Copy cataloging guidelines

PTS Copy Cataloging Guidelines - Essential MARC Fields to Check and Critical Steps (draft)

• The essential first step is to search for a record in Voyager to see if there is already a record in the system for the book you are working on. Carefully check for duplicates.

• You may want to write down the Voyager record number because you will be overlaying the record with a record from OCLC. Please be careful not to import a duplicate record into the system.

• Using Connnexion, search for the record in the OCLC WorldCat database. Even if we have a record in Voyager, you must always go back into OCLC to update holdings. This is a critical step that cannot be missed.

• You must check the record against the book in hand and edit as necessary. These are the MARC fields to check:
  • Type - a (Type of record) and BLvl - m (Bibliographic level) (These do not have to be modified. Just be aware that this is where the OPAC says “Format” this is the source of that information.)
  • ELvl (The encoding level is important so that you know the quality of the record.)
  • DtSt and Dates (The system uses the date elements when a patron is limiting his/her search by date. Make sure the dates match what is in the book and the 260 subfield c.)
  • Lang (The system uses this fixed field element when a patron is limiting his/her search by language.)
  • 020 field (ISBN)
  • 050/090 field (Call number) It is okay to leave the Dewey Decimal call number (082 field) in the record. For the Library of Congress call number leave in the bibliographic record the call number in the 050 field even if we don't use it locally. Always use the 090 field for locally assigned LC call numbers. It's okay to have both an 050 and an 090 field in the record. Make sure that the call number we use is in both the bib. record and holdings record. If you decide that the Canadian call number (055 field) is what we will use, move it into a 090 field and correct the punctuation (the Canadian call number lacks a period before the first Cutter). Always add the date of publication to the call number. If there is a conference main entry (111 field) use the date of the conference instead of the date of publication.
  • 1XX field (Author)
  • 245 field (Title) The title is the most important field in the record. Please check the title carefully against the title page and correct any typos. Check subfield a, b, and c. Important—don’t forget to check the 2nd indicator. It is a filing indicator and if coded wrong it will be indexed incorrectly and lost in the system)
  • 250 field (Edition statement) The edition statement is an important field to correctly identify whether or not you have the record that matches the book correctly.
  • 260 field (Imprint/Publication information) Old cataloging rules shorten the form of the publisher’s name. The current cataloging rules require us to put the full form of the publisher’s name. For copy cataloging we can accept the form of the publisher’s name as found on the record. Check subfields a, b, and c.
  • 300 field (Physical description) Check subfields a, b, and c. When checking the size, be on the look out for folio books (over 28 cm.)
  • 440 (Series title) Important—don’t forget to check the 2nd indicator. It is a filing indicator and if coded wrong it will be indexed incorrectly and lost in the system. Also watch out for series coded 490 0# these need to be changed to 440 or 490 1#/830. See Technical Services Wiki for details.
  • 5XX fields (Notes) In general, accept all notes. Add bibliography notes (504) and/or index notes (500) if missing on record.
  • 6XX fields, 2nd indicator "0" (LC Subject headings) Check at least the first (or first two) subject headings (6XX fields). There MUST be LC subject headings on all records. If there is not either show the record to the Head Cataloger or put in the incomplete section.
  • 7XX field Check the first name given an added access point. This is the field where an editor’s name will go, not the 100 field.

• After checking the MARC record there are 3 final steps in OCLC that must be done in order:
  • Validate (Shift+F5)
  • Update Holdings (F8)
  • Export (F5)

• Copy the call number and go back to Voyager to search it. Use the MFHD call no. search WITHOUT highlighting anything in the filter box. We have to check call numbers in the cataloging module, not the OPAC. It is the only place where we can see suppressed call numbers. If your new call number has already been used, adjust call number to the alphabetic arrangement of the shelflist. You do not have to adjust all call numbers alphabetically just those that are duplicates. Edit any call number changes in the OCLC record.

• Import the record into Voyager. Make sure that you ALWAYS overlay the record that is already in the system.

• In order to overlay put the OCLC record number from the record you are importing into the record in Voyager. Input the OCLC control number in an 035 field starting with the OCLC prefix (OCoLC). The number must be 8 digits long to overlay. So, for OCLC number 663093 it has to be input with two leading zeros to make it an eight digit number. For example: 035 $a (OCoLC)00663093.

• Once the bib. record is imported and saved to the database, click on “Get Hldgs” and modify the holdings record created when the book was ordered. Use the “Get call number from bib. record” function to bring in the call number. This will automatically change the 1st indicator in the 852 field from “0” to “8.” Make sure you also unsurpress the holdings record at the System tab.

• Next create an item record and barcode the book. Close the new item record and go back to the holdings record to print the labels (labels can also be printed in OCLC Connexion). Voyager labels can only be printed from the holdings record.

• For the final step, do a title search for the record in the OPAC. The OPAC display is a good place to catch mistakes, so please don't skip this crucial step.

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