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1. These cataloging records are input by the Library of Congress and we use
them in our catalog with little change, if any, made to the record. They are identified on the record in field:
040 DLC
¹c DLC
If you are searching for records look in the book or on the material for a
Library of Congress Control number. Example: 12-1234 or 200112345 or
2001-12345.
Older records may have a slightly different 040 field, example:
DLC
¹ c XXX
the x’s being another inputting agency.
Look at the Acquisitions slip:
Check for Bib ID number - this means there is an Acq order or
full record in Voyager.
Check for OCLC number (#123456) means there is a full record in
Voyaager.
If there is an Acquisitions record in Voyager you may have to place the
OCLC number in that record so it is overlayed.
If professor's name is on slip, write call number on and put in box to be
sent to professor.
2. Searching on OCLC -- Use the following searches in the order given
to find records to match the book that you are searching. Searches are relative
to the item you have-- you may not follow this list exactly.
ISBN
LC Card number
NAME/TITLE qualified as necessary
Other searches as appropriate, i.e., keyword, etc.
Scan title
Search the ISBN number first. If you retrieve a DLC record you usually will
not have to search any further. If there is no ISBN number try to search on the
LC card number. This may result in multiple hits and you will have to
distinguish between them for the best, or matching record. (See the Guidelines
for deciding between multiple records.)
3. When you retrieve a record:
Verify that the record you found MATCHES THE BOOK THAT YOU HAVE, a
quick check on author, title, publisher, date, edition, pagination will do, if
you have a match continue...
Look in the 040 field for DLC
¹c DLC
Fixed field for Desc: a
fixed field for BLvl: m
fixed field for ELvl: [blank], I, 8 or 4
Look in the upper left corner of the record for NO HOLDINGS IN KGG
If the above conditions are met STOP -- search is complete -- go to the
Cataloging DLC records section below.
If any of the following conditions exist -- Do Not Catalog the Book.
- No DLC record (040 is not DLC
¹ DLC )
upper left corner of the record has HELD
BY KGG
Desc field has code other than a
Blvl field has code other than m
Elvl field is other than [blank], I, 8, 4
040 field has library input symbols other than DLC (in other words,
DLC is not in the 040 field)
Cataloging Library of Congress (DLC) Materials
Check the following fields.
1. In the fixed field look at the ELvl.
- Codes should be blank I, 8 or 4.
- If ELvl is 8 you have a CIP record; change to I and see the 300 and 504
field below.
2. Check the 050 (LC call no.) field. Do not catalog the book if:
050 has more than one call number
050 call number has a volume or part desingation
050 has LAW
050 has IN PROCESS
There is no 050 field
3. The 049 field should be KGGM for books going in the stacks.
Look at the Acquisitons slip, if the book is to go in the Reference or
Juvenile collection, etc. you must change the 049 as follows:
- For Reference - KGGR
- For Juvenile books - KGGJ
FWhen making the label remember REF
or JUV is the first line of call number.
If the book is for any other area of the collection do not
catalog.
Juvenile books have special instructions, see the procedures
for cataloging Juvenile materials.
4. 1XX -- Check the Main Entry (1xx fields -- author, corporate author,
uniform title, etc.). Make sure it matches your book. When in doubt please ask.
Some books may not have a 1xx field.
5. 245 -- Check the Title (245 field ¹a)
for any discrepencies, look at the subtitle also (¹b)
and statement of responsibility/author (¹c).
Pattern: 245 00 Title :
¹b subtitle /
¹c
author
Check the indicators:
If there is a 1xx field the first
indicator will be 1
If there is no 1xx field the first
indicator will be 0
The second indicator is the non-filing
indicator it tells the machine how many spaces to ignore. Initial
articles are ignored when they are not part of a proper name.
Examples: 100 1 Hemingway, Ernest,
¹d
1899-1961.
245 14 The sun also rises /
¹c Ernest
Hemingway
The first four characters of the title are ignored, it is the initial article
The.
100 1 Kent, Paul.
245 10 El Greco revisited :
¹b
artist of passion.
There are no spaces skipped in the second example because El Greco is the name
of the artist.
Other examples, can you tell why?
100 1 Beaumont, Germaine.
245 13 La roue d'infortune.
100 1 Chapman, Claude.
245 10 Le Guin and fantasy :
¹b a study of
Ursula Le Guin's Earthsea
245 04 The encyclopedia of philosophy
6. 250 -- This is the edition statement, compare to the book.
7. 260 -- Check the Imprint statement (260 field). Place of publication (¹a),
publisher (¹b),
year (¹c).
If in doubt, ASK. Pattern: place of pub :
¹b publisher,
¹c
year.
8. 300 -- Check the Physical Description area (300 field). Pattern: 300
pagination :
¹b illustrations ;
¹c size.
Verify the number of pages, etc.
On CIP records (Enc lvl: 8 in the fixed field) you may have to fill
this area in.
The pattern is: iv, 240 p. :
¹b
ill. ;
¹c
24 cm.
Note the punctuation and the spacing.
Watch out for open entry records (this may tip you off that you have
an added volume).
Open entries may have multiple volumes in
the 300 field (¹a),
example:
- 2 v., 24 v., or v. if it is not
complete.
- On DLC records you may see something like: v. <4, >, etc.
- Dates (¹c)
may look like: 1980- or 1960-1975 or c1951, 1980-, and so on.
- Dates in the fixed field (Dates:) may look like: 1980,9999 or
1970,1989, etc.
- Date status in the fixed field (DtSt:) may be: m or something beside
s.
If your have an open entry set DO NOT CATLOG - give to a cataloger.
9. 504 -- Check the 504 field (Bibliography note) and see if it needs to be
filled in.
10. 505 -- Contents notes.
If a 505 has first indicator of 0,12, or 8 and second
indicator 0 and the note has subfield delimeters
¹
delete the note. Example: 505 00 - Not sure, ASK!
If the note has a first indicator of 0, 1, 2, or 8 and the
second is blank - that's ok. Example: 505 0_
11. 590 -- Local note. You may be given instructions on adding these.
12. 6xx fields, Subject Headings.
On 600-651 fields, if the second indicator is 2 through
8, delete the field.
Do not delete those fields with the second
indicators 0 and 1.
Remember - the first indicator can be a blank space.
Some examples are: 600 12 630 35 650 08
610 26 650 15 650 _5
611 _3 650 _2
Note the blank spaces in the first indicator positions on some of the
examples.
Works of fiction: the only records that may not have subject
headings are works of fiction (novels, poems, short stories, selections,
etc.). If the item you have is a work of this nature and the record is an LC
record with subject headings you may leave them on.
13. Update, perform any other commands. When in Voyager save, create
holdings, item, etc.
14. Create a label.
15. Record statistics on sheet.
16. Acquisiton slips.
17. If professor's name is on slip, write call number on the slip and put in box to
be sent to professor.
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