Cataloging of Chinese Gazetteers Procedures
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Updated: 6/1/2016 Cataloging of Chinese Gazetteers Procedures The C.V. Starr East Asian Library has a big collection of Chinese local gazetteers. The contemporary local gazetteers collection is classed in LC classification, class DS, under provinces, cities, or counties, etc. The older gazetteers collection transferred from the Center for Chinese Studies Library (CCSL) has locally assigned 2nd cutter, A15, after the DS classification number. These items are shelved at the beginning of all publications under a specific province, cities, or counties, e.g., DS793.H8 A15 2001. However, the later acquired publications are classified strictly according to the LC classification. They are not shelved together with the older gazetteers that have the “A15” cutter. Since LC classification does not have a special cutter for gazetteers under each province, city and county, the new gazetteers are interfiled with the other Chinese history publications under the specific province, city and county. In November 2015, we decided to set up a new local cataloging policy to enhance the bibliographic records and shelve all the Chinese gazetteers together. Our original idea was to group all the gazetteers together by applying: 1) 2nd cutter, A15, after the LC classification number and a 1st cutter after the Sheng, cities or counties. 2) Add one or two numerals for the coverage year based on the locally created time periods table after the 2nd cutter, A15. But the application does not work. When the gazetteer is published in parts and the parts have the same coverage years and published years, the call numbers are the same. The “A15” cutter may have conflict with cutters for titles that start with a numeral. New Procedure: (See individual section for detail.) 1) Take the class number from the LC Classification. 2) 1st cutter: a) Follow the LC Classification to assign the 1st cutter. b) Add “2,” “3,” or “6” for “gazetteers” accordingly from LC Classification DS-DX2, DS-DX4 tables after the 1st cutter. Even though LC classification does not have the instruction to assign cutter from tables for DS781 to DS797.88, we apply the idea for the local gazetteers. c) Add the ending coverage year of the content from the local Time Periods Table after the number for gazetteers. Since LC does not have any further time period subdivision for gazetteers, this application is useful. 3) 2nd cutter: Assign 2nd cutter based on whether it is a general gazetteer or has specific topic. a) General gazetteers: assign a local cutter “A2-A29” based on the order of receiving the publication. b) Gazetteers that has specific topics: Add a 2nd cutter based on the authorized access point: i) creator, or, ii) work title if there is no creator. Page 1 of 27 Updated: 6/1/2016 4) Published year Add published year at the end of the classification number. Core Elements At a minimum, a Chinese Gazetteers description for a work, expression, manifestation, or item should include all the applicable and readily ascertainable core elements that are required by RDA (RDA 06). The following additional elements are added as local core elements in order to meet the local requirements for organizing and managing Chinese Gazetteers collection. Recording Attributes of Manifestation and Item Variant form of title for parts or portion of the title, represented by MARC21 field 246 Recording Attributes of Work and Expression Language Codes, represented by MARC21 041 Geographic Area Code, represented by MARC21 043 Coverage of the Content, represented by MARC21 520 Field 520, 1st indicator 2, 2nd indicator blank, coverage note is added if the title or part title does not indicate the content years. Since Millennium does not display the OCLC constant “Scope and content,” we need to add the word “Coverage” at the beginning of the note. For example: 520 2 Coverage includes data from 1995 to 2012. 520 2 Coverage includes data from 2001 to 2015; chronological events from 1946 to 2013. Recording Subject Relationships Topic matters 650 0 Specific topics ǂz Place name ǂx History. (parallel field) Geographical matters 651 0 Place name ǂx History. (parallel field) 651 0 Place name ǂv Gazetteers. (parallel field) (Enter parallel fields for ǂz Place name, in Chinese characters and code the 2nd indicator as “4”. For example, 651 parallel fields, 651 4 福建省(China) ǂv Gazetteers. 651 0 Fujian Sheng (China) ǂv Gazetteers. Page 2 of 27 Updated: 6/1/2016 Recording local information Local Added Entry – Uniform Title for the Gazetteers Collection, represented by MARC21 799 799, subfield a, is used for the Gazetteers Collection, and subfield 5 for the East Asian Library’s MARC Code for Organizations. Subfield a is indexed in the title index. For example: 799 0 Chinese Gazetteers Collection. ǂ5 CU-EAST (Our original proposal was to create a local genre, e.g. 655 7 Gazetteers ǂz China. ǂ2 fast ǂ0 (OCoLC)fst01423817 ǂ5 CU-EAST. However, the FAST term cannot be geographically subdivided. It has to be in two 655 fields. One for Gazetteers and one for China. The second proposal was to have a local genre, a 655 with 2nd indicator 4, e.g. 655 4 Chinese gazetteers. ǂ5 CU-EAST. The 655, 2nd indicator 4 is not included in the Millennium load table yet. It takes time to submit a request and get approval. On the other hand, field 655, 2nd indicator 7, with ǂ2 local, is no longer a valid code. Therefore, we decided to use local uniform title instead. The field is already in the Millennium index table and it is more flexible to decide on the collection’s title. We do need to maintain a collection titles table to keep track of what collections we have and keep the titles in the records consistent. The same idea can be used by the Japanese and Korean collections.) Local OPAC Note, represented by MARC21 949 subfield x Add subfield x, “Gazetteers Collection” as local item record OPAC note 949 ǂz create call number field 090 for the item record; ǂa and b for call numer; ǂx opac note ǂt item type; ǂl location; ǂv label location. For example: 949 1ǂz 090 ǂa DS793.F8283 ǂb F8546 2012 ǂx Gazetteers Collection ǂt 1 ǂl ea ǂv EAST Call Number (Updated Mar. 16, 2016) Call Number For Admin. Level 1, First Order Administrative Division Places: Provinces, Dependencies, and Regions (省, 自治区) (Updated Mar. 16, 2016) (see Illustration for example of full OCLC record) 1) Class number and 1st cutter a) Take the class number and 1st cutter for provinces, dependencies, and regions in the LC Classification, e.g. .F8 for Fujian Sheng Page 3 of 27 Updated: 6/1/2016 For provinces, dependencies, regions, etc. see DS793 .A-Z. For national municipalities and special administrative regions see DS795-796 b) Extend the 1st Cutter Borrow the idea from table for DS-DX2 (table for countries and regions with cutter number). From the table, “DS-DX2, .x2” is for “Description and travel. Guidebooks. Gazetteers.” Add the number “2” at the end of the cutter for Sheng. That means the “2” after the Sheng’s cutter is reserved for gazetteers, e.g. .F8 2, for Fujian Sheng gazetteer. c) Based on the locally created Table for Time Periods, add the number for the ending coverage year of the content, e.g., .F8 2 6 for Fujian Sheng gazetteer, content up to 2005. Table for Time Periods Sui Dynasty (580-618) 2 Tang Dynasty (623-907) 22 Five Dynasties & Ten Kingdoms (907-960) 23 Song Dynasty (960-1279) 24 Northern Song Dynasty (960-1127) 25 Liao Dynasty (907-1115) 26 Page 4 of 27 Updated: 6/1/2016 Western Xia Dynasty (1038-1227) 27 Southern Song Dynasty (1127-1279) 28 Jin Dynasty (1115-1234) Western Xia Dynasty (1038-1227) Yuan Dynasty (1271-1368) 29 Ming Dynasty (1368-1644) 3 32- Qing Dynasty (1644-1912) 33 Republic of China 34 People's Republic of China (1949-1978) 4 People's Republic of China (1979-1998) 5 People's Republic of China (1999-2018) 6 People's Republic of China (2019-2039) 7 2) 2nd Cutter Assign the 2nd cutter depends on whether the publication is a general gazetteer or has specific topic. a) General gazetteers: assign a local cutter “A2-A29” based on the order of receiving the publication. b) Gazetteers that has specific topics: Add a 2nd cutter based on the authorized access point: i) creator, or, ii) work title if there is no creator. If the title is published in multivolume parts, each part has its own topic, and all parts have a common title in 245, subfield a, then add the 2nd cutter based on subfield p, part title. Try to use one digit for subfield a if possible. We try to avoid super long cutter. EAL’s Public Services prefer to have all volumes in the set shelved together. This local procedure makes each volume classed separately but are shelved together. When a new set is published, assign the 2nd cutter differently so that the new set is shelved after the earlier set. This is based on the condition that the volume of the new set has the same common title, part title, different coverage ending year but the time period number from the Time Periods Table is the same as the earlier set. For example, 2nd cutter of the earlier set is .F86 versus .F863 for the later set. Extension: Extend another digit based on the 2nd word of the part title if needed to distinguish parts that have similar part titles. 3) Published Year: Add the published year at the end of the class number.