VTLS: 8 Years Experience with FRBR & RDA
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Presentation delivered as part of "RDA 101" Preconference at the 2010 ALA Annual. Authors: John Espley and Vinod Chachra of VTLS Inc.
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VTLS: 8 Years Experience with FRBR & RDA
- 1. John Espley and Vinod Chachra “ RDA 101” ALCTS Preconference Washington, D.C. June 25, 2010 (revised July 2, 2010) Insights and Processes from VTLS ’ s 8 Years of Experience with FRBR and RDA
- 11. 1.4 RDA Work template (Labels)
- 12. 1.4 RDA Work template (MARC)
- 13. 1.5 RDA Work record (MARC)
- 14. 1.5 RDA Work record (Labels)
- 15. 1.6 Display Work record (Labels)
- 16. 1.7 External Linked Data (URLs)
- 17. 1.8 Display Work record (MARC)
- 18. 1.9 Create RDA Expression record
- 19. 1.10 RDA Expression Template RDA Auto Linking Data
- 20. 1.11 RDA Expression record RDA Auto Linking Data
- 21. 1.12 Display RDA Work and Expression Display created using linked data
- 22. 1.13 Add RDA Manifestation
- 23. 1.14 RDA Manifestation Template
- 24. 1.15 RDA Manifestation record RDA Auto Linking Data
- 25. 1.16 RDA Manifestation record
- 26. 1.17 Work, Expression, Manifestation Display created using linked data
- 28. 2.1 Adding a new RDA Manifestation
- 29. 2.2 A new RDA Manifestation RDA Auto Linking Data
- 30. 2.3 A new RDA Manifestation
- 31. 2.4 Two RDA Manifestations
- 32. 2.5 The other RDA Manifestation Display created using linked data
- 33. 2.6 A new RDA Expression
- 34. 2.7 New RDA Expression Template
- 36. 2.9 New RDA Expression
- 37. 2.10 Add French RDA Manifestation
- 38. 2.11 French RDA Manifestation
- 39. 2.12 French RDA Manifestation
- 40. 2.13 Two RDA Expressions Display created using linked data
- 41. 2.14 Searching all Works by an Author
- 42. All Works by an Author
- 43. 2.16 All Works by an Author
- 44. 2.17 Display of Selected RDA Work
- 45. 2.18 Expanding the Display
- 46. 2.19 Further expanding the display Display created using linked data
- 48. Original Work - Same Expression Same Work – New Expression New Work Cataloging Rules Cut-Off Point Derivative Equivalent Descriptive Facsimile Reprint Exact Reproduction Copy Microform Reproduction Variations or Versions Translation Simultaneous “ Publication” Edition Revision Slight Modification Expurgated Edition Illustrated Edition Abridged Edition Arrangement Summary Abstract Digest Change of Genre Adaptation Dramatization Novelization Screenplay Libretto Free Translation Same Style or Thematic Content Parody Imitation Review Criticism Annotated Edition Casebook Evaluation Commentary Family of Works (Tillett)
- 50. 3.1.2 New RDA Work RDA Auto Linking Data
- 51. 3.1.3 New RDA Work
- 52. 3.1.4 Related RDA Work Display created using linked data
- 53. 3.1.5 Add RDA Expression
- 56. 3.1.8 New RDA Manifestation
- 58. 3.1.8 (continued) RDA Manifestation
- 59. 3.1.9 Display RDA Manifestation
- 60. 3.1.10 RDA Work (super Work)
- 61. 3.2 “Normal” and “Reverse” Trees
- 63. 3.2.1 “Reverse” Tree
- 64. 3.2.3 “Reverse” Tree
- 65. 3.2.4 “Reverse” Tree
- 66. 3.2.5 “Normal” Tree
- 67. 3.3 RDA “Package” for Data Sharing
- 68. 3.3.1 Auto Sharing “Package” (Full)
- 69. 3.3.2 Auto Sharing “Package” (MARC)
- 73. 4.2.1 RDA Toolkit – Ex: Form of Work
- 75. 4.2.2 RDA Toolkit – Ex: ISBN
- 76. 4.2.3 RDA Toolkit - ISBN
- 77. 4.2.4 RDA Toolkit – Hypertext links
- 80. 4.3 RDA Cataloging Macros
- 81. 4.3.1 RDA Cataloging Macros
- 82. 4.3.2 RDA Cataloging Macros
- 84. 4.4.1 Rules Based Validation Validate a Work record
- 85. 4.4.2 Rules Based Validation Notice Rule File used
- 86. 4.4.3 Rules Based Validation Validate an Expression record
- 87. 4.4.4 Rules Based Validation Subfield (L) is not a valid subfield for tag 245 in an Expression record
- 88. 4.4.5 Rules Based Validation Validate a Manifestation record
- 89. 4.4.6 Rules Based Validation Tag 245 is required in a Manifestation record Subfields $a and $c are not valid subfields for tag 240 in a Manifestation record
- 92. 4.5.2 Authority Workform (Labels)
- 93. 4.5.3 Authority Workform (Labels)
- 94. Questions? Thank you!
Notes de l'éditeur
- This slide is just an overview of the processes that I want to talk about. I’ll first start out with the basic RDA/FRBR workflow as it is in Virtua now. Then talk a little bit about how simpler RDA cataloging can be. Then a brief discussion of what I call the VTLS RDA/FRBR extensions. Then demo some cataloging assistance tools that Virtua has, especially in relation to RDA. And finally, if we have time, briefly, show you some of the new MARC authority record fields.
- The editor for RDA, Tom Delsey, has described three possible RDA Implementation scenarios. Scenario 3 is the old flat file system where bibliographic and authority records are NOT linked at all. Scenario 2 is what most ILS systems now use: separate, but linked, bibliographic and authority records. Implementation 1 is a true FRBR implementation where you have separate Work, Expression, Manifestation, and Item records. According to the JSC, implementation one is the implementation that is the future of library cataloging. At VTLS, it is our contention that Implementation one is not in the future, but that it is ready now. Implementation one is our recommended implementation for RDA. Basically, what you do is to create a Work, add an Expression to the Work while creating a link for the linked data; add a Manifestation to the Expression while creating a link for the the linked data, and then add your items and holdings to the Manifestation. Later, when additional Manifestations are acquired, you only need to add a new Expression, if needed, and if not needed, then just add a new Manifestation, thus simplifying the cataloging process.
- A RDA work record consists of the Preferred title to which you can add, if needed, things such as Form of Work (novel, play, motion picture, etc.) and date of Work. And you can add, link, an authorized access point associated with the work, which could be either primary or secondary. You could add any needed notes, and subject headings for concept, objects, events, places, people, corporate bodies, and families. There has been a lot of discussion about whether a Work is a bibliographic record or an authority record. From what I understand of the RDA testing procedures, LC has recommended that Works and Expressions be authority records. In VTLS’s implementation of RDA, the work and the expression are bibliographic records.
- A RDA Expression record consists of data elements describing the Content type, the new 336 tag in MARC21, the language of the expression, the date, if needed for distinction, of the expression, and any other distinguishing characteristics. You could also add any needed notes and any authorized access points associated with the expression, such as access points needed with performers in a motion picture or audio recording.
- A RDA manifestation record consists of the title proper, statement of responsibility, edition statement, the publication statement (place, publisher, and date), series statements, the extent (what we used to call collation) of the manifestation, and any needed notes. The manifestation also has two new MARC fields, the media type, the 337 tag, and the carrier type, the 338 tag. These two fields, the media type and the carrier type, in conjunction with the Expression’s content type have replaced the GMD in AACR. In RDA you should no longer have the subfield h of the GMD.
- In Virtua, we provide templates for original cataloging. At VTLS we sometimes call these templates workforms. This is an example of the a template for a RDA Work. This is the label version, instead of the MARC tag and subfield version which is on the next slide. So we have such things as the personal name, work title, form of work, and concepts. Of course, a cataloger can add or delete any fields and subfields to the template. The first four fields in this template are from the 040 tag which is probably better seen in the next slide.
- This is the MARC tag view of the a RDA Work template. Notice that the 040 tag has the little used subfield e, for cataloging convention. We will be using the code, r d a, to indicate that this record follows the RDA guidelines. Also this record has the new 380 field for Form of Work. Again, a cataloger can add and delete any fields and subfields to the template.
- This is the MARC view for the RDA Work record with the data filled in. A couple of things to notice about this record. The 100 tag for the author, Shakespeare, also has a subfield e for the relator term. I’m not sure if future cataloging policy will add a relator term to the 100 field, but it certainly seems to me, given RDA’s and FRBR emphasis on relationships that it certainly could not hurt. Also in this example I used the 240 $f for the date of work, but I could have just as easily, and maybe more correctly, used the newly defined 046 subfield k for the date created. I have also used the new 380 field for the Form of Work. Barbara Tillett has mentioned in her presentations the possibility of having a “wikipedia” reference in a record so I’ve added an 856 tag so we can go to the wikipedia entry for Hamlet.
- This is the same record as the previous slide except this is the Labels view. Users of of VTLS have a choice whether they want their cataloging editor to be in a MARC tag view or a Labels version view.
- After saving the record to the database, the system responds with this dual partition view. The upper portion is where, eventually, the summary display will be for the linked data. It will be displayed in a “tree” like format. The lower portion is where all of the data (instead of just a summary) is displayed. This is the labeled version of the data, where we have the personal name for Shakespeare, the relator term, the work title, the work date, the subject headings, and the hyperlink for the wikipedia entry. If you click on the hyperlink,
- You get the entry from wikipedia on Hamlet.
- This is the work record again, but this time the lower portion is displaying the MARC view.
- Once you have your RDA Work Record, you need a RDA Expression record. You start the process of creating a RDA Expression record by “right clicking” your mouse and selecting “Create Expression record”.
- The system responds with a RDA Expression template. The system also adds what the label calls the WEM (Work, Expression, Manifestation) linking number, which is the RDA automatic linking data. This number is the identification number of RDA Work record. In MARC terms this number is the same number as the 001 tag of the RDA Work or parent record. This template has previous defined fields waiting to be filled in, with some fields already having some data in them.
- This is the same template, for the RDA Expression, with the data filled in. The MARC tag we use for the RDA automatic linking data is a locally defined tag 004. Again, the data in this field is the 001 of the parent (that is, the RDA Work) record. Also, RDA specifies that the Content type, the 336 tag, for what we traditional call a “book” be “text”. MARC 21 has also specified that the source for this information RDA be listed as “rdacontent”. A summary note is also a RDA Expression data element.
- After saving the RDA Expression record to the database, you can now see the start of the display created using linked data. At the top level you have the RDA Work and below you have the RDA Expression. The information in the lower portion of this window will change according what display line in the tree you highlight.
- Once you have the RDA Expression record, you need to create the RDA Manifestation record. You do it by selecting the Expression and doing a right click on your mouse and selecting “create manifestation record”.
- The system responds with the template for a RDA Manifestation record. The template already has the linking number of the parent (the Expression record). This RDA template has fields for the Title proper, other title information, statement of responsibility, edition, publication information, extent information, and the new fields media type and carrier type.
- This is the MARC view of the same template with the data filled in. Some things to notice about this record include the lack of abbreviations in the 300 field. RDA specifies you spell out pages and illustrations. The cm period for the size is not an abbreviation but an internationally recognized symbol. Also, notice the use of the subfield e editor in the added entry (oops, that’s AACR not RDA terminology) fields. Also notice that while we have a couple of 700 fields for the editor and person who provided the introduction, we do not have a 100 field for the author of Hamlet, Shakespeare. That’s because that information is contained in the Work record. There is no need to repeat that information.
- This is the label display of the record in the Editor. The choice of words, the labels, for each tag and subfield is under each individual catalogers control
- After saving the record to the database, you can begin to see tree structure for the display created using linked data. We have also attempted to provide visual icons to distinguish Works from Expressions from Manifestations.
- Once you have your Work and Expression records created, future RDA cataloging becomes much simpler. When you acquired a new manifestation, you only need to add a new expression if it is necessary due such things as a different language, different performance, different text, or a different content type. If a new expression is not needed, then all you need to do is add the manifestation data.
- Adding a manifestation if simple. Display and highlight your Expression and do a right mouse click and select create manifestation record.
- Fill in the RDA manifestation template, using either the MARC view or
- The labeled view. In this example, we have a Dover publication with an edition statement of Green edition. Again, notice that we do abbreviate the word edition with e d period.
- After saving the new manifestation the display using the linked data, the tree portion, is starting to take shape, and allows us to see the relationships clearly. Since the Highlighted line in the tree is for the Dover publication, that is the information displayed in the lower partition of the window.
- If we highlight the other manifestation, the lower partition of the window changes accordingly.
- If we acquired a French language manifestation we need to create a new RDA Expression. We do that by highlighting the Work in the tree and selecting create expression record from a right mouse click.
- We get an RDA Expression template with the linking number provided.
- In this example I only needed to provide the Language of Expression, French, and the content type, text.
- Again, upon saving the record to the database, the tree shows us that we have two manifestations of Hamlet in English, and an Expression for French.
- We need to add the French manifestation to the Expression.
- I have already filled in the data for the template. Notice the 041 tag subfields a and h. Also notice the subfield e for the first 700 field, for the translator.
- This is the labeled view of the record in the Editor. I have mentioned this before, but notice that the media type is unmediated, meaning that we do not need any mediation device to access the resource, and that the carrier type is volume, which is the RDA term specified for book type carriers.
- Now the saved record shows that we have three manifestations of the work Hamlet in two different languages.
- One the things that Barbara Tillett has mentioned is the ability to see all the works by an author. Here I am doing an author on William Shakespeare.
- The result is a browse list of the closet match to my search of Shakespeare William. In this particular database, at the time of the screen capture we had seven works by William Shakespeare. The browse list also has the seven works listed individually. We could go directly to Hamlet by selecting the Hamlet line or we could select the line with the seven hits.
- By selecting the 7 hits line we get a brief display of the seven Works. The data included in this brief display is under the libraries control. From here we can select Hamlet, and get
- This display of the work. If we click on the plus sign the tree will expand, and
- And display the Expressions available for the Work. In this example I have added a number of additional Expressions to include German and Spanish languages, and four nonmusical sound recordings. The terminology nonmusical sound recording is straight out of MARC Leader position 6. In future versions we will probably modify this terminology to a more RDA label, such as spoken text. We have four different Expressions because we have four different performances or readings of the Work. VTLS does not require you to have different Expressions for each sound recording, but RDA and especially FRBR indicate that you should. You can click on the plus sign for any of the Expressions to see the Manifestations or you can have the tree be fully expanded.
- Which is what I have displayed here. So you can see that we a computer file manifestation of Hamlet, seven English manifestations, two manifestations each in French, German, and Spanish, and the four manifestations of audio recordings of Hamlet. In most libraries this is probably only a minimum listing of the manifestations for Hamlet. The power of the collocation of the Work is readily apparent.
- I now want to talk about what I call VTLS extensions to RDA and FRBR. The three most important extensions deal with related works, using two different methods: super works or derivative works, and with aggregates using what we called reverse trees, and VTLS’s way of providing what Barbara Tillett has called package records for data sharing.
- This is one of Barbara’s slides showing that works actually exist in a family of related works. At some point along this continuum of works, we reach a cut-off point where we actually have a new, but related work.
- For example, a motion picture or play based on a novel is a new work. Or a new play like Rosencrantz and Guildenstern are Dead by Tom Stoppard is a related work based on Hamlet. We have a need to relate the new work to the original work. In VTLS’s implementation we can relate these derived works by using the concept of a Super work or the concept of a derivative work. In VTLS terms a super-work means all related works including the original are treated equally in the tree display. They are all on the same level in the tree, and we have, as a parent work, to all of the works, a virtual record which we call super work. In the derivative work process we mean that the related works are subordinate, children to, the original work, in the tree display. VTLS can used either method.
- I will start by using the derivative work method. I will show you later a resulting tree display using the super work method. This is a Work record for the play Rosencantz & Guildernstern are dead. The only thing that is really different from this Work from previous ones I’ve shown you is that this work record has a linking number in it. That linking number is the 001 of the original work record for Hamlet.
- This is the label version of the record.
- When I save the record to the database, since it had a linking field that linked this new, but related work, back to the original work for Hamlet, it becomes part of the display created using linked data. What we have here is the original work record for Hamlet at the top of the tree, followed by the expressions for that original work (the underlying manifestations are not expanded), followed by the related work for Rosencrantz and Guildenstern. Notice that the icon for Rosencrantz and Guildenstern is the same icon for the original Hamlet at the top of the tree. What we are trying to display here is that Rosencrantz & Guildenstern, while being a separate work is a related work to Shakespeare’s original Hamlet.
- Here I am creating an Expression for Rosencrantz & Guildenstern.
- The template for the English language expression for Rosencrantz & Guildenstern
- The tree now displays the work and the English language expression for Rosencrantz & Guildenstern
- Now I need to create the manifestation for Rosencrantz & Guildenstern
- The RDA manifestation template filled in for Rosencrantz & Guildenstern
- The labeled version
- The tree display with Rosencrantz & Guildenstern as a derivative work to Shakespeare Hamlet. What makes this display the derivative work technique, as opposed to the super work technique, is that Rosencrantz and Guildenstern are dead is a child record to the original record.
- This is an example of the super work technique that I have used in previous presentations. The novel Beau Geste by Percival Christopher Wren has had several related or derivative works created. In this super work example, I have created a virtual record for Beau Geste at the highest level of the tree. Below that super work are all of the works at the same level. So you have works for the 1982 motion picture, 1966 motion picture, a comic book, a radio drama, the 1939 motion picture, the 1926 motion picture, and the original work, the novel published in 1924. I have expanded the work for the novel so you can see some of the language expressions, with the Spanish expression expanded to display the manifestations. Each of the other works and expressions can also be expanded to display all of the related works, expressions, and manifestations. A particularly interesting example is the 1926 motion picture which is expanded in the tree display. This silent movie has its expression of projected medium and a manifestation for a 1997 video manifestation. But silent movies in those days quite often had “program books” about the movie, and so we have derivative work for the program book of the 1926 silent movie version of Beau Geste. So you can have works within works.
- I now want to show you what we call the reverse tree functional. The example I’m using is from a small database of my own personal collection where I have created works for every short story, novel, and collection by P. C. Wren. The example would probably be better served by a music example, but I had this literary one readily available. In this example, I am selecting a short story titled the fires of hell. In a music example, it could a Beethoven symphony or a Mozart concerto.
- When the record is displayed it is in “normal” tree order. That is, Work followed by Expression followed by Manifestation. In this example there are three manifestations for the short story. One manifestation is for a collection called Dead men’s boots, another one called Port of missing men, and an analytic manifestation for when the story appeared in a fiction magazine.
- Here I have selected the manifestation that is entitled Port of missing men. The work fires of hell is one of the short stories in the collection. If I wanted to see the other works in the collection, I do a right mouse click and select Show Reverse FRBR. Remember the order of a normal tree, is Work to Expression to Manifestation.
- This is an example of the reverse tree. It is in reverse order from the normal tree. In other words, the tree is displayed, Manifestation to Expression to Work. In this example we can see that the manifestation Port of missing men also has works entitled the hand of fate, the dust that was barren, and so forth. You might be thinking, so what, a table of contents would do the same thing. But,
- Highlight one of the works (in this case The hand of fate) and right click the mouse and select Show normal FRBR,
- You get a normal tree, Work to Expression to Manifestation that shows the other manifestations that the work also appears in. So, using a music example, if I had a CD with a Mozart concerto as well as other classical works maybe by other composers, using this reverse function I can easily see what other audio recordings I have with the same Mozart concerto.
- Barbara Tillett has talked about the possibility of having a RDA Package record for data sharing. At VTLS we have been calling this a combined record. You select a manifestation and click on the icon that is for Save as Combined.
- The result is combined or package record consisting of the data elements from the Work, Expression, and the manifestation. This is the label view of the record.
- And this is the MARC view of the packaged data record. One interesting thing about this functionality is that we end up with a lot more 240 fields in the combined record. This is probably an enhancement which we should develop that would remove redundant 240s from the package. Though I’m pretty sure there will be some people that would not want the resulting 240s removed so I’ll wait on that until we get some more experienced users.
- I now want to talk about some of the tools we have to assist the cataloger. The last four items on this list, links with the Virtual International Authority File, ONIX records, LCSH/SKOS, and the RDA Vocabularies Project are ongoing development projects and I do not have anything to show today, but I will in the future.
- I have already shown you a lot templates. But we have specific templates for RDA works, RDA expressions, and RDA Manifestations. As well templates for authority records and “package” records. You can use the templates in a label or MARC mode. The templates are user, cataloger, defined. They are unlimited in the number variant templates you want, and they can be specific to each individual cataloger.
- The RDA Toolkit. At the time of preparing this presentation I had only seen the beta version of the toolkit, but VTLS has developed some links already to it. I have been very impressed with the toolkit. It was quite helpful in creating the cataloging records for Hamlet. VTLS was able to quickly develop a direct link from within the Virtua client, and integrated links with MARC help in the cataloging editor. These integrated links were based on Appendix D, section 2.1, Mapping of MARC21 Bibliographic to RDA and the extra mapping provided in the Tools menu of the toolkit.
- As part of every Virtua client, users can set up as part of the Tools pull down menu links to other programs. For many years now, we have had a link to the OCLC connexion service. Once I was given access to the RDA Toolkit I was able to add the toolkit to the pull menu in the client. When you access it, it opens your browser and allows you to log on to the toolkit. If the toolkit is already opened, the Virtua client
- Will take you directly to the toolkit. Here I have the toolkit opened to section 6.3, Form of Work.
- The Virtua cataloger editor has had integrated MARC help many years. The way it works, is you place your cursor in a tag area, such as the 020 field, and then hit the F1 key.
- Virtua responds with the MARC help from a copy of the MARC Concise format. What is new here is that the MARC help file now contains the links to the specific RDA guideline for that MARC tag and subfield. So, for example, if I click on the 020 subfield a link to RDA 2.15 Identifier for the Manifestation
- I am immediately directed to RDA toolkit and section 2.15
- I can always go back the Virtua MARC help file and then click on the link for the 020 $c Terms of Availability
- And it takes me to the RDA toolkit at section 4.2, Terms of availability.
- One of the new things in RDA is that we do not use the Latin abbreviations s.l and s.n. for when we do not know the place of publication or who the publisher is. RDA specifies in those cases that we use the phrases place of publication not identified or publisher not identified. In Virtua, we can create any number of shortcuts or macros that will supply various phrases. In this example I have set two short cut keys where ALT and P will supply the phrase “place of publication not identified” and ALT U for “publisher not identified”.
- In this example, the place of publication and the publisher are not known, so I place my cursor in the 260 field and hit ALT P and then ALT U
- Place of publication not identified and publisher not identified.
- The Virtua cataloging subsystem has had validation of MARC content designation for a number years. We have added separate validation rules files of RDA/FRBR Work, Expression and Manifestation records. These rules files can modified by users by editing a text file.
- In this example I have a Work record where MARC content designation validation is going to fail. I click on the validate record option or the icon in the toolbar
- I get a message stating that the 245 subfield a in this record is invalid. The tag actually should be 240 not 245. The error also tells the name of the rule if I need to check or change the file, including the text of the error message.
- In this example, I am trying to validate an Expression record.
- The error in this case is that the 245 $l is not valid for an Expression. It should be 240 subfield L
- In this example I am trying to validate a manifestation record.
- In this case the Manifestation rules file states that a 245 is required (the record has a 240, not a 245), and that subfields a and c are not valid for a 240 tag in a Manifestation. Again, the various rules files for various types of records are fully editable by the user.
- Finally, I want to briefly mention authority records. RAD is based on FRBR, functional requirements for bibliographic records, and FRAD, functional requirements for authority data. There have a number of new MARC tags and subfields defined in MARC21 for use in authority records. And VTLS has added those files to the system and to the authority templates.
- This is a RDA authority template for a person. It has the new fields of 370, 371, 372, and so forth. These fields are so new that I don’t really remember what they are, but luckily we have the label view of the editor available.
- Where we can see we have fields for birth date, death date, and date source (which is the 046 subfields f, g, and v). We also have fields for place of birth, place of death, associated county, residence or headquarters, other places, the source of the place information, and address related fields.
- We also have fields for field of activity, activity start date, activity end date, activity source, affiliation, occupation, gender, type of family, name of prominent member of the family, associated language code, language source, variant personal name (which is the RDA name for a see reference). There are more new subfields but I did not include them all in this template.