Copy-Cataloging
Written by Karen A. Plummer
Basic Questions…
- What is "copy" cataloging?
- Copy-cataloging is the process of searching a utility, such as OCLC, for an existing bibliographic record that matches a book we have received, then performing editing upon that bibliographic record or "copy" and exporting the edited copy to the local cataloging utility known as INNOPAC.
- What is "acceptable" copy?
- AS A RULE*, any record found in OCLC matching the item in hand for title/subtitle/statement of responsibility (MARC 245), publisher place/publisher name/copyright date (MARC 260), and physical description (MARC 300) can be used as copy for the purposes of copy-cataloging. In the case of multiple records matching, prefer the Library of Congress (DLC) record. If no DLC record exists, prefer the most complete record.
- *NOTE: In some cases, 245, 260, and/or 300 information may be inaccurate or incomplete, particularly in the case of PCC or cataloging-in-publication records. In such cases, verify the copy based on International Standard Book Number (ISBN) (MARC 020), LCCN (MARC 010), or information provided in the notes (MARC 5xx) fields. When in doubt, place the material on the monograph cataloger's problem shelf.
- Why are we checking DLC copy so carefully?
- Like any other library, the Library of Congress catalogers CAN make mistakes. Between genuine errors, cataloging-in-publication incomplete data, and local preferences, all copy should be carefully scanned for any potential problems from minor typographical errors and errors in pagination to inaccurate data in notes, missing name tracings (MARC 7xx), and too many/too few subject headings (MARC 6xx).
- What if the copy found has no call number?
- If the copy doesn't have a call number, you may assign a number and have one of the cataloger's check it OR ask one of the cataloger's to assign a number. Assigning a Library of Congress Classification Number is not always difficult, but if in doubt the catalogers are here to help. See Cuttering for Library of Congress Classification Numbers for additional help.
- What about subject headings? Can I assign them?
- YES! If you notice that key subject headings seem to be missing from the copy, please feel free to assign the heading(s). Always check the authority files (in INNOPAC or via OCLC) to verify your heading. Again, if in doubt, check with one of the catalogers. The same goes for name and series headings. For further information, see Names, Series, and/or Subjects under the Authorities menu.
- What about authority records? Can I download them?
- YES! If you are assigning a subject heading and there is no authority record in INNOPAC, please take the time to download the record. The same goes for series and name headings. See About Authorities for more information. You can also edit or replace authority records that are already in INNOPAC, if they've become outdated.
- When do materials get passed on to the cataloger's shelf?
- Sometimes the initial OCLC search results in NOT finding a record that matches the book you have in your hand. If the book has a recent publication date, hang on to the item for up to 2 weeks and search it again. Generally, a DLC catalog record will be uploaded to the OCLC database during that time and cataloging can proceed. If, after 2 weeks, no record appears, place it on the cataloger's problem shelf. Place a note indicating the problem, when searched, and your initials with the book.
Procedures…
While everyone has their own way of working through copy-cataloging, the following steps should be performed AT SOME POINT during the process.
- Check MILCAT for order record
- Check fund code on both order slip and order record -- fund codes determine location for item.
- Note .b number to add to OCLC record
- Search OCLC for matching bibliographic record
- Edit record, checking the following fields:
| MARC TAG | FIELD -- Edit/Add/Delete (if necessary): |
|---|---|
| Fixed field | Check the "dates" element (should match 260c) |
| 010 | LCCN |
| 020 | ISBN |
| 024 | Other Standard Number First indicator 0 International Standard Recording Code (ISRC) First indicator 1 Universal Product Code (UPC) First indicator 2 International Standard Music Number (ISMN) First indicator 3 International Article Number (EAN) First indicator 4 Serial Item and Contribution Identifier (SICI) First indicator 7 Source specified in subfield ‡2 First indicator 8 Unspecified type of standard number or code |
| 028 | Publisher Number First indicator 0 Issue number First indicator 1 Matrix number First indicator 2 Plate number First indicator 3 Other music number First indicator 4 Videorecording number First indicator 5 Other publisher number Second Indicator 0 No note, no added entry Second Indicator 1 Note, added entry required Second Indicator 2 Note, no added entry Second Indicator 3 No note, added entry required |
| 049 | Holdings code |
| 050/090 | Call number |
| 1xx | Author Main Entry - CHECK Authority File; if needed, export to MILCAT |
| 245 | Title/subtitle/statement of responsibility |
| 246 | Variant title |
| 250 | Edition |
| 260 | Publication place/publisher name/copyright date |
| 300 | Physical description |
| 4xx/8xx | Series - CHECK Authority file; if needed, EXPORT to MILCAT |
| 5xx | Notes fields |
| 6xx | Subject headings - CHECK Authority file; if needed, EXPORT to MILCAT |
| 7xx | Name added entries - CHECK Authority file; if needed, EXPORT to MILCAT |
| 949 | Local tag for fixed fields |
| 949 1 | Local tag for adding item records to MILCAT |
Things to look for while editing the record:
- Inaccurate information
- Typographical errors
- Verify that call number is not duplicated in MILCAT.
- Make sure there are adequate access points (particularly, variant title, name and subject headings)
- Update to AACR2rev/ISBD formats and punctuation
- Authority work for 1xx, 4xx, 6xx, and 7xx -- See About Authorities for more information.
After editing is complete:
- Export the record
- Update the record (Adds the AKR holdings to the OCLC database)
- Do the following and Double-Check BEFORE materials go to processing cart:
- Write correct call number in book (page opposite the verso of the title page)
- Write correct OCLC number in book (on verso of title page)
- Mark your initials on accompanying order slip or add post-it note with initials so that linkers know who to approach if they have questions
- Make sure record transferred properly to MILCAT
- Item Record:
- Is bar code affixed to resource?
- Is it the correct bar code (verify against MILCAT item record)?
- Does the item record have the correct status code?
- Does the item record have the correct location code?
- Tally statistics for copy-cataloging and authority work
- Place completed materials on processing cart (PromptCAT materials are place on a separate cart from other materials)