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Access points and control

Access points and control. Objectives Relate description to access Identify issues related to author/title access Main entry and added entries Introduce concept Question the worth Introduce principles of authority control. Access. How to we provide for retrieval?

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Access points and control

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  1. Access points and control Objectives • Relate description to access • Identify issues related to author/title access • Main entry and added entries • Introduce concept • Question the worth • Introduce principles of authority control

  2. Access How to we provide for retrieval? How are people likely to look up records? • Title • Creator • Transactor • Subject matter

  3. From bibliographic description • “Title and Statement of Responsibility”, for example: Learn descriptive cataloguing / by Mary Mortimer Also, Subject matter • What is it? How do we provide access?

  4. Access via title • What’s a title? • Whole title? • How many people know it? (exactitude) • Common title (e.g." Annual report”) • Variations in title • Uniform title concept • Key words? • Overload from common words

  5. Title access problems • Common titles make a work difficult to locate, • e.g.. ‘Bulletin’ • May not reflect the content of a work • Title identified by cataloguer differs from that of use • chief source of information (e.g.. title page) vs. front cover • Variation from volume to volume in a multi-part work • Variation from edition to edition • Different titles in different countries (or languages) • Does it have a title?

  6. Advantages of title access • Title as is! • ‘Natural language’ mirrors current terminology, so reflects terminology used at time • Users can refer to terms from a familiar vocabulary • Software can produces indexes to individual keywords

  7. Title keyword access • Title displays • Permuted; KWIC and KWOC • Title for search terms • The problem of common terms, eg. ‘information management’ • Stopwords – commonly used, eg ‘the’, but what of ‘a’? • Storing word positions to enable phrase searching

  8. Transcribing titles • Copy the title as it appears on the document, i.e. on the title page as source of information • If a title changes, use the the title on the document, but if necessary, link the different forms of the title • Be as brief as possible: select as little of the subtitle as is needed to uniquely identify the document

  9. Uniform title: what is it? • ‘The distinctive title by which a work which has appeared under a number of different titles may be known, and which is used in a catalogue as an access point’ • The purpose is to collocate documents that are variants of the same work, e.g..: • Book • Film of the book • Book based on the screenplay • Edited video version of film

  10. Uniform title and AACR2 When various manifestations (other than revised editions) of a work appear under different titles, select one according to instructions in 25.3-4 (AACR2 25.2) Homer [Iliad] White, Patrick, 1912-1990 [Plays] Queensland [Laws, etc.] Bible. O.T.

  11. Responsibility • Creator of a work • Is there a need to establish a primary responsibility? • The legacy of main entry

  12. AACR and main entry • AACR2 0.5 • General introduction: Main and alternative headings • Part II rules are based on the proposition that one main entry is made for each item described, and this is supplemented by added entries. • Use of alternative headed entries (i.e. sets of equal entries for each item described) was discussed but not embodied in the rules. • It is recognised, however, that many libraries do not distinguish between the main entry and other entries – they should still use Chapter 21 for guidance about access points in general

  13. Attributing the creator Personal author • How many? (do we stop at 3?) • Compare referencing systems, and indexing databases • Which form? • Forenames and family names • Initials and brevity • Pseudonyms • Name changes

  14. The corporate author • A corporate body is an organisation or a group of people that is identified by a particular name and that acts, or may act, as an entity (AACR2 21.1B1) • They will have a proper name using initial letters in capitals

  15. Associations Institutions Business firms Non-profit organisations Governments Government agencies Projects Programmes Religious bodies Local church groups (with name of the church) Conferences Typical corporates

  16. Corporate body responsibility Entry point (main) (AACR 21.1B2): • Administrative in nature dealing with the corporate body itself • Legal, governmental, religious • Collective thought of a group such as a Commission or a group that has made a map • Conferences or expeditions • Performing groups

  17. Naming a corporate body Enter a corporate body directly under the name by which it is commonly identified (ACR2R Chapter 24) Exceptions and interpretations • Variations • Additions and modifications • Subordination • Government

  18. Corporate variations Examples • Language, • eg when to use English with International bodies • Conventional name, • e.g.. Westminster Abbey • Religious orders • e.g.. Jesuits • Governments • e.g.. France rather than Republique francaise

  19. Corporate additions Examples (AACR2 24.4) • Conveying the whole idea • e.g.. Bounty (ship) • Making a distinction, place names, institutions • e.g.. Midlands Museum (Zimbabwe) • e.g.. Red Lion Hotel (Newport, Shropshire, England) • e.g.. Newman Club (Brooklyn College)

  20. Conference proceedings • Can be issued: • regularly : making them serial in nature • Irregularly • Can be published: • as monographs • as special issues of serials • as part of monographic series • in a different year from the conference itself

  21. Conferences • Omit from the name of a conference indications of number, frequency, or years of convocations • Then add • Number (5th : …) • Date (2003 : … • Location (2nd : 1967 : Sydney) Lunar Science Conference (5th : 1999 : Houston, Tex.) Lunar science V : abstracts of papers submitted to the Fifth Lunar Science Conference, March 18-22, 1999 / edited by Neil Armstrong. - Houston (Tex.) : NASA, 1999. - xiv, 400p. ; 25cm.

  22. Variations on conference name • The name of the actual conference and the title of the published literature are often not the same • Nobel Conference (12th : 1976: London) • The nature of the physical universe: 1976 Nobel Conference • Publishers and distributors are inconsistent: • Proceedings of the 4th International Conference… • 4th Proceedings of…. • Fourth International Conference on…

  23. Subordination Enter a subordinate body directly under its own name (AACR2 24.12) e.g. Fisher Library x Sydney University Fisher Library Exceptions (24.13 – various types) • Government agencies • Names that imply that a body is part of another or administrative subordination Australian Broadcasting Corporation. Childrens and Education Television Dept. Dartmouth College. Class of i980 Friends of the Earth. Camden Friends of the Earth

  24. Jurisdictions Enter government agency under the name of the government (AACR2 24.13,18) • Direct heading Australia Dept Of Administrative Services Purchasing Division New South Wales. Court of Appeal Queensland. Dept. of Education. Behaviour Management Unit • Indirect heading (24.14) Australia. Council For Aboriginal Affairs   x Australia. Dept Of Aboriginal Affairs. Council On Aboriginal Affairs

  25. Authority control • Establishes a standard form for a name, title or subject heading • Ensures that forms of names, titles and subject headings are used consistently • Simplifies searching of the catalogue • Creates cross references between headings • Supports reliable retrieval of resources • Users don’t have to check for multiple variations of a name or subject heading • Users need to readily identify which form of name is used in the catalogue

  26. Authority files • Files which collate the standard form of the name or subject heading used • Provide references from variations to the standard form which should be used • Authority files contains all headings, names, subject headings that have been previously used • Examples of authorities • LC name authority file • Libraries Australia authority files • OCLC authority control use LC • LCSH for subject headings

  27. Authority for forms of names • Which form of name (or names) for access • How much of the name to use • Linking the name to other names which are related (e.g.. different forms of a name)

  28. Which form of the name? • William Jones • William T. Jones • William Thomas Jones • W.T. Jones • Bill Jones • Billy Jones • William Thomas Jones, born 1910 • William Thomas Jones, born 1901, died 1999

  29. Authority record (Kinetica) • 100 1 aShakespeare, William,   • d1564-1616 • 400 1 aSaixp-er, Gouilliam • 400 1 aShakspere, William • 400 1 aShikisb-ir, Wilyam • 400 1 aSzekspir, Wiliam • 400 0 aSekspyras • 400 1 aShekspir, Vil'i︠a︡m • 400 1 aSekspir, Viljem • 400 0 aSha-shih-pi-ya • 400 0 aTsikinya-chaka • 400 1 aSaixp-er, Ouilliam

  30. Standards for the use of names Basic principles • Use the name in the form it appears on the document • If a name changes, use the name as it appears on the document, but if necessary link the forms of the names through references • Be as brief as possible • Use an authority file

  31. To link names • Card catalogues: “see references” • Computer • index to link both forms of name to the record • duplication of surrogate record for both forms of the name

  32. ABN access paths Bibliographic file Holding file Vocabulary file In process file Working file Waiting file Subkey file

  33. Maintenance of authority files involves • The creation of authority records for established headings • The ongoing maintenance and evaluation of the authority file • Understanding of the overhead of using authority control at cataloguing level • Ensuring the validation of all new records

  34. Authority Control • To ensure consistency of headings used as access points • To establish references to related headings • Preferred form Richardson, Henry Handel,1870-1946. • Cross referenced from Richardson, Ethel Florence Lindesay,1870-1946. • Cross referenced from Richardson, H. H.(Henry Handel),1870-1946.

  35. Summary Name authority control • A critical functions of information organisation • A tool for maintaining data quality • Assists with more efficient and effective retrieval of documents from information retrieval systems • All works created by a particular author are retrievable from the same access point

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