Technical Services Department Procedures Manual


Section 3A.1 :
Library of Congress (DLC) Copy Cataloging

1. These cataloging records are input by the Library of Congress and we use them in our catalog with little change, if any, made to the record.

They are identified on the record in field: 040 DLC ≠c DLC

  • If you are searching for records look in the book or on the material for a Library of Congress Control number. Example: 12-1234 or 200112345 or 2001-12345.
  • Older records may have a slightly different 040 field, example: DLC ≠c XXX the x’s being another inputting agency.

Look at the Acquisitions slip:

  • Check for Bib ID number – this means there is an Acq order or full record in Voyager.

Check for OCLC number (#123456) means there is a full record in Voyaager.

  • If there is an Acquisitions record in Voyager you may have to place the OCLC number in that record so it is overlayed.
  • If professor’s name is on slip, write call number on and put in box to be sent to professor.

2. Searching on OCLC – Use the following searches in the order given to find records to match the book that you are searching. Searches are relative to the item you have– you may not follow this list exactly.

  • ISBN
  • LC Card number
  • NAME/TITLE qualified as necessary
  • Other searches as appropriate, i.e., keyword, etc.
  • Scan title

Search the ISBN number first. If you retrieve a DLC record you usually will not have to search any further. If there is no ISBN number try to search on the LC card number. This may result in multiple hits and you will have to distinguish between them for the best, or matching record. (See the Guidelines for deciding between multiple records.)

3. When you retrieve a record:

  • Verify that the record you found MATCHES THE BOOK THAT YOU HAVE, a quick check on author, title, publisher, date, edition, pagination will do, if you have a match continue…
  • Look in the 040 field for DLC ≠c DLC
  • Fixed field for Desc: a
  • fixed field for BLvl: m
  • fixed field for ELvl: [blank], I, 8 or 4
  • Look in the upper left corner of the record for NO HOLDINGS IN KGG

If the above conditions are met STOP — search is complete — go to the Cataloging DLC records section below.

If any of the following conditions exist — Do Not Catalog the Book.

  • No DLC record (040 is not DLC ≠ DLC )
  • upper left corner of the record has HELD BY KGG
  • Desc field has code other than a
  • Blvl field has code other than m
  • Elvl field is other than [blank], I, 8, 4
  • 040 field has library input symbols other than DLC (in other words, DLC is not in the 040 field)


Cataloging Library of Congress (DLC) Materials

Check the following fields.

1. In the fixed field look at the ELvl.

  • Codes should be blank I, 8 or 4.
  • If ELvl is 8 you have a CIP record; change to I and see the 300 and 504 field below.

2. Check the 050 (LC call no.) field. Do not catalog the book if:

  • 050 has more than one call number
  • 050 call number has a volume or part desingation
  • 050 has LAW
  • 050 has IN PROCESS
  • There is no 050 field

3. The 049 field should be KGGM for books going in the stacks.

Look at the Acquisitons slip, if the book is to go in the Reference or Juvenile collection, etc. you must change the 049 as follows:

  • For Reference – KGGR
  • For Juvenile books – KGGJ

When making the label remember REF or JUV is the first line of call number.
If the book is for any other area of the collection do not catalog.
Juvenile books have special instructions, see the procedures for cataloging Juvenile materials.

4. 1XX — Check the Main Entry (1xx fields — author, corporate author, uniform title, etc.). Make sure it matches your book. When in doubt please ask. Some books may not have a 1xx field.

5. 245 — Check the Title (245 field ≠a) for any discrepencies, look at the subtitle also (≠b) and statement of responsibility/author (≠c). Pattern: 245 00 Title : ≠b subtitle / ≠c author

Check the indicators:

  • If there is a 1xx field the first indicator will be 1
  • If there is no 1xx field the first indicator will be 0

The second indicator is the non-filing indicator it tells the machine how many spaces to ignore. Initial articles are ignored when they are not part of a proper name.

Examples: 100 1 Hemingway, Ernest, ≠d 1899-1961.
245 14 The sun also rises / ≠c Ernest Hemingway

The first four characters of the title are ignored, it is the initial article The.

100 1 Kent, Paul.
245 10 El Greco revisited : ≠b artist of passion.

There are no spaces skipped in the second example because El Greco is the name of the artist.

Other examples, can you tell why?

100 1 Beaumont, Germaine.
245 13 La roue d’infortune.

100 1 Chapman, Claude.
245 10 Le Guin and fantasy : ≠b a study of Ursula Le Guin’s Earthsea

245 04 The encyclopedia of philosophy

6. 250 — This is the edition statement, compare to the book.

7. 260 — Check the Imprint statement (260 field). Place of publication (≠a), publisher (≠b), year (≠c). If in doubt, ASK. Pattern: place of pub : ≠b publisher, ≠c year.

8. 300 — Check the Physical Description area (300 field). Pattern: 300 pagination : ≠b illustrations ; ≠c size.

Verify the number of pages, etc.

    • On CIP records (Enc lvl: 8 in the fixed field) you may have to fill this area in.
    • The pattern is: iv, 240 p. : ≠b ill. ; ≠c 24 cm.
    • Note the punctuation and the spacing.

Watch out for open entry records (this may tip you off that you have an added volume).
Open entries may have multiple volumes in the 300 field (≠a), example:

    • 2 v., 24 v., or v. if it is not complete.
    • On DLC records you may see something like: v. , etc.
    • Dates (≠c) may look like: 1980- or 1960-1975 or c1951, 1980-, and so on.
    • Dates in the fixed field (Dates:) may look like: 1980,9999 or 1970,1989, etc.
    • Date status in the fixed field (DtSt:) may be: m or something beside s.

If your have an open entry set DO NOT CATLOG – give to a cataloger.

9. 504 — Check the 504 field (Bibliography note) and see if it needs to be filled in.

10. 505 — Contents notes.

  • If a 505 has first indicator of 0,12, or 8 and second indicator 0 and the note has subfield delimeters ≠ delete the note. Example: 505 00 – Not sure, ASK!
  • If the note has a first indicator of 0, 1, 2, or 8 and the second is blank – that’s ok. Example: 505 0_

11. 590 — Local note. You may be given instructions on adding these.

12. 6xx fields, Subject Headings.

On 600-651 fields, if the second indicator is 2 through 8, delete the field.
Do not delete those fields with the second indicators 0 and 1.
Remember – the first indicator can be a blank space.

Some examples are: 600 12 630 35 650 08 610 26 650 15 650 _5 611 _3 650 _2

Note the blank spaces in the first indicator positions on some of the examples.

Works of fiction: the only records that may not have subject headings are works of fiction (novels, poems, short stories, selections, etc.). If the item you have is a work of this nature and the record is an LC record with subject headings you may leave them on.

13. Update, perform any other commands. When in Voyager save, create holdings, item, etc.

14. Create a label.

15. Record statistics on sheet.

16. Acquisiton slips.

17. If professor’s name is on slip, write call number on the slip and put in box to be sent to professor.

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