RDA Authority Records Conference Names © The British Library Board 2014

RDA Authority Records Conference Names

Conference Names

From the RDA glossary:

Conference Names

Conferences are a type of corporate body

Instructions on corporate bodies apply

Also to other events of a corporate nature:

SeminarsMeetingsExhibitionsExpeditionsSporting eventsFestivalsFairs[etc.]

Authorized Access Points(RDA 11.3)

Authorized Access Points(RDA 11.13)

The basis of the authorized access point (heading) is the preferred name

Additions are made to the preferred name

(RDA 11.13.1.2-11.13.1.8)

Coded 110/111 in MARC 21

110 = meeting or event recorded subordinately111 = meeting or event recorded directly

Preferred Name for the Corporate Body(RDA 11.2.2)

Preferred name for the corporate body(RDA 11.2.2)

Different forms of the same name(RDA 11.2.2.5)

Order of preference:

Form appearing in preferred sources of information Form presented formally on preferred source, if more than one Most commonly found form Brief form that would differentiate the body

Form appearing in preferred sources of information (RDA 11.2.2.5)

Title page: Preface:

Form appearing in preferred source: EuroPKI

Form presented formally on preferred source, if more than one (RDA 11.2.2.5)

Title page:

Form presented formally:

International Symposium on Medicinal and Aromatic Plants

Number or Year of Convocation of a Conference, Etc.(RDA 11.2.2.11)

Omit from the preferred name indications of its number Omit from the preferred name indications of its year or years

Conference on Co-ordination of Galactic Research

not Second Conference on Co-ordination of Galactic Research

Polyurethanes Expo

not Polyurethanes Expo '99

Number or Year of Convocation of a Conference, Etc.(RDA 11.2.2.11).

In AACR2/LCRI, years were retained with intialisms and acronyms In RDA, they are omitted

AACR2:

CICA 2011

Old practice is found in pre-RDA NARs Correct this when re-coding as RDA

Frequency of a Conference, Etc.

In AACR2, indications of frequency were omitted from the name In RDA, they are retained

AACR2:

Conference on Fishing

Annual Conference on Fishing

Old practice is found in pre-RDA NARs Correct this when re-coding as RDA

Named conferences

In AACR2/LCRI, a phrase had to include a word that connotes a meeting, for the conference to be considered named

In RDA, this is not necessary

Conferences unnamed under AACR2, but named under RDA:

Freedom & Faith

Digital Library Futures: User Perspectives and Institutional Strategies

Subordinate and Related Bodies(RDA 11.2.2.13-11.2.2.29)

Some conferences, etc., are recorded directly

111 2 $a Symposium on Some Mathematical Questions in Biology

Some conferences are recorded subordinately

110 2 $a San Francisco Art Association. $b Annual Drawing and Print Exhibition

Follow the same instructions as for other corporate bodies

Important to consider whether a conference is really subordinate

May contain the name of another body but not be subordinate to it

“Distinguish cases in which the subordinate body's name includes the names of higher bodies from cases in which the names of higher bodies appear only in association with the subordinate body's name.” (RDA 11.2.2.14.6)

111 2 $a American Chemical Society Symposium on Organic Compounds

Organised by the American Chemical Society, but not a subordinate body

Variant Name for the Corporate Body(RDA 11.2.3)

General Guidelines

(RDA 11.2.3.3)

Name or form of name not chosen as the preferred name Name or form of name used by the corporate body Name or form of name found in reference sources Form of name resulting from a different transliteration Coded 410/411 in MARC 21

General Guidelines

(RDA 11.2.3.3)

Directly recorded name if preferred name is recorded subordinately

110 2 $a Pennsylvania Scotch-Irish Society. $b Annual Meeting and Banquet

411 2 $a Annual Meeting and Banquet of the Pennsylvania Scotch-Irish Society

Record only if the form might reasonably be sought

General Guidelines

(RDA 11.2.3.3)

Subordinately recorded name if preferred name is recorded directly

111 2 $a NATO Advanced Networking Workshop

410 2 $a North Atlantic Treaty Organization. $b Advanced Networking Workshop

Record only if the form might reasonably be sought

Expanded Name

(RDA 11.2.3.4)

If preferred name consists of, or includes, an acronym, initialism or abbreviated form of name

111 2 $a EuroSSC (Conference)

411 2 $a European Conference on Smart Sensing and Context

111 2 $a CICA (Conference)

411 2 $a International Conference on Computer, Informatics, Cybernetics and Applications

Note that acronyms and initialisms are qualifed in access points

Acronym / Initialism / Abbreviated Form

(RDA 11.2.3.5)

If preferred name is a full form of the name

111 2 $a Pan-Pacific Conference on Occupational Ergonomics

411 2 $a PPCOE (Conference)

110 2 $a Econometric Society. $b Australasian Meeting

411 2 $a ESAM (Meeting)

Note that acronyms and initialisms are qualified in access points

Alternative Linguistic Form of Name

(RDA 11.2.3.6)

If preferred name has alternative linguistic variants

111 2 $a Canadian Agricultural Outlook Conference

411 2 $a Conference des perspectives de l'agriculture canadienne

110 2 $a Wales International Harp Festival

410 2 $a Gwyl Delynau Rhyngwladol Cymru

Other Variant Name

(RDA 11.2.3.7)

If considered important for identification and access

111 2 $a International Conference on Cybernetics

411 2 $a International Cybernetics Conference

111 2 $a IBM Scientific Computing Symposium on Environmental Sciences

411 2 $a Scientific Computing Symposium on Environmental Sciences, IBM

Additions to the Preferred Name in Access Points(RDA 11.13.1.2 – 11.13.1.8)

Additions are made in these cases:

Name not conveying the idea of a corporate body(RDA 11.13.1.2)

To distinguish between access points(LCPS for 11.13.1.1, RDA 11.13.1.3-11.13.1.7)

Number, Date and Location of a Conference, Etc. (RDA 11.13.1.8)

Names Not Conveying the Idea of a Corporate Body(RDA 11.13.1.2)

“If the preferred name for the body does not convey the idea of a corporate body, add a suitable designation.”

111 2 $a Freedom & Faith (Conference) $d (1984 : $c Saint Charles (Ill.)

111 2 $a Digital Library Futures: User Perspectives and Institutional Strategies (Conference) $d (2009 : $c Milan, Italy)

Use the most appropriate term:

Conference, Symposium, Colloquium, Exhibition, Expedition, Festival, Fair, etc.

Other Designation Associated with the Corporate Body(RDA 11.13.1.7)

Names Not Conveying the Idea of a Corporate Body(RDA 11.13.1.2, LCPS for 11.7.1.4)

Initialisms and Acronyms

“If the name chosen for the authorized access point for a corporate body is an initialism or acronym written in all capital letters (with or without periods between them), add a qualifier to the name.”

111 2 $a CICA (Conference)

Names Not Conveying the Idea of a Corporate Body(RDA 11.13.1.2, LCPS for 11.7.1.4)

Names that combine acronym/year are not valid in RDA

CAV’91 becomes CAV (Conference)

CICA 2011 becomes CICA (Conference)

Instances that affect the BL catalogue should be referred for Authority Control for correction

Distinguishing Between Access Points(RDA 11.12.1.2 – 11.13.1.7)

Make additions to distinguish between access points for two or more bodies that have the same name, or names so similar that they may be confused; make additions to each name(LCPS for 11.13.1.1, RDA 11.13.1.3-11.13.1.7)

Place Associated with the Body (RDA 11.13.1.3) Associated Institution (11.13.1.4)

Date Associated with the Body (11.13.1.5)

Other Designation Associated with the Body (11.13.1.7)

Place Associated with the Body(RDA 11.13.1.3)

111 2 $a Conference on Fishing (Great Britain)111 2 $a Conference on Fishing (Australia)

111 2 $a ATE (Conference : Canada)111 2 $a ATE (Conference : South Africa)

Associated Institution(RDA 11.13.1.4)

111 2 $a Management Symposium (Institute of Directors)111 2 $a Management Symposium (Confederation of British Industry)

111 2 $a BRE (Conference : Beekeepers’ Association)111 2 $a BRE (Conference : Bristol Trainspotters’ Club)

Date Associated with the Body (RDA 11.13.1.5)

111 2 $a English Knitting Meeting (1909-1927)111 2 $a English Knitting Meeting (1960-)

111 2 $a FEE (Conference : 1899-1927)111 2 $a FEE (Conference : 1999-)

111 2 $a Football Supporters’ Meeting (Soccer)111 2 $a Football Supporters’ Meeting (American football)

111 2 $a SC (Conference : Software composition)111 2 $a SC (Conference : Supercomputing)

Add to the name of a one-off conference

Add to the name of a single instance of a sequential conference

111 2 $a Governor’s Conference on Aging (Fla.) $n (3rd : $d 1992 : $c Tallahassee, Fla.)

111 2 $a Australian Bioethics Association. $b National Conference $n (6th : $d 1998 : $c Hobart, Tas.)

111 2 $a Gapawaiwa Writers’ Workshop $n (1st : $d 1993)

Use name of associated institution as the location if it provides better identification, or if local place not known

111 2 $a International Conference on Georgian Psalmody $n (2nd : $d 1997 : $c Colchester Institute)

110 2 $a Society for the Study of Economic Inequality. $b Meeting $n (1st : $d 2005 : $c Universitat de les Illes Balears)

111 2 $a U.S. Open (Golf tournament) $d (1989 : $c Oak Hill Country Club)

Use the Preferred Name for the institution

If the conference, etc., was held online, record Online as the location

111 2 $a Electronic Conference on Land Use and Land Cover Change in Europe $d (1997 : $c Online)

If the sessions of a conference, etc., were held in two or more locations, add each of the place names

111 2 $a International Congress of Iranian Art and Archaeology $n (5th : $d 1968 : $c Tehran, Iran; Iṣfahān, Iran; Shīrāz, Iran)

Individual and Collective Conference Name Authority Records(LCPS for 11.13.1.8)

Individual conference name authority records

Used for a one-time conference Used for a single instance of an ongoing (sequential) conference

Collective conference name authority records

Used for the whole series of an ongoing conference

Individual and Collective Conference Name Authority Records(LCPS for 11.13.1.8)

Authority Records for Ongoing Conferences

“For ongoing conferences, separate authority records may be created for the collective conference (typically made when cataloging a serial), an individual instance of an ongoing conference (typically made when cataloging a monograph), or both. These records may coexist in the LC/NACO authority file. A record for the collective conference should always be made to connect the earlier and later names of the collective conference.”

Individual Conference Name Authority Records

Used for a one-time conference:

1112 $a International Conference on Fishing $d (2011 : $c Grimsby, England)

111 2 $a CICA (Conference) $d (2011 : $c Hangzhou, China)

Used for a single instance of an ongoing (sequential) conference:

111 2 $a Conference on Bats $n (3rd : $d 1999 : $c Whitby, England)

111 2 $a BTR (Conference) $n (2nd : $d 2002 : $c University of New Mexico)

NARs now created for single instances of ongoing conferences

Can contain references from variant names of a one-time conference:

111 2 $a CICA (Conference) $d (2011 : $c Hangzhou, China)

411 2 $a International Conference on Computer, Informatics, Cybernetics

and Applications $d (2011 : $c Hangzhou, China)

411 2 $a Conference on Computer, Informatics, Cybernetics and Applications, International $d (2011 : $c Hangzhou, China)

411 2 $a CICA 2011 $d (2011 : $c Hangzhou, China)

Can contain references from variant names of a single instance of an ongoing (sequential) conference:

111 2 $a BTR (Conference) $n (2nd : $d 2002 : $c University of New Mexico)

411 2 $a Conference on the Unified Science & Technology for Reducing

Biological Threats & Countering Terrorism $n (2nd : $d 2002 :

$c University of New Mexico)

411 2 $a BTR 2002 $d (2002 : $c University of New Mexico)

Collective Conference Name Authority Records

Used for the whole series of an ongoing conference:

1112 $a Conference on Bats

111 2 $a BTR (Conference)

Used by institutions who catalogue conference proceedings as serials

Can contain references from variant names of the whole series of an ongoing (sequential) conference:

111 2 $a BTR (Conference)

411 2 $a Conference on the Unified Science & Technology for Reducing

Biological Threats & Countering Terrorism

111 2 $a Conference on Bats

411 2 $a Batconf (Conference)

Can contain earlier and later name references when a conference has changed its name:

511 2 $w r $i Predecessor: $a Bat Conference

Earlier and later name references are only carried in collective conference name authority records

Authorized access point usually contains preferred name ($a) only

But if all instances are held in the same place, also include the location ($c)

111 2 $a Amsterdam Colloquium $c (Universiteit van Amsterdam)

Linking Individual and Collective Conference Name Authority Records

When creating both a collective and an individual conference name authority record, add the following note to the collective record:

667 $a See also related access points for individual instances of this conference which include specific information about the

number, date, or place of the individual conference

BL Guidelines on Sequential Conferences

If an AACR2 name authority record already exists for the collective conference name

i.e. without number, date or place

Create an individual conference name authority record for the item in hand

Only upgrade the collective name authority record to RDA if:

The collective access point is needed in a catalogue record, or

The form of name is not valid in RDA

If no AACR2 name authority record exists for the collective conference name

i.e. without number, date or place

Create an individual conference name authority record for the item in hand

Do not create a collective conference name authority record

If an AACR2 record exists for individual conference name in form acronym/year (CAV 2013, etc.), for the item in hand

This form of name is not valid in RDA

Correct and upgrade the individual name authority record

Do not create a collective name authority record

Only create or upgrade a collective name authority record when:

Your BL catalogue record covers the complete sequence

The existing collective record is not valid in RDA

Earlier and later name references are needed when a conference has changed its name

If earlier NARs in the same sequence are not valid in RDA

Refer to Authority Control for correction (use email)Only if used in BL catalogue

111 2 $a ABC 2002 $d (2002 : $c Verona, Italy)becomes

111 2 $a ABC (Conference) $n (3rd : $d 2002 : $c Verona, Italy)

110 2 $a Cat Club. $b Meeting $n (4th : $d 2010 : $c London, England)becomes

110 2 $a Cat Club. $b Annual Meeting $n (4th : $d 2010 : $c London, England)

Earlier and later names

111 2 $a Yorkshire Hedge Laying Symposium511 2 $w r $i Successor: $a Yorkshire Hedge Laying and Dry Stone Walling Symposium

111 2 $a Yorkshire Hedge Laying and Dry Stone Walling Symposium 511 2 $w r $i Predecessor: $a Yorkshire Hedge Laying Symposium

Recording at the Element Level

Authorized Access Points are required by MARC 21 Authorized Access Points are required by current systems However, RDA is designed to work at the element level Linked data (BIBFRAME, etc.)

Future systems may not require Authorized Access Points Discretely recorded elements can be retrieved, matched, linked and combined into displays Element-level recording is the real substance of the RDA NAR Elements are recorded for the present in discrete MARC 21 fields

Not all RDA elements can be added to the authorized access point

Recording at the Element Level

046 – Special coded dates (R)

368 – Other attributes of person or corporate body (R)

370 - Associated place (R)

371 – Address (R)

372 – Field of Activity (R)

373 – Associated group (Associated Institution) (R)

374 – Occupation (R)

375 – Gender (R)

376 – Family information

377 – Associated language (R)

378 – Fuller form of personal name (NR)

046 - Special Coded Dates (R)(RDA 11.4)

Date Associated with the Corporate Body (11.4)

Individual name authority record

046 $s 20011004 $t 20011007

Conference held from 4th – 7th October 2001

046 $s 19990216 $t 19990216

One-day conference held on 16th February 1999

046 $s 1989 $t 1989

Conference held in 1989 (more specific date not known)

046 - Special Coded Dates (R)(RDA 11.4)

Date Associated with the Corporate Body (11.4)

Collective name authority record

Record known start and end dates of the whole ongoing conference

Record an end date only if the series has ended, or changed name

046 $s 2001

Conference series began in 2001

046 $s 1999 $t 2004

Conference series began in 1999 and ended in 2004

368 - Other Attributes of Person or Corporate Body (R)(RDA 11.7)

Other Designation Associated with the Corporate Body

(RDA 11.7)

$a – Type of corporate body

Use a term that has been used, or that could be used, as a qualifier

(“Other designation”)

Terms may be as specific as appropriate

Use a term a body uses to describe itself

LCSH terms are preferred

111 2 $a WWIC (Conference)368 $a Congresses and conventions $2 lcsh

111 2 $a International Conference on Smart Design368 $a Congresses and conventions $2 lcsh

111 2 $a International Symposium on Electronic System Design368 $a Congresses and conventions $2 lcsh

110 2 $a Orthopaedic Research Society. |b Annual meeting368 $a Meetings $2 lcsh

Also record appropriate terms for other entities treated as meetings

111 2 $a Rencontres rossiniennes 368 $a Exhibitions $2 lcsh

111 2 $a Lewis and Clark Expedition |d (1804-1806)368 $a Scientific expeditions $2 lcsh

111 2 $a Hearts Festival |d (2010 : Harrogate, England)368 $a Festivals $2 lcsh

370 - Associated Place (R)(RDA 11.3)

Place Associated with the Corporate Body (RDA 11.3)

Record the location of a conference in 370 $e

Record a country that is the subject of a conference, or otherwise associated with a conference, in 370 $c

Record any other place that is the subject of a conference or otherwise associated with a conference, in 370 $f

Record an institution where a conference was held in 373, not 370

370 - Associated Place (R)(RDA 11.3)

111 2 $a Poetry and Voice Conference $d (2010 : $c University of Chichester)368 $a Congresses and conventions $2 lcsh370 $e Chichester (England) $2 naf373 $a University of Chichester $2 naf

Individual conference name authority record

Only record places that apply to the individual conference

Collective conference name authority record

Only record places that apply to the whole series

372 - Field of Activity (R)(RDA 11.10)

Field of Activity of the Corporate Body (RDA 11.10)

111 2 $a International Conference on Oriental Astronomy368 $a Congresses and conventions $2 lcsh370 $f East Asia $2 lcsh372 $a Astronomy $2 lcsh

Only record fields that apply to the individual conference

Only record fields that apply to the whole series

373 – Associated Group (R)(RDA 11.5)

Associated Institution (RDA 11.5)

Record an institution that is the location of the conference Record an institution organising the conference Record an institution that is the subject of a conference Record an institution otherwise associated with the conference

373 – Associated Group (R)(RDA 11.5)

111 2 $a Poetry and Voice Conference $d (2010 : $c University of Chichester)368 $a Congresses and conventions $2 lcsh370 $e Chichester, England $2 naf373 $a University of Chichester $2 naf

Only record institutions that apply to the individual conference

Only record institutions that apply to the whole series

377 – Associated Language (R)(RDA 11.5)

Language of the Corporate Body (RDA 11.8)

Record the language(s) in which a conference issues its proceedings Record the language(s) in which a conference does its business

Only record languages that apply to the individual conference

Only record languages that apply to the whole series

RDA Authority Records for Conference Names

Examples

Named in RDA but not named in AACR2/LCRI

Omit year of convocation

Retain indication of frequency

Qualify initialisms and acronyms

Collective conference NAR

Individual conference NAR

RDA Authority Records Conference Names

THE END

RDA Authority Records Conference Names © The British Library Board 2014

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