Bibliographic input standards

Introduction

Purpose: These standards provide an overview of the content of the CCS database and what standards are followed when new records are added. Specific cataloging procedures for CCS are located on the Cataloger’s Wiki. These standards were developed based on the recommendations of the RAILS Cataloging Working Group (October 16, 2017).

Audience: This document is intended for a broad audience including library administrators, public services staff, technical services staff, and, library staff members outside of CCS.

CCS Fully Cataloged Bibliographic Record Input Standards

In order to provide access to our library’s collections for our patrons, every library should fully catalog materials to CCS standards. Vendors that catalog for libraries also need to follow these standards.

All fully cataloged bibliographic records will follow full RDA standards. (CCS Governing Board November 30, 2016)

Libraries should contribute new records or upgrade records in OCLC when possible. This is a part of OCLC’s member agreement and helps other libraries using OCLC for cataloging or interlibrary loan.

Requirements for all Records

An accurate description of the material is required and should include enough information to distinguish one item from a similar item so that patrons can find the record they are looking for. Access points are vital so that the records can be found by patrons. Recommended access points include:

• Creator headings that have been verified in the authority file
• Title headings and series headings
• Subject headings that have been verified in the authority file including Library of Congress Subject Headings and Genre Headings
• Keywords - It is recommended that records have table of contents information and summary notes.
• Numerical access points such as ISBN and other publisher numbers
• Correct format
• Valid audience code
• Valid Literary Form code

Bibliographic Standards for Specific Formats

Paperback vs. Hardcover: A paperback edition that has the same content as a hardcover edition is required to be added to the same bibliographic record. However, if there is a significant difference in content, more than a 10% difference in number of pages, or a height difference of more than 2 cm, a separate record should be added to the database.

Large Print: Bibliographic records for large print material should be separate from records that have regular size print. A large print edition statement should be supplied as well as a genre heading for Large type books.

Magazines: Bibliographic records for magazines should have a type of material / format of Periodical. When a magazine ceases, the bibliographic record should be updated to reflect the date that it stopped being published. When a magazine changes title or there are other major changes, a new record must be added to the database and the old title updated.

Serials: Serial volumes are added to serial bibliographic records with the exception of Travel Guides, Test Preparation Books, Tax Preparation Books, and Law Guides. These materials are cataloged on monograph bibliographic records.

DVDs and Blu-rays: Blu-ray + DVD combo packs may be cataloged either on one record as a set, or on separate records for each format. TV shows should be cataloged on a record for the set and not cataloged as individual discs in the set.

Graphic Novels: Graphic novels that are multi-volume and do not have individual titles should be cataloged on a monographic set bibliographic record. This allows patrons to place holds on these items. For each new volume, an ISBN number should be added to the bibliographic record with a qualifier note of the volume number so that the record can be located by ISBN number.

Foreign Language Materials: When cataloging foreign language materials, use English language cataloging records.

Local Materials: It is recommended that libraries catalog their local materials on OCLC whenever possible. Although the local materials may not be allowed to be loaned, researchers may discover materials of interest when they are cataloged on OCLC. If it is not possible to catalog them on OCLC, these records should have a 945 ‡b OCLC DO NOT SET field.

Equipment and other Realia: Libraries that circulate equipment or other realia to their patrons but not outside of their library may use local records instead of OCLC records to describe their equipment. These records should have a 945 ‡b OCLC DO NOT SET field.

Electronic Resources: Bibliographic records for electronic resources should be specific to the vendor providing the electronic resource and not vendor neutral.

Detailed Field Requirements

“Core” in some form indicates that the data element must be present in the catalog record if the information is present on the item being cataloged or is easily discoverable. It may be omitted if the information is not present on the item and is not readily ascertainable.

“RDA Core” indicates that the information is required by RDA itself.

“CCS Core” indicates that the information is required by CCS above what RDA itself requires.

“CCS Recommended” indicates that the data element is optional, but should be present in the record if it is not difficult to discover and add.

If a data element is not mentioned, it is not Core and is therefore considered optional. Optional elements that are already present in a record and which will be retained should be verified for accuracy, whenever possible. Optional data already present in a record should not be deleted unless there are specific instructions to do so.

For original entries, OCLC guidelines apply.

The following table documents instances where CCS practice is at variance with OCLC input standards.

FF	Definition	Comments
AccM	Accompanying matter	Required
Audn	Target audience	Required
Biog	Biography	Required
Comp	Form of composition	Required
Cont	Nature of contents	Required
EntW	Nature of entire work	Required
File	Type of computer file	Required
Ills	Illustrations	Required
Indx	Index	Required
LitF	Literary Form (formerly Fiction)	Required
Tech	Technique	Required
Tag	Field Name	Comments
015	National Bibliography Number	Retain
016	National Bibliographic Agency Control Number	Retain
019	OCLC Control Number Cross-Reference	Retain
050	Library of Congress Class. No.	Retain
082	Dewey Decimal Call No.	Retain
092	Locally Assigned Dewey Call Number	Retain
257	Country of production	Required (for video recordings only)
260 or 264	Publication, distribution, etc.	MANDATORY
340	Physical medium	Required (for large print material only)
345	Projection characteristics	Retain
346	Video characteristics	Required
520	Summary, etc. note	Retain
521	Target audience note	Required
580	Linking entry complexity note	Retain
655	Index term, genre/form	Required
760	Main series entry	Required
762	Subseries entry	Required
765	Original language entry	Required
856	Electronic location and access	Required
936	Dates or Volume Designations of Last Issue Consulted	Retain

CCS On Order Bibliographic Record Input Standards

When an item is ordered, there is often not enough information to properly catalog the item. Therefore, it is appropriate to use records from a vendor to describe what is being ordered. A library may also hand-key in a record for ordering purposes. An OCLC record is not required for these temporary records.

Supplying acquisitions records provides a way for patrons to place holds on the materials they are interested in.

Duplicate records for the same material causes confusion for patrons. When ordering it is acceptable to have a temporary duplicate record in order to complete the ordering process. However, the duplicate record should be merged as soon as possible.

The minimum information needed for an acquisitions record follows. Additional information is encouraged to assist patrons with identifying the material being ordered.

• Creator / Author heading (if applicable)
• Title
• Edition such as large print, video game format, abridged or unabridged audiobook, etc.
• Standard publisher numbers such as ISBN (for books), UPC (for AV)
• Correct format (TOM) - It is recommended to use the template in the purchase order when manually creating a record in order to create a record with the correct type of material.
• 099 PRELIMINARY DATA RECORD