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 ProceduresA. PRE-CATALOGING EXAMINATION Criteria for C&T copy cataloging
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|
|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
Third printing is added to the record for the first printing since they are both from 1970.
Second printing, June 1971
New record is created for 1971 --not added to the record for 1970.
First printing, October, 1927 ... Fifth printing, June 1931
Fifth printing is added to record of fourth printing since they are both from 1931.
See Different Printing for changes to be made when deriving from a record for a different printing.FIXED FIELDS
Verify that the fixed fields are correct.VARIABLE FIELDS
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.
692 1 4 ‡a Poe, Hal ‡x Autograph.
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.
|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|
|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.
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.
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 PolicyD. AUTHORITY VERIFICATION
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.E. CALL NUMBER AND LOCATION
The size boundaries are:
F. MATERIALS PROCESSING
- 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.G. EXPORT QUEUE
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 ProgramH. STATISTICS
Keep track of items cataloged. Follow the latest Catalog Dept. policies on statistics.I. Workflow and methodology
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.K. LINKS TO DETAILED POLICIES AND PROCEDURES
Cataloging at Yale
SML Catalog Dept.
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