Copy cataloging (general guidelines)

Summary: Basic instructions for all types of copy cataloging. For procedures on copy cataloging for specific collections and formats, see this list of all pages with the copy-cataloging label.

MARC fields to remove/exclude from copy

Before export

• 6XX _4 fields

  • these are unauthorized subject terms and their inclusion disrupts our automatic authority processes

• 776 fields linking to ebooks (except in cases where we hold the same title as an ebook, and the field is structured so as to prompt a title search)

• all 856 fields

  • exception: 856 fields that point to table of contents, if no 505 is present in the record 

  • these URLs typically link to extraneous information, and clog URL checking workflows when they break

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Assessing copy

• In general, copy catalogers should assess candidate copy on the same basis as the shelf-ready processing procedures, but ignoring differing instructions for labeled vs. unlabeled books.
• Copy catalogers have more latitude to enhance candidate copy that fails these general assessments: see Upgrading OCLC records, below.
• Upgrading OCLC records - either locally only or by replacing the OCLC record itself - may entail a change in encoding level.

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OCLC record encoding levels

OCLC uses codes in the ELvl fixed field to indicate the quality of a record. Only some encoding levels are acceptable for copy cataloging. 

If no matching copy exists with an acceptable encoding level, copy catalogers may choose to:

• upgrade the existing OCLC record (see below)

• forward the resource to the appropriate T Loc

• consult with and/or forward the resource to the appropriate original cataloger or supervisor (e.g. if it is Rush, high priority, or if it raises general questions for the copy cataloger)

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Upgrading OCLC records

As time and comfort levels allow, and in consultation with their supervisors, copy catalogers may be able to upgrade OCLC records to acceptable encoding levels, and/or from AACR2 to RDA standards.

• bring record to full-level cataloging by ensuring it includes:

  • access points for creators and contributors

  • title & statement of responsibility

  • edition statement, if present

  • publication information

  • extent and other physical description

  • series information, if present

  • standard numbers

• add additional, more complex elements, at the discretion of the supervisor:

  • subject headings

    • Copy catalogers may derive potential Library of Congress Subject Headings (LCSH) from those assigned by other libraries in their local catalogs. On candidate copy in Connexion, Tools > Find in a library will point to other libraries that hold the resource; navigating to those libraries' local catalogs can reveal LCSH they have assigned.
    • Copy catalogers may be assigned to create static LCSH or LCGFT terms to resources being cataloged as a collection or for a special project (e.g. community cookbooks).

  • Library of Congress call number

    • Copy catalogers trained in the usage of ClassWeb and in the creation of Cutter numbers may use bibliographic correlations in ClassWeb to identify potential call numbers for copy that already has LCSH headings (i.e. deriving the call number from the primary LCSH heading)
    • Copy catalogers may derive potential call numbers from those assigned by other libraries. On candidate copy in Connexion, Tools > Find in a library will point to other libraries that hold the resource; navigating to those libraries' local catalogs can reveal call numbers they have assigned.

• if upgrading to RDA:

  • remember you're essentially re-cataloging the piece in hand

  • records should include all appropriate RDA record elements

• change fixed field coding

  • ELvl code = blank

  • Srce code = d

• replace record

  • in Connexion, Action → Replace Record 

  • if $d EEM is already present at the end of the 040, you may need to remove it before the Replace Record command will work

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Related copy

When no matching record exists for a resource, related copy for different editions or formats may be used. For further guidance on deriving from related copy, see RDA record elements. 

Non-English language of cataloging record

• A new bibliographic record may be derived from a non-English cataloging agency record when exact English-language copy is not available.
• Notes, subject headings, and any other non-descriptive bibliographic record elements must be rendered into English or deleted for vendor-created non-English records and all new bibliographic records derived from a non-English record.

New editions

• records for new editions may be derived from copy for related editions

• useful when only changes in descriptive information are needed, like:

  • publication information

  • physical description

  • note fields

Conference proceedings

• copy for an earlier or later conference may be used to create a new record for earlier or later proceedings of the same conference

• both conferences must emanate from the same corporate body and the subject content must be the same

• form of the name of the conference or corporate body may vary

Reproductions

• copy for the original work may be used to create a new record for a reproduction

• the form of reproduction may be a microform or a facsimile reprint of an old work

  • the microform reproduction record would need an appropriate 533 field

  • for photocopied or print-on-demand reproductions, see Photocopy or POD reproductions

Different format

• copy for an identical work published in one form of media may be used to create a new record for the same work issued in a different media carrier

• title and content should match

  • an example would be a drama issued in VHS video format now available in DVD format

  • the bibliographic record for the VHS video could be edited to create a new record for the DVD format

Report summaries/full reports

• copy for a complete report may be used to create a new record if available copy represents an executive summary, or summary of the same report

• also, copy for an executive summary or summary report may be used to create a new record if available copy represents the full report

Electronic versions

• copy for the electronic version of a piece may be used to create a new record for the print version of the same piece, and vice versa

• if deriving a print record from an electronic version record, be sure to delete the 006 and 007 fields

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