Variant Editions Checklist

SCOPE

These guidelines may be applied to books under the following categories. Source copy should be full-level.

Item in hand	Source Copy
Later edition	Earlier edition
Earlier edition	Later edition
British, Canadian, etc. edition	American edition
American edition	British, Canadian, etc. edition
Translation	Original
Original	Translation

Typical record for the item in hand may be a brief record created in Orbis, an E/L 5 vendor record, or an MLC record created by LC or a member library. Full cataloging unavailable from LCDB or OCLC for the item in hand.

Statistics: count as original

Techniques

a. If the source record is in Orbis, tile the record being cataloged and the source record and then copy and paste the relevant fields from the source record to the record being cataloged.

b. If the source record is only in OCLC, export the record and then overlay the record to be cataloged, then edit the overlaid record to match the item in hand. In that case, particular care must be made to update the 008 fields and delete inapplicable variable fields carried over from the source record.

c. If the source record is in Orbis, use the Voyager copy command to make a copy of the source record and use the copy record to overlay the record to be cataloged, then edit the overlaid record to match the item in hand. This method must be used with great care, or a duplicate record will load into Orbis instead of overlaying the record to be updated. Unless you are familiar with the use of the copy command procedures, do not use this technique.

Checklist

1. Make sure the Leader and Fixed Fields match the item being cataloged, especially if techniques b. or c. were used.

2. Typical fields that need to be deleted if source copy is used to overlay the record to be cataloged, or if vendor copy is being upgraded:

010, 029, 035, 045, 049, 082, 653, 9xx.

Note that the 035 for the OCLC source record should be deleted if you overlay variant edition copy on your in-process record. If the 035 for the OCLC source applies to a record you are updating manually, retain it.

3. Typical fields that need to be changed if source copy is used to overlay the record to be cataloged:

020: should be edited to match the item in hand

050: if the source copy was LC, change the 050 indicators from 00 to _4 & change the call number date. CAUTION: If the copy is old, the classification may be obsolete. Current classification should be used.

090: if there is both a 050 and a 090, delete the 090. If there is no 050, re-tag the 090 to 050 _4, assuming the number is really LC classification.

Keep in mind that you may need to derive the call number you actually assign in the MFHD from editions already cataloged in Orbis, and not the 050/090 used in the source record.

4. Typical fields that need to be changed if a vendor record is being updated:

040 Delete the $b subfield for the language of the cataloging agency: 040 I5B $b spa $c I5B $d CtY

5. Transcription & description.

Edit the 245 and 260 to match the item in hand. Add or edit the 250 or 300 to match the item in hand.

4xx/8xx. Original series may not be present, so be sure not to add it to the record being cataloged if it is not on the item. If a new series is on the item, transcribe it as it appears. Use Staff Title to check Orbis and LCDB for the established form. If the series has not been established, have the series established by a NACO authorized cataloger.

5xx. Review the notes in the source record for relevance to the record being cataloged.

If you have to key in additional information, remember that diacritics are now entered after the character modified, not before.

6. Headings.

Use the current authorized form. When working with a later edition or a translation, keep in mind that an obsolete form may have been used on the source record.

Watch out for names appearing on the source copy that do not appear on the item cataloged. These names should not be traced in the record for the book you are cataloging.

Watch out for names appearing on the item cataloged that do not appear on the source copy. Decide whether any of the names need to be traced. If the new name represents a person who has contributed a substantial amount of content, the new name should be traced. If a new name needs to be traced, verify the currently authorized form. If there is no NAR, verify that the heading follows current AACR2/LCRI rules for form of entry. Watch out for variant forms of the person's name in Orbis. If the name needs references, have the name established by a cataloger with NACO authorization.

Subjects. If the source copy is old, the subject or the subdivision practice may be obsolete. Current practice should always be used. TIP: if the subject string does not match when saving the record, search using Staff Subject in LCDB. If very few headings are retrieved, consult with a subject specialist.

7. Miscellaneous.

Arrange the variable fields in MARC or AACR2 order if necessary.

EXAMPLES

1. "Originalausg." in OCLC; "9. Aufl." in Orbis to be cataloged. (Märchen von starken Frauen)

2. 1944 reprint in Orbis with LC cataloging source; 2002 reprint in Orbis to be cataloged (vendor record), different series and publisher. (Diálogos militares)

3. Vendor record for translation in Orbis with LC cataloging for reprints of the original work in LCDB. Complex series involved. (La croisière de la "Janet Nichol")
 

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