Beyond Copy Cataloging: MARCing the Next Frontier

1. Beyond Copy Cataloging:MARCing the Next Frontier Susan M. Sutch smsutch@marc-angel.com An Infopeople Workshop Winter/Spring 2005-6

2. What We Will Cover • Verifying bib records • Seven steps for original cataloging • Authority control • Assigning LCSH subjects

3. What We Won’t Cover • OCLC MARC bib record • Automation system differences • Sears Subject Headings

4. Why do we use MARC?

5. We Use MARC Because… • We are no longer islands. Share bibliographic info rather than re-invent the 3 x 5 card set at each library. • Sharing info requires materials to be organized in a standardized fashion. • Union Catalogs and ILL a result

6. Machine Readable Cataloging • Used in most countries in the world! • MARC 21 current standard (1998-) for U.S. and Canada, England • MARC Division of the Library of Congress and ALA set standard

7. Did You Know That the MARC database is the largest library expense after the collection itself?

8. MARC Review On Your MARC

9. Cataloging Rules • MARC (standard) • AACR2(cataloging bible) • LCRIs (more rules) Catalogers Desktop http://desktop.loc.gov/

10. Copy Cataloging Steps • Verify bibliographic record • Decide to import or create new • Add local holdings tag • 949, 852, 967 MARC tag

11. Computer Checks Bib Record by • Match tags • whether bib record already exists • 008 fixed tag • common positions • 245 and 246 indicators • know indicators used by computer system

12. Bib Record Import Problems • Your automation system is not importing a bib record it should (or vice versa) • A copy is attached to the wrong bib record

13. Match Tags to Check When There Is a Problem • 001 – control number (accession) • 003 – control number identifier • 010 – LCCN • 020 – ISBN

14. Check 001 Tag – Control Number • Should have same 001 control number as the record you want to match • Supposed to be unique, but LC and OCLC might use different control numbers for the same record

15. Check 003 Tag – Control Number Identifier • Goes with 001 tag • Cataloging Source Code • 001 and 003 tags should match the record you are trying to import if: • You want the system to only add a copy and not a whole new record

16. Check Other Match Tags LCCN (010) and ISBN (020) • Subfields: • $a valid – computer looks here to match • $z invalid

17. Verify Bib Record: 008 Tag • 42 Positions in the 008 tag: • Some are format specific • Some are universal for all formats • Coded info needs to be consistent with rest of bib record

18. Verify Bib Record: 245 Title Indicators • First indicator– • 0 if title is main entry (no 1XX tag) • 1 if title is added entry (has 1XX tag) • Second indicator - • Number of spaces to skip when alphabetizing the title

19. Variant title – 246 title in other areas first indicator either 1 or 3 second indicator how title displayed in OPAC Parallel title -245 $b title in other language add variant title so can alphabetize and display in OPAC Verify Bib Record: Other Titles

20. Oh No, I Have to Catalog!!!!

21. 7 Original Cataloging Steps • MARC format • Primary info source • Main entries • Edition, imprint, extent • Notes • Subjects • Added entries

22. Choose from 8 Book Electronic resource Serial Mixed Map Visual material Music Sound recording Cataloging Step #1:Choose MARC Format

23. Cataloging Step #2: Chief Source of Information • Book – title page, verso • Electronic resource – title screen, ReadMe, online documentation • Serial – (print) first issue (online) • Mixed – objects themselves • Map – entire map(s) • Visual material – title and credit frames, then item itself • Music – title page • Sound recording – physical item and labels

24. Cataloging Step #3: Main Entries • MARC 1XX (author) tag • Main entries: • personal 100 • corporate 110 • conference 111 • uniform title 130 • 1XX tags do not repeat

25. Cataloging Step #4: Edition, Imprint • Imprint • MARC 260 tag • publisher place (not indexed) 008 country code used instead • publisher (not indexed) • date (not indexed) 008 used instead • Edition • MARC 250 tag • leave blank if first edition • edition (not indexed)

26. Cataloging Step #4: Extent • MARC 300 tag • no fields indexed, all OPAC display • varies by format • Book example– • $a number of pages • $b illustrated • $c height in centimeters • $e accompanying material

27. Cataloging Step #5: Notes • MARC 5XX tag • Notes included in keyword index: 505 contents note 511 performer note 520 summary note • Note limited to OPAC display 500 general note

28. Cataloging Step #6: Subjects Indicator • MARC 6XX tag • Most subjects • Indicator 2 = 4 (if assigned locally) • Indicator 2 = 0 (if LCSH) Most systems will index subjects only if indicator 2 = 0

29. Cataloging Step #6: Subject Indicator Exception • 655 tag (genre/form) • 1st indicator blank • 2nd indicator always 7 • Coded subject source in subfield $2

30. 7XX Author/Title 700 Personal 710 Corporate 711 Conference 730 Uniform title 8XX Series 800 Personal 810 Corporate 811 Conference 830 Uniform title Cataloging Step #7: Added Entries Notice anything?

31. Calling All Subjects!!!! Understanding and Assigning LC Subject Headings

32. Ways to Get the LCSH Classification Web Library of Congress Authorities web site “Big Red Books” Authority files in bibliographic utilities MARC Distribution Service: Subject Authorities

33. How do you Begin Assigning LCSH Subject Headings? • SLAM • Translate into LCSH terminology • main headings • subdivisions • Know LC conventions • No single ref source for all needed info

34. Scan title page, TOC, preface, introduction, text, bibliography, index, container Look for keywords, form of item, author’s intent, audience, viewpoint Ask yourself Are there one or several topics of focus? Mentally compose a sentence,”This resource is about…” Assign Subjects - SLAM

35. Translate into LCSH Terms • Main heading – main focus of a subject (required) • Subdivisions – used under main heading (optional) • established – strictly defined • free floating – used with many main headings

36. Ways to Assign LCSH Main Headings • Search LCSH • follow Use and See Also references • Use BT and NT • Search library catalogs or utilities to find similar items • Search authority files

37. Assign LCSH Main Headings – Navigate LCSH gs

38. Choose a Subdivision • Established – for use under a particular heading • Free-floating – • many types of headings, not all

39. Where to Get Subdivisions • Established • LCSH • authority records • Free–floating • Subject Cataloging Manual • Free-Floating Subdivisions: an Alphabetical Index

40. LC Insider Info • Library of Congress • patterns/habits evolved over 100 years • contact LC for complete list of practices/conventions • each institution chooses which to use and which not to

41. LC Convention Examples • Main headings for subjects that comprise at least 20%+ of work • Sub-topic becomes separate main heading if more than 20% of work

42. More LC Conventions • First subject heading should reflect the primary topic or focus of work • Broader headings only when not possible to assign specific

43. LC Rule of Three • Rule of three • Separate main headings when up to three distinct topics are discussed • broad heading applies only if it encompasses the 2-3 subtopics and nothing else • If work discusses more than three topics, assign broader heading

44. Authorizing Everything Are you Under Authority Control?

45. Why We Need Authorities • Example: • Are African American, Soviet Union proper subject terms? • How do you x-reference these?

46. Authority Records: • Completely separate MARC21 record • Used together with MARC bib record in a computerized library

47. How Authority Records Help • The librarian/cataloger • can find things in other systems, provide consistent access and cross-reference • provides check whether name, title, subject is correct • General user in OPAC • OPAC ‘see’ and ‘see also’ refs • source of catalog info public sees on OPAC

48. Why Use Authority Records? • Everyone in English speaking world using same forms of words • Allows: • consistency of terms • cross references to official term • scope notes to further explain

49. Name person corporate meeting Jurisdiction Name/Title classic works that have been published with different titles Subject general genre geographic Title not associated with a particular author Different MARC Authority Records

50. Sample Authority Record from LC Authorities Online 005 20020521235823.0 008 020329|| anannbabn |n ana 010 __ $a sh2002003572 040 __ $a DLC $b eng $c DLC 150 __ $a English literature $x Asian authors 670 __ $a Work cat.: 2002025662: Innes, Catherine Lynette. A history of Black and Asian writing in Britain, 2002. 680 __ $i Here are entered works of English literature written in Britain by authors of Asian origin or ancestry. Works of literature written in Asia in the English language are entered under $a Oriental literature (English). 681 __ $i Note under $a Oriental literature (English)