NLNZ String Encoding Schemes

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LocalPolicy

2024/02/07

NLNZ String Encoding Schemes

Access points for all entities

Work access points

Apply this string encoding scheme when constructing a string as a value for:

Forming the base access point for a work

Parts of a work

Precede a designation and/or title for a part or parts of a work by full stop space. Where numbering is included and precedes a title for part or parts of a work, separate by comma space.

Examples

  • General
    • Story of a treaty
    • Stars burn bright
    • Non-fatal shooting in Southland justified
  • Including parts
    • Southern reporter. Second series
    • Economics library selections. Series I, New books in economics
    • Electrical installations. Connectable electrical installations and supply arrangements. Part 2, Connectable electrical installations

Part of a musical work

Record a preferred title of the larger part followed by full stop space and a preferred title of the smaller part.  

Part of a work identified only by a number
Precede the numeral with the abbreviation for number.  

Part identified both by a number and by a title or other verbal designation
Precede the numeral with the abbreviation for number.  

Each part identified by a number and some parts also identified by a title or other verbal designation
Record the number followed by comma space and the title.

Format the opus number for a numbered part of a set of works by recording the opus number for the set, a comma space, and the number within the set. [MLA BP]

Example
Beethoven, Ludwig van, 1770-1827. Quartets, violins (2), viola, cello, no. 8, op. 59, no. 2, E minor

If you have identified no additional elements for inclusion, then the value for Work: authorized access point for work or Work: variant access point for work is complete.

Additional elements and designations in access points for a work

Record a value that includes additions as applicable, in this order:

  1. a value for Agent: authorized access point for agent that is:
    • a creator, or
    • associated with a liturgical non-aggregate static work
  2. a value of a base access point for work
  3. a value for Work: category of work that is the term Series
  4. values of other elements and designations as applicable. The order is not prescriptive:

If the first value is a value for Agent: authorized access point for agent, precede the base access point for work by a full stop space unless the value of Agent: authorized access point for agent ends in a hyphen, in which case separate by a space.

A value for Work: category of work is enclosed in parentheses and preceded by a space.

A value for Manifestation: publisher agent is enclosed in parentheses and preceded by a space.

A value for Work: place of origin of work is enclosed in parentheses and preceded by a space.

A value for Work: distinguishing characteristic of work is enclosed in parentheses and preceded by a space.

A value for Agent: authorized access point for agent who is not a creator agent and is not associated with a liturgical non-aggregate static work is enclosed in parentheses and preceded by a space.

A value for Work: medium of performance of musical content of representative expression is preceded by a comma space.

A value for Work: numeric designation of musical work is preceded by a comma space.

A value for Work: key of representative expression is preceded by a comma space.

A value for Work: date of work is generally recorded as the final value, if applicable. It is enclosed in parentheses and preceded by a space.

Multiple designations

Separate the values of elements and designations that are enclosed in parentheses according to the guidance above by a space colon space.

Separate values that represent multiple places of publication by a comma space.

Separate values of timespan that represent a date range by a hyphen.

Examples
Ihimaera, Witi, 1944- Bulibasha
Knight, Jude, 1950- Farewell to kindness
Tomalin, Lynda. Stars burn bright
Augustine, of Hippo, Saint, 354-430. Sermo de symbolo ad catechumenos.
Treaty of Waitangi (1840 February 6)
101 Dalmatians (Motion picture : 1996)
Report of the 2014 academic audit (Victoria University of Wellington)
101 (Series) (Rome, Italy)
Aegis (Series) (Louvain, Belgium). Actes de colloques
Variations, piano, 4 hands, K. 501, G major

Expression access points

Apply this string encoding scheme when constructing a string as a value for:

Forming the base access point for expression

A value of Work: authorized access point for work forms the base access point.

If you have identified no additional elements for inclusion then the value for Expression: authorized access point for expression or Expression: variant access point for expression is complete.

Additional elements and designations in access points for an expression

Record a value that includes additions as applicable, in this order:

  1. the value of base access point for expression
  2. a value of Expression: language of expression
  3. values of other elements and designations as applicable. The order is not prescriptive:

A value of Expression: language of expression always follows the base access point for expression and is preceded by a period space.

A value for Expression: content type is preceded by a period space.

A value for other distinguishing characteristic is enclosed in parentheses, separately from other values, and preceded by a space.

A value for Expression: designation of version is preceded by a period space.

A value for Expression: date of expression is preceded by a period space.

Examples
Kahukiwa, Robyn. I te timatanga. Māori
Aristophanes. Lysistrata. English. Spoken word (Heffron)
Broughan, Jude. Honey. English
Halstead, Diana, 1941- Archetypes. English
Bach, Johann Sebastian, 1685-1750. Jauchzet Gott in allen Landen. German. Vocal score
Bible. Apocrypha. English. Authorized. 2013
Saxo, Grammaticus, -approximately 1204. Gesta Danorum. Liber 1-9. English (Elton)

Person access points

Apply this string encoding scheme when constructing a string as a value for:

Forming a base access point for person

When recording values that have rotated one or more words, phrases or other components of a name to the front, followed by some or all of the remainder of the name

Precede the remainder of the name by comma space.

Examples

  • Mahy, Margaret
  • Te Kanawa, Kiri

This completes the base access point for person.

If you have identified no additional elements for inclusion then the value for Person: authorized access point for person or Person: variant access point for person is complete.

Additional elements and designations in access points for a person

Record a value that includes additions, as applicable, in this order:

A value of Person: fuller form of name is enclosed in parentheses. This value always follows the base access point and is preceded by a space.

A value of Person: profession or occupation is enclosed in parentheses. This value follows a value of Person: fuller form of name where present and is preceded by a space.

A value of Person: term of rank, honour or office is preceded by a comma and follows a value of Person: fuller form of name where present and before a value of Person: profession or occupation.

An appropriate designation other than those covered here is enclosed in parentheses. Follow with a comma if the next value is a date and precede by a space.

A value of Person: date of birth is preceded by a comma space and followed by a hyphen. This will be the last element in the access point unless followed by a value of Person: date of death or the term Spirit.

A value of Person: date of death is preceded by a hyphen. This will be the last element in the access point unless followed by the term Spirit.

A value of Person: period of activity of person is preceded by a comma. This will be the last element in the access point unless followed by the term Spirit.

The term Spirit is enclosed in parentheses. This will always be the last element in the access point, if applicable, and is preceded by a space.

Examples

  • Finlay Tate   not inverted because this is first and middle name being used, surname omitted in common usage
  • Diamond Field (Musician)
  • Wheeler, Pete, 1978-
  • Donne, T. E. (Thomas Edward), 1859-1945
  • Luke, Saint (Spirit)

Corporate Body access points

Apply this string encoding scheme when constructing a string as a value for:

Forming the base access point for a corporate body

Initials

Record using the following spacing conventions:

  • one space after an initial that is followed by a word or element that is not an initial
  • no space between an initial and another following initial consisting of one letter

Abbreviations

Precede and follow abbreviations consisting of two or more letters with a space.

Placename at end

If the form of name in the access point includes a placename at the end and the place is enclosed within parentheses or is preceded by a comma-space, retain in the access point the punctuation as found.

Rotated name

When recording a value that rotates one or more words, phrases, or other components of a name to the front, followed by some or all of the remainder of the name, precede the rotated part by a comma followed by a space.

Examples

  • General
    • National Library of New Zealand
  • Initials
    • Base authorized access point: F & H Denby [Source: F&H Denby]
    • Base authorized access point: U.S.D.A. Symposium [Source: U. S. D. A. Symposium]
    • Base authorized access point: IEEE [Source: I E E E]
  • Abbreviations
    • Ph. D. Associates [Source: Ph.D. Associates]
  • Placename at end
    • University College, London [Source: University College, London]
  • Rotated name
    • Base variant access point: Australia. Environment and Water Resources, Department of the [Source: Department of the Environment and Water Resources; Base authorized access point: Australia. Department of the Environment and Water Resources]

This completes the base access point for corporate body.

If you have identified no additional elements for inclusion, then the value for Corporate Body: authorized access point for corporate body or Corporate Body: variant access point for corporate body is complete.

Additional elements and designations in access points for a corporate body

All additional elements and designations follow the base access point of corporate body in parentheses preceded by a space.

Record a value that includes additions as applicable, in this order:

  1. the value of base access point for corporate body
    in practice this will be either base authorized access point for corporate body or base variant access point for corporate body
  2. a value of Corporate Body: category of corporate body
  3. a value of Place: authorized access point for place
  4. a value of Corporate Body: preferred name of corporate body of an associated institution
  5. a value of Corporate Body: category of government
  6. a value of an appropriate designation of corporate body
  7. a value of Timespan: access point for timespan

Multiple designations

Follow the base access point of corporate body in parentheses and separated by a space colon space.

Place: authorized access point for place

  • Record a value of Place: authorized access point for place that includes both a smaller and a larger place by interposing a comma space between the value of the smaller place and the value of the larger place
  • Abbreviate the name of a place that is a country or state if applicable according to the guidance at Abbreviations of terms in English for countries and states
  • Enclose the value in parentheses preceded by a space.

Timespan: access point for timespan

  • Follow a value of Timespan: access point for timespan that represents an earlier timespan with a hyphen
  • Precede a value of Timespan: access point for timespan that represents a later timespan with a hyphen

Examples

  • A value of Corporate Body: category of corporate body
    • Essex (Ironclad steamer)
    • TLC (Firm)
  • A value of Place: authorized access point for place
    • Home & Family Counselling (Organization : Auckland, N.Z.)
  • A value of Corporate Body: preferred name of corporate body of an associated institution
    • Antarctic Research Centre (Victoria University of Wellington)
  • A value of Corporate Body: category of government
    • Auckland (N.Z. : Province)
  • A value of appropriate designation of corporate body
    • Elizabeth (Schooner : 1846-1855)
    • All Hallows (Church : London, England : Honey Lane)
  • A value of Timespan: access point for timespan
    • Gesellschaft fur Musikforschung (1868-1906)
    • Gesellschaft fur Musikforschung (1946- )
    • Elizabeth (Schooner : 1846-1855)

Individual instances of conferences and exhibitions

Record a value that includes additions as applicable, in this order:

  1. the base access point for corporate body
  2. a value of Corporate Body: number of conference
  3. a value of Corporate Body: date of conference
  4. a value of Corporate Body: place of conference

Separate multiple values for Corporate body: place of conference using a semicolon followed by a space.

Use a hyphen to separate values for Corporate body: date of conference which include a date range.

Values for Corporate body: place of conference which include multiple placenames should separate places using comma space.

Examples

  • General
    • Olympic Winter Games (21st : 2010 : Vancouver, B.C.)
  • Conference with multiple locations
    • Tour de France (Bicycle race) (1970 : France; Belgium; Germany)

Government officials that are heads of state, heads of government, etc.

Record a value that includes additions as applicable, in this order:

  1. a value of Corporate Body: access point for corporate body for a jurisdiction
  2. a value of Corporate Body: name of corporate body for the office held
  3. a value of Timespan: access point for timespan representing the time period for which the office was held
  4. a value of an appropriate designation of corporate body that is the person's surname

Precede a value of Corporate body: name of corporate body by a full stop space.

Values of Timespan: access point for timespan and appropriate designation of corporate body follow the name of corporate body in parentheses, separated by a space colon space.

Follow a value of Timespan: access point for timespan that represents a starting date with hyphen.

Precede a value of Timespan: access point for timespan that represents an ending date with hyphen.

Examples

  • Indonesia. President (1949-1967 : Soekarno)
  • New Zealand. Prime Minister (2023- : Luxon)

Access points that include higher or related bodies

A name of a corporate body may be recorded subordinately to an authorized access point for a higher or related body. This may represent the immediate superior body, or a higher body in the hierarchy, as applicable, to identify the corporate body.

Record a value of base access point that includes as applicable, in this order:

  1. the authorized access point for the higher or related corporate body
  2. a value of Corporate Body: name of corporate body that represents the subordinate or related body
    Omit from the name of the subordinate body the name (or abbreviation of the name) of the higher or related body unless the omission would result in a name that does not make sense.

Precede a subordinate or related body by a full stop space.

Examples

  • General
    • National Library of New Zealand. Services to Schools
    • Auckland (N.Z.) Council
    • Auckland (N.Z. : Region). Regional Council
    • International Dairy Congress (22nd : 1986 : The Hague, Netherlands). Organizing Committee
    • United States. National Labor Relations Board. Library
  • Name of the higher or related body omitted
    • Bay of Plenty (N.Z. : Region. Coast Care [Source: Coast Care BOP]

Family access points

Apply this string encoding scheme when constructing a string as a value for:

Forming the base access point for family

No additional formatting is required to adjust the base access point for family.

If you have identified no additional elements for inclusion then the value for Family: authorized access point for family or Family: variant access point for family is complete.

Additional elements and designations in access points for a family

Additions to the base access point are contained in a single set of parentheses. Values within parentheses are separated by space colon space.

Record a value that includes additions as applicable, in this order:

  1. the base access point for family
  2. a value of Family: category of family
  3. a value of Family: related timespan of family
  4. a value of Family: related place of family
  5. a value of Family: prominent member of family

Values for Family: related timespan of family which include a beginning date should be followed by a hyphen. Ending dates should be preceded by a hyphen.

Values for Family: related place of family which include multiple placenames should separate places using comma space.

Examples

  • Branson (Family)
  • Donald (Clan)
  • Coniglio (Family : 1912- : Coniglio, Gaetano, 1889-1944)

Place access points

Apply this string encoding scheme when constructing a string as a value for:

Forming the base access point for place

No additional formatting is required to adjust the base access point for place.

If you have identified no additional elements for inclusion then the value for Place: authorized access point for place or Place: variant access point for place is complete.

Additional elements and designations in access points for a place

Record a value that includes additions as applicable, in this order:

  1. the base access point for place
  2. a value of Place: access point for place

Record additional elements and designations in parentheses.

Record as part of a name of place the name of the larger place in which it is located following the name of place.

Record the category of government when required (e.g. state, province, etc.) following the larger place or jurisdiction separated by space colon space.

For places within cities, add the city name following the name of place.

Additional designations which include multiple placenames should separate places using comma space.

Examples

  • General
    • Chicago (Ill.)
    • Budapest (Hungary)
    • Britomart (Precinct)
    • Cathedral Square (Florence, Italy)
  • Category of government
    • Darmstadt (Germany : Reierungsbezirk)
    • Cork (Ireland : County)
  • Places within cities:
    • Quatier du Montparnasse (Paris, France)
    • Loop (Chicago, Ill.)

Work elements

Work: dissertation or thesis information

Record a value that includes, in this order:

  1. a value of Work: academic degree
  2. a value of Work: degree granting institution
  3. a value of Work: year degree granted

No additional punctuation required between values.

End with a full stop.

Example

  • Ph.D University of Otago 1997.

Manifestation elements

Manifestation: edition statement

Values including a value of Manifestation: designation of edition

Record a value that includes, in this order:

  1. a value of Manifestation: designation of edition
  2. a value of Manifestation: statement of responsibility relating to edition

Precede a value of Manifestation: statement of responsibility relating to edition with space slash.

End with a full stop.

Values including a value of Manifestation: designation of a named revision of edition

Record a value that includes, in this order:

  1. a value of Manifestation: designation of named revision of edition
  2. a value of Manifestation: statement of responsibility relating to named revision of edition

Precede a value of Manifestation: statement of responsibility relating to named revision of edition with space slash.

End with a full stop.

Manifestation: extent of manifestation

Record a value that includes in this order, as applicable:

  1. number of units
  2. selected term for unit counted
  3. number of subunits*
  4. selected term for subunit counted*

*Note that there are situations where the term and number of subunits are presented in reverse order, but this is an exception only to be applied when clearly instructed.

Values can consist of multiple units or subunits. Values can also consist of statements of units, statements of subunits, or statements of units and subunits together.

Numbering of units and subunits may include extra wording such as approximately, as specified when determining the value.

Separate numbers of units for the same unit using comma space.

Separate statements of units using comma space.

Separate numbers of subunits for the same subunit using comma space.

Separate statements of subunits using comma space.

When recording subunits within a unit, enclose statements of subunits in parentheses.

Unit and/or subunit statements can be nested beneath another unit statement. Enclose nested statements in parentheses.

For incomplete multiple unit manifestations, record the interim number of units in angled brackets. Remove these when the resource is no longer incomplete.

Examples

Examples are sorted into categories:

Subunits omitted:

  • volume [no numbering for an indeterminate successive diachronic work]
  • 100 slides
  • 3 microfiches
  • approximately 1,000 photographs
  • 1 volume (looseleaf) [note the parentheses here enclose a type of volume rather than a subunit or nested unit]
  • <2> volumes [incomplete multiple unit manifestation]

Statement of subunit only:

  • 28 pages
  • xi, 230 pages
  • xii, 24 pages, 212 leaves of plates, 43 unnumbered leaves of plates
  • xii pages, 1 unnumbered page, 14-176 pages [early printed resource]
  • 329, that is, 392 pages [misleading numbering]
  • xxiv, 179 pages (incomplete) [incomplete volumes - option where the last part of a volume is missing and the extent of the complete volume cannot be ascertained]
  • 256 leaves in various foliations [complicated or irregular paging, etc.]
  • 560, 223 pages, 217 variously numbered pages [complicated or irregular paging, etc.]
  • 12 unnumbered leaves, 74 leaves, 32 unnumbered leaves, 62 columns, 9 unnumbered pages [early printed resource]

Statement of subunit only, but with subunit and numbering reversed:

  • leaves 81-149 [leaves removed/lost]
  • pages 713-797 [the volume being described is numbered as part of a larger sequence]

Statement including unit and subunit:

  • 1 flipchart (8 sheets)
  • 1 microfiche (120 frames)
  • 1 vocal score (x, 190 pages)
  • 1 object (various pieces)
  • 1 volume (various pagings)
  • 1 score (24 pages) + parts [score separated from parts]
  • 1 score (48 pages) and parts [score and parts housed in a single unit]

Nested statements:

  • 3 microfiches (1 score (118 pages))
  • 1 microfilm reel (255 pages) [This example only has subunit in parentheses because Extent of manifestation of text omits the unit 'volume' - 'pages' is not an appropriate subunit for the unit 'microfilm reel' so this is still an example of a nested statement. Do not use: 1 microfilm reel (1 volume (255 pages))
  • 1 condensed score (2 volumes)
  • 1 score and 2 parts (1 volume (unpaged))
  • 1 portfolio (4 folded cards)

Relationship designators/labels

Multiple labels are separated by comma.

For labels preceding an access point, follow label with a colon.

For labels following access points, precede the label with a comma unless the access point already ends in a hyphen.

End with a full stop after the final designator/label if this is the last piece of data in the sequence