TPOT: Cataloging--Editing Guidelines

EDITING GUIDELINES FOR OCLC RECORDS: BOOKS

Prepared by: Maggie Houlihan, February 29, 1996
Minor revisions: Shirley Higgins, February 14, 2008
Approved by: Cataloging Committee

These procedures are for use by all monographic catalogers except Special Collections.

These procedures apply to copy cataloging, including enhancing and upgrading.

NOTE: All fields are accepted as is unless indicated below. CJK Catalogers will add vernacular fields as required.

For fields listed below, check all tags, indicators and subfield codes for accuracy and correct if necessary. Do not modernize description to reflect current rules and rule interpretations, but follow current rules when adding descriptive information.

FIXED FIELDS

Tag Definition Treatment

Audn Target Audience Ignore.

Biog Biography Ignore.

BLvl Bibliographic Level Ignore.

Conf Conference Publication Correct if necessary. No conference=0. Conference=1.

Cont Nature of Contents Ignore.

Ctrl Type of Control Ignore.

Ctry Country of Publication Correct if necessary.
Use MARC Code List for Countries.
http://lcweb.loc.gov/marc/countries/

Dates Date 1 and Date 2 Correct either or both dates if necessary.

DtSt Type of Date/Publication Status Correct if necessary.

Desc Descriptive Cataloging Form Ignore.

ELvl Encoding Level Ignore, unless upgrading record. For upgrades, change ELvl to "I".

Entered Date Entered Ignore.

Fest Festschrift Copy cataloging: Ignore.
Enhance or upgrade: No festschrift=0. Festschrift=1.

Fict Literary Form (formerly fiction) Ignore.

Form Form of Item Use with microforms and photocopies. Correct if present, add if not.

GPub Government Publication Correct if necessary.

Ills Illustrations Ignore.

Indx Index Ignore.

Lang Language Code Correct if necessary.
Use MARC Code List for Languages:
http://www.loc.gov/marc/languages/langhome.html

MRec Modified Record Ignore, except CJK. When enhancing a record to add vernacular fields, CJK catalogers change MRec from "r" to "blank." CJK catalogers accept other copy as is.

OCLC OCLC Control Number Ignore.

Rec stat Record Status Ignore.

Replaced Date of Last Replace Ignore.

Srce Cat. Source Code Ignore.

Type Type of Record Books and micros are coded "a." Dissertations may be coded "t." If the record is not coded "a" or "t," check for other copy with correct code.

VARIABLE FIELDS

Tag Definition Treatment

006 Fixed-length Data Elements--Additional Material Characteristics Correct or add only when book or microform is accompanied by non-book material which is substantial enough to be considered primary material (could be cataloged as a separate item). Follow the fixed field guidelines for the format appropriate to the accompanying material.

See UCSD Policies for Format Integration Implementation

007 Physical Description Fixed Field Correct or add 007 subfields "a" and "b" if necessary for accompanying computer files only. Accept existing 007s but do not add 007s for other types of material.

See UCSD Policies for Format Integration Implementation

010 Library of Congress Control Number Correct if present, add if not. Do not transfer LC control number from minimal level DLC/DLC record to contributed record.

020 International Standard Book Number
Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBN in 020 as found on piece.

NOTE: OCLC will automatically generate additional 10 or 13-digit forms upon validation/export. Millennium automatically indexes ISBNs in both 10 and 13-digit forms.

024 Other Standard Identifier
Ignore.

041 Language Code Correct if present, add if not.

Use MARC Code List for Languages:
http://www.loc.gov/marc/languages/langhome.html

050 Library of Congress Call Number All except Biomed: If 050 on copy is call number of choice, correct typos and ignore indicators. If adding 050 from printed copy, input as given with correct indicators.
For CIP: Change cutter to reflect any changes to choice or form of main entry. Correct date as necessary to reflect corrected publication date or year of conference when main entry is the conference.
For Enhance/Upgrade:
Use of Multiple Call Numbers:
Multiple call numbers (090/090 fields in member input; 050 0/050 14 fields in member input of LC copy and LC minimal level records) are allowed in these circumstances only:
a: Classed together vs. classed separately call numbers for monographic series.
a: Literature numbers vs. PZ numbers for fiction.
b: Bibliography number vs. subject area number.
c: LC minimal number vs. member call number.
d: Classed together vs. classed separately call numbers for monographic series.

For example, if a member library has chosen to class together a monographic series with an analytic call number in an 090 field, and your library classes it separately, you may add a second call number in an 090 field. In all other cases, only one 090 should remain with the record. Leave the inputting library's number unless it is clearly incorrect, not merely a matter of judgment. When upgrading or enhancing member input LC copy with an 050 call no. or an LC minimal level record, add the second call number in a second 050 field so that both call numbers remain in the OLUC. Code the first indicator of the second call number "1" and the second indicator "4." Remember that input of the 050 automatically deletes any 090.

055 Classification Numbers Assigned in Canada If no 090 present on copy, verify 055 class number and input as 090 for UCSD copy cataloging.

060 NLM Call Number Biomed: Correct if present. Prefer 060 to 096 if both in same record.

All other catalogers: Ignore.

086 Government Document Classification Number Documents catalogers: Correct if present, add if not.

All other catalogers: Ignore.

090 Locally Assigned LC-type Call Number All except Biomed: Correct or add as needed, unless 099 required. See 050 for multiple call numbers.

096 Locally Assigned NLM-type Call Number Biomed: Correct or add as needed. All other catalogers: Ignore.

099 Local Free Text Call Number Add as necessary.

100-130 Main Entry:
100 Personal Name
110 Corporate Name
111 Meeting Name
130 Uniform Title Do not change choice of main entry as long as all appropriate access points appear as main and added entries on record. Correct form, if necessary, including capitalization and punctuation. For CIP: If order of elements in 245 $c are changed to reflect piece in hand, correct choice of main entry, add 7XX fields as necessary, and recutter call number to reflect change in main entry.

240 Uniform Title Bounce pre-AACR2 UTs, collective UTs, and music UTs to UT establishers. Accept other UTs as found on copy. Add UTs for translations and works simultaneously published under different titles, as appropriate.

245 Title Statement Correct and/or add titles, subtitles, and statements of responsibility as necessary. Add the GMD for micros. If the GMD is already present without brackets, accept as is (Roger normalizes display with brackets).

246 Varying Form of Title Correct if present, add if needed. Do not convert existing 740 X1s to 246s.

See UCSD procedure: Quick 246 reference list

250 Edition Statement Correct typos. Add if necessary.

260 Publication, Distribution, Etc. (Imprint) Do not correct bracket usage. Place ($a): Ignore absence or presence of larger body qualifier for place. Name ($b): Accept form of publisher(s) as on record. Add additional publishers if necessary. Do not add distributor if missing on record. Date ($c): Correct if present, add if not.

300 Physical Description Extent of item ($a): Don't add preliminary paging if missing. Check last page to be sure you have same edition. Accept pagination in most cases, e.g., if there are 348 p. in book, but numbering only goes to 346 and the copy says 348, accept. Ignore plate pagination or lack thereof. Don't add any spaces before v. on open entries. Illustrations ($b): If on copy, accept as described. If book has easily ascertainable illustrations not indicated on copy, add. Dimensions ($c): If book and size notation look compatible, accept. Add if missing. Discrepancies more than 3 cm. may indicate variant ed., consult Bibliographic Formats and Standards, Section 4, When to Input a New Record, to determine whether copy can be used. Accompanying material ($e): Add for accompanying computer disks, computer optical discs, sound recordings, videos, etc.

4XX Series Statement/Added Entry Reminder: 400, 410, and 411 are not valid under AACR2R. Change to 440 or 490 1 and 8XX.

See UCSD procedure: Series verification

440 Series Statement/Added Entry–Title If the authority file form of title matches the book and copy but the volume designation does not, edit the volume designation to match the authority file form. For enhance, transcribe volume designation as on piece and reformat after update to match UCSD volume designation.

490 Series Statement Correct if present, add if not, but do not change 490 1 for style. Do not use 490 0: UCSD policy is to trace all series. For enhance or upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy.

5XX Notes Introduction Unless specified in the following 5XX fields, accept order and wording of notes as on record, unless inaccurate or misleading. For AACR2 records, if source not given for quoted notes, don't add. Delete other libraries' copy specific notes. Delete rare books notes, e.g., binding info. Add notes as necessary to justify additional added entries.

500 General Note Use for general information for which a specialized note field (i.e., a specific 5xx field) has not been defined.

501 With Note Add or correct if necessary, only when two or more works issued independently have been subsequently placed together under one cover.

502 Dissertation Note Add if necessary. If existing copy is tagged 500 or lacks dissertation note, lock and replace record with correct 502 tag and subfield coding. (CCSU catalogers will bounce to OCU.)

504 Bibliography, Etc. Note Accept as is. Don't add bibliography or index notes if missing from record except for enhance, upgrade and CIP catalogers who will add as appropriate. If existing copy is tagged 500, lock and replace record with correct 504 tag and subfield coding. (CCSU catalogers will bounce to OCU.)

505 Formatted Contents Note Accept as on record, with the following exceptions: Lock and replace record to correct typos and to add contents for multi-volume sets based on volumes in hand. When adding additional contents, follow existing subfield coding. If no existing contents, input all in $a. All catalogers are now authorized to lock and replace records to add or expand contents notes. When detailed contents for a single volume monograph are requested by bibliographers, make these contents notes local additions only (do not lock and replace master record).

515 Numbering Peculiarities Note Correct or add if applicable. Accept as is if copy is tagged 500.

530 Additional Physical Form Available Note Add if additional electronic formats are accessible at UCSD. Also add 856 field if appropriate.

533 Reproduction Note Correct if present. If existing copy is tagged 500, lock and replace record with correct 533 tag and subfield coding. (CCSU catalogers will bounce to OCU.)

534 Original Version Note Bounce to supervisor.

538 System Details Note Add if missing for accompanying computer files, when information is readily available from the piece in hand.

546 Language Note Correct or add if applicable. Accept as is if copy is tagged 500.

550 Issuing Body Note Correct or add if applicable. Accept as is if copy is tagged 500.

590 Local Note Add when necessary based on local procedures.

600-651 Subject Added Entries:
600 Personal Name
610 Corporate Name
611 Meeting Name
630 Uniform Title
650 Topical Term
651 Geographic Name

Accept order of 6XX as on copy. Ignore absence or presence of final period. Delete $e, $u and $4 if present. All headings with 2nd indicator 0 (zero, LC) or 4 (local): All except Biomed: correct if present, add if needed. All headings with 2nd indicator 2 (MeSH): Biomed: correct if present or add if needed. Ignore 1st indicator.
All others: Ignore. All headings with 2nd indicator 1, 3, 5, 6, 7, 8: Ignore.

655 Index Term--Genre/Form Accept 655's as found on LC copy, except delete copy-specific terms. Delete 655's found on non-LC copy.

700-730 Added Entries:
700 Personal Name
710 Corporate Name
711 Meeting Name
730 Uniform Title Correct if present, add if needed. Ignore absence or presence of final period. Accept order of added entries as on copy. Delete $e, $u and $4 if present. For CIP: See 1XX above.

740 Added Entry, Uncontrolled Related/Analytical Title Titles that should now be tagged 246 may still appear as 740s on copy. Leave as tagged and correct typos and indicators as necessary. If uncontrolled analytic title(s) missing, add in 740 X2. If any other types of title(s) missing, add in 246.

752 Hierarchical Place Name Ignore.

755 Added Entry, Physical Delete.

776 Additional Physical Form Entry $c and $w only: Correct if present, add if needed. Accept other subfields as given.

790-793 Local Added Entries:
790 Personal Name
791 Corporate Name
792 Meeting Name
793 Uniform Title Add if needed.

See UCSD procedure: Added Entries for Gifts and Other Collections

800-830 Series Added Entries:
800 Personal Name
810 Corporate Name
811 Meeting Name
830 Uniform Title Correct if present, add if needed. Delete $e, $u and $4 if present.

See UCSD procedure: Series Verification

856 Electronic Location and Access Correct if present, add if not, if easily available.

See UCSD Electronic Resources cataloging procedures

949 Local Processing Information Input 949 fields to create InnoPac bib and item records.

See UCSD procedure: Exporting Bib and Authority Records

Tag	Definition	Treatment
Audn	Target Audience	Ignore.
Biog	Biography	Ignore.
BLvl	Bibliographic Level	Ignore.
Conf	Conference Publication	Correct if necessary. No conference=0. Conference=1.
Cont	Nature of Contents	Ignore.
Ctrl	Type of Control	Ignore.
Ctry	Country of Publication	Correct if necessary. Use MARC Code List for Countries. http://lcweb.loc.gov/marc/countries/
Dates	Date 1 and Date 2	Correct either or both dates if necessary.
DtSt	Type of Date/Publication Status	Correct if necessary.
Desc	Descriptive Cataloging Form	Ignore.
ELvl	Encoding Level	Ignore, unless upgrading record. For upgrades, change ELvl to "I".
Entered	Date Entered	Ignore.
Fest	Festschrift	Copy cataloging: Ignore. Enhance or upgrade: No festschrift=0. Festschrift=1.
Fict	Literary Form (formerly fiction)	Ignore.
Form	Form of Item	Use with microforms and photocopies. Correct if present, add if not.
GPub	Government Publication	Correct if necessary.
Ills	Illustrations	Ignore.
Indx	Index	Ignore.
Lang	Language Code	Correct if necessary. Use MARC Code List for Languages: http://www.loc.gov/marc/languages/langhome.html
MRec	Modified Record	Ignore, except CJK. When enhancing a record to add vernacular fields, CJK catalogers change MRec from "r" to "blank." CJK catalogers accept other copy as is.
OCLC	OCLC Control Number	Ignore.
Rec stat	Record Status	Ignore.
Replaced	Date of Last Replace	Ignore.
Srce	Cat. Source Code	Ignore.
Type	Type of Record	Books and micros are coded "a." Dissertations may be coded "t." If the record is not coded "a" or "t," check for other copy with correct code.

Tag	Definition	Treatment
006	Fixed-length Data Elements--Additional Material Characteristics	Correct or add only when book or microform is accompanied by non-book material which is substantial enough to be considered primary material (could be cataloged as a separate item). Follow the fixed field guidelines for the format appropriate to the accompanying material. See UCSD Policies for Format Integration Implementation
007	Physical Description Fixed Field	Correct or add 007 subfields "a" and "b" if necessary for accompanying computer files only. Accept existing 007s but do not add 007s for other types of material. See UCSD Policies for Format Integration Implementation
010	Library of Congress Control Number	Correct if present, add if not. Do not transfer LC control number from minimal level DLC/DLC record to contributed record.
020	International Standard Book Number	Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBN in 020 as found on piece. NOTE: OCLC will automatically generate additional 10 or 13-digit forms upon validation/export. Millennium automatically indexes ISBNs in both 10 and 13-digit forms.
024	Other Standard Identifier	Ignore.
041	Language Code	Correct if present, add if not. Use MARC Code List for Languages: http://www.loc.gov/marc/languages/langhome.html
050	Library of Congress Call Number	All except Biomed: If 050 on copy is call number of choice, correct typos and ignore indicators. If adding 050 from printed copy, input as given with correct indicators. For CIP: Change cutter to reflect any changes to choice or form of main entry. Correct date as necessary to reflect corrected publication date or year of conference when main entry is the conference. For Enhance/Upgrade: Use of Multiple Call Numbers: Multiple call numbers (090/090 fields in member input; 050 0/050 14 fields in member input of LC copy and LC minimal level records) are allowed in these circumstances only: a: Classed together vs. classed separately call numbers for monographic series. a: Literature numbers vs. PZ numbers for fiction. b: Bibliography number vs. subject area number. c: LC minimal number vs. member call number. d: Classed together vs. classed separately call numbers for monographic series. For example, if a member library has chosen to class together a monographic series with an analytic call number in an 090 field, and your library classes it separately, you may add a second call number in an 090 field. In all other cases, only one 090 should remain with the record. Leave the inputting library's number unless it is clearly incorrect, not merely a matter of judgment. When upgrading or enhancing member input LC copy with an 050 call no. or an LC minimal level record, add the second call number in a second 050 field so that both call numbers remain in the OLUC. Code the first indicator of the second call number "1" and the second indicator "4." Remember that input of the 050 automatically deletes any 090.
055	Classification Numbers Assigned in Canada	If no 090 present on copy, verify 055 class number and input as 090 for UCSD copy cataloging.
060	NLM Call Number	Biomed: Correct if present. Prefer 060 to 096 if both in same record. All other catalogers: Ignore.
086	Government Document Classification Number	Documents catalogers: Correct if present, add if not. All other catalogers: Ignore.
090	Locally Assigned LC-type Call Number	All except Biomed: Correct or add as needed, unless 099 required. See 050 for multiple call numbers.
096	Locally Assigned NLM-type Call Number	Biomed: Correct or add as needed. All other catalogers: Ignore.
099	Local Free Text Call Number	Add as necessary.
100-130	Main Entry: 100 Personal Name 110 Corporate Name 111 Meeting Name 130 Uniform Title	Do not change choice of main entry as long as all appropriate access points appear as main and added entries on record. Correct form, if necessary, including capitalization and punctuation. For CIP: If order of elements in 245 $c are changed to reflect piece in hand, correct choice of main entry, add 7XX fields as necessary, and recutter call number to reflect change in main entry.
240	Uniform Title	Bounce pre-AACR2 UTs, collective UTs, and music UTs to UT establishers. Accept other UTs as found on copy. Add UTs for translations and works simultaneously published under different titles, as appropriate.
245	Title Statement	Correct and/or add titles, subtitles, and statements of responsibility as necessary. Add the GMD for micros. If the GMD is already present without brackets, accept as is (Roger normalizes display with brackets).
246	Varying Form of Title	Correct if present, add if needed. Do not convert existing 740 X1s to 246s. See UCSD procedure: Quick 246 reference list
250	Edition Statement	Correct typos. Add if necessary.
260	Publication, Distribution, Etc. (Imprint)	Do not correct bracket usage. Place ($a): Ignore absence or presence of larger body qualifier for place. Name ($b): Accept form of publisher(s) as on record. Add additional publishers if necessary. Do not add distributor if missing on record. Date ($c): Correct if present, add if not.
300	Physical Description	Extent of item ($a): Don't add preliminary paging if missing. Check last page to be sure you have same edition. Accept pagination in most cases, e.g., if there are 348 p. in book, but numbering only goes to 346 and the copy says 348, accept. Ignore plate pagination or lack thereof. Don't add any spaces before v. on open entries. Illustrations ($b): If on copy, accept as described. If book has easily ascertainable illustrations not indicated on copy, add. Dimensions ($c): If book and size notation look compatible, accept. Add if missing. Discrepancies more than 3 cm. may indicate variant ed., consult Bibliographic Formats and Standards, Section 4, When to Input a New Record, to determine whether copy can be used. Accompanying material ($e): Add for accompanying computer disks, computer optical discs, sound recordings, videos, etc.
4XX	Series Statement/Added Entry	Reminder: 400, 410, and 411 are not valid under AACR2R. Change to 440 or 490 1 and 8XX. See UCSD procedure: Series verification
440	Series Statement/Added Entry–Title	If the authority file form of title matches the book and copy but the volume designation does not, edit the volume designation to match the authority file form. For enhance, transcribe volume designation as on piece and reformat after update to match UCSD volume designation.
490	Series Statement	Correct if present, add if not, but do not change 490 1 for style. Do not use 490 0: UCSD policy is to trace all series. For enhance or upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy.
5XX	Notes Introduction	Unless specified in the following 5XX fields, accept order and wording of notes as on record, unless inaccurate or misleading. For AACR2 records, if source not given for quoted notes, don't add. Delete other libraries' copy specific notes. Delete rare books notes, e.g., binding info. Add notes as necessary to justify additional added entries.
500	General Note	Use for general information for which a specialized note field (i.e., a specific 5xx field) has not been defined.
501	With Note	Add or correct if necessary, only when two or more works issued independently have been subsequently placed together under one cover.
502	Dissertation Note	Add if necessary. If existing copy is tagged 500 or lacks dissertation note, lock and replace record with correct 502 tag and subfield coding. (CCSU catalogers will bounce to OCU.)
504	Bibliography, Etc. Note	Accept as is. Don't add bibliography or index notes if missing from record except for enhance, upgrade and CIP catalogers who will add as appropriate. If existing copy is tagged 500, lock and replace record with correct 504 tag and subfield coding. (CCSU catalogers will bounce to OCU.)
505	Formatted Contents Note	Accept as on record, with the following exceptions: Lock and replace record to correct typos and to add contents for multi-volume sets based on volumes in hand. When adding additional contents, follow existing subfield coding. If no existing contents, input all in $a. All catalogers are now authorized to lock and replace records to add or expand contents notes. When detailed contents for a single volume monograph are requested by bibliographers, make these contents notes local additions only (do not lock and replace master record).
515	Numbering Peculiarities Note	Correct or add if applicable. Accept as is if copy is tagged 500.
530	Additional Physical Form Available Note	Add if additional electronic formats are accessible at UCSD. Also add 856 field if appropriate.
533	Reproduction Note	Correct if present. If existing copy is tagged 500, lock and replace record with correct 533 tag and subfield coding. (CCSU catalogers will bounce to OCU.)
534	Original Version Note	Bounce to supervisor.
538	System Details Note	Add if missing for accompanying computer files, when information is readily available from the piece in hand.
546	Language Note	Correct or add if applicable. Accept as is if copy is tagged 500.
550	Issuing Body Note	Correct or add if applicable. Accept as is if copy is tagged 500.
590	Local Note	Add when necessary based on local procedures.
600-651	Subject Added Entries: 600 Personal Name 610 Corporate Name 611 Meeting Name 630 Uniform Title 650 Topical Term 651 Geographic Name	Accept order of 6XX as on copy. Ignore absence or presence of final period. Delete $e, $u and $4 if present. All headings with 2nd indicator 0 (zero, LC) or 4 (local): All except Biomed: correct if present, add if needed. All headings with 2nd indicator 2 (MeSH): Biomed: correct if present or add if needed. Ignore 1st indicator. All others: Ignore. All headings with 2nd indicator 1, 3, 5, 6, 7, 8: Ignore.
655	Index Term--Genre/Form	Accept 655's as found on LC copy, except delete copy-specific terms. Delete 655's found on non-LC copy.
700-730	Added Entries: 700 Personal Name 710 Corporate Name 711 Meeting Name 730 Uniform Title	Correct if present, add if needed. Ignore absence or presence of final period. Accept order of added entries as on copy. Delete $e, $u and $4 if present. For CIP: See 1XX above.
740	Added Entry, Uncontrolled Related/Analytical Title	Titles that should now be tagged 246 may still appear as 740s on copy. Leave as tagged and correct typos and indicators as necessary. If uncontrolled analytic title(s) missing, add in 740 X2. If any other types of title(s) missing, add in 246.
752	Hierarchical Place Name	Ignore.
755	Added Entry, Physical	Delete.
776	Additional Physical Form Entry	$c and $w only: Correct if present, add if needed. Accept other subfields as given.
790-793	Local Added Entries: 790 Personal Name 791 Corporate Name 792 Meeting Name 793 Uniform Title	Add if needed. See UCSD procedure: Added Entries for Gifts and Other Collections
800-830	Series Added Entries: 800 Personal Name 810 Corporate Name 811 Meeting Name 830 Uniform Title	Correct if present, add if needed. Delete $e, $u and $4 if present. See UCSD procedure: Series Verification
856	Electronic Location and Access	Correct if present, add if not, if easily available. See UCSD Electronic Resources cataloging procedures
949	Local Processing Information	Input 949 fields to create InnoPac bib and item records. See UCSD procedure: Exporting Bib and Authority Records