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.
| 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
|
| 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
|
| 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) |
| 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