User Tools

Site Tools


cat:copy_cataloging_procedures

Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revisionPrevious revision
Next revision
Previous revision
cat:copy_cataloging_procedures [2020/02/18 23:31] ehardycat:copy_cataloging_procedures [2024/02/15 13:32] (current) tlittle
Line 1: Line 1:
 ====== Copy Cataloging Procedures ====== ====== Copy Cataloging Procedures ======
- 
-===== Definition of copy cataloging ===== 
- 
- 
-Copy cataloging is the process of using and editing, if required, an existing bibliographic record for a work in hand. Editing is restricted to corrections and additions to the information in the record. In PINES, there are two types of copy cataloging. The first type is when CAT1 or CAT2 catalogers discover and use a matching record within the PINES database to attach their library holdings. CAT1 catalogers can edit the bibliographic record for missing or incorrect information, following PINES cataloging specifications. The second type is when a CAT1 cataloger discovers a matching existing record in the OCLC WorldCat (OCLC hereafter) database and imports it into the PINES database. The record can also be edited for missing or incorrect information, preferably in OCLC for those accordingly trained. The CAT1 then attaches library holdings or passes it to a CAT2. 
- 
-A CAT1 has the highest cataloging authorization to work with bibliographic records at each PINES library system. CAT1 status is granted only after mandatory training by the PINES Cataloging Specialist. PINES has the right to revoke cataloging privileges of any member library if its work repeatedly fails to meet with established standards. If there is a cataloging staff change in a PINES library, it is the library director’s responsibility to notify the PINES Cataloging Specialist of the change so that training can be done as soon as possible. Each library system should have a cataloging coordinator that oversees and is responsible for (along with the system director) cataloging for the library, whether in-house or vendor. The coordinator also arranges and conducts or oversees all training for new system (CAT2) catalogers. 
- 
-Catalogers with CAT2 authorization are restricted to adding, deleting, or editing volume and copy information for their library systems. They are expected to report any incomplete records or errors in bibliographic information on records to their cataloging coordinators for resolution. System cataloging coordinators are responsible for training CAT2s in PINES standards and local practices. 
- 
-===== Required Attendance at Applicable PINES Training Sessions ===== 
- 
-Attendance at PINES training sessions is considered to be mandatory unless arrangements to the contrary have been made with the PINES Cataloging Specialist or another PINES staff member. “Make-up” sessions are normally required in such situations. For libraries that repeatedly do not send staff members to training sessions, it may be necessary to require additional training or request evidence (such as examples of applicable work) to determine if the training is necessary. 
- 
-Continued failure to attend training sessions (usually missing three or more) without making alternate arrangements can result in a system being declared non-compliant and their CAT1 authorization being deactivated. The re-activation process is explained at the end of the following section. 
- 
-===== Non-adherence to Established PINES Cataloging Policies ===== 
- 
-Non-adherence to Established PINES Cataloging Policies can result in a PINES System being declared non-compliant. 
- 
-The following situations could cause a PINES system to be declared non-compliant. [NOTE: Additional conditions might be added to this list as new situations arise.] 
- 
-  * Not reading messages posted on the Cataloging Listserv (CAT-L) and/or not following the instructions/requests stated therein 
-  * Not being familiar with and following established standards (listed in the Policy document) 
-  * Refusing to follow established PINES policies and procedures 
-  * Allowing Cat1-level work to be done by a person who has not been adequately trained 
-  * Allowing cataloging work to be done in the branches (other than by visiting catalogers from the central office who are working on special projects) 
- 
-A PINES system can be declared as being non-compliant with PINES cataloging policies, procedures, and/or standards if on three separate occasions the PINES Cataloging Specialist has warned the system about a problem, and the PINES Executive Director has sent a warning letter to the system’s director, but problems continue to occur. At that point their Cat1 authorization can be deactivated. 
- 
-To re-gain authorization the system director and cataloging staff of the non-complaint system will have to confer with the PINES Cataloging Specialist and Executive Director to establish the process by which the system will be able to re-gain Cat1 authorization. When the Cataloging Specialist has determined that the conditions have been met successfully, Cat1 status will be reinstated. 
  
 ===== Copy Cataloging Workflow ===== ===== Copy Cataloging Workflow =====
Line 42: Line 11:
 ===== Copy Cataloging Specifications ===== ===== Copy Cataloging Specifications =====
  
-==== Bibliographic Matching Criteria (monographs only) : A Short Version ==== 
  
-PINES matching guidelines: An in-coming record must be an exact match: a PINES cataloger has to find an exact matching record for the item in hand either in PINES or from OCLC. If it is decided that a match is not found from either database, s/he should NOT bring in a near-match from OCLC and alter it to fit the description of the item in hand. When in doubt as to whether a near-match bibliographic record is an actual match, please contact the PINES Cataloging Specialist. +==== Editing In-coming Records from OCLC: DOs and DON’Ts ====
- +
-When searching PINES or OCLC WorldCat for monographic bibliographic records, the following criteria apply. For detailed field-by-field matching, see OCLC’s manual Section 4 “Section 4, [[https://www.oclc.org/bibformats/en/input.html | When to Input a New Record]] in the [[https://www.oclc.org/bibformats/en.html | OCLC Bibliographic Formats and Standards]] manual. or the pamphlet format: +
- +
-Association for Library Collections & Technical Services. 2007. //[[http://bibpurl.oclc.org/web/20667|Differences between, changes within guidelines on when to create a new record.]] //Chicago, IL: Association for Library Collections & Technical Services. +
- +
-You can download the document’s pdf file from the above link. +
- +
-==== Field guidelines ==== +
- +
-^Field^Subfield^Notes|| +
-|245|$a|must match (esp. for books) Note: for AV materials, check 500 notes on sources of title information if titles in 245 fields don’t quite match your title on the piece in hand.|| +
-|245|$b|May match; matching information could be in a note.|| +
-|245|$c|May match; matching information could be in a note.|| +
-|250|$a|must match (OK 1st ed. vs. no edition statement).|| +
-|260/264|$a|should match in most cases, but change of place within the same country between printings of the same edition and variation in choice of place for items with more than one place of publication is allowed. If more than one place of publication is involved, the FIRST place on your piece should match the first place in the record.|| +
-|260/264|$b|should match in most cases, but change of publisher among parts of multipart item, variation in choice of publisher for an item having more than one publisher, and variation in choice of publisher when the publishers are part of the same organization (e.g. Puffin vs. Penguin) is allowed.|| +
-|260/264|$c|must match unless the date is in brackets or with question marks.|| +
-|300|$a|must match, but there are slightly varying styles of entry for multi-parts of on-going publications (e.g., 300 4 v. vs. 6 v. etc.), use best judgment or ask for help if you are not sure.|| +
-|300|$b|must match for AV materials, but there may be slightly varying styles of entry.|| +
-|300|$c|must match for AV materials. For books, if the dimension varies by a few centimeters, and that is the only difference, consider it a match.|| +
-|490/8xxs|$a|must match if present, but tracing can differ. Be aware of non-standard series statements.|| +
-|501|.|“With note.” Must match.|| +
-|511|.|Performers, narrators, presenters, etc. must be same for AV materials; such information could be in a 500 note.|| +
-|505|.|Contents must be same; but be aware of partial or incomplete contents by examining the first indicator of this formatted note field.|| +
-|533|.|Reproduction note: Must match if present.|| +
-|538|.|For Audiovisual materials, formats must be the same: Beta is not VHS; CD is not cassette; DVD is not videocassette. For electronic resources, System requirements should be the same.|| +
-|546/041|.|Language note/code must be the same.|| +
- +
- +
- +
-==== Selected Publishers and their imprints ==== +
- +
-**Penguin Group (USA)** +
-|Berkley Books|DAW Books|Dial Books for Young Readers|| +
-|Dutton|Dutton Children's|Jove (Pyramid Books)|| +
-|New American Library (NAL)|Roc Books (Signet, Onyx, Signet Classics)|Paperstar|| +
-|Perigee Books|Plume|Puffin Books|| +
-|Rendezvous Press|Riverhead Books|Rough Guides|| +
-|Topaz|Verso|Viking Press|| +
-|Viking Children's|| +
- +
- +
-**Rowman & Littlefield Publishers** +
-|Rowman & Littlefield Publishers|AltaMira Press|Cowley Publications|| +
-|Government Institutes|Hamilton Books|Jason Aronson Psychotherapy|| +
-|Lexington Books|R & L Education|Rowman Education|| +
-|Scarecrow Press|ScarecrowEducation|Sheed & Ward|| +
-|S R Books|University Press of America|| +
- +
-**Harlequin Romance Imprints** +
-|Gold Eagle|Harlequin Romance|Harlequin American Romance|| +
-|Harlequin Blaze |Harlequin Everlasting Love|Harlequin Ginger Blossom|| +
-|Harlequin Historicals|Harlequin Intrigue|Harlequin Medical Romance|| +
-|Harlequin NASCAR|Harlequin Next|Harlequin Presents|| +
-|Harlequin Superromance|HQN Books|Kimani Press Kimani Romance|| +
-|Kimani Press Arabesque|Kimani Press New Spirit|Kimani Press Sepia|| +
-|Kimani Press TRU|LUNA Books|MIRA Books|| +
-|Red Dress Ink|Silhouette Desire|Silhouette Nocturne|| +
-|Silhouette Romantic Suspense|Silhouette Special Edition|Steeple Hill Cafe|| +
-|Steeple Hill Love Inspired|Steeple Hill Love Inspired Suspense|Steeple Hill Love Inspired Historical|| +
-|Steeple Hill Women's Fiction|Spice Books|Worldwide Library|| +
- +
- +
-**Simon & Schuster imprints** +
-^Adult^^|| +
-|Atria Books|Beyond Words Publishing|Free Press|| +
-|Howard Books|Kaplan|Pocket Books|| +
-|Scribner|Strebor|The Touchstone and Fireside Group|| +
-|Threshold Editions|Washington Square Press|| +
- +
-^Young adult and children^^|| +
-|Aladdin Paperbacks|Atheneum|Fireside Books|| +
-|Little Simon|Little Simon Inspirations|Margaret K. McElderry Books|| +
-|Simon & Schuster Books for Young Readers |Paula Wiseman Books|Ruckus|| +
-|Simon & Schuster Libros Para Niños|Simon Pulse|Simon Scribbles|| +
-|Simon Spotlight|Simon Spotlight Entertainment|| +
- +
- +
-**Kensington Books** +
-|Aphrodisia|Brava|Citadel|| +
-|Dafina|Pinnacle|Twin Streams|| +
-|Urban Soul|Vibe Street Lit|Zebra|| +
- +
-**Thomas Bouregy & Co** +
-|Avalon Books|| +
- +
-**Infobase Publishing** +
-|Bloom's Literary Criticism|Facts On File|Cambridge Educational|| +
-|Checkmark books|Chelsea House|Ferguson Publishing|| +
-|Films for the Humanities & Sciences|| +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
- +
-==== Some special cases ==== +
- +
-1) Paperback ed. vs. Hardback ed. +
- +
-  * You can attach a paperback item to a record for a hardback and vice versa if the binding (|c cm must match) is the only difference. (Note: A paperback added to a record for a hardback edition would probably be a “Trade paperback” not a “Mass Market” one.) +
- +
-2) Book club ed. vs. regular ed. +
- +
-  * You can attach a Book club edition to a record for a regular edition if the ed. statement is the only difference. +
- +
-3) Use the record if an art work date for a new binding is the only difference: There are occasions when books, particularly paperbacks, are re-released with a new cover. In such a case there is no content change. +
- +
-4) 028 fields when matching AV material +
- +
-  * For a visual item (VHS/DVD), if the number in 028 is the only difference, consider the record a match.\\ +
-  * For an audio item (cassette/compact disc), if the number in 028 is clearly different, DO NOT consider the record a match. +
- +
-5) Choice of preferred record when there are multiple options–given in the order of preference: +
- +
-  * DLC records +
-  * PCC records (with 042 field, created by libraries participating in the Program of Cooperative Cataloging) +
-  * Records having the largest number of library symbols in the 040 field +
- +
-In addition: +
- +
-  * Learn which libraries do quality records and prefer their records. +
-  * Choose the record with the higher level of encoding over one with a lower level. +
-  * Choose the record with a complete set of access points over one without a complete set. +
- +
- +
- +
- +
-==== Editing In-coming Records from OCLC: DOS and DON’TS ====+
  
 Types of records to be edited in PINES: we require that incoming OCLC records not be altered or edited in any way that affects matching parameters. Editing should be limited, especially in the descriptive fields 2xxs—5xxs, to correcting typographical errors and/or coding errors or adding obviously missing information. Local notes that only apply to copies at one library system should not be added to bibliographic records. Local notes are restricted to the volume/copy level of the record in PINES. Types of records to be edited in PINES: we require that incoming OCLC records not be altered or edited in any way that affects matching parameters. Editing should be limited, especially in the descriptive fields 2xxs—5xxs, to correcting typographical errors and/or coding errors or adding obviously missing information. Local notes that only apply to copies at one library system should not be added to bibliographic records. Local notes are restricted to the volume/copy level of the record in PINES.
Line 253: Line 82:
 An exception: you can add a 690 local subject heading of “Georgia authors” to in-coming OCLC records for records falling into this category. An exception: you can add a 690 local subject heading of “Georgia authors” to in-coming OCLC records for records falling into this category.
  
-=== 13. Adding regular LC subject headings (LCSH) to juvenile records that have only children’s headings ===+=== 13. Adding and editing LSCH subject headings ===  
 + 
 +Bibliographic records imported into the PINES database should have at least one subject heading, two are preferable. If the only matching record in OCLC's WorldCat does not have subject headings, PINES catalogers must add LSCH headings to the bibliographic record. Search the subject authority file in PINES and in OCLC for authorized headings. Preference is to add the headings in the WorldCat record and then import it into the PINES database. 
 + 
 +Verify that any subject headings on records are correct for the title and correct any that are not. For example, if the title being cataloged is about baseball but the subject headings are for football, correct the headings. Preference is to correct the headings in the WorldCat record and then import it into the PINES database. 
 +=== 14. Adding regular LC subject headings (LCSH) to juvenile records that have only children’s headings ===
 For easier access to juvenile materials in our OPAC, PINES catalogers with original cataloging experience are encouraged to add regular LCSH to juvenile records that have ONLY children’s (annotated card) headings. Remember that juvenile headings can differ from LCSH, so do not automatically edit the indicator and add |v Juvenile fiction, etc. to the heading. Check the authority file for the authorized forms. The authority records for annotated card or juvenile headings have a 010 field that begins with "sj." (e.g. 010 sj 96006230) For easier access to juvenile materials in our OPAC, PINES catalogers with original cataloging experience are encouraged to add regular LCSH to juvenile records that have ONLY children’s (annotated card) headings. Remember that juvenile headings can differ from LCSH, so do not automatically edit the indicator and add |v Juvenile fiction, etc. to the heading. Check the authority file for the authorized forms. The authority records for annotated card or juvenile headings have a 010 field that begins with "sj." (e.g. 010 sj 96006230)
  
Line 266: Line 100:
 650 _1 Dogs (existing LC children’s heading). 650 _0 Dogs | Juvenile literature (LCSH added). 650 _1 Dogs (existing LC children’s heading). 650 _0 Dogs | Juvenile literature (LCSH added).
  
-=== 14. Dealing with records not properly edited as required === +=== 15. Dealing with records not properly edited as required === 
 We encourage our catalogers to edit or replace old PINES records according to the above guidelines when they encounter them. Over laying records with current OCLC records, especially PINES records lacking the OCLC CN, is encouraged. We encourage our catalogers to edit or replace old PINES records according to the above guidelines when they encounter them. Over laying records with current OCLC records, especially PINES records lacking the OCLC CN, is encouraged.
  
 For recent imports not properly edited or not edited at all, catalogers can either edit those records or contact the first importing library to finish its work if that library can be easily determined. Such a case should also be reported to PINES Cataloging Specialist for follow-up work with the library in question. For recent imports not properly edited or not edited at all, catalogers can either edit those records or contact the first importing library to finish its work if that library can be easily determined. Such a case should also be reported to PINES Cataloging Specialist for follow-up work with the library in question.
  
-=== 15. Upgrade BTCTA Level 3 records in OCLC and in PINES=== +=== 16. Upgrade BTCTA Level 3 records in OCLC and in PINES=== 
  BTCTA level 3 records are acquisition records that are machine generated from metadata. For cataloging purposes, they are incomplete and can be missing critical information as well as being coded incorrectly.\\  BTCTA level 3 records are acquisition records that are machine generated from metadata. For cataloging purposes, they are incomplete and can be missing critical information as well as being coded incorrectly.\\
  
cat/copy_cataloging_procedures.1582068677.txt.gz · Last modified: 2020/02/18 23:31 by ehardy