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DLC/OONL copy editing
procedures
In the interest of uniformity of practice within the Division and
to prevent further confusion on what is generally expected in the
editing of copy from our two chief national sources, here are the
guidelines to follow in MARC field order. Consult with
AACR2 and the Divisional Procedures manual for more
detailed instructions.
While it is not always easy to spot errors in the fixed fields,
either in Unicorn or on Laserquest, 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, 050/055, and
041, so remember that a change to the variable fields must be
reflected in the corresponding fixed fields as well.
Cataloguing source (SOURCE or 008 byte 40) Generally, leave
the value from the incoming record alone. However, if you use
any other library's copy as the basis for the cataloguing of
another edition of the same work (for example, you have the
British ed. of something for which LC catalogued the U.S.
edition), then you no longer have the original copy and should
change the byte to "d" and the 040 to |aNfSM|cNfSM.
Encoding level (ENC_LVL or Leader byte 17) On full DLC this
will be set to blank. On full OCLC copy this will display as "i" or "I".
If the copy has either a "5" or "7", the copy is Minimal Level and you
should seek further information, either from Laserquest or one of the
utilities (ISM/OCLC). If the changes found are minor, add them to the
printout by hand, but if they are major please feel free to
redirect the copy to someone who can overlay the bad copy with
better copy from Laserquest, CATSS or OCLC. This can either be
done within the Division or by returning the book to
Acquisitions, although eventually it will all be done here. This
can also be done for CIP records (ENC_LVL= 8) and for LQ records where
the Encoding level does not appear but the status can be
ascertained by clues like "MLCS" (050) and/or "Priority 3"
(500).
Bibliographic level (BIB_LVL or Leader byte 7) and Type of record
(REC_TYP or Leader byte 6) These two fixed fields are critical in
displaying the correct format as well as in determining valid fields and
subfields for that format. Generally these will be set at "m" and "a" and
you will see "MARC" appear under FORMAT in Unicorn. If, on the other hand
you see "SERIAL" and BIB_LVL= s, you have serial copy and better
consult.
The other fixed fields By and large these are not critical enough
to worry about. LC and NLC code several fixed fields which we
traditionally have ignored (ILLUS, AUDIENC, CONFPUB, FESTSCH, INDX, BIOG).
We have sometimes coded the nature of contents (CONT), but not with great
consistency. There is no reason why we need to be concerned about the
correctness of these now. We have tried, on the other hand, to be
accurate in REPR (form of reproduction) and GOVTPU (government
publication), so check for these if you are cataloguing this type of
material.
If your book matches the copy in edition, publisher and date, retain the
010 as is. If it disagrees with the LCCN on the book, defer to the LCCN
on the copy, since it has come more directly from LC than the CIP on the
book. The book LCCN can be placed in |z right after the correct LCCN and
in the same 010 (this is not a repeatable field). If your book does not
match the copy in edition, publisher and date, then feel free to check the
book against LQ to see if better copy exists. If better copy cannot be
found use the copy in hand as the basis for a new record, deleting the 010
and changing the 040 to |aNfSM|cNfSM.
With some general exceptions, the ISBN on the book should be preferred to
that on the copy. 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 copy) and ISSNs masquerading as ISBNs. Each ISBN should go into a
separate field, although on older copy 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 copy. 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)
Where 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, it is quite possible to have
more than one 020. These are usually qualified by country,
sometimes by city, and sometimes by publisher. Qualifiers are
placed in parentheses. Where these qualifiers exist already in
the copy, do not change them, but 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)
021: This field is no longer searchable, addable, or editable in the
Library's catalogues. Ignore. If you have a different edition than the
one reflected in your copy's 020, then you will likely need to code 040
as NfSM|cNfSM and delete the 020/021.
This field is a catch-all, leftover from SPIRES. It includes our barcode
numbers and cataloguer's initials, LQ control numbers, funny Utlas codes,
and utility control numbers. With copy derived from OCLC, the SPIRES
loader was set to automatically write the OCLC number into the 035 with
prefix (OCoLC). Leave these in the record. If you see an old ISM
record with OCLC number in 036, move these to 035.
Delete these CIP fields from your copy.
The 040 should reflect the cataloguing and transcribing agencies
for the particular edition described. If there is no 040, it
probably means that it is a cataloguing record of unspecified
origin from Laserquest or ISM. Most agencies code 040. If the
040 has "DLC|beng" or "OONL|beng" then the copy came off of LQ
and the 040 was added by Acquisitions staff based on the triangle
or snowflake symbols appearing on the LQ "hit list". The
presence of "DLC|cDLC" usually means that the record was derived
off of ISM, OCLC, or Bibliofile. In cases where we take close
copy for a book, i.e. a different edition or imprint, etc., the
040 should reflect MUN as the cataloguing and transcribing
agency, as we are responsible for the new description. MUN's
holding symbol is NfSM (CaNfSM in the U.S. NUC), hence the 040
should read
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 within the network. 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" or "CaOONL" to
040|d on UKM copy does not make it DLC or OONL copy. These should also
be checked.
LC's approach to these has been somewhat cavalier over the years. They
often forget the |h in 041 and sometimes neglect the three fields
altogether. Recently LC's Music Cataloguing Section announced that they
will no longer code 045, 047, and 048 for music, but nothing has been said
about discontinuing 045 for books. We will continue to code 041 for
language of translation or multilingual publications and 043 for
geographic codes. And yes, 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 defined
as a non-repeatable field.
Leave the 05x intact on DLC/OONL copy even in cases where it is
incorrect, either due to a change in publication date or book
number (cutter). LC wavers on its policy of changing the 050
when they upgrade CIP, so it is best to just leave whatever is
there and assign our local call number using the correct date and book
number. If you are using "close" copy the 05x field should be changed
to 055 3 and made to match the our call number, at least for date if not
necessarily for Cutter (for example, I would leave LC literary author
Cutters alone in the 055 rather than using our Cutter-Sanborn number.
Generally ignore NLM, Dewey, NAL, and other class numbers
appearing in 060, 070, and 082. Do not delete them as they may
prove useful to others, like HSL or out-of-town libraries, who
derive copy from us.
These are normally of interest only for historical purposes, as Unicorn's
Acquisitions module has assumed the role previously assumed by the 098.
Acquisitions has continued to use it for some purposes though, as it is
searchable using a keyword search with bracketed {098}. Cataloguing has
no need of effecting change to this field in the Unicorn era.
While the second indicator position has been declared obsolete
within MARC, we won't bother to delete it from older copy that
leaves it in. Do delete |w values from OCLC-derived copy.
Check this field carefully, particularly on CIP, for typos,
dropped letters, changes in title or subtitle and additions to
the statement of responsibility (|c). Check the indicators to
ensure that title added entry is made where there is a 1xx, and
that the correct number of non-filing characters are skipped.
Look for edition statements on the title page, verso, and even
sometimes in preface material. It is not uncommon to find these
left off of DLC copy, again especially CIP. Treat information
like "1st paperback edition" or "1st Ballantine ed." as edition
statements.
Here is another case where the use of the indicator positions has
been made obsolete by the MARC pundits. Leave either "0" or
blank where they occur in the first position. For newly created
260s, use blank-blank.
With regards to multiple places of publication on the t.p. or
verso, we will follow AACR2 and add the Canadian place of
publication if it appears on the piece. Thus, where copy for a
Penguin Book has:
260 |aLondon ;|aNew York :|bPenguin Books,|c1991.
we will cross out New York and add "Markham, Ont." from the
verso. In the following example "Associated University Presses"
has offices both in the U.S. and Canada:
260 0 |aPhiladelphia :|bBalch Institute Press ;
|aLondon ;|aCranbury, NJ :|bAssociated
University Presses,|cc1989.
This should be edited to display as:
260 0 |aPhiladelphia :|bBalch Institute Press
;|aLondon ;|aToronto :|bAssociated University
Presses,|cc1989.
Please note that if DLC copy has a Canadian, British, German,
etc. place listed first followed by a U.S. place, leave it be.
We will follow this rule for any copy that gives a foreign plus
U.S. place of publication, but no Canadian place.
260 |aToronto ;|aBuffalo :|bUniversity of Toronto
Press,|c1990.
260 0 |aLondon ;|aNew York :|bGower,|c1989.
Where a North American place of publication is given first on the
chief source of information, and hence in |a, there is no need of
adding a second |a with the foreign place. Ignore the 2nd, 3rd,
etc. places of publication as well.
260 |aNew York :|bOxford University Press,|c1991.
NOT
260 |aNew York ;|aLondon :|bOxford University Press,
|c1991.
It should also be noted that recent changes to USMARC include a
discontinuation of the use of the first indicator position in
260. As a result you may begin seeing copy with blanks in both
indicator positions. Treat copy with indicator one values of or
0 as correct, but when adding 260 follow the new practice.
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.
Beginning with CSB no. 51 LC initiated a policy of ignoring
unnumbered leaves or pages of plates unless they "represent an
important feature of the book." I would take "important" to mean
that the unnumbered paging constitutes 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.
Again this is open to interpretation.
We will also follow the LC practice of recording the extent of
unpaged books ("except for rare books") as
1 v. (unpaged)
Illustrations The Library of Congress has for some time
simply been using "ill." to cover all manner of illustrations
including "ports.", "facsims.", "coats of arms", etc.
Everything, that is, except "maps". When upgrading CIP or other
copy, we will follow this practice as well. Where the copy uses
one of the other illustration types we will again follow LC and
"the fuller data should be left 'as is'".
Dimensions Subfield c should be coded only in cases where
the item is oversize (greater than 32 cm.) or undersize (below 12
cm.), or where the cataloguing represents audio-visual or
computer file materials. Otherwise we will not add it to copy
where it does not already exist. If it does already exist, leave
it be unless it is obviously incorrect.
Accompanying materials
Subfield 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 LARC remember to
also add a 590 noting this.
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.
There is no need to delete |x (ISSN) from these.
Current Library of Congress practice is to use the note "Includes
bibliographical references" to cover bibliographic information
which used to generate the following notes:
Includes bibliographical references.
Includes bibliographies.
Bibliography: p. xxx-xxx.
More recently they seem to have back-peddled and pagings are now
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.
There is no reason why these need to be reformatted into
old-style "Bibliography" and "Includes index" notes, as the
information about extent is already there. Irregardless of
whether the bibliographical information comes under the heading
"notes", "footnotes", or "bibliographies", simply leave the LC
general note as is. If your copy uses the old format, leave it
be. If, on the other hand, the copy does not reflect the
considerable extent of a bibliography, add the paging to the
"Includes bibliographical references" note.
For works which include discographies, make a specific note.
Initial release date: 28 January 1993.
Last revised: 30 May 1996.
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