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DATE: May 27, 2011
NAME: Broadening field 373 (Affiliation) for Associated institutions in the MARC 21 Authority Format
SOURCE: RDA/MARC Working Group
SUMMARY: This proposal suggests broadening the definition of field 373 to include not only the affiliation for a person but also any institution associated with the entity described.
KEYWORDS: Field 373 (AD); Associated Institution (AD); Affiliation (AD); RDA
RELATED: 2011-DP02 (Section 2.2)
05/27/2011: Made available to the MARC community for discussion.
06/26/11 – Results of MARC Advisory Committee discussion: Approved as amended. The Committee agreed to change the name of field 373 from "Affiliation" to "Associated Group". No motion was needed as this was just a name change to the existing documentation.
07/19/11 - Results of LC/LAC/BL review - Agreed with the MARBI decision.
RDA considers Associated institution (11.5) “a core element for conferences, etc., if the institution’s name provides better identification than the local place name or if the local place name is unknown or cannot be readily determined. Associated institution is a core element for other corporate bodies if the institution’s name provides better identification than the local place name or if the local place name is unknown or cannot be readily determined, and it is needed to distinguish the corporate body from another corporate body with the same name”. It can be used as an addition to the name for purposes of breaking a conflict or can be recorded as data about the entity described. Currently there is no place to record it in an authority record for the conference or corporate body other than in the 1XX or 670 fields.
Associated institution: University of Maryland, College Park
Corporate body: B'nai B'rith Hillel-Federation Jewish Student Center
This issue was discussed at the MARBI meetings in January 2011 as part of section 2.2 in Discussion Paper No. 2011-DP02 (Additional Name and Resource Attributes for RDA in the MARC 21 Bibliographic and Authority Formats), which explored broadening field 373 (Affiliation) to include Associated Institution. Consensus was to broaden the name and definition of the field as well as its subfield $a. Participants discussed whether two subfields were needed, one for affiliation for persons (which are essentially associated institutions) and another for corporate bodies, but participants felt that one broader subfield was sufficient. In addition the group discussed whether both the preferred form and the form on the piece needed to be recorded and, if so, whether two subfields were required for this purpose. RDA instructions indicate that the preferred name of the institution (not the authorized access point for the institution) should be used, except in the case of conference name when the form on resource is used. Further discussion by the RDA/MARC Working Group suggested that it was sufficient to have one subfield and subfield $0 could be used to link to a controlled heading, indicating that it was an authoritative form. Subfield $0 is repeatable for different control numbers.
Field 373 (Affiliation) was defined in the MARC 21 Authority Format with Proposal No. 2009-01/1 and contains the name of a corporate body in subfield $a. It is currently defined as follows:
Affiliation is a separate data element in RDA (9.13) and is defined as “a group with which a person is affiliated or has been affiliated through employment, membership, cultural identity, etc.” with examples as corporate bodies. This field could be broadened as follows to include both affiliation and associated institution. The start and end period could also be applicable to Associated institution.
Note that field 510, with or without subfield $i, could also be used in an authority record to indicate an associated corporate body with an authorized form.
In the MARC 21 Authority Format, broaden the definition of field 373 to include both affiliation and associated institution as above.
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