Guidelines for Cataloging Materials with Chinese Description and/or Access Points

Catalogers Group

July 26, 2001

2:30-3:30

West Electronic (Media) Classroom

Present: Rebecca Aiken, Gia Aivazian, Valerie Bross, Beth Feinberg, Claudia Horning, Joan LoPear, Janice Matthiesen, Luiz Mendes, Caroline Miller, Jeff Morehead, Paul Priebe, Jean Rashedi, Louise Ratliff, Angela Riggio, Rita Stumps, Sharon Wiskoff.

I. "ACC Guidelines for Cataloging Materials with Chinese Text or Access Points"

Sarah Elman distributed a copy of the new "ACC Guidelines for Cataloging Materials with Chinese Text or Access Points", dated July 26, 2001. She reviewed the outline and examples with the Cataloger's Group. This latest update is at the end of these minutes.

II. July 25 AdCon presentation on Electronic Resources Database

John Riemer distributed copies of the Adcon UCLA Library Web Site Redesign Report, the Digital Acquisitions Database (DAD) Policy Issues Discussion Document, and a 2-page document listing the types of electronic resources to be included in a UCLA Electronic Resource Database (ERD) and showing the overlap between ERD & DAD.

The AULs have authorized building a separate, publicly available database of online resources. This database would include electronic serials; electronic databases; links to web home pages, search engines, subject guides, instructional materials, reference tools; and CDL selected digital resources.

The group discussed the usefulness of having a separate database when the Orion2 online catalog already contains bibliographic records for electronic resources. The group also discussed different ways, such as exporting CORC records to the OPAC, which in turn can be used to feed or populate the separate database.

John reported that he would like to hyperlink captions from a web page containing the LC classification outline, as a means of providing subject access to these electronic

resources. Clicking on the captions would take users to the e-resources classified in those areas. The indentations among the captions on such a web page would guide patrons browsing up and down hierarchies. He experimented and found that we could use a 699 field for multi-topic resources, e.g. one on art and psychotherapy. In lieu of using terminology in LCC, the AULs have charged ACC to create a controlled vocabulary of approximately fifty terms.

Jeff Morehead suggested adding to the Orion2 OPAC a search option for limiting to electronic resources. Valerie Bross and Luiz Mendes had already made this recommendation in the past.

Submitted by Beth Feinberg, July 30, 2001

ACC Guidelines for Cataloging Materials with Chinese Texts or Access Points

(August 1, 2001-completion of pinyin conversion project)

Revised July 26, 2001

Background

Due to the change in the Chinese romanization system from Wade-Giles to pinyin, a set of interim cataloging guidelines for UCLA was issued in October 2000 for UCLA catalogers dealing with Chinese language materials or materials on China. As of early July 2001, OCLC has completed the conversion of all Chinese records in its WorldCat database. OCLC is refining the conversion program so it can be used to convert non-Chinese records containing Chinese text strings and access points.

For the conversion of records already in UCLA’s ORION2 database, a decision has been made to extract selected records (all records containing the language code "chi" in the 008/35-37 field and non-Chinese records containing "chi" code in the 041 field) from TAOS and send them to OCLC for conversion. The date for extraction has been set for August 1, 2001. However, the date for the actual conversion is contingent upon OCLC’s schedule. We anticipate that the project will be completed by the end of this year.

In order not to bring in records containing Wade-Giles text or access points after August 1, the guidelines below should be followed by the entire UCLA cataloging community starting July 30. This set of guidelines applies to ANY bibliographic records that include romanized Chinese characters (in either description or access points), regardless of the primary language of the materials.

I. Bib Search

When searching for Chinese titles on OCLC, search the pinyin form. However, when searching on ORION2, use both Wade-Giles and pinyin forms until the local database has been converted. Utilize Boolean operator OR for an efficient search.

Example: titl (beijing or pei ching)

II. Original Cataloging

Description -- Use pinyin romanization system to romanize Chinese texts. Consult the LC New Romanization Guidelines at http://www.loc.gov/catdir/pinyin/romcover.html if necessary.

Name, series, and subject headings – In principle, use the authority record found in the national authority files*, even if it conflicts with the local authority record.

The converted authority records will have one of the following values in the fixed field 008/07 (Romanization scheme): (Newly created authority records do not have these values.)

c -- Headings converted to the pinyin form

n -- Headings considered for conversion but were not converted because they

were not romanized but established according to usage.

If you have question about the status of an authority record, contact Sarah S. Elman, at East Asian Library (selman@library.ucla.edu or x69606).

Report problems on authority records to Philip Melzer, Team Leader, Korean/Chinese Team, LC, at pmel@loc.gov.

When establishing new headings, use pinyin romanization, unless the headings are established according to usage in non-Chinese materials, such as dissertations. (Please be aware that some dissertation authors might have also published other works in Chinese under a slightly different form of name.)

Import new-to-file pinyin authority records for only names (and series. Also, replace existing Wade-Giles authority records with pinyin records; however, do not update the related bibliographic record if the language code "chi" is in 008 or 041.

authority records.

Classification no. -- LC has changed classification schedules throughout to reflect new pinyin romanization guidelines, especially in DS and PL classes. Make sure you have consulted the latest version of the schedules. (The Classification Web has the most current information.) Some documents explaining the new practice in classification are posted on the Library of Congress Pinyin Conversion Project page: http://lcweb.loc.gov/catdir/pinyin/pinyin.html

Add field 987 (Pinyin Conversion Marker), as shown in the example below, to records that contain pinyin text strings in descriptive fields. (OCLC asked that field 987 not be added if the only pinyin romanized portion is an access point.)

Example: 987 PINYIN $b CLU $d c

III. III. Copycataloging, or Using Contributed Copy

OCLC pinyin record in OCLC:

Check that field 987 exists in the record. (Add if not present.)

If the value in 987 $d is c (record fully romanized) or n (record processed but not converted), make sure that all fields, both description and access points, follow the current romanization guidelines. (Not sure what this next clause at the end of the sentence means, could we omit it?, then copycatalog the record as is.)

If the value in 987 $d is r (record requires manual review to fully convert romanization—fields that need reviewed are usually, although not always, indicated in $f),

Edit the record by following the newly established romanization and LC cataloging guidelines;
Change the content of 987 to "PINYIN $b CLU $c <date of review> $d c"; and
Delete $f if present.

Example: 987 PINYIN $b CLU $c 20001010 $d c

Optionally, rReplace the master record.

Note: Should you find any Chinese record ("chi" in 008/35-37) in OCLC that is still in Wade-Giles in descriptive fields, convert the record to pinyin, add 987, and replace the master record.

Replace the master record.

OCLC Non-Chinese records (records that do not have the language code "chi" in 008) with Wade-Giles text strings and/or access points

-- Add 987 to the record.

OCLC record: Non-Chinese records with Wade-Giles access points only

Convert the Wade-Giles romanization to pinyin and change the access points to the form found in the national authority file, if necessary. See "Name, series, and subject headings" section on p. 1 for more information.

Add 987 field if the descriptive fields contain pinyin romanization. No need to add 987 if the only pinyin romanized portion is an access point (name, subject heading, uniform title).

Optionally, rAdd 987 to the record.Replace the master record.

Import new-to-file pinyin authority records for names and series. Also, replace existing Wade-Giles authority records with pinyin records; however, do not update the related bibliographic record if the language code "chi" is in 008 or 041.

IV. OCLC Enhance (Lock/Replace)

Change Wade-Giles Chinese romanization, if present, to pinyin and use the converted, authorized headings; add field 987 to records containing pinyin texts in the description.

Example: 987 PINYIN $b CLU $c <date> $d c

Field 987 will not be needed if the only pinyin romanized portion is an access point (name, subject heading, uniform title).

Replace before update/produce. (Note: If we have problem extracting data from our local system and have to convert our records from the archival tape, OCLC will take the last record we touched. Therefore, the last record should represent the record in our database.)

V. NACO Contributions

Use pinyin romanization in all new and changed authority records. However, Chinese names found in English materials (such as dissertations), whether it is in Wade-Giles or pinyin form, should be established according to appropriate rules and not be affected by the change of romanization system. (Please be aware that some dissertation authors might have also published other works in Chinese under a slightly different form of name.)

While the old Wade-Giles form of headings will be kept as cross-references in converted records, LC has decided not to automatically add Wade-Giles cross- references for new authority records.

V. Authority Control

Import new-to-file pinyin authority records for names and series. Also, replace existing Wade-Giles authority records with pinyin records; however, do not update the related bibliographic record if the language code "chi" is in 008 or 041.

Chinese topical subject headings and conventional geographic names will be taken care of by the YRL Authority Section systematically.

VI. Records Maintenance in TAOS

Do not edit TAOS records that meet both of the following criteria:

The language code "chi" exists in either 008/35-37 or 041; and
The record was loaded into TAOS before July 31, 2001.

These records will be overlaid after the conversion of local file is done by OCLC

However, if you find any record loaded into TAOS after July 31, 2001, that contains Wade-Giles text in the descriptive fields, be sure to manually convert it to pinyin and add the 987 field to the TAOS record.

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Note

* The converted non-unique name authority records (i.e., records covering more than one person, coded b in 008/32 (Name)) are being reviewed and edited manually by LC and some Chinese NACO contributors. Many of these records can be split into unique name records. If you encounter non-unique name records that need modification, refer them to Sarah S. Elman at selman@library.ucla.edu or x69606.

For more information on the pinyin conversion project, see Library of Congress Pinyin Conversion Project Home Page at http://lcweb.loc.gov/catdir/pinyin/pinyin.html.