Copy Cataloging

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Copy Cataloging

• Basic Elements of Copy Cataloging for Books

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Copy CatalogingInvolves finding a machine
readable record made by someone else that exactly
(or almost exactly) matches the item in hand and
using that record instead of creating one of your
own. Once you have located a MARC record that
matches you will modify that record for local
use and create a record of that modification.
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The process

• Search for record that matches the book you have
  in hand
• If match found is a CIP record, upgrade to full
  cataloging
• Edit the record
• Validate record
• Update, produce, and/or export record

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If no match is found

• Determine if you have a different edition or
  other close match. If so, copy as NEW and make
  necessary changes.
• If neither a match nor a close match is found,
  then you need to create an original record.

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Searching is an art that combines

• Knowing what to examine in your book,
• Knowing where on the book you are most likely to
  find this vital information, and
• Knowing how to translate this information into an
  effective search within the OCLC database.

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The chief source of information for printed
monographs is

• The title page, or
• If there is no t.p., then the substitute that
  supplies the most complete information, e.g.
• Cover
• Spine
• Colophon
• Etc.

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Matching

• Involves looking for differences. Before
  accepting a MARC record to copy, prove to
  yourself that it is not different from what is in
  hand. Minor differences may be acceptable.
  Usually you will be looking for a combination of
  elements. Sometimes the absence of a field can
  indicate a difference.

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Examine closely

• The bibliographic description fields 245 through
  5xx
• Fixed field elements for form and dates

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Do not create a new record if

• Differences in records result from changes in
  cataloging rules
• You do not agree with the choice of main entry
• You disagree with access points
• The record is CIP and there are variations in
  title, date, physical description, or series
• The record format is incorrect
• There are errors in the record

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Create a new record when there is a difference in

• Title
• Edition statement
• Publisher
• Publication date
• Number of pages
• Language of item

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When in doubt

• Use an existing record!

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Editing records

• Once you have determined that your item matches
  the record found, you must either copy the record
  as is or edit the record. Your library should
  have a policy regarding when to edit a record and
  how much to edit.

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Reasons to edit

• Outdated copy (pre-AACR2 cataloging)
• Add contents notes
• Add access points
• Correct typos other mistakes
• CIP (cataloging in publication) records

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CIP records

• Can be identified by
• Encoding level 8 (Elvl8)
• Projected publication date (field 263)
• No physical description in field 300
• Lots can happen to a book before it is actually
  published (so be more forgiving of differences)
• Make necessary changes (see handout)

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Different editions

• If a record nearly matches, but is a different
  edition, use the copy but create a NEW record
  (use NEW command in OCLC)
• Make every field in the new record match your item

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Editing some final thoughts

• Read the record, checking for typos
• Correct tracing indicators
• Fix pseudonyms in pre-AACR2 records
• Verify headings against local and OCLC/national
  authority files
• Validate coding

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Further cataloging assistance
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