revised aacr2 chapter 9

Implementing the Revised AACR2 Chapter 9 for Cataloging Electronic Resources

An Online Training PresentationFrom the Cataloging Policy Committee

(CAPC) of the Online Audiovisual Catalogers, Inc.

(OLAC)

Copyright © 2001 Online Audiovisual Catalogers, Inc.

Copyright © 2001 Online Audiovisual Catalogers, Inc. 2

Introduction Amendments 2001 to the Anglo-

American cataloguing rules includes a complete revision of the rules for describing electronic resources.

The basic change is the replacement of the term “computer file” with the term “electronic resource” – and all that change implies.

But there is more.


Introduction This online training presentation was developed under

the sponsorship of the Cataloging Policy Committee of the Online Audio-visual Catalogers to introduce catalogers to the new rules for describing electronic resources.

The presentation describes all of the changes in the rules and discusses

What’s the same What’s different and What this means for cataloging practice

At the end is a section which describes some changes to the rules that have not yet been published, but which will eventually have a significant impact on cataloging electronic resources.


Highlights Terminology: “computer files” become

“electronic resources” 1.1C. General material designation:

new GMD [electronic resource] 9.0A. Scope: covers all electronic

resources, “material (data and/or program(s)) encoded for manipulation by a computerized device”

9.0B. Chief source of information:“the [entire] resource itself”


Highlights 9.3: “File Characteristics Area” becomes

“Type and Extent of Resource Area” 9.4B2 states explicitly “Consider all remote

access electronic resources to be published.” 9.5B1: Conventional terminology can now be

used to describe physical carriers: “1 CD-ROM” instead of “1 computer optical disc”.

9.7B22. Item described: Always give the date on which a remote access resource was viewed for description.


Highlights Coming attractions:

Chapter 12: complete revision; introduces the concept of integrating resources [2002]

Continuing discussions [2003 or later] Chapter 9: elimination of the Type and Extent of

Resource Area (9.3) Chapter 9: possible use of the physical

description area for remote access resources General material designations (GMD): possible

changes in the nature and/or use of the GMD


AACR2 Terminology What’s Different:

The term “electronic resource” replaces the term “computer file” wherever it appeared throughout AACR2.

Chapter 9 is now titled “Electronic Resources” instead of “Computer Files.”


Rule 0.24 and Electronic Resources

What's Different: Bring out all aspects of the item, instead

of concentrating just on the physical form of the item in hand:

Content Carrier Type of publication Bibliographic relationships Published or unpublished

In any given area of the description, all relevant aspects should be described.


1.1C1. General Material Designation

What’s the Same: Most of the GMDs are the same.

What’s Different: The GMD [computer file] has been

changed to [electronic resource]. Note also that the GMD [interactive

multimedia], which had been temporarily accepted within the Anglo-American cataloging community without inclusion in AACR2, is no longer valid and has now been subsumed within the [electronic resource] GMD.


9.0A. Scope of Chapter 9 What’s Different:

The scope note has been completely rewritten to describe “electronic resources”

Data (numbers, text, graphics, images, maps, moving images, music, sounds, etc.)

Programs (instructions that process the data)

Combinations of data and programs


9.0A. Scope of Chapter 9 Electronic resource: Material (data and/or program(s))

encoded for manipulation by a "computerized device" [See below]. This material may require the use of a peripheral directly connected to a computerized device (e.g., CD-ROM drive) or a connection to a computer network (e.g., the Internet).

Computerized device: a computer or "computer-like" device used to manipulate data and/or programs. Examples include (but are not limited to): mainframe computers, computer terminals/workstations, desktop computers, laptop computers, handheld computers, tablet computers, personal digital assistants (PDAs), electronic book (e-book) readers and Internet appliances.

The term should not be applied to devices containing "computerized elements." Examples include (but are not limited to): CD music players, DVD video players, DVD-Audio players, laserdisc video players, digital cameras and personal digital audio (e.g., MP3) players.


9.0A. Scope of Chapter 9 Electronic resources exist in one of two modes:

Direct access Has a physical carrier (disc/disk, cassette, cartridge) that

can be described. Must be inserted either directly into a computerized device

or an accompanying peripheral. Remote access

Has no physical carrier. Access provided by use of an input-output device (e.g., a

terminal) connected to either a computer system (e.g., networked resource), or to resources located on a hard disk or other non-removable storage device.


9.0A. Remote-Access E-Resources

1. Input-Output (I/O) device connected to resources located on a non-removable hard disk/storage device:

2. Input-Output (I/O) device connected to a computer system:

I/O Device Storage Device

I/O DeviceNetwork

Connection

Networked Resource

Networked Resource

Networked Resource


9.0B1. Chief Source of Information

What’s the Same: Most of the specifics, including most of the

examples of sources for formally presented evidence within an electronic resource.

The instruction that if the information in these sources varies in degree of fullness we are to prefer the source that provides the most complete information.



What’s Different: The chief source of information for an

electronic resource is now “the resource itself” instead of the “title screen.”

Take the information from any formally presented evidence within the entire resource.



What’s Different: The list of examples of “formally presented

evidence” includes two new new types: home page(s) encoded metadata such as TEI headers and HTML/XML

meta tags. The “physical carrier or its labels” is now given as

one equally valid chief source instead of as an secondary alternative.

The footnote that specified “availability” of information as including “the cataloger’s access to equipment to mount or read the file” has been deleted.



Examples of “formally presented evidence” include: title screen main menus program statements initial display of information home page the file header including “Subject:” lines, encoded metadata:

TEI headers HTML/XML meta tags

the physical carrier or its labels including information that has been uncompressed, printed out, or

otherwise processed for use.



What does this mean for cataloging practice? There is no longer a clear order of

precedence for selection of title. The rules give direction only if the sources

differ in degree of fullness. If differing titles are equally full, the

cataloger must rely on individual judgment. The rule suggests additional terms that

might be used in composing the Source of Title Proper Note.



What does this mean for cataloging practice? The former emphasis on the “title screen” is now

gone. “Title screen” remains a valid source.

May be especially relevant for cataloging direct-access electronic resources.

But for cataloging remote-access electronic resources, catalogers are now free to use sources such as encoded metadata equally as much as a title displayed on the screen.

In some cases a different title proper may now be selected for a particular resource than would have been selected before this change.


9.0B1 Footnote 1 defining “Label”

What’s the Same: The essential meaning of the note is the

same. What’s Different:

The language is now clearer -- it defines the label as being added by the creator/ publisher, and as possibly being imprinted on the item itself. It clearly states that the item label is different from any labeling on the container.


9.0B1 Footnote 1 defining “Label”

What does this mean for cataloging practice? As before, the label may be used as a

source of title but must be specified in a note.

Whether the label is a paper label or embossed on the disc, it is simply referred to as “label.”

500 Title from label.


9.1. Title and Statement of Responsibility Area

What’s the Same: Most of the text of section 9.1.

What’s Different: The chief source of information for the

title and statement of responsibility has changed, as covered in the previous section of this presentation on 9.0B1.

The GMD has changed from [computer file] to [electronic resource].


9.2. Edition Area What’s Different:

9.2B1. Sentence added: For frequently updated remote access electronic resources, see 9.2B8.

9.2B1. Example added: Interactive version.


9.2. Edition Area What’s different:

9.2B5. New text: If an item consists of multiple physical

carriers, including accompanying materials, and there are multiple edition statements relating to the whole as well as to the parts of the resource, transcribe only the edition statement(s) relating to the whole resource in the edition area. Edition statements relating to parts may be given in a note.


9.2. Edition Area What’s different:

New rule 9.2B8: If a remote access electronic

resource is frequently updated, omit the edition statement and give the information in a note (see 9.7B7)


9.3. Type and Extent of Resource Area

What’s Different: The names of the area and its sub-sections

have been changed. 9.3. Area 3 for Electronic Resources:

Old name: “File characteristics area.” New name: “Type and extent of resource area.”

9.3B1. Old Name: “Designation.” New name: “Type of resource”

9.3B2. Old name: “Number of records, statements, etc.” New name: “Extent of resource”


9.3B1. Type of Resource What’s the Same:

Three possible terms are prescribed. What’s Different:

Use the word “electronic” instead of “computer” in the three prescribed resource types:

electronic data electronic program(s) electronic data and program(s)

The qualification to use this area only “when the information is readily available” has been omitted.


9.3B2. Extent of Resource What’s the Same:

Most of the text of the rule and the examples, except for the term “electronic” instead of “computer.”

What’s Different: Omission of the qualification “If a file designation is

given.” Use of the term “electronic” instead of “computer”. Two new examples added for Electronic data:

Electronic data (1 file : 2.5 gb) Electronic data (1 file : 1.2 megabytes)

If the file is compressed the statement is omitted.


9.3. Type and Extent of Resource

What does this mean for cataloging practice? LC Rule Interpretation 9.3B1 instructs LC catalogers not

to use Area 3 for original cataloging of electronic resources (although LC will accept it on copy).

Catalogers at other institutions may decide to follow LC’s local practice and omit the Type and Extent of Resource Area (256 field) altogether.

For those who choose to use this area of description, use the term “electronic” instead of “computer” in the designations.

The expanded list of designations adopted by ISBD(ER) have not been adopted by AACR2, as some thought might happen.

Those terms should not be used in AACR2-compliant records.


9.4. Publication, Distribution, Etc. Area

What’s different: New rule 9.4B2: “Consider all remote access electronic

resources to be published.” This approach to cataloging Internet

resources is now codified in AACR2.


9.4. Publication, Distribution, Etc.

What’s different: 9.4D1. Name of publisher, distributor, etc.

Nothing changed. New example: [Honolulu?] : M.R. Ogden (A personal home page).

9.4F1. Date of publication, distribution, etc. Nothing changed. New example: [Jamestown, N.D.] : Northern Prairie

Science Center, [1995?]- Note the closing bracket before the hyphen in the

date.


9.4. Publication, Distribution, Etc.

What’s different: New rule 9.4F4:

If there is no publication, distribution, etc., date which applies to the item as a whole, and the item has multiple copyright dates which apply to various aspects of the production (e.g. programming, sound production, graphics, documentation), transcribe only the latest copyright date.

Optionally, transcribe the other dates in a note (see 9.7B7) or in a contents note (see 9.7B18)


9.5. Physical Description Area What’s the Same:

There is still no physical description for remote access files. The distinction between Disk and Disc.

Except now stated in the Glossary instead of the Area 5 footnote. What’s Different:

Option to use the conventional terminology to record the specific format of the physical carrier (9.5B1).

Examples: 1 CD-ROM 2 Photo CDs 1 DVD

LC will apply this option (LCRI 9.5B1).


9.5. Physical Description Area What does this mean for cataloging

practice? Catalogers will now have a choice in describing

the carriers of direct access resources. For example, instead of using:

1 computer optical disc You may use:

1 CD-ROM Note that this option only applies to electronic

resources as defined in rule 9.0A1 (see slide 11).It may not be used for audio and video formats covered in Chapters 6 and 7 respectively.


9.7. Note Area What’s the Same?

The names and order for most of the rules for notes are the same.

What’s Different? The content of several of the rules for the

notes have changed slightly. Several new examples have been added. There is one completely new note: 9.7B22:

Item described.


9.7B1. Nature and scope, system requirements, and mode of access note

What’s Different: Name of the note has changed (as

above). b) Added to system requirements:

The type of any required or recommended hardware modifications.

c) Examples added to mode of access: Mode of access: World Wide Web Mode of access: Internet via ftp


9.7B3. Source of title proper note

What’s the Same: This note is always required in records

for electronic resources. What’s Different:

One new example has been added: Title from Web page (viewed May 29,

1999) Illustrates a Source of title note combined

with an Item described note.


9.7B3. Source of title proper note

What does this mean for cataloging practice? Although AACR2 examples are not prescriptive,

they provide guidance on note wording. “Web page” may not be a helpful example for

multi-page Web sites. The OLAC “Source of Title Note for Internet

Resources” document is a useful resource that provides further guidance on this note: http://ublib.buffalo.edu/libraries/units/cts/olac/capc/stnir.html.

http://ublib.buffalo.edu/libraries/units/cts/olac/capc/stnir.html

http://ublib.buffalo.edu/libraries/units/cts/olac/capc/stnir.html


9.7B3. Remote-access examples

World Wide Web Site: http://www.sas.upenn.edu/music/ams/ 245 00 $a American Musicological Society

$h [electronic resource]. 500 $a Title from home page.

World Wide Web Site: http://leg.state.mt.us/ 245 00 $a Montana legislative branch home page

$h [electronic resource]. 500 $a Title from HTML header.

http://www.sas.upenn.edu/music/ams/

http://leg.state.mt.us/


9.7B3. Direct-access examples CD-ROM:

245 04 $a The ring disc $h [electronic resource] : $b an interactive guide to Wagner's Ring … 500 $a Title from container.

CD-ROM: 245 00 $a DNA and genes odyssey $h [electronic resource] / $c Biotechnology Institute. 500 $a Title from title screen.


9.7B4. Variations in title note What’s the Same:

The text of the rule itself is the same. What’s Different:

Three new examples have been added that give helpful guidance on possible wording for 246 $i:

Title in HTML header: American Birding Association home page

Former title: Butterflies of the United States(Web resource title changed to: Butterflies of North America)

Second title screen: Personal finances and other applications


9.7B7. Edition and history note What’s Different:

Examples added: Frequently updated; last update: 2/18/97 Re-published on the Internet, Nov. 1997 Issued in part in print as: Protected areas of the world

: a review of national systems. Gland, Switzerland : IUCN, c1991-c1992; and as latest ed. Of: United Nations list of national parks and protected areas.

Originally published in print: Pierre, SD : South Dakota Dept. of Game, Fish & Parks, Wildlife Division, c1991. (Report / South Dakota Division of Wildlife ; no. 91-04)


9.7B8. Type and extent of resource note What’s Different:

New name for the note: Old name: “File characteristics.” New name: “Type and extent of

resource.” New example added:

File size: 520, 300, 280, 400, 320, 400, 500 records.


9.7B11. Accompanying material note What’s Different:

Example added: Set accompanied by one teacher’s and

parent’s guide, titled: Using primary sources / by James A. Peroco; and one user’s guide. A teacher’s guide accompanies each disc.


9.7B16. Other formats note What’s the Same:

The rule itself is the same. What’s Different:

Two relevant examples have been added: Database also on CD-ROM; included in : Arctic and

Antarctic regions (National Information Services Corp.)

Database and other associated documentation available in a Mac version and in four PC-compatible formats: table-delimited ASCII file; SPSS portable file; Excel file; SAS formatted file


9.7B20. Local note What’s Different:

Two new examples added: Resource copied Apr. 1999 from local

area network Restricted to users at subscribing

institutions One example deleted:

File closed until Jan. 1990


9.7B22. Item described note What’s Different:

This is a completely new note in Chapter 9. Prescribes that the date on which the resource

was viewed for cataloging always be given in records for remote-access resources.

Example given: Description based on contents viewed Sept. 16, 1998.

In practice this note is usually combined with the Source of title note and included in parentheses after that information: see first slide for 9.7B3.


Glossary: Added & Deleted Terms

Electronic Resource: new term; for changes to the definition, see the discussion of rule 9.0A. Scope.

Disk (Electronic resources): previously defined in a footnote in Chapter Nine.

File (Electronic resources): describes “a basic unit which electronic resources are organized and stored. Electronic resources can contain one or more files.” This is the only valid use of the term “file” that remains in AACR.

Optical disc (Electronic resources): “disc” previously described in a footnote in Chapter Nine.

Deleted terms: File name (Computer files); Multipart file


Glossary: Changed Terms Computer file: is now a reference to “Electronic Resource”. Container: the definition has been edited for clarity, to

distinguish the container from the physical carrier. Direct access (Electronic resources): qualifier updated. Edition: Electronic resources: qualifier updated. Remote access (Electronic resources): qualifier updated. Sleeve: definition expanded; a “protective envelope” for any

bibliographic material, not just for a sound disc. Title Screen (Electronic resource): qualifier updated.


Previews of Coming Attractions!Revision of AACR2 continues, and some upcoming changes relate to electronic resources.Warning: The following revisions have not yet been published. They are not to be implemented until they have been formally published as part of AACR2.


Previews of Coming Attractions! Chapter 12 is being revised; among other things, this revision introduces the concept of integrating resources.

Area 3 in Chapter 9 will most likely be eliminated.

Discussions continue on the use of Area 5 for remote electronic resources.

Discussions continue on the future of the general material designation (GMD).


Chapter 12 When?

2002 revision of AACR [next summer]

What will change? New concepts:

Continuing resources Integrating resources


Chapter 12 Many electronic resources are neither

monographs nor serials. Unlike monographs, they can change over time; unlike serials, they do not consist of successively-issued parts.

There is no appropriate category in AACR2 that captures the dynamic nature of these resources.

The revision to Chapter 12 introduces a new conceptual model of the bibliographic universe.


Chapter 12

C o n c ep tu a l M o d e l o f th e B ib lio g ra p h ic U n iv e r se

S in g le P a rt† b o o k s

† e le c tro n ic te x ts

M u lti P a rt† c o m p le te

† in c o m p le te

F in ite R e sou r c es

S u cc e ss ive† se ria ls† se ries

In te g r a ting† u p d a tin g lo ose le a fs† u p d a tin g d a ta b a ses† u p d a tin g W eb s ites

C o n tin u in g R eso u r c es


Chapter 12

Integrating Resources: They are intended to be updated, but in a

very different way from successively-issued resources.

The updates do not remain distinct, but are integrated into the content of the resource.

This concept is applicable to dynamic electronic resources, such as databases and Web sites.


Chapter 12 Basic cataloging practices for

integrating resources: Base the description on the latest

iteration. When the resource changes in a

significant way, revise the description to match the latest iteration.

Make notes on significant features of earlier iterations


Chapter 12 In the meantime . . .

Until the revisions are published, dynamic electronic resources need to be described using the current rules. However . . .

Dynamic electronic resources share many of the distinctive features of looseleaf publications.

Many of the basic cataloging practices described on the previous slide are also found in:

Cataloging rules for the description of looseleaf publications : with special emphasis on legal materials / by Adele Hallam. – 2nd ed. – Washington, D.C. : Office for Descriptive Cataloging, Library of Congress, 1989. Included in Cataloger’s Desktop.


Chapter 12 In the meantime . . . (continued)

You may choose to apply practices for looseleaf publications to dynamic electronic resources.

Note on MARC 21 coding: The new bibliographic level code “i” for integrating

resources has been approved, but not implemented. The use of the serials 008 field for integrating

resources has been approved, but not implemented. Until the changes have been implemented, code

dynamic electronic resources as bibliographic level “m” and use the appropriate 008 field.


Chapter 9: Area 3 The usefulness of the “file description area”

has been questioned. There seems to be agreement that

Area 3 should be eliminated from the rules. The remaining question is where information

about the type and extent of the resource should be recorded in the description.

A revision will probably be included in the 2003 Amendments to AACR2.


Chapter 9: Area 3 Where should type and extent of the

resource be recorded? Two views: View 1: The type of resource and its extent is seldom vital

information. It should be recorded (if it is significant) in notes. The type of resource can be considered a note on the nature and scope of the resource; the extent (e.g., file size) can be recorded in a note on extent.

View 2: For certain types of material – those that are defined as a type of content (e.g., cartographic material) – the nature and extent of the content is just as important as the nature and extent of the physical carrier, and both should be recorded in Area 5.

It is not clear at this point how this issue will be resolved.


Chapter 9: Remote Resources in Area 5 A footnote to rule 9.5 currently states that a physical description

is not given for remote-access resources – presumably on the grounds that there is no physical carrier to describe.

This rule has also been questioned. The “physical description” has never been restricted to physical

characteristics: for example, sound and colour apply to the content of the resource, and duration is a measure of the extent of the content.

The current situation leads to inconsistency in whether the same information (e.g., sound, colour, accompanying material) is recorded in field 300 or in a note.

But how can you describe something that is not physical? What is the specific material designation (SMD) for a networked electronic resource?

The issue is unresolved, and discussions continue.


General Material Designations Discussions also continue on the future of the general

material designation (GMD). The current GMDs are not consistently defined according

to any logical taxonomy. It is more and more common for more than one GMD to

be applicable to a given resource. It is more and more common for the same content to be

issued in different formats; in this case, what is needed is the ability to distinguish these versions, and the GMD is not always sufficiently specific to do this.

These issues will need to be resolved if the GMD is to continue to serve its purpose as a clear and succinct identification of the type of bibliographic material being described.


Previews of Coming Attractions How to follow the discussion:

Joint Steering Committee for Revision of AACRhttp://www.nlc-bnc.ca/jsc/

ALCTS/CCS/Committee on Cataloging: Description and Accesshttp://www.ala.org/alcts/organization/ccs/ccda/ccda.html

PCC Task Group on Implementation of Integrating Resourceshttp://www.loc.gov/catdir/pcc/standards.html

http://www.nlc-bnc.ca/jsc/

http://www.ala.org/alcts/organization/ccs/

http://www.ala.org/alcts/organization/ccs/

http://www.loc.gov/catdir/pcc/standards.html


A Presentation by the OLAC CAPC Chapter 9 Task Force

This online training presentation is a result of the collaborative work of the members of the Task Force: John Attig, Chair, Pennsylvania State University Ann Caldwell, Brown University Robert Freeborn, Pennsylvania State University Rebecca Lubas, Massachusetts Institute of Technology Steven Miller, University of Wisconsin—Milwaukee

We wish to thank Barbara Tillett, Bob Ewald, and David Reser of the Cataloging Policy and Support Office of the Library of Congress for providing us with documentation, information about LC policies, and advice on difficult questions; and the members of OLAC’s Cataloging Policy Committee for their comments on drafts of this presentation.


Comments and Feedback Please send comments or questions about

this online training presentation to: Meredith Horan, Chair, OLAC Cataloging

Policy Committee: [email protected]: John Attig, Cataloging Services, Pennsylvania

State University: [email protected]

mailto:[email protected]

mailto:[email protected]

revised aacr2 chapter 9

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