The Ohio State University

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.

June 16th, 2009

Special formats requirements

Special formats

*Vol. Id = Volume Identifiers in Item records.

December 26th, 2008

MARC in Practice (4): Title Proper and Varying Form of Title

The following are guidelines for title related issues in cataloging, especially for treatments of

1. Sub title
2. Portion of title proper requires attention
3. Parallel title
4. Added title page title
5. Complicated multi lingual title and statement of responsibilities
6. Uniform title
7. Analytical title

A simple title like “Gone with the wind” (by Margaret Mitchell) requires no special treatment, but a regular 245 field –

100 1_ Mitchell, Margaret, ǂd1900-1949
245 10 Gone with the wind / ǂc by Margaret Mitchell

But sometimes, the title can be traced different from the title proper, and this is handled by the 246 field in a MARC record. The purpose of a 246 field is to assist user to find what they want by what they could know about the work.

“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 Bibliographic Formats & Standards)

1. Sub title

What is “sub title”? Sub title refers to the sub-portion of a title phrase. For examples,

Fast food nation : the dark side of all-American meal

– The part “the dark side of all-American meal” is a sub title.

Use the 246 field for sub title(s)

Note we only add 246 for sub title when that sub title conveys significant meaning and can stand alone. In cases when the sub portion of a title does not have any significant meaning, we usually do NOT add a 246 field for it.

Examples for a sub title that qualifies a 246:

• Fast food nation: the dark side of all-American meal (by Eric Schlosser)
  245 10 Fast food nation : $b the dark side of all-American meal / $c Eric Schlosser
  246 30 Dark side of all-American meal
• 城市季风：北京和上海的文化精神 (杨东平 著)
  ┌245 10 城市季风 : $b 北京和上海的文化精神 / $c 杨东平著
  └245 10 Cheng shi ji feng : $b Beijing he Shanghai de wen hua jing shen / $c Yang Dongping zhu
  ┌246 30 北京和上海的文化精神
  └246 30 Beijing he Shanghai de wen hua jing shen

Examples for a sub title that does not qualify a 246:

• Blogoshere: the new political arena (by Michael Keren)
  245 10 Blogosphere : ǂb the new political arena / ǂc Michael Keren
• 藏獒：终结版
• 舞者：火卷
• 舞者：冰卷
• 奎章閣所蔵文集解說. 18世紀
  Kyujanggak sojang munjip haesŏl. 18-segi

2. Portion of the title proper has significant meaning and can stand alone

Examples for a portion of title that qualifies a 246 field:

Consider this title: パリ ベベ－ル コレクショ ン 浮世絵名作300選展 (which means “Paris Vever Collection of 300 famous ukiyoe paintings”)
— The latter portion “浮世絵名作300選展” has significant meaning and can stand alone. We can provide a 246 field for it.
OCLC #1839967

Consider this title: 館藏仏教の美術 Kanzō Bukkyō no bijutsu
— The portion 仏教の美術 qualifies a 246 field (the words 館藏 is also printed smaller on the title page!)
OCLC #23332506
┌245 00 館藏仏教の美術 / ǂc [編集 根津美術館 ; 主催 根津美術館, 日本経済新聞社]
└245 00 Kanzō Bukkyō no bijutsu / ǂc [henshū Nezu Bijitsukan ; shusai Nezu Bijutsukan, Nihon Keizai Shinbunsha]
┌246 30 仏教の美術
└246 30 Bukkyō no bijutsu

Note an old way to handle such cases was to use the 740 field. But the current practice is to use the 246 field. See specific instruction on 740 field.

3. Parallel title

3.a. Simple parallel title applies to cases such as a title is accompanied (paralleled) with an equivalent (usually a translation) in other language. Example,

Use = ǂb field for the parallel title, and give a 246.

3.b. A title is paralleled by more than one equivalent in other language.

Example,

Treatment

Note a “parallel title” is different from “uniform title.”

4. Added title page title

4.a. An additional title page is present in the book
Example, OCLC#

4.b. Title equivalent appears on “page 4 of cover”
Sometimes, a title equivalent in other language is given on the back cover of the book (called “page 4 of cover”). Examples

OCLC#34566204

OCLC#10243092

4.c. Title equivalent given on the colophon

Example,
OCLC#

4.d. Note do NOT add 246 when the title equivalent is identical to the title proper. This includes the case when the equivalent can be made identical by normalization; or, cases such as for Korean materials, when both Hanja and Hangul forms of the title present, the romanization will be the same. Therefore, do not add two 246 fields with the same romanization of title.

5. Complicated multi lingual title and statement of responsibilities
When both the title and responsibilities have multi lingual forms, treat the main language set regularly and put the other language set after a equal-sign. Example,

will be treated like this:

Example of a Korean title: OCLC #31157988

6. Uniform title
7. Analytical title

September 10th, 2008

Cataloging maps, atlas and other cartographic materials

I. Creating and Editing the MARC Record

1. Setting the Fixed Fields’ values:

• Type: e – Cartographic material (If the item is a book accompanied with a map, use “a” for books)
• Blvl: m – Monograph
• CrTp: a – Single Map (b for Map series; c for Map serial; e for Atlas, etc. Check OCLC MARC field help for CrTp)
• Relf: This field tells what type of relief the map used. Check OCLC MARC Field Help for Relf and choose a proper code.

2. Some variable fields that are specifically necessary for a map record:

007 Physical characteristics
Check OCLC MARC Field Help for 007 Map to set this field.

034 Scale, longitude, and latitude (check each map for these)
For examples, if a map has a scale 1:200,000, and in E 139°00′ — E 140°00′, N 34°00′ — N 34°40′, the 034 field will be

• 034 1_ a ǂb 200000 ǂd E1390000 ǂe E1400000 ǂf N0340000 ǂg N0344000

255 Cartographic mathematical data. Write scale, longitude, and latitude.
For example, for a map with a scale 1:200,000, and in E 139⁰00′–E 140⁰00′, N 34⁰00′–N 34⁰40′, write as follows:

• 255 _ _ Scale 1:200,000 ǂc (E 139⁰00′–E 140⁰00′/N 34⁰00′–N 34⁰40′)

The following sentences can also be used:

• 255 _ _ Scales differ.
• 255 _ _ Scale not given.

300 Dimensions
For example, 37 x 46 is the size of the actual map; 54 x 79 is the size of the sheet on which the map is printed, and it is folded to 27 x 20. Then, the 300 field will be:

• 300 _ _ 1 map : ǂb col. ; ǂc 37 x 46 cm. on sheet 54 x 79 cm., folded to 27 x 20 cm.

Note: The size of the sheet is optional, so the following is OK as well:

• 300 _ _ 1 map : ǂb col. ; ǂc 37 x 46 cm., folded to 27 x 20 cm.

3. Special local codes for maps:

• Millennium Bib MatType / m sub-field in Connexion Constant Data 949 (second indicator 0):

Use “e” if the item is a printed map or an atlas

If the item is not a printed map, but for example, maps on CD-ROM, use “m” for Computer File.

Use “a” if the item is a book accompanied with a map

• Millennium Item IType / t sub-field in Connexion Constant Data 949 (2nd indicator 1):
  Use 7 (for “others including cartographic materials”)

4. Others

Language—if it includes translation:

• 041 1 _ jpn ǂa eng
• 543 _ _ Japanese and English.

II. Tips for Assigning Call number

In the following we will use maps of Japan as example to learn how to assign call number for maps.

Maps of Japan can be classified into four categories, namely, (1) maps of Japan in general, (2) maps of a specific region in Japan, (3) maps of a specific prefecture of Japan, and (4) maps of a specific city of Japana. They can then be sub-classified by different topics (such as Geology, Gravity, etc.).

Explanation

1. G7961 is assigned for maps of Japan in general. To find out the topics number (e.g. C5 for Geology, C95 for Gravity, etc.), we need to go to the Classification Web. Under G7961, located the specific topic number for the piece in hand.
Remember that these topic numbers also apply to the other three categories. However, in order to find them, we need to look for them under G7961!

The call number is completed with the year of publication, and (in ǂb) a cutter number for the main entry (”main entry” means the 1xx field or title field when there is no 1xx field).

2. G7962 is assigned for maps of a region of Japan. Each region has its specific number assigned. Go to G7962 on Classification Web, and look for the regional number under it. The Call number is then completed with the year of publication and a cutter for the main entry.

3. G7963 is assigned for maps of a prefecture of Japan. Follow the above described approach for topics.

4. G7964 is assigned for maps of a city of Japan. Follow the above approach for Topics. If just a simple street map of a city, then we don’t have to assign a topic to it. For instance, a street map of city Naha can have a call number:
G7964.N3 1971 .S8

Note sometimes a city name can also represent a prefecture name, for example, Gifu 岐阜can mean both the Gifu city or the Gifu Prefecture (Gifu Ken). Make sure the subject heading and the call number match each other in such case (people tend to make mistakes or sometimes be undetermined on such issue!).

III. Example OCLC Records

• 1 map of regional travel guide: OCLC#48680776
• 1 map of a Japanese prefecture Gifu: OCLC#62028554
• 1 atlas contains colored maps: OCLC#48373867
• Geological maps of Japan 1:2000,000 (images) [maps on CD-ROM]: OCLC#430586101
• A book accompanied with a map: OCLC#48073977
• Geological map of Kuchinoerabujima volcano: OCLC#170932017
• Gravity map of Hiroshima District: OCLC#182562399

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Credits
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This document is drafted by Fusako, and edited by Sherab; The Call number assignment part is updated with great help of Gumiko Monobe. Thanks for your hard works.

July 3rd, 2007

CD-ROM (computer files) accompanied with/without booklet

If the item you are dealing with is in the format of CD-ROM —
First, determine whether the content on the CD-ROM is chiefly textual (digitazation of books etc), or computer software, or audio files?

When to use $h [computer file]?
What is “computer file”? Computer file includes the following classes of electronic resources: computer software (including programs, games and fonts), numeric data, computer-oriented multimedia, online systems or services. For these classes of materials, if a significant aspect causes it to fall into another Type category, code for that significant aspect. OCLC Bib Formats & Standard

~PROCEDURES~
Special treatments in the bibliographic record
OCLC MARC record

• Use form “Computer files.”
• Code the Type field with “m” (for computer file)
• Code the Form field with “s” (for electronic)
• Add a 006 field: From [menu] Edit - Guided Entry - Insert 006 - Computer files. A 006 field will be added and it looks like this
  006 m d
• Add a 007 field as follows
  007 c ǂb o ǂd c ǂe g
• Add $h [electronic resource] immediately following title proper in the 245 field
• As a OSUL local practice, add the suffix “Computer file” to the end of the call number
• Add + $e in the 300 field

Bib record on OPAC (Mellinnium)

• Set the location code as “mic”

Special treatments in the item record for the CD-ROM(s)

• Set location code as “micy2″ for CD-ROM or Computer files to be shelved at the Main Library’s CD-ROM collection area
• Do NOT use “cdrom” in the volume field. If there are more than one pieces of CD-ROMs but they are in one case, use “pt.1-n”. If they are not in one case, make separate item records for each.

Treatment for the accompanying booklet (or other forms of materials)

• If the booklet is separate from the CD-ROMs, make an item record for it. Set to the same location. Use volume identifiers such as “suppl.” “guide” etc.
• If the booklet is small and can be inserted to the case of the CD-ROMs, then there is no necessary to create a separate item record for it.

Ask when you are uncertain.

Examples

• 二十一代集 [electronic resource]
  Nijūichidaishū [electronic resource]
  PL758.21 .N54 1999 Computer file
• Inglés interactivo del Siglo XXI [electronic resource]
  PE1129 .S8 I54 2002 Computer file

July 2nd, 2007