5JSC/Editor/RDA/Part A/Chapter 3/Chair follow-up/1
6 February 2007
To: Joint Steering Committee for Revision of AACR
From: Deirdre Kiorgaard, Chair, JSC on behalf of the Editorial team
Subject: Punctuation within elements
At the October 2006 JSC meeting (refer Draft 5JSC/M/108.20.1) the Secretary was requested to create a listing of instances of punctuation to assist the JSC in deciding whether to prescribe punctuation within elements.
The issue of punctuation is not necessarily insignificant. In RDA we have made a conscious decision to remove conventions relating to the presentation of data, and we aim to take advantage of the efficiencies and flexibility that “technologies offer with respect to data capture, storage, retrieval, and display”[1]. Punctuation that preceded or enclosed elements (ISBD punctuation) will now be covered in Appendix D.
Although the Secretary has commenced the task of creating a listing of instances of internal punctuation, it will not be possible to both complete the overall listing and determine the direction JSC wishes to take prior to issuing the draft of Chapter 3 and the accompanying addendum to Chapter 4.
The Editorial team propose that the JSC commence the process of establishing our direction on the use or elimination of internal punctuation for the draft of Chapter 3, with the intention that we would then apply the same general principles to the other chapters as we proceed through the revision of Part A.
In order to facilitate a quick response from the JSC this paper outlines some options for the treatment of categories of internal punctuation. JSC members are asked to indicate their preferred options by email. The deadline for this is 13 February 2007.
Treatment in draft of Chapter 3
In the cover letter of the November 2006 draft of chapter 3, the Editor noted how internal punctuation has been treated in that draft.
“Internal punctuation
For certain elements in chapter 3, the instructions on recording the element in a structured form include instructions on the use of punctuation within the element. Such cases are limited to those in which a single instance of a structured element contains two or more discrete information components (e.g., extent expressed in terms of number of units and number of subunits), or where punctuation is required to segment details within a single information component (e.g., multiple sequences of pagination). In all such cases the form of punctuation to be used is stated explicitly within the instruction. To the extent possible, the instructions are consistent in specifying the use of parentheses to demarcate the second discrete information component in a structured element (e.g., the subunit component in extent, the specific dimensions of the font in font size).”
Purposes of punctuation
For Chapter 3 it is possible to divide the purposes for which punctuation is used into several categories.
Category 1. Punctuation used to segment data within a sequence of like data.
In this case punctuation is used to segment data within a sequence of like data at the same level of granularity. Used in this way, punctuation has the same purpose as in any text, i.e. to make the meaning clear. An example of this is the use of a comma to separate sequences of pages, leaves etc., as in “xvii, 323 pages”.
Category 2. Punctuation used to separate data which is related, but different in kind. In this case the two pieces of information could be viewed as separate elements or sub-elements. Examples of this category are: the comma which separates the dimensions of a map and the dimensions of the sheet, as in “20 x 31 cm, on sheet 42 x 50 cm”; and the use of parentheses in “1 volume (looseleaf)”.
Category 3. Punctuation used to convey information about a detail within an element or sub-element. An example of this is the use of square brackets to indicate supplied information, as in “226, [44] pages”.
Options for Category 1
Option 1. Keep internal punctuation and continue to standardise and prescribe the punctuation used; continue to give punctuation in examples.
Option 2. As per Option 1, but as an alternative allow the use of punctuation preferred by the agency creating the description; continue to give punctuation in examples.
Option 3. Give a general instruction to use internal punctuation as considered necessary for clarity; continue to give punctuation in examples.
JSC representatives are requested to indicate their preferred option.
Options for Category 2
Option 4. For all instance of this category, treat the information as a separate sub-element.
Option 5. The JSC evaluate each instance of this category in chapter 3, and treat the information as in Option 4 only if it is agreed that separation into sub-elements is warranted. For those elements which are not separately defined, apply the option agreed for category 1.
Option 6. Raise the issue in the cover letter for the draft of Chapter 3, and seek the advice of the constituencies about which cases warrant separation into sub-elements.
Notes on these options: The use of punctuation in place of treatment as separate sub-elements limits the potential for machine processing and manipulation of the data. However, separating all instance of this category into different sub-elements may result in a degree of granularity which is above and beyond that required for any user task. If so it would introduce unnecessary complexity to both the instructions and the descriptions which result from applying them.
If Option 5 is preferred, the JSC evaluation will need to take place quickly. The instance with the strongest case for separation into separate sub-elements in Chapter 3 might be the use of parenthesis to separate units and sub-units.
JSC representatives are requested to indicate their preferred option.
Options for Category 3
This category is the most significant for RDA, and deserves at least some time spent in JSC discussion. Instructions in this category employ a display convention (i.e. square brackets) to convey information about a data element.
Square brackets have been used for this purpose in only a few instances in Chapter 3, and in each case the square brackets are applied only to a detail within the element or sub-element. Overall the practice is common in RDA as it is prescribed in 2.2.4 Information taken from sources outside the resource itself, and in those cases square brackets enclose the entire element or sub-element.
It could be argued that the use of square brackets is not understood by users. If the information is of value to the user, the information might be conveyed by notes; if it is of value primarily to librarians it could be conveyed through the use of coding (noting that that would still allow for display to users if desired).
Option 7. Issue the draft as is, and note in the cover letter that this issue will be addressed as part of a separate process.
Option 8. Find a way to eliminate instances of square brackets in the Chapter 3 draft; address the broader issue separately.
Unnumbered pages, leaves, or columns
Either record without square brackets, or record explicitly, e.g. “20 unnumbered pages, 86 pages
Misleading numbering
Either record the numbering as it is given on the resource and make a note, or correct as at present but employ Option 3 and use standard English punctuation to enclose the correction, e.g. “48 (i.e. 96 pages)”
Complicated or irregular paging
Either record without square brackets, or record explicitly, e.g. “226, 44 pages in various pagings”
JSC representatives are requested to indicate their preferred option.
If Option 8 is preferred, JSC members are to indicate their preference in each case
5JSC/Editor/RDA/Part A/Chapter 3 punctuation instructions
This extract includes all instructions in 5JSC/Editor/RDA/Part A/Chapter 3 containing punctuation instructions. To highlight the relevant part of the instructions, it has been enclosed in a box. Some instructions have more than one punctuation instructions; these have been repeated under each category with the relevant instruction highlighted.
Category 1: Punctuation used to segment data within a sequence of like data.
3.4.4 / Extent of text3.4.4.1 / Single volume
3.4.4.1.3 / Ø Record the number of pages, leaves, or columns in terms of the numbered or lettered sequences in the resource. Record the last numbered page, leaf, or column in each sequence and follow it with the appropriate term. Use a comma to separate the pagination for each sequence. [2.5B2] C*
327 pages
321 leaves
381 columns
xvii, 323 pages
27 pages, 300 leaves
3.4.4.17 / Individually paged volumes
3.4.4.17.1 / Ø If the volumes are individually paged, record the number of volumes and omit the pagination.
3.4.4.17.2 / ¸ Optional addition. Specify the number of pages, leaves, or columns in each volume as instructed under 3.4.4.1–3.4.4.12, in parentheses, following the term designating the type of unit. Use a semicolon to separate the pagination for each volume. [2.5B20]
2 volumes (xvi, 329; xx, 412 pages)
3.4.4.19 / More than one portfolio or case
3.4.4.19.1 / Ø If the resource consists of more than one portfolio or case, record the extent by giving the number of units and portfolios or cases, as appropriate. [2.5B16]
4 cases
3.4.4.19.2 / ¸ Optional addition. Specify the number of pages, leaves, or columns in each portfolio or case as instructed under 3.4.4.1–3.4.4.12, in parentheses, following the term designating the type of unit. Use a semicolon to separate the pagination for each unit.
2 portfolios (iv pages, 16 leaves; iii pages, 20 leaves)
3.5.0.4 / Dimensions of carrier
k) Sheets
3.5.0.4.1k.1 / Record the height × width of the sheet, excluding any frame or mount. If applicable, make a note on the size as framed or mounted (see 3.5.3.3). For folded sheets, record the height × width when extended, followed by the height × width when folded, using a comma to separate the two sets of dimensions. [2.5D4] [8.5D1] [8.5D4] [8.5D6] C*
28 × 22 cm
(Dimensions of a sheet of text)
34 × 47 cm
(Dimensions of a study print)
26 × 21 cm
(Dimensions of a photographic print)
87 × 87 cm
(Dimensions of a technical drawing)
30 × 45 cm
(Dimensions of an oil painting on canvas)
244 × 26 cm, folded to 30 × 26 cm
(Dimensions of a wall chart)
48 × 30 cm, folded to 24 × 15 cm
(Dimensions of a manuscript sheet)
3.5.0.6 / Resources consisting of more than one carrier
Exceptions:
3.5.0.6.2 / For manuscripts consisting of two or more unbound sheets, follow the instructions on recording the dimensions of a volume as given under 3.5.0.4n. If the manuscript is kept folded, add the dimensions when folded, using a comma to separate the two sets of dimensions. [4.5D1]
3.5.0.6.3 / Ø If the carriers are of the same type but differ in size, record the dimensions of the smallest or smaller and the largest or larger size, separated by a hyphen. [2.5D3] [6.5D1] [7.5D1] [9.5D2] [10.5D3]
24-28 cm
(Dimensions of the smallest and largest volumes in a resource consisting of 6 volumes of differing height)
150-210 cm high
(Dimensions of the smallest and largest sculptures in a resource consisting of 3 sculptures of differing height)
11 × 15 cm-12 × 17 cm
(Dimensions of the smaller and larger microfiches in a resource consisting of 2 microfiches of differing height and width)
3.5.0.7 / Resources consisting of more than one container
3.5.0.7.2 / Ø If the containers differ in size, record the dimensions of the smallest or smaller and the largest or larger size, separated by a hyphen.
boxes 20 × 30 × 5 cm-26 × 35 × 6 cm
(Dimensions of the smaller and larger boxes in a collection consisting of boxes of two sizes)
containers 14 × 26 × 8 cm-16 × 38 × 22 cm
(Dimensions of the smallest and largest containers in a collection consisting of containers of more than two sizes)
Category 2. Punctuation used to separate data which is related, but different in kind.
3.4.0.3 / Recording extentb) Notated music
3.4.0.3.1b.1 / For a printed or manuscript resource consisting of notated music (with or without accompanying text and/or illustrations) record the extent by giving the number of scores, parts, etc., followed by the number of volumes and/or pages, etc., in parentheses, as instructed under 3.4.2.
1 score (vi, 27 pages)
1 score (viii, 278 pages)
24 parts
c) Still images
3.4.0.3.1c.1 / For drawings, paintings, prints, photographs, etc., record the extent by giving the number of units as instructed under 3.4.3.1–3.4.3.3.
1 drawing
3 photographs
3.4.0.3.1c.2 / For a resource consisting of one or more albums, portfolios, etc., containing drawings, prints, photographs, etc., record the number of albums, etc., followed by the number of drawings, etc., in parentheses, as instructed under 3.4.3.4.
1 album (86 photographs)
d) Text
3.4.0.3.1d.1 / For a resource consisting of a single volume of printed or manuscript text (with or without accompanying illustrations), record the extent by giving the number of pages, leaves, or columns as instructed under 3.4.4.1–3.4.4.12.
327 pages
321 leaves
xvii, 323 pages
3.4.0.3.1d.2 / For a resource consisting of a single sheet, portfolio, or case, record 1 sheet, etc., as instructed under 3.4.4.13–3.4.4.14.
1 sheet