Beyond Copy Cataloging: MARCing the Next Frontier

Susan M. Sutch

smsutch@marc-angel.comAn Infopeople Workshop

Winter/Spring 2005-6

What We Will Cover

Verifying bib records

Seven steps for original cataloging

Authority control

Assigning LCSH subjects

What We Won’t Cover

OCLC MARC bib record

Automation system differences

Sears Subject Headings

Why do we use MARC?

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

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

Did You Know That

the MARC database is the largest library expense after the collection

itself?

MARC Review

On Your MARC

Cataloging Rules

MARC (standard) AACR2(cataloging bible) LCRIs (more rules)

Catalogers Desktop

http://desktop.loc.gov/

Copy Cataloging Steps

Verify bibliographic record

Decide to import or create new

Add local holdings tag 949, 852, 967 MARC tag

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

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

Match Tags to Check When There Is a Problem

001 – control number (accession)

003 – control number identifier

010 – LCCN

020 – ISBN

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

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

Check Other Match Tags

LCCN (010) and ISBN (020)

Subfields: $a valid – computer looks here to

match $z invalid

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

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

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

Oh No, I Have to Catalog!!!!

7 Original Cataloging Steps

1. MARC format

2. Primary info source

3. Main entries

4. Edition, imprint, extent

5. Notes

6. Subjects

7. Added entries

Cataloging Step #1:Choose MARC Format

Choose from 8

Book Electronic resource Serial Mixed Map Visual material Music Sound recording

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

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

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)

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

Cataloging Step #5: Notes

MARC 5XX tag

Notes included in keyword index:505 contents note511 performer note520 summary note

Note limited to OPAC display 500 general note

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

Cataloging Step #6: Subject Indicator Exception

655 tag (genre/form) 1st indicator blank

2nd indicator always 7

Coded subject source in subfield $2

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?

Calling All Subjects!!!!

Understanding and Assigning

LC Subject Headings

Ways to Get the LCSH

Classification Web

“Big Red Books”

MARC Distribution Service: Subject Authorities

Library of Congress Authorities web site

Authority files in bibliographic utilities

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

Assign Subjects - SLAM

Scan title page, TOC, preface, introduction, text,

bibliography, index, container Look for

keywords, form of item, author’s intent, audience, viewpoint

Ask yourself Are there one or several topics of focus?

Mentally compose a sentence,”This resource is about…”

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

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

Assign LCSH Main Headings – Navigate LCSH gs

Choose a Subdivision

Established – for use under a particular heading

Free-floating – many types of headings, not all

Where to Get Subdivisions

Established LCSH authority records

Free–floating Subject Cataloging Manual Free-Floating Subdivisions: an

Alphabetical Index

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

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

More LC Conventions

First subject heading should reflect the primary topic or focus of work

Broader headings only when not possible to assign specific

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

Authorizing Everything

Are you Under Authority Control?

Why We Need Authorities

Example: Are African American, Soviet Union

proper subject terms?

How do you x-reference these?

Authority Records:

Completely separate MARC21 record

Used together with MARC bib record in a computerized library

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

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

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

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)

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

Authority Records:Notes Tags

Cataloger only use 670 tag (found in)

OPAC display use 680 tag

Can I Get MARC Authority Records Online?

http://authorities.loc.gov

Yes, and they are free!!!!!!!!!!!!

Putting It All Together Is my copycat record OK?

Seven steps to ‘do it yourself’ cataloging

Add a subject

Maintaining authority

The Final Authority

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

Bertrand Russell