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Technical Services Cataloging Manual

COPY CATALOGING CIP RECORDS

INTRODUCTION :

  1. CIP is always encoding level 8 , with DLC |c DLC in the 040. If core level, there will be an 042 with pcc.
  2. Physical description is missing in the 300. (Sometimes you will see bibs that have this field filled in correctly, but the encoding level is still 8. Some libraries are authorized to make some additions and corrections but not to alter the encoding level on DLC records. It is especially important to do the series authority work on these records! If everything appears correct, catalog using “lu” in the 951.)
  3. 263 field with the projected date of publication is present in a 4 digit MMYY format.

These records are based on pre-publication information, so the published book may differ, most commonly in date and title. Books provided with CIP records must meet specific criteria: they must be forthcoming monographs in English likely to be widely acquired by U.S libraries, and they must be published by a U.S. publisher that maintains an office and staff in this country. The publisher prints CIP bib records provided by DLC on the verso of the title page. For an example of a record on the verso of the t.p. see: http://cip.loc.gov/cip/ecip7b.html

TWO GENERAL RULES:

  1. •  Any information found ONLY in the CIP data on the t.p. verso of the book doesn't count!
  2. •  When in doubt about anything, ask a LAIV or original cataloger for help.

CATALOGING CIP :

1. Re-search book on Acorn to check for duplication. If there is a duplicate record, do not catalog the piece. Consult with the appropriate bibliographer ( Subject Librarians ).

If the book is not to be added to the collection, give to maintenance staff to withdraw, or follow the Unwanted books procedure .

2. Examine the book for series . Follow Series Verification Procedure for Catalogers . Also be sure to look at the CIP Problem Example which details the series problems typical of CIP bibs finished by OCLC's unit. These can be identified by the 040 DLC|cDLC|dC#P

If there is a series on the piece (usually found on the series title page, monograph title page, cover, publisher's listing, or spine, but publishers can be creative!), search the local authority file. If we have the SAR, make sure that heading, publisher, etc. are correct and local practices on tracing, analysis, and captioning are followed. You must consult the series authority record in our local files for all series , authorized or unauthorized, numbered or not, traced or untraced. Also search OCLC to check for an updated SAR. If there is one, make a printout and give it to a series assistant for editing or overlaying.

If there is not a matching SAR in our local file, search the OCLC authority file. Add a 954 if there is a matching SAR. Remember to make sure that the bib for the book in hand follows the practice on the record. If the SAR is for a new classed-together series or book set, or there are discrepancies in series information between the SAR and the piece in hand, refer item to serials cataloger or appropriate subject cataloger before completing the cataloging.

IMPORTANT : If there is an unnumbered series, NOT an SSO, traced on the bib but it appears ONLY in CIP data on the verso of the title page, delete it. But if the series is an SSO and the title and/or numbering appears only in the CIP data, route to the serials cataloger for review.

3. If there are no series problems and you are ready to catalog, change the date cataloged in the control field to TODAY and proceed.

4. FIXED FIELDS : Consider all of these optional except Date1. SIRSI ignores most except for date, format, and language.

"c2004," but "1st ed. 2003," use 2003;
"c2002" and "2nd ed. 2004," use 2004.
The date here normally will be the same in the 050, 260 and the call number info in the VOL/COPY area of the record.

VARIABLE FIELDS :

  1. 020/024. Check that the ISBN(s) match the piece in hand. If there is a 13-digit ISBN on the piece but not on the bib add it only in a 024 with the first indicator “3”. Some bibs will include ISBN for both paperback & hardcover editions. If these are both on the book but not on the record, add the missing one to prevent unintentional duplicates.


  2. 050 00 . Edit the date to match that in Date1 of fixed fields if it differs from the publication date. HOWEVER, i f the book is a collection of conference proceedings and there is a conference listed in a 111 or 110 field, the date in that case should match the date of the conference :

    International Conference on Philosophical Theology|n(3rd :|d1998 :|cBad Boll , Germany) has a pub.date of 2001 , but the call number is BL85 .I68 1998.


  3. 100 1#. If there is more than one author but no more than 3 , the name of the first author should be in this field. Do not include in the count authors of only prefaces or introductions, translators, or illustrators . We do make exceptions if one of the authors, editors, or author of a preface or introduction is on the faculty at Vanderbilt ! Also, if an illustrator or translator is especially prominent or important, it is helpful to patrons to trace in a 700. If the first name on the title page is an editor , it should be located in a 700 field. If a name on the bib doesn't match any of those listed on the t.p., or if an editor is in the 100 or an author in the 700, STOP and go to an LAIV or original cataloger for help . The main entry has changed and the call number may also require adjusting .

    Remember, this field has the authorized form of the author's name, which might be different from that on the t.p.:

      Wilson, Bill,|d1954- (title page: Bill Wilson)

      Wilson , Robert A.|q(Robert Alfred),|d1922- (title page might have “Bob Wilson” or “Robert A. Wilson”)

      Wilson, B.|q(Brian) (title page might have “B. Wilson” or “Brian Wilson”).

    If there are more than 3 authors or editors, only the first one listed should be traced on the record--in a 700 field . The others are noted in the 245 |c as “[et al.].”

    245 00 Alcohol :|b no ordinary commodity : research and public policy /|c Thomas Babor... [et al.].
    700 1 Babor, Thomas.

    245 00 Whose muse? :|b art museums and the public trust /|c edited by James Cuno ; with essays by James Cuno ... [et al.].
    700 1 Cuno, James B.

    It is also possible to have an author in the 100, but with editors and other authors listed in the 245.

    100 1 Burke, Edmund,|d1729-1797.
    245 10 Reflections on the revolution in France /|c Edmunde Burke ; edited by Frank M. Turner ; with essays by Darrin M. McMahon ... [et al.].
    700 1 Turner, Frank M.|q(Frank Miller),|d1944-
    700 1 McMahon, Darrin M.

  4. 245 10/00 . Edit to match the title page .

    If there is a 1XX/245 combination, the first indicator in the 245 is “1”. If there is no 1XX field and only the title , the first indicator in the 245 is “0”. See examples in step # 6 .

    If the title begins with an article make sure that the second indicator matches the number of non-filing characters .

    There are often differences in the title field. Pay special attention to the subtitle ( :| b) and in /|c , the statement of responsibility , make sure the name of each author or editor is given correctly (middle initial included? deleted? nickname?) and that words or phrases indicating responsibility (“by”, “edited by”, “editors” etc.) are either included or need to be deleted.

    STOP & SEEK HELP IF: the T.P. includes a name or names NOT already given in a 100 or 700 field; or if the FIRST WORD (not an article) of the title has changed!


  5. 246. Optional : This field may be present on the CIP record, and there may be more than one, if appropriate. It provides increased access to the bib by giving varying forms of words in the title, alternate titles (usually on the cover or spine) or a portion of the title on the title page . If there is not a 246, you should add one (or more) if:

    There is a spine or cover title that differs from that on the title page.
    There are numbers or symbols in the first 5 words of the title.
    There are hyphenated words at the beginning of the title ( especially important due to the way SIRSI indexes ).
    There is a subtitle that is distinctive which library patrons might search for.

    For example: 245 10 Twentieth-century southern literature /|cJ.A. Bryant, Jr.
    246 3# 20th-century southern literature

    245 14 The long-term budget outlook.
    246 3# Long term budget outlook

    245 10 Revitalizations and mazeways:|b essays on culture change /|c Anthony F. C. Wallace ; edited by Robert S. Grumet.
    246 18 Revitalizations & mazeways (the spine title)

    245 00 Clerics & connoisseurs :|b the Rev. Matthew Pilkington, the Cobbe family and the fortunes of an Irish art collection through three centuries /|c edited by Alastair Laing, with special contributions by Nicholas Turner.
    246 14 Clerics & connoisseurs :|b an Irish art collection through three centuries (Cover title)
    246 3# Clerics and connoisseurs (spells out “&”)
    246 30 Rev. Matthew Pilkington, the Cobbe family and the fortunes of an Irish art collection through three centuries (subtitle info in |b) For coding of indicators see MARC Bibliographic: 246 - VARYING FORM OF TITLE


  6. 250 . This is the edition statement field. If the edition cannot be found on the t.p., check the verso. This can be abbreviated, e.g. “second revised edition” can be cited in the 250 as “2 nd rev. ed.” If the edition is included only in the CIP data on the t.p. verso, do not add it; delete it if already on the record.


  7. 260. The date should match Date1 ; edit if necessary. If the publication and copyright date are the same, it isn't necessary to add “c” before the date. See section 4b for choice of date when there are 2 different ones.

    The place of publication should be the first one listed on the title page, especially if there are several cities listed all for the same publisher. If there are 2 or more places of publication, list the first one and add only the first of any in the U.S. For example, the title page for this book lists these places of publication: Amsterdam, Boston, Heidelberg, London, New York, Oxford, Paris, San Diego, San Francisco, Singapore, Sydney, Tokyo, but on the bib record the 260 is given as: Amsterdam ;|aBoston :|bElsevier/Butterworth Heinemann, 2005. If multiple publishers as well as places: London :|bArnold ;|aNew York : |bDistributed in the United States of America by Oxford University Press,|c2003.

    Moskva :|bAST :|bOlimp,|c2002.
  8. 263. Optional. Delete it.


  9. 300 . For the number of pages, add that of the last numbered page in the book. If there is a separately paged section with Roman numerals at the beginning of the book, include them, for example: xxiv, 521 p.. However, if the Roman numerals are in sequence with the others, then cite the last numbered page and ignore the Roman numerals : a book beginning with pages i-vi and followed by pages 7-205 would be recorded in the: 300 as “205 p.” This MARC link gives other examples of irregular pagination: 300 - PHYSICAL DESCRIPTION

    All illustrations may be described as “ill . ” but you may add “map(s)” if one or more is present. If there is a significant amount of unnumbered pages or leaves (one side of page only is used) of plates, they can be included. Remember to bracket the unnumbered pages or leaves:
    30 p., [88] p. of plates :|bill. ;|c23 cm. If all the illustrations or maps are colored , they can be described as :|bcol. ill. or :|bcol. maps.

    If only some are colored , then describe as: :|bill. (some col.)

    To determine the size, measure the length of the spine and always round up: for example 24.3 cm would be recorded as 25 cm. If the piece is wider than it is tall, give both measurements (25 X 30 cm.), and if either is 30 cm. or more, apply the appropriate rules for oversize items at: OVERSIZE CRITERIA.

    If it has any other type of unusual shape, consult with a cataloger.

    Most books will have a 300 field of this type--note the spacing: xix,^324 p.^:|bill.,^map^;|c25^cm.
  10. 440/490/830 . Refer to series verification procedure. Remember that if the series title has a qualifier, it must be in an 830, never in the 440: 490 1 Literature and history
    830 0 Literature in history (Princeton, N.J.)
  11. 504. Level 4 core records are often missing this field, even though the fixed fields are correctly coded. If the book has a bibliography or notes and an index or indexes , add 504: “Includes bibliographical references and indexes.” If bibliography and no index , 504: “Includes bibliographical references.” If there is a separate section of bibliography in the book, you may add the page numbers to the note. Unnumbered pages are bracketed: “Includes bibliographical references (p. [145]-157) and index.” If the last page number in the 504 note is unnumbered and is also the last pag e of the book--for example: Includes bibliographical references (p. 82-[84]), then return to the 260 field and edit the pagination as follows: 83, [1] p. : col. ill. ; 18 x 26 cm. If it has only an index , add a 500 : “Includes index.” These note fields have no indicators .


  12. 600 & 700 fields . Check for typographical errors. If there is an unauthorized flag it could be due to a misspelled word or incorrect tag, indicator, or subfield. For example: 650 0 Russia |xHistory would be unauthorized because geographic subjects are in 651 fields, or 650 0 Russain literature|x Hisotry and criticism would be unauthorized because “Russian” is misspelled; the fact that “history” is misspelled doesn't affect the authorization, but it should be corrected!


  13. 954 . Click on the gold authorization badge in the upper left corner, and follow procedure from slides 28-33 of Basic Cataloging & Authorities in Workflows . If any of the 100, 600, or 700 fields still displays as unauthorized after corrections have been made, and there is not a record in our authority files that matches the heading, search OCLC's files. CIP materials should have had all the authority work done before distribution of the records . After finding the correct record add a 954 with the month & year coded as MMYYYY : 022004. This will send the bib record back through Marcive to pick up the missing authority record(s). If there is not a matching record, refer names or series to an LAIV or the appropriate original cataloger, and corporate bodies and subject headings and to the Authorities Coordinator.

    If there are many name authority records that are similar but not an exact match, (often a problem if the author has a common name as in the examples in section #6), consider the form in the CIP correct and add the 954. But be sure to check variants of the name in both local and national authority files since it's possible a duplicate name record has been created. Duplicates need to be brought to the attention of the Authorities Coordinator who reports them to LC.


  14. 951 . The CIP cataloging code is always “lm;your initials;LC.”


  15. VOL/COPY . Delete XX from call number , check that the date is correct and click on OK .


  16. Spine label. Check to make sure the call number is formatted correctly . If there isn't a space between the base call and the cutter(s) & date, the spine label will not print correctly. For example, PG3488.O4 A6 2004 produces this label, which is missing the 1 st cutter, “.O4”: CEN
    PG
    3488
    .A6
    2004
  17. Check call number against the shelf list. DLC assigned numbers should be accepted unless they duplicate a call number assigned locally. New editions of older works will normally have the same call numbers but different dates. If a book has the same call as another that differs only in the date and the newer book is NOT a new edition, seek help from an LAIV or original cataloger. In general, a book should resemble by subject or author the other books in the same call number range. Books by the same literary author usually should have the call number which matches through the first cutter, for example, all works by John Updike are found under PS3571 .P4 + date or cutter and date. If you have any questions about the call number (it looks odd, has more than 2 cutters, the date is followed by a letter, or there are no other books with the base call number in our catalog), again seek help.


  18. Update if necessary, using the OCLC window. Remember that materials with “92|bTJC” in the 994 field have already been updated


  19. During training , give finished books to trainer for review . After review period, place books on the appropriate shelf (paperbacks, serials, rush and non-book materials) or truck (hardcover books) in binding & marking.

January 5, 2006; B.Atack

 


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