PINES Cataloging FAQ

Here are some frequently asked cataloging-related questions complied mostly from PINES email communications. The FAQs are arranged in three sections by categories: Cataloging Policies and Procedures, Bibliographical Matching Questions, and Outsourcing Cataloging Policies and Procedures.

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If you have any comments and suggestions about this FAQ list, please contact PINES Cataloging Specialist at blin@georgialibraries.org

Cataloging Policies and Procedures

To be updated

PINES implemented RDA rules for all original cataloging in 2015. For copy cataloging, we accept both AACR2/RDA hybrid-records and full RDA records. CAT1s with original cataloging skills are, therefore, not required to update AACR2/RDA hybrid records to fully RDA versions.

No, the only source of PINES bibliographic 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 occasions such as when a new system joins PINES or for a major retrospective conversion project for manual collections.

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.

In PINES workflow, copy cataloging means searching 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.

PINES CAT1 training is mandatory for all new CAT1s. The library system’s director designates the system’s CAT1 staff. CAT1’s can request refresher training as needed. Please contact PINES Cataloging specialist at blin@georgialibraries.org

PINES policy requires that CAT1s are trained by the PINES Cataloging Specialist. However, under special, urgent cases when the PINES training is not immediately available, PINES Cataloging Specialist may delegate the training to a system’s veteran CAT1 person. And the locally-trained new CAT1 is required to take the PINES training as soon as possible.

Beyond requiring the CAT1 position be maintained, PINES does not regulate hiring decisions at individual libraries. Each system should set qualifications for new hires. Library system staff can consult with PINES staff on creating qualifications, if desired.

No limit. A library system can hire and have trained as many CAT1s as it needs.

Yes. Although preference is for a personal login.

Email your name, library system name, and your personal PINES Card number to PINES Cataloging Specialist at blin@georgialibraries.org. Your request will be forwarded to the GPLS helpdesk, where PINES IT team will add CAT1 permissions to your personal card (this request must come from the PINES Cataloging Specialist).

Training for original cataloging is required for all CAT1s who have never done it before. Please contact the PINES Cataloging Specialist at blin@georgialibraries.org

Not necessarily, however, the PINES Cataloging Specialist will evaluate your work. If patterns of errors are found in your new records, training may be required.

No, you should not create any new record in PINES local system; all new records should be created in OCLC and then be imported to PINES.

Absolutely! If you have never edited title records before, please report the errors to PINES Cataloging Specialist.

See Section 4, When to Input a New Record in the OCLC Bibliographic Formats and Standards manual.

No, no local information should be added to a title record; it should be added at the copy level in a note. 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.

See the PINES cataloging manual

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.

In OCLC, if you find obvious (mostly coding) errors or typos in a record’s 5xxs fields of a K or I-level records, you may correct them first before importing them to PINES. If an existing OCLC record in the PINES database has errors, correct them in OCLC and then overlay the PINES records. If you don’t feel comfortable editing in OCLC, report errors to the PINES Cataloging Specialist. NOTE: Don’t correct typos in a 245 title field in an RDA record, if the same typos appear on the resource in hand.

If you find errors in DLC’s or PCC’s full or 4 level records or duplicates, you may report them directly to OCLC at bibchange@oclc.org or within the Connexion client, in the record under the Actions menu.

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 and overlay the PINES record with the original correct OCLC record. Please inform the PINES library or libraries that have copies on the altered records. Report any such recent cases to PINES Cataloging Specialist blin@georgialibraries.org

Bibliographical Matching Questions

!!!See Section 4, When to Input a New Record in the OCLC Bibliographic Formats and Standards manual.

PINES matching requirements are at https://pines.georgialibraries.org/dokuwiki/doku.php?id=cat:copy_cataloging_procedures#bibliographic_matching_criteria_monographs_onlya_short_version

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 all formats. 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.

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.

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. Verify the authorized form, however, in case it differs from what is on your item in hand.

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

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 PINES Copy Cataloging Procedures for some of those publishers, and search online to find more possible cases if needed.

In this case, at least one of the publishers should match.

The date on the t.p. verso of your book is.

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.

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…”.

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).

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).

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.

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.

If this record is the only matching one you can find, a new record may be necessary. See Section 4: When to Input a New Record in the OCLC Bibliographic Formats and Standards manual.

Follow the same treatment in the answer to the question above.

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.

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). Typos are very common in the 505, so make sure that any are corrected.

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.

Outsourcing Cataloging Policies and Procedures

Yes. See CAT1 Functions as an Outsourcing Option.

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)

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.

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.

The outsourcing library’s CAT1 and director are responsible for all cataloging done in the library system’s name and for quality control.

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.

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.

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

Yes, you can apply as many OCLC authos as you need free of charge.

Fill out the online form, and you should get a new authorization in 24 hours. OCLC Access & Authorization

Questions or Comments? Contact blin@georgialibraries.org