RBT Basic Copy Cataloging

CONTENTS: A. Pre-Cataloging Examination -- B. Descriptive Verification -- C. Fields to Delete -- D. Authority Verification -- E. Call Number and Location -- F. Materials Processing -- G. Export Queue -- H. Statistics -- I. Workflow and methodology -- J. Problems -- K. Detailed Policies and Procedures

A. PRE-CATALOGING EXAMINATION Criteria for C&T copy cataloging
  1. Imprint is post 1900.
  2. Item is in the Roman alphabet.
  3. The item is being added as a copy to an Orbis record or Full- or core-level (encoding level blank or 4) cataloging copy for the exact edition is available in OCLC.
  4. The cataloging appears to be straightforward.
  5. If the catalog record is CIP or less than full, check OCLC for a full-level record. If none, consult a catalog librarian.

If the exportQ window is red, set aside the book for a week or two until the exportQ window is no longer red.

When to create a separate record.
Below are guidelines on when to create separate records for every printing. Occasionally a curator will request exceptions to these guidelines.

Treatment of printings within the same edition

  Separate records for each printing Separate records for each year Single record for all printings
  All pre-1801 publications   All post 1800 publications, except as noted
  Authors of publishers for which multiple printings are collected 19th, 20th, 21st century belles-lettres (with exceptions Translations of 19th, 20th, 21st century authors
    YCAL, except for author for which all printings are collected Books collected only for provenance (e.g., works from an author's library)
  WA Ephemera, promotional literature, travel literature, etc. WA trade publications, county histories Reference and Stack Reference
  Children's literature    
  Certain name collections:
  Printing date reflected in 260 (may also reflect month of printing, see documentation for specific collections) Printing date reflected in 260 (month of printing not reflected) Printing date not reflected in 260
  500 for printing information 590 for printing informatiion 590 for printing information
Third printing, June 1970
260 ‡c 1970
590 ‡a  BEIN Shirley 2509: Dust jacket.
500 ‡a “First printing March 1970 … third printing, June 1970.”
260 ‡c 1970
590 ‡a BEIN Zab X666 970S: Dust jacket.
590 ‡a BEIN Zab X666 970Sc: “First printing March 1970 … third printing, June 1970.”

Third printing is added to the record for the first printing since they are both from 1970.
260 ‡c 1970.
590 ‡a BEIN 1989 201: “Twenty seventh printing, August 1985.”
590 ‡a BEIN 2007 101: “Third printing, June 1970.”
Second printing, June 1971
260 ‡c 1970 ‡g (1971 printing)
500 ‡a "Second printing, 1971."
260 ‡c 1970 $g (1971 printing)
590 ‡a BEIN Zc72 999cab: “Second printing, June 1971.”

New record is created for 1971 --not added to the record for 1970.
260 ‡c 1970.
590 ‡a BEIN 2000 555: Dust jacket.
590 ‡a BEIN 2007 199: "Second printing, 1971."
First printing, October, 1927 ... Fifth printing, June 1931
260 ‡c 1927 ‡g (June 1931 printing)
500 ‡a "First printing, October, 1927 ... Fifth printing, June 1931."
260 ‡c 1927 ‡g (1931 printing)
590 ‡a BEIN Zab St345 927Pd: "First printing, October, 1927 ... Fourth printing, May 1931."
590 ‡a BEIN Zab St345 927Pe: "First printing, October, 1927 ... Fifth printing, June 1931."

Fifth printing is added to record of fourth printing since they are both from 1931.
260 ‡c 1927.
590 ‡a BEIN 2000 55:"First printing, October, 1927 ... Seventh printing, July 1935."
590 ‡a BEIN 2007 100: :"First printing, October, 1927 ... Fifth printing, June 1931."

See Different Printing for changes to be made when deriving from a record for a different printing.


Verify that the fixed fields are correct.


Verify the following:

020 Verify that the same ISBN number on the book is recorded in the 020 field. A 020 for the paperback edition may also be on the record

240 Not part of the descriptive verification. See D. Authority Verification.

245 Every word in the 245 must be on the title page unless the word is in [brackets]. The converse is not true; not every word on the title page will appear in the 245 field. Not all punctuation in the 245 field will necessarily appear on the title page.

250 Check for information about the edition on the title page, the verso of the title page, and the colophon. If the edition information on the book differs from the edition information on the record, the cataloging copy is not the same edition. A different printing is generally considered the same edition, but only if there is no evidence of revision, e.g. "Second printing with corrections.

260 Make sure your record has the same place of publication and publisher. The date of publication must be the same.

300 Check pagination, illustrations, and size.

4xx Verify that the series statement in a book is transcribed in a 4xx field. For series access, classification, etc., see D. Authority Verification.

5xx If there are notes about accompanying material (e.g. Errata slips for insertion, plates in pockets) verify to make sure the accompanying material is present.

Reproduction vs Original. If you are cataloging a photocopy for a location, do not consider the photocopy to be the equivalent of the original. If the bib record is for the original, consult with a catalog librarian. Conversely, if you have a copy of the original, and the cataloging is for a reproduction (microfilm, photocopy, electronic resource), do not consider your book as matching the bibliographic record. The copy for the reproduction may form the basis for a new record by removing the fields that pertain only to the reproduction. Consult with a catalog librarian.

Notes on Printings
Make a note on the printing. For more information on the number line, see Number Line in Modern Trade Editions.

500     ‡a "1st printing, March 1972 ... 8th printing, July 1978"--T.p. verso.
500     ‡a Number line on t.p. verso indicates 3rd printing: "8 7 6 5 4 3 88 89 90 91 92."
590     ‡a BEIN Zc35 +975bLb: "Second printing - April 1976."
590     ‡a BEIN Zc35 +975bLb: "Second printing - April 1976."

Limited Edition Notes
Transcribe any limited edition notes, in full if feasible (even if parts of the note do not apply to the copy in hand); these are usually found either in or near the colophon or on the t.p. verso. Do not transcribe the number or letter of the copy in hand here; it goes in the copy-specific note.

Copy Specific Notes
Bibliographical variants (590 in combination with 500)
Imperfections (590)
Copy number of limited edition (590)
Original wrappers, Paperbound, Spiral-bound or Stapled (590)
Dust jacket (590)
Belly band (590)
Uncut [i.e. untrimmed; not to be confused with unopened] (590)
Provenance (590)
Binding information (590)
Bound-with notes(590)
In case with notes (590)
Manuscript material in printed works (590)
Material shelved separately (590)


692 1 4 ‡a Poe, Hal ‡x Autograph.

Different Printing

When creating a record for each printing and deriving from a catalog record for a different printing, follow the guidelines for specific fields below. Other fields will not change.

Fields Different Printing
008 Publication status: r:reprint/reissue date and original date
Date 1: [reissue date]
Date 2: [original date]
Cataloging source: d:other
010 Do not change, if in book
020 Do not change, if in book
035 Delete
040 Change to: CtY-BR‡cCtY-BR
260 Date (‡c and or ‡g): If printing date differs from what is in record, change date to reflect what is in book. See Dates in 260 for more information.
4xx Add or delete a series statement to reflect what is in book.
500 Add a printing note.

Add name tracings for provenance information. More complete information can be found in the Provenance Notes and Tracings

The coding for provenance tracings is 692 14 for personal names, 693 24 for corporate names, or 693 14 for corporate headings beginning with a jurisdiction, followed by a subdivision indicating the nature of the provenance evidence.

The following subdivisions are authorized for provenance tracings:  

‡x Autograph.
‡x Bookplate.
‡x Ms. notes.
‡x Ownership. [Used when no provenance evidence is in item]
‡x Presentation inscription to [forename initials] [surname].
‡x Presentation inscription from [forename initials] [surname].
‡x Presentation inscription. [Used when source is not specified or identified]
‡x Stamp.

If the heading is already present in the record (such as the case in an author's presentation inscription), simply copy and paste, changing the tag and indicators and adding the subdivision as appropriate. Otherwise, Search the name in Orbis to determine how it has been used on bibliographic records. Use the authorized form (i.e., the form on the authority record) of the name if there is one. If one does not exist, use the form that has been used in Orbis. If the name has not been used in Orbis, construct a simple heading using the form found in the book.
692 1 4 ‡a BEIN Za P865 943C copy 2: No. 26. Autographed by the author and illustrator. Original wrappers.

Private Press Tracings
Beinecke collects certain private presses and designers and would like printer/publisher tracings made for all private presses. For presses, the coding is 710 2#; for individuals, it is 700 1#. For more information see Private Presses.


710 2   ‡a Grabhorn-Hoyem (Firm).
700 1   ‡a Hunter, Dard, ‡d 1883-1966.

Ethnic Literature
If indicated on the BLIPS, add special local tracings for ethnic genre:

690   4 ‡a Asian American literature.
690   4 ‡a Latin American literature.
690   4 ‡a Hispanic American literature.


Delete superfluous fields from the record. For more information see:

035 Field: Delete, Retain, or Add

Variable Field Deletion Policy


Search the series as a title and a series title. If there is a series authority record or a classed together analyzed serial record in Orbis, determine if the series is classed together. If no series authority record is found, or if there are any questions, consult a catalog librarian. Follow the policies in Yale Policies for NACO Series Authority Records.

If the bib record is LC, only the series needs to be verified.

If the bib record is not LC, search Orbis. If there is no authority record in Orbis, search LCDB. If a personal name with a prefix or a compound surname does not have a corresponding authority record, consult a catalog librarian.

See Authority control workflow for C&T staff for detailed policies and procedures.


The size boundaries are:

up to 25 cm. high
up to 23 cm. wide
between 26 and 37 cm. high
over 23 and up to 31 cm. wide
over 37 cm. high
over 31 cm. wide

For Beinecke policies on marking, see Marking.

After the book is cataloged, recycle all paper travelling with the book except for BLIPs and Blue flags for multivolume sets.


Enable the OCLC and MARS options in ExportQ. Export the record if it is the only MFHD with a call number. If there are multiple MFHDs, but this is the first with a call number, export it. For detailed policies and procedures see:

Policy on exporting bibliographic records from Orbis

Using the ExportQ Program


Keep track of items cataloged. Follow the latest Catalog Dept. policies on statistics.

I. Workflow and methodology J. Problems, or, When to Consult a Catalog Librarian Headings. Records in the utilites often do not have the authorized form of the heading. Headings must match authorized form. Common examples of ways that the headings do not match up are:
For more information on the authority validation messages in Voyager, see Authority Validation Messages. It is vitally important that the guidelines are followed for these messages.

Series. If there are questions on whether a phrase is a series, a series-like note, a series is traced, etc., consult a Catalog Librarian. If there is not series authority record, consult a Catalog Librarian.

Uniform title. Uniform titles are used mainly for translations or for collections (e.g., Poems, Works). Consult a Catalog Librarian if there are any questions.

Incomplete Multipart Monographs. Consult with a Catalog Librarian.

Complicated Comparison Sheet. If there is a complicated comparison sheet, consult with a Catalog Librarian.

Classification. Any questions or conflicts regarding classification should be referred to a Catalog Librarian.


Cataloging at Yale

SML Catalog Dept.

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