TPOT: Moving Image Editing Guidelines

Copy Cataloging Field Editing Guidelines: Videos and Films

Author: Jim Soe Nyun
Date: September 25, 2001
Revised: October 29, 2002 by Jim Soe Nyun
Revision approved by: Cataloging Committee
Minor changes: January 10, 2006 by Shirley Higgins

These guidelines are for use by all catalogers except Special Collections and continuing resources catalogers.

These guidelines apply to copy cataloging, including upgrading.

NOTE: All variable 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. Generally, it is not necessary to view the materials to process them.

FIXED FIELDS (@OCLC)

OCLC Tag
Innopac
Tag
Definition Treatment

Audn Audience Target Audience Ignore.

BLvl BIB LEVL Bibliographic Level Ignore.

Ctrl ARC CTRL Type of Control Ignore.

Ctry Country Country of Publication Add or correct if necessary.
Use MARC Code List for Countries

Dates Date One, Date Two Date 1 and Date 2 Correct both dates if present, add if not.

Desc FormItem Descriptive Cataloging Form Ignore.

DtSt Dat Type Type of Date/Publication Status Correct if necessary.

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

Entered Date Ent Date Entered Ignore (system supplied).

Form CAT FORM Form of Item Ignore.

GPub Govt Pub Government Publication Correct if necessary.

Lang Language Language Code Correct if necessary.
Use MARC Language Codes

MRec Modified Modified Record Code 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 [001 field] OCLC Control Number Ignore (system supplied).

Rec stat REC STAT Record Status Ignore (system supplied).

Replaced [N/A] Date of Last Replace Ignore (system supplied).

Srce Cat Srce Cat. Source Code Ignore.

Tech Techniq Technique Ignore.

Time Run Time Running time Ignore.

TMat Type Mat Type of material Ignore.

Type REC TYPE Type of Record Ignore.

Used [N/A] Date of last use Ignore (system supplied).

VARIABLE FIELDS (@OCLC)

Tag Definition Treatment

006 Fixed-length Data Elements--Additional Material Characteristics Correct or add only when video/film is accompanied by non-video/film 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 006 guidelines in OCLC Bibliographic Formats and Standards:
http://www.oclc.org/bibformats/en/fixedfield/006.shtm

007 Physical Description Fixed Field Correct or add 007 subfields "a" and "b" if necessary for accompanying computer files only. Accept existing 007s; add only for remote electronic versions.
See 007 guidelines in OCLC Bibliographic Formats and Standards:
http://www.oclc.org/bibformats/en/0xx/

020 ISBN Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBNs in pairs as found on piece.
Input 10-digit ISBNs in 020 _ _ field.
Input 13-digit ISBNs in 024 3 _ field.

022 ISSN Correct or add as necessary.

024 Other Standard Identifier Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBNs in pairs as found on piece.
Input 10-digit ISBNs in 020 _ _ field.
Input 13-digit ISBNs in 024 3 _ field.

028 Publisher's number Correct or add as necessary; use indicators 40 if 5xx already present, 42 if not.

041 Language Code Correct or add as necessary.

050, 090, 099 Call Numbers
For SIO: SIO general collection videos are classified. If call number is lacking, bounce to original cataloger for classification and add 090 or 099 as appropriate; if present, accept 050 or 090 on copy. Be sure that the same call number is transferred into the item record upon export.

For all other branches: Ignore.

074 GPO item number Correct or add as necessary.

086 Government document Classification number Correct or 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, except for final period. Delete $e. UCSD uses $4 prf or $4 cnd only; correct, delete or add $4 when needed.

240 Uniform Title Edit according to uniform title procedures. Delete GMD.

245 Title Statement Correct and/or add titles, subtitles, and statements of responsibility as necessary. Correct or add 1st indicator and filing indicator as necessary. Add the GMD if missing. Do not edit for punctuation or style.

246 Varying Form of Title Correct or add as necessary. Do not convert existing 740 X1s to 246s.

250 Edition Statement Correct or add as necessary.

260 Publication, Distribution, Etc. 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 or add as necessary.

261-262 Imprint Obsolete. Modernize to 260, following subfielding guidelines for 260.

300 Physical Description Correct or add as necessary. Ignore space at beginning of 300 field. Move information on specific type of videodisc (such as DVD or laserdisc) to 538, replacing the text with "videodisc." Delete VHS or Beta type information and insert in 538.

305 Physical Description Obsolete. Modernize to 300 field, following subfielding guidelines for 300.

400-411 Series Statement/Added Entry 400, 410, and 411 are not valid under AACR2R. Change to 440 or 490 1 and 8XX. Add or correct as necessary but do not change 490 1 for style.

440 Series Statement/Added Entry Title Correct or add as necessary. If the authority file form of title matches the video/film and copy but the volume designation does not, edit the volume designation to match the authority file form. Delete $e and $4 if present. For upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy.

490 Series Statement Correct or add as necessary. Do not use 490 0: UCSD policy is to trace all series. For upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy.

5XX Notes Unless specified in the following 5XX fields, accept order and wording of notes as on record, unless inaccurate or misleading. Add notes as necessary to justify added entries.

500 General Note If dissertation note, retag to 502. Do not retag a note to 540, 546, or 550.

501 With Note Correct or add as necessary only when two or more works issued independently have been subsequently placed together on the same carrier.

502 Dissertation Note Correct or add as necessary.

505 Formatted Contents Note Ignore, with the following exceptions:
Lock and replace record to correct typos and to add contents for multipart sets based on parts in hand. When adding additional contents, follow existing subfield coding. If no existing contents, input all in $a.
When detailed contents for a single volume out of a set cataloged together are requested by bibliographers, make these contents notes local additions only. (Do not lock and replace master record).
Ignore presence or absence of subfield formatting.

508 Creation/Production Credits Note Correct or add as necessary to justify added entries.

511 Participant or Performer Note Correct or add as necessary to justify added entries.

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

518 Date/time and place of event Add if important.

520 Summary, Etc. Note For feature films and documentaries: Add or correct as necessary.

530 Additional Physical Form Available Note If additional electronic formats are accessible at UCSD, correct or add, using only $a. Also add 856 field if appropriate.

533 Reproduction note Correct or add as necessary.

538 System Details Note Correct or add as necessary. If adding make it the first 5xx field.

540 Terms Governing Use and Reproduction Add, correct, or delete as needed. Accept as is if copy is tagged 500.

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

550 Issuing Body Note Correct or add as necessary. 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
Delete unless cataloging agency is LC or you need to add for FVL (see below) .

For FVL only: Add 655s for film genre terms as found in genre terms list in Video Formats: Technical Processing Notes. Use indicators: [blank] 0. Add country of production in $z subfield to "Feature films" or "Short films" headings. If term on genre list is already present in bib record and tagged as 650, convert to 655.

For FVL only: If item is in language other than English, add 655 field with term Motion pictures followed by [language of item] language in $v. Add $2 with value local. E.g.: Motion pictures $v French language. $2 local Add up to two 655s for language.

700-711, 730 Added Entries:
700 Personal Name
710 Corporate Name
711 Meeting Name
730 Uniform Title Correct or add as necessary; delete $e. UCSD uses $4 prf or $4 cnd only; correct, delete or add $4 when needed. Delete GMDs. Accept order of entries on copy.

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 02. If any other types of title(s) missing, add in 246.

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

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, $4 and GMDs if present.

856 Electronic Location and Access Correct if present, add if not, if easily available and appropriate. Verify URLs.
Print out bib record, highlight verified URLs, and leave in basket for PID processing.

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

OCLC Tag	Innopac Tag	Definition	Treatment
Audn	Audience	Target Audience	Ignore.
BLvl	BIB LEVL	Bibliographic Level	Ignore.
Ctrl	ARC CTRL	Type of Control	Ignore.
Ctry	Country	Country of Publication	Add or correct if necessary. Use MARC Code List for Countries
Dates	Date One, Date Two	Date 1 and Date 2	Correct both dates if present, add if not.
Desc	FormItem	Descriptive Cataloging Form	Ignore.
DtSt	Dat Type	Type of Date/Publication Status	Correct if necessary.
ELvl	ENC LVL	Encoding Level	Ignore, unless upgrading record. For upgrades, change ELvl to "I".
Entered	Date Ent	Date Entered	Ignore (system supplied).
Form	CAT FORM	Form of Item	Ignore.
GPub	Govt Pub	Government Publication	Correct if necessary.
Lang	Language	Language Code	Correct if necessary. Use MARC Language Codes
MRec	Modified	Modified Record Code	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	[001 field]	OCLC Control Number	Ignore (system supplied).
Rec stat	REC STAT	Record Status	Ignore (system supplied).
Replaced	[N/A]	Date of Last Replace	Ignore (system supplied).
Srce	Cat Srce	Cat. Source Code	Ignore.
Tech	Techniq	Technique	Ignore.
Time	Run Time	Running time	Ignore.
TMat	Type Mat	Type of material	Ignore.
Type	REC TYPE	Type of Record	Ignore.
Used	[N/A]	Date of last use	Ignore (system supplied).

Tag	Definition	Treatment
006	Fixed-length Data Elements--Additional Material Characteristics	Correct or add only when video/film is accompanied by non-video/film 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 006 guidelines in OCLC Bibliographic Formats and Standards: http://www.oclc.org/bibformats/en/fixedfield/006.shtm
007	Physical Description Fixed Field	Correct or add 007 subfields "a" and "b" if necessary for accompanying computer files only. Accept existing 007s; add only for remote electronic versions. See 007 guidelines in OCLC Bibliographic Formats and Standards: http://www.oclc.org/bibformats/en/0xx/
020	ISBN	Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBNs in pairs as found on piece. Input 10-digit ISBNs in 020 _ _ field. Input 13-digit ISBNs in 024 3 _ field.
022	ISSN	Correct or add as necessary.
024	Other Standard Identifier	Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBNs in pairs as found on piece. Input 10-digit ISBNs in 020 _ _ field. Input 13-digit ISBNs in 024 3 _ field.
028	Publisher's number	Correct or add as necessary; use indicators 40 if 5xx already present, 42 if not.
041	Language Code	Correct or add as necessary.
050, 090, 099	Call Numbers	For SIO: SIO general collection videos are classified. If call number is lacking, bounce to original cataloger for classification and add 090 or 099 as appropriate; if present, accept 050 or 090 on copy. Be sure that the same call number is transferred into the item record upon export. For all other branches: Ignore.
074	GPO item number	Correct or add as necessary.
086	Government document Classification number	Correct or 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, except for final period. Delete $e. UCSD uses $4 prf or $4 cnd only; correct, delete or add $4 when needed.
240	Uniform Title	Edit according to uniform title procedures. Delete GMD.
245	Title Statement	Correct and/or add titles, subtitles, and statements of responsibility as necessary. Correct or add 1st indicator and filing indicator as necessary. Add the GMD if missing. Do not edit for punctuation or style.
246	Varying Form of Title	Correct or add as necessary. Do not convert existing 740 X1s to 246s.
250	Edition Statement	Correct or add as necessary.
260	Publication, Distribution, Etc.	Do not correct bracket usage. Place ($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 or add as necessary.
261-262	Imprint	Obsolete. Modernize to 260, following subfielding guidelines for 260.
300	Physical Description	Correct or add as necessary. Ignore space at beginning of 300 field. Move information on specific type of videodisc (such as DVD or laserdisc) to 538, replacing the text with "videodisc." Delete VHS or Beta type information and insert in 538.
305	Physical Description	Obsolete. Modernize to 300 field, following subfielding guidelines for 300.
400-411	Series Statement/Added Entry	400, 410, and 411 are not valid under AACR2R. Change to 440 or 490 1 and 8XX. Add or correct as necessary but do not change 490 1 for style.
440	Series Statement/Added Entry Title	Correct or add as necessary. If the authority file form of title matches the video/film and copy but the volume designation does not, edit the volume designation to match the authority file form. Delete $e and $4 if present. For upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy.
490	Series Statement	Correct or add as necessary. Do not use 490 0: UCSD policy is to trace all series. For upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy.
5XX	Notes	Unless specified in the following 5XX fields, accept order and wording of notes as on record, unless inaccurate or misleading. Add notes as necessary to justify added entries.
500	General Note	If dissertation note, retag to 502. Do not retag a note to 540, 546, or 550.
501	With Note	Correct or add as necessary only when two or more works issued independently have been subsequently placed together on the same carrier.
502	Dissertation Note	Correct or add as necessary.
505	Formatted Contents Note	Ignore, with the following exceptions: Lock and replace record to correct typos and to add contents for multipart sets based on parts in hand. When adding additional contents, follow existing subfield coding. If no existing contents, input all in $a. When detailed contents for a single volume out of a set cataloged together are requested by bibliographers, make these contents notes local additions only. (Do not lock and replace master record). Ignore presence or absence of subfield formatting.
508	Creation/Production Credits Note	Correct or add as necessary to justify added entries.
511	Participant or Performer Note	Correct or add as necessary to justify added entries.
515	Numbering Peculiarities Note	Correct or add if applicable. Accept as is if copy is tagged 500.
518	Date/time and place of event	Add if important.
520	Summary, Etc. Note	For feature films and documentaries: Add or correct as necessary.
530	Additional Physical Form Available Note	If additional electronic formats are accessible at UCSD, correct or add, using only $a. Also add 856 field if appropriate.
533	Reproduction note	Correct or add as necessary.
538	System Details Note	Correct or add as necessary. If adding make it the first 5xx field.
540	Terms Governing Use and Reproduction	Add, correct, or delete as needed. Accept as is if copy is tagged 500.
546	Language Note	Correct or add as necessary Accept as is if copy is tagged 500.
550	Issuing Body Note	Correct or add as necessary. 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	Delete unless cataloging agency is LC or you need to add for FVL (see below) . For FVL only: Add 655s for film genre terms as found in genre terms list in Video Formats: Technical Processing Notes. Use indicators: [blank] 0. Add country of production in $z subfield to "Feature films" or "Short films" headings. If term on genre list is already present in bib record and tagged as 650, convert to 655. For FVL only: If item is in language other than English, add 655 field with term Motion pictures followed by [language of item] language in $v. Add $2 with value local. E.g.: Motion pictures $v French language. $2 local Add up to two 655s for language.
700-711, 730	Added Entries: 700 Personal Name 710 Corporate Name 711 Meeting Name 730 Uniform Title	Correct or add as necessary; delete $e. UCSD uses $4 prf or $4 cnd only; correct, delete or add $4 when needed. Delete GMDs. Accept order of entries on copy.
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 02. If any other types of title(s) missing, add in 246.
790-793	Local Added Entries: 790 Personal Name 791 Corporate Name 792 Meeting Name 793 Uniform Title	Add if needed.
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, $4 and GMDs if present.
856	Electronic Location and Access	Correct if present, add if not, if easily available and appropriate. Verify URLs. Print out bib record, highlight verified URLs, and leave in basket for PID processing.
949	Local Processing Information	Input 949 fields to create InnoPac bib and item records.