The Ohio State University

Treatment for Serials Title Change

Step 1. Revise the bib record for the old title

• Change 008, i.e. change DsTs from c to d; supply the closing date in the 2nd Dates field.
• Close 362: supply the closing date.
  

  Examples:

  362 0_ Vol. 1 no. 1 (Nov. 1943) -v. 10 no. 12 (June 1953)

  ┌362 0_ 創刊號 (summer 1969)-
  └362 0_ Chuang kan hao (summer 1969)-

  362 1_ Ceased with autumn 2003 issue. etc.

• Add 785 field (Succeeding Entry), and 580 (Linking Entry-complex) if needed
  

  If continued by a new title
  785 00 $t (the new title). $x (ISSN of new title) $w (OCoLC)nnnnnnnn

  If continued in part by a new title
  785 01 $t (the new title). $x (ISSN of new title) $w (OCoLC)nnnnnnnn

  If the title is split into 2 or more entities, add a 580 and several 785 fields
  580 Split into: title1; title2; title3.
  785 16 (for each split title)

• Set OSUL Call number and/or other local info.
• Update holdings and Export to overlay the OSCAR bib.

Step 2. Prepare the bib record for the new title

• Find or create a bib record for the new title on OCLC Connexion.
• Make sure the record supplies a OSUL’s Call number.
• Add 780 field (Preceding Entry or “Information about the immediate predecessor of the target item in a chronological relationship”):
  

  If continues an old title
  780 00 $t (previous title). $x (ISSN of previous title) $w (OCoLC)nnnnnnnn

  If continues in part an old title
  780 01 $t (previous title). $x (ISSN of previous title) $w (OCoLC)nnnnnnnn

• Update holdings on OCLC, export/bring in the record into OSCAR.

Step 3. Notify the Serial Dept when complete, so they can fix the rest problems, such as add items, or transfer items to new title record, etc.

Closing out a serial title that is continued by a new title etc.
On the old bib record, add 362 0_ for publication history, and add 785 00 $t (new title) $w (DLC) #### $w (OcoLC)nnnnnnnn.

May 23rd, 2008

Cataloging Video recordings (DVDs, video cassettes etc.)

I. DVD(s) — If the item you are dealing with is in the format of DVD

Examples

The Mission directed by Roland Joffe released as DVD movies

I.1. Preparing the bib record on OCLC Connexion

• Use the form for “Visual Materials.” If start from scratch, [Menu] Cataloging - Create - Single Record - Visual Materials.

Fixed fields

• The code in Type is “g” (this corresponds to Millennium MAT TYPE g AUDIOVISUALS)
• The code in BLvl is “m” for “monographs”
• The code in TMat (type of material) is “v” (v = videorecording)
• Fill out the rest fixed fields accordingly. If the running time is not available, put “—” in Time

special treatments in Variable fields

• Add a 007 field (see example and check OCLC bib standard)
• Use a 024 field to code Other Standard Identifier such as the ISRC (International Standard Recording Code) or CNG number (on Chinese DVDs)
• Add the $h [videorecording] subfield immediately after the main title.
• Describe number of DVDs, running time, and other characters of the item in the 300 field. It usually looks like this:
  300 __ 2 videodiscs (125 min.) : $b sd., col. ; $c 4 3/4 in.
• Provide system requirements info in a 538 field.
• Use the 511 field to provide names of participants or performers (1st indicator 1 for cast etc.)
• Use the 508 field (usually follows 511) to provide names of credits such as film editor, director, music, photographer, producers, etc.

Call number suffix — a local Call number treatment

• Add “DVD” to the end of the call number as an OSUL local practice. See Special Practices of Call Number in OSUL Cataloging for detailed information.

►Click on the following links to see an example of MARC record for DVD movies (OCLC#52283425):

part 1
part 2
part 3

I.2. Preparing the bib and item record for OPAC (OSUL catalog)

Using Constant Data on Connexion

• 949 _0 field: The location code in $l varies (e.g. “tho” for SUL DVD collection). The code for $m (MAT TYPE) is “g” (for Audiovisual).
• 949 _1 field: The detailed location code in $l varies (e.g. “thov3″ for English DVDs to be shelved at SUL; “thov4″ for Foreign DVDs to be shelved at SUL). The code in $t usually is “3″ or “21″ (this coresponds to the ITYPE field on the Millennium Item record. “3″ is for audiovisual materials circulated for OSUL. “21″ for audiovisuals circulated for OhioLINK).

►Click here to see an example of Constant Data for DVDs.

Treatments on Millennium Item record

• Pay particular attention to the ITYPE and LOCATION fields. Use codes as mentioned above.
• If there are multiple parts (more than one disc or with supplementaries), we may code “p” in the MESSAGE field to reimind the Circulation Desk to check for parts at time of checking in and out.

►Click on the following to see examples of bib and item records on Millennium:

bib record
item record

II. VHS — If the item you are dealing with is in the format of VHS video cassette

III. Combinations — If the item you’re dealing wiht is a mixture of DVD, audio tape, etc…

First, decide what is the chief character of the item, if the major part of the entity is DVD video, catalog it as DVD videos; If the entity functions more as a software or computer file, catalog it as computer files.

Examples

A Japanese item consists of 1 computer file, 1 DVD, and a user guide, which is cataloged as Computer files:
Connexion bib record part 1
Connexion bib record part 2
Millennium bib record
Millennium item record

May 20th, 2008

How to catalog a translation

Step 1. Determine if the work is a translation

Examples of translations:

• 《資本論》Zi ben lun (a Chinese translation of Karl Marx’s Kapital)
• Dream of the red chamber (an English translation of 《紅樓夢》 Hong lou meng)

Step 2. Look for the bibliographic record made for the original

It will be helpful if we know more about the orginal work, such as title and author name in their original language and the call number assigned to the original. A bib record made for the original will do.

Step 3. Prepare the the bibliographic record for the translation

1. SPECIAL MARC FIELDS

1.a. The Lang in Fixed fields

• The Lang should be the languae of the translation

1.b. Using the 041 field

• The 041 field is a language code field, and can be used for item that is or contains a translation:
  041 1_ language of the translation text $h language of the original and/or the intermediate text

1.c. Treatment of title

• Transcribe the translation title in the 245 field
• Give the title in original language (if we know) in either 240 or 130 field

Use 240 field if there is an author main entry (i.e. 100 field)

Use 130 if there is no author main entry

If the original title is not available, omit this step.

• Optionally, provide a 500 note like this:
  500 __ Translation of: xxxxx.

1.d. Other treatments

• If there is colophon or CIP page in the language of the translation, we can give a 546 field like this;
  Colophon title page in Chinese

2. ASSIGNING LC CALL NUMBER FOR THE TRANSLATION

Generally, the call number for a translation will be the call number assigned for the original plus a language cutter. Use the Translation Table to determine the cutter number.

Examples of records made for translations

#56519602 - A Chinese translation of a English classic (Huxley’s Evolution and ethics)
#227068880 - An English translation of a Chinese work but with colophon in Chinese

May 6th, 2008

Translation LC Cutter Table

The OSU Libraries Cataloging Department adopts the LC Cutter Table for translations. However, only a limited number of Western languages are being listed on the table. Languages that are not in the table are given extensions consistent with the table so that the alphabetical language subarrangement is preserved. The Cutter numbers for Chinese, Japanese and Korean in the following table are tentative —

* The Cutter for Polyglot is assigned when a work is written in several languages.

REFERENCES

• Cuttering for the Library of Congress Classification
• OSUL TechServ Doc — Adjusting Cutter Numbers: Executive Summary Draft ( JANUARY 11, 1995)
• OSUL TechServ Doc — Decision on eliminating certain local practice

May 5th, 2008

Del.icio.us bookmarks for Non-Roman cataloging

Announcement

The Non-Roman Cataloging Section at the OSUL Cataloging Department now has a Del.icio.us account to gather bookmarks of useful online resouces and tools for non-Roman cataloging, which can be accessed from any computer workstation, as well as from your personal computer - any where and at any time!

http://del.icio.us/osul_nonroman_cat

More about this tool

• What? This is a new tool we created on “Del.icio.us.” Del.icio.us is one of the new trendy web tools in the category of “social bookmarking”. Have you ever felt troublesome to get back to a page you bookmarked on another computer? and your list of bookmarks or favorites is getting messier and messier with folders, sub-folders…? Del.icio.us promises to help on this, and with it you can

Store your bookmarks online

Access the same bookmarks from any computer

Add bookmarks from anywhere

Use tags to organize and remember your bookmarks, which is a much more flexible system than folders

Share your bookmarks with others, and watch whoelse is bookmarking the same thing you did!

• Who? - We made this tool public for everyone who is interested in non-Roman cataloging. Staffers here at the Non-Roman Cataloging Section is encouraged to use this tool and help building up the collection.
• How?

Simply go the page if you just want to get to the list of bookmarks; Use tags to help navigate and find what you want;

Login and you can start capture any web resources (webpages, databases, online dictionaries, blogs, etc.) using the Del.icio.us TAG installed;

For consistancy, we’re developing a list of specific tags for non-Roman cataloging (forthcoming… stay tuned)

How to install the handy Del.icio.us TAG button?

On Del.icio.us homepage, click on “help” at the very upper right corner of the window,
under “Bookmarking” “install the tools for saving bookmarks”, choose one according to the browser your computer is using (mostly, “internet explorer buttons”)
then follow the install instructions

Click on here if you want to learn more about Del.icio.us.

GUIDELINES ON SELECTING, NAMING AND ORGANIZING BOOKMARKS

Criteria for selection

• The site bears informative, useful and/or instrumental content related to library cataloging in general and non-roman cataloging in particular.
• Content on the site can enhance cataloging activities and decision making, such as determination of author name form, date, subject headings, classification, publication information, etc.
• Examples of categories include:

Databases

Online dictionaries

Converting tools such as the Chinese Romanization Converter by Mandarin Tools

Blogs

Online calendar

Articles of instruction, guideline, or description of cataloging procedures

Name it meanfully and efficiently

• Give a meaningful name of the site you bookmark.
• Use the site’s own name if it is unique.
• Make it unique if is not already. For instance, not “Chinese-English Online Dictionary” but “Jinshan Chinese-English Online Dictionary”. Because there maybe more than one Chinese-English dictionaries on our list!

Tagging to organize

• use lower case. For examples, “databases” but not “Databases”; “databases-chinese” but not “databases-Chinese.”

• 1 word tag

use plural form when you are tagging a bookmark that belongs to a category. For examples, tag it “blog” if it is one of the blogs we select.

use single when you tag a site that is on or about the subject. For example, tag it “blog” if it is a site about the blog technology.

• compound tag

Use hyphen “-” or underscore “_” to bond words.

Put the generic word at the beginning of the string. For examples, “databases-japanese,” “history-korean.”

Del.icio.us has a feature called “related tags” that can reduce the use of compound tag.

• Multiple tags for the same bookmark

One bookmark can have more than one tags. For examples, a site functions both as a blog and a researching resource for the blog technology can be tagged “blogs” and “blog.”

tag as many as you like, but be efficient!

April 23rd, 2008

Cataloging Microform

The term “microform” is used here referring to reproduction of printed materials (monographs or serials) in microform. There are two types of microform reproduction: microfilm and microfiche.

• Microfilm is a reel of film on which printed materials are photographed at greatly reduced size; useful for storage. A magnification system, often called a microfilm reader, is used to read the material.
• Microfiche is a small sheet of film, or fiche, on which many pages of material have been photographed. A magnification system, called microfiche reader, is used to read the material.

Special treatments in the bibliographic record

1. When creating MARC records for microfom, use approperiate form as for the original. For example, if it is a microform reproduction of a monograph book, then use the Books form; if it is a reproduction of a serial, use the Continuing Resources form.

2. Set the fixed fields just as if we are cataloging the original, print material. This means that the Dates for example, should be the publishing date of the original.

3. Add 007 field to code the physical characteristics of the microform as follows,

007 __ h ǂb d ǂd a ǂe f ǂf b— ǂg b ǂh u ǂi c ǂj u

4. In the 245 field, add ǂh [microform] righ after the main title

┌245 00 光明日報 ǂh [microform] = ǂb Guangming ribao.
└245 00 Guang ming ri bao ǂh [microform] = ǂb Guangming ribao.

┌245 00 文學 ǂh [microform] / ǂc 江蘇師範學院圖書館文學社編輯.
└245 00 Wen Xue ǂh [microform] / ǂc Jiangsu shi fan xue yuan tu shu guan wen xue she bian ji.

5. In the 300 field, describe the physical characters of the original, print version.

6. Use the 533 field to provide information about the microform reproduction. Please provide information in the following subfields. As for the record of microfiche, please provide the number of sheets of each item and length and width of the sheet in e subfield.

ǂa Type of reproduction (NR)
ǂb Place of reproduction (R)
ǂc Agency responsible for reproduction (R)
ǂd Date of reproduction (NR)
ǂe Physical description of reproduction (NR)
ǂf Series statement of reproduction

For microfiche, give the number of fiches of one item and the size of the fiche in the e subfield. For example,

533 __ Microfiche. ǂb Zug, Switzerland : ǂc Inter-Documentation, ǂd [197-?]. ǂe 233 microfiches. 9 x 14 cm. ǂf (CH-363).

For microfilm, give the number of reels (if known, otherwise “microfilm reels”) and the size of the microfilm in the e subfield. For example,

533 __ Microfilm. ǂb Beijing : ǂc China National Microforms Import & Export Corp. ǂe microfilm reels ; 35 mm.

7. Add a 776 field if we know that there is an OCLC record made for the original. For example,

┌776 1_ ǂt 光明日报 ǂw (OCoLC)2263314
└776 1_ ǂt Guang ming ri bao ǂw (OCoLC)2263314

Local treatment

1. Constant data for microform

The 949 _0 field is the same as for the original. Pay particular attention to the following areas in the 949_1 field(s):

(1) The value of ǂt:

• “2″ for microform items circulated in OSUL
• “20″ for OhioLink circulating microform items

– Always ask when you are not sure!

Examples,

949 _1 ǂc v. nn ǂh yyyy ǂg 1 ǂi ######## ǂj 0 ǂl stxm ǂs p ǂt 2 ǂx -
** ǂt represents Millennium ITYPE, i.e., the format of the item.

(2) Sometimes we indicate the items are microform in the ǂc subfield. For example,

949 _1 ǂc 1933July-1937July(microfiche) ǂh yyyy ǂg 1 ǂi ######## ǂj 0 ǂl stxm ǂs p ǂt 2 ǂx -

(3) ǂl is for detailed location where the microform items will be kept. Usually, it is “stxm” (microform collection stored at Book Depository).

2. How to add / edit item records for microform on Millennium

• Open the record for the microform item on Millennium, make sure that the MAT TYPE field on the bib is set approperiately, i.e., if it is a serial, the value should be “s” SERIAL/JOURNAL.
• Add item records, and make sure to set the ITYPE field as “2″ for Microform (or “20″ for OhioLink circ microform).

April 23rd, 2008

E-learning Courseware for Basic Cataloging Procedures

The OSUL Cataloging Department is developing e-learning lessons for new staff and student workers. Up to this point, 5 lessons (in 7 flash movies) are posted on the department homepage for evaluation. Note, links to large flash movies.

• Lesson 5 : Basic Copy Cataloging Procedures

part 1

part 2

part 3

• Lesson 4 : Connexion and “searching for a matching bibliographic record”
• Lesson 3 : The Millennium cataloging interface
• Lesson 2 : What is cataloging and how we do it?
• Lesson 1 : Library catalog and bibliographic records

Full text of voice-over instruction is available at our project blog.

Your comments are mostly welcome! Please email your comments to

Sherab Chen (Email: xsherabchen@hotmail.com)
Principle Investigator
E-learning Courseware for Basic Cataloging Project
OSUL Cataloging Department

March 12th, 2008

Non-Roman Cataloging began contributing records with Russian scripts to WorldCat

Anna, our Slavic cataloger has made a successful move in providing Russian scripts in her original cataloging records. Thus, we the OSUL Cataloging Department Non-Roman Cataloging Section are now contributing Russian records with Russian scripts to the OCLC cooperative cataloging database, WorldCat, as well as to the libraries’ OPAC, OSCAR. This will better assist library users who are familiar with the language in finding what they are looking for, and improve access to our East European & Slavic Collection.

Our experiment with both OCLC Connexion and local OPAC Millennium system shows seamless display of Russian scripts on both staff and user interfaces. Users can also search our library catalog with Russian text (provided the computer has necessary fonts and IME* installed).

Here are two examples of OSU original record with Russian scripts:

• OCLC#206405713 OSCAR b6372893x
• OCLC#193509700 OSCAR b63734382

The Ohio State University Libraries’ Cataloging Department has a long history in contributing Non-Roman bibliographic records to WorldCat with true vernacular scripts, including Arabic, Chinese, Hebraic, Japanese, and Korean. Recently, the Non-Roman Cataloging Section began to investigate on inputting Russian scripts in bibliographic records. We consulted other libraries who are doing this practice, experiemented with our OPAC system, and provided training to staff.

• We are mainly taking advantage of the Cyrillic MACRO developed by Joel Hahn; and if necessary, we use a virtual keyboard developed by the National Library of Russia, to input Russian texts by setting the Windows IME* into Russian. Our experiment has been successful.
• We welcome your comments and suggestions as we are still beginners in this practice. Please send your comments to Sherab Chen, Coordinator of Non-Roman Cataloging: xsherabchen@hotmail.com

Advancement of Unicode and computer facilaties such as the Windows IME* technologies, and the recent practice of OCLC Cooperative Cataloging all encourage the providing of true Non-Roman scripts in bibliographic record. As technical service librarians and catalogers, we strive for providing our users better access to bibliographic information. Making cataloging records with origianl languages and making library catalog searchable in the languages user-preferred are certainly one of the most important moves towards this end. We will continue to make endevour in this direction.

*The IME is a Microsoft product stands for Input Method Editor, and it’s pre-installed on all Windows computers version 2000 above.

February 27th, 2008

Frequency Irregular or Unknown Serials

Examples for cataloging frequency irregular or unknown periodicals

OCLC#35798358

February 6th, 2008

Cataloging East Asian language learning/instructional audio cassettes

I. The entity is a book accompanied with audio cassettes

Special treatments in the Bibliographic record

• The bib record is created for Books
• Call number and Subject headings for this group of materials:
  PL1129.E5 or PL1125.E6 (check for approperiate)
  Chinese language $v Textbooks for foreign speakers $x English
  Chinese language $vConversation and phrase books $xEnglish
• In the 300 field, add sub field e: +e n sound cassettes (n = number of audio cassettes)
• The MAT TYPE field value is a for Books, because the entity is still considered as a book! (In Constant data, sub field m in the first 949 is a)

Special treatments in the Item record(s)

• The Labeling section can pack and group cassettes into 3, 4, 8 or 12 in one container. So, add item record(s) accordingly.
• The volume identifier for the cassettes is cassette (cassette 1, cassette 2, etc.)
• The I TYPE value for each cassette should be 3 for Audiovisual (In Constant data, sub field t in the secondary 949 is 3)
• Location. Keep language instructional audio cassettes on MAI regular stack, so use “maise” in all book and cassette Item records.

Examples

高级汉语听力 Gao ji Han yu ting li
PL1129.E5 G36 2000
OCLC#53902221 B61119337

路 : 短期速成外国人汉语会话课本 Lu : duan qi su cheng wai guo ren Han yu hui hua ke ben
PL1125.E6 L8 2002
OCLC#53901998 B61143431

————
II. The entity is consisted of audio cassettes with or without booklets or other textual supplements

Special treatments in the Bibliographic record

• The bib record is created for Sound Recordings
• Call number and Subject headings are the same with above; however, as an OSUL locale practice, we add a “Call number suffix” and in this case it is “Phonotape cassette.” Example, PL1129.E5 B3 1999 Phonotape cassette
• Fixed fields: (1) Type should be i for Non-musical sound recording; (2) Comp is nn for Non-musical; (3) LTxt is j for Language instruction.
• Add 007
• Add h sub field $h [sound recording] in the 245 field
• In the 300 field, describe how many cassettes and in b sub field, use analog if proper. For example, 300 __ 4 sound cassettes : $b analog
• The MAT TYPE field value should be g for Audiovisuals (In Constant data, sub field m in the first 949 is g)

Special treatment in the Item record(s)

• The Labeling section can pack and group cassettes into 3, 4, 8 or 12 in one container. So, add item record(s) accordingly.
• The volume identifier “cassette” in the item record can be omitted to avoid redundancy with call number suffix.
• The I TYPE value should be 3 for Audiovisual (In Constant data, sub field t in the secondary 949 is 3)
• Location. Keep language instructional audio cassettes on MAI regular stack, so use “maise” in all book and cassette Item records.

Examples
汉语文化双向敎程 [sound recording]. 准中级 Han yu wen hua shuang xiang jiao cheng [sound recording]. zhun zhong ji
PL1128.H36 1999 phonotape cassette
OCLC#122738717 B63930195

January 23rd, 2008