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

JMSTC Project procedures (2)

JMSTC project training and cataloging procedures
– Updated July 1, 2008 by Natsumi & Sherab

I. After having gone through the general training, you should read and study the Japanese Romanization Tables (http://www.loc.gov/catdir/cpso/romanization/japanese.pdf). The basic romanization (transliteration) scheme we use for cataloging Japanese materials is based on the ローマ字綴り方表 in Kenkyusha’s New Japanese-English Dictionary with minor exceptions.

II. Housekeeping and beginning of investigation

• Each cataloger keeps a processing log in form of a spreadsheet file (saved on the J drive). When you begin to catalog a title, first put the fiche number in your spreadsheet file.
• Get the 収録書目 Shūroku shomoku (the lose leaf guide) and the JMSTC Catalog (the 2 v. red books, pub. by Waseda Univ.).
• These print materials are used as “chief source of information” for our JMSTC cataloging project; but if confusion or doubts rise up, you need to examine the microfiche itself on the microfiche reader.

III. Preparing the bibliographic record for each microfiche title

1. Search OSCAR to see if OSUL has a holding of this microfiche title (must be exactly the same publication; which is very unlikely because you’re cataloging new titles).
2. Search OCLC WorldCat on Connextion.
   

   – Search in both romanizations and in Japanese.
   – Be careful! Some kanji (漢字), such as 説, 巻, 姫, 戸 etc., cannot be recognized.
   – Refer to Useful web resources for JMSTC if you need more information.

The search will result in three possibilities:

• You find a record made for the book
• You can’t find a record made for the same book, but you can find a record made for related publications. We call it a “useful record.”
• You can’t find any useful record

IV. A record made for the book is found
— This means the record is made for the same book but NOT for the microfiche reproduction.

• Copy the OCLC # of that record and keep it on your spreadsheet file.
• Derive a NEW record from it.
  – To derive a new record: [Edit]-[Derive]-[New Master Record] or (Ctrl+Alt+c)
• Revise and edit the new record — see detailed instruction below.

V. A useful record is found, but not for the same book
— A useful or related record means that a good amount of information on that record can be used to derive a new record for our title.

• Copy that useful OCLC record # and keep it on your spreadsheet file.
• Derive a NEW record.
• Revise and edit the new record — see detailed instruction below.

VI. No useful record can be located on WorldCat

• Create a new record for our microfiche title from scratch!
• We have designed a “template” for creating new JMSTC bibliographic record.

Instructions on revising and editing JMSTC records

Applying Constant Data

• It is a unique procedure in the JMSTC project to apply Constant Data right at the beginning of editing the bibliographic record.
• To apply Constant Data, [Edit]-[Constant Data]-[Local]-[Apply by Name] or (Ctrl+b)
• Be careful! If there is 130 or 240 field, they will disappear when Constant Data is applied. If you need to add 130 or 240 field, add the fields after applying Constant Data.

Treatment for title and author’s name
Keep-in-mind Transcribe the old Chinese characters (旧字体) as on the piece. You may need to check the microfiche itself. This means, for example, if the title is shown as xxxx, you can NOT alternate into xxx. Exception, when the old Chinese character is unable to produce on the computer, use the most approximate one available.

Variety of statement of responsibility

Checking points on MARC record
1. Fixed fields
2. Variable fields

Edit the 9xx fields

===the below content needs to be tailored and revised====

Before revise or create a new record, read
-See Useful notes and treatments for JMSTC bibliographic records

8. Revise and make corrections.
-Refer to Useful Resources for JMSTC to set correct title, author’s name, and publisher fields for both in romanization and Chinese character.
-Transcribe the old Chinese characters (旧字体) as on the piece. You may need to check the microfiche itself. This means, for example, if the title is shown as xxxx, you can NOT alternate into xxx. Exception, when the old Chinese character is unable to produce on the computer, use the most approximate one available.

[check points]
-Desc: a (Cataloging Rule – “a” means Anglo-American Cataloging Rules)
-Elvl: I (Cataloging level – “I” means full level)
-Srce: d
-Form: b (Format – “b” indicates microform)
-Ills: put “a” (illustrations), “b” (maps), “c” (portraits), etc. if they present. (check 300 field, too.)
-DtSt: put “s” (single date), “m” (multiple dates), etc.
-Dates: published years
-245 field: Title and statement of responsibility. Add ǂh [microform].
-100/700 field: Based on 245 field, add 100 (“Main entry” for author’s name) and/or 700 (“Add entry” for second author’s or editor’s name).
-Check the author’s/editor’s name for 100/700 fields.
[Authorities]-[Search]-[LC Names and Subjects] (Shift+F2)
-260 field: Publication information.
-300 field: Physical description.
-440 field: Series – in our case, the JMSTC series. Put the fiche number in v subfield.
-533 field: Reproduction. Put the 枚数 in e subfield.
-949 field: Local. Put the fiche number, 枚数, year.

9. Double check again all the fields, then Update Holding, and put the new OCLC # into the processing sheet.
10. Export the new record to OSCAR, and put the Bib number into the processing sheet.

VII. If no OCLC record is found, create a new record from scratch.
[Cataloging]-[Create]-[Single Record]-[Books] (Ctrl+Shift+b)

Add comment November 10th, 2008

When do we need to make a new record for a serial?

Major and minor changes

Catalogers tend to create new bib record only when major changes took place in a certain serial; but not to create a new record if there are only minor changes.

Major changes include:

• Significant changes in title
• Changes in issuing corporate body, main entry or corporate body uniform title qualifier
• Edition statement (in some cases)
• Physical medium

Minor changes include:

• Minor change in title
• Numbering change
• Edition statement (in some cases)
• Other changes to uniform title qualifiers
• Change of publisher and/or issuing body

Case Examples

Example 1

• We received an issue of a Korean journal titled “한국 고고학 저널 Journal of Korean archaeology”. We don’t see any volume number on it. The title page and colophon only show “2007 한국 고고학 저널 Journal of Korean archaeology” and a publication year 2008. It is issued by Kungnip Munhwajae Yŏnʼguso; and published by Churyusŏng Chʻulpʻansa.
• A search of the title 한국 고고학 저널 on WorldCat resulted in a bib record OCLC no.191135611. According to the record, this journal was issued by the same coporate body (Kungnip Munhwajae Yŏnʼguso), but was first published by Taewŏnsa since 2006; and at that time, it has a sub title 화보집. Then, from vol.2 (2006) it was published by 주류성 출판사 (Churyusŏng Chʻulpʻansa), without the above mentioned sub title.

APPROACH

• This is a case where we have a change in pulisher but NOT the issuing body [minor change].
• Use the bib record OCLC no.191135611 — it has already made all necessary notes (if not, add them).
• Because we do not subscribe it regularly, we don’t update holdings, but just overlay the record into our system.
• Because our issue in hand has no vol. no., “2007″ is used as volume number, even though it was actually published in 2008. To avoid confusion, we do not put the publishing year in the YEAR field on the item record. Comparison: An anuual book uses the year in the YEAR field to differentiate volumes! (example b6647517x)

Problematic cases

• There is a Korean journal 現代文學 Hyŏndae munhak. (現代文學=현대문학)
• OCLC has a record made for it when it was issued by Hyŏndae Munhak Yŏnʼguhoe, published by 自由莊 Chayujang in 釜山市 Pusan-si, from 1954-1997.
• At that time, it has a parallele title “Littérature contemporaine”.
• And on the record, the cataloger made a 130 uniform title 現代文學 (Pusan, Korea) Hyŏndae munhak (Pusan, Korea).

Now, what we found out

• After 1997, the same title was published by 현대문학 (Hyondae munhak co. Ltd) in 서울시 Sŏul-si (漢城).
• And its parallele title changed to “Contemporary literature”.

Q: Do we need to create a new record for the serial?

Add comment May 24th, 2008

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)

• Remember to keep the current OSUL Call number and/or other local info before overlay.
• Update holdings and 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

• The call number should agree with that of the previous title set on OSCAR (see below for specific instruction)
• Update holdings on OCLC and export to/overlay the record on OSCAR.

CALL NUMBER APPROACH

We prefer to keep the same call number for the new title whenever it is possible. This means to “use the same call number for one to one title changes. If the serial’s volume identifier sequence restarted, you will need to add a 2 to the final portion of the call number so that same numbered volumes can be told apart.” Example,

call number of the old title	call number for the new title
AS559 S4 A241 v.1	AS559 S4 A2412 v.1

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.

Examples
One to one title change

• A Taiwanese library science journal (b34112364) changed title in year 2006. A new record is brought in: b65650840. The call number remains unchanged.

Title splits
(forthcoming)

Add comment May 23rd, 2008

Cataloging Video recordings (DVDs, video cassettes etc.)

Now-a-days we mostly get two types of video recording, DVDs and VHS video cassettes. The cataloging treatment for them is similiar. The following is an explanation using DVD video recording as example.

“The Mission” directed by Roland Joffe released as DVD movies

I.1. Preparing the bib record on OCLC Connexion (the cooperative cataloging part)

• 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 part)

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 becomes 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

Treat VHS video cassette the same as above. The only difference is in the Call number suffix

Examples,
A VHS: JK1758 .U715 1995 Videotape
A DVD: DS795.8.A2 Z44 2007 DVD

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

Add comment 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 a 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

OCLC#56519601 - A Chinese translation of a English classic (Huxley’s Evolution and ethics)
OCLC#227068880 - An English translation of a Chinese work but with colophon in Chinese

Note for “non-filing characters”

Non-filing characters, a.k.a. nonfiling characters, non filing characters, initial definite and indefiinte articles, initial articles, etc….. are things like, in English, “the”, “a”, or “an”.

For a list of non-filing character treated in MARC 21 bibliographic record, consult the following resources.

• Counting non-filing characters in MARC 21 bibliographic records
• Initial Definite and Indefinite Articles
• Appendix K. Initial Articles

Be aware that, things like “Des” in French may or may not always be treated as a non-filing character - because in French, Des can mean “of the” or “to the,” in which case it is a preposition word! A rule of thumb is: always consult with a language experts when you have doubt.

1 comment May 6th, 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).

Add comment April 23rd, 2008

Serials with irregular or unknown frequency

Examples for cataloging a serial that has irregular or unknown frequency.

OCLC#35798358

Add comment 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
PL1129.H36 1999 phonotape cassette
OCLC#122738717 B63975816

Add comment January 23rd, 2008

Treatments for OSU and Non-OSU Thesis

For all kinds of thesis, add 502 field, e.g.

502 _ _ Thesis (Ph. D.)- -Ohio State University, 1954

Optionally (and if available), we can add a 500 field for advisor info if the thesis is not belonging to OSU, e.g.

500 _ _ Advisor: I. A. Gould

┌500 _ _ 指導教授:簡恩定
└500 _ _ Zhi dao jiao shou: Jian Ending

If the thesis belongs to OSU, (1) add a 590 field for advisor info, e.g.

590 _ _ Advisor: I. A. Gould

(2) Set the MAT TYPE field in bib record as “z” (for OSU thesis)

Example for OSU thesis record: B29939392 OCLC#53977947
Example for a non-OSU thesis: B62645699 OCLC#181373593

Add comment November 16th, 2007