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cat:pines_cataloging_faq [2019/03/25 16:58] – [Bibliographical Matching Questions] ehardycat:pines_cataloging_faq [2022/03/29 13:58] (current) – ehardy
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 ====== PINES Cataloging FAQ ====== ====== 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.+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, Bibliographic Matching Criteria, and Outsourcing Cataloging Policies and Procedures.
  
 For key-word searching, please press Ctrl + F keys. 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+If you have any comments and suggestions about this FAQ list, please contact the PINES Cataloging Specialist at blin@georgialibraries.org
  
 ~~QNA~~ ~~QNA~~
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 ???Can cataloging be done at a branch library? ???Can cataloging be done at a branch library?
-!!!    +Yes. Branch staff must be properly supervised and trained in PINES cataloging policies and procedures.
  
-???What are PINES current cataloging practices regarding RDA records? +??? What are PINES current cataloging practices regarding the two cataloging rules, AACR2 & 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:+!!! 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. 
  
 ???Can a PINES library purchase bibliographic records from a vendor and batch load them into PINES Union catalog? ???Can a PINES library purchase bibliographic records from a vendor and batch load them into PINES Union catalog?
  
-!!!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.+!!!No, the only source of PINES bibliographic records is OCLC’s WorldCat bibliographic database. 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.
  
 ???What is a PINES CAT1 cataloger?  ???What is a PINES CAT1 cataloger? 
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 ???What should I do when finding errors in OCLC records?  ???What should I do when finding errors in OCLC records? 
- 
  
 !!! 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.  !!! 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. 
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 !!!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 !!!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 ====+=?=== Bibliographic Matching Criteria ====
  
 ???Where do I find OCLC matching documents?  ???Where do I find OCLC matching documents? 
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 !!! !!!See 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. !!! !!!See 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.
  
-PINES matching requirements are at https://pines.georgialibraries.org/dokuwiki/doku.php?id=cat:copy_cataloging_procedures#bibliographic_matching_criteria_monographs_onlya_short_version+PINES matching requirements are at [[cat:copy_cataloging_procedures|Copy Cataloging Procedures]] : Bibliographic Matching Criteria (monographs only) : A Short Version
  
 ???How can I recognize an RDA record?  ???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 all formats. For instance, in an RDA book record your will see them coded as follows:\\ +!!!An RDA record typically has code “i” in the Fixed Field’s Desc area, subfields ǂb for cataloging language code, and ǂe rda in 040 field. Be aware that some of 33xs strings are no longer attributes only to an RDA record (as they were in the early RDA days). For instance, the 337, 336, and 338 fields have been added to AACR2 records of all formats. 
-336   text ǂ2 rdacontent\\ +In addition, RDA record uses 264 field (vs 260 field in aacr2) for imprint information and does not use abbreviations except in a few cases in AV records.
-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 the author’s name on my title page does not match that in the main entry in 100 field, what do I do? ???If the author’s name on my title page does not match that in the main entry in 100 field, what do I do?
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 ???If the corporate author (an organization) does not match, is the record a match? ???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. Verify the authorized form, however, in case it differs from what is on your item in hand.+!!!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 resource in hand.
  
 ???Must a place of publication be the same? ???Must a place of publication be the same?
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 !!!Usually it should; but occasionally, if the place of publication is the only difference (within the same country), the record can be a match. !!!Usually it should; but occasionally, if the place of publication is the only difference (within the same country), the record can be a match.
  
-???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+???My resource has more than one place of publication, but the first place on record does not match the first place on my resource, 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.+!!!No. If more than one place of publication appears on your resource, the first place in the record has to match the first place of publication on your piece.
  
 ???Must a publisher on the piece match that on record? ???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 [[cat:copy_cataloging_procedures|PINES Copy Cataloging Procedures]] for some of those publishers, and search online to find more possible cases if needed.+!!!Yes, the publisher and or distributor of an resource 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 [[cat:copy_cataloging_procedures|PINES Copy Cataloging Procedures]] for some of those publishers, and search online to find more possible cases if needed.
  
 ???If there are several publishers on the piece in hand. What should I do? ???If there are several publishers on the piece in hand. What should I do?
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 !!!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. !!!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 is an item is a real “Reprint”? +???When is a resource 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…”.+!!!When you have a “reprint” resource (Fixed Field DtSt: is coded "r"), your resource 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…”.
  
 ???Does 300 pagination have to be an exact match?  ???Does 300 pagination have to be an exact match? 
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 !!!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). !!!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).
- 
-???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. 
  
 ???Could a 300 field pagination be a human error?  ???Could a 300 field pagination be a human error? 
  
-!!!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. +!!!Sometimes, a wrong page number in a record could be a cataloger's typo: for example, if a record has 252 pages, but your resource 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. 
  
 ???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?  ???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? 
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 !!!Follow the same treatment in the answer to the question above. !!!Follow the same treatment in the answer to the question above.
  
-???What are the “official” rules for matching series statements in 490/8XX (mainly 800/830) fields? +???What are the “official” rules for matching series statements in 490/8XX ?
  
-!!!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.+!!! If your resource belongs to a series, the series statement should appear on the piece, and it should match the one in the record’s 490 field. Series statements in 8xx fields may not may not match the one on your piece. Be aware that the absence or presence of a series statement alone does not justify a new record.
  
 +???Should the 505 TOC (table of contents) match the resource? 
  
-???Should the 505 TOC (table of contents) match the item? +!!!If your resource has TOC page(s), and the record has a 505, the resource TOC must match that of the record. Check the 505’s 2nd indicator in the record to see if it records a complete content (indicator 0), incomplete (indicator 1) or partial contents (indicator 2). Be aware, RDA records also record TOCs that spread throughout a resource (when they do not appear together on one or more pages at the beginning of a resource). Typos are very common in the 505, so make sure that any are corrected.
  
-!!!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.+???My resource’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 resource, the record is a match. Please remember to add an extra 020 field for the new ISBN number in subfield $z field.
  
-???My item’s ISBN number does not match the record, what should I do?  +=?=== Outsourcing Cataloging Policies and Procedures ====
- +
-!!!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 =====+
 ???If my library decides to outsource all cataloging operation, do we still need a trained cataloger?  ???If my library decides to outsource all cataloging operation, do we still need a trained cataloger? 
  
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 ???What are the procedures for getting a vendor approved?  ???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.\\ +  - 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.\\ 
-b) For original cataloging: vendor needs to send PINES three new records for each book/av item to check.\\ +  - 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:\\ 
-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.\\ +    - For copy cataloging, the vendor will matching samples for books and AV materials.\\ 
-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.\\ +    - For original cataloging: vendor needs to send PINES three new records for each book/av item to check.\\ 
-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.\\+  - 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.\\ 
 +  - 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.\\ 
 +  - 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.\\ 
  
 ???Who is responsible for vendor’s training?  ???Who is responsible for vendor’s training? 
cat/pines_cataloging_faq.1553533104.txt.gz · Last modified: 2019/03/25 16:58 by ehardy