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Copy editing
Policies and Procedures
COPY EDITING
In the interest of uniformity of practice and to prevent confusion on what is generally expected in the editing of OCLC records, here are the guidelines to follow in MARC order. Consult with the cataloger for more detailed instructions.
Fixed fields
While it is not always easy to spot errors in the fixed fields, some of these fields are critical to machine searching of bibliographic records, particularly the date fields (Date1 and Date2), country (Ctry), and language (Lang). The values in these fields are often directly related to information appearing in the 260, 050/090/099, and 041, so remember that a change to the variable fields must be reflected in the corresponding fixed fields as well.Encoding level (Enc lvl)
On full DLC this will be set to blank. Other full level records on OCLC will contain "I". If the record has either a "5", "7", "K", or "M", the record is Minimal Level and you should refer the item to the cataloger. If the changes needed are minor, add them to the record, but if they are major please feel free to either give it to the cataloger or ask how to do it. This can also be done for CIP records (Enc lvl 8) and for records where the Encoding level does not appear but the status can be ascertained by clues like "MLCS" in the 050 and/or "Priority 3" in the 500. Never use a "J" level record as it is a deleted record.
Bibliographic level (Bib lvl) and Type of record (Type)
These two fixed fields are critical in displaying the correct format as well as in determining whether the record you have is correct for the item. Generally these will be set at "m" and "a" for books and "m" and "s" for serials. Other values will appear for other formats. If you have a record that does not match the format of the item, ask for help.
The other fixed fields
By and large these are not critical enough to worry about. Most of these can be ignored (Illus, Int lvl, Conf pub, Festschr, Indx). It would be nice to code the fiction indicator (F) and nature of contents (Cont), but not critical. On the other hand, be accurate in coding the form of reproduction (Repr) and government publication (Govt pub), so check for these if you have this type of material.
Library of Congress control/card number (010)
If the item you have matches the record in edition, publisher and date, retain the 010 as is. If the LCCN on the book is different, keep the LCCN on the record, as the record on the book is probably a CIP record and the OCLC record is more current. The book LCCN should be placed in |z right after the correct LCCN and in the same 010 (this is not a repeatable field). If your item does not match the record in edition, publisher and date, then check to see if something better exists or refer the item to the cataloger.
ISBN (020)
With some general exceptions, the ISBN on the book should be preferred to that on the record. Exceptions to this include those with an invalid check-digit or with more or less than 10 digits (these may be in 020|z on the record) and ISSNs masquerading as ISBNs. Each ISBN should go into a separate field, although on older records you may see multiple ISBNs in one 020. Don't bother separating these out. Multiple ISBNs are not only possible they are useful in preventing duplication of orders or the attachment of adds to the wrong record. In most cases where there are several valid 020s, there will be a parenthetical qualifier present. Examples of these include for binding (bd., CSD, casebound, pbk., limp, loose-leaf, library, etc.), paper composition (acid free, alkaline), and version:020 |a0803934440
020 |a0803934386 (pbk.)
020 |a008036814X (alk. paper)There may also be more than one 020 when more than one publisher is involved in putting out a particular volume, or where a single publisher has separate ISBN codes for their foreign offices. These are usually qualified by country, sometimes by city, and sometimes by publisher. Qualifiers are placed in parentheses. Where these qualifiers exist in the record, do not change them, and if they are not present they should be added.
020 |a0387972706 (U.S.)
020 |a3540972706 (Germany)
260 |aNew York :|bSpringer-Verlag,|c1990.020 |a0878404902 (U.S.A.)
020 |a072202010X (U.K.)
260 0 |aLondon :|aSheed & Ward ;|aWashington, D.C. :|bGeorgetown University Press,|c1990.Quite often you will see that a publisher has assigned ISBNs both to a set and to the individual volumes comprising the set. These should all be reflected in multiple 020s.
020 |a 0404637507 (set)
020 |a 0404637515 (v. 1)
020 |a 0404637523 (v. 2)
Cataloguing source (040)
The 040 reflects the cataloging and transcribing agencies for the particular edition described. The presence of "DLC|cDLC" means that the record was cataloged by the Library of Congress. If "DLC" appears in just the first part with another code in the |c, that means somebody else did the cataloging for DLC.040|d In cooperative cataloguing arrangements you will often see library symbols coded in 040|d. This indicates the source of subsequent editing of a record. It is possible, for example, for OCLC contributing libraries to edit DLC minimal level or CIP records, adding call number and subject headings and leaving their symbol in |d. Headings from these records should be checked, unless of course the |d contains another "DLC". Similarly, the addition of "DLC" to 040|d on other records does not make it DLC. The headings should also be verified.
System control number (035)
This field contains the control number for this record in other systems. SIRSI will move the OCLC number to this tag when it is imported. Those that are already present will not be over written or interfere with SIRSI; however, older records may have multiple numbers in repeated |a. This practice is no longer valid and if you try to update OCLC will reject the attempt. In this case, you can either delete the 035 or move each |a to a separate 035.CIP data (039 and 263)
Delete these CIP fields from your record.Language, geographic, and date codes (04x)
These fields have not been used consistently over the years. Often the |h in the 041 is forgotten and many times the three fields are not present at all. The tags 045, 047, and 048 will most often appear in music records although that use is no longer current, but nothing has been said about discontinuing 045 for books. Continue to check the 041 for language of translation or multilingual publications and 043 for geographic codes. And be sure the 043 has 7 places, filling out the field with dashes when necessary. When more than one geographic area is covered by the text, add multiple |a. Do not create multiple 043s as this is a non-repeatable field.Call number (050, 090, 099)
Generally, leave the 050 intact on DLC records. In cases where it is incorrect, either due to adding the publication date or cutter, change it to an 090 deleting the 050. In cases where there are multiple choices, the one chosen should be moved to the 090 and the 050 deleted. When a textual call number is given (Microfilm) put this in the 099. Keep the 050 so we know what the real call number is. This means the copy record call number in SIRSI will have to be changed.
- Other call numbers on the record (06x-08x)
- Local call number (090 & 099)
Title (245)
Check this field carefully, particularly on CIP, for typos, dropped letters, changes in title or subtitle and additions to the statement of responsibility (|c). Be sure the first indicator is "1" when there is a 1xx, and the second indicator contains the correct number of non-filing characters.If the title has changed from the CIP record, make sure the correct title is in the record.
Edition (250)
Look for edition statements on the title page, verso, and even sometimes in preface material. It is not uncommon to find these left off the record, again especially CIP. Treat information like "1st paperback edition" or "1st Ballantine ed." as edition statements.Imprint (260)
Be sure the publisher and date of publication are the same as on the item. Do not confuse printing dates for publication dates. If the item has "c1960" and "23rd printing, 1990" use the 1960 record. Put 1990 as the date in the call number and in |c use "1990, c1960" to indicate the different dates. Also in the fixed fields, put code "t" in the DatTp field and in the Dates put 1990,1960. It is important to do this to distinguish different copies from each other.For different editions, the publication date for that edition should be in the |c. In this case there may be multiple copyright dates and the latest should be used both in |c and in the date block in the fixed fields. If you have a record where the dates don't match the item, ask the cataloger.
For reprints the situation is similar. Use the date of the reprint along with a note indicating it is a reprint. See the cataloger for assistance.
Physical extent (300)
Paging Preliminary paging should be given only where it makes up a significant proportion of the book. For example, if pages iii-xlvi make up the introduction to a 150 page book, it should be considered significant. On the other hand, where pages i-xii constitute the title page, table of contents, and acknowledgements, this is not terribly useful to note. Use your discretion here.Ignore unnumbered leaves or pages of plates unless they represent an important feature of the book. If the unnumbered pages constitute a high percentage of the total paging of the book, for example an art book where most of the monograph consists of art reproductions on unnumbered plates, then indicate them otherwise ignore them. Again use your discretion.
If the book does not have page numbers (except for rare books) indicate the paging as
1 v. (unpaged)
If the printing (and numbering) is only one one side of the page, then they are called leaves. Use the same guidelines as above substituting "leaves" for "pages."
Illustrations Use "ill." to cover all types of illustrations including "ports.", "facsims.", "coats of arms", etc. For "maps" and "music" use those terms. When upgrading CIP or other records, follow this practice as well. Where the record uses one of the other illustration types, don't bother to change them.
Dimensions It is not necessary to add to the records where it does not already exist unless you are cataloging audio-visual or computer file materials. If it does exist, leave it there unless it is obviously wrong.
Accompanying materialsSubfield e (after a + sign) should be used for multi-media items to describe the secondary format, for example, an audio-cassette or diskette accompanying a book. Use 300|e rather than a general note (500).
300 |axix, 316 p. :|bill. ;|c25 cm. +|e1 sound cassette (60 min.)
Where the accompanying media are to be housed in Media remember to note this in a 535 field. Also, a separate item record may have to be created.
It may be used for accompanying maps, but generally these are given in the format
|bmaps (2 folded in pocket)
|e is also used for describing accompanying material in the same format, such as teacher's manuals or executive summaries.
300 |a349 p. :|bill. ;|c29 cm. +|eteacher's manual (89 p.)
While the plus sign is used for parts which accompany scores, this is always given in |a as follows:
300 |a1 score (32 p.) + 3 parts ;|c34 cm.
Series (4xx)
Do not change 440 to 490. Leave it as it is. If the record contains any other 4xx (400, 410, etc.) please refer it to the cataloger.Bibliography note (504)
Use the note "Includes bibliographical references" to indicate the item contains bibliographic information. Older records will contain notes such as:Includes bibliographies.
Bibliography: p. xxx-xxx.Pagings may be included as part of the note:
Includes bibliographical references (p. [345]-363).
In some cases the presence of an index is also noted as part of the 504.
Includes bibliographical references (p. 75-88) and index.
Do not change the note that appears in older records. For new records use the new style note.
For works which include discographies or filmographies, make a specific note.
Serials
Serial records may contain 8xx and 9xx fields. They don't hurt anything and may be kept, but if the record is to big to update you may, except for the 856 field, delete all fields after 830.
Northwestern State University of Louisiana Classification Schedule The class number for materials from Northwestern State University is LD3091.L3687-L3696 to be distributed as follows: Substitute .L368 for .x1 and .L369 for .x2. .x17 Charter (and founding) .x173 Heraldry. Seal .x175 College statutes, by-laws, etc. Administration .x177 General works. Office reports .x18 Governing board .x19 President .x192 Treasurer .x1925 Registrar .x1927 Other administrative reports Special .x193 Finance .x194 Endowment .x195 Appropriations and grants .x197 Bequests, donations, etc. .x198 Scholarships .x199 Policy and organization .x1995 Personnel management .x1996 Salaries, pensions, etc. Catalogs, registers, bulletins, etc. .x2 Annual, semiannual, quarterly Triennial, quinquennial see Biography .x201 Announcements, circulars, etc. .x2015 Directories .x202 Requirements for admission .x2025 Entrance examinations and accredited schools .x203 Curriculum .x204 Syllabi (Collected) .x2045 Honors courses .x205 Graduate work and courses .x207 Degrees and honors .x2075 Miscellaneous publications Biography .x21 Collective .x2112 Presidents .x2114 Faculty or faculties Alumni .x212 Directories .x2122 General histories .x2123 Obituary record .x2124 General special .x2125 General catalogs. Triennial, etc. .x2126 Other catalogs .x2127 Individual classes. By date of class Subarrange by author Individual .x213A-Z Founders, benefactors, etc. .x217 Presidents, A-Z .x218A-Z Other faculty members, A-Z .x219 Reminiscences History and description History (including early descriptions) .x22 General By period .x224 Early .x226 Recent Description .x23 General (including guidebooks) .x233 Views. Pictorial works .x234 Dormitories, residence halls, etc. Laboratories see classes Q, T, etc. Libraries see Class Z Museums see subclass AM, or special subject .x238 Individual buildings and places, A-Z Student life and customs .x24 General works Special .x241 Student societies and clubs For fraternities, see LJ Class days or events .x242 Freshman .x243 Sophomore .x244 Junior .x245 Senior Basketball see GV885.43 Football see GV958 Religion see BR561 Commencement .x246 General works .x247 Addresses. Orations. Sermons. By date .x248 Presidential inaugurations. By date .x249 Other special days and events. By date Undergraduate publications Periodicals see LH .x25 Annuals .x253 Handbooks .x254 Calendars .x255 Almanacs Alumni activities Alumni magazines see LH .x257 Graduate class publications (and exercises) .x26 Alumni associations and graduate clubs .x26A1-.x26A4 Resident .x26A5-.x26Z Nonresident. By name of place .x265A-Z Special colleges, campuses, etc., A-Z Top Of Page
