Chapter 6. Checklist for copy cataloging
This is a description of copy cataloging procedures. See Manual’s Chapter 4 ”Building a record” for a more detailed interpretation of rules.
1.
Search Voyager for a bibliographic record
Before begin your cataloging process, be sure that your work is needed. Search Voyager to be sure that NO RECORD for the resource you are going to catalog. Electronic Web sites and databases do not have provisional records, so your record should be ONLY one for the particular resource.
A. If you find a record that COULD be a record for your resource, determine if this is a (1) record for the cataloged resource; (2) record need editing/ maintenance.
B. If Voyager does not have a record for the cataloged resource, go to the OCLC database.
2.
Search OCLC for a copy.
A. First of all, be sure that you have a right copy.
Integrating Resources (remote electronic databases, updating Web sites) change often. As the result, you can have on your computer screen a current iteration of the resource while the OCLC record was created for a previous iteration of this resource. The decision to accept a copy should be based on careful observation of several factors such as title, responsible individual and organization, subject(s), presentation of information. Your search for a right copy can involve both searching the OCLC and the resource (especially, files “about us”, “information”, “history of…” [a database, Web Site].
In general, check the dates of creation of a record. Than closer it to the current date, than more chances that a record describes a current iteration of the resource.
(1) The 245 field has a different title proper than a resource
Search the IR (“about us”, “information”, etc.) for the 245 title with the assumption that it could be a former title mentioned somewhere in the IR. If you find former title in the resource and everything else in a record looks OK, maybe a copy can be accepted as a previous iteration of the resource. If in doubt, give it to an original cataloger.
(2) The 7XX reflect different organizations (individuals) than the resource has. Be careful! If aggregator, publisher, vendor, distributors’ of packages of electronic journals changed, the resource still can be the same. But, Web Sites and databases typically associated with the particular corporate body (sometimes, with individual). However, corporate body can change its name by many reasons and this is still the same IR produced the same company. If the title of copy and the IR is the same, but responsible body is changed, give it to an original cataloger.
(3) The 250 field is different. Look at the 856 field and search this URI. If both former and current editions exist, this is the wrong copy, because this is a case when both editions should have records.
If only one IR with this title and added entries (statement of responsibility) exists, it can be the right copy, which reflect a different edition of the same resource. If not sure, give it to an original cataloger.
Edition field for IR is not typical. If present, reflect different variants of the resource such as “professional ed.”, “basic ed.”, etc.
(4) The 4XX-8XX fields have series title, but you cannot find it at the IR. Give it to an original cataloger.
(5) The copy has some notes, and you cannot justify them searching the IR. Check dates, these notes could describe previous iterations of the resource. If not sure, give it to an original cataloger.
(6) The 856 field of a copy and the IR is different. If everything else is OK, accept the copy. URLs change often.
B. The second, if you have a several copies for the IR, choose the best one.
Choose copy with Encoding Level (ELvl) blank or I (full level) if more than one record is found in OCLC; Elvl 4 (core) is acceptable also, but if you see Elvl 7, 8, K or M pass a record to a IR cataloger.
Check 040 in OCLC (source of cataloging) if in doubts what record to choose, look at OCLC Participating Institution Search, which helps you to decode OCLC member symbols http://www.oclc.org/contacts/libraries/ also accessible from WSU Libraries Technical Services Website: http://library.wichita.edu/techserv/marc%20oclc.html
The best is Library of Congress records (040 $a DLC $c DLC), and other major research university libraries’ records.
Usually they can be recognized by following codes in the 042 field:
pcc (program for Cooperative Cataloging)
lccopycat (Library of Congress copy cataloging)
lcderive (LC derived cataloging)
lc (Library of Congress)
lcd (CONSER record)
3. Export a chosen record to Voyager.
A. In OCLC database:
Type xpo (export a record) – click F11
Type u (update; the WSU Libraries symbol KSW will be added automatically in the 040 field) – click F11
Type sl6 – click F11 (to produce a label)
Type F3 to bring a record back to OCLC screen.
Leave OCLC database (or search for another record there)
B. In Voyager:
Click Record – Import – From new file (or “From previous file”)
“Select Import File” window will appear with an open OCLCAPPS folder with the many files in it.
Choose the Export.dat file to open.
You find an exported OCLC record there. Highlight it and click OK.
4. Check and edit the copy.
A copy needs editing:
1) to correct mistakes (typos, punctuation) in the record;
2) to eliminate discrepancies between a cataloged resource and a copy;
3) to add local information.
General guidelines:
(1) A bibliographic record should describe a CURRENT iteration of an IR (exceptions are described below).
(2) If your copy includes information relevant for earlier iteration of the resource, give it in the notes if considered important (see detailed instructions below). If in doubt, give it to your supervisor or an original cataloger.
(3) If a record includes fields that does not mention in this Manual, do not delete them (except fields do not accepted by Voyager).
(4) Title proper (245), main and/or added entries (1XX, 7XX), publication, distribution, etc. (260 $a $b $c, or 260 $a $b and 362 1), source of title proper (500), mode of access note (538), frequency of update note (310), subject(s) (6XX), and direct access note (856) must be present in the record.
(5) Accept order of notes given in the copy; do not rearrange them.
Detailed guidelines:
Fixed Fields
Check Leader:
(1) The newest AACR2 2002 rev. rules (still not implemented by OCLC) Type of record (OCLC: Type): a (language materials)
Bibliographic Level (OCLC:
BLvL): i (integrating resource)
Older records have Type
: m (computer file)
or Type
: a (language material)
Commentary:
The older practice has a tendency to define the type of record by a carrier. Because a carrier for Internet information is computer, computerized text, maps, etc. was defined as a “computer file”. According this logic, a printed book Iliad by Homer is a language material (code “a”), but if we read Iliad from a computer screen, it should be coded as a computer file (code “m”). The same way all other computerized materials transform to the computer files.
The newest practice emphasizes content over a carrier. Iliad is a language material; it does not matter if it a printed book or computer file, it is still a language material (code “a”). Printed map and MapQuest.com map both are maps. Printed score and score online are both scores, etc.
Older records have
BLvL: m (monograph)
or BLvL : s (serial)
Commentary:
Before AACR2 2002 rev., catalogers knew two main groups of materials: monographs and serials. Updating Web sites and databases are a new group of materials. To reflect its specificity, a new theoretical concept of Integrating Resources was developed. BLvL code i is for Integrating Resources. But currently, OCLC still did not implement this code. Interim practice is to catalog IR with BLvL “m” (monograph).
What to do?
If your IR is a
“language material”, change your copy to:
Type of record “a” (language material)
BLvL “m” (monograph)
If in doubt, ask your supervisor or an original cataloger.
(2) A copy should have two 006 (one for serial control and the second for computer file characteristics of IR.)
006 Serial Control (s):
Check Frequency, Regularity (if known)
Type of Continuing
Resource: d (for updating database) or w (for
updating Web site)
Original Item
s (electronic)
Form of item s (electronic)
Check Nature of Entire Work and Nature of Contents
Entry convention should be 2 (integrating entry)
006 Computer File (m):
Check Type of file – d (document) or e (bibliographic data)
(3) Check 007 Physical Description
$a c (Computer file) $b r (remote) $d a (one color) c (multicolored) $e (dimensions) n ( non-applicable) u (unknown)
(4) Check 008 -- dates, place of publication, illustrations, content and language
Form of item should be s (electronic)
Call Numbers (050, 090, 074,086,088)
Accept the fields 050 and 090 (LCCN fields) if they present in the record. It is also OK if record does not include these fields.
Currently, we do not classify updating databases; no specific decision was made for updating Websites. Government Web Sites can have several numbers (the 074, 086, 088 fields). LC numbers (the 050/090 fields) can be constructed by several ways: complete number (e.g. 090__$a Z1236 $b .A4822), class number (e.g.090__$a Z1236), class number with a descriptive word (e.g. 090__$a Z1236 $b ONLINE or 090 $a Z1236 $b INTERNET), or only a word (e.g. 090__$a ONLINE or 090__$a INTERNET)
Main entry and added entries (1XX, 7XX)
(1) Updating databases typically have a title as a main entry (the 245 field) and corporate body as a added entry/entries (the 710 field). Corporate Websites usually have corporate body as a main entry (the 110 field). Check authority file for corporate name in Voyager or the OCLC. Edit ONLY for obvious misspelling and punctuation errors.
OCLC search: cho AF
– click F11 ( now you are at the OCLC Authority database)
sca pn – command for personal name authority record search
sca co -- command for corporate body authority record search
sca cn -- command for conference name authority record search
Main Entry 1XX (100
personal name, 110 corporate name, 111 conference name)
Added Entry 7XX (700 personal name, 710 corporate name,711
conference name)
Example:
110 2_Microsoft
Corporation.
111 2_
International
Conference on Differential Equations and Mathematical Physics
‚$n (9th : ‚$d 2002 : ‚$c University of Alabama, Birmingham)
If the 130 field (uniform title) is present in a record, give it to original cataloger.
Typically, a record has corporate name(s) more often than personal name and conference name. Conference proceedings and other conference documents are not integrating resources. Databases usually created by group of people and have a corporate authorship. Updating Web sites often (not always) have corporate authorship also.
Title proper, its source, and the date of cataloging (245, 500)
(1) Compare the 245 0 $a (title proper) on the record and the title of resource itself. If different, give it to an original cataloger.
245 field must have
subfield $h [electronic resource]
Correct typographical errors (e.g. spelling, punctuation).
If no 1XX fields in the record 1st indicator should be 0 (means
title added entry). 2nd indicator reflects number of
non-filling characters.
Examples:
245 00 $a Mergent
online / $h [electronic resource].
245 04 $a The G-Protein Coupled Receptor database / $h
[electronic resource].
100 1 Honeycutt, Lee.
245 10 Composition & rhetoric bibliographic database / $h
[electronic resource].
(2) Check if the 500 field (source of title proper and the date viewed) is present. If not, add it. This is a mandatory note.
Example:
245 00 Mergent
online / $h [electronic resource].
500 __ Title from title screen (viewed on Sep. 2, 2003)
Variant and former titles (246, 247, 257)
Check variants of title proper in the 246 field if present.
A record usually includes parallel and abbreviated titles, other title information if a cataloger made a decision that it is important. The 246 fields are repeatable. The 246 field does not have the ending full stop.
Example:
245 00 Mergent
online / $h [electronic resource].
246 3 Mergentonline
There could be 247 and 547 fields (former title information). These fields are repeatable.
Frequency and former frequency notes (310, 321)
Check if frequency of update in the 310 field is current. If it changed, record a former frequency of update in the 321 field.
The 321 field is repeatable.
Example:
310__Updated monthly,
$b <August 22, 2003>
321__Updated quarterly, $b <Sept. 2, 2002>
Punctuation: coma at the end of subfield $a no punctuation mark after angle brackets
Edition and supporting notes (250, 500)
Edition statement is used not often for IR and recorded only if consider to be important (more often differ not successive revisions, but difference in content and audience (“basic edition”, “professional edition”, “scholar edition”). The word “version” that commonly appear on online resources is not equivalent of edition and can be ignored in many cases. Usually, not the 250 field, but a general note (500) records this information.
Examples:
245 00 Copernic
Agent $h [electronic resource]
250 __ Basic
245 00 Copernic Agent $h [electronic resource]
250 __ Professional
500__ Version 2003.1.
500__ Updated to 2nd ed. (Apr. 2003)
Publication and supporting notes (260, 362 1)
Usually the 260 field has subfields $a (place of publication /distribution) and $b (name of a publisher/distributor)
A publisher name can be shorten (the old practice) or full (the new practice). No coma after $b if $c is absent.
The most often copy would have:
260 $a $b
362 1 $a
This means that you have a copy, which describes not the 1st published iteration of IR, the date of 1st published iteration is unknown, but cataloger made a guess and recorded an approximate date of 1st publication in a note.
Example:
260 __ $a Chicago :
$b Holt
361 1_ $a Began in 2000?
362 should have the 1st indicator 1.
Never use 362 0 for IR (362 0_ is only for serials)
However, some IR copies would have 260 $c
Example:
260__$a Wichita, KS : $b Wichita State University, $c 2000-
Commentary: You have a copy of the record described the first published iteration of IR and this is the known date.
Example:
260__$a Chicago : $b Holt, $c [2000?]-
Commentary: A copy describes the first published iteration of IR and the date is approximate.
260__$a New York : $b Harper, $c 1998-2003.
A cataloger recorded the 1st and the final dates of IR.
Physical description (300)
No the 300 field for a remote IR.
It has a physical description at the 007 field and 245 $h [electronic resource] but officially this area is omitted for a remote IR (9.5).
Series and supportive notes (440, 490, 830)
Typically, updating Web sites and remote electronic databases do not have series.
(1) Validate series title in Voyager.
If authority record confirmed that series is traced, use 440 0
For series traced differently, use 490 1_; 830 0
For untraced series use 490 0
(2) If series were changed, a current iteration should be recorded in the 4XX-8XX fields, and earlier series goes to 500 if a cataloger decided that this information should be recorded. If in doubt, ask your supervisor or an original cataloger.
Examples:[1]
440_0 Court rules series
500 __ In Federal practice series, 1980-1990.
830_0 federal practice series.
500 __ Series title 199101998: Research in library acquisitions.
830 _0 Research in library acquisitions.
Other notes (538, 546, 506, 516, 520, 530, 580)
538 Mode of Access (Required note).
Examples:
538__Mode of access:
Internet.
538__Mode of access: World Wide Web.
538 System requirements note is not used for remote electronic resources unless the requirements are unusual. You can see this note in older records. Do not delete it.
546 Language note.
Example:
546__ Text in English and German.
Check 008 field for language code and 041, which should be present if 546 is used.
Example:
008 bytes 35-37: eng
041 0_$a engger*
546__ $a Text in English and German.
* According to new rules, subfield 041 $a is repeatable, but Voyager currently does not support the new practice. What to do: follow old practice; copy and past subfields $a to one $a.
New practice: 041
041 0_$a eng $a ger $a fre
Old practice: 041
041 0_$a enggerfre
506 Do not add general restriction notes to the record, but leave it if they present.
Instead add the WSU specific access restrictions in the 856 field subfield $z (public note)
Wording provides below (see the 856 field).
516 This note is currently is not used. If a copy has it, leave it.
Example.
516__Text (electronic
abstracts)
520
Summary or
abstract note. Correct misspelling if any.
530 and
776
Record should have either 530 or 776 $i. If 776 $i is used, 530
is usually excluded.
Examples:
Both the 530 and 776
fields are used:
530 $a Issued also in CD-ROM version.
776 $t Directory of automobile suppliers $w (OCLC) 6849002
No 530 field used; information from the 530 is included in 776
$i:
776 08 $i Issued also in CD-ROM version: $t Directory of
automobile part suppliers $w (OCLC) 6849002
580 Linking entry complexity note
Used together with linking entry.[2]
Example:
580 __ Continues print publication: America, history and life.
856 Electronic location and access . If copy has different URL than resource being cataloged, this is OK. Usually, you will be provided with the URL for subscribed databases. The 856 field is repeatable.
Usually, the 856 field includes public note $z
Example:
856 $u
http://reference.infousa.com
$z Click here for online access to the database.
856 $u
http://mergentonline.com
$z Off-campus access available to WSU students, faculty and
staff.
Wording for a public note will be provided for you (the WSU Libraries Committee decision)
6XX Check if record has at least one subject heading. Currently, the WSU libraries policy is to use only LCSH (6XX_0) and delete all others.
Examples:
245 00 Reference USA
: $h [electronic resource] $b business database.
650 _0 Corporations $z United States $v Directories.
5. Final steps
After you finished
editing, save a record to Voyager.
Click on “Save to DB”. A validation screen will appear. Click
“Continue”. Voyager informs you that the record was added to a
database.
Create
Holdings record
Click on
“New Hdgs”, type a location that was chosen for the cataloged
IR.
Examples:
852 00 $b e-database
852 00 $b Internet $h HG4061 $i INTERNET
We do not create Item record for updating Web sites and databases.
Leave cataloging module and go to OPAC. Look if the record displayed properly.
Make printout of bibliographic record in a cataloging module and give it to an original cataloger for a review.
[1] Examples from Appendix A. Integrating resources: a cataloging manual:I-8 p.1.
[2] See details in OCLC bibliographic formats and standards. http://www.oclc.org/bibformats/en/5xx/580.shtm
