Standard Cataloging Procedures - Copy Cataloging

Standard Cataloging Procedures - Copy Cataloging

Standard Cataloging Procedures

The Standard Cataloging Procedures (SCP) articles and video tutorials (below) are meant to be a guide for cataloging practices in the Montana Shared Catalog library consortium. For more explanation of the topics covered herein, please refer to the Help menu in WorkFlows (F1), or  contact the MSC staff  or your  cataloging mentor

The SCP was last revised by the MSC  Content Management Committee  (CMC) in September 2018.

3. Copy Cataloging

Copy cataloging refers to two actions: attaching your item record to an existing title record in the Montana Shared Catalog; or, downloading/importing a record into the MSC and then attaching your item record. Most cataloging in the MSC is copy cataloging. Take the time to view the video  Copy Cataloging: Before You Open SmartPort before you begin (video below).

Choosing a record

All records added to the MSC through copy-cataloging are considered to be Permanent Full records. Please refer to section 2.1 when choosing the best record for copy cataloging.

If a record for your item exists in the MSC but does not have these minimum fields, import a better record from OCLC if one is available (see sections 3.2 and 3.3). Contact your mentor or the MSC staff to combine the records if you do not know how to overlay the old record with the new one.

3.1 Rules for attaching your copy to a record within the MSC

To avoid duplication, it is the responsibility of each library to thoroughly search the catalog before downloading any new bib records into the MSC. Refer to the Adding an Item in WorkFlows document and the Copy Cataloging: Before You Open SmartPort video (below) for tips on setting your properties in WorkFlows.

Getting started

When using the cataloging module, set searches to All Libraries. If a bibliographic record is downloaded that already exists within the catalog, the new record may copy over the existing record. This can remove valuable enhancements that have been made to the bib record, such as series information or reading levels.

When searching for a bibliographic record in the MSC, try to find the title at least two different ways before importing a new record.  For example, try a Title or an Author search. Searching by ISBN alone is not ideal because in certain circumstances books with different ISBN numbers can be combined onto one record (see rules below). Search at least once using Keyword search instead of Browse, as not all items are indexed in the Browse search. Keep the time between searching the MSC and downloading the bibs as short as possible to avoid duplicate bib records in the catalog. When choosing between two records for the same item, the preferred record is the Library of Congress record. This record can be identified by the DLC code in the 040 Cataloging Source tag.
Record with DLC code in the 040 Cataloging Source tag

A separate bib record should exist for items with differences in format, content, or responsibility. This means that if you have a DVD version of a movie, you should not add your holdings to the VHS bib that is already in the system. Electronic items should not be attached to print bib records. New editions of books with updated content should have a new bib record. Items with different translators or narrators should have different bib records.

However, this should be balanced with the desire to reduce the number of records that appear as duplicates from a patron perspective and ensure holds are filled when items with the same content are available. There are times when it is acceptable to add an item to a bib record that is not an exact match. When deciding if an item requires a separate record or a single record, use your judgment and consider the user.

3.1.1 Rules for fiction  

You do not need a separate bib for fiction items that are different due to any one of the following:
  1. Binding (paperback vs. hardcover)
  2. Publication date
  3. Publisher 
  4. Page number 
  5. Book Club editions (exact page numbers can be indicated at the item level)
  6. Book club kits can be on one record regardless of the number of items in kit 
You may need a separate bib for fiction items that are different due to:
  1. Illustrator
  2. New/different Introduction or Foreword
This is your choice for your own items.  If the illustrations, introduction or foreword are a minor part of the book, you may put your items on a bib that does not exactly match the item. You may do this to make it easier for your users to place holds if all of your copies or sharing group copies are on one record. However, do not add your item to a record that lists more features than your item; for example, do not add your record that has no illustrator to a book that has an illustrator listed. Doing so makes it difficult for patrons who want specific content to find what they need. 

You do need a separate bib for fiction items that are different due any one of the following:
  1. Format, i.e. large-type/audio/video/braille/kit/board book 
  2. Special edition or Abridged vs. Unabridged
  3. Translator

3.1.2 Rules for non-fiction

You do need a separate bib for non-fiction items that are different due to any one of the following:
  1. Format
  2. Edition
  3. Translator

Note for classics

You may err on the side of attaching to an existing bib if the primary content matches. 

Note for print on demand works

Print on demand titles are printed from a master as they are ordered, rather than printed in a traditional run. A print on demand title will often have the current year as a date which may not match an existing bib record. Attach a print on demand title to an existing bib if the only difference is date. 

3.1.3 Rules for audio and video

You do need a separate bib for items that are different due to any one of the following:
  1. The number of items in the set (4 CDs vs. 5 CDs)
  2. Different format, (Cassette vs. CD, VHS vs. DVD vs. Blu-ray)
  3. Closed captioned for the hearing impaired
  4. “This film is described for people who are blind or have low vision”
  5. Abridged or Unabridged
  6. Letter box
  7. Wide Screen or Full Screen
  8. Special/anniversary edition
  9. Different special features (has bloopers, or other short extra content)
  10. Serial publications

3.1.4 Rules for serials, journals, and periodicals

This applies to books published annually or on some other periodic basis, as well as periodicals or magazines. For example, the World Almanac and Book of Facts should have one serial bib and all years should be attached to it instead of a different bib for every year. Holdings for electronic serials should not be attached to bibs for print serials and hyperlinks for electronic access to e-serials should not be added to records for print serials except as a supplement.

You do not need a separate bib for each volume of a serial if:
  1. The record contains an open-ended date, (2000- )
  2. Page number is not indicated; instead the fact that there is a more than one volume will be indicated in the 300 field as v. or volume.
  3. A volume has a separate title this can be indicated in a 505 content note tag.  Content notes are searchable.
You do need a new bib for a serial if the title of serial changes within the first five words. If this happens:
  1. The date of the original record should be “closed,” giving the year of the last date published under the old title, i.e. 2000-2003
  2. If the number of volumes published under the old title is known it may be indicated in the 300 tag, i.e. 10 v.
  3. A 785-succeeding note should be added giving the new title.
More information about cataloging serials and periodicals can be found in section 7 of this manual.

3.1.5 Rules for other materials

Downloadable eBook and audiobook titles should have their own bib records. Do not add 856 tags for electronic items to print bib records and do not add items for electronic materials to bibliographic records for print items. See section 6.11.1 for standards pertaining to electronic holdings. 

Other sections of this manual explain rules for interlibrary loans ( section 5.2), books kits ( section 5.5), and eReaders ( section 5.6). For all other items, contact your mentor or the MSC staff for help.

3.2 Importing records not already in the MSC

If you cannot find a record for your item in the MSC do not create an original record in WorkFlows. If an item does not exist in the Montana Shared Catalog, then the item can be imported from OCLC. Before importing a new record, make sure that a similar bibliographic record does not exist; similar items can often be combined onto one bib. See section 3.1 for more detail on what formats and items can be combined on the same record. 

If the only record you find in the MSC is a brief or very poor record that does not conform to the standards in section 2, bring in a better record from OCLC by overlaying the brief record (preferred way) or bring in a new record and transfer the items from the brief record to the full record. If you need assistance with this, contact your mentor or the MSC staff. Transferring directions can be found in section 8.1 of this manual. 

Records can be imported into the catalog in two ways: batch bib load or using the SmartPort wizard in WorkFlows. Most libraries use SmartPort for importing records. Instructions for using SmartPort can be found in the next section. If you are interested in batch loading, open a ticket with MSC staff. System Administrators will create a template that your library can use for doing a batch bib load and provide.

3.3 Importing records from OCLC using SmartPort

Individual records can be imported directly into the MSC from OCLC, the Library of Congress, or other select libraries through the Z39.50 portal SmartPort. Follow these instructions to bring new records into the MSC and take time to view the Getting Started with SmartPort video (below). 

3.3.1 Selecting records for download

Library of Congress records (identified by a DLC in the 040 tag) are the preferred records for the MSC. CIP (brief records from DLC based on publisher galleys) may be brought into the catalog, but will need to be updated. Please see section 5.4  for instructions on updating CIP records.

3.3.2 Setting up SmartPort properties

Confirm the default properties settings before you import records. These settings determine match points (OCLC number, ISBN, etc.) from the record to ensure that records aren’t duplicated. They also determine which call number information will be selected from the bib for your local item. To set up or change your default settings:

1. Right-click on the SmartPort wizard.
2. Select Properties.
3. Select Match and Load as your default.
4. Select Match on title control number or indexed MARC tag.
       Tab with round radio button options, two of which are highlighted with orange

5. For Title control number source, click the diamond-shaped gadget to see the selection list.
  1. Select the following so that the matchpoints display as "opils":
    1. OCLC number (001)
    2. OCLC number (035). Make sure this number is listed below 001; this order is necessary to prevent duplicate records.
    3. ISBN (020)
    4. LCCN (010)
    5. ISSN (022)
       White field highlighted in orange with an orange arrow pointing to list of options

6. Click OK.

7. For Indexed MARC tag number, click the gadget to see the selection list.
  1. Select the following so that the matchpoints display as "cSils":
    1. Control Number (001)
    2. System control number (035)
    3. ISBN (020)
    4. LCCN (010)
    5. ISSN (022)
       White field highlighted in orange with an orange arrow pointing to list of options

8. Click OK.

9. Your Call source depends on your library's local call number practices, i.e., if your library uses the Dewey Decimal or Library of Congress (LC) classification system.
  1. Click the diamond-shaped gadget to the right of the Call sources field.
  2. Set your Classification, e.g. DEWEY or LC (Library of Congress).
  3. Set your Entry ID, e.g. 082 if DEWEY; 050 if LC.
  4. Click the Subfields gadget.
    1. Uncheck Select all.
    2. Check a and b.
    3. Click OK.
    4. Click Add.
    5. Click OK.
Dewey Decimal classification settings.

Library of Congress classification settings.
10. Set In this library to your library.
11. Set Format to MARC.
12. Select Yes for both Verify options and Strip junktags.
13. Click OK.

3.3.3 Find and add records with SmartPort

  1. Search entire MSC collection to determine whether or not the item already exists in the catalog. You must search at least twice, with at least one search using Keyword; not all items show up in Browse and Exact searches.
  2. Go to the SmartPort wizard listed under the Common Tasks tab.
  3. Select system(s) to search (typically OCLC) and click Connect.
  4. For OCLC, you will be asked for Input authentication. Use your library’s OCLC login in the format shown below. It is the same as your login to OCLC Connexion. OCLCauthorization/OCLCpassword (not case sensitive)
  5. Once in, you may search by author, title, ISBN, OCLC number or other indexes.
  6. Use navigation arrows at the top to move through search results.
  7. When you find a record that looks correct, click Display to view the full record and verify the bibliographic description. Select the most appropriate record; records created by the Library of Congress are preferred (look for DLC in the 040/Cataloging Source field).
  8. Select Capture on desired record. You will see a screen displaying your load settings. Double-check your properties and select OK if properties are correct (see section 3.3.2)
  9. In most cases you will see the full MARC record to be loaded at this point. When using SmartPort to import a new record, consider enhancing the record to make it more useful to librarians and patrons. Section 6 of this manual covers the most common ways to enhance records, including series statements, reading and interest levels, and subject headings. You can also update CIP records at this point (see section 5.4). When finished, select Save.
  10. If you get message that the title was found in MSC:
    1. Note the matching title control # and click OK.
    2. Keeping SmartPort open, open another tab for Call Number and Item Maintenance and search for the duplicate record using the Title Control #.
    3. If the record is a match and the original record is better/enhanced, return to SmartPort and select Close. A message will ask you if you want to save this record to the database: say NO.
    4. If the record is a match AND: you are confident that the new record is better, and that there were no pertinent enhancements made to the original record that would be lost, select Save.
  11. You may receive an error that a unique call number is needed. If necessary, type AUTO in the space provided to assign an XX, or system-generated, call number. This can be edited later in Call Number and Item Maintenance after the item has been added.
  12. If you open Call Number and Item Maintenance directly after adding a record, the link to that record will appear as the last record used; this allows you to save time by not re-searching for the record.
  13. SmartPort brings in a call number when a record is imported, so you do not need to add a Call Number and Item. Instead, choose Add Item. Enter item information as you would with copy cataloging within the MSC and be sure to change the call number if it was system-generated.
  14. Select Save.

3.3.4 SmartPort search tips

  1. Search or Browse by Author:  Search in Last name first name (no comma) format
  2. Search or Browse by Title:  Begin with first significant word; if search results in error “Invalid Search Expression Near” put title in quotations marks 
  3. Search or Browse by ISBN: Omit hyphens
  4. Search or Browse by ISSN: Include hyphen
  5. Search or Browse by LCCN: Omit hyphen
  6. Search or Browse by OCLC: Digits only, omit “ocm”

3.3.5 Advanced search option in SmartPort

If a simple search returns too many results it is possible to narrow the search using the advanced search option in SmartPort. Select the Change Search View Pane icon at the top of the screen. It allows you to search by more than one index at a time. Click the icon again to return to simple search.
SmartPort simple search window with Change Search View Pane icon highlighted

SmartPort advanced search screen

Search by Document Type:  Use these codes in combination with other search options:
Document Type
Computer Files / Electronic Resource
Mixed Materials
Sound Recording
Musical Score
Visual material

3.4 Getting started with vendor-supplied records

Using vendor-supplied MARC records for purchased items can save time and effort while cataloging.  It requires some initial set up and work with the vendor to get MARC records that meet MSC standards as outlined in section 2. Due to concerns about the quality of vendor records, member libraries may not import vendor-supplied records without first contacting the MSC Admins. You must also get in touch with the vendor to ensure that your specifications and the quality of MARC records measure up to MSC standards. Once you have begun this process MSC Admins will provide you with detailed, step-by-step instructions on how to proceed.

The majority of records for electronic materials are also purchased from vendors. In addition to the other standards for full permanent records in the MSC, special attention must be paid to the subfield z of the 856 tag in order to ensure proper access is described for patrons. See section 6.11.3 for more information. 

Loading records

MARC Records from the vendor can be batch loaded in the same manner as records from any other source. MSC Admins will build a bibload report template for loading records. This ensures that the records match existing records properly and that the copy information from the 949 tag creates the copies correctly.  

For vendor records containing hyperlinks, random checking should also determine the accuracy of hyperlinks in accordance with the hyperlink maintenance guidelines in section 6.11.2. If hyperlinks coming from the vendor are broken please report the broken links directly to them and request new records with corrected links to reload.

Checking the results of newly created bib records

MSC Admin will create a report template that will identify newly created bib records. Run this report after the vendor bibload process is complete. Once the first batch of records is imported, it is important to spot-check the newly created items for accuracy.  A random check of one-fourth of the imported records is recommended. If there are errors, work with the MSC Admins and the vendor to adjust the settings. Repeat this process with every order until the import process works correctly.

3.5 Batch bib loading

Records from OCLC and other vendors can be imported into the MSC in batch via the batch load process. If you are interested in batch loading, contact the MSC staff; System Administrators will create a template that your library can use for doing a batch bibload. Once a template has been created for you, MSC Admins will provide you with batch bib loading instructions.

Video Tutorial

Getting Started with SmartPort

Copy Cataloging: Before You Open SmartPort

SCP Section 3.1

SCP Section 3.2 & 3.3