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OUTLINE
I. Call number fields

1. Difference between 050 and 090 fields
2. Sub-fields and punctuation issues

II. Subject Heading fields

1. Types of Subject Headings
2. LC Subject Headings and “quasi-LC Subject Headings”
3. Subfields

III. Correlation
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I. Call number fields

• At OSUL, we assign call numbers according to the Library of Congress Call Number (LCC) system
• In a MARC record, there are two kinds of call number fields for LCC: 050 and 090
• The 050 field is for call numbers assigned either directly by Library of Congress catalogers or someone else on the level of assigning a LC Call number. When we create new record, we do not use the 050 field, instead, we use the 090 field.
• The 090 field is for “locally assigned LC-type call number,” which means call numbers assigned by us according to LCC.

In copy-cataloging

• when you find a record that (1) has only a 050 call number and (2) the form of that call number agrees with our local practice, accept that 050 field. This call number will be the call number we use for shelving.
• at time when you find a record that (1) has only a 050 call number but (2) the form of that call number does not agree with our local practice, leave the 050 field alone, add a 090 field and put there the call number modified according to our local practice. For instance, if you see
  050 _ _ DS912.382.C48 $b C47 2007 $b Z54
  leave it alone, and add a 090 field following it, your record will look like this:
  050 _ _ DS912.382.C48 $b C47 2007 $b Z54
  090 _ _ DS912.382.C48 $b C47 2007
• By default, the OPAC system (i.e. OSCAR) will automatically select the call number in the second call number field!

II. Subject Heading fields

정조
안동시

III. Classification (Call number) and Subject Heading Correlation

• We can assign more than one Subject Headings for a single publication. Totally, we can have 6 Subject Headings in a bib record.
• The Classification is correlated with the first Subject Heading. In other words, assign a call number according to the first Subject Heading in a bib record.
• Therefore, if a bib record has more than one Subject Heading fields, the first one should contain the major Subject Heading assigned for the publication. And the call number is determined by that Subject Heading.
• In case if a work treats two subjects eaqually, the subject comes first will be the first Subject Heading.
  For instance, if a book is titled
  “Modern Mathematics and Western Philosophy,”
  put mathematics in the first Subject Heading field, provide secondary headings for western philosophy, and assign a call number for modern mathematics.
• We do not have to assign Subject Headings for a fiction. In other words, a bib record made for a fiction may only have a call number.

If a book is over 30 cm in height (or width), it will be treated as an oversized book, and shelved at a designated area in the library no matter what call number it is assigned. Each branch library will decide where to put the oversized items.

You need to do two things when cataloging an oversized item:

1. On the item record, choose the location code for oversized items.
2. Mark an asterisk beside the classification when you write call number on the piece.

There’s no special treatment on the bibliographic record.

• MARC stands for “MAchine Readable Cataloging”! “Machine” here refers to a computer in an automated library system.
• MARC is, as a mainstream, the format used to create cataloging records for libraries’ online catalog.
• The two cataloging programs, Connexion and Millennium, we use to do cataloging job both handle the MARC format.

MARC anatomy

• Each MARC record consists of many fields.
• All the fields are divided into two big areas, namely, Fixed Field and Variable Field.
• As a beginner, you only need to pay attention to some of them as shown in the following table.
• Note: Do NOT attempt to remember all details of the fields — that will make you dizzy! In stead, try to have a whole picture of the fields and get familiar with those important ones gradually by your routine practice. Just as a shepherd may not be able to tell you the exact number of sheep he has, but he can notice immediately if one of them is missing! So does a cataloger can tell something is wrong in a MARC record by just taking a look at it.

Let’s first take a look at some of the variable fields in a MARC record.

Now, what do we need to know about those Fixed Fields?
– The Fixed Fields concern questions including what cataloging rule we follow when we create a bibliographic record, what level of record we are creating, when the entity is published, what the language of the publication is and what country the publishing agent belongs to? etc.

Punctuations in MARC

More MARC fields to get familiar with

Co-relation between variable fields and fixed fields

Usage of the 246 field
1. “Use field 246 if a title differs substantially from the title statement in field 245 and if it contributes to further identification of the item. Also use field 246 for tracing a portion of the title.” (OCLC MARC Field Help)
2. When to add a 246 field?

The following examples may illustrate the practice:

In cases when the second part of the title does not have any significant meaning, do NOT add 246 for it
Zang Ao: zhong jie ban 藏獒：终结版
Wu zhe: huo juan 舞者：火卷
Wu zhe: bing juan 舞者：冰卷

In cases when the subtitle or part of the title conveys significant meaning, add a 246 field for it
Cheng shi ji feng : Beijing he Shanghai de wen hua jing shen 城市季风：北京和上海的文化精神

• 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.

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

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

* 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

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!

• 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).

• 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