Technical Services Department Procedures Manual


Section 3A.2 :
Copy Cataloging Procedures

1. Search on OCLC or Voyager. (See: Searching Guidelines …)

2. Preliminary verification of matching record: Author, Title, Publisher, and date of publication.

3. Check for a HELD BY KGG on the record(s). This may mean that you have a duplicate or added volume, etc.

4.  A DLC record is first choice for cataloging. This includes a DLC CIP (Cataloging in Publication) record. These records are identified by an “8″ in the “ENC LVL” of the fixed field. If there is a DLC record see the DLC Cataloging Instructions.

A record with an Enhance Library symbol in the 049 is the second choice. See the list of enhance library symbols. These records can be treated like DLC records.

If there is no DLC or Enhance library record choose the record with an

  • ELvl of blank or I
  • Desc: a

Any others please ask a cataloger about. Refer also to the guidelines for choosing between multiple records.

5. Instances when you would not copy catalog an item:

  • Record shows holdings in KGG — may be added volume or copy.
  • No call number in the 050 or 090 field.
  • There are no subject headings for a non-fiction book.
  • Book has accompanying audiovisual material.
  • Book is a UMI dissertation or photocopy.
  • Only a Serial record (Bib lvl: s) is found.
  • Desc: has other than a.
  • ELvl is other than blank or I.


Editing the record:

General editing procedures.

  • See also: Appropriate OCLC manuals for more detailed instructions.
  • A record is edited field by field.
  • Give appropriate instructions for updating, producing labels, etc.
  • Consult the Enhance Libraries List. If you have a record that was input by an enhance library you can treat it “like” a DLC record in accepting added entry fields, etc. You should still verify the content of the record and seris treatement.
  • If not an enhance library record check access points (see below) in the OCLC Online Authority File.
  • Check the Acquisitions order form for Bib ID / OCLC call number, any special instructions for location, etc. If faculty member listed, record call number and put in box to send to faculty.

Before continuing check the Fields to verify and edit: Note: punctuation and spacing in fields is important.

First check: ELvl: in the fixed field Desc: in the fixed field 040 field for library symbols

1. 020 – ISBN

  • Make sure the ISBN is for the item that you have (i.e. pbk., cloth, etc.).
  • You may remove ambiguous statements like alk. pap. and either leave them blank or replace them with obvious terms like Cloth, for hardback, or Pbk., for paperback.
  • Delete the price, if present.

2. 050 – Library of Congress Call Number

  • Use this call number assigned by the Library of Congress.
  • Verify format, especially decimals/periods before the 1st cutter, etc.
  • If call number is Z1000 to 9999 – ask for help.
  • If volume or part designaiton is present – ask for help.
  • If alternate call number is present (2 call numbers) – ask for help.

3. 090 – Locally created LC type number

  • Use if no 050 is present, and only if it conforms to L.C. Classification format.
  • If there are two 090′s ask for help.

4. 049 – the default holding code for our Library is KGGM (Circulating Books).

  • If symbol has to be changed change it.
  • See the list of holdings codes for other locations used in our Library.

5. 100, 110, 111 – Main Entry / Author fields.

  • Verify name against title page.
  • Verify date and place of conference against book.
  • If not input by LC or an enhance library, verify in online authority file.

6. 130, 240, 243 – Uniform titles.

  • Attempt to verify against book.
  • Verify 2nd indicator: 0-9 non-filing characters.
  • If not input by LC or an enhance library, verify in online authority file.

7. 245 – Title field.

  • Verify against the title page of the item: pattern ¹a title : ¹b subtitle / ¹c statement of responsibility / authors.
  • If a subfield h is present ¹h you probably do not have a book.
  • If cover or spine title is different provide alternative title access.


1st ind. will be either “0″ or “1″.

    • 0 – no title tracing will be made. Use if the title is the main entry.
    • 1 – title added entry will appear in catalog. Use if there is an author or other main entry field (1xx).

2nd ind. “0″-”9″ (non-filing characters).

8. 250 – Edition statement. Verify against the book. Do not use record if edition is different.

9. 260 – Imprint. Verify against title page and/or verso of title-page.

Pattern: ≠a place of publication : ≠b publisher, ≠c date of publication.

    • Date should match the publication date. There may be mulitple places of of publication, and/or publishers.
    • Do a quick check to see that date in imprint matches the date in the call number and the fixed field dates.

10. 263 – Delete this field.

11. 300 – Physical description. Pattern: ≠a Pagination : ≠b Illustrations ; ≠c Size

  • ≠a Pagination information.
    • Pages: Verify the number of Roman numeral pages, Arabic numeral pages, and pages or leaves of plates. Correct if necessary. Volumes: watch for open entry records.
  • ≠b Illustrations. “Ill.” is the general term used for a variety of illustrations. Specific types of illustrations may be described as “maps”, “ports”, etc.
  • ≠c Size. If not present, measure the book along the spine and give the dimension in centimeters (cm.). Always round off to the next highest cm. (i.e. 25 1/2 cm. would be recorded as 26 cm.).

12. 440 – Series title – traced.

  • Check for this title on the book.
  • ≠v is the piece/volume designation of the series title. Verify this on the book.
  • Watch for a call no. with a volume numbering, etc. – you may have a set, open entry record, etc.
  • If not input by an enhance library, verify in online authority file.
  • Check Voyager to see how we handle the series.

13. 490 – Series title – not traced.

  • Will have a 1st ind. of either “0″ or “1″.
  • If it is a 1 there should be an 8xx field at the bottom of the record.
  • The 8xx is the one you search and verify.
  • If not input by an enhance library, verify in online authority file.

14. 5xx’s – Notes.

Check the accuracy of notes.

505 field:

    • 505 field with first indicator 0,1,2, or 8 and second indicator of 0 is an enhanced contents note.
    • These notes will have subfields in the note, i.e. ¹t, ¹s, etc.
    • Two options: delete the note or take out all the subields.
    • If you take out subfields change the indicators to 0 blank – 1st 0, 2nd blank.
    • 505 with first indicator of 0, 1, 2, or 8 and second indicator blank are ok.

504 – Bibliography/Discography note.

Verify that the information is accurate.

15. 6xx’s – Subject entries (600, 610, 630, 650, 651, 690)

  • Use only those with 2nd indicator values of 0 (LC) or 1 (LC juvenile materials).
  • Delete if 2nd indicator is 3, 4, 5, 6, 7, 8.
  • If not input by LC or an enhance library, verify in online authority file.

16. 700, 710 — Name added entries.

  • These entries should appear somewhere else on the record, example, in the 245, 600, or even a 500 field. They may not have the same form as they appear in the upper part of the record.
  • If not input by LC or an enhance library, verify in online authority file.

17. 730, 740 – Title added entries.

  • Verify against the item.
  • Verify first indicator (0-9 non-filling)
  • 2nd indicator will be blank unless a title is present in ≠t.

18. 8xx – Series tracing.

  • Present if 490 1 is on the record.
  • If not input by LC or an enhance library, verify in online authority file.

19. Update the record.
Create labels.
Record statistics on sheet.
Import to Voyager.

20. Pass on to be processed.

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