Transcript Book Cataloging - Illinois Heartland Library System

Book Cataloging
Presented by
Illinois Heartland Library System
Cataloging

Three types of cataloging
 Classification
 Subject
-- Assigning a call number
analysis -- Determining the subject of
a work
 Descriptive
cataloging -- Describing an item
in a unique way
 Discussed
in detail today
What is Descriptive Cataloging?

The process of:
 Describing
an item in a cataloging record and
 Identifying and formatting access points
 Based on:


Anglo-American Cataloguing Rules (AACR) or
Resource Description and Access (RDA)
AACR and RDA




Instructions for entering descriptive elements and
name-and-title access points in a catalog record
Records look different depending on which set of
rules is used to create the record
AACR—Available in print format
RDA—Available as print or online subscription
(www.rdatoolkit.org) – annual fee for online
Structure of AACR

Divided into two parts
 Part
1. Deals with the description of the item
(Title, publisher, physical characteristics, etc.)
 Chapter
for each format
 Part
2. Deals with the access points which will
be used to search for the item

Appendices give instructions for capitalization,
abbreviation, etc.
Structure of RDA

Divided into sections with instructions that
apply to all formats
 No

separate chapters for type of material
Appendices with instructions on
capitalization, abbreviations and symbols,
initial articles, etc.
Sources of Information

The first areas to examine when cataloging an item
Provide:
 Title
 Author/creator and/or others responsible for content
 Publication information such as name of publisher,
place of publication, and date
 Edition information, when present
 Series statement, when present
Sources of Information--Books

Title page
If there’s no title page: cover, spine, other
preliminary pages, colophon, container, etc.

Terminology note:

 AACR:
Chief source of information
 RDA: Preferred source
Definitions


Preliminary pages: title page, title page verso,
any pages before title page, and cover
Colophon: statement at the end of the item with
title, publisher, printer, or date, information about
the author
Title Proper


The title minus any subtitle or other title
information
Taken from the chief or preferred source of
information
 Usually
the title page
 AACR: If taken from source other than title page,
include a note to indicate source
245 $aTitle proper
Recording the Title

Transcribe title exactly as it appears on the
source
 AACR--Only
first word and proper nouns are
capitalized
 RDA—May enter as in AACR, or may
transcribe capitalization as it appears on the
source
 Don’t record introductory phrases in the title
proper
 Add
as a variant title
Title punctuation
 Punctuation
can be transcribed from the title
page or added if needed for clarity
are … which should be
replaced with -- and [ ] which should be
replaced with ( )
 AACR--Exceptions
 RDA--Transcribe
appears
all punctuation exactly as it
Recording the title—errors


AACR: transcribe as it is on the source; add [sic] or
[i.e. with corrected form] and include variant title with
correct form
On title page: Songs for sumner fun
 245 10 $aSongs for sumner [sic] fun.
or
 245 10 $aSongs for sumner [i.e. summer] fun.
 246 3 $aSongs for summer fun
RDA: transcribe as it is on the source; add variant title
with correct form
On title page: Songs for sumner fun
 245 10 $aSongs for sumner fun.
 246 3 $aSongs for summer fun
International Standard Bibliographic
Description (ISBD) Punctuation
 Punctuation
that precedes some subfields or
ends a field—used to separate elements of
description
 Prescribed
 Colon
punctuation
before subtitle
 Equals sign before parallel title
 Slash before statement of responsibility
 Ending punctuation
The Tale of Peter Rabbit
By Beatrix Potter
AACR 245 14 $aThe tale of Peter Rabbit /$cby
Beatrix Potter.
RDA 245 14 $aThe Tale of Peter Rabbit /$cBy
Beatrix Potter.
Other title information

Subtitle--Information used to qualify a title (often
smaller font, not as prominent)
245 _ _ $aTitle proper :$bsubtitle

Parallel title--The title proper in another
language
245 _ _ $aTitle proper =$bParallel title

Alternative title--Usually follows the word “or”
and found in books published before the 20th
century
245 _ _ $aTitle proper, or, alternative title
Cujo
A Really Scary Dog
By Stephen King
AACR 245 10 $aCujo :$ba really scary dog /$cby Stephen King.
RDA 245 10 $aCujo :$bA Really Scary Dog /$cBy Stephen
King.
Statement of Responsibility




Those responsible for intellectual and creative
content
245 subfield c—precede with /
Separate functions by space ; space
Transcribe from source
 AACR—omit
titles of nobility, address, honor,
and distinction (with some exceptions)
 RDA—transcribe all

Terminology note:
 AACR:
Author, illustrator, editor, adaptor, etc.
 RDA: Creator
Statement of Responsibility—more
than three names for one function


AACR—record first name, then add phrase “… [et al.]”
Example: /$cby Stephen King … [et al.].
RDA—options
 Transcribe all names
or
 Transcribe the first name, and others if desired, then
add phrase “[and … others]” with appropriate number
(may be a number or spelled out)
Example: /$cby Stephen King [and four others].
Statement of Responsibility—
noun or noun phrase


AACR—record in subfield b
RDA—treat as part of statement of
responsibility—record in subfield c
AACR 245 10 $aWinter in Alaska :$bpoems /$cby
Mary A. Reed.
RDA 245 10 $aWinter in Alaska /$cpoems by Mary
A. Reed.
Variant titles
 Variations
of the title proper (i.e., spell out symbols
or numbers, record a portion of the title, etc.)
 Cover titles
 Spine titles
 Running titles
 Container titles
 Added title page titles
246 _ _ $aVariant title (2nd indicator designates
source of variant title)
Variant Title--Indicators


Indicator 1 (determines if a note displays)
1
Note, title added entry
3
No note, title added entry
Indicator 2 (generates PAC label)
Blank
No information provided
0
Portion of title
1
Parallel title (title in another language on item)
2
Distinctive title (title for issue of a serial)
3
Other title
4
Cover title
5
Added title page title
6
Caption title (first page of print, usually contents
page)
7
Running title (on each page of print, usually top)
8
Spine title
Recording variant titles

DO record as many variant titles as needed
 MARC
tag 246 is repeatable; subfields may or
may not be repeatable

DON’T go crazy!
 Don’t
record every possible variation
 Add variant titles that may be useful for finding
the resource
Recording variant titles—
cont.

DO capitalize the first word
10 $aJudy Gorman’s vegetable
cookbook.
 246 30 $aVegetable cookbook
 245

DON’T include initial articles
On title page: The guide to Barbie doll collecting
On cover: The complete Barbie collecting guide
 245
04 $aThe guide to Barbie doll
collecting.
 246 14 $aComplete Barbie collecting guide

DON’T add ending punctuation
Miss Etta and Dr. Claribel
Bringing Art to America
SUSAN FILLION
AACR 245 10 $aMiss Etta and Dr. Claribel :$bbringing art to
America /$cSusan Fillion.
RDA 245 10 $aMiss Etta and Dr. Claribel :$bBringing Art to
America /$cSUSAN FILLION.
Both: 246 30 $aBringing art to America
Edition Statement

AACR
 Prescribed source is title page, other preliminaries and
the colophon
 Abbreviate as instructed in Appendix B
On item: Sixth edition; In record: 250 _ _ $a6th ed.
On item: Second revised ed.; In record: 250 _ _ $a2nd rev. ed.

RDA
 Source is anywhere on the item
 Transcribe exactly from the source, including
capitalization and abbreviations
On item: Sixth Edition; In record: 250 _ _ $aSixth Edition.
Publication Information—
260 (AACR)/264 (RDA)
Includes
Place of publication, distribution, manufacture ($a)
•
Publisher, distributor, manufacturer ($b)
•
Dates ($c)
Source of information



AACR: Title page or other preliminaries, etc.
RDA: Anywhere on the item
ISBD punctuation



Semi-colon before place of publication if multiple
Colon before publisher name
Comma before date
Publication information
AACR – 260
 All information in single 260
260 _ _ $aPlace of publication :$bPublisher,$cDate(s).

RDA – 264
 May have multiple 264s for different functions—
denoted by 2nd indicator
264 _1 $aPlace of publication :$bPublisher,$cPublication
date.
264 _4 $cCopyright date

Place of Publication




Enter as it is on the item
If not on the item, add name of the country, state
or province in brackets if needed for clarity
AACR -- Give only the first named place unless it
isn’t in your country, then also give next named
place in your country
RDA – Enter all places named on the item, or
enter only the first named place
Place of Publication—cont.

AACR – Transcribe abbreviated places as they
appear. Abbreviate spelled out countries, states,
provinces, etc. as instructed in Appendix B
Examples: Carterville, IL – transcribe as is
Paris – Add state in brackets if needed—Paris, [Ill.]
Carterville, Illinois – enter as Carterville, Ill.
(prescribed abbreviation from Appendix B)

RDA – Transcribe exactly as it appears. If adding a
place, put in brackets and spell out
No place of publication on the
item


AACR – Cataloger researches place and
enters it in brackets, or enters the abbreviation
“[S.l.]”
RDA – Cataloger researches place and enters
it in brackets, or enters the phrase “[Place of
publication not identified]”
Publisher




AACR – Record name in the shortest possible form that
still clearly identifies the publisher. Appendix B prescribes
abbreviation of some terms
 G.K. Hall not Hall
 McGraw-Hill not McGraw-Hill and Company
 Open Hand Pub. not Open Hand Publishing, Inc.
Consider imprint as publisher rather than parent company
Prefer publisher on title page rather than t.p. verso or other
source
RDA – Transcribe exactly as it appears
Publisher name unclear or
absent


AACR – Probable name may be entered in
brackets, or enter the abbreviation “[s.n.]”
RDA – Probable name may be entered in
brackets, or enter the phrase “[publisher not
identified]”
Dates



Publication date -- most important – use the most recent
publication date
Copyright date -- may be added along with the publication
date but not required
AACR: If no pub. date, use the copyright date instead
On item: no pub. date, copyright 2012. In record: $cc2012.

RDA: Requires a pub. date. If no pub. date, use the
copyright date as an implied pub. date, in brackets
On item: no pub. date, copyright 2012. In record: $c[2012]


Printing dates do not matter unless it is “first” printing
Preceded by comma
Multiple Copyright Dates

When a copyright renewal date is present:
the 1st copyright date is before 1978, use the
earliest and ignore renewals
 If the 1st copyright date is after 1977, use the latest
copyright date
 If

If multiple copyright dates with no renewal date,
use the latest date
No date available on item

AACR – cataloger estimates a publication date
 Entered
in brackets
Examples: [2010]
[199-?]—probable decade
[19--?]—probable century

RDA – cataloger estimates a date or enters the
phrase “[date of publication not identified]”
Example of complete 260/264
Quick Practice Writing Skills
Grades 4-5
by Marcia Miller and Martin Lee
Scholastic Teaching Resources
New York Toronto London Aukland Sydney
Publication date on t.p. verso: 1988
AACR: 260 _ _ $aNew York :$bScholastic Teaching
Resources,$c1988.
RDA: 264 _1 $aNew York :$bScholastic Teaching
Resources,$c1988.
Physical Description Area--300
Includes

Extent of item ($a)

Illustrations ($b)

Dimensions ($c)

Accompanying material ($e)
Source of information

Entire item
ISBD punctuation

Colon before illustrations

Semi-colon before dimensions

Plus sign before accompanying material
Pagination






Record the last numbered page in each
sequence – xii, 27 p.
If many sequences – 1 v. (various pagings)
If unnumbered sequence makes up a large part
of the whole, include in brackets – 125, [40] p.
For a set of volumes – 26 v.
AACR—abbreviate “pages”, “volume”, etc. as
instructed in Appendix B
RDA—spell out “pages”, “volume”, etc.
Pages not numbered

AACR
 Supply
number in brackets or
 Enter phrase “1 v. (unpaged)”

RDA
 Enter
phrase “[number] unnumbered
pages”—do not put in brackets
or
 Enter phrase “1 volume (unpaged)”
Illustrations





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

Disregard illustrated title page and minor illustrations
Disregard tables containing only words and/or numbers
If illustrations are one or more of these types, use: coats of
arms, facsimiles, forms, genealogical tables, maps, music,
plans, portraits, samples
Optionally, can use general term ill. for illustrations without
specifying type
If all illustrations are color – col. ill.
If some illustrations are color – ill. (some col.)
For graphic novels – chiefly ill. or chiefly col. ill.
AACR—abbreviate as instructed in Appendix B
RDA—spell out “illustrations”, “color”, “portraits”, etc.
Dimensions






Give height in centimeters
Always round up
If width is greater than height, give both height
and width – 18 x 30 cm.
If width is less than half the height, give both
height and width – 24 x 11 cm.
AACR—period follows cm—considered an
abbreviation
RDA—cm considered a symbol, not abbreviation
 Period
after cm only if 300 is followed by 490
Accompanying Material

Give details as you would describe the item in
an individual record
 300
_ _ $a450 p. :$bcol. ill. ;$c28 cm. +$e1
videodisc (32 min. : sd., col. ; 4 ¾ in.)
 300
_ _ $a50 p. :$bill., maps, ports. ;$c30 cm.
+$e 1 teacher’s guide (10 p. : ill. ; 18 cm.)
MARC tags 3XX—RDA only
336
337
338
344
346
347
380
Content type
Media type
Carrier type
Sound characteristics
Video characteristics
Digital file characteristics
Form of work
Series—490/8XX
Includes
Series statement ($a)
•
Series numbering ($v)
Source of information




Title page
Series title page
The rest of the publication—cover, etc.
ISBD punctuation

Semi-colon before series numbering
Series

MARC tag 490
 Series
statement as it appears on the
resource

MARC Tag 8XX—830 or 800
 Series
as it is established in the series
authority record
 May
or may not be the same as the 490
 830—series established under title
 800—series established under author’s name
Series examples

Author/title series
 490
1_ $aGoosebumps
 800 1_ $aStine, R. L.$t Goosebumps.

Title series
 490
1_ $aRebels with a cause
 830 _0 $aRebels with a cause.
Notes
Additional information about the resource
Source of information
 The item itself, or other sources
ISBD punctuation
 Most notes have ending punctuation; a few do
not
Order of notes
 AACR: enter notes in order of importance, not
numerically

Some common note fields for
books
•
500 General note
• Source of title
• “Based on” note
• Index (if not included in 504)
•
Standard wording: Includes index
Series-like phrase
504 Bibliography, etc. note
•
•
•
•
Standard wording: Includes bibliographical references (p.
150-155)
• Include pages if bibliography is in one section
If book has index and bibliography—standard wording:
• Includes bibliographical references and index
Some common note fields for
books—cont.
•
•
•
505 Contents note
• Titles of poems, short stories, etc.
520 Summary, etc. note
• Brief description of contents of work
521 Target audience note
•
•
•
•
Reading level
Grade level
Audience
546 Language
•
Record language of text (if other than English)
Quoted notes--500


Direct quote from item
If taken from title page, end with period inside
closing quotation mark
 “A

Borzoi book.”
If taken from elsewhere on item, give source,
end with period
 “Based
on a true story”—Cover.
Subject headings

Terms that describe what the work is about
 Topical
 Geographic
 Names
 Genre

MARC tags that start with 6
Standard Numbers



010-Library of Congress Control Number
(LCCN)
020-International Standard Book Number
(ISBN)
050, 090, 082, 092 Call numbers
Other MARC tags

041 – Language code
 Coded

information on languages noted in 546
043 – Geographic area code
 Coded
information on geographic areas noted
in subject headings
Fixed Fields





Will always be present in the record, but may or
may not contain data
Will only accept data that is valid for that field
Different formats of material have different fixed
fields
Data can be used to limit searches
Some are system-supplied; some are coded
from data in the variable fields
Access Points

Names or terms used to locate the
resource
Main entry
Added entries
Title (title proper & variants)
Series
Subjects
Standard numbers
Keyword
Choosing the Main Entry






The first author should be recorded as the main entry
Other authors get added entries unless more than three
authors
Adapters are given main entry
Illustrators, compilers, editors and translators can also
get added entries
If no author is given, use title main entry. Compilers and
editors aren’t given main entry; record in added entry
RDA records access points, but doesn’t have equivalent
terminology for main and added entry
Form of Name Access Points


Form of name is entered in access point as
established in an authority record or using
guidelines in AACR2 or RDA if no authority
record exists. We look at OCLC or LC
Authority File for correct form
Standard format: Last name, first name,
possible middle name or initial, dates
associated with the name
Our Book







Main entry—author
Added entry—assistant
Title proper
Variant titles—cover and running title
Series
Subjects
Keyword
SHARE cataloging workflow

Search Polaris first!
 If

a match is found, edit as needed
If no Polaris record, search Connexion
 Look
for a full-level record, edit if needed
 If less than full-level record is found, upgrade
 Make local edits in OCLC before export, or in
Polaris after import

If no record in Connexion
 Send
to IHLS cataloging center, or create original
record in Connexion, export to Polaris
 Local edits as above