Document: Cataloging Conferences and Editions

Replaces: Cataloging conferences and Editions August 1995

Revised by: Magda El-Sherbini

Action By: Technical Services Staff

Effective: Immediately

Former policy:

1)The collection managers will indicate on the materials request form (MRF) in the Loc. Search results section, the desired call number of the previous edition(s) or conference(s) that they want to have cataloging use for the new edition or the conference. In case of approval plan or gift materials, please write the desired call number on the streamer. The call number on

streamer should be preceded by: "class with".

An example of this note is: Class with: BX1012 H3 1995

2) When the staff in the Cataloging Department catalogs a book that was identifies as an "edition" or a "conference", the staff will look at the materials request form (MRF) attached to the book and:

• If the call number of the previous edition or conference is indicated on the materials request form (MRF), the staff will use this call number.
• If the MRF does not contain information on what call number to use, the staff will process the book in copy cataloging using the call number on the OCLC record. Original cataloging will follow current national standards.

Problem statement:

The Cataloging Department implemented this policy for a year followed by an evaluation. As a result, the Cataloging Department found that there was an increase in the number of cataloged editions and conferences returned for recataloging. Correcting these records and relabeling the pieces is taking more time than checking the call number in OSCAR and identifying if the

library owns a previous edition or the conference. The collection managers want the editions and the conferences to be shelved together. The Cataloging Department took this issue to CPAC for evaluation and revision.

New Policy:

The collection managers may continue to use the option of specifying what call number they want to use and include this information on the ORT (online request) "z" Internal Note field or on the approval or gift streamer.

If collection managers do not provide information on what call number to use and the cataloging staff identify the book being cataloged as an "edition" or "conference", the staff will:

• Search OSCAR, if a previous edition or conference is found, the staff will use the same call number so that the editions or the conferences will be shelved together.
• Search OSCAR, if a previous edition or conference is found in OSCAR, but it is not found in OCLC, use the call number found in OSCAR to create original cataloging.

• Search OSCAR, if no record is found for previous edition or conference, the staff will process the book using the call number on the OCLC record.

• If no record is found in OSCAR or OCLC for the edition or conference, the original cataloging will classify the item according to national guidelines for using LC classification.

• If the title of the edition and /or author changed and there is indication on the title or the verso of title page addressing that this edition is number X of title X, search OSCAR for title X and use its call number so that the edition will be shelved together.

• If you search OSCAR and find many editions with different call numbers, use the call number of the latest edition.