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Policies and Procedures
Technical Services
OSCAR Database Management
SUBJECT: Copy Cataloging Guidelines: Acquisitions Department
APPLICATION: Format: Books Languages: Western languages only
DATE: April 6, 1999; rev. August 16, 1999
ISSUED BY: Cataloging Dept. (bim, nvp) and Acquisitions Department (mjh)
Exclude from copy cataloging in the Acquisitions Department those books in English or other Western languages which do not have matching OCLC copy or which require complex editing, as specified in the guidelines. Exclude non-print formats and books in languages other than English or Western languages. Fields to be reviewed and/or edited are:
| 020 ISBN | Can have more than one; one ISBN must match piece | |
| 050 LC call number: | Accept or key local call number in 090 field; check for consistency with FELIX. Catalog "Z" bibliographies under the subject class or forward to CAT to assign class number. If work is a translation, adaptation, literary criticism of a specific author, or a biography, update the cutter number to reflect OSUL local practice and place local call number in 090 field | |
| 090 LC-type call number, local: | Update for consistency with FELIX. Catalog subsequent editions and proceedings with earlier OSUL editions. (Do not class subsequent "Z" bibliographies with earlier "Z's".) If both 050 AND 090 are lacking, or if 050 or 090 ends in a volume #, forward to CAT. | |
| 1xx Author: | Correct typographical errors (e.g. spelling, punctuation) | |
| 240 Uniform title | If present, send book to CAT for cuttering | |
| 245 Title and subtitle ($b): | Correct typographical errors | |
| 250 Edition: | Check that edition is present in the record; check FELIX to catalog with earlier editions | |
| 260 Imprint: | Adjust date, if appropriate | |
| 300 Physical description: | Adjust or add (e.g. for CIP record) | |
| 4xx Series: | Check that series is present and matches; add if missing If 8xx (series added entry) subfield $v has multiple volume numbers, forward to CAT | |
| 505 Content notes | Update Content Notes for added volumes | |
| 6xx 0 LC Subject Headings | Non-fiction titles must have at least one subject heading | |
| 910 cataloger code, cataloging date and for exported records "osupfw" | ||
| 949 0 Bibliographic rec. info for OSCAR | ||
| 949 1 Item record information for OSCAR | ||
COPY CATALOGING
GUIDELINES
Most new books in English and other Western languages have available cataloging copy on OCLC, which in general requires minimal editing to be accepted as the OSCAR catalog record. This includes any individual new book, added volumes to monographic sets, and added copies.
This quick review and editing, or fast cataloging (fastcat), allows current receipts to move quickly through the receiving and cataloging processes, to labeling and delivery to locations.
The following guidelines apply to editing of bibliographic and item records for monographs (book format) received in the Acquisitions Department. The procedures describe minimal editing of both the OCLC bibliographic record and the item record to conform to OSUL practice.
Do not delete any field or data in an OCLC record unless specified in the guidelines.
Exclude the following categories from copy cataloging in the Acquisitions Department Forward these materials to the Cataloging Department:
- any work which is not monographic, print material (book format)
- a book which is not in English or other Western language
- a book which contains accompanying material (e.g. computer disk)
- a book for which a matching OCLC bibliographic record is not available
- a book which is identified as part of an OSUL analytic
- a record which requires complex editing or is incomplete (except CIP)
- lacking LC call number in 050 or 090
- non-fiction lacking LC subject heading
- a record which has a 240 uniform title field, cuttering review needed
- a record which requires multiple series 830 for multiple volume numbers
- a record which has a different name in 100 than in 245 $c (pseudonym)
- a "Z"-class bibliography which requires assignment of a subject class number
- a translation, adaptation, literary criticism, or biography which requires additional local practice cuttering (if you are not sure how to adjust the cutter for local practice)
BIBLIOGRAPHIC RECORD
Bibliographic records for fastcat are added to OSCAR either by PROMPTCAT (OCLC holdings pre-set) or by download from OCLC using XPO in Passport for Windows.
| 020 | ISBN (can be more than one) Is present and matches book; if not in bib record, add it (Final "x" should be capitalized "X") |
| 050 | LC call number Do not delete; accept or key edited number in 090. If 050 ends in vol. #, forward to CAT Adjust to local practice for: M, N, or P -- Cutter for specific musician, artist or author as on FELIX Subsequent edition -- Class with earlier OSUL editions (except Z bibliographies) Z bibliographies -- Must use subject class number Proceedings -- Class with ealier proceedings on FELIX Translations -- Add cutter for language into which item has been translated Adaptations -- Add .x17 to last cutter Literary Criticism -- Add .x18 for criticism of specific title by specific author Biography/Autobiography -- Insert Z8 before last cutter; last cutter is for the person who is the subject of the auto/biography Dates: For non-fiction, use copyright date; for literature, use printing date Dates: Add date to call number of all subsequent editions (not on first ed.) Proceeding Dates: If 1xx field is not a named conference, put imprint date from 260 field at the end of the call number Dates: If there are two editions printed in the same year, use "b" at the end of call number date for second edition, "c" for thrid, etc. |
| 090 | LC-type call number, local If record has no 050 or if 050 must be adjusted (see above) use edited 090 field for OSUL local call number. If 090 ends in vol. #, forward to CAT. If both 050 AND 090 are lacking, forward to CAT. |
| 1xx | Author (100 personal; 110 corporate; 111 conference/meeting; 130 uniform title) If present, edit ONLY for obvious typos (e.g. spelling, punctuation). If uniform title, forward to CAT. |
| 240 | Uniform title If present, send book to CAT for cuttering review |
| 245 | Title and subtitle ($b) 1st Indicator = 1 if 1xx field is present: = 0 if no 1xx field. (relates to title added entry) 2nd Indicator = skip characters needed for title, e.g. 4 for "The" Edit 245 ONLY for obvious typos (e.g. spelling, punctuation) or to complete CIP |
| 250 | Edition Is present and matches the book |
| 260 | Imprint Is present and matches the book (place, publisher, printing and/or copyright date) Update printing date $c if all else matches; update fixed field date to match 260. |
| 300 | Physical description Is present and matches the book; or edit to complete CIP record If accompanying material (e.g. disk) is not indicated in the record send book to CAT. |
| 4xx | Series (440, or 490 1 plus 830, 800 $t, 810 $t) Is present and matches the book If multiple numbers in subfield $v, send to CAT
440 Check no. of skip characters = matches what is needed to retrieve series |
| 505 | Content notes For added volumes, add volume content notes as appropriate |
| 6xx 0 | LC Subject Headings (600, 610, 611, 630, 650, 651 + indicator = 0) Do not delete any 6xx headings! For non-fiction, at least one 6xx 0 field must be present; if not present, send to CAT For literature, a 650 0 is optional; leave if any are present |
| 910 | Cataloger code, cataloging date and OCLC holdings code:
|
ITEM RECORD
Three methods are used to add (create) an Item Record in OSCAR:
- A PROMPTCAT file batch load automatically attches an item record to every bib
- Using a FELIX template, attach a new item record to an existing bib in UPDATE
- In OCLC, apply constant data in 949 1 field during edit
1. If using existing PROMPTCAT Item Record (pcati;910=YBP)
Update the following fields:
| Location | =acqb is default; update to correct 4-5 letter library location code | |
| Copy # | =1 is default; change if not copy 1 | |
| Volume # | =insert if needed using standard volume identifier abbreviations | |
| Barcode | =insert by scanner or hand key |
2. If using FELIX Item Record template (A>ATTACH item record, 019 TSitem)
Fill in values as prompted; hit <enter> to accept default value:
| Copy no. | [default is 1; reassign copy number as needed] | |
| Icode1 | <enter> | |
| Icode2 | <enter> | |
| Itype | <enter> | |
| Location | [key 4-5 letter location] | |
| Status | <enter> [default must remain "p"] | |
| Barcode | [Scan or ley; verify # is unique; verify barcode scanned OK] | |
| Vol, year | <enter> | |
| Call no. | [If HEA/LAW/REG call number in bib record is not being used, insert local OSUL call number in Item Record] |
3. If using OCLC constant data:
| 949 0 | $1 location $m mat type $x suppression code $d cat date |
| 949 1 | $c vol $g copy # $i barcode (add barcode last) $j mat type $1 item location $s status (always "p") $t I type $x Icode2 |
PIECE IN HAND
| Call number in book: | Write call number legibly in pencil on center top verso of t.p. Include location (except MAI) and copy number (except copy 1) |
| Barcode: | Place on back cover in upper right hand corner. Do not overlap onto spine crease or obscure any text. To keep text visible, place barcode as far down the right side of book as necessary [Barcode can be placed at the bottom right of back cover, if necessary] |
| Send to next destination: | Place on Labeling truck or forward as appropriate to Cataloging, Collection Maintence, etc. for special handling |