Member copy monograph processing
|For: Cataloging Documentation Group
By: Steven Arakawa
Date: (10/8/02/creation date/ 11/04/2002 2:37 PM revision date)
1.. SCOPE : standard level cataloging copy contributed to OCLC or RLIN by utility members.
OUT OF SCOPE: DLC (Library of Congress) cataloging, i.e.,
Consider a DLC MLC record (050 MLC) upgraded to full level by a utility member as member copy.
2. MATCH POINTS. The following elements of the record found must match on the item you are cataloging. Items that match on all of the following points are considered copies and their MFHD records should be associated with the same bibliographic record.
3. DEFINITION OF STANDARD LEVEL for records searched and retrieved on the utilities by the copy cataloger.
OCLC: Encoding level (ELvL) blank, 1, 4, I or L
RLIN: CC 91x or 94x. <9665?>
If you're working with a record that has already been downloaded into Orbis, the Voyager Encoding level for a member record must be 1, 4, I or L. Otherwise, route to an original cataloger (C&T D if belle lettres or variant edition source record is available, or multipart monograph add; librarian cataloger otherwise)
3a. MISCODED RECORDS. Sometimes a non-standard record has been miscoded as standard. The record may be non-standard if:
In the following example, the Encoding Level at the time the image was captured was 1 (full level, not examined). It is actually a non-standard vendor record. Note that terms in the 300 and 500 fields are in Spanish, and the absence of 6xx _0 fields.
If you think your record has been miscoded, consult with a catalog librarian.
A record does not have to be coded as AACR2 (Leader/Cataloging Form/a:AACR2) to be considered standard as long as the encoding level falls within scope.
3b. STANDARD LEVEL MEMBER COPY WITHOUT CALL NUMBERS. Processing of the item will depend on its location or the subject matter or genre of the item.
4.1. FIELDS TO DELETE:
<linkable, but better to include summary?>
4.2. FIXED FIELDS. (Leader and 008). The assumption is that a standard member record has followed the rules for recording fixed fields. However, check the following in Voyager:
____ Encoding level. Check the Leader to make sure the Encoding level is 1, 4, I or L.
____ No "unassigned fields". These are easily identified by the black "pipe" on Voyager. If one or two, update. If there are many of these, the record was probably miscoded as standard and should be re-routed to appropriate staff for upgrading.
4.4. VARIABLE CONTROL FIELDS. (000-090 and 240) Assumption is that you are familiar with instructions and examples in Editing procedures for CIP.
_____ 020. If the ISBN is not present, add it to the record without hyphens.
_____ 040. Add ‡d CtY to the 040 field if you perform any updates to the record. Do not add 2 ‡d CtYs in a row if you update more than once.
_____042. If 042 pcc, see instructions under 4.7. ACCESS FIELDS.
*For a quick overview of LC classification, click here:
If still in doubt, check with staff in your team who are authorized to access LC's ClassPlus schedules. See also note on shelflisting at the end of the checklist.
4.5. DESCRIPTIVE FIELDS. (245, 246, 250, 260, 300, 4xx, 5xx)
_____ 245. FILING INDICATOR. Check the 245 field for accurate non-filing indicator tagging. For more detail, see the Editing procedures for CIP.
_____245. TITLE AREA TRANSCRIPTION. The assumption is that a standard member record has followed the rules for transcription with item in hand.
____ 250. EDITION STATEMENT. The assumption is that a standard member record has followed the rules for edition statement transcription (i.e. the abbreviations are authorized by AACR2). Although libraries following LC policy use a standard period to represent the ordinal number for non-English editon statements (1. _ed. rather than 1er _ed.) "correcting" records that don't follow the LC policy is not necessary. If there appears to be a discrepancy between the edition statement on the record and the edition statement on your item that reflects a difference in content (record has 2nd ed. and item has 2nd ed. repr. with corr.) consult with an original cataloger; title may have to be treated as a variant edition.
_____260. PUBLICATION, DISTRIBUTION AREA: PLACE AND PUBLISHER. The assumption is that a standard member record has followed the rules for transcription of the publication area. However, if a publisher has not been transcribed, check the CIP instructions <LINK HERE> and update the record if necessary. Note that when there are multiple places of publication, the rules require that the first named place be transcribed. A subsequent place is transcribed if the first named place is not in the country of the cataloging institution. So, a second place of publication will differ depending on whether the cataloging institution was in the U.S. (e.g. NJPG), Canada (NLC) or Great Britain (UK). Accept transcription of place of publication as found on the member record.
_____260. PUBLICATION, DISTRIBUTION AREA: DATE. The date (c) must be recorded somewhere on the item. If not, consult with a cataloging librarian; record may be for a different edition. However, punctuation and symbols associated with the date may be left as is if the date itself matches (absence/presence of copyright c; absence/presence of brackets around the date).
_____4XX fields. If the series is tagged 440, check the filing indicator for accuracy. If the series in 4XX does not match the series as it appears on the item, consult with a catalog librarian. If you notice that the record has not recorded a series that is actually on the item, consult with a catalog librarian. Discrepancies of this kind may be an indication that the record has been miscoded as standard.
_____590 NOTES. Delete 590 notes from records downloaded from the utilities. Do not delete 590 notes for Yale libraries. If in doubt, check with a catalog librarian.
_____505. If the title is a multipart, do not delete volume titles not held by Yale from 505. Volume titles held by Yale but not on the member 505 must be added. Multipart description should only be updated by authorized staff. If the record was downloaded with indexable subfields (g, t) leave the delimiter tags in the record.
_____5XX. Generally leave other notes as is unless there is an obvious misspelling. It is not necessary to check for or to add 504 Includes bibliographical references or 500 Includes index notes. It is not necessary to retag 500 language notes to 546.
4.6. CHOICE OF ENTRY. The assumption is that a standard member record has followed the rules for choice of entry.
4.7. ACCESS FIELDS. Detailed instructions for authority control processing are at:
_____042. If the bib record has variable field 042 pcc, only the series heading is verified in order to check the classed-together/classed separately decision. PCC headings are not modified without authorization from a catalog librarian.
_____ AUTHORITY VALIDATION: PERSONAL NAMES. If record is not pcc, check the Voyager Validation column when you click on the Sailboat button. Any personal name (100/700/600/800) with a prefix or a compound surname must validate. If the heading does not validate, you need to search in LCDB for an authority record. Use the Voyager Staff Name Search. A hit on an authority record will have the label AUTHORIZED in the left column of the Voyager Headings List; use the authorized form of the heading if found. If you do not get a hit on an authorized heading, route to a NACO authorized catalog librarian who will establish the heading in the national file on RLIN.
_____AUTHORITY VALIDATION: MUSIC NAME/TITLES. For music copy cataloging, validate also any 100‡t, 700‡t, 600‡t. If the heading does not validate, search LCDB for an authority record. Use the Voyager Staff Name/Title search.Use the authorized name/title heading if found. If you do not get a hit on an authorized name/title heading, or if the title subfield varies from the title subfield on an authorized heading or reference, check with a catalog librarian.
NOTE: if any heading matches on a reference, it is not necessary to update the record. The MARS authority program will automatically update the heading to the authorized form.
______AUTHORITY VALIDATION: SERIES. If the series heading validates, retrieve the authority record for the series to determine if the series is classed together or classed separately. If the authority record indicates the series is classed together for your location, use the classed together number with a volume number as your call number. If there is no record on the authority record for the Yale location classification practice, search the series in Web Voyage to see if other analytics have been assigned volume numbers. If the series heading does not validate, search LCDB for an authority record. If LC classes separately, follow LC. If LC classes together, consult with a catalog librarian. If no series is found, route to a catalog librarian to establish the series.
4.8. Call number modification and shelflisting. Sterling Library catalogers refer to the following documents:
For shelflisting on Voyager, see Orbis2 training documents/CAT/MFHD/Shelflisting on Voyager* at:
*This is currently a Word document only. Three options are described: Voyager Cataloging Module call number search, Voyager call number browse search, and Web Voyage search. The Web Voyage search is preferable for most shelflisting work.
MEMBER COPY SHELFLISTING. At this point the assumption is that you have made any necessary local adjustments as instructed in the above documents. Now it is simply a question of inserting your call number in the existing LC classification file. After you have edited and saved your call number on the MFHD record, search it with a Call Number search on Web Voyage.
| Copyright © 2002 Yale University Library
Last updated: 11/04/2002 2:37 PM