Cataloging Procedures Manual

Chapter II: Copy Cataloging

PART A

Introduction
This chapter documents the procedures for copy cataloging at the University of Virginia Libraries. Information includes the basic tools for cataloging, national standards to be followed, local variations and detailed instructions on specific in-house routines including information on inputting and editing on VIRGO, the University Library's integrated online system.
Pre-Cataloging Routines
1. Determine that item is to be cataloged.
  Each item to be cataloged should have a routing slip. If not, consult supervisor.
  
  Green slip - From Acquisitions (firm order)
  
  Yellow slip - From a department library
  
  Blue slip - From Gifts and Exchange
  
  White slip - From Gifts and Exchange (old)
  
  Pink slip - From Serials (standing order)
  
  Lavender slip - From Acquisitions (approval order)
2. Search VIRGO to confirm that the record is in the system and that there are no duplicate records. Retrieve VIRGO record using a browse search on the first on the first few words of the title. (See Appendix 25)
3. Determine that copy matches item in hand.
  Most records will be downloaded at the ordering point. It is the cataloger's responsibility to make sure the book in hand matches the record on VIRGO. If the record does not match, return the item to the Search team. (See Chapter I and Bibliographic Formats and Standards)
  Determine that item is not a serial.
  Briefly, an item is a serial if 1) it is intended to continue indefinitely AND 2) it bears some sort of sequential number or chronological designation which makes each piece unique. If there is doubt about an item's status, consult a Serials cataloger. Appendix 14 contains detailed information on the definition of a serial. Normally, serials should be identified at the searching point and be routed directly to the Serials Unit.
4. Series authority work (See Appendix 4)
  **does not apply for FastCat
5. E. Authority work (See Appendix 3 - under construction)
  **does not apply for FastCat
Cataloging
1. Standards to be used.
  The standards presented here are approved for use in Cataloging Services when cataloging Library of Congress CIP or member-contributed cataloging copy from the OCLC database. When there is no indication to the contrary, the directions for a field apply to all types of cataloging copy. Standards which apply only to FastCat items may be found in Part B of this chapter.
  In this document, standards are included only for the important fields based on national practices and local needs. For example, many OCLC records contain an 082 field which gives information about the Dewey Decimal Classification number for the piece. Since catalogers do not use the Dewey scheme at all, that field has been left out of the standards entirely.
  Note: CIP copy refers to records generated from the Cataloging-in-Publication program of the Library of Congress. Library of Congress is able to catalog items before they are actually published based on the publisher's galley proof rather than the actual item. Therefore, information concerning size, paging, and even the title or subtitle may be incomplete on these records. If the cataloger is certain that the CIP catalog record is intended to match the piece in hand, then liberal changes may be made on the record as indicated in these standards. If the cataloger is not certain that the CIP record is intended for use with the book in hand, then ask for advice or search the item further in the OCLC database to see if more suitable copy is available.
2. Examine and correct Edit Item screen (See Appendix 1)
  1. Copy information
    1. Type (should be BOOK)
    2. Home location
    3. Current Location
  2. Call number information
    1. New Call number
      Call number changes must be made in the "New Call Number field of the "Call Number Information" section. (Note: changing the call number in the descriptive information WILL NOT automatically change the call number in the "New Call Number" filed or the "Shelving Key").
      When editing is complete, click on GO or press [Enter]. VIRGO should indicate "Record updated" at bottom of the screen.
    2. Class scheme (should be LC)
  3. Title information
    1. Record format (should be MARC)
    2. Created by (userid)
    3. Date cataloged (TODAY)
3. Examine fixed fields.
  1. Rec_typ
    a
    
    Bib_Lvl
    m
    
    Enc_Lvl
    J should be changed to blank.
    
    O is obsolete.
    
    All other codes are acceptable and should not be changed.
    
    Lang
    Examine and correct if necessary.
    
    Repr
    [blank]
    
    Dat_tp
    Examine and correct if necessary.
    
    Date1, Date2
    Examine and correct to match imprint. If changes are made in the 260 field, change this field also.
4. Examine variable fields.
  Any field not specifically mentioned, leave as is.
  1. 010 (Library of Congress card number) See Appendix 1 for local interpretations.
    Input if not present and if available from book.
    
    020 (International Standard Book Number)
    Input if not present and if available from book. 020 [ISBN number] with no spaces or hyphens.
    
    035 (System control number)
    Delete non-OCLC numbers.
    
    040 (Cataloging source)
    Leave as is.
    
    049 (Local holdings)
    Leave as is.
    
    *050 (Library of Congress call number)
    Library of Congress assigned. Leave as is. (See Appendix 6)
    
    *050 14
    
    Member assigned. Leave as is. (See Appendix 6)
    
    *090 (Local call number)
    Member assigned or local Library of Congress type call number. Leave as is. (See Appendix 6)
    
    *099 (Local free-text call number)
    Local non-Library of Congress schemes and accession numbers (theses,sound recordings, some rare books, microforms, videocassettes, etc.) Leave as is.
  *Any necessary input of, or change to the call number should be made in the new call number field of the Call Number Information on the Edit Item screen.
5. Examine bibliographic fields
  1. 100, 110, 111 (Main entry)
    All second indicator values are obsolete. If necessary, change to blank.
    Check that appropriate access points are in 1xx or 7xx fields, but do not change the choice of main entry.
    Form of entry: Use established authority guidelines. (See Appendix 3).
  2. 130 (Uniform title main entry)
    1st indicator is a filing indicator. Examine and correct. All second indicator values are obsolete. If necessary, change to blank.
  3. 240 (Uniform title)
    See Appendix 8.
  4. 245 (Title statement)
    1st indicator should be 0 if title is main entry, 1 if it is not. 2nd indicator is a filing indicator.
    Examine and correct errors. Use judgment as to what constitutes title and subtitle information. Make title added entries when appropriate. See Appendix 8. Add statement of responsibility if not present.
    Example:
    |a [Title] :|b[Subtitle] /|c[Statement of responsibility].
    
    250 (Edition Statement)
    Both indicators are blank. Examine for accuracy based on piece in hand. Do not correct differences such as 2nd ed vs. Second ed. Presence or absence of edition statement in online record may signify a different edition.
    
    260 (Imprint)
    Both indicators are blank.
    Examine all subfields for correctness, not form. Use brackets according to the rules of the cataloging agency. Place: Should match the piece in hand.
    Publisher: Make sure publisher on record is same as one in piece. Wiley is as acceptable as Wiley and Sons. CIP copy: Add if not present.
    Dates: Examine, keeping in mind what constitutes a NEW record and a different edition. Ignore presence or absence of brackets in dates, unless the date has been supplied from a source other than those listed in AACR2, rev. in which case brackets should be added. Do not add or delete a "c" in front of a date. Date in 260 |c should match the date used in fixed field. If the record for a multi-volume set includes the dates in angle brackets <1993->, remove the brackets. If the set is incomplete, use the date of the volume published first (or earliest known date), followed by a hyphen. If the set is complete give the earliest and latest dates of publication.
    Example:
    [place] :|b[publisher], |c[date].
    For further information about choice of dates, specifically romance language editions, in cataloging, see Appendix 7.
    
    300 (Physical description)
    Both indicators should be blank.
    Extent of item: Supply for CIP copy (exclude preliminary pages). For volumes, plates, and more complex pagination, see AACR2, rev., Chapter 2. Ignore minor variations, correcting pagination only if difference is more than 5 pages. Variations may indicate a different edition. If the record for a multi-volume set includes the volume numbers in angle brackets <v.1, 3, 5-6>, remove the brackets. If the set is incomplete, show the volumes as [blank] v. If the set is complete, show the total number of volumes. For example: 7 v.
    Illustrations: Use ill. if illustrated; if not, leave out this subfield.
    Size: Add for CIP copy. Examine and correct. When measuring, round up to the next whole centimeter. A difference of 3 or more centimeters in size may indicate a different edition.
    Example:
    [number of pages] :|b[ill.] ;|c[size]
    
    4xx (Series statement)
    (See Appendix 4)
    
    500 (General notes)
    Both indicators should be blank.
    Examine and correct any errors. Add other notes if appropriate. Remember to check tagging for type of note. Delete PRIORITY # fields on DLC/level 5 records. If there is a series like phrase, see instructions in the 4XX field.
    
    501 (With note)
    A note which is not appropriate to the work in hand may signify a different edition. If items have been bound together locally, use a 590 note instead of a 501, and note this on separate records for each item.
    
    502 (Thesis note)
    Examine and correct content, if necessary. A note which is not appropriate to the work in hand may signify a different edition.
    
    504 (Bibliography note)
    If note is lacking, add using the current acceptable form:
    
    Includes bibliographical references.
    However, other acceptable forms include:
    
    Bibliography: p. 100-156.
    
    505 (Contents note)
    Do not add contents notes to record for single volumes. For multi-volume works with distinctive titles add notes. See AACR2, rev. for punctuation. If present, examine for transcription errors, but do not correct punctuation or add "Contents" at beginning of note.
    
    520 (Summary, Abstract or Annotation note)
    Correct typographical errors. Do not delete or add.
    
    533 (Photoreproduction)
    Examine and correct, if necessary. If not appropriate to the work in hand, may be a different edition. (See Appendix 16)
    
    590 (Local note)
    Add local copy specific notes.
    
    6XX(Subject added entries)
    There must be at least one valid Library of Congress subject heading present except for literature.
    Second indicators which apply to 600, 610, 611, 650, and 651 are:
    0 Library of Congress subject heading--Accept.
    1 Library of Congress subject heading for children's literature, or annotated card program--Accept.
    2 National Library of Medicine subject heading--Accept.
    3 National Agricultural Library subject heading--Accept.
    4 Source not specified--Change to 0 and correct.
    5 National Library of Canada subject heading, English--Change to 0 and correct.
    6 National Library of Canada subject heading, French--Delete.
    7 Source is specified in subfield |2--Translate and change to 0 or delete.
    8 Sears subject heading--Delete.
    [Blank] Accept.
    
    600, 610, 611 (Subject added entries)
    2nd indicator--see instructions in IV.D.17. Watch for obviously old headings. Correct transcription errors. Form of entry: Use established authority guidelines. (See Appendix 3)
    
    630 (Subject added entry. Uniform title)
    1st indicator is a filing indicator. 2nd indicator--see instructions in IV.D.17. Examine and correct. (See Appendix 8)
    
    650 (Topical subject headings)
    2nd indicator--see instructions in IV.D.17. Watch for obviously old headings and correct transcription errors. Do not attempt to verify all headings. Pay special attention to subfield delimiters.
    
    651 (Geographic subject headings)
    2nd indicator--see instructions in IV.D.17. Verify geographic headings according to local authority practice. (See Appendix 3 - under construction)
    
    690 (Local subject headings)
    Do not use. Use either 650 or 651 and the second indicator 4.
    
    700, 710, 711 (Added entries)
    Follow guidelines for 1xx fields.
    
    730 (Added uniform title entry)
    1st indicator is filing indicator.
    2nd indicator must be "0".
    Examine and correct. (See Appendix 8)
    
    740 (Added entry - title traced differently)
    1st indicator is a filing indicator.
    2nd indicator should be "1".
    Examine and correct any errors. Add or delete 740 fields in accordance with local practice. (See Appendix 8)
    
    8XX (Series traced differently) (See Appendix 4)
6. Special Routines
  1. UKM Records
    The UKM records in theory are considered equivalent to Library of Congress MARC records, and may sometimes replace an existing contributed record for the same piece. In fact, they are deficient, in several important areas. For that reason, the following guidelines will be used for UKM records:
    1. Call Numbers
      UKM uses the 050 1 (1st indicator 1 - not assigned by Library of Congress) to enter partial and alternative call numbers. In most cases it will be safe to do the following:
      1. Use the class number provided (Class number can be both the alpha/numerics first part of the call number and the first cutter, or just the first alpha/numerics).
        Example:
        050 HE664.T7 all considered the class number
        
        050 DT456 class number
        
        Assign an appropriate cutter to fit into our shelflist. Remember, do not add information to the 050 field. Rather, put our local call number in the new call number field of the Call Number Information section on the Edit Item screen.
        
        Add the date and "b" if a Library of Congress help has been provided. (This is a way of dealing with the possibility of UVa receiving the U.S. edition of a work with Library of Congress copy and it conflicting with the British edition.)
        Example: PJ2532 .G57 1993b
    2. Correcting bibliographical data:
      In many cases, these records seem to be the equivalent of Library of Congress CIP copy and have many of the same sorts of problems. Do not be timid about editing them!
    3. Subject heading
      If a Library of Congress help has been provided, use subject headings assigned by the Library of Congress.
    4. 653 fields
      Delete these fields.
    5. 700 11
      In the Books format, the second indicator 1 for a name indicates that the name is being included with a title added entry. UKM records often have names without any added title entries coded 700 11. In the interest of following the inputting standards, however, change the indicators to 1[blank] when ppropriate.
    6. 886 fields
      These fields are input as part of PRECIS, an indexing system used in Europe. Delete these fields.
    7. Contributed British cataloging copy
      It has been noticed that some of the British cataloging agencies besides the national library are including 653 and 886 fields on their records. However, books that are coming from the regular contributed shelves may have these fields.
  2. PZ Classification Numbers
    For PZ3 and PZ 4 classification, copy and original catalogers will continue to search for an "adult" classification number. If one has not been established, the PZ number will be used. Fast-processing catalogers will use the PZ number without further analysis.
  3. Z Classification Numbers
    1. Bibliographies
      When cataloging a bibliography which has Library of Congress cataloging copy and a choice of a "Z" classification number and a non-"Z" number, use the "Z" classification number (except as indicated below).
    2. Music Library
      The Music Library has requested that bibliographies cataloged for its collection be classified in an "M" classification rather than "Z." When cataloging these items, please adhere to the following guidelines.
      1. DLC |cDLC Copy
        
        When provided with a "Z" classification and an alternative partial "M" classification, complete the "M" call number (usually requiring assigning a cutter and date) and enter it in the 090 field.
        
        When no alternative call number is provided, use the "Z" number Library of Congress uses.
      2. Contributed Copy
        
        Use the "M" classification if that is what is provided on the copy.
        
        If only a "Z" classification is provided, catalogers should route item to classify workflow.
  4. Music Exceptions
    All books ordered for the Alderman stacks that class in M will be cataloged for Music, regardless of funding. Books ordered for Alderman special locations and Area or Branch libraries will be cataloged for the location indicated. Catalogers will process all Music materials except for scores. Scores should be routed to Music cataloger in Music Library.
    For cataloging music scores, see Chapter XIII.
  5. N Call Numbers
    All books ordered by an Alderman selector for the academic departments they serve remain in Alderman. Check the order record for proper location, if in doubt. Class sep. series received on standing order may need more attention. Consult the Series Authority Library Assistant if a question arises pertaining to the appropriate location.
  6. Clemons Exceptions
    The first copy of books classed in PN 1993-1999 will be cataloged for Clemons, regardless of funding.
  7. Archives
    Archives books are marked in the usual manner.
  8. Microforms
    See Chapter IX, Part A.
  9. Videocassettes
    See Chapter VIII, Part A.
7. Label Generation
  Check the location indicated in the Label section on the Edit Item screen. Correct if necessary. See Appendix 6.
8. VII. Statistics
  See Appendix 9.
9. Disposition of Cataloged Items
  Place on appropriate book trucks near the elevator.

PART B

VIII. Fast Cat Procedures

These procedures apply to Library of Congress copy.

The following categories are excluded from FastCat processing and are cataloged under the guidelines in Part A, or in other chapters or appendices.

Member copy

Multi-volume sets

Analytics

Other formats (microform, video, etc.) and

Mixed media

For non-excluded categories, verify that the copy in VIRGO matches the piece in hand. If copy does not match, route to Pre-cataloging problem shelf for searching, including a note with the scope of the problem and initials (eg. need copy for 2nd ed. -bpc). If copy does match, complete cataloging using guidelines according to Part A.

Exceptions:

Do not verify headings.

Do not check call number indexes for duplication.

Do not check the bibliographic record for typos or other errors (errors found in the process of verifying that

the copy matches may be corrected, but do not extend the

verification process solely for the purpose of identifying errors.)

Table of Contents

Chapter 3

Rev. 04/27/97

Cataloging Procedures Manual

Chapter II: Copy Cataloging

Contents:

PART A

PART B