Copy cataloging

Owned by Jennifer Baxmeyer
Last updated: May 15, 2024
2 min read

SCOPE

  • The goal is to move items quickly from receipt to their final destinations. 
  • Records following this procedure must meet the following criteria:
    • Bibliographic records with Bibliographic Level (LDR/07) "m" (Monograph/Item)
    • 040 $b must be eng
  • Must have LC subject headings (not just FAST headings) if not belles lettres (literary works)
  • Must have an LC call number UNLESS the material is going directly ReCAP

For the fields below, ensure that the information is complete and accurate. Edit or add fields as needed. If a major discrepancy appears that might signal a mismatch between record and item, consult a supervisor for advice.

Record data will "represent" what is on the source. Transcription is governed by cataloging guidelines and may vary in capitalization and punctuation from the source text. Romanization in 245 subfields a and b must conform to current standards. In other areas of the record, variations that are still intelligible and reasonably represent the content of the source are acceptable.

Unless instructed otherwise for specific conditions, do not add, edit, or delete fields in the record other than those specified in the following sections if they pass MARC validation. The only exception is fields that are explicitly designated as copy-specific for a non-PUL institution by the presence of a delimiter 5. Delete these fields. Consult a supervisor if the record does not validate.

Bibliographic record

MARC field

Instructions

020

  • ISBN or ISBN-13 should match item in hand
  • add if missing

245

  • Title should represent what is on the source exactly
  • Statement of responsibility should match in terms of content but may not match exactly what is on the source

250

  • Should be recorded exactly as it appears on source

260
264

  • All information should match the source. 
  • Minor differences in recording of publisher names are acceptable. 
300
  • For a single-volume publication, either "1 volume" or a more detailed statement of pagination.  Do not verify a detailed statement.
  • Multi-volume publication: If the total number of volumes is known, record the number and "volumes" or "v.".  If the total number is not known, record "volumes" or "v." without a number.
  • Be sure to verify, and, if necessary, adjust the size in the 300 subfield $c. Consult supervisor if in doubt about the size.

440/490

  • NOTE special series treatment flags - treat series accordingly; otherwise, accept what is on the record  


Significant corrections

All corrections deemed significant should be done in OCLC, not Alma alone. Significant corrections include correcting or adding valid 1xx, 6xx, or 7xx fields, as well as corrections to 260/264 or 300 that help to identify the manifestation. The newly corrected record can either be re-imported into Alma, or changed in Alma to coincide with the OCLC record.

Holdings record

  • Make sure the location code is correct and appropriate for the call number.
  • If the item is NOT going to ReCAP, make sure the complete call number is captured from the bibliographic record 050 field to the 852 field $h and $i.
  • Provide summary holdings statement for multipart monographs in accordance with documented policy.

See also