Standard Cataloging Procedures - Modifying, Editing & Improving Bibliographic Records

Standard Cataloging Procedures - Modifying, Editing & Improving Bibliographic Records

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.

6. Modifying, Editing & Improving Bibliographic Records

You may enhance records in the catalog, as well as those that have just been imported. Remember that anything added to the bib record should reflect the whole title, and not just your specific library’s copy.  Anything that is specific to your copy can be added at the item level.  

Suggested enhancements include: series information, additional subject headings, 007, varying forms of title, content notes, and other notes. 

To modify a title, go to Modify Title in the Title Maintenance toolbar in Cataloging. Use either of these two icons to insert a new row either above or below and existing one. 
Modify Title insert column helper icons
These icons are also available to edit the bib record during the capture phase in SmartPort (see section 3.3).

6.1 Varying forms of the title (246)

You may need to add a varying title if:
  1. There is an “&” or other abbreviation in the first 5 words of the title make sure there is a 246 tracing with “and” or other abbreviation spelled out.  If the 245 is “Beauty & the beast” there should be a 246 of “Beauty and the beast”.
  2. There are abbreviations. The title “Adventures of Dr. Brown” should have a 246 of “Adventures of Doctor Brown”.
  3. There is a number in numerals in the first 5 words then make sure there is a 246 tracing with the number spelled out.  If the 245 is “40 days and nights” there should be a 246 of “Forty days and nights”.

6.2 Large Print

If you have large print items in your collection, add a 007 field, as follows: 
            007 _ _ tb

You will also need to add a subject heading 650 tag of Large type books.  The first indicator is blank and the second is a zero.
            EXAMPLE:  650 _0 Large type books.

6.3 Edition statement (250)

Edition statements, which describe or differentiate between materials of the same title, should be added when noted on the item. Also add edition statements when applicable, as in the following examples:

250 Examples
Blu-ray discs
Blu-ray edition
Print and audio abridged versions
Abridged edition
Board books
Board book edition
Big books (storytelling / classroom editions)
Big book edition
Foreign language versions
Spanish language edition
Large print
Large print edition
Monograph with accompanying CD
Book with CD edition

6.4 Series statements

Series tags can be used to link monographic serials published under separate titles. There are different ways to do this including using a 490 tag, or a combination of 490 and 800/830 tags. You will also find old examples of 440 tags in the catalog but the 440 tag is now obsolete so do not use it. The 490 tag should have the series as it is listed on the item.  

Most series titles are traced. This means that series statements in the 490 correspond to a uniform series title in the 800/830 field. Untraced series are more generic titles that are not traced because it is unlikely that a user will need to find all the titles in the series.  To distinguish between traced and untraced series you must apply the 1st indicator. Traced series need a 1 and untraced need a 0.

Traced series EXAMPLES:
            490 1_ Percy Jackson & the Olympians ;|v bk. 1
            800 1_ Riordan, Rick.|t Percy Jackson & the Olympians ;|v bk. 1.
800 is used since all of the books in the series are by one author. The author’s name goes first.  The form of the author’s name should be the same as in the 100 field.
            490 1_ 39 clues ;|v bk. 7   
            830 0_ 39 clues.
             830 is used since the series is written by more than one author.

Untraced series EXAMPLE:
            490 0_ Pelican books
This series is untraced because it is a fairly generic series title and it is unlikely that anyone would want to look it up by the title.  
Recommendations for series
  1. Use the same tags consistently throughout the series. For examples of proper formatting for each of these tags, see OCLC Bib Formats.
  2. All titles in a series should use the same form of the 800 tag with only the volume number being different.
  3. If a series tag needs to be modified to match the rest of the series, copy and paste the series statement from an existing record, editing the volume number as needed.
  4. Series tags may be added to titles in a series even if no 4xx tags exist.  Use 490 tags to add a series in this case. If there is a volume number put it in subfield v.
For information about how to handle series call numbers, see section 7

6.5 007 tag/Physical Characteristics fixed field

Use MARC tag 007 to code the physical characteristics of an item (e.g. electronic resource, globe, motion picture, sound recording, kit, map, video recording, microform, tactile material, notated music, text, etc.) Regular books, realia and most equipment do not need 007 fields.

Enterprise uses the first two bytes (characters) of the 007 to determine the display icon for Format and to determine the options in the Title Format facet. The 007 is not needed for equipment or regular monographs. The facets and icons for these are determined from the Leader.
Enterprise Format display icon and Title Format facet options
The majority of records that require a 007 field already contain it and will not need one to be added. When importing records from SmartPort or attaching your items (holdings) within the MSC it is important to check bib records for the 007, as per the records standards in section 2.1.

If you are experiencing display problems in Enterprise you may edit 007s to resolve these issues by adding the appropriate 007 or by opening a ticket with MSC Admin. Whenever possible, select records in OCLC that contain 007s for non-book materials. If the 007 is not available in a record of good quality, you should select the best record and add the 007 during the Capture process in SmartPort.

How to add a 007 field

The 007 is a fixed field and cannot have free text added to it as another field, such as a 246 or 505, would. Once 007 is entered as the new tag, type the Tab key to receive the first fixed field byte for this field. The inset pop-up will appear. Select your format, click OK.
007 field physical description pop-up

Depending upon the format selected from the first pop-up, additional bytes may be needed. With each byte added, you can select the new code from additional drop downs.
007 field byte drop-downs

Once all the bytes for the format have been added, you may view the fixed field in one of two views. You can toggle back and forth using the arrow next to the tag number.
007 expanded view for editing, next to the collapsed view for viewing

Large Print books 

Permanent Full Records that almost never have the 007 but need it are those for Large Print (see section 6.2). All large print books can be coded “007  tb” where “t” is text and “b” is large print. No other byte information is required for MARC standards or Enterprise.

All other formats 

Because Enterprise uses only the first two bytes to display format, display issues can be corrected by adding two bytes of the 007 for the following formats:
First two bytes of 007 in Collapsed view
Audio cassette
Audio CD
Large print
Kit (see section 5.5)
Downloadable e/audiobook/video

General information about the 007 can be found on OCLC’s 007 Introduction page, specific information broken down by bytes and subfields can be found in the Field 007 Values table. For more information about adding the 007, view the Facets in Enterprise video below.

6.6 Notes fields (5XX)

Fields like the 505 (Contents note) and 520 (Summary) are encouraged.  All local notes should go at the item level.  

Types of 5XX notes are too numerous to list here however the following are examples of titles within the Catalog that can be referred to for as guides for proper formatting:
            General Note:  500 _ _ Summary adapted from back cover. 
            Bibliography Note:  504 _ _ Includes bibliographic references (p. 574-581) and index.
            Contents Note:  505 0 _ Belton Chalet (West Glacier) -- Boulder Hot Springs Resort (Polaris) […]
            Summary Note:  520 _ _ Covering the communities of: Denton, Fergus County, Geraldine, […]
            Accelerated Reader Note:  526 0 _ Accelerated Reader AR|bMG|4.6|d5.0|z11
            Award note: 586 _ _ Newbery Medal, 1978.

6.7 ISBN Numbers (020 tag)

The 020 field contains ISBNs that refer to the specific version of the title in the subfield a. This field is repeatable and will often have at least 2 fields for the ISBN-10 and ISBN-13. In some cases there will be additional 020, beginning with a subfield z, that references other versions of the same title (e.g. audiobook version, large print version). You should not remove ISBNs in the subfield z as they are not indexed. 

As a rule, do not add additional ISBNs to a bib. This can create overlay and merging problems when new libraries are added. If you feel you need the ISBN that exactly matches your particular copy, put it in the holdings information for your item. If you encounter an ISBN for a different format in the record for your title do not remove the ISBN. Please edit the field by adding a |z before the other format’s ISBN.

An exception to the above is for serial records such as travel books and almanacs or multi-volume records such as manga. You may add an ISBN to serial bib records for a specific volume you add if this is advantageous to users or collection development; you should add an ISBN for multi-volume sets if missing. If you are unsure whether or not you need to add an ISBN to serial/series/multi-part works titles please refer to the flow chart below and the one in section 7.0.1. Any series/serial/multi-part work where the titles share a bib record may have ISBNs added. If titles are on their own bib record then do not add ISBNs for one title to the record for another title.
Flow chart for knowing when to add ISBNs to serial, series and multi-part works titles

6.8 Subject Headings—General (6xx tags)

If additional subject headings are needed on the bib record, please attempt to find and use authorized subject headings. Try to locate the subject heading in another record with similar subject matter, then copy and paste it into the bib you want to enhance. If you cannot find the exact heading you want to use, try to follow the example of an established heading from another bib record. Established headings are generally underlined when displaying a bib record.  Headings that have yet to be established usually are followed by the word Unauthorized. 

6.9 Montana-Specific Subject Headings (6xx tags)

The following subject headings can be added to bib records for works created or performed by Montana residents.
            650 _0 Authors, American|zMontana.
            650 _0 Poets, American|zMontana.
            650 _0 Musicians|zMontana.
            650 _0 Musical groups|zMontana.
            650 _0 Actors and actresses|zMontana.

For stories that take place in Montana use:
            651 _0 Montana|vFiction.

Please use the following guidelines to determine if the author or performer qualifies as a “Montana Author”
  1. Currently lives in Montana
  2. Born and raised in Montana
  3. Wrote the book while living in Montana
  4. Lived in Montana for a substantial length of time.

6.10 Study Programs & Reading and interest levels/Accelerated Reader, Reading Counts, Lexiles

Study Programs - 526

Study Program information is universally applicable to the title and can be added in a 526 Study Program Information field.  For consistent records throughout the catalog, please enter Accelerated Reader or other reading program information as follows:
526 0_ |a Program Name |b Interest level |c Reading level |d Title point level.
            526 0_ Accelerated Reader|bMG|c4.4|d5.0.
            526 0_ Reading Counts|B6-8|c5.2|d7.0.
Accelerated Reader (AR) information or other reading program information that is specific to your library can be added as an item level public note.

Reading and Interest Levels (Target Audiences) - 521

The 521 field allows display of target audience information supplied by the Lexile program, Accelerated Reader, Reading Counts, and other reading programs. Lexile information and most Accelerated Reading and Reading Counts information are universally applicable to printed materials and so can be added in 521 Target Audience fields. In many instances, MARC records downloaded into the catalog will already include one or more 521 fields (multiple 521 fields are allowable).

For  Lexile, please enter the Lexile Measure in subfield a, and indicate Lexile as the source in subfield b.
      EXAMPLE: 521 8_ 770|bLexile

For Accelerated Reader and Reading Counts, options exist to display Reading Grade Level and/or Interest Age Level. Please enter the Reading Grade or Interest Age level in subfield a, then indicate Accelerated Reader as the source in subfield b. You can have a separate 521 field for Reading Grade Level and for Interest Age Level.
Reading Grade Level
EXAMPLE: 521 0_ MG.|bAccelerated Reader.
EXAMPLE: 521 0_  2.9.|bReading Counts.

Interest Grade Level
EXAMPLE: 521 1_ 4.7.|bAccelerated Reader.
EXAMPLE: 521 2_ 3-5.|bReading Counts.
Please include the period (as shown in the above examples) at the end of each subfield a and b. The period makes clearer the presentation of target audience information in Enterprise.
Target audience information specific to your library may be added as an item level public note.
The 856 tag contains hyperlinks and descriptive text that allow users to access an electronic resource or supplementary material. This tag is used in electronic resource bibliographic records including: ebooks, electronic journals, and websites. It may also be used in non-electronic resource bibliographic records when an electronic version or electronic supplementary material is available, such as cover images or summaries. 

Hyperlinks or URLs (Uniform Resource Locators) are contained in the u subfield of the 856 and provide the internet address for the resource described in the record or for supplementary materials (such as summaries, tables or contents or cover art). In most cases the hyperlink represents access to the material itself. Over time, the resource can be moved from the location specified by the hyperlink to another, or be taken down entirely. This constitutes link rot, and may result in a 404 error or a “broken link.” Sometimes the content of website at the web address will change so that the record description no longer applies to the resource and this constitutes reference rot.

PURLs (Permanent Universal Resource Locators) are links designed to be more permanent than ordinary URLs. The originator of the PURL maintains a database that matches the identifier with the resources location. PURLs that fail can be reported to the host institution in which case they will update the database and resolve the broken link.

Descriptive text is included in the subfield z of the 856 field. It describes the access users can expect to have to the resource and replaces the link address in the Enterprise display. Not all records provide access to all MSC patrons. If access is limited to the holding library’s patrons this must be noted in the subfield z (See section 6.11.3).
WorkFlows display and Enterprise display of descriptive text in the subfield z of the 856 field

6.11.1 Standards for 856 field maintenance

The following standard is intended to ensure the continued quality and reliability of hyperlinks and their descriptive text within 856 tags in the MSC.
  1. 98% of the hyperlinks in each member library’s items (holdings) must work, leading to the electronic resources they describe.
  2. When adding records containing hyperlinks into the catalog, members must test the hyperlink for accuracy.
  3. If records containing hyperlinks are purchased from vendors and loaded using batch processes, records must be reviewed in accordance with the processes detailed in section 3.4.
  4. Member libraries have a responsibility to report rotten links to the holding library.
  5. Holding libraries (those members with items attached to the bibliographic record) have a responsibility to resolve or initiate the resolution of linking problems.
  6. Holding libraries are responsible for ensuring that descriptive text makes access clear to patrons (see section 6.11.3)
  7. Hyperlinks should regularly be tested for functionality using automated link resolver software in a manner equivalent to inventory or weeding of physical collections.
Members are not required to repair all links themselves, but they are responsible for initiating a resolution to the issue. When maintaining hyperlinks in existing records:
  1. Initiate the process of determining link rot by opening a help desk ticket and requesting an inventory of your electronic holdings.
  2. From the output of the inventory, try to discern hyperlink failure (extra spaces, website shift, subscription lapse, etc.)
  3. If the link is a PURL contact the link author.
  4. If the record belongs to MontanaLibrary2Go or another vendor, contact OverDrive or the vendor.
  5. Check OCLC for record updates, it is possible that the URL has been updated there.
  6. Evaluate the resource for suitability in your library and deselect if no longer useful.
  7. Repair the broken link in the Modify Title Wizard.
  8. You may retain old or broken hyperlinks in a note. Only functional links should be retained in the 856 field. Discard items to which your library no longer has access.

6.11.3 Guidelines for adding descriptive text in the subfield z

The descriptive text displays instead of the URL in the OPAC display. The exact wording of the text should reflect which patrons have access to the electronic resource. When constructing or editing the descriptive text, keep all MSC libraries and patron display a primary concern.
  1. Use concise, natural language in construction of the descriptive text. 
  2. Note if access is restricted and to which library.
  3. If purchasing records for electronic materials from vendors, be sure to keep these guidelines in mind when making choices with your vendor (see section 3.4).
            |zClick to access this Park High School title or place a hold
            |zClick to view report (online access provided by Montana State Library)
            |zClick to access (available to MDT employees only)

6.12 RDA Content, Media & Carrier Type fields (336, 337 & 338 or 33X)

The new RDA fields of Content and Media do not have many functions yet in the MSC. The 338 field, or Carrier Type, however, governs the information that appears in the Additional Information column in WorkFlows. This field allows staff to quickly determine material format. The majority of new records coming from OCLC already contain these fields and will not need them to be added. However, if you encounter a bib record in the MSC or bring one in through SmartPort without these fields you must add them. 

33x fields have a controlled vocabulary and are not free text. Each field contains 3 subfields (a, b & 2) which must be included. Please view the Adding 33X Fields in WorkFlows video below for assistance in adding these fields and their subfields. When editing these fields you will only be able to select options from drop down menus. You may refer to other records in the MSC for reference or the Library of Congress listing of the controlled vocabulary for these fields: 
336       Content Type
337       Media Type
338       Carrier Type

            EXAMPLE for a physical book:
            336 text|btxt|2rdacontent
            337 unmediated|bn|2rdamedia 
            338 volume|bnc|2rdacarrier

            EXAMPLE for a videorecording:
            336 two-dimensional moving image|btdi|2rdacontent
            337 video|bv|2rdamedia
            338 videodisc|bvd|2rdacarrier

            EXAMPLE for a kit or eReader:
            336 text|btxt|2rdacontent
            337 unmediated|bn|2rdamedia 
            338 object|bnr|2rdacarrier

Video Tutorials

SCP Sections 6.1-6.6

Facets in Enterprise

SCP Sections 6.7-6.12

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