Cataloging Department
     University Libraries @ The University of Akron

Monograph Cataloging Guide

Written by Joycelyn Drozd Ramos
30 March 2006

Note: UKM, Medical, Canadian, and other contributed library records require more care as they frequently utilize different subjects in different subject tags. Only use LC tags and subjects as only they will be indexed in our local catalog. Also, both UKM and Canadian utilize different call number schedules from LC so verify authors and call numbers with authority checks and download appropriate authority records as necessary from OCLC.

  1. Search Milcat first. Is item a duplicate? Is item part of a series that receives special treatment?
  2. Search OCLC for the record which matches the item in hand.
    1. If a single search does not produce a matching record, search several different ways (ISBN, publisher number, title, author, author/title, etc.).
    2. If multiple records are retrieved, examine them closely as not all brief records may have all access points.
    3. If no record is found matching the item, an original record may need to be created.
    4. If a reasonable matching record is available, use it, just edit as necessary.
  3. In the fixed field, make certain the date matches the date in 260 delimiter c, and other corresponding fixed fields match description of item.
  4. Edit record for AACR2 punctuation. Especially: for 245, 260, and 300 tags; redo punctuation and insert delimiters properly. Note: different spaces around the delimiters are required by each system: OCLC and III.
  5. Statement of responsibility should match Title page in 245 delimiter c. Authoritative forms of those names are recorded in 100 and 700 tags.
    1. Add artists’ or architects’ names as subjects of work if work is critiquing their works.
    2. Add artists’ or architects’ names as main entry (100) or added entries (700) if a significant portion of book contains images of their work.
  6. Make sure that item has appropriate access points and that the tags are correct (Tip: Use the “validate” function in Connexion and it will check tags and indicators for you):
    1. 100 for personal name main entries; 110 for corporate name main entries; or 111 for conferences as main entries
    2. 600 for personal name subject entries; 610 for corporate name subject entries; or 611 for conference name subject entries.
    3. 700 for personal name added entries; 710 for corporate name added entries; 711 for conference name added entries.
    4. Perform any necessary authority work using the “control.headings” function in Connexion or search the authority file for the correct forms of names.
  7. Title information:
    1. Title in 245 should match Title on t.p.
    2. Variant forms of title can be entered in 246 or 740 tags.
    3. Use appropriate indicators
    4. Check for foreign language articles and code the indicators appropriately.
  8. Uniform titles should be included for literature, religious books (the Bible, etc.), or when appropriate.
  9. Notes for translations must be given.
    1. Translators should be indexed so are recorded in 700 tags.
    2. Literary translations from another language may have author given in 600 tag and followed by delimiter x Translations into English.
  10. Verify that call number does not duplicate a number already in the catalog.
    1. Call numbers should be unique.
    2. Editions of a title should be classed together. Inconsistencies should be reported to Cataloging.
  11. All numerical data concerning the item should be in the record. Verify numbers and use correct indicators:
    1. 010 Library of Congress control number;
    2. 020 ISBN International Standard Book Number;
    3. 024 UPC code;
    4. 028 Publisher Number (for nonbook items).
  12. Edition statements in the 250 tag should read as matching the item and as AACR2 has it: 1st ed., 3rd ed., Rev. ed., or New ed.
  13. Physical description means essentially: pagination, illustrative matter, and height (+ accompanying material, if applicable). Possibly includes width, if an item is wider than it is tall. Juvenile books also record width when the book is fairly square.
  14. Series statements are recorded and checked for matching the item and the authority record. Use 440 if exact match, use 490 for the piece and 830 for the authoritative form if different. Examine item closely for series numbering, as it can occur in various locations, including series lists, spine, cover, p. [4] of cover, book jacket, t.p. verso etc. 800 author title tags are still used but are not that common.
  15. Notes should effectively describe the item in hand, generally in the 500 tag.
    1. 504 -- bibliographical references and index. Any and all indexes should also be mentioned, as well as discographies or other types of audiovisual lists.
    2. Contents notes (505)
    3. Summary notes (520)
    4. Local notes (information specific to our local copy of the item) are entered in 590 tags.
  16. Awards notes are recorded in the 586 tag.
    1. Some awards receive special treatment: Caldecott Medal books and Newbery Award books include additional access in the 830 tag.
    2. Note: Awards notes are most often used for juvenile literature and videorecordings.
  17. Gift collections/Rare Books:
    1. Donor notes are generally local notes in the 590 tag. See Cataloging department website for list of donors that get special treatment.
    2. Some donors receive access in 793 tags and bookplates. Others may just receive bookplates.
    3. Notes are added to the item record to distinguish multiple copies.
    4. Special fund purchases include Friends, Karam, Nichols among others.
  18. Subject access should be provided in 600 (personal names), 610 (corporate names), 611 (conference names), 650 (Library of Congress subject headings), and/or 651 (geographic names) tags. 630 (uniform title as subject) may also be used. These are all indexed in the local catalog.