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)

CCS catalogers are to follow the practices in the Cataloger’s Wiki, OCLC's Bibliographic Formats & Standards (BF&S), the Library of Congress-Program for Cooperative Cataloging Policy Statements (LC-PCC PS), and Resource Description & Access (RDA), in that order of precedence.

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 with exceptions as noted.

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: Media combo packs such as DVD+Blu-ray 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 should be added to the bibliographic record with a qualifier note of the volume number so that the record can be located by ISBN.

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

Unique Local Material: 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, it is still required to have records in the CCS catalog for these materials. 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.

MARC21 coding	Element Name	RDA Rule	Core	Rationale & Comments
Leader/06	Type of Record	N/A	CCS Core	Needed for automated format identification
Leader/07	Bibliographic level	N/A	CCS Core	Needed for automated format identification
Leader/18	Descriptive Cataloging Form	N/A	CCS Core	Informational for catalogers and automated processing routines
006	Additional Material Characteristics	N/A	CCS Core	Core only for select formats (non-print serials, e-resources, non-print resources with accompanying print resources, Playaway audio, Playaway View, and any resources with significant accompanying material that would have a different Record Type if cataloged separately); needed for automated format identification; follow core/non-core rules for the same elements in the MARC 008 field
007	Physical Description Fixed Field	N/A	CCS Core	CCS Core only for select formats (see below), and only certain character positions are Core (00 and 01, otherwise by format); needed for automated format identification Audio recordings: 007/00-01, 03, 06 Cartographic resources, Electronic resources, Graphic materials, Globes, Tactile material, Projected graphic, microforms: 007/00-01 Video recordings: 007/00-01, 04
008	Fixed Field	N/A	CCS Core	Only certain character positions are Core (see below); needed for automated format identification, searching, other automated functions, and cataloger information All formats: 008/06, 07-10, 11-14, 35-37 (searching), 15-17 (cataloger information) Print material: 008/23 (automated format identification), 008/22, 008/33, 008/34 (automated processes), 24-27 (automated format identification) Computer files: 008/23 (automated format identification), 008/22 (automated processes) Maps: 008/25, 008/29 (automated format identification) Sound recordings & notated music: 008/23 (automated format identification) 008/22, 008/30-31 (automated processes) Continuing resources: 008/21, 008/23, 008/24 (automated format identification), 008/18, 008/19, 008/34 (cataloger identification) Visual material: 008/29, 008/33 (automated format identification), 008/22 (automated processes), 008/18-20, 008/34 (cataloger identification)
010	Library of Congress Control Number	N/A	CCS Core	Needed for record matching and cataloger identification
020 $a	Identifier for the Manifestation - ISBN	2.15	RDA Core	Needed for record matching and cataloger identification
020 $q	Qualification of Identifier for the Manifestation - ISBN	2.15.1.7	CCS Core	Informational for catalogers. Only Core when there are ISBNs for different versions in a single record
022 $a	Identifier for the Manifestation - ISSN	2.15	RDA Core	Needed for record matching and cataloger identification
024 $a	Identifier for the Manifestation - UPC, EAN, etc.	2.15	RDA Core	Needed for record matching and cataloger identification. Only Core for select formats (e.g. sound recordings, video recordings)
024 $q	Qualification of Identifiers for the Manifestation - UPC, EAN, etc.	2.15.1.7	CCS Core	Informational for catalogers. Only Core for select formats (e.g. sound recordings, video recordings) when there are multiple identifiers of the same type in the record
028 $a	Publisher's Number	2.15.2	RDA Core	Needed for record matching
028 $q	Qualification of Identifiers for the Manifestation - Publisher's number	2.15.1.7	CCS Core	Informational for catalogers. Only Core when the publisher's number just applies to part of a multi-part item
035	OCLC Number	N/A	CCS Core	Needed for record matching
037 $a	Identifier for the Manifestation - Stock Number	N/A	RDA Core	Only Core for select formats (e.g. video games, eresources)
037 $q	Qualification of Identifier for the Manifestation - Stock Number Source	N/A	CCS Core	Only Core for select formats (e.g. video games, eresources)
040 $b	Cataloging Source - Language of Cataloging	N/A	CCS Core	Informational for catalogers. Should always be "eng"
040 $e	Cataloging Source - Description conventions	N/A	CCS Core	Informational for catalogers. Should always be "rda"
041 $a	Language of Text/Soundtrack	CCS Core	Needed for searching
041 $d	Language of Sung/Spoken Text	N/A	CCS Core	Needed for searching
041 $j	Language of Subtitles	N/A	CCS Core	Needed for searching
041 $h	Original Language	N/A	CCS Core	Needed for searching
099 $a	Local Free-Text Call Number	N/A	CCS Core	Core for preliminary records only
100, 110, 111	Creator	19.2, 9.2.2, 11.2.2	RDA Core	Needed for searching, record identification and for linked data
1XX $e or $j, 7XX $e or $j	Relationship Designator	18.5	CCS Core	Needed for searching
130, 240	Preferred Title for the Work	6.2.2	RDA Core	Needed for searching & record identification
245 $a $n $p	Title Proper	2.3.2, 2.3.1.7	RDA Core	Needed for searching & record identification
245 $b, 246	Parallel Title	2.3.3	CCS Core	Needed for searching & record identification
245 $b	Other Title Information, Parallel Other Title Information	2.3.4, 2.3.5	CCS Core	Needed for searching & record identification
245 $c	Statement of responsibility	2.4.2	RDA Core / CCS Recommended	Core for first statement only. Needed for searching. (Recommended: Record any others that aid in resource discovery, identification, and selection; especially illustrators, adapters, and translators.)
246 $a	Variant Title	2.3.6	CCS Core	Core for other titles that appear on the resource itself; corrected titles; spelling out of numbers, abbreviations, etc.; and other titles that are considered important for identification or access. Needed for searching.
247 $a	Earlier Title Proper	2.3.7	CCS Core	Core when a title changes. Needed for searching. Only Core for integrating resources
246 $a	Later Title Proper	2.3.8	CCS Core	Core for continuing resources and multivolume monographs with minor title changes. Needed for searching
250 $a	Designation of Edition	2.5.2	RDA Core	Needed for record identification
255 $a	Horizontal Scale of Cartographic Content	7.25.3	RDA Core	Needed for record identification
255 $b	Projection	7.26	CCS Core	Needed for record identification
257 $a	Place of Production	2.7.2	CCS Core	Core for video recordings only. Needed for searching
264 $a	Place of Publication	2.8.2	RDA Core	Core for the first place only
264 $b	Publisher's Name	2.8.4	RDA Core	Core for the first publisher's name only
264 $c	Date of Publication	2.8.6	RDA Core	Needed for searching & record identification.
300 $a	Extent	3.4	RDA Core / CCS Core	Core when resource is complete. CCS Core in all other circumstances. Informational. Needed for record identification & selection
300 $a, 008/18-20	Duration	7.22	CCS Core	Core for sound recordings and video recordings
300 $b	Describing Content; Describing Carriers	3.15, 3.16, 3.18, 3.19.3, 7.15, 7.17, 7.18	CCS Core	Needed for record identification. Only Core for specified formats & situations (e.g. illustrated children's material)
300 $c	Dimensions	3.5	CCS Core	Informational for catalogers. Needed for record identification
300 $e	Related Manifestation - Accompanying Material	27.1	CCS Core	Informational. Needed for record identification
310 $a	Frequency	2.14	CCS Core	Informational for catalogers
336 $a	Content Type	6.9	RDA Core	Needed for searching
337 $a	Media Type	3.2	CCS Core	Informational
338 $a	Carrier Type	3.3	RDA Core	Needed for searching
340 $n	Font Size	3.13	CCS Core	Needed for record identification. Only core for Large Print material
344 $a	Type of Recording	3.16.2	CCS Core	Needed for automated format identification & record identification
344 $b	Recording Medium	3.16.3	CCS Core	Needed for automated format identification & record identification. Only Core for digital sound recordings
344 $c	Playing Speed	3.16.4	CCS Core	Needed for automated format identification & record identification. Only Core for analog sound recordings
346 $a	Video Format	3.18.2	CCS Core	Needed for automated format identification & record identification
346 $b	Broadcast Standard	3.18.3	CCS Core	Needed for record identification. Only Core for video recordings
347 $b	Encoding Format	3.19.3	CCS Core	Needed for automated format identification & record identification. Only Core for digital sound recordings and digital video recordings
347 $e	Regional Encoding	3.19.6	CCS Core	Core for video recordings and video games, but only when not the standard specific region for the United States
362 $a	Designation of first issue or part; Designation of last issue or part	2.6.2, 2.6.3, 2.6.4, 2.6.5	RDA Core	Informational. Needed for record identification
380 $a	Form of work	6.3	RDA Core	RDA Core only when needed to differentiate between otherwise identical descriptions
382 $a $b $d $e $n $p $r $s $t	Medium of performance, Number of performers	7.21	CCS Recommended	Recommended for performed music. Informational
490 $a	Title Proper of Series	2.12.2, 2.3.2.6.2	RDA Core	Needed for searching
490 $v	Numbering within series	2.12.9	RDA Core	Needed for record identification
490 $a	Title Proper of subseries	2.12.10	RDA Core	Needed for searching
490 $v	Numbering within subseries	2.12.17	RDA Core	Needed for record identification
500 $a	General Notes; Related work/expression/manifestation	2.17, 3.21, 25.1, 26.1, 27.1	CCS Recommended	Informational
504 $a	Supplementary Content - Bibliography & Index	7.16	CCS Core	Informational. Only Core for books with bibliographies
Basic 505 $a OR Enhanced 505 $g $r $t	Related work; Comprehensive description	25.1, 2.3.2.6.1	CCS Recommended	Core when the resource is a collection of 100 or fewer short stories, plays, literary collections, fairy tales, songs except for fake-books (whether text, notated music, or audio recordings), Supreme Court cases, or collective biographies, or is in the series “Representative American Speeches” or “Best American Essays” ; Needed for searching
508 $a	Artistic and/or Technical Credit	7.24	CCS Core	Core for video recordings. Needed for searching. Informational
511 $a	Performer, Narrator, and/or Presenter	7.23	CCS Core	Core for sound recordings and video recordings. Needed for searching & record identification
520 $a	Summarization of the Content	7.10	CCS Core	Needed for record identification. Only Core for children's material and resources that require equipment to use (e.g. sound recordings, video recordings)
521 $a	Intended Audience	7.7	CCS Core	Needed for searching & record identification. Only Core for children's material
538 $a	Special Playback Characteristics; Video Characteristics; Equipment of System Requirement; Aspect ratio	3.16.9, 3.18, 3.19, 3.20, 7.19	CCS Core	Core for characteristics or requirements that are beyond what is normal and obvious for the type of carrier. Needed for record identification.
546 $a	Language of Expression; Language of Content	6.11, 7.12, 7.13	CCS Core	Informational. Only Core for multilingual and non-English material
546 $b	Script/Form of Notation	7.13	CCS Core	Informational. Only Core when the language is commonly written in multiple scripts, or when the script is not the standard one for that language or the form of notation is out of the ordinary
586 $a	Award	7.28	CCS Recommended	Informational only for winners of specific awards (Caldecott Award, Monarch Award, Newbery Award, Rebecca Caudill Award, Bluestem Award, Pulitzer Prize, National Book Award, Academy Award, Emmy Award, Tony Award, Grammy Award)
588 $a	Note on Issue, Part, or Iteration used as the basis for Identification of the Resource	2.17.13	CCS Core	Informational for catalogers. Only Core for continuing resources
600, 610, 611, 630, 650, 651	Subject	N/A	RDA Core	Needed for searching & record identification
655	Genre/Form	N/A	CCS Core	Needed for searching & record identification
700, 710, 711	Creator; Other Person, Family, or Corporate Body Associated with a Work; Contributor	19.2, 19.3, 20.2	CCS Core / CCS Recommended	Core for added creators & other associated entities who share primary responsibility but do not have principal responsibility; needed for searching & for linked data (Recommended: Add any additional entities that would be useful for searching, identification and selection.)
700, 710, 711, 730	Related work; Preferred Title for the Work	25.1, 6.2.2	CCS Core / CCS Recommended	Core for adaptations and classical music sound recordings; needed for searching & for linked data (Recommended: Add for each title in a contents note, except not for popular music)
753 $a	System Details Access to Computer Files	N/A	CCS Core	Needed for searching & record identification. Only Core for video games
780 $a	Related work - Preceding Title	25.1	CCS Core	Needed for searching & record identification. Only Core for continuing resources
785 $a	Related work - Succeeding Title	25.1	CCS Core	Needed for searching & record identification. Only Core for continuing resources
800, 810, 811, 830	Preferred Name for the person; Preferred Name for the Corporate Body; Preferred Title for the Work	9.2.2, 11.2.2, 6.2.2	CCS Core	Needed for searching
856 $u	Electronic location and access (URL)	4.6	CCS Core	Informational. Only Core for online electronic resources
880	Alternate text graphics	1.4	CCS Core	Core for languages with non-Latin writing systems, but only for MARC fields 245, 246, 247, 250, 264, 490, 362, and 5XX. Needed for searching and record identification
945 $b	OCLC Backloading Program (Automated WorldCat Holdings)	N/A	CCS Core	Needed for automated record processing. Only Core for material that will not be cataloged in OCLC WorldCat

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, however, a library may add an OCLC record in order to provide better access for patrons.

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.

• 099 PRELIMINARY DATA RECORD
• Standard publisher numbers such as ISBN (for books), UPC (for AV)
• Creator / Author heading (if applicable)
• Title (in capital letters if possible)
• Format notes such as large print, video game format, abridged or unabridged audiobook, etc.
• 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.

Database Management Policy

This page was approved on July 24, 2019 by Governing Board.