How do I access RDA Toolkit from U of T Libraries?
Should I be cataloguing using RDA as a University of Toronto Library system member?
Should I import RDA records?
When should a new authority record be created?
For personal names, if you search the LC/NACO Authority file and can identify a name that matches the one on the item being catalogued, then it should be imported.
If a personal name is not in our Catalogue and it is not in the LC Authority file, a new heading for a personal name should only be established under certain circumstances:
1. a) if name of the author is identical to an existing name in the Catalogue, or
b) is identical to an established form in the LC authority file, and needs to be distinguished by adding a date or a qualifier.
2. If cross-references are required (e.g., 400 needed for compound names)
3. For literary authors, in cases where UTL might use a different Cutter number that better fits in our shelf list.
4. Justify birth/death dates in 670 field
If a personal name occurs in our authority file, but it does not appear to be the same person as on the resource being catalogued, should it be left as undifferentiated?
No. If a name already occurs in our Authority file or you find an authority in LC that matches the name, but it is evident that it is not for the same person, you have to establish a different form of name for access point by adding a date or a qualifier. Undifferentiated headings are a last resort.
What changes in LC/NACO Authority file have been made in light of the decision of Library of Congress to implement RDA?
As of April 1st 2013, every record that Library of Congress creates is an RDA record in its descriptive aspects and in its headings. In preparation for RDA implementation, work to update the LC Authority file was completed in 2 phases:
In Phase 1, records whose 1XX fields are incompatible with RDA were identified. A 667 field was added stating that the 1XX field cannot be used under RDA until the record has been reviewed and/or updated.
In Phase 2, the authority records with 1XX fields that could be modified automatically were updated. The changes include spelling out of abbreviations such as Dept., Latin terms (ca.) and modification of Bible and Koran headings. This phase was completed in March 2013.
These changes mean a considerable number of LC authorities had to be updated in our local Authority file. The UTL Authorities file was updated in 2014; bibliographic records linked to updated authorities were updated as a result.
When creating a new authority record, should cataloguers use AACR2 or RDA practices?
Cataloguers should follow RDA guidelines for authority work (please see the video tutorial) while following AACR2 for bibliographic description.
How are new RDA headings currently handled in our Catalogue?
Since we are not a NACO participant, UofT Libraries do not contribute authority records to the LC/NACO Authority File.
In the interim, should cataloguers use the authorized AACR2 heading or overlay it with an RDA authority?
Cataloguers doing copy or original cataloguing might come across RDA headings that do not validate against our authority file.
All bib record headings should be linked in Sirsi to their corresponding LC authority records whenever these authorities exist. This can be accomplished either by:
(a) using SmartPORT to overlay the old LC authority in Sirsi with the updated one from LCAUTH; or
(b) using the "Get from List" button during the bib record validation to flip the heading back to the old form.
Option (a) has the great advantage that all bib records linked to the old authority record will be updated too, so the catalogue will be more consistent.
Option (b) is generally quicker, and by establishing a link to the old authority, at least enables the heading in the newly-added bib record to be updated along with all other records previously linked to the old authority, at the the point when automated batch updates are completed in the authority file.
For headings that have a note that says that this record cannot be used under RDA, should it still be imported?
Yes, you should always import a corresponding authority record from the LC/NACO Authorities file. You might come across authorities marked with a 667 field to indicate that a record needs review or changing by a NACO cataloguer. These authorities should be imported; linking it to the bib record will allow automatic updates to take place in our authority file at a later date.
What does “hybrid” mean in terms of bibliographic records?
Hybrid record: "A non-RDA bibliographic record (i.e. a bibliographic record created according to cataloging codes that existed prior to RDA (e.g. AACR2) or a bibliographic record not coded as cataloged according to RDA) to which RDA cataloging elements have been added, either manually or via machine manipulation."¹
Will our records be hybrid?
Yes, new records will be hybrid in a sense that they blend elements of previous practice (AACR2 description) with the current RDA practices for the authorized access points. You also might come across records in OCLC that reflect RDA practices (i.e. spelled out abbreviations, 33X fields) yet are coded as AACR2 records. These have been modified via machine manipulation. There is no need to re-catalogue these as these records they will be updated automatically on a monthly basis.
1. Library of Congress. "Report of the PCC Post-Implementation Hybrid Bibliographic Records Guidelines Task Group"
Please note: for those of you familiar with the old way to submit e-resources to EIR (form located in the U of T Libraries staff intranet), this process replaces that one.
Process is for e-resources available to the entire U of T community, and not locally mounted resources.
Should e-book ISBNs/ISSNs be retained in bibliographic records for print versions?
Should print ISBNs/ISSNs be left in e-book bibliographic records?
When should one create a duplicate record for an e-resource when there’s already a print version in the catalogue?
When would I delete an 856 field from a record?
Serials Solutions
Is Serials Solutions only applicable to e-books in packages or does it now apply to those purchased as individual titles from Coutts?
What is the process for libraries that are not in the Central Libraries system to order e-books and or journals?
Editing another library’s records in the UTL system
What upgrades or modifications am I permitted to make to another library’s record without consulting that library first?
What should I do if I accidentally delete records or holdings that belong to another library?
Is it ever acceptable to overlay an acquisitions record that belongs to COLL_DEV?
Bound-withs
How do I create a bound-with item?
See UTL's Bound-with policy.
Editing specific fields
852 fields: what is the UTL practice? Do title control numbers need to be included in this field?
852 0 |cSTACKS|hNA1277 .S44|iH37
852 0 |cREFERENCE|hQH301|i.B37143|zLatest issues in Earth Sciences
852 4 |cRAREBOOKS|jWalsh 0101 add shelving designation in subfield|h
How long does it take for an item catalogued in Sirsi to appear in the OPAC?
Serials
What is the practice for cataloguing an item that is a serial as a monograph?
Rare and special collections cataloguing
Pre-1920s publications and rare items: how much detail should go into the record? [i.e. level of record]?
What is the UTL’s practice regarding quoting and citing other sources, outside of the item being described?
Cataloguing video resources
Should I include a standard identifier number in catalogue records for video material?
Call numbers
Is it okay to shorten/choose a different cutter than has already been selected by another UTL location?
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