MONOGRAPH CATALOGUING CHEAT SHEET (Unit Card Version)
Created by: J. McRee (Mac) Elrod. Revised by Anna Kroll et al.
Last Updated: 24 July 2008 by J. McRee Elrod.
First look at the book to determine if it is fiction or non fiction, and if
the title gives you a clear indication of the subject. If not, check the
preface and/or table of contents.
The MARC field tags make a good checklist, even when doing a card, because
they are more exact than terms would be. In the real library world, you
are much more likely to be MARC coding than making a card.
The current version of MARC used in North America, Australia and
increasingly in Europe is MARC21, a harmonization of USMARC. CANMARC
and UKMARC, with adaptations for Germany.
MARC records are composed of fixed (same place, same length) and
variable fields. Fixed fields are in a Leader, and in fields 006, 007,
and 008. In bibliographic utilities and local systems these fixed
fields are broken out into named fields for ease of entry. At first
fixed fields seem abstruse. Soon the more common ones will become
second nature.
See the bibliographic utility's coding manual or MARC for codes not
included here.
Fixed Fields
Type (LDR/06):
a = language material
g = audiovisual material (also coded in 008/33, e.g.,
008/33 v = video tape)
Bib lvl (LDR/07):
i = integrating resource
m = monograph
s = serial (see Serials Cataloguing Cheat Sheet)
Enc lvl (LDR/17):
blank = full record book in hand
1 = full record book not in hand
2 = less than full record
8 = CIP record (upgrade)
i = OCLC full record } Prefer MARC21
k = OCLC less than full } codes
Des cat form (LDR/18)
a = AACR/ISBD
Date type (008/06):
s = single date
r = reprint dates
c = continuation (see Serial Cataloguing Cheat Sheet)
d = dead serial (see Serial Cataloguing Cheat Sheet)
m = multiple dates
n = unknown (try to use q and guess decade)
q = date in question, e.g. 194u
t = publication & copyright dates
Date one (008/07-10):
year of publication (s,t), reprinting (r), or beginning (m)
Date two (008/11-14):
year of ending (m), original printing (r), or copyright (t)
use 9999 if still being published
Country (008/15-17)
at = Australia
enk = England
fr = France
gw = Germany
it = Italy
ja = Japan
States (U.S.):
alu aku azu aru cau cou ctu deu dcu flu gau
hiu idu ilu inu iau ksu kyu lau mau mdu meu
miu mnu mou msu mtu nbu ncu ndu nhu nju nmu
nvu nyu ohu oku oru pau riu scu sdu tnu txu
utu vau vtu wau wiu wvu wyu
xxu = United States, state unknown
Provinces (Canada):
abc bcc mbc nfc nbc nsc ntc nuc onc pic quc snc ykc
xxc = Canada, province unknown
Illus (008/18-21):
Up to four codes may be used for monographs.
a = illustrated
b = maps*
c = ports*
d = charts*
e = plans*
f = plates
g = music*
h = facsims*
i = coats of arms*
j = geneal tables*
k = forms*
m = soundrecording
o = photographs
p = illuminations
* use also in 300 field
Repr (008/23):
blank = can be read by naked eye
a = microfilm
b = microfiche
Cont 008/24-27):
a = abstracts, summaries
b = bibliographies (with 504)
c = catalogs
d = dictionaries
e = encyclopedias
f = handbooks
i = indexes
l = legislation
m = thesis
p = programmed texts
r = directories
s = statistics
Govt pub (008/28):
blank = not govt. pub.
i = international body (e.g. UNESCO)
f = federal
l = local (towns, counties)
s = state, province
Conf pub (008/29)
0 = not a conference publication
1 = Conference publication
| = no attempt to code
Festschrift (008/30)
0 = not Festschrift
1 = Festschrift
Index (008/31):
0 = no index
1 = index
LitF (008/33)
This used to be just 0 nonfiction and 1 fiction, but CanMARC codes
for other forms of literature were added with MARC21.
0 = nonfiction
1 = fiction
c = comic strips
d = drama
e = essays
f = novels
h = humour
i = letters
j = short stories
m = mixed forms
p = poetry
s = speeches
u = unknown
[x = pornography was not added]
Lang (008/35-37):
language of text or predominate language
eng = English
fre = French
ger = German
spa = Spanish
Source (008/39):
source of cataloging
blank = DLC
d = local library
Variable Fields
010
LC card order number; not usually on a typed card; lower right corner
of an LC printed card. Key in MARC record with three blank spaces
as front, and 0's in needed replacing "-" to equal 8 spaces.
020
International Standard Bibliographic Number (ISBN); if given on
card, usually last note (see 500). In MARC record, key without
hyphens.
024
With first indicator 3, International Artical Number (EAN); may
replace or be in addition to 020 ISBN for some monographs; ISBNs
become EANs by having 978 refixed, and the check digit
recalculated.
040
Field 040 says $a who catalogued; $b in which language (LAC records
only); $c who made it machine readable; and $d who finished the record.
Today originals are usually done in one operation online, but lie and use 040
$aCaBNvSL$cCaBNvSL$dCaBNvSL (substitute your NUC code for SLC's). For
derives, if the 110/710/830 are French, and have no English forms to
substitute, leave in $bfre language code (may be used by a Quebec
libary to determine display - aka print - constants generated by 246
indicators); remove $bfre if access points are changed to English;
remove $beng (since it is not added to DLC records); repeat the 040$a
code in $c if lacking; and add $dCaBNvSL (or your code) at the end.
MARC record checking software expects to find at least subfields $a
and $c.
041
Language codes for translations and multilingual items, since
008/35-47 will only contain one language code. See MARC21.
050
Library of Congress call number (LCC); not given on typed card; to
left of hole of an LC printed card. In MARC record key as 050 2nd
indicator 0 (assigned at LC) or 4 (local), e.g.:
050 4 $aAB1234.5$b.D78 1998, or if two Cutters, 050 4
$aAB123.5.C6$bD78 1999. Note period for first Cutter, $b for
second, both for one Cutter, but only one of each.
060
National Library of Medicine call number; not given on typed card.
082
Dewey Decimal call number (DDC); not given on typed card; next to
LC call number on LC printed card. 2nd indicator 0 if assigned by
LC, 4 if local. Omit Cutter. Use " / " to indicate natural
breaks. On OCLC locally assigned DDC numbers plus Cutter are keyed
in 092.
090
Local call number; MARC tag number varies with system. At SLC
coded with slashes for line breaks, e.g.:
090 0 $aAB/1234.5/C6/D78/1998$bMAIN$c1-2$d1-2 ($b = location,
$ccopies, $dvolumes)
On OCLC keyed like 050 and used for locally assigned LCC numbers.
Usually one of the above numbers, is in the upper left hand corner
of the card. A new line is normally begun with each Cutter.
092
See 082.
100
Author; if the work has three or fewer authors (and that is authors,
not compilers or editors) the first is given, surname first, at
first indentation, opposite the 2nd line of the call number
(usually 2 spaces). A compiler *is* the author of an index or
bibliography however. In MARC records key 1st indicator 1 for
surname, e.g.: 100 1 $aSmith, Jones,$d1932- [This and all 1XX and
7XX fields are normally checked against the library's or LC's
authority file to achieve uniformity.]
110
If the work is the annual report of a corporate body, the report of a
task force, or some such, the corporate body is the author. There
are fewer corporate bodies as author (main entry) under current
rules than earlier. On cards the corporate author begins 2 spaces
after the second line of the call number, and wraps to 2 spaces in
from that. In MARC records, key 1st indicator 1 for a corporate
body which begins with a jurisdiction, 2 for direct order, e.g.:
110 1 $aCanada.$bDept. of State. 110 2 $aCanadian Unitarian
Council.
111
If what you have is conference proceedings, the name of the conference
is the author.
In a MARC record the name is followed by $n(number :$ddate
:$cPlace), or if no number, $d(date :$cPlace).
BUT 110$aCorporate Name.$bConference$n( ...
The subfield codes, e.g. "$n" above, shown in these examples are a
single space on cards.
On cards, placement is the same as corporate author.
130
Uniform title as main entry. If the work is an anonymous classic
such as the Bible, Arabian Nights, or Chicken Little, that common
title (known as a uniform title) goes in 130 or in author position
on the card. For the Bible you give language and date. For parts
of the Bible you start with Bible, e.g., in a MARC record; 130
$aBible.$pO.T.$pGenesis$lEnglish$f1995 On cards, placement is same
as corporate author.
240
Uniform title as filing title; only after a 100 or 110. (Both 130
and 240 being called uniform title shows how MARC works as a check
list better than words.) For classical music, laws, and very
voluminous authors like Shakespeare, most libraries have a title
which brings the same works together. To construct one, best look
at some in the catalogue for examples (as with 130s). The uniform
title goes on the card under the author, usually 4 spaces in from
where the author began. It is in square brackets, and wraps to 2
spaces in. Do not use square brackets for the MARC record.
245
The title as on the title page; use a ":" before subtitles, (:$b in
MARC) "=" before a title in another language; followed by "/" and
up to three authors. If more than three, give the first followed
by "... [et al.]." (The title is the main entry in this case, i.e.,
no 100.) If they did different things, use a ";", e.g. /$cby John
Smith ; illustrated by Tim Jones. Only the first word and proper
names are capitalized. Names of Acts are proper names. All German
nouns are capitalized. On a card, the title begins under the
author, 4 spaces in, and wraps to 2 spaces in. (That is 4 and 2
spaces from where the author began, not from the edge of the card.)
Each field within this (and any) paragraph is separated from the
following by a " -- " on cards. The "--" is not keyed in MARC
records because it is system supplied where used. If there is no
author or 130 (i.e. title main entry), the title begins at first
indentation (where the author would have begun) and wraps to 2
spaces in. This is called "hanging indentation". In a MARC record,
use 1st indicator 0 for title main entry, 1 (for title added entry)
if there is a 1XX, 2nd indicator for number of spaces to be skipped
in filing, e.g., A = 2, An = 3, and The - 4, because of the space
following the initial article, e.g.: 245 14 $aThe story of my life
:$ban autobiography /$cby Tom Jones.
245$h[gmd]
If the item is nonbook, a general material designation follows the
first title proper. It is enclosed in square brackets in both MARC
records and on cards. (Some old OCLC records will be found without
the brackets.) Common ones are:
cartographic material
electronic resource
kit
microform
sound recording
videorecording
When there is a gmd, there is also an smd, a more specific term
in 300. For example, a sound recording might be a sound disc or a
sound cassette. See examples in AACR2 2002. Consult the index
under the name of the form.
246
Alternate title which represents the whole work, e.g.:
246 31 $aParallel title
246 14 $aCover title
246 15 $aAdded title page title
246 1 $iAt head of title:$aPhrase at head of title
1st indicator 3 means added entry, no note; 1st indicator 1
means added entry and note; the second indicator says which print
constant to use for the note; if no print constant is available,
use $i$a as shown. For cards see 740.
247
Former title for a loose-leaf service or website (integrating
entity) which changes title. I the future these may not be
considered monographs.
250
Edition, e.g., 2nd ed. --, Rev. ed. -- If a person wrote the
edition, you would say so, e.g., Smith's chemistry. -- 2nd ed.
/$bby Tim Jones. -- On a card, the edition continues the paragraph
begun by the title.
260
Imprint, e.g.:
260 $aNew York :$bSmith & Jones,$c1995.
On cards, the imprint ends the title paragraph, coming after the title
or edition, with a " -- " between.
Always give jurisdiction in 260$a, using AACR abbreviations. Do not
transcribe (as LC does) postal codes as jurisdictions.
300
Collation, e.g.:
300 $ax, 100 p. :$bill. ;$c23 cm.
If multiple volumes, the number of volumes is given, e.g., 3 v.
:$bill. ;$c28 cm. If the volumes are numbered right through (as
opposed to each volume starting with page 1, then, 3 v. (300 p.)
:$bgraphs ;$c26 cm. Other possible variations include 1 v. (various
pagings)* ;$c28 cm., 1 v (unpaged) ;$c 28 cm., (Loose-leaf is used
for material to be updated, not just anything in a binder.) On a
card, the collation starts a new paragraph 4 spaces in, and wraps
to 2 spaces in. For nonbook material smd, see 245$h.
4XX Series is in the same paragraph as collation, following "--".
440 Series as on item and traced (obsolete)
If it has a number or year, that goes after ;$v. The ";"
before $v will often need to be inserted. Although 440 is obsolete,
continue to accept 440 in older records, and do not change to 490 1/
830.
490 Series as on item.
Beginning June 1, 2006, the US Library of Congress is coding all
series as 490 0.
It has been SLC policy since January of 1979 to have no 490 0 in
bibliographic records. (Some but not all SLC customers index 490
in their series and/or title indexes, making access uneven between
customers.) When you encounter a 490 0, and it contains no subject
word, or a responsible corporate body or person, e.g., "Penguin
books", change the 490 0 to a 500 quoted pseudo series statement.
If the 490 0 transcribed series statement contains a subject word,
e.g., "Studies in chemistry", change the 490 0 to 490 1, and enter
the series in 830 with 2nd filing indicator 0-4. If the series title
is generic, e.g., "Report" or "Works", and has been established in
either the LC or LAC authority files, add the name of the responsible
ody or person in curves.
Provide ";$v" issue number or year as relevant. Include ISSN in $x
if available.
All series changed from 490 0 will be under title. SLC will not
create 800/810/811. for current LC derived or original cataloguing.
Those headings in legacy and Amicus records will be left unchanged,
but 830 for the 8XX$t will be added for the benefit of customers who
do not index 8XX$t.
When cards were printed, it was common SLC practice to dele the 490
and move the 830 form to 440, to prevent a continued card. Earlier
even a difference in ;$v abbrevation created the redundant fields.
5XX
Notes. Each note begins a new paragraph below the collation. More
than a note or two will result in a continuation card. "(Continued)"
goes at the bottom of the first card. Call number in u[[er left corner,
and 100, 245$a ... 260$c (Card 2), as one paragraph, begin card 2.
500
General notes. There are also specific notes. As a beginner, if
you see something which seems helpful on the title page, just quote
it, e.g., 500 $a"Reports the law as of April 1, 1995." Notes go
below the collation/series paragraph, usually skipping a space,
each note beginning a new paragraph 4 spaces in, wrapping to 2.
Some other common notes include:
502
Thesis, e.g., Thesis (PhD)--Podunk University, 1995.
503
Former bibliographic history; now in 500. Still used by SLC.
504
Includes bibliographic references and index.
505
Contents, e.g., v. 1. Title one -- v. 2. Title two.
520
Summary. Our clients tell us that inclusion of summaries increases
use due to keyword searching. But if quoting with "--", we
attempt to screen out publisher's "puff" adjectives substitutomg
"...", and just include the parts which actually tell you something
about the item.
525
How updated.
546
Language, e.g., Text in English and French on inverted pages.
Subjects. In MARC records, subject subdivisions have subfield codes
$xTopic$zPlace$yPeriod$vGenre.
600
Person as subject, in same format as person as author.
On cards, subjects (6XX) and added entries (7XX) all form one
paragraph starting 4 spaces in, wrapping to 2, with no "--" between
them. Subjects are numbered 1. 2., etc. Added entries are numbered
I. II., etc. Usually a line is skipped between the last note and
the first tracing, if it can be done without forcing you onto a
second card. If you must do a second card, you say "(Continued on
next card)" at the lower right of the card, start the next card
with the author (or title if no author), the title (without
subtitle) in the same paragraph (like a hanging indentation),
"...", the date from 260$c, and "(Card 2)". Then continue with the
information where you left off.
610
Corporate body as subject (including governments).
611
Conference as subject.
630
Uniform title as subject.
650
Topic as subject, e.g.:
650 0 $aChemistry$vPeriodicals.
650 0 $aChemsitry$xPeriodicals$v$vBibliography.
651
Place as subject (but not governments), e.g.:
651 0 $aCanada$xHistory$y1755-1763.
700
Person as added entry, e.g., the 2nd and 3rd of three authors, the
first of more than three, editors.
710
Corporate body as added entry.
711
Conference as added entry.
740
Title added entries. (Now in MARC titles which represent the whole
work are coded 246, while titles which represent part of the work
or a related work, are here.) On cards all title tracings are here.
They are given as, for example: I. Title. [traces 245 where there
is a 1XX] II. Title: Introduction to history. [traces a title
different from 245, e.g, a distinctive subtitle]
830
Series entered in catalogue differently than on item. Series as on
item is in 490 1st indicator 1, and series as entered in the
catalogue is here. On cards, series as on item is traced, e.g.,
III. Series. IV. Series: History for beginners. traces a series in
a form different from 490; this is done by most libraries when
there is a slight variation in the way a publisher prints the
series]
If you can still get at an old card catalogue, look at some cards.
You will see older cards and NARC records done under earlier rules.
Looking through a volume of the National Union Catalog would help
as well.
910/983
If requested by customer, items in French with English forms
established by LC 110/710/830, have LAC French forms in 910/983.
If English forms are not established, and 650 6 RVM is provided,
040$b is coded "fre".
Sample card:
900
S45h Smith, John, 1950-
History for beginners : introduction
to history / by John Smith and Tim Jones.
-- 2nd. ed. -- New York : Smith & Jones,
1995.
x, 100 p. :$bill. ; 23 cm. -- History
textbooks ; no 5.
Includes bibliographical references and
index.
1. History. I. Jones, Tim. II. Title.
II. Title: Introduction to history. III.
Series.
