Beyond Copy Cataloging: MARCing the Next Frontier

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Beyond Copy Cataloging MARCing the Next Frontier

• Susan M. Sutch
• smsutch_at_marc-angel.com
• An Infopeople Workshop
• Winter/Spring 2005-6

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What We Will Cover

• Verifying bib records
• Seven steps for original cataloging
• Authority control
• Assigning LCSH subjects

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What We Wont Cover

• OCLC MARC bib record
• Automation system differences
• Sears Subject Headings

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Why do we use MARC?

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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

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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

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Did You Know That

• the MARC database is the largest library expense
  after the collection itself?

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MARC Review

• On Your MARC

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Cataloging Rules

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

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Copy Cataloging Steps

• Verify bibliographic record
• Decide to import or create new
• Add local holdings tag
• 949, 852, 967 MARC tag

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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

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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

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Match Tags to Check When There Is a Problem

• 001 control number (accession)
• 003 control number identifier
• 010 LCCN
• 020 ISBN

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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

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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

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Check Other Match Tags

• LCCN (010) and ISBN (020)
• Subfields
• a valid computer looks here to match
• z invalid

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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

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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

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Verify Bib Record Other Titles

• 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

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Oh No, I Have to Catalog!!!!
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7 Original Cataloging Steps

• MARC format
• Primary info source
• Main entries
• Edition, imprint, extent
• Notes
• Subjects
• Added entries

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Cataloging Step 1Choose MARC Format

• Book
• Electronic resource
• Serial
• Mixed
• Map
• Visual material
• Music
• Sound recording

• Choose from 8

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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

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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

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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)

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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

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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

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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
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Cataloging Step 6 Subject Indicator Exception

• 655 tag (genre/form)
• 1st indicator blank
• 2nd indicator always 7
• Coded subject source in subfield 2

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Cataloging Step 7 Added Entries

• 7XX Author/Title
• 700 Personal
• 710 Corporate
• 711 Conference
• 730 Uniform title

• 8XX Series
• 800 Personal
• 810 Corporate
• 811 Conference
• 830 Uniform title

Notice anything?
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Calling All Subjects!!!!

• Understanding and Assigning
• LC Subject Headings

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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
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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

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Assign Subjects - SLAM

• Scan
• title page, TOC, preface, introduction, text,
  bibliography, index, container
• Look for
• keywords, form of item, authors intent,
  audience, viewpoint
• Ask yourself
• Are there one or several topics of focus?
• Mentally compose
• a sentence,This resource is about

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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

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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

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Assign LCSH Main Headings Navigate LCSH gs
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Choose a Subdivision

• Established for use under a particular heading
• Free-floating
• many types of headings, not all

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Where to Get Subdivisions

• Established
• LCSH
• authority records
• Freefloating
• Subject Cataloging Manual
• Free-Floating Subdivisions an Alphabetical Index

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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

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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

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More LC Conventions

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

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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

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Authorizing Everything

• Are you Under Authority Control?

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Why We Need Authorities

• Example
• Are African American, Soviet Union proper subject
  terms?
• How do you x-reference these?

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Authority Records

• Completely separate MARC21 record
• Used together with MARC bib record in a
  computerized library

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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

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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

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Different MARC Authority Records

• 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

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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)
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Authority Records X-Ref Tags

• 4XX tags
• Used for / see from references
• lead from unauthorized to authorized heading
• 5XX tags
• See also under references
• lead from authorized to another authorized
  heading

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Authority RecordsNotes Tags

• Cataloger only
• use 670 tag (found in)
• OPAC display
• use 680 tag

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Can I Get MARC Authority Records
Online? http//authorities.loc.gov
Yes, and they are free!!!!!!!!!!!!
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Putting It All Together

• Is my copycat record OK?
• Seven steps to do it yourself cataloging
• Add a subject
• Maintaining authority

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The Final Authority

• Order, unity and continuity are human inventions
  just as truly as catalogues and encyclopedias.
• Bertrand Russell