Authorized Access Points for Persons, Families, Places, and Corporate Bodies



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18.1. Identifying persons and families

Authorized access points for persons are constructed following the instructions in RDA 9. The preferred name for a person is generally the name by which they are commonly known (RDA 9.2.2.3). It may be a real name, pseudonym, title of nobility, nickname, initials, or other appellation. Determine the preferred name from the sources given at RDA 9.2.2.2, following the order of preference given there. If the name consists of several parts (e.g., forename(s) and surname), record as the first element that part of the name under which the person would normally be listed in authoritative alphabetic lists in his or her own language, country of residence, or country of activity (RDA 9.2.2.4). For most persons it is the surname (RDA 9.2.2.9). For instructions pertaining to compound surnames and hyphenated surnames, see RDA 9.2.2.10. To determine whether to include or drop a separately written prefix such as an article or preposition, see RDA 9.2.2.11.


Dates of birth and death are CORE elements; period of activity is CORE when needed to distinguish a person from another person with the same name (RDA 9.3). Other additions may include the title of the person (RDA 9.4), fuller form of the name (RDA 9.5), or other designation associated with the person (RDA 9.6). For special instructions for names in certain languages and alphabets, see RDA appendix F.
Authorized access points for families are constructed following the instructions in RDA 10. Families are rarely associated with serials.

18.2. Identifying places

Authorized access points for places are constructed following the instructions in RDA 16. The LC-PCC PS for 16.2.2.2 lists sources of information for the preferred names of places in the Australia, Canada, New Zealand, the UK, and the US; for other names base the preferred name on the form found on the piece, “together with a consideration of the form found on the GEOnet Names Server (GNS).” Create a new authorized access point each time a place name changes (RDA 16.2.2.7).


Add the name of the larger jurisdiction to places below the state or provincial level. For names of such places in Australia, Canada, the US, the former Soviet Union, and the former Yugoslavia, add the name of the state, province, territory, or constituent republic (RDA 16.2.2.9.2), abbreviated, when applicable, following the instructions at appendix B.11; e.g., Vancouver (B.C.), San Francisco (Calif.), Moscow (Russia), but do not qualify names of states, provinces, or territories in Australia, Canada, or the US, or of constituent republics of the former Soviet Union or Yugoslavia (RDA 16.2.2.9.1); e.g., New South Wales, not New South Wales (Australia). For names of places in the UK, add England, Northern Ireland, Scotland, or Wales (RDA 16.2.2.10); e.g., Cambridge (England), Edinburgh (Scotland), etc. For places in all other countries, qualify with the name of the country (RDA 16.2.2.12); e.g., Chennai (India), Paris (France), etc. Give the name of the larger jurisdiction in its current form (LC-PCC PS for 16.2.2.4); e.g., Salisbury (Zimbabwe), not Salisbury (Southern Rhodesia). For further additions that may be made to distinguish otherwise identical names, see RDA 16.2.2.13.

18.3. Identifying corporate bodies

Authorized access points for corporate bodies are created according to the instructions in RDA 11. Such authorized access points may be used in MARC 21 serial records in the appropriate “main entry fields” (110, 111), “added entry fields” (710, 711), and “subject access fields” (610, 611).1 They may also be used as additions to preferred titles for works in the appropriate fields (130, 630, 730). Note that the term “corporate body” includes conferences.


18.3.1. General instruction. According to RDA 11.2.2.3, “When choosing the name for a corporate body, choose the name by which the corporate body is commonly identified,” unless it falls into one of the types given under RDA 11.2.2.14 (see CCM 18.5.). For guidance on punctuation in headings, see LC-PCC PS for RDA 1.7.1.





University of Detroit




Centro de Estudios de Estado y Sociedad




Tappantown Historical Society




Institute on Acquisitions and Takeovers--West Coast




Banco Português do Atlântico

Under earlier rules, the first choice for the preferred name of a corporate body heading was the “official” name of the body (i.e., the name established by law). Under RDA, the official name is the last choice for a preferred name. For instance, the name Manitoba Health is presented on publications of the Manitoba Department of Health. While “Department of Health” is the official name, “Manitoba Health” is chosen as the preferred name because this is the form presented in the item and is the form under which a user is most likely to search.


In most cases, use the form of the name that is found on the preferred source of information. Exceptions are explained below.

18.3.2. Decision process


A.

Is there a corporate body? (RDA Glossary)

B.

Is the body in a special category (RDA 11.2.2.18 [Government Officials] - RDA 11.2.2.29 [Papal Diplomatic Missions, etc.])? If so, go to the instructions for that category.

C.

Are there variant forms of the name?







1.

On one piece → RDA 11.2.2.5







2.

On different pieces → consider whether it is a name change → RDA 11.2.2.6 and LC-PCC PS 11.2.2.6







3.

Full form vs. acronym or initialism → RDA 11.2.2.5







4.

More than one language → RDA 11.2.2.5.2 and LC-PCC PS 11.2.2.5.2

D.

Is there a corporate hierarchy?







1.

No → apply general instruction (RDA 11.2.2.3) → for omissions, apply RDA 11.2.2.7-11; for additions, apply RDA 11.3-7







2.

Yes → evaluate against the types of name in RDA 11.2.2.14

18.3.3. Interpreting the Name Authority Record (NAR). The following examples illustrate some of the fields and situations encountered in NARs.

Example 1. Authorized access point with several variant forms.


Type:

z

Upd status:

a

Enc lvl:

n

Source:

#

Roman:

#

Ref status:

a

Mod rec:

#

Name use:

#

Govt. agn:

#

Auth status:

a

Subj:

a

Subj use:

a

Series:

n

Auth/ref:

a

Geo subd:

n

Ser use:

b

Ser num:

n

Name:

n

Subdiv tp:

n

Rules:

z




1.

010

##

$a n 91079126

2.

040

##

$a DLC $b eng $e rda $c DLC $d DLC

3.

005

##

$a 20130314114355.0

4.

110

1#

$a Massachusetts. $b Division of Waterways

5.

410

1#

$a Massachusetts. $b Waterways, Division of

6.

410

1#

$a Massachusetts. $b Department of Environmental Management. $Division of Waterways

7.

510

1#

$w r $i Hierarchical superior: $a Massachusetts. $b Department of Environmental Management

8.

670

##

$a Lewis, L.R. The state of our harbors, 1990: $b t.p. (Commonwealth of Massachusetts, Department of Environmental Management, Division of Waterways)




Explanation

Line 1 =

Control number

Line 2

Originating, inputting, and revising agency (Library of Congress), language of cataloging (English), descriptive rules or instructions used (RDA)

Line 3 =

Date and time of latest transaction

Line 4 =

Authorized access point

Line 5-6 =

References from variant forms

Line 7 =

Reference from authorized access point for related body. Note: the relationship specified in $i is the inverse of the relationship that would display in the catalog (see $w r). This field as coded would generate the reference:





Massachusetts. Department of Environmental Management




Search also under its hierarchical subordinate:




Massachusetts. Division of Waterways

Example 2. Authorized access point with references from variant forms and superseded authorized access point. This example illustrates a name that also appears in different forms and in another language. There is also a superseded authorized access point for the name.


Type:

z

Upd status:

a

Enc lvl:

n

Source:

#

Roman:

#

Ref status:

a

Mod rec:

#

Name use:

a

Govt. agn:

#

Auth status:

a

Subj:

a

Subj use:

a

Series:

n

Auth/ref:

a

Geo subd:

n

Ser use:

b

Ser num:

n

Name:

n

Subdiv tp:

n

Rules:

z




1.

010

##

$a n 81072936

2.

040

##

$a DLC $b eng $e rda $c DLC

3.

110

2#

$a AISAM

4.

410

2#

$a International Association of Mutual Insurance Companies $w nna

5.

410

2#

$a Association internationale des sociétés d'assurance mutuelle

6.

410

2#

$a International Association of Mutual Assurance Societies

7.

410

2#

$a A.I.S.A.M.

8.

670

##

$a Its Lexikon Deutschland.




Explanation

Line 1 =

Control number

Line 2 =

Originating and inputting agency (Library of Congress), language of cataloging (English), descriptive rules or instructions used (RDA)

Line 3 =

Authorized access point

Line 4-7 =

References from variant forms

Line 4 =

Reference from superseded authorized access point (see $w)

Line 5 =

Reference from full form of name (in French)

Line 6 =

Reference from full form of name in English

Line 7 =

Reference from initialism with internal punctuation

Example 3. Authorized access point with name changes. This example illustrates a name that has changed several times. The NAR gives references from the authorized access points for both the earlier and later names.


Type:

z

Upd status:

a

Enc lvl:

n

Source:

#

Roman:

#

Ref status:

a

Mod rec:

#

Name use:

a

Govt. agn:

#

Auth status:

a

Subj:

a

Subj use:

a

Series:

n

Auth/ref:

a

Geo subd:

n

Ser use:

b

Ser num:

n

Name:

n

Subdiv tp:

n

Rules:

z




1.

010

##

$a n 81103650

2.

040

##

$a DLC $b eng $e rda $c DLC $d DLC-S

3.

110

2#

$a National Council of Engineering Examiners

4.

410

2#

$a NCEE

5.

410

2#

$a N.C.E.E.

6.

510

2#

$w r $i Predecessor: $a National Council of State Boards of Engineering Examiners

7.

510

2#

$w r $i Successor: $a National Council of Examiners for Engineering and Surveying

8.

670

##

$a Its Digest of court ... 1969

9.

670

##

$a A Task analysis of licensed engineers, 1981: $b v. 1, t. p. (National Council of Engineering Examiners) v. 1, p. A1 (NCEE)

10.

670

##

$a National Council of Examiners for Engineering and Surveying. Meeting. Yearbook ... proceedings of the ... meeting of NCEES, 1989-1990: $b p. 237 (name changed from National Council of Engineering Examiners to National Council of Examiners for Engineering and Surveying)




Explanation

Line 1 =

Control number

Line 2 =

Originating, inputting, and revising agencies (DLC-S = Serial Record Division, LC), language of cataloging (English), descriptive rules or instructions used (RDA)

Line 3 =

Authorized access point

Line 4-5 =

References from variant forms

Line 4 =

Initialism found on a different source (see line 9)

Line 5 =

Initialism with internal punctuation added [no longer practiced]

Line 6-7 =

References from the authorized access points for the earlier and later names. Note that line 6 is not justified by a source (field 670). This record was originally converted from a manual catalog record. At the time of conversion to AACR2 not all references previously appearing on manual cards were justified in the record.

Line 8-10 =

Sources in which the preferred name or its variant forms have been found

Line 8 =

Original source (no info. provided)

Line 9 =

Additional source (for preferred name and variants)

Line 10 =

Source of information for the later name change


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