NLNZ guidance: Updating existing MARC21 bibliographic records in the NLNZ database

• Person/Corporate Body
• Work
• Expression
• Appendix One: Adding Manifestation: work manifested to the record for a series

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Person/Corporate Body

Condition 1

1. I have created a new local authority record for a Person/Corporate Body, and
2. The access point in the local authority record is different from existing access point(s) for the same entity in MARC21 bibliographic records in the NLNZ database.

Workflow steps

1. Identify the bibliographic records which have a different form of access point to the Official RDA access point in the local authority record.
2. Edit the existing access point(s) to match the Official RDA form in the local authority record.

Condition 2

1. I have created a new local authority record for a Person/Corporate Body, and
2. A different form of access point for the agent appears as part of an existing access point for a Work or Expression in the NLNZ database.

Workflow steps

1. Identify the bibliographic records which include an existing access point for a Work or Expression that incorporate a different value of access point for agent.
2. Update the access point for agent value that is recorded as part of a value of Work: access point for work, or Expression: access point for expression.

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Work

Condition 1

• I have created a new local authority record for use as a value of Work: issue of, and
• In the NLNZ database, MARC21 bibliographic record(s) describing resource(s) in the same series have a different series access point, or no series access point.

Workflow steps

1. Identify the bibliographic records which describe resources in the same series and have a different series access point.
2. Add Work: issue of to these records.
3. Delete the existing series access point (if there is one).
4. Add a 946 field if not already present:
   1. use "Hybrid RDA" for Original RDA MARC21 bibliographic records
   2. use "Unspecified" for AACR2 MARC21 bibliographic records

If the number of bibliographic records to update is more than 10, add the details of the series to the Series updated with Manifestation Work manifested field

Condition 2

• I have created a new local authority record for a work related to the resource I am describing, and
• In the NLNZ database, MARC21 bibliographic record(s) describing resource(s) that embody the related work do not include Manifestation: work manifested

Workflow steps

1. Identify the bibliographic records which describe the resource(s) that embody the related work and do not include Manifestation: work manifested.
2. Add Manifestation: work manifested to these records. For updating serial work bibliographic records, see the instructions in Appendix One: Adding Manifestation: work manifested to the record for a series
3. Add a 946 field if not already present:
   1. use "Hybrid RDA" for Original RDA MARC21 bibliographic records
   2. use "Unspecified" for AACR2 MARC21 bibliographic records

Example

Condition 1

Charlie Tangaroa and the god of war is a static work and has evidence that it is the second book in a series. It has been catalogued using Official RDA. A local authority for the series has been established.

The bibliographic record for the first book was catalogued using Original RDA and did not include an access point for the series, as there was not enough evidence. The Official RDA access point for the series has been added, and the 946 field with "Hybrid RDA" has been added:

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Expression

Condition

• I have created a new local authority record for an expression related to the resource I am describing.
• In the NLNZ database, MARC21 bibliographic record(s) describing resource(s) that embody the related expression do not include Manifestation: expression manifested.

Workflow steps

1. Identify the bibliographic records which describe the resource(s) that embody the related expression and do not include Manifestation: expression manifested.
2. Add Manifestation: expression manifested to these records.
3. If a single main expression embodied in the related resource is a translation, also add Expression: translation of.
4. Delete any Work access points associated with the Original RDA relationship label "Container of".
5. Add a 946 field if not already present:
   1. use "Hybrid RDA" for Original RDA MARC21 bibliographic records
   2. use "Unspecified" for AACR2 MARC21 bibliographic records

Example

Resource being described using Official RDA is a Spanish translation of an English book. Two local authorities for Expression have been created:

• one for the Spanish language expression for use as a value of Manifestation: expression manifested, and
• one for the English language expression for use as a value of Expression: translation of

The English book was described under Original RDA. Manifestation: expression manifested has been added to the record for the English book, as has the 946 field "Hybrid RDA".

Example

Resource being described using Official RDA is a Māori translation of an English book, published in 2025. Two local authorities for Expression have been created:

• one for the Māori language expression for use as a value of Manifestation: expression manifested, and
• one for the English language expression for use as a value of Expression: translation of

We add to the record for the 2025 Māori book:

• A value of Manifestation: expression manifested
• A value of Expression: translation of

The NLNZ catalogue includes another manifestation of the same Māori language expression, published in 2005, and described according to AACR2. We add to the record for the 2005 Māori book:

• A value of Manifestation: expression manifested
• A value of Expression: translation of
• The 946 field: Unspecified

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Appendix One: Adding Manifestation: work manifested to the record for a series

Where a series was:

• originally described under AACR2 or Original RDA, and
• we have received new static works within that series that will be described separately using Official RDA

Update the record for the series to add an Official RDA-compliant access point for the work, as a value of Manifestation: work manifested:

1. Construct a value of Manifestation: work manifested for the serial work, and record in a local authority record for the work
2. Add Manifestation: work manifested to the record for the series in a 730 field
3. Change a relationship recorded in a 100/110/111 field to an appropriate relationship recorded in a 700/710/711 field.
4. Delete a 130 field. If any values used in the access point for work in this field are not represented in the value of Manifestation: work manifested, consult a Senior Collection Description Specialist.
5. Adjust filing indicators in the 245 field as necessary.
6. Add 946 as appropriate
7. Add the details of the series to the Series updated with Manifestation Work manifested field
8. If the record has an ISSN, pass on to the ISSN Librarian

Existing AACR2/Original RDA records for static works within the series

Update existing records for static works within the series with the Official RDA access point for work for the series.

You can use the normalization rule ‘Bfm SWIS’ to update the access point for work on each record individually, if you have a number of existing static works. This normalization rule needs to be updated with the relevant series information before use – please see a Senior Collection Description Specialist if you need assistance with this.

The normalization rule can also be run on a set of records. Where there are a large number of existing static works, and you are confident using normalization rules on sets, update the access points using this method. Otherwise, please add the number of records to be updated to the ‘static works updated?’ column in the Series updated with Manifestation Work manifested field spreadsheet, and they will be updated later.

Series is also available in another carrier version

Update the record for the other carrier version only where we have received new static works in both carrier types.

1. Repeat the above steps where relevant for the other carrier version of the series
2. Record values of Work: carrier version or Work: carrier version of (as appropriate) for each record, in 730 fields.
3. Delete the existing 776 fields from each record

Series continues an earlier work, or has other related works

Update records for earlier/related works only to give the Official RDA authorized access point for work for the series in the 78X/7XX field. Also add a 946 field as appropriate.