MONOGRAPH CATALOGUING CHEAT SHEET (MARC Only Version*) J. McRee (Mac) Elrod 20 January 2010 (See at end for comparison of these guidelines with the PCC monograph record standard.) 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. 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. Quickly check or enter Fixed Fields Particularly check LDR/17* and LDR/18* for records created before 1978 (AACR2 was published in 1978). [On ITS this is done by clicking on LDR and 008, sometimes 006 and 007] LDR/06 Type: a = language material g = audiovisual material (type coded in 008/33, e.g., 008/33 v = video recording) m = now used only for computer files, e.g., a game or program; text electronic resources are a if text LDR/07 Bib lvl: m = monograph s = serial (see Serials Cataloguing Cheat Sheet) i = integrating resource (loose-leaf or website) LDR/17 *Enc lvl: 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 K = OCLC less than full Most SLC records are 1 LDR/18 *Desc: a = AACR2 008/06 Date type: 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 008/07-10 Date one: Year (s); year of beginning (m, s) 008/11-14 Date two: year of ending (m), original printing (r), or copyright (t) use 9999 if still being published 008/15-17 Ctry: place of publication most common only at = Australia (see MARC21 for states) au = Austria enk = England fr = France ie = Ireland is = Israel it = Italy ne = Netherlands nik = North Ireland sa = South Africa stk = Scotland sz = Switzerland vc = Vatican States (U.S.) most common only: alu aku azu aru cau ctu deu dcu flu gau hiu idu ilu inu iau ksu kyu mau mdu miu mnu mou msu mtu nmu oru ohu pau scu sdu tnu txu xxu utu vau wau wiu wvu Provinces (Canada): abc bcc mbc nfc nbc nsc ntc nuc onc pic quc snc ykc 008/18-21 Illus: 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 = sound recording o = photographs p = illuminations * use also in 300$b ** use in 300$a 008/23 Repr: blank = can be read by naked eye a = microfilm b = microfiche s = electronic 008/24-27 Cont: 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 008/28 Govt pub: blank = not govt. pub. i = international body (e.g. UNESCO) f = federal l = local (towns, counties) s = state, province [remove "s" if a state university press or provincial university press publication; do not code state or provincial university press publications as "s"] 008/29 Conference pub: 0 = not a conference 1 = conference proceedings, i.e., collection of papers presented at meeting 008/30 Festschrift: 0 = not Festschrift 1 - is Festschrift (collection of essays in honour of an individual) 008/31 Index: 0 = no index 1 = index 008/33 Fiction: 0 - not fiction 1 - fiction (do not remove alpha codes for type of belle lettres if present) 008/34 Biography: blank = not biography a = individual autobiography b = individual biography c = collective biography or autobiography d = contains considerable biographical information 008/35-38 Lang: language of text or predominate language eng = English fre = French ger = German spa = Spanish 008/39 Source: blank = DLC d = local library Variable Fields 010 LC card order number. Key with three blank spaces as front, and 0's if needed replacing "-" to equal 8 spaces. 020 International Standard Bibliographic Number (ISBN). 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. 13 digit ISBNs, formerly keyed in 024, are now keyed on 020. 040 Field 040 says $a who catalogued; $b in which language (LAC and some Canadian bilingual library 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, SLC leaves 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 $beng except for bilingual customers (since it is not added to DLC records); repeat the 040$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). 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. 055 Number assigned in Canada. SLC uses for class numbers from a companion schedule, 2nd indicator 8 and $2 with name of schedule, e.g., $2moys, $2KF mod, $2fcps (for FC and PS 8000) 060 National Library of Medicine call number. 082 Dewey Decimal call number (DDC). 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 field 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. 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. A com- piler *is* the author of an index or bibliography however. 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. 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. The name is followed by $n(number :$ddate :$cPlace), or if no number, $d(date :$cPlace). BUT 110$aCorporate Name.$bConference$n( ... 130 Uniform title as main entry. If the work is a sacred work such as the Bible, that common title (known as a uniform title) goes in 130. For the Bible you add language and date. For parts of the Bible you start with Bible, e.g., 130 $aBible.$pO.T.$pGenesis$lEnglish$f1995. For works other than sacred works, change the 130 to 730, and 245 first indicator to 0. 240 Uniform title as filing title; only after a 100. (Both 130 and 240 being called uniform title shows how MARC works as a check list better than words.) For classical music, laws, and very voluminous authors such as Shakespeare, many libraries have a title which brings version of the same work together. It is SLC practice, with the exception of classical music, to change distinctive 240s to 730, and delete non distinctive ones such as "Works ...", unless doing a special project for a library which wishes them. Do not key square brackets, although it is usually displayed in brackets. 245 The title as on the title page; use a ":$b" before subtitles, "$b= " before a title in another language; followed by "$c/ " 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. Each field within this (and any) paragraph is according to ISBD separated from the following by a " -- ". but these dashes are not keyed. If there is no 1XX (i.e. title main entry) use 1st indicator 0; use 1 if there is a 1XX, and 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. (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. SLC ends 246 with a period so that the note produced will end with a period. MARC21 does not call for a period. 247 Former title for a loose-leaf service or website (integrating entity) which changes title. In 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., 250 $a2nd ed. /$bby Tim Jones. 260 Imprint, e.g.: 260 $aNew York :$bSmith & Jones,$c1995. SLC always gives jurisdiction in 260$a, using AACR abbreviations, and does 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) ;$c28 cm., (Loose-leaf is used for material to be updated, not just anything in a binder.) SLC assigns 300 to remote electronic resources, e.g., 1 web site, 1 electronic document. For nonbook smds, see 245. 440 Obsolete. Change to 490 1, and copy into 830. 490 Series as on item. Beginning June 1, 2006, the US Library of Congress is coding all series as 490 0. It has been SLC policy since January of 1979 to have no 490 0 in bibliographic records. (Some but not all SLC customers index 490 in their series and/or title indexes, making access uneven between customers.) When you encounter a 490 0, and it contains no subject word, or a responsible corporate body or person, e.g., "Penguin books", change the 490 0 to a 500 quoted pseudo series statement. If the 490 0 transcribed series statement contains a subject word, e.g., "Studies in chemistry", change the 490 0 to 490 1, and enter the series in 830 with 2nd filing indicator 0-4. If the series title is generic, e.g., "Report" or "Works", and has been established in either the LC or LAC authority files, add the name of the responsible ody or person in curves. Provide ";$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. 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." 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 "--<source>", 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. Subject subdivisions have subfield codes: $xTopic$zPlace$yPeriod$vGenre. 600 Person as subject, in same format as person as author. 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. 655 Genre, e.g., 655 0 $aDetective and mystery stories. 655 0 $aFeature films. Some genre terms still appear as 650 in DLC records, and should be changed. 700 Person as added entry, e.g., the 2nd and 3rd of three authors, the first of more than three, editors. 710 Corporate body as added entry. 711 Conference as added entry. 740 Title added entries. (Now in MARC titles which represent the whole work are coded 246, while titles which represent part of the work or a related work, are here.) 830 Series entered in catalogue differently than on item. Series as on item is in 490 1st indicator 1, and series as entered in the catalogue is here. 910/983 If requested by customer, items in French with English forms established by LC 110/710/830, have LAC French forms in 910/983. If English forms are not established, and 650 6 RVM is provided, 040$b is coded "fre". [A cards version of this cheat sheet is available on request from <mac@slc.bc.ca>] ==================================================================== PCC/BIBCO/BSR Monograph Standard with SLC practices noted 26 November 2009 The full BSR announcement: http://www.loc.gov/catdir/pcc/bibco/BSRAnnouncement.pdf The BSR Implementation document: http://www.loc.gov/catdir/pcc/bibco/BSR_ImplementationDoc.pdf The BSR FAQ: http://www.loc.gov/catdir/pcc/bibco/BSR_FAQ.pdf The Final Report of the TG on BIBCO Standard Record Requirements: http://www.loc.gov/catdir/pcc/bibco/BSR-Final-Report.pdf M = Mandatory A = If applicable Additional fields may of course be provided. Element Labels and notes Use Leader 06 Type of record "a" or "t" M 07 Bibliographic level "m" M 17 Encoding level "blank" M 18 Descriptive cataloging form "a" M 008 Variable Control Fields-Fixed-Length Data Elements: Books 06 Type of date/Publication status M 07-10 Date 1 M 11-14 Date 2 A 15-17 Place of publication, etc. M 23 Form of item M 35-37 Language M 38 Modified record A 39 Cataloging source "c" [SLC uses "d"] M Variable data fields 010 Library of Congress Control Number LCCN A 020 International Standard Book Number ISBN $c not required for BSR A 041 Language code A 042 Authentication code "pcc" M [Not used by SLC] 050, etc. Classification number: Assign at least M one classification number from an established classification system recognized in the MARC 21 Format for Bibliographic Data. [SLC assignes as required by client] 100/110/111/130 Main entry-personal name; corporate body; meeting name; uniform title A 240 Uniform title; Supply if known or can be easily inferred from the item being cataloged. A [SLC assigns for classical music and legal works only.] 245 Title and statement of responsibility $a Title proper M $n, $p, $b, $c, $h A 246 Varying form of title: $a, $n, $p Assign titles that cover variations deemed important to assist users. A 250 Edition statement A 260 Publication, distribution, etc. (imprint) $a, $b, $c Supply data appropriate for $a and $b if readily available; otherwise, use [S.l] and [s.n.]. $a Place of publication For items with only one publisher but multiple places are presented, catalogers may give only the first place listed. M [SLC always transcribes or supplies jurisdiction use AACR2 abbreviations, plus "Que." and "Eng."] 300 Physical description $a Extent M $b Other physical details A [SLC supplies $c size] 490 Series statement Transcribe the form of the series statement as it appears on the prescribed source in the item. A 500 Source of title proper A [Only if not from prime source] 501 With note A 502 Dissertation note A 505 Formatted contents note Contents may be encoded at one of two levels; "basic" or "enhanced". A [SLC does not subfield code 505.] [530 Additional physical form entry Used by SLC but not PCC; cf. 776] 533 Reproduction note A [SLC does not use except on request, cataloguing the reproduction instead; using 533 conflicts with the provider neutral electronic monograph standard.] [534 Original version note [used when cataloguing electronic reproducations; not use for "born digital" resources.] 546 Language note Give the language(s) of the described materials if not apparent from the rest of the description. Also describe alphabets, script, or other symbol systems appearing in the item. A 600-630, 650-651 Subject access fields Assign a complement of headings that provides access to at least the primary/ essential subject and/or form of the work at the appropriate level of specificity. 700-740 Added entry fields Assign a complement of added entries that cover the significant relationships associated with the work, expression, or manifestation of which the item is a part. A 776 Additional physical form entry Prefer use of this field with "$i Display text"in lieu of the 530. A [SLC prefers 530, only creating 776 on request.] 8XX Series added entry Authorized form of the series as established in the LC Name Authority File. [SLC also consultsd LAC.] A [910 Established form of corporate body in language other than English, when English form is in 110/710.] [983 Establised form of series other thah English, when English form is in 830.]