3-4 march 2003 doc training workshop workshop for fms & refernet cedefop cataloguing procedures...

3-4 March 20033-4 March 2003 DOC training workshop

Workshop for FMS & ReferNetWorkshop for FMS & ReferNet

Cedefop cataloguing proceduresCedefop cataloguing proceduresCreating bibliographical descriptions for Creating bibliographical descriptions for

VET-BibVET-Bib

Bettina Brenner Bettina Brenner DocumentalistDocumentalist

1



Cataloguing - General remarks Cataloguing - General remarks Standards, norms and rules are essential means for describing

bibliographical and related information. Network cataloguing only operates successfully if the input is

prepared in a consistent and accurate way. Cedefop follows the Anglo-American Cataloguing Rules (AACR 2). Cedefop follows USMARC format (representation and communication

of bibliographic and related information in machine-readable form). Descriptions of countries, languages, etc. follow ISO norms. Several authority files control data input. (Authors; Corporate sources;

Document types; etc.)

2



Cataloguing - VET-DetCataloguing - VET-Det VET-Det is the input tool for bibliographical data. It was developed to

facilitate correct bibliographical description. VET-Det manual is describing the cataloguing rules as they are applied

by Cedefop. It has to be consulted while cataloguing!

Cataloguing - DefinitionsCataloguing - Definitions A PUBLICATION may be a book, a chapter in a book, an article in a

journal, a CD-ROM, a database, a electronic document, a website. A RECORD is a description of a publication, it comprises a

bibliographical description, a set of descriptors and an abstract.

3



Cataloguing - Bibliographical levelCataloguing - Bibliographical level

Depending on the publication, the bibliographical level varies: BK for printed monographs (books, reports, etc). Also used for printed publications,

which are available online, too. CF for computer files (CD-ROM). JA for journal articles JI for thematic journal issues (devoted to specific themes) MC for monograph parts (for example one contribution in a compilation) MX for “mixed” publications, meaning book with attached CD-ROM or diskette IR for internet resources, like online databases, websites, catalogues, etc.

Choosing the correct bibliographical level is essential for being able to access all the bibliographical fields required!!!

4



Cataloguing - Title fieldCataloguing - Title field TITLE statement

separation into 3 sub-fields: main title : subtitle / responsibility.

Use correct punctuation: / . =

Indicators Main responsibility

Choose TITLE when no personal author exists (default for internet resources) Choose AUTHOR when a personal author exists (most common case) Choose CORPORATE SOURCE when publication is published by a corporate

source by mandate, like working programme, annual report. (rarely used)

Title non-filing indicator : use when title begins with an articleUse “4” for “The…”; Use “2” for “A….”

5



Cataloguing - Other title fieldsCataloguing - Other title fields

VARYING TITLE alternative titles

other linguistic versions appearing in the main source of information

parallel titles other titles appearing in the source of information

ROUGH TRANSLATION rough translation of titles which are not English or French and which users

may not understand rough translation begins and ends with a square bracket.

[Rough Translation.]

6



Cataloguing - Other Title fieldsCataloguing - Other Title fields SERIES TITLE

only used for entering series non-filing indicator applies [The … = 4] not to be confused with Host Item

TITLEVocational training in Spain.SERIES TITLECedefop panorama vol 6

HOST ITEM When cataloguing journal articles and journal issues the title of the journal has to

be entered under HOST ITEM

TITLE [of article]The experience of adult training / Andrea de Curvey.HOST ITEM [title of journal] Vocational training journal(2000) 12, p. 34-68

7



Cataloguing - AuthorsCataloguing - Authors

AUTHOR field and OTHER AUTHOR field repeat in a standardised way the names already mentioned under statement of responsibility in TITLE field.

Apply general orthographic rules Full spelling of names

Pérez, María LuisaDa Cruz, CarlosVan Rens, JohannJohn, Ernst G.

Use AUTHOR field for first author, OTHER AUTHOR field for second and third author.

We don’t distinguish between authors, editors and compilers.

8



Cataloguing - Corporate SourceCataloguing - Corporate Source

If no personal author is indicated but a corporate body, the corporate body will be responsible for the publication.

It is very important to enter the corporate body in a standardised form, even if this differs from the indication on the document.

Enter the name of the corporate body in mixed case followed in the next field by the acronym in upper case.

For national organisations, the name has to be adopted in the language of the country. In the case of names of minor languages, put the English name in brackets.

Many times two level description is usedCS National Research Centre SUBUNIT Insitute for Education

9



Cataloguing - Title fields - Example 1Cataloguing - Title fields - Example 1 Publication with main title, subtitle and three personal authors

INDICATORS1st IND = 2 (Main repsonsiblity = author)2nd IND = 4 (The...)

TITLEThe Bulgarian training system :

SUBTITLElatest vocational training trends /

RESPONSIBILITY STATEMENTedited by Peter Green, August W. Müller and Franka Achtenhagen.

AUTHORGreen, Peter

OTHER AUTHOR Müller, August W.Achtenhagen, Franka

10



Cataloguing - Title fields - Example 2Cataloguing - Title fields - Example 2 Publication with main title, two subtitles and one responsible

corporate source

INDICATORS1st IND = 1 (Main repsonsibility = title)2nd IND = 0

TITLEQ :

SUBTITLEthe independent political review : arts, business and science /

RESPONSIBILITY STATEMENTedited by the International Center of Business and Science.

OTHER CORPORATE SOURCEInternational Center of Business and Science

11



Cataloguing - Title fields - Example 3Cataloguing - Title fields - Example 3 Bilingual publication with more than three authors.

INDICATORS1st IND = 1 (Main repsonsibility = author)2nd IND = 0

TITLEEducational theory and training research =

SUBTITLEErziehungstheorie und Bildungsforschung /

RESPONSIBILITY STATEMENTJohn Garland [et al.].

VARYING TITLEErziehungstheorie und Bildungsforschung.

AUTHORGarland, John

13



Cataloguing - Publishing InformationCataloguing - Publishing Information

PUBLISHER field is subdivided into three sub-fields Place of publisher Name of publisher Date of publication

Use of this field is mandatory for all records

Place of publisher is entered in English and NOT in the original languageVienna and not Wien

Date of publication has to be entered with 4 digits Name of publisher is entered in the shortest recognisable form

ILO and not International Labour Office

14



Cataloguing - Other fieldsCataloguing - Other fields

ISBN/ISSN enter ISBN (books) / ISSN (journals) as given in the publication if no ISBN/ISSN is found, it is mandatory to make a reference in the

AVAILABILITY field

Availability mandatory field, if no ISBN/ISSN is found in the publication Information on where a copy of the document can be obtained consists of 5 different sub-fields: Name & address; Tel; Fax; eMail;

Homepage Input has to be standardised

15



Cataloguing - Other fieldsCataloguing - Other fields LANGUAGE

use two character codes define language of publication and language of abstract

MEETING name, place, date in case you are cataloguing proceedings or conference papers, data of the meeting

has to be provided

DOCUMENT TYPE choose value from list of values (proceeding, monograph, report, journal article,

database, website…)

SHELF LOCATION The NM shelf location field is for network members to indicate their local shelf

location The CED shelf location is used to indicate shelf locations at Cedefop. Used for

periodicals and series. Currently doesn’t apply for FMS countries

16



Cataloguing - Other fieldsCataloguing - Other fields UPDATE Field

reflects the date to which corresponds the monthly contribution. Date of Update is generated automatically, however can be changed manually.

EDITION entry is made only when an edition statement appears on the publication

2nd ed.3rd ed.

A first edition is never mentioned.

RELATED RECORD Enter the native accession number of closely related documents and indicate the

type of relationship. PAR Parallel links DOWN down links UP up links

17



Cataloguing - Other fieldsCataloguing - Other fields PHYSICAL DESCRIPTION

Description of physical extend of a publication98 p.unpaged3 vols. (386 p.)CD-ROMwebsite

When cataloguing journal articles, issues or monograph components this field stays blank.

Range of pages of journal articles, issues as well as parts of monographs has to be entered under Host Item.European journal vocational training(2002), no 12, p. 34-59

18



Cataloguing - internet resources/electronic documentsCataloguing - internet resources/electronic documents Choose bibliographical level IR for internet resources. Choose bibliographical level BK/JA… for electronic documents. Electronic location of document

composed of five different fields which must be completed if an URL is indicated: URL; Electronic format; Access note; Genre/Form; Copyright note

URL: http://ue.eu.int/Amsterdam/en/amsteroc/en/treaty/treaty.htmFORMAT: text/htmlACCESS NOTE: Electronic text address (EN)GENRE/FORM: TextCOPYRIGHT: © European Parliament

Please see chapter 5 “Cataloguing of Internet Resources” in VET-Det manual for further information!!!

19



Please contact for any queries concerning Please contact for any queries concerning Cedefop cataloguing proceduresCedefop cataloguing procedures

Bettina BrennerBettina Brenner

[email protected]@cedefop.eu.int

Cedefop- Library and DocumentationCedefop- Library and DocumentationPostal address: POB 22427, GR 55102 ThessalonikiPostal address: POB 22427, GR 55102 Thessaloniki

Visiting address: Europe 123, GR 55102 ThessalonikiVisiting address: Europe 123, GR 55102 Thessaloniki

20

Thank you for your contributions!Thank you for your contributions!

3-4 march 2003 doc training workshop workshop for fms & refernet cedefop cataloguing procedures...

Documents

doc training workshop

network cataloguing

fms refernet cataloguing

title fields series

main title

det cataloguing vet

bibliographical fields

fms refernet cedefop