ITEM CATALOGING IN �NC CARDINAL

Dr. Sonia Archer-Capuzzo

smarcherdma@gmail.com

Agenda

• Introduction to Item Cataloging
• Matching an item to the correct catalog record
• Adding items and volumes to and editing items in the catalog
• Deleting items from the catalog
• Preparing for the assessment

​

Item Catalogers Should Be Able To:

• Match an item to the correct catalog record
• Evaluate and select existing bibliographic records for quality and appropriateness
• Report duplicate and problematic bibliographic records to Bibliographic Cataloger for merge and update
• Add items to and edit items in the catalog
• Create volume/call numbers
• Create an item record and add appropriate item attributes
• Add items to a bucket
• Correctly delete items and volumes from the catalog

Item Cataloging in NC Cardinal

Bibliographic/Title Record

Volume/Call Number Record

Volume/Call Number Record

Volume/Call Number Record

Item/Copy Record

Item/Copy Record

Item/Copy Record

Item/Copy Record

Bibliographic records are “owned” at the consortium level

Volume and Item records are “owned” at the branch level

Cataloging Etiquette

• Refer to the Cataloging Best Practices knowledge book for cataloging procedures and practices.
• Use the MARC Record Templates to evaluate catalog records - ensure that records follow RDA rules as indicated.
• When choosing a record, assess for quality, no matter the source. Refer issues to a bibliographic cataloger (put problem records in a bucket).
• Report empty bib records to a bibliographic cataloger.
• Follow the Editing and Deleting Items and Volumes procedures – do not delete items with open transactions.

Components of Cataloging

• Description/bibliographic description
• RDA, AACR2
• Encoding
• MARC
• Authority control
• Subject analysis
• LC Subject headings
• LC Genre/form terms
• Dewey Classification

What This Means For You

• Description: look at a record to make sure that key elements, like title, author name, publisher, and date match what you see in the resource
• Encoding: know where to look in the record for the information above
• Authority: this provides linking capabilities for the catalog and is handled by a limited number of catalogers in NC Cardinal
• Subject analysis: this information is handled by bib catalogers

Some Terminology and Standards

• RDA (Resource Description and Access)
• Cataloging standard
• AACR2 (Anglo-American Cataloging Rules, 2^nd edition)
• Cataloging standard, replaced by RDA
• MARC (Machine Readable Cataloging)
• Encoding standard
• Authority
• A system of vocabulary control for collocation

Standards Defined: MARC Encoding

• Uses numbered tags to define fields for the computer
• Each field contains a specific piece of information
• Fields can be divided into subfields

Standards Defined

AACR2

• Lots of abbreviations
• Sometimes inclusions of general material designator (GMD)
• 245 10 Title $h [GMD]
• 260 field for publication, distribution, etc. information

RDA

• Fewer abbreviations
• No GMD (NC Cardinal uses some!), replaced by 336, 337, 338 fields
• 264 field(s) for publication, distribution, etc. information

008 0703236s2008 dcuabj b 001 0 eng

020 9781426302053

020 1426302053

040 DLC $b eng $c DLC $d IG# $d BAKER

082 00 597.89 $2 22

100 1 Moffett, Mark W.

245 10 Face to face with frogs / $c by Mark W. Moffett.

246 30 Frogs

260 Washington, D.C. : $b National Geographic, $c c2008.

300 31 p. : $b col. ill., col. map ; $c 26 cm.

490 1 Face to face

504 Includes bibliographical references (p. 30) and index.

520 Learn about the world of frogs.

650 0 Frogs $v Juvenile literature.

830 0 Face to face with animals.

​

008 0703236t20082008dcuabj b 001 0 eng

020 9781426302053

020 1426302053

040 DLC $b eng $e rda $c DLC $d IG# $d BAKER

082 00 597.89 $2 22

100 1 Moffett, Mark W., $e author.

245 10 Face to face with frogs / $c by Mark W. Moffett.

246 30 Frogs

264 1 Washington, D.C. : $b National Geographic, $c [2008]

264 4 $c ©2008

300 31 pages : $b color illustrations, color map ; $c 26 cm.

336 text $b txt $2 rdacontent

336 still image $b sti $2 rdacontent

337 unmediated $b n $2 rdamedia

338 Volume $b nc $2 rdacarrier

490 1 Face to face

504 Includes bibliographical references (page 30) and index.

520 Learn about the world of frogs.

650 0 Frogs $v Juvenile literature.

830 0 Face to face with animals.

MATCH AN ITEM TO THE CORRECT CATALOG RECORD

Step 1

Steps for Item Cataloging

• Search the NC Cardinal Catalog for existing title records.
• If a TITLE record exists, make sure it meets NC Cardinal standards. If the existing TITLE record does not meet the standards as outlined in Best Practices, refer it to a bibliographic cataloger.
• If the catalog record meets NC Cardinal standards, add your volume/call number record to the existing title record.
• Then, add your item record(s) to the volume record.
• If a Title record does not exist, or if you encounter difficulties with a record (i.e., there are multiple record matches, there seem to be mistakes), refer the resource to a bibliographic cataloger.

​

Searching the Catalog

• Keyword—finds the terms you enter anywhere in the entire record for an item
• Title—finds the terms you enter in the title
• Author—finds the terms you enter in the author
• Subject—finds the terms you enter in the subject
• Series—finds the terms you enter in the title of a multi-part series
• Format—searches for a specific type of resource, like DVD, Blu-ray, or book
• Library—limits search to a specific library or libraries
• Search the Catalog

Best Practices

• Search the ENTIRE NC Cardinal catalog
• You should search for a title in several different ways. For example, search by ISBN, title, and author.
• If several title records appear to be for the same item:
• Add your holdings to the most complete MARC record,
• Or, if two or more MARC records are equal in quality, select the record that has the most copies.
• When in doubt, refer the records to a bibliographic cataloger.

Finding the Best Record

• Things to match
• Title
• Author, editor, actor, etc.
• ISBN
• Publisher
• Date
• Edition
• Right number of discs (A/V)
• UPC (A/V)

Finding the Best Record:�Where to Look

• Title
• Author, editor, actor, etc.
• ISBN
• Publisher
• Date
• Edition
• Right number of discs (A/V)
• UPC (A/V)

• 245 $a, $b
• 245 $c (also 1XX, 7XX, 511, 508)
• 020
• 264 _1 $a : $b OR 260 $a : $b
• 264 _1 $c, 264 _4 $c OR 260 $c
• 250
• 300
• 024

MARC in the OPAC

Title: 245 $a, $b

Author, editor, actor, etc.: 1XX, 7XX (also 511, 508)

Dewey Decimal Number: 082

Fixed Fields: 008

Author, editor, actor, etc.: 245 $c

MARC in the OPAC

Physical Description: 3XX

ISBN: 020

Subject: 6XX fields

Series: 490/8XX

Publisher: 264 _1 $a : $b OR 260 $a : $b

Date: 264 _1 $c, 264 _4 $c OR 260 $c

Notes: 5XX fields

Some Key Fixed Fields: Books

• Audn = Target Audience (MUST be coded)
• Juvenile = j
• Young adult = d
• Adult = e
• General = g

• LitF = Fiction/Non-fiction
• 0 = Non-fiction
• 1 = Fiction

LEADER 00000cam 2200409 i 4500

008 070323t20132013nyuab j 000 1 eng d

Format/Media Type

• Make sure you choose a record for the appropriate format/media type

Audio Book ≠ Print Book ≠ E-Book

DVD ≠ Blu-ray

Some Key Fixed Fields: Audio Books

• Type = Type of resource being cataloged
• i = Non-musical sound recording
• j = Musical sound recording

LEADER 00000cim 2200409 i 4500

008 070323t20132013nyu nne f n eng d

​

Some Key Fixed Fields: e-Books

• Form = Form of item
• o = Online item (e-book or other e-resource)

LEADER 00000cam 2200409 i 4500

008 070323t20132013nyuab jo 000 1 eng d

​

Some Key Fixed Fields: DVDs

• Type = Type of Resources
• g = Videorecording
• Tmat = Type of Visual Material
• v = Videorecording

​

​

LEADER 00000cgm 2200409 i 4500

008 070323t20172017cau111 j vaeng

007 vdcvaizs

Some Key Fixed Fields: Blu-rays

• Type = Type of Resources
• g = Videorecording
• Tmat = Type of Visual Material
• v = Videorecording

LEADER 00000cgm 2200409 i 4500

008 070323t20172017cau111 j vaeng

007 vdcsaizs

More Than One Match?

• First, double check that all records actually match the resource. Are there differences in format, edition, print size, or anything else that may disqualify one or more records?
• If multiple records still apply:
1. Add your holdings to the most complete MARC record,
2. Or, if two or more MARC records are equal in quality, select the record that has the most copies.
• If you find multiple records for the same item, report them to the bibliographic cataloger.

Practice

• We will search for the following resources in Evergreen and choose the best record for each
• Goodnight Moon, book by Margaret Wise Brown, published 2005
• Jurassic Park, book by Michael Crichton, 25^th anniversary edition from Ballantine
• Jurassic Park, audiobook, Unabridged, published by Brilliance Audio, copyright 2015
• Doctor Zhivago, DVD of the movie distributed by Warner Home Video, deluxe edition
• Snakes, book by George Zug and Carl Ernst, published by Smithsonian Books 2004
• Downton Abbey, season 1, Blu-ray

ADD ITEMS AND VOLUMES TO AND EDIT ITEMS IN THE CATALOG

Step 2

Adding Volumes or Copies

• Add Volumes
• Add Copies
• Add Monograph Parts

Needs Improvement?

• If a record is missing fixed fields
• If a record seems to include any problems or inaccuracies
• If a record includes 856 links that are not for the resource (i.e. table of contents, cover image, etc.)
• If a record does not include any subject headings (6XX fields) or has repetitive subject headings
• If there seem to be multiple matching records for the exact same item
• If a record has the name of a series in the title field (245 $a)
• If the record is accompanied by an incorrect icon or is missing an icon (It’s a DVD with a Blu-ray icon)

Notify a bibliographic cataloger!

Best Practice: Single Bib Record for Books

Do use a single bibliographic record for books when content is exactly the same to combine:

• Hardcovers, trade paperbacks, and mass market paperbacks
• Different publishers and pub dates
• Differences in shape, size, and pagination
• Autographed books (a copy note can go on the item record)

​

Do NOT use a single bib record for books when the items differ from one another in the following ways:

• Editions with different content (i.e., Special edition vs. No edition statement, First edition vs. Second edition or revised editions)
• Different print sizes (i.e. Large print or Larger print vs. regular print vs. something without print size labelled) {Follow the specific large print recommendations in the NC Cardinal MARC Templates when applicable.}
• Classics that include a special foreword or analysis vs. Classics without this additional material
• Illustrated editions vs. text-only editions
• Different illustrator or translator
• Different format (i.e. E-book vs print material)

In these scenarios, a separate bib record is required.

Best Practice: Single Bib Record for Audiobooks

​

Audiobooks with the exact same content and in the same format should be combined on the same bibliographic record, even if non-content features such as publisher or distributor differs. The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching, even in cases where official cataloging rules might recommend creating multiple separate records.

Do use a single bibliographic record for audiobooks when content is exactly the same:

• Same narrator
• Length of recording is identical
• Same number of discs
• Same format

​

If the item you have in hand matches an existing record in NC Cardinal in terms of the content, but has a different publisher or distributor, you can attach your item to the existing record.

• Add an 028 (with a $q note with the name of the entity responsible for the item in hand) even if 264 lists a different publisher.
• Do NOT add another 264 2 for distributor.

​

Best Practice: Single Bib Record for Audiobooks

​

Do NOT use a single bib record for audiobooks when the items differ from one another in the following ways:

Different narrator

• Abridged vs unabridged
• Additional special content (e.g. bonus disc, interview with author, etc.)
• Different recording length or number of discs
• Different format (e.g. MP3 vs standard audio CD vs e-audio)

​

In these scenarios, a separate bib record is required.

​

Large Print Books

• Large Print = Larger Print
• Make sure this information appears in the record
• 250 edition statement, usually $aLarge print edition.
• GMD [large print]
• 340 $nlarge print $2rda
• Fixed fields
• Do NOT use a non-large print record for a large print book or vice versa
• Do NOT change the OCLC number and/or ISBN in the bibliographic record to convert a record

Some Key Fixed Fields: Large Print Books

• Form = Form of item
• d = Large print
• 008 120106r20172017meu ed 000 1 eng

Best Practice: Multiple Formats

• Never convert a record from one material type to another. Never use a record for one material format (book) for another format (DVD).
• A print book and an audio book should never share the same record.
• A DVD and a Blu-ray should not share the same record unless they circulate together.

​

Multi-volume/Multi-part Sets - Mongraph Parts

• Examples: encyclopedia, DVD set for a multi-season TV show
• Catalogers can label items more precisely by using monograph parts.
• Patrons can enjoy more flexibility when placing holds on multi-part items.

Multi-volume/Multi-part Sets: �How It Works

• The set serves as a title/bibliographic record
• Each part is listed separately, and each can be checked out, placed on hold, etc., singly
• Use 1 record for each season
• Use NC Cardinal-prescribed vocabulary

​

Multi-disc set example:

Disc 1 Library A

Disc 2 Library B

Disc 1-3 Library C

Disc 1-5 Library D

​

Magazines

• Only ONE bibliographic/title record for a magazine
• Do NOT create a new record for each year, volume, name change, or other artificial subdivision
• Each new issue cataloged as a volume in the serial/periodical record

Graphic Novels

• Do NOT catalog as multi-volume sets
• Catalog each item separately
• Include a series statement in the

490 + 8XX

DELETE ITEMS FROM THE CATALOG

Deleting Items

• Do not delete items with open transactions – items with the status of Checked out, Lost, Long Overdue, Lost and Paid, In transit, or On holds shelf must be checked in before deleting.
• The order of record deletion is important; you must first delete an item record in order to delete a volume record.
• Within NC Cardinal, the last empty volume or bibliographic record will be automatically deleted when the items associated are deleted.
• If item is to be replaced, could change status to “Missing” or “On Order” instead of deleting it. When the new item arrives, easier to replace rather than import a new bib record.

​

Best Practice

• Follow the Editing and Deleting Items and Volumes procedures – do not delete items with open transactions.
• Do not delete another system’s item records under any circumstances

LET’S PRACTICE!

Record Evaluation

SUMMARY

Item Cataloging in NC Cardinal

• Match an item to the correct catalog record
• Evaluate and select existing bibliographic records for quality and appropriateness
• Report duplicate and problematic bibliographic records to Bibliographic Cataloger for merge and update
• Add items to and edit items in the catalog
• Create volume/call numbers
• Create an item record and add appropriate item attributes
• Add items to a bucket
• Correctly delete items and volumes from the catalog

Best Practices

• Follow consortium rules as set out in the Cataloging Best Practices knowledge book
• Catalog magazines as a new volume on a serial record
• Refer records that need work to a bibliographic cataloger

Preparing for the Assessment

• Practice matching records to resources
• You may have to pick a best match that is not perfect
• Practice identifying good records
• Understand what you can and cannot do as an item cataloger
• Refer to the NC Cardinal Cataloging Best Practices knowledge book
• Remember that the assessment is open book

ITEM CATALOGING IN �NC CARDINAL

Dr. Sonia Archer-Capuzzo

smarcherdma@gmail.com