Editing

Once you have decided that a record that you have found matches the resource that you have, your next step is to edit whatever is necessary.

As you edit a record, to make it more useful for finding and identifying your resource:

• Keep these RDA principles in mind:
  • 0.4.3.1 Differentiation, i.e., the data that we provide about a resource, should be enough to allow a user to tell the difference between similar resources. Therefore, if you decide that additional data will help a user to tell the difference between the resource that your record is describing and other similar resources, then add that data.
  • 0.4.3.2 Sufficiency, i.e., the data that we provide about a resource, should be enough to allow a user to select the exact resource that he wants. Therefore, even if you don't need to add data to differentiate between resources, if you decide that additional data will help a user to decide whether the resource that your record is describing is suitable for his needs, then add that data.
  • 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.

• Remember to check every element on the appropriate Edit Table (Books, eBooks, Videos, etc.) for possible editing. Don't just check the elements that are present in a record; check for elements that are missing, because it might be useful to add data for those elements.

Use the Edit Table below that is appropriate for the resource:

Editing Table: Book

Editing Table: eBook

Editing Table: Sound

Editing Table: eSound

Editing Table: Video

Editing Table: eVideo

For each element on the Editing Tables above:

• 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 also come from any sources

• Then determine which of the conditions below applies to the data for each element on the table and follow the matching instruction in the appropriate column for the element (click the instruction for more details); is the data:
  • PoR/PaE: present on, or applicable to the resource and present as an element in the record
  • PoR/AaE: present on, or applicable to the resource but absent as an element in the record
  • AoR/PaE: absent on, or not applicable to the resource, but present as an element in the record
  • AoR/AaE: absent on, or not applicable to the resource, and absent as an element in the record

• If data is present on, or applicable to the resource and/or as an element in the record and is not on an editing table, find that element in the Editing Elements (All) index and follow the instructions provided for it.

• When data is provided for an element in a record, if it is:
  • 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

• When data is present on or applicable to the resource, but is absent as an element in the record, you must determine whether to add it, based on whether it is:
  • core, and so must be added
  • not core, but need for differentiation or sufficiency

• If a record is CIP or Pre-Pub (Encoding level: '8' '3' or 'M') then remember that anything might have changed between the publisher sending data to the agency that made the CIP/Pre-Pub record and the actual publication of the resource. So, for each element in the table, check whether the data needs to be updated, added, or even deleted (if that data is not actually on or appropriate to the resource)

• 'MARC' column:
  • codes remind you about the elements that you must check for editing when working with a MARC record; they are organized in (mostly) MARC order
  • links take you to the appropriate page of editing instructions for the element
• 'RDA Element' column:
  • element names tell you the RDA elements that you should check for editing
  • links take you to the appropriate page of editing instructions for the element
• 'Source' column:
  • abbreviations and terms give you a quick reminder about where to look for the data of the RDA element, so that you can be sure that you are looking for data from the same source on the resource that was used for the data in the record (if the record was cataloged according to the same source instructions that you are following)
  • links take you to explanations for the abbreviations and terms, from the definitions page
• 'PoR/PaE' and adjacent 'Data Entry Editing' columns give you a quick reminder about the editing instructions for each RDA element, to help you to decide what kind of editing you might need to do, when the data is Present on the Resource/Present as an Element in the record
  • links for the 'PoR/PaE' column take you to an explanation for the abbreviations, from the definitions page
  • links for the 'Data Entry Editing' column take you to the appropriate page of editing instructions for the element
• 'PoR/AaE' and adjacent 'Core Editing' columns give you a quick reminder about the editing instructions for each RDA element, to help you to decide what kind of editing you might need to do, when the data is Present on the Resource/Absent as an Element in the record
  • links for the 'PoR/AaE' column take you to an explanation for the abbreviations, from the definitions page
  • links for the 'Core Editing column take you to the appropriate page of editing instructions for the element
• 'AoR/PaE' and adjacent 'Source Matching' columns give you a quick reminder about the editing instructions for each RDA element, to help you to ddecide what kind of editing you might need to do, when the data is Absent on the Resource/Present as an Element in the record
  • links for the 'AoR/PaE' column take you to an explanation for the abbreviations, from the definitions page
  • links for the 'Source Editing column take you to the appropriate page of editing instructions for the element
• 'Function' column reminds you whether the function of the data is for Identification, etc. The Iden (Identifying) elements and Cont (Content) elements are the most important for editing when doing copy cataloging, but you should check Rel (Relationship) elements to be sure that controlled headings have been used for the Authorized Access Points.
  • links take you to explanations for the abbreviations, from the definitions page
• 'Entity' column for an element reminds you about the entity level that the element applies to: 'M' = Manifestation; 'W' = Work; 'E' = Expression

For each element on the Editing table, 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 the resource and not present in the record, 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 the resource and not present in the record, add it whenever it is useful for differentiation or sufficiency (see Editing Principles).

• Source
  • when adding or fixing 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 adding or fixing 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 edit MARC to use the correct 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 how to edit the 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 edit the 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.

For more details about editing, take the time to read the following, especially the first two listed:

• Report of the PCC Task Group on Hybrid Bibliographic Records:
  • Make AACR records more consistent with RDA records
    • Easier to read and interpret
      • no more Latin abbreviations
      • no more AACR abbreviations in fields that are not transcribed exactly
    • With new RDA elements
      • Content Type, Media Type, Carrier Type
      • Relationship Designators
  • But they are still AACR records, just hybridized
• OCLC RDA Policy Statement:
  • Machine Manipulation of Existing WorldCat Records– Anticipated changes include, but are not limited to:
    • Adding 336, 337, 338 fields
    • Spelling out non-transcribed abbreviations in 255, 300, 500, 504 and other fields
    • Converting Latin abbreviations to English equivalents in 245, 260, and other fields
    • Converting dissertation notes in 502 field to multiple subfields
• Changes from AACR2 to RDA–the most recent version on the list of presentations
• Copy Cataloging Using RDA–an LC training document

These essential editing hints are primarily designed for use in our RDA/MARC for CopyCats workshop based on earlier hints developed for AACR records for our Just for CopyCats workshop.

Input has also been gleaned from a variety of other sources, including:

• PCC Guidelines for Enhancing & Editing RDA Monograph Records
• Cambridge University. RDA Copy-Cataloguing Cheat Sheet
• Copy Cataloging Using RDA from the Library of Congress
• various RDA-L messages