Standard Cataloging Procedures - Creating Temporary & Permanent Local Records

Standard Cataloging Procedures - Creating Temporary & Permanent Local 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.

5. Creating Temporary & Permanent Local Records

There may be some titles that you cannot find a matching record for within the MSC or OCLC.  There are two different ways to deal with these titles.  You can do original cataloging in OCLC Connexion or you can add a Brief Title in the MSC.  Please consider that the goal of the MSC is to have OCLC-level records for all permanent records in the catalog. To determine which action is appropriate, please read through section 5. If you need further assistance, contact your cataloging mentor.   

5.1 Creating Brief Titles

Brief Titles are intended to be temporary records in the MSC. Holdings for brief records are not added to OCLC and therefore should not be used for permanent holdings. The Add Brief Title Wizard is in the circulation module so that circ staff can create Brief Titles at the time of check out for those items that do not have records but need to circulate.  These titles have a unique format of BRIEF rather than MARC so they can be identified easily.  

When the Add Brief Title wizard is selected (located under the Circulation Module’s Items tab) a template will appear which should be filled in as completely as possible. The BRIEF template includes only the 020, 100 and 245 fields, however only the 245 is required. 

These titles have a home location of CATALOGING by default so that when the materials are discharged they can be routed to the cataloging department for proper cataloging.  Brief Titles should be removed, transferred to a permanent bib record, or overlayed by a new record as soon as possible. See section 8.2.3 for instructions on deleting bib records and section 8.1 for transferring.
The Add Brief Title Wizard can also be used to create permanent local records (see section 5.6.2), but should not be used to create records simply because a suitable bib is not currently available in the MSC. For permanent bibliographic records, follow the guidelines in section 2

5.2 Temporary Interlibrary loan records

When receiving ILL materials from lending libraries you must make a temporary record in the MSC. You must do this even if the lending library is another MSC library. If the item comes from another MSC library do not scan the item’s barcode. This will put the item into transit and causes circulation issues for the lending library when the item is returned. Please follow these guidelines when creating temporary records for interlibrary loans:

5.2.1 Settings for incoming ILLs

  1. Create a brief record using the Add Brief Title wizard (see section 5.1)—do not attach to an existing record within the MSC or import a record for your ILL title. Be sure to enter the title information in the 245 in ALL CAPS.
  2. Shadow the item so that it does not appear in the OPAC. You can do this in Add Brief Title Properties, or after you have created the item in Call Number in Item Maintenance. To reach the properties, right click on the Add Brief Title wizard.
  3. Use the Item Type ILL-MAT. 
  4. Use one of the following Home Locations: ILL-IN, ILL-IN-MT, and ILL-IN-OOS. Use ILL-IN-MT and ILL-IN-OOS if you would like to track items borrowed from Montana libraries and out of state libraries separately. 

5.2.2 ILL titles

  1. As with other brief records, the title should be IN ALL CAPS. This helps other libraries to immediately recognize the record as a brief title.
  2. Type ILL before the title. For example, ILL FACEBOOK FOR DUMMIES. This allows you to search by title for your ILLs and differentiate between ILLs and other brief records. 

5.2.3 Delete ILL records

  1. When the ILL is returned, delete the record. To do this, use the Delete Title, Call Number or Items wizard on the Items toolbar in Circulation, see section 8.2.3 for more information. 
  2. If the wizard will not let you delete the entire title, right click on Delete Title, Call Numbers or Items and select Properties. On the behavior tab, check the box for “Delete title when deleting last call number or last item” and then click OK. You will now be able to remove the entire record, including title, call number, and item.

5.3 Recognizing and creating On-order records

Most On-order records in the MSC correspond to items that are being managed in the Acquisitions Module. These records are updated to permanent record quality through the Acquisitions process and any holdings added to them will be on the full bib record. Unless you ordered your copy through Acquisitions you are not required to update these records but are encouraged to bring in records from OCLC of full permanent quality when they become available. Contact your mentor or the MSC staff if you do not know how to overlay the old record with the new one. It is most important to understand that though these records appear to be of poor quality you should still add your On-order copies to them to avoid duplicate records being created when the permanent bib record comes in.

Examples of On-order records created using the Acquisitions Module:
Example of on-order records created using the Acquisitions module
Note that this On-order record contains no page numbers or size in the 300 field, the encoding level in the leader is “8,” it only has an ISBN as a control number for matching, and it contains order information in the 947 field. In the item information, you will see that there are only call number records and the class scheme is ONORDER.

On-order records should not be confused with Cataloging in Publication (CIP) records (see section 5.4).

5.3.1 On-Order records created without Acquisitions Module 

You do not need to use the Acquisitions module to create your own On-order records. The preferred method of adding On-Order records is to attach your copy to an existing Acquisitions bib for new items, or to a full permanent bib record for replacement titles. If you are unable to find either of these two types of records you may need to create your own On-order record using the Add Brief Title wizard.  Use the Class Scheme ONORDER, Home Location CATALOGING or AVAIL_SOON. Follow the record standards for temporary records detailed in section 2.2.

If you do create your own On-Order record, once the item has been received, you will need to update the record to full permanent record standards as detailed in section 2. You can also update the record by transferring the item to a permanent bib record (section 8.1), or by overlaying the temporary bib with a new record. 

5.3.2 Honoring Release/Street dates for new materials

Please keep in mind that new materials should NEVER be made available or circulate to patrons before the specified release date. Publishers allow distributors and libraries to receive materials in advance as a courtesy to allow time for processing. Check the packaging slips from major vendors as they indicate the street date for time sensitive releases. You may catalog and process new releases in advance, but be mindful about street dates and do not allow patron to access these materials until the official release date.

Checking items out before the release date violates legal agreements and can jeopardize this privilege for all libraries.

5.4 Updating CIP records 

CIP stands for Cataloging in Publication. CIP records are created by the Library of Congress before a book is published. CIP records need to be updated to include information such as number of pages and size.  A publisher may change the layout or content of a title page so title information may need to be updated. CIP records are considered temporary bibliographic records in the MSC and need to be updated once the title has been published in order to conform to permanent records standards discussed in section 2.

5.4.1 Recognizing CIP Records

  1. Encoding Level 8 in the fixed fields
  2. 040 field has |a DLC |c DLC  to denote Library of Congress
  3. 300 field lacking physical description 
  4. 263 field with a projected publication date
CIP Record:
CIP record

5.4.2 Editing CIP records

To edit a CIP record in Workflows, select Modify Title listed under the Title Maintenance tab and then search for the record that needs to be updated. Click Modify. Click Save when finished editing. You may also edit a CIP record in OCLC before bringing it into the system. For help in how to edit in OCLC contact your mentor.

As a minimum, check the following fields and edit as necessary:

Fixed Fields (008) table at the top of the record
  1. Change the Enc_Lvl from 8 to K
  2. If the book is illustrated, change Illus: from blank to “a” for illustrations.  Add b if there are maps. 
  3. Check the date in Date 1, change if necessary
  4. Check Indx:, if there is an index, supply 1
  5. Check Biog:  a= Autobiography, b=Biography, c=Collected Biography, d=Some biographical material is included
Title (245 tag)
  1. Check subfields a and b (title and subtitle). They should match the title page exactly except for capitalization.  In the bib record, only the first letter of the title and proper nouns should be capitalized.  Do not abbreviate any words that are not actually abbreviated on the item.
  2. Check subfield c (statement of responsibility). It should match the title page. Records may include one, some, or all authors and additional information. 
Publishing information (260 or 264 tag)
  1. If you changed the Date 1 field in the 008, you must also change the date in the 260 or 264 tag.
  2. Some legacy records may have a 260 tag. These should be changed to 264 tags, as below.
            EXAMPLE:  260 _ _ |a New York : |b Kingfisher, |c 2013.
  1. Most records will have a 264 or series of 264 tags. The first indicator is blank and the second indicator determines the type of statement.  The most common 264 tag in CIP records will be the Publication Statement, or a 264 with a second indicator 1.
            EXAMPLE:  264 _ 1 |a Westport Connecticut : |b Libraries Unlimited, |c [1999]
  1. If a record contains unidentified information in subfields a, b, or c of a 264 _1 tag, then a 264 with second indicator 2 is required.  This will be rare in a CIP record.
        264 _1 |a Idaho : |b [publisher not identified],|c 1962.
        264 _2 |a Caldwell, Idaho : |b Idaho Distributing Co.
  1. RDA records may have a 264 with a second indicator 4 explicitly showing copyright date.   
      264 _1 |a New York : |b Nancy Paulsen Books, |c [2013]
        264 _4 |c ©2013

Projected Date of Publication (263 tag)
  1. Delete the 263 tag. 
Physical description (300 tag)
  1. Edit subfield a (extent): Enter the number of pages according to RDA standards, with no abbreviations. Input as 26 pages, or 32 leaves.  
  2. Edit subfield b (illustrations &/or maps): When the item has illustrations, maps, etc., fill in the information according to standard, with no abbreviations.
  3. Subfield c (size in cm): Height is measured in centimeters (always round up).  If the book is shorter than it is wide, measure both height and width (21 x 26 cm). 
            300 _ _ |a 265 pages : |b illustrations ; |c 28 cm

Bibliographical notes (504 tag)
Sometimes page numbers are left out in the CIP record; complete the information. Do not abbreviate.
            504 _ _ Includes bibliographical references (pages 389-412) and index.
            504 _ _ Filmography: pages 97-98.
Scan entire record for typos or other incomplete or missing information.

5.5 Cataloging book club kits 

Records for book club kits are considered permanent local records in the MSC. Book kits should have their own record, separate from the record for the book itself. Kits can share the same bibliographic record regardless of individual library kit contents. Local information about specific kit contents can be entered in note fields at the item level.

To create a new book club kit:
If a record for the title already exists in the MSC, you can create a new duplicate record and modify that. If there is no record for your kit’s title in the catalog, you will first need to import a record from OCLC (see section 3.3).
  1. Select Duplicate Title wizard, located in the Title Maintenance toolbar in Cataloging. 
  2. Search for the title you wish to create a kit record for. Click Duplicate.
  3. You will see the MARC record for the duplicated record. Please be sure to determine you are editing the duplicate record and not the original. Make the following changes to this record:
    1. Insert a 007 field for kit.
                        007 _ _ o 
    1. Leave the physical description (300) tag as it is.
    2. Add the following series tag: 490 _ 0 Book club kit
    3. Add the following subject tag: 653 _ _ Book group discussion kits.
    4. Delete OCLC tag (001).
    5. Delete OCLC tag (035).
    6. Delete any ISBNs (020).
      4. Click Save when you are finished.
      5. Add your call numbers and item(s).

5.6 Equipment/Local Record Cataloging

Equipment records describe permanent items that do not have their holdings reflected in OCLC. They therefore do not need to meet standards for permanent full bibliographic records. When Cataloging equipment/local items, it is important to consider the following factors before creating new records or attaching to existing records in the MSC:
  1. Does the item need to be discoverable by patrons in the OPAC?
  2. Does the item need to be tracked or excluded for circulation statistics?
  3. (How will the item circulate?) Does the item need to have due dates, accrue fines or be billed for loss? Does it need to be holdable?
The answers to these questions will determine what type of equipment/local record you should use.

5.6.1 Cataloging eReaders 

eReaders with preloaded content are local items that need to be searchable. Patrons will want to check out the eReader based on the titles that have been loaded onto it. This is in distinction to checking out a tablet with no preloaded content. When cataloging eReaders you will need to modify the properties of Add Brief Title in order to have all the required fields available to you.  Be sure to Select EQUIP for the Format and Use Entries to BRIEF. You will need to check the “Permanent” box and configure the other fields as needed for your library, with the exception of Item Type, which should be set to MEDIA-EQUIP.
Add Brief Title properties window

Below is a list of required fields. Remember that you are cataloging the device first and then the titles on it. You want the device to be searchable by the titles loaded onto, but it should be clear that the item is a device with pre-loaded content.
Ereader|b optional [b subfield can be used to reflect content or local library preference] e.g.  Ereader|bNonfiction, Fiction, Elementary level, etc.

Brand name of device. [Added title : repeatable for multiple variations such as Nook, Kindle, etc.]

1 electronic book reader [can use subfield |e to include chargers, headphones, etc.] 




This device is provided as READ ONLY. Do not alter content or use as a wireless device. Optional if the reader has preloaded contents that should be protected

Contents. [Use a Title / Author -- Title / Author format] *Be sure to omit definite articles such as [a, an, the]

Electronic book readers.

Item Type - use MEDIA-EQUP. Home location & Item cats – use local practices

* If desired, a formatted 505 contents field can be constructed using subfields t and r and g (title and responsibility and miscellaneous information). No spaces between the subfield and data. When entering titles please omit articles such as “a, an, the.” 
      505 00 |t Mirror /|r J.D. Robb --|t Once Lucky Vampire /|r Lynsay Sands.

Device information such as Model and Serial # should be placed in the staff notes field of the holdings page for inventory control and identification. Miscellaneous information in |g may include volume, part, page numbering or other extent information such as dates and duration.
      505 00 |t Quatrain II|g (16:35) --|t Water ways |g (1:57) --|t Waves|g (10:49).

5.6.2 General Equipment/Local Records

Equipment and local records that do not need to be discoverable by patrons can be handled similarly to eReaders, but only need a local record that facilitates circulation (checkout and fees/billing), inventory and/or statistics keeping. If your item checks out but does not need to be returned (e.g. free paperback collections, seeds, certain magazine collections), please see section 5.6.3 for ephemeral items cataloging.

Most equipment (e.g. TVs, cameras, DVD players) can be cataloged using the same Add Brief Title properties and procedure outlined for eReaders in section 5.6.1. However, as there is no pre-loaded content, these items do not need a formatted 505 field to make titles discoverable. 

Equipment/local records mainly facilitate circulation and are not designed to be discoverable by patrons, therefore attachment rules can be more relaxed. Unlike permanent full records, the use of the GMD (or subfield h of the 245) should include a concise description of the item. The 336 & 337 tags are not strictly necessary, but the 338 is required. It will always be the same field information as pictured. 

5.6.3 Records for use with Ephemeral Checkout

The Ephemeral checkout is used when you have items that you do not want to be officially checked out or returned, but you do want to keep track of how often these items are being used or taken. An example of this would be a free magazine section - patrons can grab magazines and never return them but you want to try to track how many times the magazines are going out. MSC best practices for Ephemeral checkout are described in supplemental document Creating and Using Ephemeral items. This document will assist staff in creating ephemeral records in order to record appropriate circulation statistics while preventing many titles in the catalog. It also describes circulation procedures for ephemeral items.

5.7 Creating permanent bibliographic records/adding titles in WorkFlows

For permanent local records not described above, you will need to use your judgement. In most other cases using the Add Brief Title wizard to catalog an item as described in section 5.1 will be adequate. If the appropriate tags for your permanent local item are not present, you may use the Add Title Wizard to create a record from scratch. 

Please keep in mind that the preferred method for adding original items to the MSC is to create unique records in OCLC using Connexion. Records can then be imported into the MSC using SmartPort or batch bibloading.  If you are unfamiliar with creating records in OCLC contact your cataloging mentor for advice. 

OCLC uploading
The MSC automatically uploads item additions and discards to OCLC monthly. Extracting additions and discards takes place early each calendar month through a report and extraction process done by system administrators. The process creates a file of all items with a Home Location of DISCARD and a file of all items newly created in the previous month.  OCLC receives the files electronically.  Based on the translation table established for the MSC, OCLC sets and deletes MSC library holdings on OCLC bibliographic records. The OCLC upload process updates MSC library OCLC holdings.  It does not include creating bibliographic (title) records in OCLC.  In order to create unique title records in OCLC, libraries are advised to use OCLC Connexion

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