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RDA Refresher: Undifferentiated Names

Prepared by

Ana Lupe Cristán, Policy and Standards Division

and Tim Carlton, Cooperative & Instructional Programs Division

March 2015

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Topics to be Discussed

8.11.1.3 Undifferentiated Name Indicator vs. DCM Z1 008/32

Additions to Names – RDA Chapter 9 Maintenance of Existing Undifferentiated

NARsTwo names on a NARMore than two names on a NAR

Follow-up Searching for Related Bibliographic Records

RDA 8.11.1.3vs.

DCM Z1 008/32

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o They don’t say the same thingoRDA allows for undifferentiated

names oDCM says not to create new ones

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RDA 8.11.1.3 –Undifferentiated Name Indicator

8.11.1.1 Scope An undifferentiated name indicator is a categorization

indicating that the core elements recorded are insufficient to differentiate between two or more persons with the same name.

8.11.1.2 Sources of Information Take information on undifferentiated names from any

source. 8.11.1.3 Recording an Undifferentiated Name

Indicator If the core elements recorded are insufficient to

differentiate between two or more persons identified by the same name, record undifferentiated.

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DCM Z1 008/32 –Undifferentiated Personal Name

As of November 2013, LC and the PCC have agreed to the following guidelines for persons whose preferred names are identical Do not use code “b” in an RDA name authority

record; all personal name authority records coded RDA should be differentiated.

Do not add a new identity to an existing personal name authority record coded 008/32 “b”.

Instead, apply one of the following RDA attributes to create a unique authorized access point for the person being established (see RDA 9.19).

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RDA Chapter 9 Instructions for Additions to New Names

o date of birth (9.3.2)o date of death (9.3.3)o fuller form of name (9.5)o period of activity (9.3.4)o profession or occupation (9.16)o title of the person, including terms of rank,

honor, or office (9.4)o other designation associated with the person

(9.6)

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Maintenance of Existing Undifferentiated Records

When information is found to distinguish a person included in an existing undifferentiated name record Create a new name authority record for that person,

with distinguishing information, and add an indication that the person was formerly on an undifferentiated record.

This means adding a 667 note indicating that the name was on a NAR coded as undifferentiated.• Formerly on undifferentiated record [LCCN]

But, that’s not enough - here’s what comes next …

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Maintenance of Existing Undifferentiated Records (continued)

Transfer information pertaining to that person from the undifferentiated name record to the new record and edit that information as necessary. Delete all indications of the undifferentiated NAR

• Do not preserve the 670 with brackets in the new NAR If more than one identity remains in the

undifferentiated NAR (i.e., there is not sufficient information to create new NARs for each name) … Then, leave the original undifferentiated NAR coded

as AACR2

Example of More Than One Identity Left on an Undifferentiated NAR

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Maintenance of Existing Undifferentiated Records

In order to facilitate machine processing of authority records (e.g., matching, linking), when only one identity is left on an undifferentiated personal name authority record (i.e., other identities have been disambiguated and removed), NACO and LC catalogers take slightly different steps (although some steps are the same)

The next two slides describe these different steps

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Maintenance of Existing Undifferentiated Records – NACO Processing

Assure that the undifferentiated NAR contains only information relevant to the single remaining identity (e.g., 670s)

If a differentiated NAR has not been created for the last identity: Leave the original undifferentiated NAR coded AACR2 Add a 667 field to the undifferentiated NAR that says:

• Last identity on undifferentiated record; reported for deletion NACO catalogers must report the last NAR to be deleted

to the LC Coop Section, so you may see the NARs with the notes.

The Coop Section creates a new NAR, adding the LCCN of the original undifferentiated NAR to the new one and adding a 667 note, and deletes the old NAR.

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Maintenance of Existing Undifferentiated Records – LC Processing

Create a new NAR for the remaining single identity The name may be differentiated by adding an active date,

occupation, etc. or it may be exactly as the original undifferentiated name.

The LCCN of the original undifferentiated NAR must be added in 010 subfield $z.

Delete the original undifferentiated NAR. Add a 667 note to the new NAR that says it was originally

undifferentiated:• Formerly on undifferentiated record [LCCN]• Remember: the number in the note must match the number

in 010 subfield $z

Examples ofMore than one name

left on a NAR

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More Than Two Names on a NAR David Cooper, author of Who owns America? (published

in 2013) – a book on U.S. political campaign financing. No other information about the person is in the resource.

1. Search for Cooper, David and view the NARs

More Than Two Names on a NAR2. That first heading is for an undifferentiated NAR – at

least 10 different authors, all with the same name

More Than Two Names on a NAR3. You may determine that ‘your’ person is not on the NAR, or that

you can’t tell with any certainty. You should then look at the other NARs to see if any others are

writing on campaign finances – at least the first 10 or 11 NARs

(use judgment as to how many)

More Than Two Names on a NAR

4. You may, ultimately, determine that ‘your’ person is not on any of the existing NARs, or you can’t be sure.

You must then apply one of the RDA options for additions to the name, e.g.

Cooper, David, $d active 2013 Cooper, David $c (Writer on campaign finances) Cooper, David $c (Writer on political finances) Cooper, David $c (Writer on politics)

Two Names on an Undifferentiated NAR Cynthia Brown, author of A paler shade of white

(published in 2014) -- a mystery novel. No other information about the person is in the resource.

1. Search the database … and look at the first NAR

Two Names on an Undifferentiated NAR

2. The undifferentiated NAR shows two names that are unlikely to be the same author …

Two Names on an Undifferentiated NAR

3. Look at NARs that are likely to be the same person (e.g., persons living in the same year range) – Don’t forget to look all the way down to the last name …

Two Names on an Undifferentiated NAR

4. You may, ultimately, determine that ‘your’ person is not on any of the existing NARs, or you can’t tell.

You must then … apply one of the RDA options for additions to the name

• 1) Brown, Cynthia, $d active 2014• 2) Brown, Cynthia $c (Writer of mystery stories)• 3) Brown, Cynthia $c (Mystery writer)

OR undo the undifferentiated NAR and create 3 NARs

(especially if no BFM is required)• Brown, Cynthia, active 1976 *• Brown, Cynthia, active 1966 *• Brown, Cynthia [for your 2014 author]

* active dates for now-disambiguated names comes from 670 data

One Name in Conflict With Another NAR

Creating 3 NARs (as in the previous situation) may not be appealing – but remember that if you have a name that conflicts with a same name in the LC/NAF and there is information in that NAR to help identify the author, then update that NAR so it is no longer in conflict with the one you need to create.

One Name in Conflict With Another NAR You have a resource created by a person named

Lawrence Jones; no biographical information is readily

available. In the LC/NAF you find several NARs with a

date and one NAR for Lawrence Jones without a date or

qualifier, but looky here …

Name Found in an Undifferentiated NAR

If you find that there is an undifferentiated NAR which contains the person you are dealing with you must delete the information from the undifferentiated

NAR and follow DCM instructions. Example: You have a resource by a Carol Hughes,

and there is information that she is a librarian; you also have a birthdate. You look in the LC/NAF and find an undifferentiated NAR

Name Found in an Undifferentiated NAR First, assure (as much as possible) that it is the same

person (place of publication; time frame; etc.) Second, create a new NAR for your person, with a

date and a 667 note (no subfield $z) Third, remove the relevant information from the

existing NAR and move on

Name Found in an Undifferentiated NAR

As described earlier, the options are: More than one name left on the NAR

• Leave the NAR as undifferentiated, coded as an AACR2 NAR, and with the 667 note intact

Only one name left on the NAR • Create a new NAR for the last undifferentiated name –

add to both the 667 note and $z in the 010EXAMPLE:You have a new resource on photography, by

Tom Green. There is an undifferentiated NAR with two names; one of them is a photographer and you can determine it is the same person, the other is the author of a cookbook.

Name Found in an Undifferentiated NAR

• 1. Create one new NAR for your Tom Green with a date or qualifier, etc.

010 ## $a LCCN $z LCCN of undifferentiated NAR100 1# $a Green, Tom $c (Photographer)667 ## $a Previously on undifferentiated NAR [LCCN]

• 2. Create another new NAR for the other Tom Green with or without qualifier.

010 ## $a LCCN $z LCCN of undifferentiated NAR100 1# $a Green, Tom 667 ## $a Previously on undifferentiated NAR [LCCN]

• 3. Delete the undifferentiated NAR for Tom Green

Pop Quiz - Undifferentiated NARs

You have a resource with a creator named Jon Green and you find an undifferentiated NAR with 3 names. One is your author so you remove him and create a new NAR. You now have 2 left on the undifferentiated NAR. There is information in the 670 that can be used to differentiate both of the others, and they only have one or two bibliographic records each.

What do you do?

a) Leave the NAR coded AACR2/undifferentiated and move on?

b) Create 2 new NARs for the other 2 persons and delete the undifferentiated NAR?

Pop Quiz - Undifferentiated NARs

You have just resolved an undifferentiated situation and you have created two new NARs and deleted the undifferentiated NAR. But you find that there are now bibliographic records with that same name that don’t have NARs associated with them and the bibliographic record clearly show that these works are not attributable to the persons in the new NARs.

What do you do?

a) Leave the bibliographic records without any authorized access for the same named person and move on?

b) Create new NARs for the other persons differentiating them as needed?

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Questions? Discussion …