slide 43
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Prominent member (RDA 10.6)
• Scope = “a well-known individual who is a
member of a family”
• Include in access point if needed to distinguish
or identify
• Give name in form as an authorized access
point (see RDA 9)
100 3# $a Trudeau (Family : $g Trudeau,
Pierre Elliott, 1919-2000)
Modified from: LC RDA for Georgia
Cataloging Summit, slide 44
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Elements for identifying families:
MARC fields
• 046: Special coded dates*
• 370: Associated place*
• 376: Family information*
– Type of family, prominent member, hereditary title**
• 678: can include family history
*new fields
**hereditary title never included in authorized access points
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Family example
046
$s 1869 $t 1999 associated dates
100 3# $a Eaton (Family : $d 1869-1999 : $c Toronto, Ont.)
370
$e Toronto, Ont. Place of residence
376
$a Family $b Eaton, Timothy, $d 1834-1907
type of family; prominent member
678 0# $a Timothy Eaton was born in March 1834 in
Ballymena, Northern Ireland. At the age of 20 he moved to
Ontario. He married Margaret Beattie in 1862 and had 5
children. He opened a dry goods store in 1869 in Toronto
which was the cornerstone for the large Canadian retail
chain Eaton's. John Craig Eaton inherited the business in
1907... The business finally went bankrupt in 1999
family history
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5 Code the elements in the correct
MARC fields
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Chapter 11
IDENTIFYING CORPORATE BODIES
AND RECORDING ATTRIBUTES
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Scope of “corporate body”
• Definition (RDA 8.1.2) = “an organization or group of
persons and/or organizations that is identified by a
particular name and that acts, or may act, as a unit”
• Includes ad hoc events (such as athletic contests,
exhibitions, expeditions, fairs, and festivals) and
vessels (e.g., ships and spacecraft)
Source: RDA Test at LC: June 2010 -module 4, slide 40
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Preferred name for the corporate body (RDA
11.2.2)
• Choose the form most commonly known
• Variant spellings: choose the form found in the
first resource received (RDA 11.2.2.5.1)
• Not abbreviating “Department” (should not
have abbreviated in AACR2 headings either)
Modified from: RDA Test at LC: June
2010 -- module 4, slide 42
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Some categories of corporate bodies
• Subordinate/related non-government bodies
recorded subordinately – RDA 11.2.2.14
• Government bodies recorded subordinately –
RDA 11.2.2.19
• Legislative bodies – RDA 11.2.2.22
Modified from: RDA Test at LC: June 2010
-- module 4, slide 45
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Location of headquarters (RDA 11.3.3)
• Scope = country, state, province, etc., or local place of
headquarters, or geographic area of corporate body’s
activities
• Core if needed to distinguish one corporate body from
another with the same name
• Use same form as the authorized access point for the
location(Ch. 16)
110 2# $a Manitoba Rolling Mills (Selkirk, Man.)
Modified from: RDA Test at LC:
June 2010 -- module 4, slide 47
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Date of establishment (RDA 11.4.3)
or termination (RDA 11.4.4)
• Scope = year in which a corporate body was
established or terminated
• Give if needed to distinguish the name of one
corporate body from another
110 2# $a Conservative Party of Canada (2003- )
Modified from: RDA Test at LC: June
2010 -- module 4, slide 49
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Associated institution (RDA 11.5)
• Core:
– for conferences, etc., if the institution’s name provides better
identification than the local place name or if the local place
name is unknown
– if needed to distinguish one corporate body from another with
the same name
• In the form and language recorded as the preferred
name for the institution (not the whole authorized
access point for the institution)
Modified from: RDA Test at LC: June
2010 -- module 4, 50
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MARC for Associated institution
• For access point:
– Conference: subfield $c
– Other corporate bodies: add to the preferred name of
the corporate body (subfielding and punctuation will
vary)
111 2# $a Symposium on Risk in New Technologies $n(1st :
$d 1981 : $c University of Waterloo)
110 2# $a CGA Accounting Research Centre
(University of Ottawa)
Source: RDA Test at LC: June 2010 -module 4, slide 51
RDA Module - Identifying persons etc.
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Other designation associated with the
corporate body (RDA 11.7)
• Scope:
– a word, phrase, or abbreviation indicating incorporation or legal
status; any term serving to differentiate the body from other
corporate bodies, persons, etc.
– Includes names not conveying the idea of a corporate body
• Core:
– For a body whose name does not convey the idea of a corporate
body
– if needed to distinguish one corporate body from another with
the same name
110 2# $a Tragically Hip (Musical group)
Modified from: RDA Test at LC:
June 2010 -- module 4, slide 53
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Some changes for conferences, etc.
• Merged instruction for preferred name of a
conference, congress, meeting, exhibition, fair,
festival, etc. - changes from AACR2:
– Retain frequency in the name of a conference, congress,
or meeting
– Omit year of convocation from the name of an
exhibition, fair, or festival (will be included in the
authorized access point in subfield $d)
• Locations
– Can include more than 3 locations
– Can use “Online” for online conferences
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Elements for identifying corporate
bodies: MARC fields
046: special coded dates
368: other corporate body attributes
370: associated place
371: address*
372: field of activity*
373: associated group
377: associated language*
678: can include corporate history*
*elements not used in 110/111 but useful for identification
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Corporate Body example
046 $s 2007 start date
110 $a Canada. $b Public Safety Canada
410 $a Canada. $b Sécurité publique Canada (2007)
370 $e Ottawa, Ont. headquarters
371 $a 269 Laurier Ave. W. $b Ottawa $d Canada $e
K1A 0P8 address
372 $a Public Safety Canada was created to ensure
coordination across all federal departments and
agencies responsible for national security and the
safety of Canadians field of activity
377 $a eng $a fre associated languages
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6 Identifying corporate bodies
7 Identifying core elements
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RDA chapter 16
IDENTIFYING PLACES: CHOOSING
PREFERRED NAME TO BE USED IN
AUTHORIZED ACCESS POINTS
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Place names in RDA
• Place belongs to the Group 3 FRBR entities –
entities with a subject relationship to a work
• Part of Section 4: Recording Attributes of
Concept, Object, Event & Place
– Not yet developed
• Place included in first release of RDA because
place names are used in authorized access
points
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Places are used...
• As additions to corporate body headings and
conferences
• As names of government bodies
• For recording places associated with a person,
family or corporate body
• As additions to titles of works
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Preferred Name (16.2.2)
• the name or form of name chosen to
represent a place
Choose as the preferred name
a. the form of the name in the language preferred
by the agency preparing the data, if there is one
in general use
b. the form of the name in the official language of
the jurisdiction in which the place is located
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Recording the preferred name
• Record as part of the name of a place the name of
the larger place in which it is located or the larger
jurisdiction to which it belongs (16.2.2.4)
– exceptions for countries and states, provinces, territories,
etc. of Australia, Canada, Malaysia, the United States, the
USSR or Yugoslavia and places in the British Isles
– abbreviate the name of the larger place as instructed in
Appendix B.2
Budapest (Hungary)
Jasper (Alta.)
Academy of Medicine (Toronto, Ont.)
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Variant name (16.2.3)
• Includes:
– significantly different names
– expanded names
– initialism/abbreviated form
– alternate linguistic form of name
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SUMMARY
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Authorized access point vs. Other
identifying elements
• Chapters 8-11 meet several user tasks – find,
identify, understand
– Concerned with more than just form of name
headings
– Include many elements for identification
– Some of these elements are used to create
authorized access points
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New MARC fields
(as of June 2012 update)
•
•
•
•
•
•
•
•
•
•
•
046 - Special Coded Dates
368 - Other Corporate Body Attributes
370 - Associated Place
371 - Address
372 - Field of Activity
373 - Associated group
374 - Occupation
375 - Gender
376 - Family Information
377 - Associated Language
378 - Fuller Form of Name
Source: RDA in MARC, June 2012
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What to do with an existing NAR : PCC
Policy
• PCC cataloguers creating RDA bibliographic records will use
authorized forms of names and titles established in
existing AACR2 and RDA authority records.
• If no AACR2 or RDA authority record exists, PCC cataloguers
continuing to use RDA will create RDA authority records.
The resulting RDA authorized access points will be used as
needed on RDA and AACR2 bibliographic records.
• Some bibliographic records may contain a mix of
authorized headings for different names or titles created
according to AACR2 and RDA.
Source: PCC Post RDA Test Guidelines
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8 AACR2 and RDA access points
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Questions/Comments
Contact:
Alison Hitchens
Cataloguing & Metadata Librarian
University of Waterloo Library
ahitchen@uwaterloo.ca
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Useful Resource
Library of Congress. Resource Description and
Access (RDA): Information and Resources in
Preparation for RDA. Access at
http://www.loc.gov/aba/rda/
RDA Module - Identifying persons etc.
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References
•
•
•
•
•
•
Brenndorfer, Thomas. RDA in 10 easy steps. (January 2011)
http://rdaincanada.wikispaces.com/file/view/RDA+in+10+Easy+Steps.doc
Kuhagen, Judith A. “RDA Test at LC.” PowerPoint modules prepared for the
Library of Congress participants in the U.S. RDA test and presented June 2010.
Access at http://www.loc.gov/catdir/cpso/RDAtest/rdatraining2.html
Library of Congress. “Module 4: Persons, Families and Corporate Bodies:
Elements and authorized access points.” PowerPoint module prepared for the
Georgia Public Library Service Cataloging Summit, Aug. 9-10, 2011. Access at
http://www.loc.gov/aba/rda/source/Georgia_module_4_17august2011.ppt
PCC Post RDA Test Guidelines. Access at
http://www.loc.gov/aba/pcc/rda/PCC%20Post%20RDA%20Test%20Guidelines.
html
RDA in MARC – Summary of Additions, October 2012. Access at
http://www.loc.gov/marc/RDAinMARC-10-12.html
RDA Toolkit. Access at http://access.rdatoolkit.org/ (subscription required
beyond table of contents)
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