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LAC

LC Subject Cataloging Manual, H 405 - Establishing Certain Entities in the Name or Subject Authority File

LC SHM Instruction Sheet H 0405 - Establishing Certain Entities in the Name or Subject Authority File   (PDF, 76 KB)  

Note 1 : Ce document est en cours de traduction. En attendant que la traduction soit complétée, veuillez consulter la version originale anglaise. Please do not consult the document entitled "Autorités de noms propres: RVM (Sujets) ou catalogue d'autorités local?" published on the RVM website as it is not fully compatible with SHM H 405.

Note 2 : The following entities are considered by the PFAN to be part of Group 1 (entities established according to RDA in the Canadiana file):

• Cantons québécois (divisions cadastrales)

• Circonscriptions électorales

• Districts judiciaires

• Divisions d’enregistrement

• Divisions de recensement

• Régions et sous-régions administratives québécoises</blockquote

Last update: 2021-02-16

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PCC Post RDA Test Guidelines

PCC Post RDA Test Guidelines   

Last update: October 2, 2020

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PCC Guidelines for the Application of Relationship Designators in NACO Authority Records

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Authority File Comparison Rules (NACO normalization)

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Romanization

Language	Writing System	Romanization Table
Arabic	Arabic alphabet	ISO 233-2:1993 Information and Documentation -- Arabic characters into Latin characters -- Part 2: Arabic language -- Simplified transliteration
Armenian	Armenian alphabet	ISO 9985:1996 Information and Documentation -- Transliteration of Armenian characters into Latin characters
Assamese	Bengali alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Bengali	Bengali alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Belarusian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Bulgarian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Chinese	Chinese characters	ISO 7098:2015 Information and Documentation -- Romanization of Chinese
Georgian	Georgian alphabet	ISO 9984:1996 Information and Documentation -- Transliteration of Georgian characters into Latin characters
Gujarati	Gujarati alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Hebrew	Hebrew characters	ISO 259-2:1994 Documentation -- Transliteration of Hebrew characters into Latin characters -- Part 2: Simplified transliteration
Hindi	Devanagari alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Inuktitut	Canadian Aboriginal syllabics	ALA-LC 2011 Inuktitut romanization table
Kannada	Kannada alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Slavic and non-Slavic Languages	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Macedonian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Malayalam	Malayalam alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Marathi	Devanagari alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Mongolian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Nepali	Devanagari alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Oriya (odia)	Odia alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Pali	Various including Bengali, Burmese, Devanagari, Sinhalese and Thai alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Persian	Persian alphabet	ISO 233-3:1999 Information and Documentation -- Transliteration of Arabic characters into Latin characters -- Part 3: Persian language -- Simplified transliteration
Russian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Sanskrit, Prakrit	Devanagari alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Serbian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Tajiki	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Tamil	Tamil alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Telugu	Telugu alphasyllabary	ISO 15919:2001 Information and Documentation -- Transliteration of Devanagari and related Indic scripts into Latin characters
Thai	Thai alphasyllabary	ISO 11940:1998 Information and Documentation -- Transliteration of Thai (à confirmer)
Ukrainian	Cyrillic alphabet	ISO 9:1995 Information and Documentation -- Transliteration of Cyrillic characters into Latin characters -- Slavic and non-Slavic languages
Yiddish	Hebrew alphabet	ISO 259-2:1994 Documentation -- Transliteration of Hebrew characters into Latin characters -- Part 2: Simplified transliteration

Late update: 2020-04-26

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Non-exhaustive List of Verifications to Make to an Existing Record

General Information

• Verify that the characters used are only those in the MARC 8 character set.
• Generally, the information must be provided in French. If a record is derived from an original English record, fields 670 and 675 can remain in English but it must be ensured that the information recorded in other fields is in French. It is understood that all information in English will not necessarily have an equivalent in French. This would be the case, for example, for terms belonging to a controlled vocabulary for which there is no French version. In this case, the information must be deleted.

Field	Verification
008	Verify that the coding is correct. For names (except name-title series), verify that the coding complies with the instructions relating to field 008: names (except name-titles series). Position 10 (Descriptive cataloging rules) : must be changed to "z". Note: When 008/10 is changed to "z" (Other), a field 040 $e rda is automatically added. The reverse is not true. Position 39 (Source of cataloging): the value initially recorded in this field is retained; do not modify this value when updating a record, except if the initial value was incorrect. The initial value is incorrect if it is not " " [blank] for a record created originally by LAC, BAnQ or LC (symbol CaOONL, CaQMBN or DLC in field 040 $a) or "c" (Cooperative cataloguing program) for a record created originally by an university or NACO participant (symbol for the university or NACO participant appearing in field 040 $a).
010	Delete this field if it is present.
016	If there is no Canadiana number, verify in the LC field if the same entity is represented by an authority and if it contains a Canadiana number (it is possible to refine the search by using cs:caoonl). If yes, add this number to the record by changing the language code E at the end of the field to the code F (or by adding the code if it is absent). If there is a Canadiana number but it does not end with the language code F, add this code to the end of the number.
024	Verify the coding (in particular subfields $0 and $1 for URIs).
040	Ensure that subfield $e rda is present, after having verified that field 1XX, fields 4XX and fields 5XX comply with RDA.
043	This field cannot be used in records for geographic names (records with field 151). Delete this field in other cases such as when the record contains an occurrence of field 100, 110, 111 or 130.
053	Ensure that classification numbers for class PS8000 are moved to field 065 and that field 053 is deleted. Example: 053 #4 PS8539.R47 $5 CaOONL becomes 065 ## PS8539.R47 $2fcps $5CaOONL Be sure to add a period between the classification number and the Cutter if one exists. Example: 053 #4 PS8595 I5834 $5 CaOONL becomes 065 ## PS8595.I5834 $2 fcps $5 CaOONL Caution: Field 053 remains valid for LC classification numbers (PA-PT), including the classification numbers PR9180-9199.4 for French-Canadian literature, the classification numbers PR9180-9199.4 for English-Canadian literature and classification numbers PS1-3626 for American literature.
083	BAnQ records that were loaded into Canadiana and that contain this field do not contain subfield $2, which prevents the record from being saved. To be able to save the record, change the value in the first indicator to 7 and add subfield $2 23 before subfield $5 CaQMBN. Exemple : 083 04 C841.6 C439 $5 CaQMBN becomes 083 74 C841.6 C439 $2 23 $5 CaQMBN
1XX	If the record is not RDA compliant, correct the access point if necessary to make it RDA compliant.
4XX	If the record is not RDA compliant, correct the access points if necessary to make them RDA compliant. Add missing dates in field 400 when field 100 contains dates (LAC has had a policy in the past not to add dates systematically.) Delete non-compliant $w subfields. In particular, delete all occurrences of subfield $w containing only a single code (for ex. $w d) delete all occurrences of subfield $w containing only two codes if the codes are not "nh" (for ex. $w na).
5XX	If the record is not RDA compliant, correct the access points if necessary to make them RDA compliant, which involves upgrading the authorities attached to the access points. In the case of a name change for a corporate body, the 5XX fields should link the corporate body in field 1XX only to the immediately preceeding and immediately succeeding entities. Delete all 5XX fields for an entity that preceeds the immediately preceeding entity or succeeds the immediately succeeding entity. For example, in the case of corporate body A which becomes B, which becomes in turn C, the authority for entity A should not contain a 5XX field for entity C and the authority for entity C should not contain a 5XX field for entity A.
663	Ensure that the wording of the note complies with the most recent practice (see FAQ – PLC/PCC Practice for Creating NARs for Persons who use Pseudonyms (PDF, 345 KB)).
665	This field is not permitted in Canadiana. If possible, transfer the biographical or historical information to a 678 field and delete the 665 field. Example: 151 Viernyï (Kazakhstan) 665 Fondée en 1854, cette ville a porté le nom de Viernyï jusqu'en 1921. Elle s'appelle maintenant Alma-Ata. Comme auteur, on utilise : Alma-Ata (Kazakhstan) ; Viernyï (Kazakhstan). Comme vedette-matière, on utilise : Alma-Ata (Kazakhstan). In this example, only the first two phrases can be transferred to a 678 field. The two other phrases are not retained. As the access point is not valid as a subject heading, it is necessary to consider adding the following note in field 667: 667 ## $a UTILISATION COMME VEDETTE-MATIÈRE : Ce point d'accès ne peut pas être employé comme vedette-matière. Les œuvres sur ce lieu se trouvent sous Alma-Ata (Kazakhstan).
667	Ensure that the contents of this field are general enough to be pertinent to cataloguers in other institutions. If not, delete the field. Examples of 667 fields to delete: 667 Corpus UL 667 UQAC-AU. $5 CaQCU 667 Pour le 055, utiliser PS8623. BAnQ: Before sending records to OCLC, ensure that all of the 667 fields have been copied into field 899 in Portfolio to preserve their contents in the event that local content is deleted by another PFAN participant, except fields 667 beginning with one of the following expressions: "En subdivision :", "Ne pas utiliser en subdivision" and "UTILISATION COMME VEDETTE-MATIÈRE :". If the content of a 667 field copied into field 899 is no longer pertinent for BAnQ, consider also deleting the corresponding 899 field in Portfolio. Delete the 667 field containing "CETTE NOTICE VERSÉE EN LOT DOIT ÊTRE ÉVALUÉE AVANT D'ÊTRE UTILISÉE, POUR S'ASSURER QU'ELLE RÉPONDE AUX NORMES DU PFAN" after finalizing the record.
670	If the record was derived from a record originally created in English, it is not necessary to translate the field into French, as the case may be. It is generally not necessary to modify an existing 670 field except in cases provided in the FAQ for field 670 (Source data found) in the name authority record for NACO.
675	If the record was derived from a record originally created in English, it is not necessary to translate the field into French, as the case may be. Occurrences of subfield $a following the first occurrence must be preceeded by a semi-colon, space. Add this punctuation if it is missing. Delete any $a subfield that cites the Canadian authority file (ex. Autorités Canadiana) without accompanying this citation with a consultation date.
678	Ensure that the contents of the field truly consist of biographical or historical information and are appropriate for public display. The text must be worded in the form of concise and complete phrases. The content of all 665 fields in LAC and BAnQ records has been placed in field 678. It is possible that the original field 665 contained instructions about the access point to use as an author or as a subject heading (see the example under field 665 above). Delete these instructions in field 678 if they have been retained. Consider adding a 667 note on the use of the access point as a subject heading, if applicable. Justification for field 678 Generally, a 678 field must be justified by a 670 field. If it is not justified and its contents are appropriate for a biographical or historical note, retain the field and add a 670 note citing the internal file of the institution who supplied the 678 field as follows: 670 ## Fichier interne de [abréviation de la bibliothèque participante], [date de consultation de Canadiana] … Example: Existing 678 field: 678 1# Établie en 1940, la Commission du salaire minimum devient le 16 avril 1980 la Commission des normes du travail. Added 670 field: 670 ## Fichier interne de BAC, 29-10-2020 $b (établie en 1940, la Commission du salaire minimum devient le 16 avril 1980 la Commission des normes du travail) If the record was modified after having been migrated, it is necessary to consult the record history file to determine who originally added the 678 field. If field 678 is not justified and its contents are not appropriate for a biographical or historial note, do not retain field 678 except if an appropriate note can be written with the information on hand. Note that field 678 is optional. If the contents of the field must be retained because they are not found anywhere else in the record, transfer them to a 670 note citing the the internal file of the institution who supplied the 678 field. Example: The existing 678 field which will be deleted because the contents are not appropriate for a biographical note. 678 1# Né le 6 juin 1973. Added 670 field: 670 ## Fichier interne de l'ULaval, 29-10-2020 $b (né le 6 juin 1973)
7XX	Delete this field if subfield $2 lacnaf is not present.

Last update: 2020-12-09

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Non-exhaustive List of Qualifiers

The non-exhaustive list of qualifiers comprises a series of terms to be used when an RDA instruction requires an added element to distinguish or specify an access point that represents a person, a corporate body or a work (for example, RDA 9.19.1.6).

The following list is a selection of terms whose use is encouraged by the Standards Committee to ensure the consistency of name authorities when a choice between several possible terms must be made. When you have the choice between two terms, give preference to the terms in this list. For example: "Organisme", rather than "Organisation".

This is not a closed list and suggestions are welcome: bac.pfan-fnap.lac@canada.ca.

English Term	French Term	Entity
Spacecraft	Véhicule spatial	Corporate Body
Program	Programme	Corporate Body
Firm	Firme	Corporate Body
Organization	Organisme	Corporate Body
Musical group	Groupe musical	Corporate Body
	Congrès	Corporate Body
	Conférence	Corporate Body
Radio station	Station de radio	Corporate Body
Television station	Station de télévision	Corporate Body
Contest	Concours	Corporate Body
Play	Pièce de théâtre	Work
Motion picture	Film	Work
Series	Collection	Work
Association	Association	Corporate Body
Lecturer *	Professeur d’université Maître de conférences Chargé de cours For more information, see Lecturer	Person
Computer program See Computer file
Computer file	Fichier informatique	Work

* Lecturer

According to the Cambridge dictionary, the term lecturer designates a person who teaches at a college or university, in Anglo-Saxon countries.

Ex. : Lecturer in psychology

This title corresponds to different cases in reality depending on the country where it is used. It would be desirable to use the equivalent French term in relation to what the title represents in the educational system where the author holds the title of lecturer.

Suggestions of French equivalents

• For an author in France who is designated as being "un maître de conférences", use (Maître de conférences)
  • According to the Larousse dictionary, the title used by professors of the first rank of the second class of the teaching faculty of universities in France. Equivalent of the Anglo-Saxon term lecturer according to Wikipedia.
• For an author in Europe who is designated as being a lecturer, use (Maître de conférences) or (Professeur d'université)
• For an author who is designated as a lecturer in Australia, use (Professeur d'université)
• For an author who is designated as a lecturer in the United Kingdom, use (Maître de conférences) or (Professeur d'université)
• For an author who is designated as a lecturer in the United States, use (Professeur d'université) or (Chargé de cours)
• For an author who is designated as a lecturer in Canada, use (Chargé de cours)

When in doubt about which French equivalent to use, consult the List of academic ranks de Wikipédia in particular for the countries not mentioned above.

Lastly, note that a senior lecturer is more of a "professeur associé" than a "chargé de cours".

Last Update: June 19, 2020

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Procedures for Duplicates

1) Choose the authority record to retain when there are duplicates by following the following order of priority:

1. Prefer a record that already has a 016 field over one that does not.
2. Prefer a LAC record over a record from BAnQ or universities.
3. Prefer a record from BAnQ over a record from universities.
4. Prefer an RDA record over a non-RDA record.
5. Prefer a more complete record over one that is less complete.

Example 1:

Record 1 comes from LAC and has a 016 field but is not RDA compliant; record 2 comes from BAnQ and is RDA compliant. Record 1 from LAC is retained because criteria 1 and 2 have priority over criterion 4.

Example 2:

Record 1 comes from BAnQ and is not RDA compliant; record 2 comes from a university but is RDA compliant and more complete. Record 1 from BAnQ is retained because criterion 3 has priority over criteria 4 and 5.

Example 3:

Record 1 comes from a university and is not RDA compliant; record 2 comes from another university but is RDA compliant although less complete. Record 2 is retained because criterion 4 has priority over criterion 5.

2) Make the following modifications in the record or records to be deleted:

1. Add a 667 field containing the note "Notice doublon, signalée pour suppression car remplacée par [numéro Canadiana de la notice à conserver ([date])."
2. If there is no 016 field, add one using the number 0000X0000F. This is a generic number intended to be used in all duplicate records to be deleted that do not contain a Canadiana and only in these records. Adding this number is necessary so that the record can be saved. It is not permitted to used any other number when the record to be deleted does not already contain a Canadian number. (Note: If the record to be deleted contains a 016 field, do not add the code F to the end of a Canadian number transferred into the record to be retained if one does not exist (see point 3).)

3) Make the following modifications to the record to be retained:

1. If the record to be deleted contains a 016 field, copy the Canadiana number from the record to be deleted into sub-field $z of field 016 in the record to be retained. Do not add the code F to the end of a Canadiana number transferred into the record to be retained if one does not exist.

Exemple:

016 ## 1026F7926F $z 1030B8987

2. Copy into the record to be retained all information or fields present in the record to be deleted and judged to be useful to retain.

4) Report the records to be deleted to LAC by sending the corresponding OCLC control numbers by email : bac.pfansuppression-deletionfnap.lac@canada.ca. Generic message suggested:

Subject line: Doublons / Duplicates

Message :           

Hello, 

Record to retain: [OCLC number]

Record(s) to delete: [OCLC number(s)]

Last update: 2020-07-28

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Useful External Resources

• The British Library Guide to RDA Name Authority Records : A Guide to Best Practice for RDA Name Authority records in NACO (including 2013 and 2014 changes)
• FAQ on the 670 (Source Data Found) Field in Name Authority Records (NARs) for NACO (PFAN version)
• A Handbook of Examples For Use in Authority Records Created By the NACO-Music Project

Last update: 2020-04-30

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