Creating

Once you have decided that you cannot find a record that matches the resource that you have, not even as a near match, your next step is to create your own record or set of records for the entities associated with your bibliographic resource.

As you do this, keep these RDA principles in mind:

• 0.4.3.1 Differentiation, i.e., the data that we provide about a resource or agent entity, should be enough to allow a user to tell the difference between similar entities. Therefore, if you decide that additional data will help a user to tell the difference between the entity that your record is describing and other similar entities, then add that data.
• 0.4.3.2 Sufficiency, i.e., the data that we provide about an entity, should be enough to allow a user to select the exact entity that he wants. Therefore, even if you don't need to add data to differentiate between entities, if you decide that additional data will help a user to decide whether the entity that your record is describing is suitable for his needs, then add that data.
• 0.4.3.3 Relationships, i.e., the relationships that we provide about a resource or an agent responsible for a resource, should be enough to allow a user to find what he wants. Therefore, if you decide that any non-core relationship will help a user to find what he needs, then add that relationship.
• 0.4.3.4 Representation, i.e., the data that we provide about a resource, should mirror what is on the resource as closely as possible (put down what you see). Therefore, if the transcribed data in a record does not mirror the data on the resource being described, but you are convinced that the record does match your resource, then make the transcribed data mirror the resource as closely as possible.

• Read the other principles when you get the chance, but we are going to concentrate on these four for now.

At this time, use the All Elements table when creating RDA record in MARC. The elements are sorted by entity (WEMI) and then by RDA rule number (mostly). When creating records outside MARC, you can use RIMMF to see default templates of elements for each RDA entity.

• All Elements table

For each element on the Tables above:

• Check the Core instructions to be sure that you have added as much data as possible of what you think a catalog user might need in order to find, identify, select, and/or obtain a resource or find and/or identify an agent represented in your catalog. If a data element is:
  • core, it must be added
  • not core, but needed for differentiation, or sufficiency, or as a relationship to help a user find what he needs, then add it; this is where your cataloger's judgment comes in.

• Check the Definition/Scope. You might think you already know what the name of the element means, but RDA might have changed things, even if just slightly, and definitions and scope instructions are very important in this data-centric environment.

• Check the 'Source' instruction to be sure that you are looking at the correct source(s) of information on the resource for the data:
  • the data for most Identifying elements are copied from the resource itself
  • the data for all Carrier elements are determined, primarily, by looking at the resource itself
  • the data for all Content elements can come from any sources
  • the data for all Relationship elements can come from any sources

• Check the Data Entry instruction to be sure that you are entering the data as instructed:
  • transcribed data: must entered exactly, word-for-word, letter-for-letter, to match what is present on the source of information (except for exceptions)
  • recorded data must be entered:
    • using only the specific terms provided in a closed RDA controlled list; or
    • using either the specific terms provided in an open RDA controlled list or specific terms from another controlled list, or from a local controlled list
  • relationship data can be entered as:
    • a link to the related entity; or
    • just an AAP heading for the related entity; or
    • just a description of the related resource

• 'RDA Element' column:
  • element names tell you the RDA elements for which you should consider adding data
  • links take you to the appropriate page for the element, which includes specific instructions on creating the data
• 'Source' column:
  • abbreviations and terms give you a quick reminder about where to look for the data of the RDA element
  • links take you to explanations for the abbreviations and terms, from the definitions page
• 'Data Entry' column:
  • gives you a quick reminder about the RDA instructions for how the data for the element must be entered
  • links take you to explanations for the phrases, from the definitions page
• 'Core' column:
  • gives you a quick reminder about the RDA instructions for whether or not the data for the element must be entered
  • links take you to explanations for the terms from the definitions page
• 'Rule' column:
  • gives you the rule number for the RDA instructions for the element, in the RDA Toolkit
  • links take you to the RDA instructions (if you have a subscription to the Toolkit)
• 'Function' column:
  • reminds you whether the function of the data is for Identification, etc.
  • links take you to explanations for the abbreviations, from the definitions page
• 'MARC' column:
  • reminds you about the elements that you are to use when entering the data in a MARC record
  • links take you to the MARC 21 Standards instructions for the fields/subfields

For each element on the table or the RIMMF template, keep these fundamental instructions in mind:

• Core (data must be provided if it is applicable and readily ascertainable)
  • in libraries, we should go beyond RDA core to follow LC-PCC PS core instructions
  • if an element is core and is present on an appropriate SOI, add it
  • if an element is not core, or is only core if something else is missing, or is only partially core, and is present on an appropriate SOI, add it whenever it is useful for differentiation or sufficiency (see Editing Principles).

• Source
  • when entering data, always look for it on a resource from the assigned source(s) of information for the element, and in the preferred order for those sources; remember that RDA has expanded the places that we can look for element data, but we must always get the data from sources in the preferred order; e.g., SSaPubN / ASWR / [OSoI] means: begin looking for data on the same source as the publisher's name, then, if it is not there, try another source within the resource itself, then, if it is not there, provide supplied data from the specified 'other sources of information'.

• Data Entry
  • when entering data, enter it as instructed by RDA; so, if the data is supposed to be:
    • Transcribed: remember the RDA principle of representation and make that data match what is on the resource, word-for-word, letter-for-letter, but look out for possible exceptions (e.g., 1.7 and 1.8) and differences in order
    • recorded from a vocabulary: make sure it is appropriate and entered exactly as given in the list; if the element uses an open vocabulary, then make a note of any new terms that you find in copied records, and try to use those new terms consistently, or change them to equivalent terms to be consistent; keep track of any terms that are not on the RDA lists and are used in your records
    • Recorded as a note: make sure it is appropriate and useful, check for typos, and remember that we don't like abbreviations anymore (except for a few special cases, e.g., 'in.', 'hr.', 'min.')
    • Recorded as a relationship: make sure the relationship is appropriate for the resource and verify Authorized Access Points against the LC/NACO Authority File
    • Provided as an AAP for the resource being described: verify the heading in an 'Authority File' or construct one yourself.

• MARC coding
  • remember that as long as you are making MARC21 records, you still have to use the correct MARC coding, and add the correct ISBD punctuation.

The resource and agent elements in RDA are grouped into categories, and understanding those groupings can help you to see patterns in the instructions, which can help you decide whether and how to enter data for the elements:

• Element Groups for Resources
• Element Groups for Agents

There are patterns in the instructions for entering particular types of data, and understanding these patterns can help you to remember how to enter data:

• Entering Transcribed Data
• Entering Vocabulary Data
• Entering Recorded Data
• Entering Authorized Access Points
• Entering MARC Data

See the table at this link for some additional patterns to be found in the most common elements in RDA records

Input for these hints has been gleaned from a variety of sources, including:

• Library of Congress (LC) RDA Training Materials
• various RDA-L messages