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Use the following guidelines to help you decide when to add new records to the local database and how to create a high-quality record in the most efficient manner.
Our goal in cataloging is to create a database that documents the entire holdings of the Lee Library system. To accomplish this we add records to the database as the Library acquires new items. We also add records for things that were acquired in the past and are still held but were not cataloged on a MARC record. Occasionally new records are added (and old ones deleted) for titles cataloged in the past because a different kind of treatment is desired. Besides striving for completeness, we also try to avoid creating duplicate records for the same item and to bring together and link all component parts of the record for each title.
Preliminary bibliographic records of various levels are created in other areas of Technical Services before the items reach the Catalog Department. In addition, many brief retrospective records from circulation or serial files belonging to earlier systems used by the Library can be found in the database.
Before creating a new record, determine whether any record(s) for the item already exist(s) in the database. Often the best way to do this is simply to do a quick title search of the database before beginning. Items processed in the Acquisitions Department should be accompanied by technical processing forms (TPFs) which include information identifying the acquisition record. When creating records for items previous cataloged (on cards) or circulated through the Library system, a call number or barcode search will usually retrieve any records loaded from prior systems. A title search in these cases is often unreliable.
Whenever a prior record is found--
The term copy refers to catalog records from another source that can be used or copied into our database. Full-level catalog copy from any of the sources listed below should generally be used whenever it is available for items that fall into the categories given. These sources are listed in a priority order, i.e. items not found in the MARC file should be checked in RLIN, and items not found in RLIN should be checked in the NUC's.
| Search ... | For ... |
|---|---|
| LC MARC file (NOTIS resource file) | Imprints within the last 5 years |
| RLIN | Items not found in the LC MARC file |
| OCLC (optional) | Items not found in RLIN |
| National Union Catalogs (NUC's) (LC and other full-level records only) | English language imprints before 1968, foreign language imprints before 1976, and imprints in non-roman scripts before 1982 except those found in RLIN or OCLC |
National Level Requirements for full and minimal level bibliographic records are defined in USMARC Format for Bibliographic Data. Machine-readable records that are contributed to national databases must follow these requirements in order to be designated as meeting full or minimal level standards. The requirements specify which elements of the MARC record must be present at each level. Each field and subfield is designated either as mandatory, mandatory if applicable, optional or unused for each of seven catagories of material: books, archives/manuscripts, computer files, maps, music, visual materials and serials. Minimal level standards are outline in Appendix A of the format guide.
Full level MARC records have a blank or a value of 1 in the encoding level field. In addition, full level RLIN records have a value of 1 in the second position of the CC field. National USMARC full level corresponds roughly with AACR2's second level of description (AACR2rev 1.0D2) with regard to the amount of descriptive data required. Full level records should normally be used whenever possible.
Minimal level records may be appropriate for some collections. Minimal level MARC records have a value of 7 in the encoding level field. Minimal level corresponds roughly to AACR2 first level of description (AACR2rev 1.0D1). The decision to use minimal level records should be made by the professional cataloger for those collections for which the records will be used.
Records with the value u (unknown) or the fill character ? in the encoding level field (or RLIN records with a value of 6 in the second position of the CC field) should be examined for completeness before being accepted. Records with any other values in this field in most cases do not meet national requirements.
Edition vs. Copy: When a title in hand appears to match a title already cataloged in the database but varies in some minor aspects, use the guidelines in LCRI 1.0 as needed to determine whether it should be treated as a duplicate copy or a different edition requiring its own record. These guidelines are also useful in determining whether copy from an outside source should be treated as an exact match or as a different edition.
Series, Sets and Serials: Before creating a record for an item that appears to be part of a monographic series or multipart set or that may be a serial or serial-like item (such as a reference book that is issued in successive editions or updates) check the database to see if earlier issuances of the title have been cataloged or if a series authority record has been established. If so, treat the item in hand in a manner consistent with that which has been established. If no record is found, refer the item to the Series Authority Librarian, Serials Cataloger, or subject cataloger as needed for a decision on how the item should be treated in our catalog. LCRI 12.0A may be useful in helping you determine if an item should be considered as part of a serial. All serials should be referred to the Serials Cataloger.
Catalog records can be created in the NOTIS system in any of the following ways:
Whatever method is used, always be certain that new records overlay or are built on any preliminary or prior copy that may exist for the item in the database. Refer to appropriate sections of Notis User's Guide: Cataloging and Authorities for instructions on inputting new records in the Notis system.
Many copied records from outside sources can be used in our database without modification. Name, series and subject headings in copy should be modified as needed to comply with forms established in local authority records and authority records in the RLIN authority file.
Pre-AACR2 copy may be accepted without recataloging to AACR2 as long as headings are modified to match form established in NOTIS authority records. In general, any modification that involves reformating descriptive data to comply with modern standards, selecting additional name or subject added entries or reselecting the main entry should only be done by professional catalogers and should be limited to cases where such modifications result in a significant increase in the accessibility or usefulness of the record.
Copy from the NUCs or other nonmachine-readable sources must be transcribed into USMARC copy before it can be used in our database. Such copy is nearly always pre- AACR2. Helpful guidelines for transcribing pre-AACR2 copy can be found in OCLC's Bibliographic Formats and Standards, 1993, section 2.2. The title may be recataloged according to AACR2 if you have the item in hand; however, recataloging is not required. As with any copy, headings of pre-MARC copy must be checked and edited as needed to match established forms found in authority records in NOTIS or RLIN.
Original records should only be created when adequate copy cannot be found in any of the sources cited above. Original descriptive records should always be formulated according to AACR2, 1988 revision. Descriptive cataloging should also comply with the Library of Congress Rule Interpretations (LCRI), except where local decisions vary from LC practice as noted in this manual. Name and series headings should match forms established in MARC authority records in NOTIS or RLIN. (NOTIS authorities take precedence where local forms have been established, such as with names associated with Mormon history.) New headings should be established according to AACR2rev.
Subject cataloging should follow the latest edition of LC's Subject Cataloging Manual: Subject Headings (SCM). Subject headings should match forms in the latest edition of Library of Congress Subject Headings (LCSH) or LC subject authority records in NOTIS or RLIN, with subdivisions assigned following practices described in SCM.