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K-State Libraries
Cataloging & Serials: Monographs
Cataloging Member Copy Monographic Records for Printed Materials

 

Purpose:To edit any member copy bibliographic record. Member copy is defined as OCLC records contributed by any library other than the Library of Congress.

Performed by: All levels of copy catalogers.


Verifying bib record

  • Verify that the bibliographic record (transfered from OCLC) matches item. If it does not match, find matching record on OCLC and overlay incorrect record.

  • Check to see if the bib. record has an LC call number and at least one LC subject heading. If the record is missing either of these, add a 948 field to the record with a "p" in the ‡a. Place the item on the problem copy shelf. Exception: Literary works, such as novels, poetry, plays, etc., do not generally need an LC subject heading. Treat these as member copy.

    Note: Records that use the following call numbers should be treated as problem copy.

    • all JX call numbers
    • LAW
    • PZ1 through PZ4

  • Some items may need to be checked to see if they should be cataloged as a monograph or a serial. Send the item to the Serials Copy Cataloger for a serial/mono decision if it meets any of the following criteria:

    1. It is a numbered conference proceeding.
    2. The word "annual" or its equivalent is part of the title.
    3. It seems to be issued on a regular basis (e.g., once a year).
    4. It is a looseleaf item.
    5. Bibliographic Level is "s."

Editing fixed fields

Note: All fixed field elements should be verified.

Leader

  • Record Status - do not change
  • Type of Record - should be a (Do not change. If it is other than a route to the Copy Cataloging Team leader)
  • Bibliographic Level - should be m (Do not change. If it is s route to serials copy cataloger. If it is other than m or s route to the Copy Cataloging Team leader)
  • Encoding Level - do not change
  • Cataloging Form - do not change

008

Edit the 008 to match the piece. The fixed field must match the variable field in the record as well. For example, copyright date, place, illustrations, etc., bibliographic content, index and type of language must match the piece and the variable fields.

Editing variable fields

  • 010 (LCCN) - Verify and add, if necessary. An LCCN that is incorrect (e.g., printed in the book, but actually used by LC for a different edition) should be entered in a ‡z.

  • 020 (ISBN) - Verify. If an ISBN on the piece is not reflected in the bib record, add it in an additional 020 (this includes both 10 and 13 digit ISBNs). Each additional ISBN should be entered in its own 020 field. (Note: 13-digit ISBNs my be scanned into the 020 field using your "barcode scanner.") An exception to this may be made if the record is for a large multi-volume or multi-piece set, and adding all the ISBNs would make the record too large.

    An ISBN that is incorrect (e.g., not the proper number of digits) should be entered in a ‡z.

  • 050 or 090 (Library of Congress call number) - Do not edit the call number in this field. If it is necessary to edit or add an LC call number, it is done in the holdings record.

  • 100, 110, 111, 130 (author main entry)

    100 - personal name main entry
    110 - corporate body main entry
    111 - conference name main entry
    130 - uniform title main entry

    Check for typographical errors, errors in tagging, or other obvious mistakes. The author in the 1XX field should also be reflected in the 245. However, the form of the 1XX may be different from the form of the name in the 245 ‡c. Do not do any further name authority work unless there seems to be a discrepancy.

  • 245 (title and statement of responsibility) - The wording of the title and subtitle on the title page should match exactly with the wording of the 245 field ‡a and ‡b. The punctuation and capitalization may be different. Capitalize only the first word of the title and any proper names in the title.

    The wording of the 245 ‡c should match the wording of the statement of responsibility on the title page, except that certain terms and phrases associated with names are not transcribed. These include author's affiliations (e.g., John Smith, Harvard University) and titles and other abbreviations (e.g., Dr., Mrs., Professor), UNLESS they are necessary to identify the person (e.g., Mrs. Charles Gibson) or their omission would leave only the person’s given name or surname (e.g., Dr. Johnson). Titles of nobility or British titles of honor (Sir, Dame, Lord, Lady) are transcribed.

  • 246 (title added entries) - Check for typographical errors and errors in tagging. Any initial articles should be dropped. See Additional Title Added Entries for information on adding any needed 246 fields.

  • 250 (edition statement) - this is transcribed as it appears in the book, but the number of the edition is expressed in an ordinal number with the word “edition” (or its equivalent in a foreign language) being abbreviated. Note: As long as the basic information is correct, do not change spelled-out words or numerals to standard abbreviations or ordinal numbers.

    Examples

    First edition = 1st ed.
    Third revised edition = 3rd rev. ed.
    Deuxieme edition = 2. ed.
    Vierte Ausgabe = 4. Ausg.

  • 260 (imprint)

    1. 260 ‡a (place of publication) - this should be transcribed as it appears on the title page or title page verso. If more than one place of publication is listed, only give the first named place. Note: if the first named place is outside the United States, do not add a second place of publication simply for the purpose of adding a U.S. place of publication. However, do not delete any places of publication from the bib record if more than one place is listed.

      Example

      260 ‡a London : ‡b McGraw-Hill, ‡c 1998.

    2. 260 ‡b (publisher) - this should be transcribed as it appears on the title page or title page verso. Forenames of publishing houses named after people may be abbreviated or left out; however, generally do not change the way a publisher’s name appears unless it is incorrect.

    3. 260 ‡c (date of publication) - transcribe the publication date from the title page or title page verso. If there are multiple copyright dates, use the latest copyright date. Disregard any printing dates. If there is only a copyright date, the date may be preceded by a "c" (e.g., c2001). Note: Do not take time to determine if the publication date is a true publication date or a copyright date, as long as the date is correct.

      If there are multiple printing dates and edition dates, consult Dates: Edition and Printing for further clarification.

      When no date of publication is on an item, there may be a questionable date, followed by a question mark, in brackets. Generally, accept this date, unless there is some other indication that this date is not correct.

  • 300 (physical description)

    1. 300 ‡a (pagination) - Verify the paging of the item and correct, if necessary. For further information on entering pagination see CIP.

    2. 300 ‡b (illustrations) - Describe all illustrative matter (except maps and music) in a book as "ill." If a book contains maps, use "maps" to describe these; use "music" for musical scores. Both "maps" and "music" may be used in addition to "ill." if a book contains more than one type of illustration.

      Examples

      300 ‡a x, 405 p. : ‡b ill. ; ‡c 24 cm.
      300 ‡a 321 p. : ‡b ill., maps ; ‡c 28 cm.

    3. 300 ‡c (size) - This will contain the height of the book, rounded up to the nearest centimeter. Do not verify this, unless it seems to be obviously incorrect or the book may be a candidate for the folio collection (over 30 cm.).

  • 440, 490 (series) - See Series Verification for Copy Catalogers when a bibliographic record contains a series statement.

  • 5XX fields (notes)

    The correct MARC field for that particular type of note is in parentheses. Do not change the order of notes that are already in a bibliographic record. Generally, only add or edit notes as noted below. Note: 590 notes (local notes) are ALWAYS the last note(s) in the note section.

    1. Nature, scope, or artistic form (500) - Do not add. Edit only to correct typographical errors or other obvious mistakes.

      Example

      500 ‡a "All of these stories first appeared, some in somewhat different form, in the New Yorker"--T.p. verso.

    2. Language of item and/or translation or adaptation (546)

      Do not add language notes unless NOT adding them gives a misleading impression of the item and its usefulness.

      • Note existence of English portion in primarily non-English items.
      • Add a note indicating that the main language (or languages) of the text differs from the language of the description. For example, the title is in English, but the piece is primarily in French.
      • Note when the item is a translation, and of what it is a translation, if such information is readily available.

      Examples

      546 ‡a Translated from the original Greek.
      546 ‡a Text in English and Spanish.

    3. Source of title proper (500) - This note should be used if the title in the 245 is taken from a source other than the chief source of information.

      Example

      500 ‡a Cover title.

    4. Variations in title (500) - do not add or edit. This note may be used in many records that were entered into OCLC based on previous cataloging practices. This note was used to record variant titles, which would then be indexed in 740 fields. Generally, accept these notes and the title added entries. Do not change these to 246 notes. However, use the 246 field for records which do not have the 500/740 fields and need additional title added entries. See Additional Title Added Entries for more information.

    5. Statements of responsibility (500) - do not add. Edit for typographical errors or other obvious mistakes. This field is generally used to record statements of responsibility that were not transcribed in the 245 ‡c. These names may or may not be indexed in a 7XX field.

      Examples

      500 ‡a "Illustrations by Gary Hebley"--T.p. verso.
      500 ‡a "Atmospheric Sciences Division, Space Sciences Laboratory, NASA, Marshall Flight Center"--Cover.

    6. Dissertations and theses (502) - do not add or edit when doing member copy cataloging.

      Examples

      502 ‡a Thesis (Ph. D.)--Kansas State University, 1997.
      502 ‡a Thesis (M.A.)--University of Texas at Austin, 1995

    7. Summary - this note usually appears in records for children’s books and certain non-book items (videos, etc.). Do not add a summary note if one is not included in the record.

    8. Bibliographical references (504) - Add a note for bibliographical references if they are not described in the bib record. Follow the examples below. If bibliographical references are scattered throughout the book and there is no comprehensive bibliography, do not include any page numbers. If there is a single comprehensive bibliography, include the page numbers of the bibliography in the note. If there is also an index in the book, this may be combined with the note on bibliographical references.

      Examples

      504 ‡a Includes bibliographical references.
      504 ‡a Includes bibliographical references (p. 47-52) and index.

    9. Index (500) - If there are no bibliographical references in a book, the index note will be a separate note.

      Example

      500 ‡a Includes index.

    10. Contents (505) - This may be either a complete or partial listing of the table of contents or of a multi-volume set. Do not add a note for the table of contents if a bib record does not already have such a note. For multi-volume sets, add a contents note with the titles of individual volumes, if such a note is not already present AND if the individual volumes have distinctive titles. For already-existing 505 fields, do NOT check for typographical errors (but correct any obvious mistakes).

    11. Restrictions on access note (506) - If the record contains a 506 field with a ‡u (for URL), route a printout of the bibliographic record to the Copy Cataloging Team leader.

    12. Additional physical form available note (530) - If the record contains a 530 field with a ‡u (for URL), route a printout of the bibliographic record to the Copy Cataloging Team leader.

    13. Reproduction note (533) - If a book is a photocopy, it must have a 533 field in the bib record to indicate that it is a photocopy and the details regarding the reproduction (place of reproduction, reproducing agency, etc.). See also Cataloging "On Demand" Reproductions for more information.

    14. Local notes (590) - These notes should always be the last notes in a bib record. They include information unique to the library’s copy. They can also include notes indicating that the item is part of a particular collection.

      Examples

      590 ‡a K-State Libraries' copy inscribed by author.
      590 ‡a K-State Libraries' copy is missing pages 15-24.
      590 ‡a From the Virginia Sue Morgan Dawson Collection.
      590 ‡a Errata slip inserted.

  • 6XX fields (subject headings) - Check the record to see if there is at least one of the types of LC subject headings listed below. For each of the fields below, the second indicator MUST be a 0 (zero) for it to be considered an LC subject heading. If a record does not have one of the LC subject headings listed below, consider it to be a problem copy record. Exception: Literary works, such as novels, poetry, plays, etc., do not generally need an LC subject heading. Treat these as member copy. However, literary criticism DOES need to have at least one LC subject heading.

    600 - personal name subject heading
    610 - corporate body subject heading
    611 - conference name subject heading
    630 - uniform title subject heading
    650 - topical subject heading
    651 - geographical subject heading

    If there are other types of subject headings in the record (e.g., MESH subject headings), do not delete these fields.

  • 7XX fields (author added entries) - Check for typographical errors, errors in tagging, or other obvious mistakes.

    1. If adding a 7XX field to a bib record, verify the form of the name in the libraries’ database.
      1. If an authority record is found for that author, use the form of the name in the authority record.
      2. If no authority record is found, look for another bib record that has an entry for the same author. Use the form of the author’s name found in the other bib record(s).
      3. If no other records can be found using that author, OR if it is unclear from the other entries if it is the same author, use the form of the author’s name as found on the item.
    2. Do not do any further name authority work unless there seems to be a major discrepancy.

  • 830 (series) - See Series Verification for Copy Catalogers when a bibliographic record contains a series statement.

  • 856 (Electronic location and access) - If the record contains an 856 field:

    1. Check for the presence of a ‡3 or ‡z which contains one of the following notes: Publisher description; Sample text; Table of contents; Contributor biographical information. If one of those notes is present, make sure the URL is in a ‡u.
    2. If the 856 does not contain one of the subfields indicated above, make a printout of the bib record and route it to the Copy Cataloging Team leader.

  • 948 fields


    1. Add a 948 field with type of copy, initials of cataloger, and date.
    2. Add a 948 field for MARS processing. It should be the 2nd of the two 948 fields. Be sure to use subfield |z and exact wording and capitalization.
    3. For more information about 948 fields, see 948 fields.

    Examples

    948 |a m:jec |d 02/2007
    948 |z send to MARS

Shelflisting the call number

  • Do not adjust cutter numbers to alphabetically "fit" the call number into our shelflist order by main entry. DO check the call number for:

    1. duplicate call numbers
    2. previous editions of the same work (to sit on the shelf together)
    3. check the general subject matter of other items with the same call number
    4. other obvious errors (double vs. single cuttering)
    5. remove extraneous "x" in call numbers

    Dates in call numbers

    • If the call number contains a date at the END of the call number, verify that it is correct. It should be the same as the first date in the 260 ‡c.

    • If there is no date at the end of the call number, add the date at the end. This date will be the first date in the 260 ‡c.

    Exceptions for dates:

    1. If a book is a conference proceeding, and the conference is the main entry (either a 110 or 111), then the date at the end of the call number represents the date of the conference, not the date of publication.

    2. If a date appears in the middle of a call number, it is part of the call number scheme and not representative of the date of publication. Do not change this date.

    3. When shelflisting literary works and/or critical analyses of an author's literary work(s), see Guidelines For Cataloging Literature.

  • If there are any questions about the correctness of the call number, consult with the Copy Cataloging team leader.

  • If the call number needs to be changed, change the call number in the holdings record, NOT the bib record.


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