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Abbreviated Level Record Standard Checklist (C&T Guidelines) --DRAFT--

To: Technical ServicesStaff
From: Steven Arakawa
Date: (issue date/ 07/20/2010 10:02 AM revision date)

Applies to:

For this project, the scope will be foreign language monographs, non-belletristic, in French, Spanish, or Portuguese. The books should be flagged for LSF with a "P" handwritten below the LSF; the record will have a 520 summary fields. For this summer's project, we will exclude LSF items in the following categories: belletristic monographs, serials/loose-leafs, monographs with accompanying material.

Leader Fixed Fields

Verify that encoding level is set at 3.

008 Fixed Fields

Verify that the 008 follows the BSR model. You should have a macro (Win-ALT-B) that will convert 008 to the BSR model. Verify that the following codes are correct:

  • Type of date
  • Date 1, Date 2
  • Country of publication
  • Form of item [should be blank, "None of the following"]
  • Modified record should be blank "Not modified"
  • Literary form: 0 *
  • Language code--CAUTION: sometimes in-process records will have a default code for English--be sure the correct language code has been selected
  • Cataloging Source should be d.

*For this project, none of the items cataloged should be belletristic, so the macro should be modified to supply 008 Literary form: 0

Variable Fields

Fields must be in this order; rearrange if necessary. When in doubt, follow numerical order by field. Press F9 to enter the ‡ (delimiter).

020 __ If there is an ISBN in this field, verify it against the book. If the book has an ISBN but there is no corresponding 020, create one.

035 ‡9 Retain. Delete all other 035 fields (including the OCLC field) [to avoid linking to parallel language records in the OCLC database]

040 Run the 040 original cataloging macro to enter above the field where the cursor is located. Macro: Ctrl-F12

If the record has a 040 (generally made by a foreign cataloging agency), delete it if there is a $b and replace using Ctrl-F12. If there is no $b and the notes are not in English, delete the 040 & replace using Ctrl-F12. If there is no $b and the notes are in English, add $d CtY to the end of the 040.

050 _4 ‡a Enter the LC broad classification letters that best apply to the book in hand. Determine the broad classification from the 520 summary note. For examples of summary notes, refer to the checklist for the student project.

The table of broad LC Classification letters is here.

It is important to bring out the geographic aspect, whatever the topic. For example, if the summary indicates the book is about the economic history of Spain, the caption notes for economic history (HC) do not have a geographic scope. In such cases, since the 050 is repeatable, you can make one 050 _4 $a HC (economic history) and a second 050 _4 $a DP (for history of Spain). For an economic history of New York (state or city), make one 050 _4 $a F [U.S. history local level for states] and a second 050 _4 $a HC (economic history).

On the other hand, some of the subclasses have a geographic aspect listed in the caption. For example, only one number is needed for French literature (PQ); only one number is needed for U.S. political institutions & administration (JK). CAUTION: if there is a geographic aspect for books about art, music [and language or literature], use the subclasses for art and music but do not make an additional 050 with D, E, or F.

Tip: on the Word toolbar, use the Find function (generally located on the upper right part of the toolbar) to search the LCC document using keyword. If you can't locate the Find function, get help from your expert user. However, you should go over the subclass document before you start to use the Find function to get a general idea of the LCC subclass organization.

100 1_ Verify that acquisitions has entered the author name in this field. If there is more than one author, verify that the first author named has been selected.

  1. Verify that the author name has an authority record and that the 100 name matches it. (Press the / on the number pad; if the author name is listed, an authority record exists.)
  2. If the record has an author but no 100, enter the first author named. Include birth date in ‡d if readily available on the book (e.g. the birth date is noted on the cover)
  3. Do not enter editor or translator names in 100; these should be entered in 700 1_ . If the editor or translator name is in 100, move the field to 700.
  4. If there is no authority record and the last name has multiple elements (e.g. Juan Lopez Rodriguez), follow the appropriate chart to determine the first element; adjust the name in 100 if necessary:

    For Spanish & Portuguese personal names:

    For French:

    Consult the second link also if it is necessary to provide access for names that are not Spanish, Portuguese, or French.

240 10 If the book is a translation, enter the original title if readily available, followed by ‡l <language>

If the book is a translation and the original title did not have an author, enter it in 130 0_ :

130 0_ ‡a History of the American War of 1812. ‡l French.

245 1x Compare the 245 with the title page.

  1. Always use the title page as the source for 245 (do not use the cover as the title source unless there is no title page).
  2. Schematic: 245 1x ‡a <Title proper> : ‡b <subtitle> / ‡c <statement of responsibility > [as you would edit or complete any CIP record or belletristic record]
  3. Verify that the in-process record has the subfields tags used in the schematic, and that the 245 transcription matches the title page. Insert text from the title page omitted in the transcription on the in process record if necessary.
  4. The first word of 245 is capitalized; otherwise only proper names and quoted titles are capitalized. Give it your best shot if you don't know the language, but don't spend a lot of time on this; we're not looking for perfection.
  5. The subtitle is not capitalized unless it is a proper name, etc.
  6. Include any diacritics (accents) if they are used on any of the words transcribed. Press F12 to bring up the diacritic options (or use the keypad). [A keypad map will be provided] Enter diacritics after the letter being modified.

Non-filing indicator (245 2nd indicator) . Enter the number of spaces to skip if the number has been omitted. If there is no article, the second indicator MUST be zero, or the computer will skip the first letters of the first word.

Filing indicator chart:

246 1_ If there is a title on the cover that differs from the title on the title page, enter it in this field (no end punctuation)

If a symbol (& or +, etc.) is part of the title as found on the title page, transcribe the symbol in 245. Use the 246 to provide access using the written out form

245 10 ‡a War & peace / ‡c Leo Tolstoy.

246 1_ ‡a War and peace

250 __ If there is an edition statement in 250, verify that it matches the book. The edition statement should be from title page, but if it is not on the title page, take it from the verso of the title page, or the cover. If the book has an edition statement not recorded in 250, enter it. Prefer the title page form to the cover or verso of the t.p.

  1. The edition statement is always abbreviated, e.g. 1. ed., 2. ed., 3. ed., etc.
  2. Do not enter an edition statement if there is none.

260 __ Publication information

  1. Schematic below. Use the punctuation and delimiters to separate each of the elements in angle brackets:
    260 __ ‡a <place of publication> : ‡b <name of publisher> ; ‡c <date of publication>
  2. The source of the information should be the title page, but if there is no publication information given, take the information from the verso t.p. or the cover. Sometimes publication information is given on the last page of the book.
  3. ‡a Verify that the place of publication has been transcribed accurately & correct it if necessary. Only the first named place should be recorded in ‡a. The place of publication is the city of publication. If the city is not known, the name of the state or country should be provided in brackets. If none of these can be determined, enter as [S.l.], but avoid if at all possible (you will have to use xx for the country code in 008).
  4. : ‡b [precede ‡b with a colon] Verify that the name of the publisher has been transcribed accurately & correct it if necessary. Names of publishers are capitalized. Although the name of the publisher is generally transcribed as found, it can be shortened as long as it allows the item to be identified. If elements of the publisher name have been abbreviated, they should be transcribed as such.
  5. , ‡c [precede ‡c with a comma; end the subfield with a period or bracket as appropriate]. (Verify that the publication date has been transcribed accurately. The publication date is normally at the bottom of the title page, but sometimes there may be a statement on the verso such as First published <date>. In the absence of a publication date, the latest copyright date is used. In the absence of a copyright date, an estimated date is entered in brackets. Always use arabic numerals; if the date is in roman numerals, convert to arabic.
  6. Once verification of 260 is completed, open & check 008 to verify that the date of publication is correct (the Type of Date code should be "s") and that the country of publication code is correct.

300 __ Physical description. Generally this field will not be in the in-process record, so all subfields will need to be entered.

  1. Schematic:
    300 __ ‡a <no.> p. : ‡b <ill., maps> ; ‡c <height> cm.
  2. ‡a Transcribe the number of the last numbered page. Ignore preliminary pages (often separately numbered pages used for the introduction, preface, etc.). If there are multiple page sequences other than preliminary pages, consult with a cataloger; usually this will be handled as 1 v. (various pagings)
  3. : ‡b [precede ‡b with a colon] Use ill. or ill., maps
  4. ; ‡c [precede ‡c with a semicolon] Record the height of the book. Always round fractions up to the next centimeter. Follow the height with a space and then cm.
  5. EXAMPLE: 300 __ ‡a 50 p. : ‡b ill. ; ‡c 27 cm.

490 0_ Series statement.

  • If there is no 830 in the record and there is a series on the book, search using the Staff Title index. If a series authority record is found, enter it in 830 (change the 490 first indicator to 1).
  • If no series authority record is found, enter the series in 490 0_. Follow the same transcription guidelines used for 245 ‡a, but do not enter a second indicator even if there is an article at the beginning of the title.
  • If there is a valid 830 field already in the record corresponding to the series in the book, it is not necessary to make a corresponding 490 1.
  • If the 830 is not valid, re-tag it to 490 0_ and re-position the field under field 300.

440 If the record has a 440 field, verify that the series is authorized (press the / on the number pad). If it is authorized, don't spend time converting it to 490 1/830--MARS will take care of it. If it isn't, change the tag to 490 0

5xx Vendor and foreign cataloging agencies may have included non-English notes; these should be deleted. Non-bibliographic vendor notes in English should also be deleted (e.g. a note referencing Puvill should be deleted; a note on bibliographical references should be retained).

700 1_ Personal name added entry. If a 700 field already exists, verify that the name is authorized (press / on number pad). If the name is not authorized in Orbis, search the LC resource file using the Staff Name index. If no 700 exists, make one for up to 2 co-authors, or for the first editor. Check for an authorized form, and use the authorized form if found. Otherwise, formulate according to the 100 guidelines.

830 _0 Series added entry. If there is an 830 field, verify that it appears in some form on the book (pages preceding the title page, the title page, cover, or the verso). Field 830 must match on a series authority record. Use the Staff Title index (alt shift w). Note that 830 is not a transcription, so it may differ partially from the series as it appears on the book. If there is a volume number with the series, verify that the volume number is correct. If there is a valid 830 field, a 490 field is not made for minimal cataloging.

9xx. Delete all 9xx fields at the end of the record (e.g. 928)

MFHD. Press F5 to retrieve the MFHD record.

1. Use ctrl-N to copy the 050 into 852. Books cataloged in this project will not need the Oversize subfield.


Remember that your Description and Access slides have numerous examples and checklists.

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