Cataloging Guidelines: General
Handling
- Added copies
- Bound-withs
- Depository(STX3) materials
- In-Analytics
- Miniature books
- Offprints & Detached copies
- Oversize
Added copies
Consult OCLC Bib Format, Chap. 4 ( "When to input a new record") to determine whether a slightly variant copy may be added to an existing OCLC bib as an added copy or must have a new record. If the Bib Format guidelines say you should use an existing OCLC record, and that OCLC record already exists in OSCAR, you should attach your item record(s) to the existing OSCAR bib. For the sake of determining added copies, you may ignore uncataloged (i.e. non-OCLC) records in OSCAR.
If a new record is not warranted by the OCLC rules, but you think the variation is significant, OK to describe copy-specific features in 590 notes.
Especially in the PS and PR classes, you may run into confusion caused by tapecon and fullmarc retrocon records. In the retrocon process, LCS short records were overlaid by OCLC fullrecords when they matched on author+title+date (*not necessarily publisher or edition*). There are many wrong matches in OSCAR, particularly in popular fiction, where there may be many variants published in the same year. Be suspicious when you see 910 cataloger codes &rz (tapecon) and &mz (fullmarc), and especially where you see item record callnumbers with various workletters conflated onto a single bib (eg 1936, 1936b and 1936c). Usually the card shelflist is the easiest way to determine which callnumbers belong with which versions. If info is not clear from the cards (eg halfcards only), you may need to check the books. In general, try to clean up the copies belonging to the special collections locations. Don't go out of your way to retrieve or recall copies belonging to the general collections, but do sort them out if you've already determined the info anyway. If you are moving item records between bibs, be *extremely* careful about retaining the correct callnumber with each item, even if this means moving callnumbers into some item records.
Always shelflist the special collections copy against OSCAR. If you end up using a different call# than is in the bib, put it in the item record.
The copy-numbering policy changed in 1997. Current practice is to assign the next-highest number, without worrying about OSUL vs LAW vs OARDC etc.
Bound-withs
Distinguish between a "publisher's bound-with" (the works were assembled together at the time of issuing; other copies will also be bound in the same combination) and a normal "bound-with".
For a "publisher's bound-with", create a single bibliographic record, listing the component works (see AACR2 1.1G "Works without a collective title"). You don't need to use 590 since all the info does pertain to the edition in general. OK to make added entries for the component works if useful.
For a normal "bound-with" the information about this grouping is
copy-specific to our copy. A separate bibliographic record should be used
for each separately-published work. The master bibliographic record for each work should
describe the work generically, as originally published.
Add a note listing the other works found in OSU's copy, and tag it 590 since it describes OSU's copy
only. The full list of all the works in the bound-with should be included on at
least the first bib record. In the second & subsequent bibs, it used to be OSUL
policy (because of the structure of LCS) to specify just the first work in the list ("Bound with work #1 and other works").
This is still OK, but usually better to give the full list if useful & easy to cut-and-paste.
See examples of bound-with notes.
You may make an exception to the guideline about specifying copy-numbers in 590 notes when
it seems too convoluted for a particular bound-with -- remember that a
single callnumber+copynumber will display (from the item record) for
each of the bibs in the set.
Create an item record with the first bib in the set only. Add the subsequent
bibs to OSCAR without item records. Once all the bibs are on OSCAR, go into the item record and
create links ("X=Link to additional bibs") to the subsequent bibs. You need the record numbers
("dot-b" numbers) to do this, so the records need to be on OSCAR first.
Put the callnumber
for the set (generally based on the 1st work) in the item record -- this is important, because
otherwise different call#s will show for the same physical piece (it's only shelved in one
place!) Sometimes there may also be (different) callnumbers in the bib records. This is OK. They will be searchable
in the Call Number index, but won't display to the public. If you are creating original records,
you may need to include a bib record callnumber to make a full-level record. If you are editing
copy, you may not need to supply one, but should not remove national-level callnumbers which may
be present in the OCLC copy.
Depository (STX2, STX3, STX4, STX5) Materials
Material selected by curators or collection managers to be house in STX3 (“Rare” Depository storage) may be cataloged or transferred by many units across the Libraries. Material which comes through SCCAT is usually being cataloged for the first time, although the Cataloging Department also sends material to STX3. Usually SCCAT will catalog material for STX3 only if “special collections cataloging” is desired, meaning additional access points such as genre terms, printers, signature statements, etc., are needed, or if the material originates in the Rare Books and Manuscripts Library, rather than other OSUL collections.
Material selected for STX2 (CGA Depository), STX4 (TRI Depository), or STX5 (Charvat Depository) will generally be cataloged by SCCAT. Be sure to indicate appropriate collection location on the streamer. Status for all STX non-circulating locations is “d” (ask at desk.)
Boxed serials with individual item records being sent to any non-circulating Depository location have a special procedure designed to preserve item records and prevent the need for large scale preservation treatment.
In-Analytics
(but not Offprints & Detached copies)
Code Bib Lvl as component (a)
Ctry and Date for original if known (from 773 $d and $g if present)
omit 260
add 773 0-blank
First subfield is $7 type of ME, form of ME, Type code, Bib lvl
Then as appropriate taking values from the record for the larger work
$a from 100 or 110
$s from 240
$t from 130 or 245
$c if 130 has a qualifier
$b from 250
$d from 260
$g specify volume if serial or mset (can put date in parentheses)
note do not specify pages here (although it would be *a lot* more
logical), but give them in 300.
$w OCoLC(xxx) give OCLC#
$x ISSN
$z ISBN
Examples:
773 0 $7 nnas $t Medical history $g Vol. 5 (1961) $w (OCoLC)1645179 (serial)
773 0 $7 p1am $a ... (mono)
773 0 ‡7 nnam ‡t Great cases of Interpol.‡b 1st ed.‡d
Pleasantville, N.Y.: Reader's Digest Association, c1982.‡w (OCoLC)8451518
Miniature
Miniature books are defined as those under 10 cm. in height.
Two special practices apply:
--give the Field 300 height in millimeters rather than centimeters (AACR2 2.5D1)
--add a form/genre heading: 655 7 Miniature books. $2 rbgenr
Offprints & Detached copies
(but not In-Analytics)
Use original values in Fixed Field and 260.
300 give page-span according to AACR2 2.5B6. Example:
300 p. 73-102 ; 21 cm.
500 make a note starting Offprint: or Reprinted from: (or whatever)
using AACR form/punctuation for the work cited. See AACR 1.7A3
Example:
500 Offprint: American journal of cardiology.
7xx OK (but optional) to make an added entry for the larger work.
See AACR 21.30G. If from serial, AE is just title not full cite.
Examples:
730 0 American journal of cardiology (serial example)
700 1 xxxxxx (mono example)
EXAMPLES:
OLUC dp jarc,sau, Record 1 of 68
NO HOLDINGS IN OSU - 2 OTHER HOLDINGS
OCLC: 12189689 Rec stat: c
Entered: 19850624 Replaced: 19960806 Used: 19860812
Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng
BLvl: m Form: Conf: 0 Biog: b MRec: Ctry: xx
Cont: b GPub: Fict: 0 Indx: 0
Desc: a Ills: Fest: 0 DtSt: r Dates: 1972,1972 Ý
1 040 EUW ßc EUW ßd OCL Ý
2 090 ßb Ý
3 049 OSUU Ý
4 100 1 Jarcho, Saul. Ý
5 245 14 The "Animadversiones" of Ippolito Francesco Albertini (1748) on
cardiac and precordial diseases which cause dyspnea / ßc Saul Jarcho. Ý
6 260 [S.¾. : ßb s.n.], ßc 1972. Ý
7 300 p. 163-181 ; ßc 27cm. Ý
8 500 Offprint: Proceedings of the American Philosophical Society,
Vol. 116, No. 2, April 1972. Ý
9 504 Includes bibliographical footnotes. Ý
10 600 10 Albertini, Ippolito Francesco, ßd 1662-1738. ßt Animadversiones. ßf 1748. Ý
11 650 0 Heart ßx Diseases ßx History ßy 18th century. Ý
12 650 0 Dyspnea ßx History ßy 18th century. Ý
13 710 2 American Philosophical Society. Ý
14 730 0 Proceedings of the American Philosophical Society.-- ßn Vol.
116, no. 2 ßf (Apr. 1972). Ý
245 10 Music in the OCLC online union catalog : ‡b a review /
‡c by Richard P. Smiraglia and Arsen R. Papakhian.
260 [Philadelphia] : ‡b Music Library Association, ‡c c1981.
300 p. 257-274 : ‡b ill. ; ‡c 23 cm.
500 Offprint: Notes (Music Library Association). Vol. 38, no. 2
(Dec. 1981).
730 0 Notes (Music Library Association)
245 10 LSA and LSCA, 1956-1973 : ‡b a legislative history /
‡c James W. Fry.
260 [Urbana, Ill. : ‡b University of Illinois Graduate School of
Library Science], ‡c 1975.
300 p. 7-26 : ‡b ill. ; ‡c 23 cm.
500 Detached from: Library trends. Vol. 24, no. 1.
245 14 The Cutter classification : ‡b still at work / ‡c Robert L. Mowery.
260 [Chicago : ‡b American Library Association], ‡c 1976.
300 p. 154-156 ; ‡c 25 cm.
500 Offprint: Library resources & technical services. Vol. 20, no. 2
(spring 1976).
730 0 Library resources & technical services.
Oversize
The definition of Oversize changed when OSUL moved to Innopac.
Last updated 04/03/06
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