Orbis Cataloging Manual: Library of Congress Bibliographic File

Orbis Cataloging Manual

Library of Congress Bibliographic File

POLICY

This bibliographic file is used to support both acquisitions and cataloging functions. Searching for copy cataloging for works with imprints within the past three years is required for all languages, with the exceptions of Chinese, Japanese, Korean, and Hebrew. The use of these records for cataloging purposes is defined by the following conditions:

Full Library of Congress copy must be used.

CIP cataloging copy must be used.

Records with the note "Priority 3" and "Priority 4" may be used as basic bibliographic descriptions, with the cataloger completing the record. They may also be searched against the RLIN data base for fuller or completed cataloging.

The decision(s) whether to continue to search in the RLIN data base will depend upon the type of material, the language of the material, and in many instances, the probability that the material will have been cataloged by another institution. If experience encourages further searching, do so; if experience suggests that there is little likelihood of the availability of data base copy, do not continue to search.

DEFINITION:

The Library of Congress Bibliographic File contains records in books format created and distributed by the Library of Congress during the last four years based upon date of publication. Included in the File are full catalog records, CIP catalog records, minimal level catalog records, and preliminary-level records. Records are selected for the file based upon Date 1 from the fixed field DT/1. The following languages are excluded from the bibliographic resource file:

chi (chinese) jpn (japanese)

heb (hebrew) kor (korean)

yid (yiddish)

Records for all other languages are included.

Date 1 must be 1987 or later. (If Date 1 is blank, the record is included.

The file contains approximately 350,000 records.

PROCEDURE:

1. Search the Orbis data base to determine that the bibliographic record is not already available in LTYL

2. Search the LC Resource File using the following steps:

a. To restore the search command type: term. Press RETURN.

b. Overtype LTYL with LTLC. Press RETURN.

c. If a record is retrieved for the bibliographic item the record must be transferred into LTYL.

d. If you receive the message "FILE IS CLOSED", press function key F6 (BIBL). The holdings file is closed because LC records do not have copy holdings.

e. If you need to search for an author, use the command fi b rather than fi jx. This approach will limit the search to books and cross references.

There are two separate conditions which require different methods to transfer records.

NOTE: In the examples below LLL refers to LC records, and YYY refers to Yale records.

LTLC FOUND RECORDS:

CONDITION I: No record is in Orbis LTYL file.

Use DERI (Derive)

PROCEDURE:

Press RETURN for the record displayed in LTLC

Orbis responds with the message:

LTLC HLDG LLL0000

RECORD NOT MODIFIED

Overtype this line to the following form:

ltyl bibl LLL0000,lc

Press RETURN

Orbis redisplays the LC record

On the command line type the following: deri

Press RETURN

Press RETURN again (if this step is not followed, the record will not be transferred)

The bibliographic record is redisplayed

Orbis displays message:

LTYL HLDG YYY0000

RECORD YYY0000 CREATED

At this point, the record is available in Orbis: order-pay-receipt records and holdings records may now be created; copy holdings statements may be activated.

CONDITION IIA: Provisional record is in Orbis

NOTE: to be used by cataloging staff only. THIS IS THE RECOMMENDED METHOD.

This option may be useful when the LTLC record number is already at hand. In contrast to CONDITION II, the bibliographic overlay is performed in the LTYL file.

Before searching LTYL, be sure to copy down or have available (e.g. on an LTLC printout) the LTLC record number. Retrieve the provisional record to be overlaid by searching LTYL using the following command: fi jx [term or phrase].

NOTE: an MHI search, not a number search, must be used.

PROCEDURE:

Verify that the record retrieved is the correct one; then press CLEAR

The following message displays:

LTYL BIBL YYY0000

Press BACK TAB to position the cursor below LTYL

LTYL BIBL YYY0000

Type bovl over BIBL

LTYL bovl YYY0000

With the right arrow key, move the cursor to the end of the provisional target record id number. Type one space and the LC source record id number

LTYL bovl YYY0000 LLL0000

Type a comma followed by lc with no spaces.

LTYL bovl YYY0000 LLL0000,lc

EXAMPLE:

ltyl bovl YYY6446 LLL5823,lc

File identifier

Comma

LC Source record ID number from LTLC

Provisional target record ID number (LTYL)

Command to overlay

Orbis code for Yale Technical Services

Press RETURN

Orbis responds with the following message:

LTYL BOVL

BIBLIOGRAPHIC RECORD TRANSFER SUCCESSFUL

Press INDEX [F4]

Index display of last MHI search will display. Select appropriate index number and display bibliographic record. Verify that the correct LC source record has overlaid.

CONDITION IIB: Provisional record is in Orbis

Use BOVL (bibl overlay)

NOTE: To be used by cataloging staff only

PROCEDURE:

Be sure to copy down the Orbis LTYL record number before searching LTLC. Search the LC resource file using the following command: fi jx [term or phrase]

If a record is found, which matches the bibliographic data, press RETURN

The following message displays:

LTLC HLDG LLL0000

RECORD NOT MODIFIED

Use the BOVL command to transfer the record from LTLC to LTYL using the form in the example below.

EXAMPLE:

ltyl bovl YYY6446 LLL5823,lc

LC Source record ID number

Provisional target record ID number

Command to overlay

Orbis code for Yale Technical Services

Press RETURN

Orbis responds with the following message: LTYL BOVL BIBLIOGRAPHIC RECORD TRANSFER SUCCESSFUL

NOTE: Use the INSERT key to place the Orbis Record Number before the LTLC Record Number. There is no need to retype the LC record number.

WARNING: If an incorrect LTYL record ID is entered in the bovl procedure, the bibliographic data of that record will be lost. Consequently, it is extremely important to verify that the correct record has been overlaid. If the bibliographic data of the target record has not been overlaid, that means that another record has been incorrectly overlaid. To find that record, search by title. When the record is identified that was incorrectly overlaid, notify the unit whose record it is so that they can restore the correct bibliographic data.

for cataloged records, consult the shelf list

for uncataloged titles, find the record ID in the appropriate backlog or by identifying the invoice.

for outstanding orders and other records for which the correct bibliographic information cannot be identified, suppress display (D/S=S) and enter a title-level note: OVERLAY PROBLEM; REINSTATE RECORD WHEN BIB DATA RESTORED. [initials/date.] Set the AD for one year so the record can be reviewed.

Once you have verified that the correct record has been overlaid, proceed with cataloging activity.

Yale University Library
Last Revised: 27 July 1995
Contact: Matthew Beacom

Library of Congress Bibliographic File

URL: http://blah.blah.blah