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.