Beyond Copy Cataloging: MARCing the Next Frontier Susan M. Sutch An Infopeople Workshop Winter/Spring

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

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 note 511 performer note 520 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) 1 st indicator blank 2 nd 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 || anannbabn |n ana 010 __ $a sh __ $a DLC $b eng $c DLC 150 __ $a English literature $x Asian authors 670 __ $a Work cat.: : Innes, Catherine Lynette. A history of Black and Asian writing in Britain, __ $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? 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