The Ohio State University

Author name consistancy

xxxx

1. Try search Name Authority File (on Connexion), see if there is an authority file established for this author.
2. If there is an authority file, use that for the name in 100 or 700 fields in the bib record. This means it can be different from the form in 245 statement of responsibility.
3. If there is no authority file made for the name, then, we should keep consistant for that author name (at least in all records created by us).
4. It includes name form and year associated, and which name we used (”real” name or psedonym)

For examples,
稲岡奴之助 (Inaoka Nunosuke) often appears on the piece in different forms, sometimes, 奴之助, sometimes 稲岡奴之助. And upon a time, we discovered the author’s birth year (1873) — from any reliable or reasonable sources, from that point, we need to establish a form of the author’s name (i.e. that to be used in 100 or 700). For this case, it will be
┌稲岡奴之助, ǂd b. 1873
└Inaoka, Nunosuke, ǂd b. 1873

呑気楼三昧(Nonki Ōzanmi) is the psedonym of 高松豊治郎 (Takamatsu Toyojirō)

This is an example that an author has an authority file
松林伯圓, ǂd 1832-1905
Shōrin, Hakuen, ǂd 1832-1905.

Add comment September 29th, 2009

Call number suffix and volume identifiers

This post explains Call number suffix in contrast with Volume identifiers

Usually a call number ends with the year of publication, but OSUL has a local practice of adding something called “Call number sufix” to assist retrieval of items in special format. Note (1) the call number suffix is added to call number on the bib record; (2) only established sufix can be used, and these are:

1. Computer file [If GMD is “electronic resource”] Example, PL687.A3 Z4 1999 Computer file
2. DVD [If GMD is “videorecording”] Examples,
3. Videotape [If GMD is “videorecording and in VHS format] Example, PN1997.C485 1996 Videotape
4. Phonotape cassette [If GMD is “sound recording”] Example,
5. Kit [If GMD is “kit”] Example, DP102.I853 2001 Kit

A volume identifier, on the other hand, is something to be added in the Item record — check here for a full explanation on Volume Identifiers.

When such a suffix has been added as part of the Call number in a bib record, there will be no necessary to add volume identifier for each item in that format (but any supplements still need volume identifiers). Examples,

• Zenkoku hogen shiryo [electronic resource] (1999) has total 13 items, v.1 to v.12 CD-ROMs (computer files) with a booklet.
• Oshin [videorecording] (2003) is a set of DVDs in 7 volumes, each volume contains 4 to 5 pieces of DVDs.
• Spoken Swedish [sound recording] is a 5-volume set of phonotape cassette accompanied with a book. So the call number is PD5113.F72 1990 Phonotape cassette.

For details on treatment of special formats, check Special Formats Requirement.

Add comment June 16th, 2009

Bound with

(Also see documents “Bound-with processing for monograph” and “Bound-with: Special Collections” under CAT documents)

If two or more different works are bound together, either as one part (single volume) or as separate parts but bound together in a case; and no collective title* is made for these works (often the title of the first work appeared as the title), we can treat them as “bound with” and provide a “with” note as defined by AACR2.

• Create separate bibliographic records for each work/title.
• Assign one classification to all works; if different, classify under the first title.
• Add a 501 field (501__ with xxx) in each bib record.
• Create only one item record under the first title.
• Link that item record to other Bib records.

The result of this is: When a user searches either title, he/she will get the bib record made for that title, and see an item available under it. When the user checks out the item, he/she is actually checking out all the works/titles bound together at the same time. In other words, when one title is checked out, the other are also checked out.

*Do not use the “bound-with” treatment for different titles that are grouped under a collective title.

2 comments May 29th, 2009

440 made obsolete

Field 440 (Series Statement/Added Entry–Title) has been made obsolete in the MARC 21 Bibliographic Format in Fall 2008. For details, see MARBI’s Proposal.

Current Practice

• Use a combination of 490 and 830 to trace the series title.
• The 1st indicator of 490 is redefined. Now, using 1 means “series traced in 8XX field.”
• Put the traced form of series title in the 830 field.
• Note 490 does NOT have p or n subfields, but v or x subfields can be used.

Examples.
A Korean series title
OCLC #123909673

┌490 1_ 奎章閣資料叢書. 藝術篇 ; ǂv 2
└490 1_ Kyujanggak charyo chʻongsŏ. Yesul pʻyŏn ; ǂv 2
┌830 _0 奎章閣資料叢書. ǂp 藝術篇 ; ǂv 2
└830 _0 Kyujanggak charyo chʻongsŏ. ǂp Yesul pʻyŏn ; ǂv 2

When additional series title needs to be traced. Example,
OCLC #318646126

490 1_ The “rising generation” series ; ǂv 1
┌490 1_ 明治期刊行物集成 (JMSTC). 第1期, 文学, 言語編 ; ǂv 07951
└490 1_ Meijiki kankōbutsu shūsei (JMSTC). Dai 1-ki, Bungaku, gengo hen ; ǂv 07951
830 _0 “Rising generation” series ; ǂv 1
┌830 _0 明治期刊行物集成 (JMSTC). ǂn 第1期, ǂp 文学, 言語編 ; ǂv 07951
└830 _0 Meijiki kankōbutsu shūsei (JMSTC). ǂn Dai 1-ki, ǂp Bungaku, gengo hen ; ǂv 07951

Note. If the title originally has articles, such as “the”, keep it in the 490 field, but do not enter it in the 830 field. OCLC Bib Formats & standards has made a note for this: “Current practice is to enter the title without articles and use 2nd indicator value 0.”

1 comment April 14th, 2009

Date associated with the person issues

Current cataloging rule (RDA):

• “A date associated with the person is required when needed to distinguish a person from another person with the same name.” — RDA Section 3, chpt 9.3
• “Take information on dates associated with the person from any source.” — 9.3.1.2 Sources of Information
• “Record dates in terms of the calendar preferred by the agency creating the data. Record a date associated with a person by giving the year alone.” — 9.3.1.3 Recording Dates Associated with Persons

There are three types of date associated with the person which are “required when needed to distinguish a person from another person with the same name.”

• Date of Birth
• Date of Death
• Period of Activity

[Common practice] Optionally, add date(s) to any personal name, even if there is no need to distinguish between headings. — AACR2 22.17A

PROBLEMS

1. When the person’s LC authority form does not have a date, but our sources present a date or dates

– Suggested treatment: Give the date(s) in the vernacular field, and leave the romanization field as given by LC name authority record.

┌100 1_ 雑賀柳香, $d 1857-1902
└100 1_ Saiga, Ryūkō

2. When there is no LC authority record eastablished for a person name

***Thumb-up rule: Be consistent ourselves.

When there is no LC authority record, check OSCAR to see if we already have records of the same person.
If found, follow the way we did on OSCAR.

Note sometimes you find information given by other sources such as Wasada, Keio, 国会図書館 (NDL), etc. For examples, a Wasada record has

┌700 1_ 花笠文京, ǂd 2代目 1857-1926.
└700 1_ Hanagasa, Bunkyō, ǂd 2 1857-1926.
┌700 1_ 歌川国政, ǂd 3世 1848-1920.
└700 1_ Utagawa, Kunimasa, ǂd 3 1848-1920.

Only take reference, but follow the way we did on OSCAR, i.e.

┌700 1_ 花笠文京, ǂd 1857-1926
└700 1_ Hanagasa, Bunkyō, ǂd 1857-1926
┌700 1_ 歌川国政, ǂd 1848-1920.
└700 1_ Utagawa, Kunimasa, ǂd 1848-1920.

Instructions on recording dates of birth for two or more persons with the same name born in the same year.
9.3.2.3

Add comment March 31st, 2009

Treatment For Accompanying Materials

Some times, you are cataloging a book that is accompanied by certain materials including booklet, CD-ROMs, maps, errata, teacher’s mannual, etc. The following are teatments for these materials (For books accompanied with CD-ROMs, see specific instruction).

I. Treatment on the bib record

In the 300 field, add a “e” subfield for the accompanying material. Examples,

• 300 _ _ 227 p. : $b ill. ; $c 21cm. + $e 1 booklet (40 p.)
• 300 _ _ 130 p. : $b ill. ; $c 23 cm. + $e 1 CD-ROM (4 3/4 in.)
• 300 _ _ 630 p. : $b ill., maps ; $c 23 cm. + $ e 1 atlas (301 p., 19 leaves : col. maps ; 34 cm.)
• 300 _ _ 800 p. : $b ill., maps ; $c 23 cm. + $ e 3 maps + teacher’s manual.
  [If the entity is a map, then see extra instruction for cataloging a map]

Optionally, you can add a 500 note to explain the nature of the accompaning material.

II. Treatment on the Item record

The question here is whether or when to add an Item record for that accompanying material.

(1) If the booklet is large and/or has a substantial content, then you want to add a separate item record for it, after the item record added for the book. Example,

949 _1 $g 1 $i 32435080647662 $j 0 $l stx1 $s p $t 0 $x – [item for the book]
949 _1 $c suppl. $g 1 $i 32435080647662 $j 0 $l stx1 $s p $t 0 $x – [item for the booklet]

After cataloging,

1. Insert a same colored streamer to the booklet
2. Write down the Call number on the title verso of the booklet

STX
PL726.1
T66
2004
Suppl.

(2) If the accompanying material is small and less substanial, no Item record needed for it. But you might want it to be in a pocket. In this case, insert a streamer for requesting pocket at the Labeling.

Related issues: other materials attahced to the book
1. Errata slip

When an errata silp is inserted in the book, make a 500 note
500 __ Errata slip inserted.

2. (to be added…)

Add comment February 13th, 2009

Protected: Web 2.0 Awareness Survey

About

At the Non-Roman Cataloging Section, we are conducting a research on the benefit of using Web 2.0 tools to facilated and enhance our cataloging activities. This survey investigates on current awareness of Web 2.0 among staff, librarians, and student employees at the department.

Take the survey (an online form will be open, please fill it out, and click on the Submitt button when you’re done)

Thank you for your input!

Enter your password to view comments February 6th, 2009

Volume Identifiers

What is Volume Identifier? Volume Identifiers are codes used to “identify” a specific volume. Volume Identifiers are added in the Item Records on Millennium.

The simplest volume identifier is “v.” For example, if a book has three volumes, then the volume identifiers for each volume will be v.1, v.2, and v.3. Other frequently used volume identifiers include “no.” (e.g., no.1, no.2, no.3 …), “pt.” (parts), “suppl.” (supplement), “booklet”, “index”, “map/maps”, “cdrom”, etc.

For a single volume book, there is no need of volume identifier.

For a single volume book accompanied with one or more CD-ROMs, the book itself does not need a volume identifier (for it’s the only volume), but the accompanied CD-ROM item(s) need. See procedures on how to process a book accompanied with cdrom.

This is a list of prescribed volume identifiers used in Item records. Look for one that best describes the nature or characteristic of the volume.

NOTE:
When identifiers are needed for accompanying materials, add a number as needed

• single item: cdrom
• packaged separately: cdrom and cdrom2
• packaged together: cdrom 1-2

%ser. = seres
*cd = music compact disks or audio disks
**cdrom = computer data file compact disks
***disk = floppy computer disks and diskettes
#incomplete = old practice; give specific volumes, e. g. v.1, 3-5
##n.s. = old practice; use ‘new ser.’
+booklet = e.g. accompanying music cd
++guide = e.g. textual guide or manual in multipart work
+++text = e.g. accompanying maps

Document archived on Cataloging Department website: “approved volume identifiers“

(file opens with Word document)

For complete guidelines and policies of identifiers at the OSU Libraries, please refer to the following document

Item records: Volume Identifiers

1 comment December 26th, 2008

Special formats requirements

Special formats

*Vol. Id = Volume Identifiers in Item records.

Add comment December 26th, 2008

Call number issues

Using year or year-range at the end of call number

Sometimes, a multi volume set does not have volume numbers. Pieces are only differentiated by year or year-range. In this case, we can, optionally, use the year or year-range as part of the call number for each piece, and as a consequence, do NOT add year in the item records (i.e., leave the YEAR field blank). See examples below.

►海外日本實業者 Kaigai Nihon jitsugyōsha no chōsa
b6385160x
Call numbers look like:

• HC464 .K35 1913-1915
• HC464 .K35 1903-1912

►在外本邦實業者調 Zaigai honpō jitsugyōsha shirabe
b65117475
Call numbers look like:

• HC464 .K35 1939
• HC464 .K35 1936-1937
• HC464 .K35 1931-1935
• etc.

►紫禁城 Zi jin cheng
b65740476
Call number look like:

• DS715 .Z524 2006.1 no.134
• DS715 .Z524 2006.2 no 135
• DS715 .Z524 2006.3 no.136
• etc.
• DS715 .Z524 2006.8-10 no.142
• DS715 .Z524 2006.11-12 no.143
• etc.

***Since this multi volume set does have a running total number, there can be another approach that is to use the number as volume identifier, and add year. The call numbers will then look like:

• DS715 .Z524 no.134 2006
• etc.
• DS715 .Z524 no.142 2006

Call number for oversized items

See Oversized Items

Add comment November 14th, 2008