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Beyond Copy Cataloging:MARCing the Next Frontier

Susan M. Sutch

[email protected] Infopeople Workshop

Winter/Spring 2005-6


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What We Will Cover Verifying bib records

Seven steps for original cataloging

Authority control

Assigning LCSH subjects


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What We Wont Cover

OCLC MARC bib record

Automation system differences

Sears Subject Headings


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Why do we use MARC?


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We Use MARC Because We are no longer islands. Share

bibliographic info rather than re-invent

the 3 x 5 card set at each library.

Sharing info requires materials to beorganized in a standardized fashion.

Union Catalogs and ILL a result

cg2


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Slide 5

cg2 I changed the title so itdoesn't repeat theprevious title.Cheryl, 10/31/2005


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Machine Readable Cataloging

Used in most countries in the world!

MARC 21 current standard (1998-) for U.S.and Canada, England

MARC Division of the Library of Congressand ALA set standard


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Did You Know That

the MARC database is the largest

library expense after the collectionitself?


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MARC Review

On Your MARC


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Cataloging RulesMARC (standard)

AACR2(cataloging bible)

LCRIs (more rules)

Catalogers Desktop

http://desktop.loc.gov/

cg3


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Slide 9

cg3 Is Da in titlecorrect or a typo?Cheryl, 10/31/2005


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Copy Cataloging Steps Verify bibliographic record

Decide to import or create new

Add local holdings tag

949, 852, 967 MARC tag


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Computer Checks Bib Record

by Match tags

whether bib record already

exists

008 fixed tag common positions

245 and 246 indicators know indicators used

by computer system


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Bib Record Import Problems Your automation system is not

importing a bib record it should (or

vice versa)

A copy is attached to the wrong

bib record


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Match Tags to Check When

There Is a Problem

001 control number (accession)

003 control number identifier

010 LCCN

020 ISBN

cg6


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Slide 13

cg6 Can you adda word in the title thatexplains the relevance of the2points? Is it

Look at...

Be sure to check...Don't forget...

Would like to discuss this and following related slides briefly by phone.Cheryl, 10/31/2005


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Check 001 Tag

Control Number

Should have same 001 control number

as the record you want to match

Supposed to be unique, but LC andOCLC might use different controlnumbers for the same record


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Check 003 Tag

Control Number Identifier

Goes with 001 tag

Cataloging Source Code

001 and 003 tags should match the

record you are trying to import if: You want the system to only add a copy

and not a whole new record


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Check Other Match TagsLCCN (010) and ISBN (020)

Subfields:

$a valid computer looks here tomatch

$z invalid


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Verify Bib Record: 008 Tag

42 Positions in the 008 tag:

Some are format specific

Some are universal for all formats

Coded info needs to be consistentwith rest of bib record


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Verify Bib Record:

245 Title Indicators

First indicator 0 if title is main entry (no 1XX tag) 1 if title is added entry (has 1XX tag)

Second indicator -Number of spaces to skip when

alphabetizing the title


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Verify Bib Record:

Other Titles Variant title 246

title in other

areas

first indicatoreither 1 or 3

second indicator

how titledisplayed inOPAC

Parallel title -245 $b

title in other

language

add variant title socan alphabetize anddisplay in OPAC


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Oh No, I Have to Catalog!!!!


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7 Original Cataloging Steps1. MARC format

2. Primary info source

3. Main entries

4. Edition, imprint, extent

5. Notes

6. Subjects

7. Added entries

cg7


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Slide 21

cg7 Numbered stepsCheryl, 10/31/2005


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Cataloging Step #1:

Choose MARC Format

Choose from 8

Book

Electronic resource Serial

Mixed

Map

Visual material

Music

Sound recording


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Cataloging Step #2:

Chief Source of Information Book title page, verso

Electronic resource title screen, ReadMe,

online documentation Serial (print) first issue (online)

Mixed objects themselves

Map entire map(s)

Visual material title and credit frames, thenitem itself

Music title page

Sound recording physical item and labels

cg8


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Slide 23

cg8 I combined this slideand thenext. I know it's a lot on the slide but this kind of info is best seen together. If you plan to talk abouteach item inany detail, please make them appear oneata time on mouseclick to help keep them with you.Cheryl, 10/31/2005


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Cataloging Step #3:

Main EntriesMARC 1XX (author) tag

Main entries: personal 100

corporate 110

conference 111

uniform title 130

1XX tags do not repeat


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Cataloging Step #4:

Edition, Imprint

Imprint

MARC 260 tag

publisher place (notindexed) 008 countrycode used instead

publisher (not indexed)

date (not indexed) 008used instead

Edition

MARC 250 tag

leave blank if firstedition

edition (not indexed)


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Cataloging Step #4:

Extent

MARC 300 tag

no fields indexed, all OPAC display varies by format

Book example

$a number of pages $b illustrated

$c height in centimeters

$e accompanying material


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Cataloging Step #6:

Subjects IndicatorMARC 6XX tag

Most subjects Indicator 2 = 4 (if assigned locally)

Indicator 2 = 0 (if LCSH)

Most systems will index subjects only if

indicator 2 = 0

cg9


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Slide 28

cg9 first line in red text is awkward. can you take out theequal sign? or change the word "is" to "does"

Also need to clarify "which means" can you replace it with the word "zero"Cheryl, 10/31/2005


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Cataloging Step #6:

Subject Indicator Exception

655 tag (genre/form) 1st indicator blank

2nd indicator always 7

Coded subject source in subfield $2

cg11


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Slide 29

cg11 If second bullet is a sub-bullet of first- please indent it. Ifnot, mightneed to rephrase the first bullet so itdoesn'tend withacolon.Cheryl, 10/31/2005


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Cataloging Step #7:

Added Entries

7XX Author/Title

700 Personal 710 Corporate

711 Conference

730 Uniform title

8XX Series

800 Personal 810 Corporate

811 Conference

830 Uniform title

Notice anything?


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Calling All Subjects!!!!

Understanding and Assigning

LC Subject Headings


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Ways to Get the LCSH

Classification Web

Big Red Books

MARC Distribution Service:Subject Authorities

Library of CongressAuthorities web site

Authority files inbibliographic utilities


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How do you Begin Assigning

LCSH Subject Headings?

SLAM

Translate into LCSH terminology main headings

subdivisions

Know LC conventions

No single ref source for all needed info

cg12


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Slide 33

cg12 You mightnot want to put 3 possibleanswers to your question on the slide but justask thequestion, thenput up thecorrectansweras the first bulletpoint. Not sure it's acrucial piece of info butprobably interestingand we would want thecorrectanswer on the

slide.Cheryl, 10/31/2005


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Assign Subjects - SLAM Scan

title page, TOC, preface, introduction, text,

bibliography, index, container Look for

keywords, form of item, authors intent,audience, viewpoint

Ask yourselfAre there one or several topics of focus?

Mentally compose a sentence,This resource is about


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Translate into LCSH TermsMain heading main focus of a

subject (required)

Subdivisions used under mainheading (optional)

established strictly defined

free floating used with many mainheadings


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Ways to Assign LCSH Main

Headings

Search LCSH

follow Use and See Also referencesUse BT and NT

Search library catalogs or utilitiesto find similar items

Search authority files


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Assign LCSH Main Headings

Navigate LCSH gs


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Choose a Subdivision Established for use under a

particular heading

Free-floating

many types of headings, not all


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Where to Get Subdivisions Established

LCSH

authority records

Freefloating

Subject CatalogingManual Free-FloatingSubdivisions: an

Alphabetical Index


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LC Insider Info

Library of Congress patterns/habits evolved over 100

years

contact LC for complete list ofpractices/conventions

each institution chooses which touse and which not to


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LC Convention Examples

Main headings for subjects thatcomprise at least 20%+ of work

Sub-topic becomes separate mainheading if more than 20% of work


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More LC Conventions

First subject heading shouldreflect the primary topic or focus of

work

Broader headings only when not

possible to assign specific


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LC Rule of Three

Rule of three

Separate main headings when up to

three distinct topics are discussed

broad heading applies only if itencompasses the 2-3 subtopics and

nothing else If work discusses more than three

topics, assign broader heading


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Authorizing Everything

Are you Under Authority Control?


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Why We Need Authorities

Example:

Are African American, Soviet Union

proper subject terms?

How do you x-reference these?


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Authority Records:

Completely separate MARC21record

Used together with MARC bibrecord in a computerized library


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How Authority Records Help

The librarian/cataloger

can find things in other systems, provideconsistent access and cross-reference

provides check whether name, title, subject iscorrect

General user in OPAC OPAC see and see also refs

source of catalog info public sees on OPAC


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Why Use Authority Records?

Everyone in English speakingworld using same forms of words

Allows:

consistency of terms

cross references to official term scope notes to further explain


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Different MARC Authority

Records Name

person

corporate

meeting

Jurisdiction

Name/Title classic works

that have beenpublished withdifferent titles

Subject general

genre

geographic

Title not associated

with a particularauthor


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Sample Authority Record from LC

Authorities Online

005 20020521235823.0008 020329|| anannbabn |n ana010 __ $a sh2002003572

040 __ $a DLC $b eng $c DLC150 __ $a English literature $x Asian authors670 __ $a Work cat.: 2002025662: Innes, CatherineLynette.A history of Black and Asian writing in Britain, 2002.680 __ $i Here are entered works of English literaturewritten in Britain by authors of Asian origin or ancestry.Works of literature written in Asia in the English languageare entered under $a Oriental literature (English).

681 __ $i Note under $a Oriental literature (English)


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Authority Records: X-Ref Tags 4XX tags

Used for / see from references

lead from unauthorized toauthorized heading

5XX tags

See also under references

lead from authorized to anotherauthorized heading


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Authority Records:Notes Tags

Cataloger only

use 670 tag (found in)

OPAC display

use 680 tag


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Can I Get MARCAuthority Records Online?

http://authorities.loc.gov

Yes, and they are free!!!!!!!!!!!!


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Putting It All Together

Is my copycat record OK?

Seven steps to do it yourself cataloging

Add a subject

Maintaining authority


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The Final Authority

Order, unity and continuity are

human inventions just as truly as

catalogues and encyclopedias.

Bertrand Russell

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