PINES Cataloging FAQ

Here are some frequently asked cataloging-related questions complied mostly from PINES email communications from the past 10 years. The FAQs are arranged in three sections by categories as shown below. For key-word searching, please press Ctrl + F keys. If you have any comments and suggestions about this FAQ list, please contact PINES Cataloging Specialist at blin@georgialibraries.org


Cataloging Policies and Procedures

Bibliographical Matching Questions

Outsourcing Cataloging Policies and Procedures

Cataloging Policies and Procedures

Can cataloging be done at a branch library?

A proposal for changing the existing policy (cataloging at a library’s headquarters only) has been deferred to RPLAC, Regents Public Library Advisory Committee, which will make recommendations for changing state aid rules. Once a recommendation is in place, PINES Executive Committee will reconsider the question.

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What are the PINES current copy cataloging practices regarding RDA?

PINES has not yet made a decision on when to adopt RDA, and we basically follow the same policies and procedures regarding RDA records as follows:

Copy cataloging : When an RDA record is available in OCLC, we will accept the record as it is (perhaps with only obvious transcription or MARC21 coding errors corrected).  When an AACR2r record is available, we will accept and modify the record, if necessary, according to AACR2r. From now on, when both an RDA record and an AACR2r record are available, we will choose the RDA record. If a record is a CIP in RDA format and needs to be completed in descriptive areas, pass it on to PINES Cataloging Specialist (till further training on RDA is done). 

Original cataloging : If no record is available in OCLC, we will continue to create original records according to AACR2r. If your library’s original cataloging work has been outsourced to PINES approved commercial vendor(s), your vendor can choose to create RDA records according to its own cataloging practices. For the first, few RDA records in each format from your vendor, please provide PINES’ Cataloging Specialist the records’ TCN numbers for quality check.

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Can a PINES library purchase bib records from a vendor and batch load them into PINES Union catalog?
No, the only source of PINES bib records is OCLC’s World Cat. New records have to be imported one by one via z39.50 interface. Batch loading records is allowed only for exceptional cases such as when a new system joins pines or for a major Recon project for manual collections.   

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What is a PINES CAT1 cataloger?
A CAT1 cataloger is a PINES-trained professional or para-professional cataloger, who has the highest cataloging authority to do title-level copy or original cataloging for his or her library system.  

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What does title-level copy cataloging mean?
In PINES workflow, copy cataloging means search and matching title records to attach holdings, editing records according to PINES guidelines, removing copies/volumes/title records, importing new records from OCLC, and overlaying or merging records in PINES.

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What takes to be a PINES CAT1 cataloger?
Please contact PINES Cataloging specialist at blin@georgialibraries.org

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Can a trained CAT1 person at a system train its own new CAT1?
Currently all new CAT1s are trained by PINES. We may soon be working on a plan of delegating certain portion of the training to a system's head cataloger.

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What are the hiring qualifications for a CAT1 person in a PINES system?
PINES does not control hiring decisions at individual libraries; it is up to the library system to decide.

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How many CAT1 persons can a library system?
No limit. A library system can hire and train as many CAT1s as it needs. A library administrator can appoint a new CAT1 to be trained.

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Can I keep using PINES legacy CAT1 Login with Evergreen?
Yes.

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 How can I apply a personal login for the Evergreen system?
Email your name, library system name, and your personal PINES Card number to PINES Cataloging Specialist at blin@georgialibraries.org

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What is the required training for original cataloging?
Original cataloging is required for all CAT1s who have never done it before.

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If I have been doing original cataloging with OCLC for many years, am I required to attend additional training in PINES?
Not necessarily, unless patterns of errors are found in your new records.

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Can I derive a new record based on an old PINES record in our system?
No, you should never derive a new record based on an old PINES or an OCLC record in our local system. Currently there is no such function in Evergreen cataloging module.

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If I find obvious coding and typo errors in title records, am I allowed to correct them?
Absolutely! If you have never edited title records before, please report the errors to PINES Cataloging Specialist.

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When can I create a new record?
See Section 4 in the OCLC bibliographic Formats and Standards manual. This section is also known as “The Differences Between, Changes Within: Guidelines on When to Create a New Record.”

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Am I allowed to add local information to a title record?
No, no local information should be added to a title record; it should be added at copy level. Currently the only local information allowed on a title record is a local subject heading in 690 tag for “Georgia authors”, if a publication is defined as such.

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What is a K-record in local database?
Please contact PINES Cataloging Specialist at blin@georgialibraries.org

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Is there any documentation on how to cataloging on Evergreen?
Please contact PINES Cataloging Specialist at blin@georgialibraries.org

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How many logins does a vendor need to work for multiple PINES libraries?
Evergreen system does not require vendor-library specific login, but a vendor may apply different logins for its different client libraries if it wishes to.

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What should I do when finding errors in OCLC records?
If you find errors in K level record, you can lock and replace OCLC record in Connexion or report them to Bin Lin. If you find errors in I-level records, report them to Bin Lin if you don’t have PINES autho to correct them.

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How do I report record errors directly to OCLC?
If you find errors in DLC’s or PCC’s full or 4 level records or duplicates, you may report them directorly to OCLC at bibchange@oclc.org

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If I find an OCLC record has been changed in PINES, what should I do?
If an OCLC record has been altered in PINES, but your piece in hand matches everything on the original OCLC record, you can just go ahead to overlay PINES record with the original correct OCLC record while informing a PINES library or libraries that have copies on the altered records. Report any such recent cases to PINES Cataloging Specialist blin@georgialibraries.org

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Bibliographical Matching Questions

Where do I find OCLC matching documents?
See Section 4 in the OCLC Bibliographic Formats and Standards manual.

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How can I recognize an RDA record?

An RDA record typically has subfield $e rda in 040 field and has a string of 336, 337, and 338 fields, which replace subfield $h [GMDs] in an AACR2 record.  These 33X fields are used in resources of allformats. For instance, in an RDA book record your will see them coded as follows:

336   text ǂ2 rdacontent

337   unmediated ǂ2 rdamedia

338  volume ǂ2 rdacarrier

For other new features in an RDA record, contact PINES Cataloging Specialist for a recently updated document of PINES Copy-cataloging Specifications.

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1xx main entry

If the author’s name on my title page does not match that in the main entry in 100 field, what do I do?
If you use how to verify the author’s name in the authority file, check it to see if the author’s name is correct in the AF, and if the different name also appears in 400 field of the AF, go ahead to use the record without doing anything. If the 100 author name does not match the one in AF or if you don’t know how to verify it in AF, report the case to PINES Cataloging Specialist.

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If the corporate author (an organization) does not match, is the record a match?
If the corporate body is different, the record is not a match, but be aware that the absence and or the presence of a corporate body in 110 field alone does not justify a new record.

260 Imprint Information

Must a place of publication be the same?
Usually it should; but occasionally, if the place of publication is the only difference (within the same country), the record can be a match.

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My item has more than one place of publication, but the first place on record does not match the first place on my item, is the record a match?
No. If more than one place of publication appears on your item, the first place in the record has to match the first place of publication on your piece.

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Must a publisher on the piece match that on record?
Yes, the publisher and or distributor of an item must be the same to be a match. But be aware that some publishers have different affiliations and may appear under different names. Double check in PINEScopy cat specs for some of those publishers, and search online to find more possible cases if needed.

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If there are several publishers on the piece in hand. What should I do?
In this case, at least one of the publishers should match.

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If the publication or copyright date differs in CIP data area from that found on t.p. verso of my book, which date is a correct date?
The date on the t.p. verso of your book is.

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If a book published or copyrighted in a particular year with a new printing date or dates, which date should I count on matching?
You match the publication or the copyright date, not the printing date. If you’d like to bring out the new printing date for your copy, you may add the information at the copy level.

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When is an item is a real “Reprint”?
When you have a “reprint” item (Fixed Field DtSt: is coded "r"), your item has a previous publisher different from the current one; and more often than not, you will find the reprint information on the piece such as “previously/originally published by…”.

300 field physical description

Has 300 pagination to be an exact match?
If the page number does not match a full level record, the record or the book should not be a match, with some exception of minor differences, say, 345 p. vs. 346 (see OCLC Formats and Standards Section 4).

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What is PINES practice regarding minor page number changes?
Don’t change page numbers in 300 field unless you have verified with at least one other library that the information on record is an error or the evidence can be found from the record itself (see answer to the next question).

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If a video or an audio record on my item has a different number of discs or cassettes but exact the same running time, is the record a match?
No, especially if the difference in number is big. Don’t use an AV record whose number of discs or cassettes does not match that of what you have, unless you have evidence that difference is a cataloger’s error. In the latter case, correct the record or report it to PINES Cataloging Specialist.

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Could a 300 field pagination be a human typo?
Sometimes, a wrong page number in a record could be a cataloger's typo: for example, if a record has 252 pages, but your item has 352 pages and everything else is exactly a match.  In this case, the page number on record is likely a typo. If you happen to see a 504 note that states that bibliographical reference ends on 352 p, you can then be 100% sure that page number is a typo.  On the other hand, such page difference as seen in a 239 p. vs 248 case is not likely a human typo. In the latter case, you can also check to see how many libraries have copies on the record. 

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What should I do if I need to attach a book with a CD to a matching book record without an accompanying material in the 300 $e?
If this record is the only matching one you can find, use the book record and add a local note at the copy level for the CD.

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What should I do if I need to attach a CD with a booklet to a matching CD record without an accompanying material in the 300 $e?
Follow the same treatment in the answer to the question above.

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Dealing with series (490 & 8XXs fields)

What are the “official” rules for matching series statements in 490/8XX (mainly 800/830) fields?
If you know that your piece in hand belongs to a series, the series statement should match. You also want to verify a series title in AF. Be aware that the absence or presence of a series statement alone does not justify a new record.

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Matching Table of Contents (505 field)

How do I match 505 TOC (table of contents) fields?
The individual titles of in a 505 contents field have to be exact matches—exact same wording and order, although the number of titles in the field may vary. Check the 505’s 2nd indicator to see if the TOC has a complete content (indicator 0), incomplete (indicator 1) or partial contents (indicator 2).

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Matching Numbers

My item’s ISBN number does not match the record, what should I do?
ISBN is not a unique number for matching. As long as information from 245—500 matches your item, the record is a match. Please remember to add an extra 020 field for the new ISBN number in subfield $z field.

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Outsourcing Cataloging Policies and Procedures

If my library decides to outsource all cataloging operation, do we still need a trained cataloger?
Yes. See PINES-related doc.

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Who are PINES approved vendors for outsourcing cataloging?
Baker & Taylor (copy cataloging of books and AV and original cataloging for books only): Note BWI has been emerged with Baker & Taylor. 
Ingram (copy and original cataloging for books and AV)
Brodart (copy and original cataloging for books and AV)
Quality Books (copy and original cataloging for books and AV)
Recorded Books (copy and original cataloging for audio items)

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Which PINES libraries are outsourcing their cataloging operations?
Columbia County, FRRL, URRL, Athens Regional, NGRL.

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What are the procedures for getting a vendor approved? 
1. Once a PINES library informs PINES of a new vendor to be approved and provides the vendor’s cataloging contact person, PINES Cataloging Specialist will get in touch with the vendor to start the cataloging evaluation process.

2. Currently PINES approves cataloging outsourcing for three formats: books, audio, and visual materials. PINES will first send the vendor all PINES cataloging policies and procedures to review. Once the vendor agrees to those policies and procedures, PINES will do the following:

a) For copy cataloging, the vendor will matching samples for books and AV materials.

b) For original cataloging: vendor needs to send PINES three new records for each book/av item to check.

3. After the vendor’s work is checked and deemed qualified to do copy or original cataloging or both, PINES will inform the library and the vendor.

4. After the cataloging evaluation, the head cataloger of a library system will be responsible for training its new vendor on how to use OCLC and Evergreen to do cataloging. PINES will get involved in training if needed.

5. Some OCLC paperwork needs to be done in order for a new vendor to use its client library’s OCLC authorization for using the OCLC cataloging facility. PINES can help the library with doing the paper-work if needed.

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Who is responsible for vendor’s training?
An outsourcing library’s CAT1 person is normally responsible for training the vendor on how to search OCLC or use PINES local system. If additional help is needed from PINES, contact PINES Cataloging Specialist.

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Who is/are responsible for quality control of vendor’s work?
For copy cataloging, the outsourcing library’s CAT1 person is responsible for quality control issues; for original cataloging, PINES Cataloging Specialist and all PINES CAT1s who should bring serious original cataloging issues to the attention to PINES Cataloging Specialist for follow ups with vendors involved.

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Who is responsible for correcting problems with a vendor's work?
Generally speaking, a vendor should be held responsible for correcting its error(s), especially if fixing a problem takes considerable staff time.  If PINES staff are to help resolve an issue, we may request compensation of time from the vendor involved. 

In the case of loading a vendor’s new records in OCLC, a time sensitive task, the head cataloger of an outsourcing library and/or PINES cataloging specialist may correct occasional minor errors in descriptive cataloging to ensure prompt loading of records. A vendor should be then informed of any such minor error each time it occurs.

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What paperwork should a library do in order to share its OCLC authorization with a vendor (3rd party)?
Your system should fill out OCLC 3rd party agreement and co-sign the original with the vendor. Send the original document to OCLC. Contact PINES Cataloging Specialist at blin@georgialibraries.org for the OCLC document.

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Where do I send the OCLC 3rd party agreement?
You send the original copy to:

Cynthia M. Whitacre 
Manager, WorldCat Quality & Partner Content Dept. 
OCLC 
6565 Kilgour Place
Dublin, OH 43017-3395
800-848-5878, ext. 6183 
whitacrc@oclc.org

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May I apply for additional OCLC authorization?
Yes, you can apply as many OCLC authos as you need free of charge.

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How do I go about applying for additional OCLC authorization for my vendor?
Fill out the online form, and you should get a new authorization in 24 hours
https://www3.oclc.org/app/sysacc/header.pl

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Questions or Comments? Contact blin@georgialibraries.org