CIES- Ch. 7 020507-p. 1
CHAPTER 7.
ACCESS POINTS: KINDS AND FORMS
PURPOSE: The purpose of this chapter is to introduce to the reader the idea and uses of access points (APs) as they are found in manual and computerized library catalogs. This includes exploring aspects of the definition and functions of access points, listing and explaining the various kinds of access points, and introducing the practice of Authority Work, the
method by which vocabulary control is imposed on access points in library cataloging. In addition, this chapter will cover AACR2r chapters and rules related specifically to the vocabulary control of name and title access points. An outline of the topics in the chapter is as follows:
7.1 DEFINITION AND BASIC FUNCTION.
7.11
7.12
7.13
7.14
7.15
Definition.
Words and Codes as Access Points.
The Functions of Access Points and Alternative Terminology.
Access Points and File Structure.
Access Points and Other Information Entity Data.
7.2 KINDS OF ACCESS POINTS.
7.21
7.22
7.23
7.24
7.25
Preliminary Considerations.
APs Consisting of Codes.
Name APs.
Title APs.
Name-Title Combination APs.
[Remainder of Chapter not yet completed.]
7.6 REVIEW QUESTIONS FOR CHAPTER 7.
7.1 DEFINITION AND BASIC FUNCTION.
7.11 Definition.
An "access point" is defined in both the AACR2r Glossary and The ALA Glossary of Library and Information Science as "A name, term, code, etc., under which an Information entity record may be searched and identified." Four aspects of this definition merit further comment.
7.12 Words and Codes as Access Points.
First, the three words, "name," "term," and "code," are probably differentiated in this definition because they represent three important kinds of access points found in typical library
cataloging practice--those which consist of names (e.g., the names of persons, corporate bodies, places), those which consist of strings of words other than names (e.g., titles of all kinds
and topical subject headings), and those which consist of alphabetical or alphanumeric strings
CIES- Ch. 7 020507-p. 2
of characters found in systems of codes (e.g., classification system notations, system Information entity record registry numbers, publishers' numbering systems).
This threefold categorization of access points is deceptive, however. In reality, each access
point can be considered a term regardless of its composition, and terms may be divided into
those which consist of words (including abbreviations and acronyms), and those which consist
of codes. Of these two major categories, access points which consist of words may then be
further divided into a variety of subcategories such as names, titles, subject headings, descriptors, etc., whereas access points which consist of codes may be further divided into subcategories related to the kinds of systems they represent. (A fuller enumeration of the various
kinds of access points in this nomenclature will be provided below.) All of this is said in order to keep terminology regarding access points as simple as possible. A simple chart of this
terminology will be found in Figure 7.1.
Figure 7.1 General Access Point Terminology
Access Point = Term
 Word(s) = Names, Titles, Subject headings, etc.

 Code(s) = Numeric, Alphabetical, Alphanumeric.
7.13 The Function of Access Points and Alternative Terminology.
Second, the definition makes obvious the general function of access points in a library catalog--that is, to enable a catalog user to search for and identify the Information entity records
which a catalog contains. In this respect, access points may as well be called search points or
identification points. Why they should be called "points," however, is somewhat vague unless
one interprets the term "points" either as locations or as a synonym for pointers. When
viewed in either of these two ways, the idea of searching and identifying in the definition is
plain to see. One is able successfully to search for something when its location is known or to
identify it when it can be pointed out.1
There are other ways to express these same concepts. Access points may also be called index terms. Indexing refers to a process of indicating or giving the location of something. In
addition, some database systems commonly use phraseology such as search terms and search
keys. In each case a process is involved of finding data by means of some specially set aside
terms which lead one to the data. In sum, access points may have any of a variety of names:
Access points, Access locations, Access pointers, Index terms, Search terms, Search keys, etc.
But all such terms end up portraying the same idea--that is, that the role of a term which functions as an access point is to lead a catalog user to the Information entity record with which it
is associated.
It should be strongly noted that the idea of “access” as used here in relationship to Information entity records does not ensure the retrieval of the actual Information entity that an Information entity record represents. It only ensures the retrieval of the Information entity record itself. Were the retrieval of the actual item also to be ensured, the catalog user would
1It should be noted that the term pointers also has a more precise technical meaning in database work where it
consists of a code attached to both an index term and to the data to which the index term is related. Having the
code in both places effectively links the two entities so that when the index term is chosen the data string from
which it comes will also be called up.
CIES- Ch. 7 020507-p. 3
need to be able to (figuratively) put his or her hands on the item itself. This could be enabled
were the Information entity Access Control system to have some automatic means of delivering an actual item upon selecting some given access point or to reproduce the item in virtual
form, for example, as electronic text. Of course, were these capacities included in the catalog,
the system would no longer be merely a surrogate file, but rather a surrogate and item file
combined or even an item file in and of itself. The latter is what occurs in full-text retrieval
systems.
7.14 Access Points and File Structure.
The third aspect of the definition of access points of interest here is that the definition implies, although without stating so directly, something of the file structure of a library catalog.
File structure refers, at a minimum, to the basic elements of a surrogate file and their logical
(and, possibly, physical) arrangement in a system.
7.141 File Components: The most fundamental components of a library catalog file are
the Information entity records it contains. Each Information entity record is a formatted collection of all the Information entity data necessary in a given catalog system for a given Information entity. One sub-element of the data contained in each Information entity record is
access points—the access points by which the record may be searched and identified. In
short, each Information entity record contains its own index or search keys or terms, its own
access points. However, in order for these terms to function as means of access, they must
themselves be placed in an easily searchable sequence. They cannot merely remain in their
format locations in the various Information entity records because while in those locations
they are not in easily searchable sequences.
Catalog systems overcome this difficulty by copying the access points found in the records
to one or more easily searchable sequences. Access to the record from which they came is
thereafter made possible by linking the access point to the record in some way. The copied
access points in easily searchable sequences become, therefore, the second main component of
a library catalog. How this is accomplished will vary greatly, however, depending on whether
the system is manual or computerized. Two examples of such arrangements follow here.
7.142 Manual Card Catalog File Structure: The file structure of a typical card catalog
which uses the Unit Record system is sometimes called a term-on-item file because each access point includes the entire Unit Record under it. In other words, the Unit Record functions
as the so-called "item" because it contains the data which relates to an Information entity.
And the access point is the "term" which is on (or in this case, above) it. Figure 7.2 illustrates
this with two cards from the Blixrud Information entity highlighted in Chapter 5. The upper
card shows the term-on-item arrangement very clearly in that the access point for Janet
Snesrud, copied in above the Main access point line at the top of the card, is obviously on
(i.e., above) the entire Unit Record which represents the Information entity.
It should be noted that technically the actual item description begins with the Body of the
Entry (i.e., the paragraph below the Main access point line) and that for filing purposes an access point consisting of a name related to the item as a joint author is logically filed as if the
Main access point line did not exist. In the example here the Snesrud card is to be filed as if it
read Snesrud, Janet E. and then the title, A manual of AACR2 examples for serials. This is
sensible of course. Snesrud shared in the responsibility for an item with this title, not with an
item entitled, for example, Blixrud, Julia C. The latter is what would occur if one erroneously
CIES- Ch. 7 020507-p. 4
filed the Snesrud card by each successive line on the card.
The lower card beginning with "Blixrud, Julia C.," (which is the Unit Record card itself) is
somewhat less obviously in "term-on-item" form because no additional access point has been
written above the entire set of Unit Record data. However, the Unit Record card is in "termon-item" form to begin with, its initial line being an access point, with the Information entity
itself represented by the description beneath it.
Figure 7.2 Blixrud Term on Item Access Points
Figure 7.3 includes the entire set of cards produced from the Blixrud Unit Record card--the
Unit Record card itself and an additional card for each of the tracings (i.e., the additional access points). Each of the cards is in "term-on-item" form and all have been arranged as they
would be found in an alphabetical dictionary card catalog--that is, alphabetically according to
the access point which is written across the top of each. And, of course, having been alphabetized, they are in an easily searchable order.
Here, the portrayal of the idea of a library catalog having two main components--that is, the
basic Information entity record itself as well as copies of the access points listed in the basic
Information entity record--should be very evident. Further, each time one of the access points
listed in the Unit Record is copied so as to be available for the searchable sequence, the Unit
Record is added to it. Thus, each access point ends up being in "term-on-item" form.
Of course, it is not absolutely necessary to have only a single searchable sequence. It has
long been the practice to split large card catalogs into multiple access point sequences, each
containing particular kinds of access points. A catalog of this kind is commonly called a divided catalog. For example, one might place all subject heading access points in one searchable sequence and all other access points in a second searchable sequence. This follows the
basic division of access points in the Unit Record system into these two kinds. Another arrangement might be to place all access points consisting of personal names (including their
subject heading forms) in one sequence, all access points consisting of corporate body names
and titles (including the subject heading forms for each kind) in a second sequence, and all
CIES- Ch. 7 020507-p. 5
remaining access points (which would be only subject headings) in a third sequence. Still
other arrangements might also be tried. Each such arrangement will ultimately be justified on
the basis of suppositions regarding how people tend to conduct known-item and category
searches. But, the important thing here in terms of catalog file structure is that all such arrangements consist of searchable sequences of "term-on-item" unit records.
7.143 Computerized Catalog File Structure: Computerized library catalogs are usually
organized quite differently. All such catalogs will have a basic file of Information entity records, each of which will be assigned a registry number in the system. New records may then
simply be appended to the end of the record file, each of these being assigned the next available record number. If the number of records is not very large, search programs for one or another field may well simply look through the records as they are found within the basic record
file. However, when the number of records is large, this procedure will be found to be inefficient. It is at this point that index files will be made for the system.
Index files consist of separate listings of fields which have been copied out of records in
the main file into locations separate from that file. There the fields are not only arranged in a
searchable order which the user of the system may then search, but each will also include a
code which relates it to the record from which it was copied. The code, called a pointer, is
typically the record's registry number in the system. For example, in the Blixrud record, the
name, Blixrud, Julia C. , when copied to the person's name index in a system, will include its system registry number. In the OCLC system this registry number would be 7081833 and the resulting personal name index file entry would be something like the following:
$aBlixrud, Julia C., $d1954-|7081833F
Thereafter, when a catalog user searched for this particular name in the personal name index
file, the system would be programmed to retrieve automatically the full record indicated by
the pointer code. Of course, should Blixrud have been copied from several records in the system, their pointer codes would also appear with the name, as in the following hypothetical example:
$aBlixrud, Julia C., $d1954- |7081833|7109644| 10143923F
In this case, the system will have to be programmed first to list in some brief way the three
records related to the name so that the catalog user might then have the opportunity to choose
one of them or to look at them serially.2
Figure 7.4 illustrates the relationship between index files and records in a computerized
catalog more completely. Here, two hypothetical records with MARC fields are listed on the
right side, with their various variable length fields. Those fields chosen to function as access
points have lines drawn from them to their appropriate index files on the left side of the diagram. The index files themselves have been devised according to kinds of access points. For
example, the first four, LCCN (Library of Congress Card Number), ISBN (International
Standard Book Number), LCC Class # (Library of Congress Classification Class number, and
DDC Class # (Dewey Decimal Classification Class number) are actually files of numeric or
alphanumeric codes each of which have been copied from their respective fields in various
records. Each such index file is, of course, arranged in an easily searchable numerical or al2The name sometimes given to the main record--index file structure is an "inverted file" arrangement. However,
since that phrase technically refers to a wide variety of indexing structures, it will not be formally used here.
CIES- Ch. 7 020507-p. 6
Figure 7.3 Blixrud Unit Record Access Points
Alphabetically Arranged
phanumerical sequence.
All of the remaining index files consist of terms comprised of words and are arranged alphabetically. Those with names (Personal names, Corporate Body names, Conference names,
and Geographical names) will have been composed according to some sort of name formulation conventions, most likely chapters 22 to 24 in the AACR2r. Those with titles (taken from
CIES- Ch. 7 020507-p. 7
the 245 subfield $a for titles proper, 4xx subfield $a
Figure 7.4 Computerized Catalog Records & Index Files
LCCN Index
File
Record # 476392
010 LCCN
020 ISBN
050 LCC Class #
082 DDC Class #
100 Person's Name Main AP
245 Title / Stmt of Resp.
250 Edition
260 Pub'n, Dist'n, etc.
300 Physical details
440 Series Title--AAP
504 Bibliography note
600 Person's Name SH AP
610 Corp. Body Name SH AP
650 Topical SH AP
651 Geographical Name SH AP
700 Person's Name AAP
710 Corp. Body Name AAP
740 Other title AAP
ISBN Index
File
LCC Class #
Index File
DDC Class #
Index File
Title Index
Person's
Name Index
Record # 476939
010 LCCN
020 ISBN
050 LCC Class #
082 DDC Class #
245 Title / Stmt of Resp. (MAP)
250 Edition
260 Pub'n, Dist'n, etc.
300 Physical details
490 Series title (not AAP)
500 General note
650 Topical SH AP
650 Topical SH AP
651 Geographical Name SH AP
700 Person's Name AAP
710 Corp. Body Name AAP
711 Conference Name AAP
810 Corp. Body-Series AAP
Corp. Body
Name Index
Conf. Name
Index
Geographical
Name Index
Topical SH
Index
Key:
AP = Access Point
AAP = Additional AP
CR = Cross Ref.
MAP = Main AP
SH = Subject Heading
for series titles, and 740 $a for other or additional title access points) will have been composed
by still other title formulation conventions, namely those sections in the Part I of the AACR2r
CIES- Ch. 7 020507-p. 8
which provide instructions for the cataloger to devise titles of these kinds. A final point to be
noted of this example is that the index files are not necessarily confined to particular fields in
the records. Rather, they are created according to convenient types of access points useful to
the catalog user in searches, regardless of the fields in which instances of such access points
might occur.
7.15 Access Points and Other Information Entity Data.
The fourth and last aspect of the foregoing definition of Access Point to be commented on
is that it reflects a context which sharply divides Information entity data into two kinds: descriptive data and access point data. The first kind constitutes the description of an Information entity. The second functions as a means of giving access to the record.
This distinction between two kinds of data lies behind the division of the AACR2r into two
distinctive parts (Part I: Description, chapters 1-13, and Part II: Headings, Uniform Titles,
and References, chapters 20-26). The AACR2r's distinction rests in turn on the separate
treatment given these two kinds of data in the formulation of standards--descriptive data in the
form of the ISBD (G) and Access Points in the form of the prescriptions of the Paris Principles of 1961. The distinction is also observed in this text, although that is chiefly because this
text uses the AACR2r with its corresponding standards as a basis for discussion.
A conscious distinction between these two kinds of Information entity data in the AngloAmerican cataloging tradition appeared gradually during the nineteenth and twentieth centuries, its development affected chiefly by limitations related to displaying Information entity
data in printed catalogs.
7.151 Panizzi and Jewett: At first, only access point data was formally given a collective
name--the name headings. Headings were referred to tentatively in Panizzi’s British Museum
cataloging rules of 1841, but very explicitly a decade later in Jewett's Smithsonian Institution
cataloging rules.3 In Panizzi's rules, a heading consisted of a personal name, the name of a
country or place, or, by default with respect to anonymous works, a title. In Jewett's rules, a
heading consisted of a personal name, a corporate body name, the name of a country, or, by
default with respect to anonymous works, a title. In each instance, descriptive Information entity data was not given a name formally but rather simply listed, beginning with the title (including what today is called statements of responsibility and edition information) and extending to the imprint and other miscellaneous data (e.g., notes).
Jewett captured the relationship between the two kinds of data in his specifications for
headings. A heading was distinguished by both its position and its function. It was to be
placed above the title and other descriptive data, and its function was to provide the place or
position of the descriptive data in the catalog.
It should be noted at this point that placing the heading above the description did not result
3Panizzi's rules, in reality created by a committee of which he was the head, were placed in the beginning of volume 1, the only volume ever printed, of the Catalogue of Printed Books in the British Museum, (London: Printed by order of the Trustees, 1841). The conclusion here that the name "heading" was used only in a tentative
way is based on the lack of its use in the initial rules of the code. Of the ninety-one rules, those numbered II
through XVII provide instructions for writing headings consisting of person's names, under which the titles and
other descriptive data about books were to be placed. But, in this section, the term "heading" is never used, even
though this information was explicitly spoken of as "entered under" names. The first time the term "heading" is
used occurs much later in the code, that is, in various places throughout rules XXXIV-XCI chiefly when speaking
of the entry of descriptions of anonymous works .
CIES- Ch. 7 020507-p. 9
in a unit record system. None of the printed book catalogs, hand-written catalogs, and printed
card or slip catalogs of this period made use of this more recent idea. Full descriptive data regarding any individual Information entity was ordinarily given in only one location in the cataFigure 7.5 Headings and other Descriptive Data--Jewett (1852)4
BECKER (WILHELM ADOLPH)
Charicles: or illustrations of the private life of the ancient Greeks with notes and excursus.
Translated from the German of Professor [William Adolphus] BECKER, by the Rev. Frederick
Metcalfe, M.A. . . .
***
London: J. W. Parker. M. DCCC. XLV. 12o (6.1 x 3.5) [8]
BERNERS (Lord). See BOURCHIER (Sir JOHN)
BOURCHIER (Sir JOHN), Lord Berners.
See HISTORY (THE) of Arthur of Little Britain.
Originally transl. from the French by John Bourchier, Lord Berners.
HISTORY (THE) of the valiant knight Arthur of Little Britain. A romance of chivalry. Originally translated from the French by John Bourchier, Lord Berners. A new edition: with a series of plates, from illuminated drawings contained in a valuable MS. of the original romance.
*
**
o
London: pr. for White, Cochrane, & Co. 1814. 4 (6 x 4) [ 82]
[Note.__This edition of "The history of Arthur of Little Britain," of
which only 175 copies were printed, is a reprint of the black letter
edition of Robert Redborne, with a preface by the editor, E. V.
Utterson.]
LEVESQUE (PIERRE-CHARLES)
See WATELET (C. H.) Dictionnaire des arts de peinture,
&c. Par C. H. Watelet and P. C. Levesque.
METCALFE (Rev. Frederick).
See BECKER (WILHELM ADOLPH). Charicles: transl. by Rev.
Frederick Metcalfe.
WATELET (CLAUDE-HENRI).
Dictionnaire des arts de peinture, sculpture et gravure. Par M.[ClaudeHenri] WATELET, de l'académie françoise, . . . & M. [Pierre-Charles]
Levesque, . . . Tome 1er __Tome 5ième.
o
A Paris, chez L. F. Prault, impr. 1792. 8 (5.3 x 3.1) [ 66 ]
log, chiefly because it was too
expensive in terms of printing or too time-consuming in terms of handwriting the entries to
include full descriptive data at all entry locations. The location which contained all of the descriptive data about an item, usually that of the name of its personal author, was considered
the principal entry, although this term did not come into common use until much later in the
4Jewett, Charles C. On the Construction of Catalogues of Libraries, and of a General Catalogue; and their
Publication by means of Separate, Stereotyped Titles. With Rules and Examples. Smithsonian Report.
(Washington: Published by the Smithsonian Institution, 1852), pp. 57-72.
CIES- Ch. 7 020507-p. 10
century. The other locations of the description, for example, under the name of a second author, an editor or translator, or under a title or subject word5, generally contained less descriptive information than the principal entry. In fact, many of the other headings consisted of little
more than cross-references. Both of these codes included instructions for making crossreferences. Cross-references consisted of headings (often in very abbreviated form) without
any descriptive data placed under them or, at best, with only very brief descriptive data, which
simply "referred" the catalog reader to the heading that did have under it a full set of descriptive data. Cross-references were used where the cataloger might devise more than one heading for an item--for example, in the case of a book with two authors or with both an author
and a translator.
An example of several of the foregoing arrangement practices regarding headings and descriptive data, taken from a list of examples in Jewett's rules, is provided in Figure 7.5.In this
illustration there are three principal entries which include the fullest set of descriptive data:
BECKER, HISTORY (THE), and WATELET. The BECKER (author) and METCALFE
(translator) headings are linked in that the latter, a cross-reference only, refers the catalog
reader back to the former which has the full descriptive data for the item under it. The
LEVESQUE and WATELET headings (both functioning as authors) are also linked in that the
heading for LEVESQUE, a cross-reference only (although with a title and statement of authorship), refers the catalog reader forward to the heading for WATELET which has the full
descriptive data for the item under it. The descriptive data is under WATELET because he is
the first of the two joint authors mentioned on the title page. Finally, the headings for
BERNERS, BOURCHIER, and HISTORY (THE) are linked. The heading for BERNERS, a
cross-reference only, refers the reader from an unused form of his name to the used form,
BOURCHIER. The heading for BOURCHIER (a translator) is also a cross-reference, however, referring the reader forward to the title, HISTORY (THE) . . . which has the full descriptive data under it.
The latter does not have a heading "above" the description but rather consists of the first
two words of the title of the volume. In short, this is a title principal entry. The full data is
included at this location because technically the work is anonymous and represents the default
location for the descriptive data. By making the title entry the default location for the descriptive data, Jewett was expressing an important principle of the Anglo-American tradition, that
the chief entry point for a book was its author's name. Lacking such a name, no other name
representing some other relationship was suitable. Thus, the chief location of the descriptive
data shifted to its title entry.
7.152 Charles A. Cutter: Charles A. Cutter in his Rules for a Printed Dictionary Catalogue (1876) was the first to provide a formal name for descriptive data as well as for headings. He called the descriptive data the entry and defined it as "the registry of a book in the
catalogue, with the title and imprint." In contrast and following Jewett, he defined a heading
as "the word by which the alphabetical place of an entry in the catalogue is determined, usually the name of the author, of the subject, or of the literary or practical form or a word of the ti-
5Neither the Panizzi or Jewett code gave instructions for subject entry in any formal sense. Here, subject word
entry means the use of a key word from the title as a substitute for entry (or cross-reference) under title.
CIES- Ch. 7 020507-p. 11
tle."6
Cutter's definitions merit comment. First, his definition of entry, while supplying a formal
name for descriptive data, did not specifically list all such potential data. For example, it included title (including the names of persons and corporate bodies responsible for an Information entity) and imprint (including the physical description of an item) data, but not edition
or contents and note data, even though he wrote rules for the latter. The most probable reason
why he did not make his definition more specific had to do with the fact that he wrote his code
for catalogs of different levels of completeness. Of the three levels of completeness he attempted to accommodate, the first, "Short-title," which consisted of only a single line of type
per entry, did not have enough space to include more than a minimal length title and, possibly,
very brief edition and publication data. Only the other two levels, "Medium-title" and "Fulltitle or bibliographic," could accommodate titles, statements of responsibility, edition data,
imprint data, and contents and notes data. And even between these, a difference would occur
in how many locations the fuller level of completeness would affect, only the full-title catalog
being able to accommodate full information in all locations except those strictly functioning
as cross-references. In other words, Cutter's definition of "entry" had to be limited to accommodate "short-title" catalogs. But, it seems likely that he would have included all possible descriptive data in the definition had he been writing rules only for catalogs of medium or fulltitle proportions.
Second, Cutter's definitions of heading and entry were particularly relevant to his unique
conceptualization of the catalog as a system. Cutter viewed the dictionary catalog not as a
single unit, but rather as the interfiling of the headings and entries of four different catalogs-those of an author catalog, a title catalog, a subject catalog, and a form catalog. Following his
definition of entry, he defined an entry in each of these four catalog types by involving the
twin ideas of a heading on the one hand, and of an entry described as "registry" on the other.
Author-entry, such registry with the author's name for a heading.
Title-entry, registry under some word of the title.
Subject-entry, registry under the name selected by the cataloguer to indicate the subject.
Form-entry, registry under the name of the kind of literature to which the book belongs.
Cutter's use of this fourfold categorization of entries differed from that of his contemporaries. He concluded that in catalogs other than short-title, it was best to supply full descriptive
data under both author and subject entries. In contrast the form and title catalogs could be
much less complete.. In fact, for title-entry Cutter further specified three kinds of entry, only
the first of which (first-word entry) appears to have necessitated full registry and that only
when the item was anonymously authored. The other two forms of title entry (catch-word entry and subject-word entry) usually took the form of cross-references of differing but minimal
amounts of detail.
All of the entries (i.e., registrations of descriptive detail under headings) for each of the
four kinds of catalogs would be interfiled in a dictionary catalog, of course. When interfiled
this way, they amounted to a single searchable sequence. But, in this arrangement economies
6Charles A. Cutter, Rules for a Printed Dictionary Catalogue. Part II of Public Libraries in the United States of
America: Special Report. U. S. Department of the Interior, Bureau of Education. (Washington: Government
Printing Office, 1876), "Definitions," pp. 10-16.
CIES- Ch. 7 020507-p. 12
could be taken as to how much descriptive data was to be supplied with each. In his own Boston Athenaeum book catalog, Cutter more often than not made full entries under both author
and subject, but much less complete entries under title and form. In fact, he often omitted title
entry altogether, allowing full-subject entry to stand for title entry if the words of a title were
the same as a subject entry and the title indicated its subject content clearly. In order to see
how this worked out, Figure 7.6 displays four entries for a single work--Thomas Gilpin's, Exiles in Virginia--found in that catalog.
The first of the four is the title-entry, which consists only of a cross-reference. The second
and fourth are subject-entries, the second under the organization, Friends, Society of, and the
fourth under the place, Virginia.
Figure 7.6 Headings from Cutter's Catalogue of the
Library of the Boston Athenaeum (1874-82)
Exiles in Virginia. See Gilpin, T.
- - - - - - - - - - - - - - - - - - - - - - - - Friends, Society of.
OFFICIAL PUBLICATIONS
.......................
Pennsylvania
Exiles
in Virginia. [a journal]; with observations on the
conduct of the F. during the Rev., by T. Gilpin.
o
Phila., 1848. 8
- - - - - - - - - - - - - - - - - - - - - - - - Gilpin, Thomas. Exiles in Virginia; [their journal] with
obs. on the conduct of the Society of Friends
during the revolutionary war. Phila., 1848. 8
- - - - - - - - - - - - - - - - - - - - - - - - Virginia.
o
State.
.......................
B. WORKS ABOUT VIRGINIA
.......................
History (State)
.......................
Gilpin, T. Exiles in Virginia, 1777-78. Phila., 1848. 8
o
Each of these display subheading hierarchies which in modern catalogs would be combined in
the following manner with the subject heading itself as strings of terms, for example, as .
Friends, Society of--Official Publications--Pennsylvania
and
Virginia--State--Works about--History7
7In the first, "Official Documents" is a subheading paralleled by other documents that are non-official, and
"Pennsylvania" is a subheading paralleled by other places. In the second, "State" is a subheading paralleled by
Virginia as a "Colony," "Works about Virginia" is a subheading paralleled by other documents which are official
"State Documents," and "History" is a subheading paralleled by other topical subject terms.
CINBES- Ch. 7 (991005)-p.13
Under each of these subject headings and sets of subheadings, the "dashed" entry includes
both the title and the imprint, although the Virginia entry for the work has a greatly abridged title. The third entry is, of course, the author entry, it too including both the title and the imprint.8
7.153 From Cutter's Rules to the AACR2r: The slim volume entitled Catalog Rules,
Author and Title Entries (1908), published as the first full set of rules developed through extensive cooperation, continued the formal distinction between headings and entries. However,
it both limited and expanded the distinction.
The new code limited the distinction by omitting subject and form access from its consideration. Thus, subject entries and form entries, found under subject headings and form headings, two of the four basic kinds of entries Cutter concerned himself with, ceased to be a part
of the cataloging code. They were included in typical dictionary catalogs, of course, but only
as the products of lists of subject headings and not as part of the rule-structure of the catalog.
In contrast, the new code expanded the formal distinction between headings and entries by
introducing aspects of the unit record system for the first time. Because the representation of
that file structure was not fully formalized, however, expressions of some catalog heading and
entry practices tended to be mixed with older practices. For example, the code defined the
new phrase Main entry as, "The full or principal entry, as a rule the author entry."9 This definition suggests, of course, that other entries might well have less descriptive data than the
main or principal entry. But, this was the case only when one consciously followed the older
practice of limiting where full descriptive detail was to be placed in the catalog. Another new
term, Added entry, at first might seem to bear out the older practice of having a principal or
full entry and other entries (i.e., added or additional entries) which were abbreviated in the detail they contained. In this code it is defined as, "A secondary entry, i.e., any other than the
main entry." But, a note appended to this definition not only describes the unit record idea
and makes it appear to be normative for the typical printed card catalog, but contrasts it with
the older system of entries.
Where printed cards are used an added entry is a duplicate of the main entry, with the addition of a special
heading. In a written card catalog added entries are generally given in an abbreviated form, the title being
abridged and the imprint and collation omitted wholly or in part.
Thereafter, examples of cards found in a special appendix illustrate both approaches to descriptive detail, but there can be little doubt that those libraries with the means to buy multiple
copies of unit cards from the Library of Congress or duplicate such cards themselves would
economize their cataloging operations by not having to reformat full data found on "main entries" to lesser degrees of fullness for "added entries."
8The differences in fullness between the author and subject entries arose from the fact that Cutter entered into his
work on this catalog after it had already been underway for some years. He wrote his Rules for a Printed Dictionary Catalogue as a result of his work on the first two volumes of the work, but in a postscript to the last volume entitled "The Editor to the Proprietors" made note of the fact that inconsistencies, especially in what was
written under each entry, which had arisen under earlier editors could not always be caught. Thus, the examples
here, although illustrative of what he intended, are not consistent in their wording and in their fullness.
9Catalog Rules, Author and Title Entries, compiled by committees of the American Library Association and the
(British) Library Association. American edition. (Chicago: American Library Association, 1908). Definitions
discussed here are taken from the section entitled "Definitions," pp. [xiii]-xvi.
CINBES- Ch. 7 (991005)-p.14
A further effect of the introduction of the unit record idea was to change the idea of the entry itself. Under Cutter, it had meant merely the descriptive data for a Information entity, the
heading being something else entirely. Here, however, the definition of entry as "The record
of a book in a catalog or list," was sufficiently broad to include both the older approach to it as
descriptive data only and the newer view of it as the unit record card where it of necessity had
to include the heading associated with the principal entry. It was in that form, in fact, that the
idea of the entry began to achieve its more recent emphasis--that is, the descriptive detail pertaining to an Information entity plus other additional data, in this case, the heading found on
the principal or main entry.
By the 1940s efforts to revise the 1908 code firmly established the unit record idea with its
tentative separation of descriptive data from access point data, but also its inclusion of both
kinds of data on the unit record itself. Another change occurred which began to reinforce the
difference between the two kinds of data, however. That change was the division of the code
itself into two distinct parts, that which had to do with description and that which had to do
with headings. This was done for practical reasons related to a division of labor, the Library
of Congress being responsible for and eventually producing a code for descriptive data in its
Rules for Descriptive Cataloging in the Library of Congress and the A.L.A. catalog code revision committee being responsible for and eventually producing a separate code for headings in
its A.L.A. Cataloging Rules for Author and Title Entries. Both codes were published in 1949
and were subsequently used together by the American cataloging community as a complete
code.
The presence of the unit record system idea remained very prominent in these codes and
especially in the formal definitions found in the A.L.A. Rules. But a clear distinction between
the two kinds of data was muddled because of the necessity to provide parallel definitions under both Main entry and Heading, one in each instance that emphasized the difference between entry and heading as in the older tradition and one in each instance that demonstrated
the inclusion of both kinds of data on the unit record itself.
The publication of the first edition of the Anglo-American Cataloging Rules in 1967 continued this dual approach to the two kinds of data, but with the publication of the second edition in 1978 and the revision of that edition in 1988 (i.e., as AACR2r), the previous emphasis
on the unit record context for the two kinds of data has begun to wane. In its place a much
clearer distinction between the two kinds of data has emerged.
7.154 Computerized Catalogs and the Two Kinds of Data: The cause of the emerging
trend towards a clearer distinction between the two kinds of data has obviously been the computerized library catalog which forms the context for the AACR2r and its revision. This new
catalog environment clearly does not require the unit record system idea, and this in turn has
redirected catalogers' attention to the two kinds of data freed from the complications of the
unit record format. At the same time the legacy of dividing Information entity data into two
basic kinds gained from the long cataloging tradition is troubling for a computerized environment.
7.1541 Fours Kinds of Data, Not Simply Two: First, the typical data compiled in any
computerized catalog Information entity data contains four kinds of data at a minimum, not
simply two. The four are descriptive data, access point data, search key qualification data, and
field definition data. The first two are the familiar categories which have been present for the
entire history of the Anglo-American cataloging tradition. The third refers to those various el-
CINBES- Ch. 7 (991005)-p.15
ements of a computerized Information entity record which exist primarily for the purpose of
qualifying searches--for example, many of the separate data elements found in the 008 MARC
data field, in the MARC leader, in other fields usually numbered from 010 to 099, and in
some of the field indicators. Data of this kind have the potential of being used to qualify
searches with respect to such things as source of cataloging data, kinds of formats, language(s)
of the data, dates of publication of the data, etc. The last category of data in a typical computerized Information entity record consists of field and subfield delimiters and indicators which
allow programs to manipulate the data. In sum, to emphasize only two of the four kinds of data within the present context is to provide at best only a myopic view of the entire idea of Information entity data.
7.1542 Any Field is Potentially Indexable: The second problem raised by the present
division of Information entity data into the two kinds noted here is that the division is far too
sharp considering the capacities of computer searching. The Anglo-American cataloging tradition has long observed the division between the two kinds of data chiefly because of limits
in the technology available for displaying catalog data. The latter consisted of printed records
of books indexed more often than not in a single searchable sequence associated with the dictionary catalog. In that context the division between the two kinds of data was necessary.
However, the same division is not necessary in the context of computerized catalogs. In computerized catalogs any field is potentially indexable regardless of its function in displaying data to the catalog user. This reality is partially realized in the MARC format itself. For example, although many of the fields in the MARC format clearly reflect the two-fold division of
data by being designated formally as access points or description data, other fields, particularly those containing coded numeric or alphanumeric data are not so formally designated even
though they are often used for access. Further, experiments designed to enhance the retrieval
capabilities of the catalog have tested the viability of indexing such other fields as notes, subtitles, statements of responsibility, etc.
7.1543 Controlled vs. Natural Language Vocabulary: The only real distinction that
makes any difference in the context of the computer is whether the field to be indexed consists
of controlled vocabulary or natural language. Controlled vocabulary is terminology which has
been formulated according to syntax rules and rules for choice between terms. Natural language vocabulary is terminology taken from Information entities themselves regardless of
whether it conforms to any rules of syntax or choice between terms. The reason why this is
significant is that controlled vocabulary fields lend themselves to access point use because
their language control conventions are designed to ensure precision in searching with minimal
loss of information. Natural language fields will lose information--for example, the fact that
two or more names differing in grammar or form stand for the same thing--thus making
searching less precise. Still, searching such fields, particularly in terms of keywords, has
proved to enhance catalog access despite any loss of information it entails.
All of the fields in the MARC designated as access points or parts of access points (following the AACR2r) which consist of formally written names (personal, corporate body, geographical) and most of those which consist of numeric or alphanumeric codes are controlled
vocabulary. In contrast, titles, except for those delineated as "Uniform titles," tend to be natural language--that is, formulated as found in the publications themselves. [They only "tend" to
be natural language because while the AACR2r does not change their wording and its order, it
does in fact regularly change their capitalization and punctuation.] And other fields (for ex-
CINBES- Ch. 7 (991005)-p.16
ample, notes) are often natural language or at least statements written by catalogers in conventional and, therefore, relatively uncontrolled vocabulary. Given the fact that any field is potentially indexable and therefore potentially useful for access, it seems counterproductive to
formally designate only some fields as access point data. To do the latter simply perpetuates a
twofold division which is more appropriate for the display of Information entity data in a
manual catalog environment than for a computerized catalog environment. In the light of this,
it would be appropriate to redefine how Information entity data of any kind is categorized, to
go well beyond the two-fold distinction now made so that those interested in enhancing Information entity access control in the computerized catalog environment might not have their
thinking on the matter restricted from the start.
7.2 KINDS OF ACCESS POINTS.
Access point terminology has already been divided (Section 7.11 above) into that which
consists of codes and that which consists of words. What is now necessary is to extend those
divisions into useful subcategories and to describe the main characteristics of each, particularly in the context of the MARC format. When listing kinds of access points and for purposes
of brevity the phrase “Access Point” will be abbreviated as “AP,” “Access Points” will be abbreviated “APs,” and other abbreviations will be built on these—for example, MAP (Main
Access Point), AAP (Additional Access Point), TMAP (Title Main Access Point), TAAP (Title Additional Access Point), NAAP (Name Additional Access Point), etc. In addition, since
subject access points constitute an entire topic in an of themselves, their discussion will be
placed almost entirely in chapter 9 where they are dealt with in terms of the Library of Congress Subject Heading system. Here, discussion will be limited for the most part to access
points as they are found in the AACR2r and to other codes that are highlighted in the MARC
record.
7.21 APs Consisting of Codes.
Access points consisting of codes are those which contain numeric or alphanumeric symbols derived from one or another system of such symbols. These play different roles in computerized and in manual library catalog environments. Thus, they will be presented here in
terms first of MARC based access codes of this kind, and second in terms of codes as found in
manual library catalogs.
7.211 APs as Codes in MARC Based Systems: The MARC format contains variable
length fields between 010 and 099 for a variety of kinds of data including access points as
codes although the latter are not described as access points per se. The reason that they are not
formally called access points is likely because the MARC format was derived from the unit
record system which in turn is an organizational structure for card catalogs dependent on the
alphabetization of verbal access points. In short, the unit record system has historically made
only minimal provisions for the inclusion of coded data and even when such data has been included there has been no corresponding provision for using such data for access points. Thus,
these codes have never been formally called Access Points. However, regardless of how they
are labeled, they constitute potential of access points especially in a computerized setting. The
codes found in this range of MARC fields (including those marked with an asterisk [*] which
clearly provide only descriptive rather than AP data) are as follows:
CINBES- Ch. 7 (991005)-p.17
010
015
Library of Congress Control Number (An LC System of Registry numbers.)
National Bibliography Number (National bibliography numbers of any country.)
017
Copyright Registration Number (Copyright numbers of any country.)
018*
Copy Article-Fee Code
020-049: Standard numbers, codes, and other data
020
International Standard Book Number
022
International Standard Serial Number
024
Other Standard Identifier (Source of number is specified by the first
indicator position.):
0
International Standard Recording Code
1
Universal Product Code
2
International Standard Music Number
3
International Article Number
4
Serial Item and Contribution Identifier
7
Source specified in subfield $2
8
Unspecified type of standard number or code
025
Overseas Acquisition Number (Numbers which represent LC’s overseas acquisitions program.)
027
Standard Technical Report Number (Coding format and standards
for the STRN originate from the NTIS.)
028
Publisher Number (For printed music, sound recordings and video-recordings.)
030
CODEN Designation (Originally developed in 1963 by the American Society
for Testing and Materials. Assigned since 1975 by Chemical Abstracts
Service. A six character code for scientific and technical periodical titles.)
032
Postal Registration Number (For codes of any country, although for the
U.S. it is used for serials mailed at a second class rate.)
033*
Date/Time and Place of an Event
034*
Coded Cartographic Mathematical Data
035
System Control Number (For control numbers of system(s) other than the one
holding the present record.)
036
Original Study Number for Computer Data Files
037
Source of Acquisition (Includes stock numbers, terms of availability, name of
source; excludes government publication numbers.)
040
Cataloging Source (Name of the organization(s) that created the original Information entity record, input it into a system, and changed the data, etc.
In combination with fixed length data subfield 008/39.)
041*
Language Code (Used when fixed length data subfield 008/35-37 is insufficient to convey full information for a multi-lingual item or translation.)
042*
Authentication Code (Indicates which authentication center has reviewed a
national database record—for ex., LC, CONSER, ISDS Canada,
etc.)
043
Geographic Area Code (Up to 3 such codes taken from USMARC Code List
for Geographic Areas.)
044
Country of Publishing/Producing Entity Code (For use when fixed length data subfield 008/15-17 is insufficient to convey full information; taken
from USM4RC Code List for Countries.)
045
Time Period of Content (Varies in application according to type of material.)
046
Type of Date Code, Date 1, Date 2 (BC Dates) (Contains date of item information when it cannot be recorded in fixed length data subfield 008/6-14
because such information contains more than one BC dates. When used,
fixed length data subfield 008/06 is set to code “b”.)
047
Form of Musical Composition Code (Used when fixed length data subfield
008/16-17 is code “mu” for multiple forms. The codes found in 008/16-
CINBES- Ch. 7 (991005)-p.18
048
17 are placed in multiple $a subfields here.)
Number of Musical Instruments or Voices Code (Codes representing medium
of performance, including types of instrumental and vocal combinations
and the number of parts.)
050-099: Classification System Numbers:
050
051
052
055
060
061
066*
070
071
072
074
080
082
084
086
088
09x
Library of Congress Call Number (As assigned by LC or an agency using the
Library of Congress Classification—LCC.)
Library of Congress Copy, Issue, Offprint Statement
Geographic Classification Code (Derived from LCC, Class G and expanded
Cutter number lists for place names.)
Call Numbers/Class Numbers Assigned in Canada (Complete call numbers
assigned by the National Library of Canada—NW or a contributing library, excluding NLM, UDO, and DDC numbers. Includes LCC call
numbers assigned in Canada.)
National Library of Medicine Call Numbers (NLM)
National Library of Medicine Copy Statement
Character Set Present (Other than ASCII, ANSEL, USMARC Greek,
USMARC subscript, or USMARC superscript character sets.)
National Agricultural Library Call Number (NAL)
National Agricultural Library Copy Statement
Subject Category Code (Includes codes for subjects, subdivisions, and their
source, usually in a thesaurus.)
GPO Item Number (An item number used to manage distribution within
GPO’s Depository Library System)
Universal Decimal Classification Number (UDC)
Decimal Call Number (Assigned by LC or another agency from either the full
or abridged ed.)
Other Call Number (Includes the number and a code for the source, the latter
taken from the USMARC Code List for Relators, Sources, Description
Conventions.)
Government Document Classification (For government document numbers
from any level of government, but especially the U.S. SuDocs number or
the Canadian Document number)
Report Number (For report numbers that are not STRN as recorded in field
027.)
Local call numbers (For local call numbers and local definition.)
7.212 APs as Codes in Manual Unit Record Systems: Access points consisting of codes
are nearly non-existent in manual unit record systems because the latter are normally organized alphabetically with no provision for code sequences. However, the typical unit record
format does contain at least two kinds of coded numbers. The first is the call number of an
item (Classification number plus shelf list number) which is typically placed to the upper left
of a record in the dictionary catalog. Normally, this is used by the catalog user to retrieve the
item from the item file (shelf arrangement, etc.). When a copy of the record is used in the shelf
list catalog, this number becomes the access point for ordering the file.
The second kind of coded number typically contained in Unit Record system Information entity records consists of Standard numbers of various kinds--for example, the ISBN,
ISSN, Music number, etc. These, however, are contained in the Notes data area and are not
used as access points in the catalog. The ISBN and the ISSN are included because they constitute a data area of the ISBD (G). If a unit record system catalog contains Information entity
CINBES- Ch. 7 (991005)-p.19
records derived from computerized systems (for example, from OCLC or from the Library of
Congress), the record itself will likely have such other coded data as the Library of Congress
Control Number and the registry number of the system producing it included on it as a matter
of course.
7.22 Name APs.
Name Al’s consist of person’s names (including family names), corporate body names and
place names. Since constant reference will be made to their MARC data field tag numbers, a
chart (Figure 7.8) is provided to show their common locations in that system. They are chiefly
placed in MARC data fields 100, 110, and 111 when functioning as MAPs and in data fields
400,410, 411,600,610,611,700,710,711 and 800,810,811 when functioning as AAPs. All such
names are placed in subfield $a in these fields and are to be established in controlled vocabulary form.
Figure 7.8 Name Access Points in the MARC Format
Kind 
Function 
MAP
SHAP
ST-Nat'l Lang3
ST-Cont. Vocab
AAP
Key:
AP = Access Point
MAP = Main AP
Notes:
Personal
Name
Geographic
Name1
Corporate
Body Name
Conference
Name2
100
600
400
Included in
651
Included in
110
610
410
111
611
411
Included in
810
Included in
710
SHAP = Subject Heading AP
ST = Series Title
AAP = Additional (other) AP
811
711
800
700
1Geographic names can represent political jurisdictions, natural features (i.e., bays, mountains), geographical regions, archaeological sites, parks, and so on. Of these, only political jurisdictions can function in
a creative (i.e., authorial, editorial, etc.) relationship to Information entities. When functioning in authorial, etc. roles, geographic names which constitute political jurisdictions are coded as x10 in the 1xx,
4xx, 8xx, and 7xx fields, the arrows indicating this shift. However, if an Information entity is about a
geographic name of any kind, including a political jurisdiction, the name is coded in 651.
2Conferences, symposia, meetings, and the like are, of course, corporate bodies. However, the MARC system has culled them out of the regular corporate body section and placed them in separate fields with
the numbering x11.
3Series titles as they appear in Information entities are in natural language form. Occasionally, such series
titles begin with a name. In Pre-AACR2r cataloging, this combination of name (rewritten in controlled
vocabulary form or, if the name appeared in controlled vocabulary form in the 1xx field, then replaced
with a pronoun such as His, Her, or Its) and title (in subfield $t) was placed in fields 400, 410, and
411. Since the form of the name found in such series titles is not always appropriate for access point
purposes, the name usually has to be written as controlled vocabulary followed by the title in a special
subfield ($t). With AACR2 (1978) all series titles that have had names rewritten as controlled vocabulary have been placed in a corresponding 800, 810, or 811 field. In that case, the series title in the 4xx
area will be coded 490, with the first indicator being 1 to link it to the 8xx field where it is rewritten.
7.221 Names of Persons as APs: Person’s names may appear in several forms. The most
common is the Forename-Surname combination, possibly with a middle name or initial But
there are others as well--for example, Forenames alone (Howard; Hildegarde, John, Joan),
Forename-Surname combinations where the Surname contains more than one word with or
without hyphens (Walter de la Mare Camilo Castelo Branco Augustus Saint Gaudens, Pierre
Teilhard de Chardin), and Surnames alone, commonly with a title of some kind to identify it
(Dr. Seuss, Mrs. Johnson). Occasionally, names will be known only by their initials (H. D., for
CINBES- Ch. 7 (991005)-p.20
Hilda Doolittle).
Personal names may also be in the form of a family name statement— for example, the
Jonszak family, the Thurman family. In cataloging codes up to and including the AACR
(1967), family names could be used for MAPs, for AAPs, and for subject headings. However,
beginning with the AACR2 (1978), family names are no longer used as a basis for MAP (lxx)
and AAP (7xx) fields. Instead, they are now used in the MARC system chiefly for subject
headings in the 600 field.
Finally, there are occasions when personal name takes the form of a phrase used on an
anonymous classic for the life of a person, or the form of a phrase characterizing a person in a
creator relationship to an Informatioin entity. For example, Pseudo-Brutus will stand for the
author of the anonymous work by that name, and Physician will stand for the name of the creator of a work in which the statement of responsibility reads only, “By a Physician.”
When entered in any one of the x00 fields listed in Figure 7.10, the kind of personal name
involved is controlled by the first indicator, it having the following values:
0 Forename (name is a forename or name consisting of words, initials, letters,. phases etc., that are formatted in direct order)
Paulus, Diaconus
Father Divine
Albertus, of Saxony
H. D.
Bede, the Venerable
Cher
Pliny, the Younger
Physican
Pseudo-Brutus
D.S., Master
1 Single surname (Name is regular forename-surname combination where the surname is inverted to the
initial position, with or without prefixes. Use as well for names having a forename-surname structure
and for names known to be surnames but which lack a forename.)
De la Mare, Walter
Figueiredo, Adelpha Silva Rodrigues de
Harper, Dr.
Hills, John
Johnson, Mrs. Walter
Jones, Mrs.
La Fontaine, Jean de
O., Mike
Rad, Gerhard von
Stendahi
Van der Post, Christiaan Willem Hendrik
Von Braun, Werner
2 Multiple surname (Surname contains more than one word, with or without forename, where the initial
position is that surname among more than one deemed appropriate for filing.
Bonacci Brunamonti, Alinda
Day-Lewis, Cecil
Halasy Nagy, Jozsef
Henry-Bordeaux; Paule
Johnson Smith, Geoffrey
CINBES- Ch. 7 (991005)-p.21
Molina y Vedia de Bastianini, Delfina
Teilhard de Chardin, Pierre
3 Family name (Name represents a family, clan, dynasty, house, or other group. The name may be in direct or inverted order. AACR2 makes no allowance for using a family name in the 100, 700, or 800
fields, although a family name might be used in the 100 or 700 fields when cataloging manuscript collections according to Archives, Personal Papers, and Manuscnpts.)
Elsevier, family of printers [pre-AACR2]
Medici, House of
Sandberg family[per Archives Personal Papers and Manuscripts]
7.222Corporate Body Names as APs: A corporate body is defined in the AACR2r Glossary as,
An organization or group of persons that is identified by a particular name and that acts, or may act, as an
entity. Typical examples of corporate bodies are associations, business firms, non-profit enterprises, governments, government agencies, religious bodies, local churches, and conferences.
Corporate bodies in general are coded in the 110, 610, 710, and 810 MARC fields. A large
variety of examples is provided below. [An asterisk (*) denotes a corporate body which has a
meeting or a dated event of some kind as a subordinate element, rather than the dated event
being listed directly under its own name, as found in Section 7.223 below.]
1) Associations (including societies, fraternal organizations, etc.):
American Medical Association
Association for Library Collections & Technical Services
Canadian Committee on Cataloguing
Chemical Society (Great Britain)
Elks (Fraternal order)
Nordic Association for American Studies
Pacific Rocket Society
Radio Society of Great Britain
Twentieth Century Club (Lubbuck, Tex.)
Young Men’s Christian Associations of the United States and British Provinces
*American Bar Asociation. Section of Labor and Employment Law. Annual Meeting (1990 : Chicago Ill.)
*American Library Association. Conference.
*American Psychiatric Association. Meeting (140th: 1987: Chicago, Ill.)
*International Astronomical Union. Symposium (142nd : 1989 : Bangalore, India)
*National Academy of Arbitrators. Meeting. (42nd : 1989 : Chicago, Ill.)
*Scottish Library Association. Annual Conference (72nd : 1986 : Peebles, Scotland)
*Society of Petroleum Engineers (U.S.). Technical Conference and Exhibition (65th : 1990 New
Orleans)
2) Business firms:
ASEA-ATOM (Firm)
Breitkopf & Hartel (Firm)
Don Lane Pictures
EPSON (Firm). Tokyo, Japan
GE Nudear Energy (Firm)
Kirkland & Ellis (Firm)
Perspective Films (Firm)
CINBES- Ch. 7 (991005)-p.22
Peter Davies Limited
Price Waterhouse (Firm) Regulatory Advisory Services.
3) Private educational enterprises and other similar organizations:
Electric Power Research Institute
Harvard University
Museum of American Folk Art
OCLC
*Harvard University. Library. Exhibition (1983-1984)
4) Governments (at any level, for example, national, state, & local) & inter- and intra-governmental
agencies:
Bombay Metropolitan Regional Planning Board
British Columbia
Calcutta Metropolitan Development Authority. Area Planning and Development Control Circle No. I
Chihuahua (Mexico : State)
Cork (Ireland : County)
Guadalajara (Mexico)
International Atomic Energy Agency
Northeastern Illinois Metropolitan Area Planning Commission
Ohio
Paris (Tex.)
St. Charles Parish (La.)
United States
Washington Metropolitan Area Transit Authority
5) Government agencies and Offices (i.e., agencies and offices which are authorized and subsidized
by a particular government). Some of these stand under their own names while others must be listed subordinately to the government of which they are a part:
Vermont. Department of Water Resources.
*United States. Congress (87th 1961-1962). House of Representatives.
*United States. Congress. House of Representatives. Select Committee on
Government Organization.
United States. National Aeronautics and Space Administration. Scientific Technical Information Office.
United States. Court of Appeals (2nd Circuit)
United States. Embassy (France)
California. Municipal Court (Los Angeles Judicial District)
Chicago (Ill.). City Council.
United States. President (1885-1889: Cleveland)
United Nations. Secretary-General.
United States. Army. Infantry Division, 27th
Austin Community College (Austin, Tex.)
Roosevelt High School (Chicago, Ill.)
The University of Texas at Austin
Library of Congress
6) Religious bodies, including local churches and religious organizations
of all kinds:
St. Andrews Episcopal Church (Austin, Tex.)
St. Mary’s Cathedral (Sydney, N.S.W)
General Assembly of Unitarian and Free Christian Churches. Department of Social Responsibility.
Manchester District
CINBES- Ch. 7 (991005)-p.23
First Presbyterian Church of Ewing (Ewing NJ.).
Third Baptist Church (San Francisco, Calif.) Board of Deacons.
*Methodist Episcopal Church, South. General Conference.
*United Presbyterian Church of North America. General Assembly.
*Southern Baptist Convention
*Catholic Church. Canadian Conference of Catholic Bishops
Franciscans. Minister General (1947-1951 : Perantoni)
Catholic Church. Pope (1878-1903 : Leo XIII)
7) Names of vessels:
Bounty (Ship)
Meteor (Research ship : 1964- )
Apollo V (Spacecraft)
8) Names of special studies, programs, and collections:
Cooperative Study of the Kuroshio and Adjacent Regions
Chicago Area Geographic Information Study (CAGIS)
W.H. Ross Foundation for the Study of Prevention of Blindness
Hallmark Collection (Library of Congress)
9) Names of political parties:
Libertarian Party of Connecticut
Travis County (Tex.) Democratic Party
Democratic Party (U.S.)
10) Names of performing groups
Carpenters (Musical group)
Chicago Symphony
Fargo (Perfonning group)
Grateful Dead (Musical group )
One of the difficulties encountered in grasping hold of the vast range of potential corporate
body names is that they have never been subdivided into kinds. However, it is common in the
Anglo-American cataloging tradition to identify one particular kind of corporate body from
the whole in order to give it special treatment—corporate bodies which constitute conferences.
7.223 Conferences: Conferences are defined separately in the AACR2r Glossary as,
1. A meeting of individuals or representatives of various bodies for the purpose of discussing and/or
acting on topics of common interest. 2. A meeting of representatives of a corporate body that constitutes its legislative or governing body.
Conferences are called by such names as Conference, Symposium, Workshop, Meeting,
Congress, and, occasionally, Institute, although the latter should not be confused with Institute
as the name of an established organization which exists in a particular place with housing,
staff, etc. This category of corporate body also includes expeditions, fairs, festivals, and sporting events since, like the concept of conferences in general, they consist of dated events. Since
conferences are normally thought of in terms of their specific occasions, conference names are
typically qualified with terms which indicate these matters—for example, their number within
a sequence, their dates, and their locations.
Conferences, as a particular species of corporate body, should not be confused with Asso-
CINBES- Ch. 7 (991005)-p.24
ciations. Associations may hold meetings or conferences of their members, but they are not
considered conferences in an of themselves because they do not consist primarily of a dated
event. When such an organization does hold a meeting of its members, the meeting is sometimes given as a subordinate element under the name of the corporate body. The latter occurs
either because the meeting does not have a name of its own or its name is generic and implies
subordination. For examples of this, see the asterisked items in the listing of corporate bodies
in Section 7.222 above.
One confusing wrinkle in the matter of associations and meetings occurs with certain religious bodies which include terms such as “convention” or “conference” in their names—for
example, Southern Baptist Convention, and Baptist General Conference. In such instances, the
terms do not imply a specific dated event (although such organizations do have meetings), but
rather more generally the corporate entity as a whole. Thus, such names should be included
under corporate bodies in general rather than specifically under conferences as a special category of corporate bodies.
Conferences are given special MARC data field tag numbers ending in x11 (i.e.,
111,411,611,711, and 811).
1) Examples of conferences, congresses, councils, seminars, symposia, and workshops:
Baptist General Convention for Missionary Purposes (8th : 1835 : Richmond, Va.)
Conference & Exhibition of the National Computer Graphics Association (2nd : 1981 : Baltimore, Md.)
Conference on Bank Structure and Competition (24th : 1988 : Chicago, Ill.)
Conference on Canada/U.S. Trade in Energy (3rd : 1988 : Montreal)
Energy-Sources Technology Conference and Exhibition (10th : 1987 : Dallas, Tex.)
Far-East Workshop on Future Database Systems (2nd : 1992 : Kyoto, Japan)
IEEE Western Canada Conference and Exhibition on Telecommunication for Health CareTelemetry, Teleradiology, and Telemedicine (1990 : University of Calgary)
International Congress of Anthropological and Ethnological Sciences (9th 1973 : Chicago, Ill.)
International Congress on Carboniferous Stratigraphy and Geology (9th 1979 : Washington, D.C. and University of Illinois at Urbana-Champaign)
International Seminar & Exhibition on Modernisation of Concrete Construction (1982: Madras, India)
International Symposium on Sleep and Respiration (1st: 1989 : Banff, Alta.)
International Workshop on Sewer Sediments (1st: 1991 : Brussels, Belgium)
Management of Energy Activity for Profit Symposium (1986 : New Orleans, La.)
Olympic Scientific Congress (1984 : Eugene, Or.)
Regional Conference on Mental Measurements of the Blind (1st : 1951 : Perkins Institution)
Topical Workshop on Non-Perturbative Aspects of Chiral Gauge Theories (1992 : Rome, Italy)
Vatican Council (1st : 1869-1870)
Vatican Council (2nd : 1962-1965)
Women and Sports Science Conference (1985 : Colorado Springs, Col.)
2) Examples of competitions, expeditions, expositions, festivals, etc.:
Cannes (France) International Film Festival
Century of Progress International Exposition (1933-1934 : Chicago, Ill.). Dental Exhibit.
Expo ‘70 (Osaka, Japan)
Festival de Arte y Cultura en Antigua Guatemala (3rd : Guatemala)
Greenland Expedition (1980)
International Film Festival of India (11th : 1987 : New Delhi, India)
Mormon Festival of Arts (1st-3rd : 1969-1972 : Brigham Young University)
Olympic Games (17th : 1960 : Rome, Italy)
CINBES- Ch. 7 (991005)-p.25
Oxford University Expedition to Spitsbergen (1st : 1921)
Pan American Games (6th : 1971 : Cali, Colombia)
Superbowl XXIX
Van Cliburn International Piano Competition
World’s Columbian Exposition (1893 : Chicago, Ill.)
7.23 Title APs.
Title APs are sometimes provided in natural language form and at other times in controlled
vocabulary form. This twofold way of representing them makes them strikingly different than
other kinds of APs which are normally devised as controlled vocabulary terms. Because title
APs are represented in this twofold way, listing them must account for these two different approaches. In addition, since titles can be provided as both MAPS and as AAPs, a preliminary
division of them by that device must also be made. Because of the variety of titles involved,
the best way to deal with them is by correlating them with the various MARC data field tags
provided for them.
7.231 Titles as MAPs: Titles, when used as MAPs, are placed in two different fields when
entered into the MARC format—in the 245 data field when they remain in natural language
form and in the 130 field when rewritten in the form of controlled vocabulary. When rewritten
in controlled vocabulary form, they are called Uniform title MAPs.
7.2311 Natural Language Title MAPs: When a title used as a MAP is written in natural
language form, it is placed in data field 245 with the first indicator set at “0.” The latter indicates that the title proper found in data field 245 subfield $a is not to be made an AAP. It also
implies that there is no entry in any lxx MAP field. The existence of a lxx field means that the
natural language title has not been chosen as the MAP for the item but rather that the MAP for
the item has been designated either by a name in a 100, 110, or 111 field or by the same title
rewritten as controlled vocabulary in the 130 field. In short, had a lxx field been filled in, the
natural language title placed in field 245 could not serve as the MAP. When, however, the
natural language title of an information entity serves as the item’s MAP, it would then be superfluous also to make an AAP for the item as well. To do so would clearly be redundant It
should be noted that when the same data is converted to unit record form on, say, a card, the
natural language title serving as MAP yields a “hanging indention” form of the unit record
card. This is because, of course, there is no separate MAP line, the product of a lxx field.
Title MAP in Natural Language Form:
[lxx Nothing entered here]
245 00
$aBug-eyed monsters / $cedited by Bill Pronzini and Barry N. Malzberg.
250
$a1st original Harvest/HBJ ed.
260
$aNew York: $bHarcourt, Brace, Jovanovich, $cc1980.
Appearance of the Natural Language Title MAP on a Unit Record Card:
[Call
CINBES- Ch. 7 (991005)-p.26
no.]
Bug-eyed monsters / edited by Bill Pronzini and Barry N.
Malzberg. — 1st original Harvest/HBJ ed. — NewYork :
Harcourt, Brace, Jovanovich, c1980.
7.2312 Controlled Vocabulary (Uniform Title) Title MAPs: In contrast to the foregoing, when a title used as a MAP is written in controlled vocabulary form, it is called a “uniform title” and is placed in MARC data field 130. This does not mean that the information entity no longer has a title main entry but rather only that the natural language title found in the
information entity itself has been considered not suitable for the task.
Title MAP in Controlled Vocabulary (i.e., Uniform Title) Form:
_
_
_
_
_
130
$aPC week (New York, N.Y.)
245 00 $aPC week.
260
$aNew York, N.Y. : $bConsumer Computers and Electronics Magazine
Division, Ziff-Davis, $cc1983-.
362 0 $aVol 1, no. 1 (July 18, 1983)Appearance of the Controlled Vocabulary Uniform Title MAP on a Unit Record Card:
[Call
no.]
PC week (New York, N.Y.)
PC week. — Vol 1, no. 1 (July 18, 1983)— New
York, N.Y. : $bConsumer Computers and Electronics Magazine
Division, Ziff-Davis, $cc1983-.
One practical effect of devising a uniform title is that there will now be two basic titles
available for the item, the first a controlled vocabulary title placed in data field 130, the second a natural language title placed in its regular position in data field 245. Normally, when an
item has a name entered as a MAP in the 100, 110, or 111 field, the title in the 245 data field
then serves as an AAP. To accomplish this, one need only set the first indicator of the 245
field at “1,” the latter simply indicating that the title proper found in data field 245, subfield $a
should be indexed. However, when the 130 field contains a uniform title MAP, to provide an
AAP for title proper in data field 245 subfield $a would mean that the information entity
would have two title APs, the first in controlled vocabulary form from the 130 data field, the
second in natural language form from the 245 data field. However, since the reason for having
devised the uniform title in the first place was to replace the natural language title as the indexed form of the title, the normal practice is to set the first indicator of the 245 data field to
“0” signifying that no natural language title AAP should be made. In addition, if there is any
chance that the catalog user might not be able to find the uniform title— for example, because
its beginning words are significantly different than those of the natural language title—it is also standard practice to place a cross-reference in the catalog referring the catalog user from
the natural language form to the controlled vocabulary form.
CINBES- Ch. 7 (991005)-p.27
It should be noted, however, that with the advent of computerized catalog, practice in some
libraries has also tended to index the information entity under both forms of the title rather
than to supply a cross-reference. To do this one must to set the first indicator of the 245 data
field to “1,” in order to index the natural language form of the title as an AAP.
7.232 Titles as AAPs: Titles appear in a large variety of kinds when they are provided as
AAPs. These generally fall into three relationships with the information entity which is the
basis of an Informatioin entity record: 1) The title proper of the item including any variations
of it; 2) Other titles representing the same item, usually taken from some other place in the
item besides its chief source of information; and 3) Titles associated with the item which do
not represent the item as a whole (i.e., analytical titles) or which represent other information
entities related to the item in some way. Since title AAPs are placed in a variety of MARC data fields, these will be correlated with kinds of title AAPs as their discussion ensues.
7.2321 The Title Proper and its Variations as AAPs: A title proper is the chief title of
an item as found in the chief source of information of an item. It includes any alternative title
but excludes parallel titles and other title information.
The regular natural language title proper of an information entity is placed in MARC field
245, subfield $a. To provide an AAP for this form of the title, the first indicator of the field
must be set to “1.” This is the normal practice for titles when a name is found in data fields
100, 110, and 111 and, as already noted, it is sometimes practiced as well when a uniform title
is placed in data field 130. The indexing of field 245, subfield $a ensures that the title proper
will be accessible beginning with its first word (not including an initial article in any language
which is controlled by the second indicator of the field—a record of the number of non-filing
characters to be avoided in accessing the first word alphabetically).
Two other conditions must be noted with respect to title proper access: a) Controlled vocabulary substitutes for it and b) Other spellings of it.
Controlled vocabulary substitutes for the title proper are placed not in the 245 field, but rather either in MARC data fields 240 or 242. Field 240 is for regular uniform titles of single
works or for a category of works (for ex., Symphonies”) where the name of the author of the
work is entered in data field 100 or the name of a corporate body from which the work has
emanated is placed in fields 110 or 111. (Example follows below.) Field 243 serves the same
purpose except that it is used for collections of one kind or another of such works and has,
therefore, a generic uniform title term (e.g., “Works.”) rather than a more specific term.
Controlled Vocabulary (i.e., Uniform Title) Title for a Named Author:
100
240 10
245 00
_
260
$aGershwin, George, $d1898-1937.
$aRhapsody in blue, $mpiano, orchestra. $pAndantino moderato; $oarr.
$aAndante and finale from Rhapsody in blue : $bfor trumpet and piano /
$cGeorge Gershwin ; transcribed by Gregory Stone.
$aNew York : $bHarms, $cc1941.
Appearance of the Controlled Vocabulary Uniform Title MAP on a Unit Record Card (inserted between the MAP line and the body of the entry):
[Call
no.]
Gershwin, George, 1898-1937.
[Rhapsody in blue, piano, orchestra. Andantino moderato, arr]
CINBES- Ch. 7 (991005)-p.28
Andante and finale from Rhapsody in blue : for trumpet and
piano / George Gershwin ; transcribed by Gregory Stone. —
New York : Harms, c1941.
Modification of the natural language title proper may also take place by supplying another
version of it for the purposes of different computerized indexing. Another versions may involve spelling out numbers, symbols and initialisms, and correcting an obvious error. These
kinds of alternatives are placed in MARC data field 246. The first indicator in that field, if set
at “1” or “3,” will provide for an AAP. For example,
1) Alternative spellings:
245 10 $aSuperbowl XXIX program
246 3 $aSuperbowl 29 program
or
245 04 $aThe off/on switch
246 2 $aOff/on switch
2) Corrected spelling:
245 00 $aAfrican seminar [sic] series
246 30 $aAfrican seminar series
7.2322 Other Titles that also Represent an Information Entity: Other title AAPs may
also be produced that represent the information entity featured in an Informatioin entity record, but which vary much more decidedly than a straightforward uniform title substitution or a
more or less simple difference in spelling. Titles of this kind are different, be-cause 1) they
come from different parts of the title data area, 2) represent translations of the title proper, or
3) come from different parts of the item itself.
1) Alternative titles from different parts of the title data area include alternative titles
and titles comprised of other title information or of other parts of the title proper itself Two
examples are provided here.
245 14 $aThe Facts on File dictionary of troublesome words
246 30 $aDictionary of troublesome words
or
245 00 $aMarcel Marceau, ou, L’art du mime
246 30 $aMarcel Marceau
2) Alternative titles which represent translations may come from the parallel title data
area or they may be supplied by the cataloging agency. If a parallel title is provided as an
CINBES- Ch. 7 (991005)-p.29
AAP, it is placed in MARC data field 246. If, however, the agency supplies the translation of
the title, it is placed in MARC data field 242 and represents a controlled vocabulary uniform
title. For example, Parallel title provided as an AAP
245 00 $aJapan report = $bNihon
246 31 $aNihon
Agency supplied translated title provided as an AAP:
242 14 $aThe mirror. $yEnglish.
245 04 $aDer Spiegel
3) Titles found elsewhere in the Information Entity and which are provided as AAPs
include added title page titles, caption titles, cover titles, distinctive titles, running titles, spine
titles, and still other miscellaneous titles. The meanings of these alternatives and examples of
each are as follows.
Added title page titles;, usually in another language and found on a title page preceding
the main title page or on an inverted title page at the end of the publication:
245 00 $aSudan guide
246 15 $aMurshid al-Sudan $f1982-1983
Caption titles, appearing at the head of the first page of text:
245 10 $aNewspaper geog. list $h[microform] / $cCarleton University
246 16 $aNewspaper index $fJan. 1982Cover titles, appearing on the original covers of a publication or letter or stamped on the
publisher’s binding:
245 00 $aMonthly checklist of state publications / $cthe Library of Congress, Processing
Department, Exchange and Gift Division
246 14 $aState publications monthly checklist $fJuly 1976Distinctive titles, often found on individual issues of annual reports, yearbcoks, etc., and
which are additional to the regular title:
245 00 $aCommodity year book
246 12 $aCommodities in industry $f1940
246 12 $aCommodity statistics $f1942
Running titles, appearing at the top or bottom margin of each page of a publication:
CINBES- Ch. 7 (991005)-p.30
245 00 $aBangladesh Education Extension centre bulletin
246 3 $aBEEC bulletin
246 17 $aBE.E.C. bulletin
Spine titles, appearing on the spine of a publication:
245 10 $aChartbook of federal programs on aging / $cIrma Schechter
246 18 $aChartbook on aging
Other titles of various kinds, appearing in the publication but other than those already
listed:
245 00 $aAssembly file analysis $h[microform]
246 13 $aCalifornia State Assembly file analysis
246 13 $aCalifornia Legislature State Assembly analysis
7.2323 Other Titles Associated with an Information Entity. Other titles associated
with an information entity but which do not represent it formally are also commonly provided
as AAPs for it. Titles of this kind fall into three areas: 1) those which represent series associated with the item; 2) those which represent works contained in the information entity and
which are given access as “analyticals;” and 3) those which represent other works associated
with the item in some way.
1) Title AAPs representing Series.
A series, by which is meant here a monograph series,10 is defined by the AACR2r in its
Glossary as,
A group of separate items related to one another by the fact that each item bears, in addition to its own title proper, a collective title applying to the group as a whole. The individual items may or may not be
numbered.
Series titles are so commonly used as additional access points that the conditions under
which they are made (AACR2r rule 21.30L1) are written in an inclusive mode with only some
exceptions listed. h short, the AACR2r rule instructs a cataloger always to make a series title
AAP except where certain conditions exist to negate this general instruction.
When used in the form found in the item, a series title AP is placed in MARC field 440,
subfield $a. This field assumes that a series title begins and exists solely as a title. It does not
begin, for example, with a person’s name (400), a corporate body name (410), or the name of
a conference (411). Other MARC tag numbers listed in this data area (i.e., 400, 410, 411)
10
AACR2r does not formally call this kind of a series a monograph series but rather simply lists it as definition “1” among three definitions. The other two definitions have to do with publisher’s use of terms like “First series,” “Second series,” etc. to distinguish different sequences of published essays or different sets of a published
serial. The term monograph series is very traditional in library cataloging because this kind of publication has
traditionally consisted of monographs.
CINBES- Ch. 7 (991005)-p.31
were once used for series titles which appeared in an Informatioin entity in the alternative
forms noted here. But, that was in the pre-AACR2 era. Since 1978, all series beginning with
terms other than strictly title words have been reformulated in order to incorporate into them
the controlled vocabulary form of the names with which they begin. In addition, even a series
title which begins with title words may require reformulation in controlled vocabulary form as
a uniform title. In this case, it is treated as any other series titles needing reformulation.
Where a series title AP has been rewritten to include a controlled vocabulary beginning element other than the series title as found in a work, the code provided it in the 4xx data field
area is changed to 490 with its first indicator set to “1.” This links the 4xx version of the series
title to the rewritten form which is subsequently placed in an appropriate 8xx MARC field.
The 8xx version of the series title then functions as the series AP, and the 490 field is merely
displayed as a record of the natural language version of the series title.
Where a series title is not used as a series AP, it is listed in MARC 490 field with a first indicator of “0” which indicates that it has not been treated as an access point.
2) Title AAPs representing “Analyticals.” The AACR2r Glossary defines an analytical
entry as “an entry for part of an item for which a comprehensive entry is also made.” This
means that an entire record is made for a part of an item—for example, for an individual work
within a collection of works—in addition to the record for the host item which contains the
individual work. An alternative to making an analytical entry for an individual work of this
kind is to make an analytical title where the title of such an individual work within a larger information entity is simply made an AAP associated with the Informatioin entity record of the
host entity
Analytical title AAPs can be made in more than one way. Where, for example, one wishes
simply to give access to various titles within a collection of such works without any concern
for correlating them individually with their authors and simply in their natural language forms,
they may be placed in separate MARC 740 data fields, subfield $a, or they may be listed in a
structured contents note in MARC data field 505 where each title is placed in a separate subfield $t When using the 740 data field, the first indicator will indicate the number of nonfiling characters of initial articles. However, when placing them in subfield $t of a structured
MARC data field 505 for contents, the titles must be written without initial articles because
there is no provision in the 505 data field for avoiding initial articles. 1f however, one wishes
to provide controlled vocabulary access to the same titles, they must be placed in the MARC
730 data field, subfield $a. This field also uses the first indicator to state the number of nonfiling characters of a title with initial articles.
If on the other hand, one wishes to correlate each title with their respective authors (or the
corporate bodies from which they emanate individually), this can be done by placing the titles
in individual access points consisting of MARC data fields 700, 710, and 711, in each case in
subfield $t. These forms of access points amount to combinations consisting of both a name
and a title (commonly called name-title APs) but the titles when included in such a combination must be written without their initial articles be-cause no provision is made in these fields
for avoiding non-filing characters).
A parallel approach to titles also occurs in cases where an information entity contains information about a given work (rather than a representation of the work). In such cases, one
may append the titles in subfield $t in MARC subject access data fields 600, 610, or 611 and,
CINBES- Ch. 7 (991005)-p.32
for uniform titles, in subfield $a of MARC subject access data field 630.
In the cases above in which titles are buried in other fields in subfield $t locations (i.e., especially in MARC data fields 505, and 700, 710, and 711), it is assumed that the system for
which the records are being made has the capacity to index titles in these fields. If it does not,
those titles will have to be given access by entry in data fields 730 or 740, whichever is appropriate.
3. Title AAPs representing Other Associated Works.
Other works associated with a given information entity may at times merit AAP status, although practice ordinarily limits these relationships more often than not merely to the role of
notes on the Informatioin entity record to which they are related. Such notes are called “Linking fields” and instructions for writing them are generally contained in MARC data fields 760
to 787. Where one wishes to also provide AAP access to the titles described in such notes, one
will find it necessary to copy such titles into MARC data fields 700, 710, 711, and 730, listing
them in the same manner as one would list analytical titles. The chief kinds of associated titles
for which title AAP might possibly be provided is as follows:
a) Main series. (Field 760). Notes are begun with such statements “Main series,” or “Subseries of.”
b) Sub-series. (Field 762). Notes are begun with such statements as “Sub-series,” or “Has
sub series:”
c) Supplement/Special Issue of. (Field 770). Notes are begun with such statements as
“Supplement:” or “Special Issue of:”
d) Host item. (Field 773). Notes are typically begun with the statement “In:”
e) Other editions. (Field 775). Notes are typically begun with the statement “Other editions
available:”
f) Other forms. (Field 776). Notes are typically begun with the statement “Issued in other
form:” (for serials), and “Available in other forms:” (for non-serials).
g) Issued with. (Field 777). Notes are typically begun with the statement “Issued with:” but
this field is not to be used for items bound together due to local binding practices.
h) Preceding title. (Field 780). Used chiefly for listing the preceding title of a serial where
the strategy for serial control is “successive entry.” The latter means that each manifestation of
a serial under a different title is given a separate Informatioin entity record, the various records
linked through “Preceding title” and “Succeeding title” (Field 785) notes.
i) Preceding titles. (Field 247). Used only for listing the preceding titles of a serial where
the strategy for serial control is “latest entry.” The latter means that each time a serial changes
its title, the title proper in the Informatioin entity record for the serial is changed to the latest
title and preceding titles are provided access through AAPs in this field. The titles listed in
this field are natural language rather than uniform titles.
j) Succeeding title. (Field 785). Used chiefly for listing the succeeding title of a serial
where the strategy for serial control is “successive entry.” (See in “Preceding title” above for
definition of this practice.)
k) Titles in other relationships. (Field 787). For notes listing titles in still other relationships.
CINBES- Ch. 7 (991005)-p.33
Under normal circumstances AAPs are not made for related titles. First, in cases where the
agency does not have the related title in its collection, providing a title AAP may suggest to a
catalog user that the agency has the related item even though it does not. Second, it is generally assumed that simply indicating a relationship to another title is sufficient information to one
searching in the library catalog. If the catalog user wants a related title, the note alone would
provide enough information for searching for it as a known-item search.
===================================================================
7.6 REVIEW QUESTIONS FOR CHAPTER 7.
1. What alternative terminology is available of both current and traditional vintage for the
phrase “access points?”
2. What are the basic functions of APs in a library BC system according to the AACR2r
definition of the term access points?
3. What is the function of APs in a library BC system in terms of Cutter’s “objects” of a
catalog?
4. Describe generally how file structures and the location of APs in the system differ between manual card catalogs and online computerized library catalogs.
5. Why is the traditional separation of entry data from access point data in manual catalogs
not so important in computerized library catalogs, at least from the standpoint of creating
and/or identifying access points?
6. How is access point vocabulary “controlled?” Illustrate your answer with examples of
what you mean.
7. Name five basic kinds of APs found in library catalogs either by themselves or in combinations. (Ans.: 1. Codes; 2. Topics; 3. Forms; 4 Names; 5. Titles)
8. What sub-kinds of APs are found for categories 4 and 5 in question 7 above? (Ans.)
Answer
4. Names
Persons
Forename only
Surname/Forename
Multiple surname
Family name
Corporate bodies/entities
Conferences, symposiums, etc.
Jurisdictions
Others Places (not jurisdictions)
5.
Titles
Titles as MAPs
Natural language
Controlled vocabulary
Titles as AAPs
Title proper & its variations
Titles from other parts of title data
Titles from other parts of an item
CINBES- Ch. 7 (991005)-p.34
Titles representing related items
Series titles
Analytical works
Titles representing other relationships
9. Under what conditions are title APs made in library cataloging, and where title AAPs
are provided, what kinds are there?
10. What is a “name-title” AAP and why is it common to speak of it as a “double” access
point?
11. What is the essential difference between saying that the same APs sometimes function
as “subjects” and sometimes function as MAPs and AAPs?
12. What MARC tag numbers are used for MAPs and AAPs for names and titles (but not
for subjects headings) for each of the categories of access points listed in question 8 above.