4.1 - General Matters
Introduction:
The primary purpose of this Section is to provide guidance on the cataloguing of various types of materials.
The details contained in the templates that appear in this Section are the agreed minimum standards for cataloguing in the Consortium. Libraries may add additional data/tags if desired, however the use of local tags such as 59X or 69X is prohibited on shared records, with the exception of 598 (Bulletin heading) for Information Desk policies.
The following conventions are used throughout this document when referencing specific template protocols and procedures:
- Each Template topic has a General Instructions sub-topic to highlight points of difference or instructions relating to that Template;
- Example MARC tag entries include the tag number, filing indicators, and tag field entry (including any subfields);
- Blank filing indicators in a tag are identified with a
# symbol in the text of the document;
- In the sample screenshots of templates, Filing indicators which require an entry, but where no entry is displayed, are
designated by an underscore _..
Minimum Standards
Note that the Templates in this document outline the minimum standards and required tags for bibliographic records. Additional tag entries may be added to records as required. However, records should generally be kept to no more than 100 tag entries.
a) It is a general principle within the shared LMS
that, wherever possible, there should be one bibliographic record for each
format of each title (e.g. standard print, large print, DVD, audiobook CD,
etc.), unless otherwise instructed in this document.
b) GMDs must be added to different formats as
instructed on the templates (see 4.1.10 below for the list of agreed custom
GMDs) in addition to RDA Content, Media and Carrier Type tags 336, 337 and 338.
c) Content Type 336 tag. If an item has multiple
content types (eg text and images) apply the predominant content type as one 336
tag. If a downloaded bib record has multiple 336 tags do not remove them. If
the existing tag does not have the predominant content type add another tag.
Kits should have multiple tags with the different content and carrier types.
d) All records downloaded from Libraries Australia
or other sources, or imported from MARC records provided by vendors, must be
amended to match the agreed templates.
e) The preferred source for publisher information
must be in compliance with RDA which states title page as the preferred source.
f) Shared bibliographic records must not be
shadowed, Local records i.e. magazines or ILLs, may be shadowed if required.
g) Where
Local title records are created, they must include the owning Library’s two- or
four-letter code in the 245 Title field, subfield h, in square brackets. For
example - [WY] or [WYCL]
h) 336, 337, 338 tags - Subfields |a and |2 are
mandatory. Subfield |b is optional. Default entries for subfield |a are
configured for these tags in each Catalogue Format policy, and may be changed
as required.
Item/Copy Records
Be sure to apply the correct item policies (Item Type,
Home Location, Item Categories). Item policies affect functionality and
displays such as Circulation Rules, Holds, Privileges, Statistics and the
displays in the OPAC etc.
a) Items being ordered that have no Libraries Australia (LA) record, may have a brief record created which must include at least:
AUTHOR
TITLE
PUBLICATION information
ISBN and/or other publisher numbers (if available)
Use the correct Marc format for these fields (including filing indicators), add the publication date to the fixed field Date 1, and include the correct GMD. This will ensure brief records are found when performing searches of the catalogue. The same rules apply for Standing Order records.
b) When placing orders against an existing bib record, add the new ISBN to the second or subsequent 020 tag on the correct bib record (see Fiction and Nonfiction template instructions). When adding the new copies to the database, check that the item in hand matches the bibliographic record used for ordering.
c) When ordering in Acquisitions, the ISBN displayed on the order will default to the first one on the bibliographic record. Change this to match the ISBN of the item being ordered where the ISBN differs.
a) Brief records will be updated by the first library service to receive copies. Updating will mean downloading a record from Libraries Australia, or importing a MARC record from suppliers (these must be in compliance with the agreed standards), or manually modifying the record to meet the standards.
b) If adding a new ISBN to an existing bib record that needs updating make sure the record is updated to match the original 020 tag (which will match the title control number), i.e. if overlaying the existing record with a Libraries Australia record:
· Do not overlay it with the new ISBN details (see Fiction and Nonfiction template instructions)
· Do not amend the date in the 260 tag or 008 tag
· Add the new ISBN to the bib record in the second or subsequent position
· Then add the new copies
c) When different titles have been published with the same ISBN the 020 tag must be changed to an 021 tag and an explanatory note will be added after the ISBN e.g. (duplicate ISBN on LA). Each record will need to have the title control number changed to a system-generated/automatic control number (a………).
d) Separate records are required for printed books and e-books, so e-book ISBNs should not be on a record for the print record (and vice versa).
Please delete e-book ISBNs from downloaded records for print material
if it is included (and make sure print material ISBNs are not included on
e-book records).
e) When adding new items and orders and there are multiple bib records on the database (i.e. after data has been loaded for new libraries), or inadvertent duplication of new bib records by libraries, try and choose a record that has the most Consortium library items attached, especially if they have orders and holds attached, update the target record if necessary. If duplicate records are found and have copies held by other libraries, contact Libraries Victoria Support and the Cataloguing Support Officer will coordinate the transfer of copies to the primary record..
f) When a title has been simultaneously published under two titles (eg UK and US imprints) or republished under a new title, each version of the title will be required to have its own bibliographic record. To each record add a 500 tag ‘Also published as ….’ Or ‘Previously published as ….’ Add either a 246 or 740 tag for added title.
g) The 505 and 520 tags are included on the template as a prompt for cataloguers in case there is some useful information that should be included on the bib record. It is not mandatory to add these tags to every bib record.
h) The system will automatically update the 596 tag overnight to include new libraries added to the database.
a) Multi-volume
works with the same ISBN for the set and read one after the other e.g. a 3
volume set of ‘The fortunes of Richard Mahony’. The best approach will be to
barcode each book, create a separate bib record for each volume and change the
020 tag to an 021 tag with an explanatory note (e.g. Same ISBN for multiple
volumes).
b) When adding items for multi-volume works add a space at the end of the call number in the Call Number field, and type in volume details. The system will automatically create a |Z for the volume. A hold can then be placed for the particular volume in the OPAC.
c) Where
there is a multi-volume set with no set ISBN but individual ISBNs for each
volume, put the volume ISBNs in separate 021 tags with an appropriate note and
use a system-generated title control number. Include the number of volumes in a
300 note.
d) Where
a sequel is published some years after the original title (eg Lace 2) and has a
separate ISBN, treat as separate titles and create separate bib records with
020 tag and title control number based on the ISBN.
If you
are advised by supplier that publication of a title has been abandoned or
cancelled and there are other libraries’ dummy items, orders, or holds the
following steps should be undertaken:
- First check for an alternate edition before making any changes
-
Contact Libraries Victoria Support to advise the LV Cataloguing Support Officer. If action is required, the Cataloguing Dupport Officer will undertake the following actions
-
Shadow the title and add [PUBLICATION ABANDONED] to the end of the $a
subfield in the 245
-
Alert the Libraries Victoria e-mail list, or the individual libraries
with records attached
-
Advise each library to cancel any of their patrons’ holds.
-
Checkout dummy item/s to a discard card or delete dummy item/s when
all holds are removed
a) Realia
includes all types of three dimensional objects e.g. puppets, puzzles, but the
GMD realia is not required for multi-format literacy kits and puppets, toys, or
other types of equipment. Those items should be given the appropriate GMD as
outlined in Topic 4.1.10 below.
b) Realia
records may be regarded as Local records. For items to be lent the preference
is to create a generic title with the library code in brackets at the end of
the 245 tag. Use the Item Call number for identifying different items and use
the item’s Circ Note for more detailed contents. e.g. Connected Libraries have literacy kits
comprising puppets, masks, books, CDs, puzzles etc.
c) This
may not suit some libraries requirements, depending on the collections. More
specific GMDs for equipment, sporting equipment, or toys may be used as
required. Alternatives other than Marc records is the preferred option for
heritage collections such as wedding dresses, suitcases etc.
The
following list of GMDs are the agreed terms for all bibliographic records.
Libraries must ensure that the correct GMD term is added to title records, in
accordance with the template instructions in this document.
- audio book cassette
- audio book CD
- audio book MP3
- audio book playaway
- audio vinyl
- big book
- board book
- book with audio
- book with video
- bookclub
- braille
- CD-ROM
- console game
- digital image
- DVD
- DVD blu-ray
- DVD-ROM
- dyslexic edition
- e-audiobook
- e-book
- e-magazine
- e-newspaper
- ephemera
- equipment
- e-videorecording
- game
- graphic novel
- image
- kit
- large print
- magazine
- magazine article
- map
- microfiche
- microfilm
- music CD
- music MP3
- music score
- newspaper
- newspaper article
- online database
- picture
- poster
- puzzle
- realia
- sporting equipment
- toy
- video
- website
All
libraries must make every effort to minimise the occurrence of duplicate
bibliographic records when adding titles to the database. This includes any
outsourced suppliers who perform cataloguing tasks for libraries, or supply
files of bibliographic MARC records for loading onto the system. Staff should
perform the following actions before adding a new bibliographic record:
· Perform a thorough search of the Libraries Victoria catalogue, by Title,
Author and ISBN. If a matching title is found, add any new copies to it.
· If loading bibliographic records in batch from a file of MARC records, use the matching rule “Match on Title Control Number or Indexed MARC Tag”, and select the tags 020, 024 and 028 to match on. TCN should be sourced from the 020 tag only.
· Review all finished bibload reports for titles created. Search for each newly created title in the catalogue, and If duplicate records are identified, merge them according to the protocols below.
Identifying Duplicate and Master Records
When
two or more duplicate title records have been identified in the database, the “master”
record (the one that will be retained) is determined by the following criteria:
· The record that has the most copies attached.
· If both records have the same number of copies, then the record that has
the most MARC tags (the more “complete” record).
Each
library with copies on the “duplicate” record must transfer their copies/call
numbers to the “master” record.
Full De-Duplication
The Consortium will periodically perform a full
de-duplication of the bibliographic database, usually after a new Library joins
the Consortium, or otherwise as required. Specifics of the De-Duplication process can be
found in the Training Guide.
Libraries
that outsource their cataloguing to external suppliers must adhere to the following
protocols.
1. Advise Libraries Victoria Support and the Libraries Victoria User Group of the new supplier.
2. Each separate supplier should have unique User Access, User Profile and
login for each library service that has engaged them. A request must be made to
the Systems Administrator to create the policies.
The User Access policy must be configured to
limit access to just the necessary Cataloguing wizards and Checkout (for
charging items to In Processing task cards). No access is to be given to User
Search or Modify User wizards, or any other function not required for the
purpose of cataloguing.
If the supplier is to upload MARC records and
run the bibload report, they should only be assigned access to a pre-configured
bibload template (not generic report groups).
3. Each library must consider whether they will require a separate
Properties file for their supplier. If so, they must create the Property file
on the server and advise the Systems Administrator to update the relevant User
Access policy.
4. Once the configuration of User Access, User Profile and Properties are
complete, the library may create a login for their supplier, assigning it the
appropriate User Profile.
5. It is the Library’s responsibility to ensure all suppliers they engage
are provided with an up-to-date copy of the Operations Guide (section 4
Cataloguing), and that they follow correct cataloguing procedures and
protocols.
6. Each Library must ensure their suppliers have a copy of the latest LMS client.