Document sections
The following guidelines apply to an OCLC-member bibliographic record, Books Format only,
when there is no DLC (including full-level DLC and DLC/CIP) or member-input LC copy for another
edition. The category "OCLC-member" includes records of all libraries contributing to
the OCLC WorldCat database except DLC, DLC/CIP, and
member-input LC records. This category includes:
(1) Records of all libraries other than LC -- including NLC and other national libraries, British UKMARC (UKM), PCC BIBCO libraries, and regular OCLC-member libraries.
  If such records have been modified by LC (040 ‡d DLC), they lack an 050 00 call number field.
(2) Minimal-level DLC (DLC/7)
(3) In-process DLC (DLC/5)
Matching record: If there is any discrepancy in the title (245), edition (250), imprint (260),
physical description (300), or series (4xx) field, or if you have any other questions as to whether
your record actually matches the edition of the piece in hand: Either consult the document
"Editions and Printings, or, Which Record to Use and How to
Edit It" or check with your trainer before using that record.
Serials: Watch out for possible serials or indexes to serial publications. Give
possible serials or serial indexes to Bruce to check whether they are wanted by the Serials Dept.
Looseleaf materials: If you are cataloguing looseleaf materials, consult with
your trainer before proceeding. They may present special problems in the 260, 300, and/or
500 fields.
Photocopies: If the piece-in-hand is a photocopy of any kind, including University
Microfilms International reproductions, consult with your trainer before proceeding if you have
not already been given instructions for cataloging photocopies.
Accompanying materials: Watch for accompanying computer disks, CD-ROMs, DVDs, sound recordings, maps, microforms,
and other supplementary materials not bound in with the main piece. They may present special problems in the 260, 300,
and/or 5xx fields. Information in the matching record must match the piece and vice versa. If listed accompanying material is not present with the book, check with Bruce.
If accompanying material is present: For instructions on treatment, consult "Accompanying Material: Summary Copy Cataloguing Procedures"
or "Accompanying Material: Copy Cataloguing Checklist for Material Staying with Piece," as applicable.
"Bound-with"s: If your piece consists of two or more separate bibliographic
entities that have been bound together subsequent to publication, each title should be
catalogued on a separate bib record. Consult with your trainer before proceeding.
Defective copies: Watch for possible defects in the book copy, including but not limited to missing pages, pages or sections bound upside down,
pages that protrude from the binding, blurred printing, or defective bindings. Give defective copies to Bruce.
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Accept or change information in the OCLC record as instructed in these guidelines.
Accept any other fields that may appear in the record but that are not specifically mentioned
unless you suspect a problem.
Authority work:
- For series headings, authority work is always needed.
- If a name, uniform-title, or subject heading is present in the OCLC record,
authority work is optional. It is generally not necessary to verify headings that are linked in OCLC (underlined in OCLC printouts).
- If a heading needs to be added, authority work is needed.
Consult the relevant variable field sections below and the name and uniform title authority work or
series authority work guidelines.
Subfield codes must be accurate to ensure accurate indexing.
Proofing the record
Typos and misspellings, including missing and erroneous diacritics, should
be corrected.
If a Romance-language title or name is present all in upper case on the title page, determine
whether diacritics need to be added when represented online in 100, 245, 246 field, etc., if you
are familiar with the language. However, do not spend much time checking dictionaries.
- E.g. T.p.: LES ELEVES DE MARS
Record 245: ‡a Les eleves de Mars
- Edit to: Les élèves de Mars [if you know French or see the
title written with accents elsewhere in the piece]
- E.g. T.p.: ANDRES ZUNIGA
Record 245: ... ‡c Andres Zuniga
- Edit to: Andrés Zúñiga [if you know Spanish or see
the name written with accents elsewhere in the piece]
Punctuation and capitalization throughout
the record are acceptable as is, as long as the sense of the record is unimpaired by such usage.
- E.g. T.p.: NEW YORK TIMES
Record: New York times
- E.g. T.p.: Association d'Economie Politique
Record: Association d'économie politique
Tags, indicators, and subfield delimiters must be properly set on all checked and required fields.
- Watch:
- The filing indicator in the following fields must
be correctly set so that these titles will index properly in Voyager:
- 1st indicator: 130, 630, 730, 740
- 2nd indicator: 240, 245, 440, 830
- E.g. 245 14 The man in the moon
- Watch:
- 246 field: Delete any initial article in a 246 field, so that the title will index properly in Voyager.
- ‡t in 4xx, 6xx, 7xx, and 8xx fields: Delete any initial article in the ‡t subfield, so that these titles will index properly in Voyager.
Terminology:
- Accept: The information in the online record may be accepted without checking it
against the book. Any fields that are not specifically mentioned in these procedures can also be accepted. (MARC coding errors and actual
typos should be corrected, however.)
- Check: The data in the online record should be checked against the
book and corrected accordingly. The term "check" by itself means that missing
fields or subfields should not be added.
- Add: Add missing fields or subfields. May be qualified by "if applicable,"
"if available," or "if readily available."
- Verify: Consult outside sources, particularly authority and bibliographic files.
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The following fixed field elements should be set as indicated for the record to be used;
otherwise, show Bruce or your trainer:
Fixed-field element | OCLC Label | Voyager Label | Value |
Type of Record | Type | Type of Record (in leader) | a |
Bibliographic Level | BLvl | Bibliographic Level (in leader) | m |
Form of Item | Form | Form of Item (in 008) |
[blank], d for large print, or r for photocopy |
The following elements must be accurate and should be corrected if necessary:
Fixed-field element | OCLC Label | Voyager Label | Value |
Language | Lang | Language (in 008) | (variable) |
Dates | Dates | Date1; Date2 (in 008) | (variable) |
Place of publication | Ctry | Place of Publication (in 008) |
(variable; see list) check for LAL books |
For the other elements, whatever the value is set at is acceptable, including fill characters
("_" in Voyager).
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- ISBN 020
- Check ‡z invalid ISBNs only. Add ISBNs present in a single-volume book if there is no 020 in the record.
For multivolume works, add the ISBN for the set number, if present in the book but not the record, or the ISBN for the first volume catalogued.
- Call Number 050, 090, 099
- General guidelines: Existing 050/090 call numbers should be accepted as much as possible, after
verifying in the shelflist.
- Only in case of problems or real doubts about the suitability of the classification should further sources be checked for verification.
- The cutter should be left as is unless there is a conflict in the shelflist or it is
clearly incorrect.
See also "Verifying Call Numbers in the Shelflist (When Cataloguing)."
For further guidance, including examples, on when to change a class number, see "OW Level of Copy."
Specific instructions and exceptions:
- Verify. Add if necessary. One and only one of these fields should appear in the matching record.
Accept tag 050 or 090 for LC call numbers; accept any 050 indicators that are there.
If adding a call number, add as 050 14.
Use 099 for Dewey and local call number formats.
- Any LC/NACO or local decision regarding call number treatment for a series
overrides the decision of the OCLC-member library. For example, if we
treat the series as classed separately (CNV), do not accept a call number based on an all-in-one-number series that
is provided by the OCLC-member library.
If we have not yet set the series up, and an OCLC-member library has
established it as a classed-together (all-in-one-call-number) series, check the LC/NACO authority file for a
series authority record and its call number treatment. If there is no LC/NACO
record, use your judgment as to whether to use the OCLC-member library's
series number and include it in a series authority record.
- If a call number cutter ends with the number 1 or the letter x, delete
the 1 or x.
- If the final call number date is missing, add the imprint date of the piece in the call number (or the conference date
when there is a 111 conference main entry).
For additional instructions on adding dates to call numbers, refer to LC's Classification and Shelflisting Manual, section G140, "Dates."
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- Main Entry 100, 110, 111,
130
- Check. Add if applicable; verify before adding. If heading is present, authority work is optional.
- Do not worry about whether a given heading is tagged in the record as a 1xx or as a 7xx, as long as it is present.
- Titles:
- Uniform title 240
- Check. Add if applicable and easily determined by checking the piece, online
authority files, and/or the Voyager bib file. Includes adding a 240 field for the original
title if you have a translation. A 240 for a generic collective uniform title is optional.
- First indicator should be "1." Second (filing) indicator must be properly set.
- Title and statement of responsibility 245
- Check. Add ‡a and ‡b when applicable. Second (filing) indicator must be
properly set; first indicator should be accepted as is.
- ‡c code must precede statement of responsibility. If statement of responsibility is
wholly lacking, it is not necessary to add it.
- All other appropriate title page information must be included somewhere in the record, but
the field is not important, e.g., it does not make any difference whether a subtitle or
contents notes titles on the t.p. appear in 245, 500, or 505 field.
- Variant title 246
- Check. Add variant titles not already in a 240, 245, 505,
7xx ‡t, or 740 only in the following cases:
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- Edition Statement 250
- Check. Add if applicable. A genuine edition statement should be tagged 250;
however, accept 250 = [Book Club ed.] or 500 = "Book Club edition"--Jacket. If appropriate,
add "Book Club edition" and other dust jacket edition information as a quoted note, i.e.:
".........."--Jacket.
(For further information on editing 250 field, see also "Editions
and Printings: Part II.A., Edition Statement.")
- Imprint 260
- Check. Add first place (‡a) and publisher or printer (‡b) if missing. Do not worry about distinctions
between publishers and printers. Adding a second place and publisher is optional.
Do not add distributor information.
(For further information on editing 260 field, see also "Editions
and Printings: Part II.B., Imprint.")
- Physical Description 300
- ‡a Check. Add if missing. Must be correct; however, it is not necessary
to verify the number of plates given. If you need to add: Use, when applicable:
- "1 v. (various pagings)"- - for books with several sequences of page numbering
- "1 v. (unpaged)" -- for books with unnumbered pages.
For multivolume titles, consult "Notes on Multivolume Monograph Cataloguing."
- ‡b Check quickly; accept whatever appears if it seems to be correct. If ‡b
subfield is lacking and should appear, use general term "ill.," whatever the
illustrations may be.
- ‡c Accept whatever is given as long as it is not obviously in error. (Note that
you only need to measure the height of the piece if you suspect that it may differ from
the 300 ‡c by over 2 cm.) If it is lacking altogether, it need not be added.
Exception: check and add for RARE items.
- ‡e: Accompanying material: If ‡e subfield is given in record, make sure that the relevant
accompanying material is present; otherwise, check with Bruce
If accompanying material is present: For instructions on treatment, consult "Accompanying Material: Summary Copy Cataloguing Procedures"
or "Accompanying Material: Copy Cataloguing Checklist for Material Staying with Piece," as applicable.
(For further information on editing 300 field, see also "Editions
and Printings: Part II.C., Physical Description.")
- Series Statements 4xx
- See the separate document "Guidelines for Series
Checking and Verification Procedures for Non-DLC Copy Cataloguing."
- Treat 500 quoted notes for series-like phrases as any other 500 field; do not do any series
authority verification, simply check against the piece.
- (For further information on editing series fields, see also "Editions
and Printings: Part II.D., Series Statement(s).")
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- Notes:
- 500, 501, 502, 504, 533, 539, 546
- In general, check notes that appear in the record.
- Do not add any note unless:
- It is essential for identification of material being cataloged.
E.g.:
- Notes dealing with language, translation (if the original title is not
present in the record as a uniform title), or adaptation.
- Edition and history, including reprint notes and notes about title
changes between editions in the same language.
- Significant information about publication (including labels covering imprint).
- Dissertation notes (not including dissertation history notes).
- Photocopy information.
- A name added entry is required and the reason for it is not apparent
from the body of the description or from a note already present.
- Accept whatever form of note is present in the matching record, including reprint
and bibliography notes, as long as the information is found in the piece or if you
are reasonably sure that the information is correct.
- Exception: If the note is not a quoted note and is in a language other than English,
translate it into English -- or delete it if an English-language equivalent is already present.
- E.g. 504 ‡a Comprend des références bibliographiques.
- Translate as: Includes bibliographical references.
- Prefer adding a note as quoted information from the piece if it can be quoted
easily. Do not add a note citing the original publication date only.
- Do not add bibliography, index, or errata slip notes.
- Change tagging of genuine edition statements to 250.
- Treat 500 quoted notes for series-like phrases as any other 500 field; do not do
any series authority verification, simply check against the piece.
- Contents note 505
- First indicator must be properly set to supply the correct display constant in the public catalog.
- Multivolume monograph record: Check.
- Add if the local copy has more complete holdings than the matching record.
- If the local copy has fewer volumes than the matching record, accept information about other volumes if you are reasonably sure that it is correct; otherwise, edit the record to match local holdings.
- (For further information on editing multivolume 505 field, see also "Notes on Multivolume Monograph Cataloguing" and various sections in
"Editions and Printings: Part II.E., Multivolume Titles.")
- Single-volume monograph record: Check. Add only if judged
to be important; add contents in a formal 505 or quoted 500 note if 7xx added entry needs to be added.
- Summary note 520
- Check quickly to confirm that the general content applies to the book in hand.
- Local, copy-specific notes 590
- If applicable, add, delete, or correct information for:
- Binder's title on cover or spine
- Limited edition copy numbers. Add only if book is sent to "rare" or "lal,rare"
location. However: Watch for books with limited editions of 300 copies or less
and/or that are autographed copies. These books are candidates for "rare" or
"lal,rare" location. If you have not yet been trained in rare-book cataloguing,
or if these books have not been designated for a rare location,
consult with your trainer before proceeding.
- Information on defective copies (show Bruce first).
- Please note: Copy-specific information should also be included in the MARC holdings record,
in an 852 ‡z public notes field.
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- Subject Headings:
- 600, 610, 611, 630, 650, 651
- Second indicator must be set to "0" for LC subject headings.
- Delete all non-LC subject headings except:
- 6xx 2nd indicator 1 (Children's subject headings)
- 653
- If you use or adapt a 6xx field with a second indicator "4" in the matching record
(especially UKM records), make sure that you change the indicator to "0".
- Check. In general, consider subject headings present in the record to be adequate, as long
as they are appropriate to the topic. Only add a subject heading if you feel
strongly that a central topic (as evident from the t.p.) is not represented by existent
subject headings.
- Verify the form of added subject headings.
- One or more subject headings should be present for
- Literary genre by multiple authors.
- Literary criticism.
- Work about the fine arts.
- Work about a person or corporate body: individual name subject heading.
- Work about an anonymous literary work or a sacred text: Uniform title
subject heading.
- Significant geographic headings and subdivisions. If an appropriate
geographic heading is not present, check the authority files; if the heading
is not found, consult with your trainer.
- The following subdivisions should be added to existing headings when applicable:
- Delete or change any inappropriate subject headings, i.e., any subject headings indicating a
topic that does not correspond to a topic in the piece. For further guidance, including examples,
on when to change subject headings, see "OW Level of Copy."
- 653, 655: Accept 653 (uncontrolled subject strings, i.e., free-form, such as Precis; not based on particular subject heading system)
and 655 (genre) headings.
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- Added Entries:
- 700, 710, 711, 730
- Check. If heading is present, authority work is optional.
- When to add: A 7xx should be present for all persons or
corporate bodies represented on the t.p. who are responsible for significant intellectual or artistic
content, e.g., editors and co-authors. A 710 or 711 should be present for corporate bodies on the t.p. that:
- appear to have a significant role beyond that of publishing the piece
or
- would provide the only main or added entry.
Generally do not add:
- Photographers or illustrators when illustrations are not a significant feature
- Translators or translations that are not significant
- Honorees of Festschriften
- If there are more than three authors, three editors, etc., add a 7xx only for the first
individual or corporate body in each category appearing in the 245.
- Add a 7xx based on information from other areas of the piece or from title pages
of later volumes of multivolume works only if it is important for the identification
of the work.
- If you are not sure whether a 7xx added entry needs to be added, check with your
trainer.
- How to add: If a personal name heading is not already in the record,
verify the form in authority files or consult your trainer for the correct heading form.
- If a corporate body heading is not already in the record, search the authority files.
If you cannot verify the heading:
- If it would provide the only main or added entry, consult an appropriate librarian.
- If other main or added entries are present, forget about it.
- Analytical added entries: Check. Delete ‡f subfields except those
following ‡t subfields that consist solely of "‡t Works" or "‡t Selections."
- For works with two distinct parts, there must be access either through a 245 ‡a, 240, 246, or 7xx analytical added entry
for both titles. Add such a 7xx entry if not present. If you don't find
the heading in the authority files, use the form in your piece.
- For works with three or more distinct parts, do not add.
- Related work added entries:
-
Check. Add only for supplements, concordances, and other materials that should
be used in conjunction with the main piece.
- Analytical or variant title added entry: 740
- Check. Do not add 740s.
- Series Tracings 8xx
See the separate document "Guidelines for Series
Checking and Verification Procedures for Non-DLC Copy Cataloguing."
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- 948 ‡c: Use "o" or "ow," as applicable.
Counted as "member-OCLC" copy.
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28 August 1992; revised 22 July 1997, 15 November 1999, 31 August 2002, 10 April 2003, 18 May 2007, 6 June 2007, 13 August 2010
HTML document last reviewed: 24 August 2010