Cataloging Procedures Manual

Chapter III: Original Cataloging (Monographs)

Introduction
This chapter documents procedures for original cataloging at the University of Virginia Libraries. Information includes the national standards to be followed for original cataloging, 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
Books are sorted and distributed to original catalogers once a week. Rush items will be distributed to catalogers by Library Assistants. Return incorrectly routed materials to supervisor.
1. Terminology.
  1. Classifies: book has exact matching OCLC copy but there is no call number or no usable call number; there will be a bibliographic record in VIRGO with standard MARC tags. Original catalgers are generally responsible for classifies without subject headings.
  2. Helps: books for which copy for another edition or translation or another work by the author showing literary number is available; there will be a brief record in VIRGO.
  3. Originals: books with no exact matching copy; there will be a brief record in VIRGO.
2. Determine that item is to be cataloged.
  1. 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 Standing Order Kardex
    
    Lavender slip - From Acquisitions (approval order)
  2. U.S. government documents
    Bibliographic records for current U.S. documents (1976- ) are loaded into VIRGO from the Marcive/GPO tape service. Local University of Virginia holdings (VA@) are not posted on OCLC. All documents for locations other than Alderman Documents Department must be searched first on VIRGO to avoid duplicate records. If a record is found on VIRGO, assign a Library of Congress classification number, add it to the bibliographic record in the 090 field, and handle the piece as an added copy. If no record is found on VIRGO, treat the document according to the regular original cataloging routines.
3. Search VIRGO by author or title to confirm that the record is in the system and that there are no duplicate records. Retrieve VIRGO record using a term search on the first few words of the title.(See Appendix 25)
4. Determine if item is a monograph.
  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 with a Serials Cataloger. Appendix 14 contains detailed information on the definition of a serial. Normally, serials should be caught at the searching point and be routed directly to a Serials Cataloger.
5. Series authority (See Appendix 4)
Cataloging
In the process of original cataloging, the cataloger decides on the descriptive and subject information to be used, puts this information into its proper form and then transcribes it onto VIRGO using the appropriate MARC tags, indicators and delimiters. Because the University Library contributes records to OCLC, the cataloger should be aware of OCLC guidelines and standards and the differences between SIRSI and OCLC MARC formats. The cataloging section of this manual is arranged by MARC fields.
1. Standards to be used.
  Catalog materials using AACR2, rev. for description and choice and form of access points; and Library of Congress Classification for the assignment of call numbers. Enter the data into VIRGO using the MARC formats, according to OCLC input standards, generally using I-level description. Optionally, enter the data first into OCLC using either the appropriate blank workform or the NEW command on an existing OCLC record and then download the record into VIRGO either as a new title or as an overlay of an existing minimal VIRGO record. To overlay a record, enter the new OCLC record number in the control # field; precede the OCLC number with a lower-case letter 'o'.
2. Fill in Edit item screen (See Appendix 1)
  1. Copy information
    1. Type
    2. Home Location
    3. Current Location
  2. Call number information
    1. New Call number
      Call number entry and changes must be made to "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" field or the "Shelving Key".)
      When editing is complete, click on GO or press [Enter]. VIRGO should indicate "Record updated" at bottom of screen.
    2. Class scheme
  3. Title information
    1. Record format
    2. Created by (userid)
    3. Date cataloged (TODAY)
3. Fixed fields: Assign according to OCLC guidelines.
  (See Appendix 1)
4. Variable fields.
  1. 010 (Library of Congress card number)
    Use if present in the item.
  2. 020 (ISBN)
    Use
  3. 040 (Cataloging Source)
    Use VA@ |c VA@
  4. 041 (Languages)
    Use
  5. 049 (Local holdings)
    Use VA@@
  6. 050 (Library of Congress call number)
    Use when entering Library of Congress retrospective copy.
  7. 090 (Local Call Number)
    Use for all locally assigned Library of Congress type call numbers. See Appendix 6.
  8. 099 (Local free-text call number) Use for microforms, theses/dissertations, sound recordings and video recordings, some rare books.
  9. 1XX (Main entry)
    Choose and establish main entry according to AACR2, rev. All second indicator values except blank are obsolete.
  10. 130 (Uniform title main entry)
    First indicator is a filing indicator.
    All second indicator values except blank are obsolete.
  11. 240 (Uniform title) See Appendix 8.
  12. 245 (Title and statement of responsibility) Follow AACR2, rev. for determining title and subtitle and statement(s) of responsiblity. Make title added entries when appropriate. See Appendix 8..
  13. 250 (Edition)
    Use.
  14. 260 (Imprint)
    Both indicators are blank. See Appendix 7.
  15. 246 (Variant title)
    Use.
  16. 300 (Physical description)
    Use.
  17. 4XX and 8XX (Series)
    The series authority needs to be reviewed by the cataloger or Series Authority Library Assistant. (See Appendix 4)
  18. 500 (General notes)
    Use for notes not covered by other 5xx fields. If there is a series-like phrase see instructions in 4XX field.
  19. 501 ("With notes)
    Generally, do not use for original cataloging of monographs. For works lacking a collective title, issued and bound together by the publisher, create one bibliographic record. (See AACR2, rev. 1.1G and 1.7B21) For items bound together locally, create separate records for each item; use a 590 "with" note on each record. In cases when there are questions about how an item was originally issued and bound, catalogers should use judgment in applying one of the two options.
  20. 502 (Dissertation note)
    Use.
  21. 504 (Bibliography/Discography note)
    Use.
  22. 505 (Contents notes)
    May use for multi-volume works with distinctive titles or single volume works as needed.
  23. 510 (Bibliographic citations)
  24. 520 (Summary, Abstract, or Annotation Note)
    Use for video recordings, juvenile and South Asia/Middle East publications.
  25. 533 (Photoreproduction note)
    Use for microform or photoreproductions of hardcopy material.
  26. 539 (Fixed-length Data Elements of Reproduction note)
    Use for microform or photoreproductions of hardcopy material.
  27. 546 (Language Note)
    Use.
  28. 590 (Local notes)
    Use as needed for local specific notes that are not to be added to master OCLC record. Preface a 590 note with the name of the library which owns the copy that the note refers to (e.g. Educ. Lib.).
  29. 6XX (Subject added entries)
    Use only established Library of Congress topical subject headings. Select subjects on the basis of what the item is about using as specific a heading as possible. Selecting too many headings indicates that a more general one is needed. Select appropriate headings using latest form from Library of Congress Subject Headings.
  30. 630 (Uniform title) See Appendix 8.
  31. 7XX (Added entries)
    The name and/or title on which the entry is based must appear in descriptive part of record in order to justify the added entry. (See Appendix 8)
  32. 8xx (Series traced differently) See 4XX
Authority Work
The purpose of authority work is to ensure that headings are established in one way and that cross-references are provided from unused forms. (See Appendix 3 - under construction)
As an interim procedure, check the VIRGO and OCLC authority file for presence of authority records for all personal and corporate names, uniform titles, and subjects. Download the LC or OCLC authority record if it is not in VIRGO or is a revision of a record that is in VIRGO.
Special Routines
1. Microforms.
  See Chapter IX, Part A.
2. Theses/Dissertations
  See Chapter X.
3. Music Exceptions
  All books ordered for the Alderman stacks that class in M will be cataloged for Music, regardless of funding. Books ordered for locations other than Alderman stacks will be cataloged for the location indicated. Original 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.
  IN PROCESS.
  
  Fine Arts Exceptions
  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.
  
  Clemons Exceptions
  The first copy of books classed in PN 1993-1999 will be cataloged for Clemons, regardless of funding.
  Special foreign currency program (PL480), Middle Eastern and Southeast Asian materials
  1. Use original cataloging standards when cataloging the materials.
  2. Do the standard authority work.
  3. If there is an Library of Congress number on a card attached to the piece or stamped somewhere on the piece, put it in the 010 field after a |z.
  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.
  
  Video recordings
  See Chapter VIII, Part A.
  
  Sound Recordings
  See Chapter XI.
  
  Computer files
  See Chapter XII, Part A.
  
  "Z"Bibliography
  Class all bibliographies in "Z" except for Music (M) and Law (various K scedules), which have a specific classification for bibliographies.
  
  Locked Stacks
  Change the location to AL-LOCSTKS and place note on the routing slip, if none is present.
  
  Electronic Text Center
  The location should be ETEXT-CTR, material type should be REFERENCE and the call number should be a regular Library of Congress call number. The overstamp in the book should be ETEXT.
Marking and Binding
For instructions on how to mark books (See Appendix 6).
Statistics
Statistics are taken after all work has been done. (See Appendix 9).
Disposition of Books
Place cataloged materials on designated Marking shelves.

Table of Contents

Chapter 4

Cataloging Procedures Manual

Chapter III: Original Cataloging (Monographs)

Contents: