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Reviewing OCLC Monograph Copy for Cataloging Problems

This is a basic procedure which applies to all monograph cataloging copy for new titles (9's); however, the types of cataloging records listed below require additional editing. See also the separate cataloging procedures for editing instructions for these records:

• CIP cataloging (encoding level is "8");
• UKM and NLC copy (see UKM or NLC symbols in the 040 field);
• Analyzed monographs and monographic sets (the OCLC authority record gives call number for the set as well as L.C.'s analysis practice; the entry and UMCP's cataloging decision is recorded in the master file);
• Microfiche collections (Sabin, University of Oregon pysical education, etc.).

Checklist for Determining Bibliographic Errors in OCLC Records

Apply the following checklist when determining whether an OCLC record is acceptable for cataloging. Each of the areas of the cataloging record should be examined in the order listed below. Items discussed in sections A - E identify those cataloging records which cannot be processed immediately without further editing by either copy catalogers or original catalogers.

Cataloging errors discussed in section F - L can usually be corrected by copy catalogers. The remaining areas of a cataloging record usually have minor cataloging problems.

• A. Items which can be sent directly to specially designated areas:
• B. Encoding level (Enc Lvl):
• C. Series (400, 410, 411, 440, 490, 800, 810, 830, 840, and some 500 fields):
• D. Call numbers:
  1. L.C. call numbers (050 and 090):
  2. Dewey Decimal call numbers:
  3. Locally assigned call numbers:
  4. All other call number fields:>
• E. Subject headings:

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• F. Author, title, authorship statement, and edition statement:
• G. Imprint (260 field):
• H. Collation (300 field):
• I. Notes (5xx fields):
• J. Added entries:
• K. Fixed fields:
• L. Other problems:

A. Items which can be sent directly to specially designated areas:

1. All materials with the fixed field intellectual level coded "j": These are juvenile works and must have the Dewey call number and subject headings verified. Give these to the copy cataloger for juvenile works.

2. Census material: All census material (even if full L.C. cataloging is found) is reviewed by the original catalogers for the appropriateness of the L.C. call number. Place these on the problem shelves for the original catalogers.

3. All cataloging copy with UKM or NLC in the 040 field should be placed on the proper shelves in the Monograph Cataloging Unit.

4. All mixed media items should be given to the copy catalogers who handle these works. Watch for diskettes in a pocket usually inside the back cover. A separate container to hold the diskette (or any other non-book item) must be made by the Preservation Dept. before the item can be barcoded and processed.

5. If serial cataloging is found, place title on the shelves for new serial titles in the Serials Cataloging Unit.

B. Encoding level (Enc Lvl):

• A blank encoding level indicates a complete L.C. record.
• "8" indicates incomplete L.C. cataloging copy (see separate procedure for editing cataloging-in-publication records).
• I, L, K, and M are OCLC member cataloging and are often missing an L.C. call number and/or subject headings

C. Series (400, 410, 411, 440, 490, 800, 810, 830, 840, and some 500 fields):

D. Call numbers :

1. L.C. Call numbers (050 and 090)

   An L/C call number must be present in either the 050 or 090 field. The order of preference is, choose 050 first; if no 050 use 090. If no 050 0r 090 call number is present, place the title on the problem shelves for the original catalogers except for those which need a series check, then place the title on the shelf for series decision.

   Any cataloging record with an L.C. call number in the 050 or 090 field is acceptable as long as the following problems are corrected Instructions for handling these problems follow {no links yet}:
   

   • a. Lower case letters in the call number.
   • b. Alternate call numbers.
   • c. Format of L.C. call numbers.
   • d. Call numbers with three class letters and/or three cutters.
   • e. Cataloging copy with GB651-GC, Q, R, T-TP, and GV1580-GV1799 call numbers, and N and M call numbers.

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2. Dewey Decimal call numbers.

   Dewey numbers are used only for juvenile books. All other records with only a Dewey Decimal call number should be placed on the problem shelf for the original catalogers.

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3. Locally assigned call numbers:

   Call numbers from classification schemes developed at the UMCP libraries are entered using the 099 field. Examples of such call numbers are "AN" for newspapers and numerical call numbers for manuscript collections from Historical Manuscripts and Archives. The 099 field is used heavily by UMCP for cataloging masters and Ph. D.'s. Last Name is entered first follows by initial of the first and middle name)
   Ex.: LD3231 Van de Geijn, R.A.
   

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4. All other call number fields:

   The 060, 070, 082, 092, 096, and 098 fields should be deleted. Delete also the 050 field with the words "IN PROCESS." If the record has an 055 call number the title should be placed on the shelf for NLC cataloging. Do not delete the 086 field.

E. Subject headings

F. Author, title, authorship statement, and edition statement:

The form of the author's name in the authorship statement (245 field #c) may look different from the way it appears in the 1xx field. This is usually not an error since the form of the name in the author statement is that which appears on the title page and which is often not in its form as required by the cataloging rules. Differences in the forms of the name in the OCLC authority file.

Edition statements sometimes may be missing; add as needed. Don't change an edition statement on a cataloging record to match the book without first verifying that there isn't another record for that edition; if one is not available an original record may be required for that edition, so place the book on the problem shelves for the original catalogers.

G. Imprint (260 field):

The imprint on most cataloging records is usually complete for the place of publication and publisher. If anything is missing it is usually the second place of publication and publisher. The rule to follow is that if the first place of publication is foreign and the second place of publication is in the United States, edit the cataloging record to show the foreign information first followed by the United States imprint information. If the place of publication listed first is in the United States and the second is foreign, then only the United States imprint information is recorded.

Compare the date on the book to the date on the cataloging record. Do not change the date of publication unless it is an obvious error. This is usually evident if the date in the fields (this occurs frequently on CIP cataloging, watch also the date in the call number). If the dates in both the imprint and the date areas of the fixed fields are not the same as in the book, then the copy in hand may be for a different edition of the same title. Re-search for a record which matches. If none is found, record "closest copy found" at top of proof sheet and place book on the problem shelves for the original catalogers.

L.C. no longer records the copyright date if it is different from the publication date for books and printed serials.

Ignore printing dates which are usually listed on the verso of the title page. The word "reprint" may also be used sometimes to mean "printing", especially if the publisher of the later work is the same as the original. Remove printing statements from the imprint if the place, publisher, and the date of publication are a match.

In this example remove "1976 printing" from the imprint information. UMCP will catalog all printings of the 1975 edition using this imprint information.

For titles which have been reprinted the cataloging record used must reflect the publisher of the reprint in the imprint, with a 500 note giving the publishing information of the original. Reproductions (i.e., photocopies, microforms, etc.) are handled differently. The publication information for a reproduction appears in a 533 field with the publication information of the original appearing in the 260 field.

H. Collation (300 field):

A range in height (e.g., 22-28 cm.) will produce "Folio" on CARL when the latter height is 28 cm. or over; height versus the width (e.g., 22 x 28 cm.) will also produce "Folio". Watch for photoreproductions (see 533 field) where the size of the original is smaller than the size of the photoreproduction. Check CARL location list to determine whether the OCLC four letter code will provide the correct cataloging location for the Folio item. (See also procedure for Folio locations).

Don't change the size on a record to match the book eventhough everything else matches. A difference in size may signal a different edition. Place title on the problem shelves for the original catalogers.

Some collations will show volumes rather than pagination. Most of the time only "v." is shown since the number of volumes in the set is not known. This kind of cataloging is referred to as a monographic set or open monograph. These titles should be checked against the master file for a decision on how University of Maryland, College Park, is cataloging this title. Some of these titles may be analysed. Place open monograph titles on the shelves for analyzed monographs.

For editing instructions for cataloging-in-publication cataloging records (encoding level 8) see separate procedure for CIP records.

I. Notes (5xx fields):

Notes which need to be added or corrected are most commonly those concerning bibliographies, bibliographical references, and indexes. There is a distinction between bibliographical references and bibliographies. Bibliographical references may be found at the bottom of the page, at the end of a chapter of a book. They are listed in the order in which they occur in the text; sometimes they are numbered. A general note to describe them is : Includes bibliographical references. On the other hand a bibliography is usually found at the end of the chapter or at the end of the book; all of the references in the bibliography are listed in alphabetical order by the author's last name. General notes to describe bibliographies are : "Bibliography: p. " (for one bibliography in the book), or, "Includes bibliographies" (for more than one bibliography in a book or more than one bibliography in a set of books). Verify bibliographical information by matching it against the book, especially check the page numbering. A general note "Includes

590 notes are used to record information pertaining to the copy of a work which the library owns. Examples of this are the number of the work issued in a limited edition, a statement as to whether the library lacks accompanying material, etc. Sometimes this information may also be expressed in a general manner in a 500 note. University of Maryland, College Park, policy is to record library specific information as part of the 966 field on the CARL record. Show such information to a supervisor before adding 500, 590, and 949 fields to the bibliographical data of the record.

Notes such as "Cover title", "caption title", and "Spine title" are used to show the source of information for the cataloging entry when there is no title page present. (A caption title is the title found at the beginning of the text). These notes are also used if the title recorded in these areas is different from that on the title page. Title added entries are made if the titles are substantially different.

Contents notes are used to show titles of individual volumes of a multi-volume set. Please add this information if the cataloging record does not show all titles for which information is available. Please search also to see if there is cataloging copy for the title in the contents note. It is possible that this item is an analyzed monograph. If copy is found, place the title on the shelves for analyzed monographs.

J. Added entries:

Occasionally an added entry for a joint author or a corporate body as a sponsor of a conference must be added to the cataloging record. Any author which is added must be searched in the OCLC authority file for the proper form of the name.

Watch for copy with 800, 810, 830, and 840 fields which must have the series checked. Delete all 87X fields.

K. Fixed fields:

Coded data entered into the fixed fields is derived from the information in the variable fields. Edit all variable fields first before editing the fixed fields. Fill in all fixed fields which were left blank on the OCLC master record. Consult the OCLC Books Format and various code lists as needed. Some common errors to watch for include missing codes for bibliographies, indexes, illustrations, date, and date type.

L. Other problems:

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