Orbis Cataloging Manual

Standards for Bibliographic Records

BIBLIOGRAPHIC RECORDS

GENERAL POLICIES

General Orbis data base structure requires a single bibliographic record for each title cataloged with appended copy holdings records for copies of the title held in all Yale libraries.

EXCEPTIONS:

Multiple bibliographic records exist for records created before 1989 and which formed the original data base.

Bibliographic records for items in special collections where the description of the item and access to the record is most clearly expressed through separate records.

Some Law Library records (see the section of this manual titled Use of Law Library Records)

Bibliographic records are to be created according to both national and local standards. National standards are applied to bibliographic records for access, description and content designation; local standards are applied to specific conventions or conditions unique to Yale.

Cataloging units may not create separate standards or modify existing standards without prior consultation with the Chief Cataloging Librarian and/or the Head of Data Base Management.

Non-cataloging units which are engaged in Orbis record creation for other library activities are expected to conform to policies governing access to data (headings and content)

See Appendix II for a diagram of Orbis work flow.

STANDARDS FOR BIBLIOGRAPHIC RECORDS

POLICY
Yale University Libraries permit the following four standards for new bibliographic records added to its on-line catalog:

Full Standard Bibliographic Record
Temporary, In process Bibliographic Record
Permanent, Less-than-full Bibliographic Record
Permanent, Less-than-full Collection Bibliographic Record

DEFINITIONS:

Full Standard Bibliographic Record

The Yale Full Standard Bibliographic Record is defined by current national cataloging practices governed by the Anglo-American Cataloging Rules (current version), the Library of Congress Rule Interpretations, the Library of Congress Subject Cataloging Manual, and the cataloging standards agreement between Yale University Libraries and the Research Libraries Group. It is applied to all types of library material in all MARC formats. The Standard Bibliographic Record contains, but is not limited to, the following:

Complete bibliographic description

Complete and verified bibliographic access points

Subject access points, as appropriate

Complete MARC content designation as required by RLIN and local systems processes

Full Standard Bibliographic Records may be enhanced by the addition of special access points (bibliographic, subject, etc.) as required for special collections.

Temporary Bibliographic Record

Temporary Bibliographic Records are defined by local processing needs in order to provide a modest level of bibliographic control over items not yet fully cataloged or

for items to be circulated. These records are used to support the following functions:

on order

received-but-not-yet cataloged

circulation of uncataloged items

circulation of cataloged items which are not yet available in Orbis

Although temporary records may contain additional information, they must contain the following minimum information:

245 Exact transcription of title (initial articles may be omitted)

1xx When present, the heading for one personal author in

7xx catalog entry form

250 When present, an edition statement

260 Place of publication

When known, Publisher

Date of publication

4xx When known, series statement

Marc content designation sufficient enough to allow record entry and indexing in the on-line system.

Permanent, Less-than-full Bibliographic Record

Permanent, Less-than-full Bibliographic Records require fewer descriptive data elements and access points than Full Standard Bibliographic Records. They are defined in AACR as Level I descriptions. Cataloging units may add to or enhance these standards but they may not omit any required data when it is available.

REQUIRED FIXED FIELDS:

E/LEV Use value 7

PLACE

LANG

DT/1

DT/2 (when applicable)

REQUIRED VARIABLE FIELDS:

010 LC card number when present

020 ISBN when present

245 |a Exact transcription of title proper

(initial articles and diacritics optional)

|c First statement of responsibility whenever it differs in form or number from Field 100 or whenever Field 100 is lacking

250 Edition statement when given

260 First named place of publication

First named publisher

Date(s) of publication

For missing elements of Field 260, supply, as appropriate:

S.l. (for no place of publication)

s.n. (for no name of publisher)

n.d. (for no date of publication)

300 Give only numbered pages or volumes.

Do not give preliminaries and unnumbered

pages or leaves

4xx Series statement when series is to be searchable

Additional bibliographic access points are generally limited to one personal author (when present in either Field 100 or Field 700). Author headings must, by definition, conform to established forms in the data base if available, including diacritics, applicable indicator values and all appropriate subfields.

Complete MARC content designation for all required

fields.

Subject access is optional.

Standards for Permanent, Less-than-full Bibliographic records which are enhanced versions of this standard are allowed in the Orbis data base. Such standards should be communicated to the Chief Catalog Librarian and the Head, Data Base Management.

Permanent, Less-than-full Collection Level Bibliographic Record

For separately published items which do not require individual bibliographic records, the Permanent, Less-than-full Collection Bibliographic Record is created. This standard is generally applied to collections of published pamphlet-like materials but may be applied to other types of library materials when appropriate. This record includes the following elements:

Title phrased by cataloger

Inclusive dates of publication

Number of items

Size or range of sizes

Summary note on collection content when appropriate

Personal author and title access points for each item, when appropriate

One subject access point

Complete MARC content designation for all applicable fields