EDITING DLC OR GOOD MEMBER COPY (GMC)
The bibliographic record is edited to provide the most accurate description of the book in hand. All pertinent information in the bibliographic record is checked against the book to be sure it matches exactly. Descriptive information and input standards used by Fondren Library are found in Bibliographic Formats and Standards.
1. To display the appropriate bibliographic record, search Sirsi by any of these:
control number
author
title
ISBN number, or
ISSN number
OCLC number.
2. Verify that you have the correct bibliographic record; match all these elements:
author
title
ISBN, or
ISSN
publisher
date of publication
edition
DtSt (fixed field) – for current serials, make sure this = ‘c’.
3. Edit fixed fields, checking:
Elvl Encoding Level blank = full level, 8 = CIP
Lang Language main language of book (see OCLC/MARC Code Lists for language codes)
Date 1 date of publication, copyright or printing date (latest date). This date will also be |c of the 260 field and the date in the call number. (NOTE: for serials, Date 1 matches the first date in 362 field instead of 260 |c.)
DtSt Type of date s = single date, r = reprint, t = pub date and copyright date, c = currently published (serials), d = ceased (serials), m = multiple dates
4. Verify and edit the variable fields:
010 - LC control number
020 - ISBN number: the number on the cover of the book takes precedence over the one on the title page verso. If it is a dual publication, there should be a field for each ISBN number.
022 – ISSN number: standard number for serial (may appear on front or back cover, masthead, title page verso, etc.).
086 - Government Documents Classification Number. If the book is about an individual state, cataloger can receive it. If the book deals with the federal government, check with Government Publications to see if they will receive a copy. If so, the book in hand should be returned.
100 - Main Entry -- Personal name
100:0 - forename
100:1 - single and compound surnames
100:2 - compound surname (Obsolete)
* *100:3 - family name
110 - Main Entry -- Corporate name
111 - Main Entry -- Conference name.
Names must be in exactly the same form as in the Name Authority record.
NOTE: The cataloger confirms that there is an authority record in Sirsi for names which are not straightforward and for names which have 4xx (qualifying) fields on Library of Congress name authority (LCNA) records. (See Name Authorities Guidelines)
If the name is not in the Sirsi authority file, search the LCNA file. If the LCNA contains a 4XX field, report to DBM in one of two ways:
- print a copy of the bibliographic record, put the LCNA number at the end of the name, circle the tag (100, 710, etc.), write NA with the date and cataloger’s initials in the upper right-hand corner of the print-out and place in the Database Management basket, or
- print name authority record, write NA with the date and cataloger's initials in the upper right-hand corner of the print-out, and place in the Database Management basket to be added to the Sirsi authority file.
When there is no authority record in Sirsi or OCLC, print the bibliographic record, circle the tag, put a ? before the tag, and place in the DBM basket.
130 - Main entry -- Uniform title - title by which a work is identified for cataloging purposes when the work has appeared under varying titles. When the work is a translation add a subfield |l with the language of the translation. When the main entry is an author (100, 110, or 111 field), use field 240 for the uniform title.
NOTE: Check filing indicator, whenever present, for accuracy.
The first indicator in field 130 shows the number of nonfiling characters. The number of nonfiling characters is equal to the number of characters in the article, plus spaces, punctuation, and diacritics that precede the first significant word. If the title does not begin with an article, the first indicator is 0. Current practice is to enter a uniform title without articles and use 0.
Example: 130 0 Blaue Engel.
240 - Uniform title - title by which a work is identified for cataloging purposes, when the work has appeared under varying titles. As in the 130 (Main Entry) field above, if the work is a translation there must be a subfield l with the language of the translation. In the 240 field the second indicator shows the number of nonfiling characters; current practice, as in the 130 field, is to enter the uniform title without article and use second indicator 0.
245 - Title statement
|a title as it appears on the title page of the book in hand.
|a [serials] if title on piece differs, replace 245 with newer title and move old title to a 247
note.
|b subtitle(s) - use a colon to separate subtitle elements; use = to separate parallel titles.
|c statement of responsibility - authors, editors, photographers, translators, anyone who contributed to the book - separate elements with semicolons.
|c [serials] if issuing body on piece differs, replace 245 with current name and include
superseded information in a 550 note.
NOTE: In a 245 field the first indicator shows whether there is to be an added entry for title, i.e. whether a 1XX field is present. The second indicator shows the number of nonfiling characters. NOTE: Check filing indicator, whenever present, for accuracy.
The filing indicator shows the number of nonfiling characters. The number of nonfiling characters is equal to the number of characters in the article, plus spaces, punctuation, and diacritics that precede the first significant word.
If the title does not begin with an article, the filing indicator is 0.
Example: 245:00 = no 1XX field, no beginning article
245:10 = 1XX field, no beginning article
246 - Varying Form of Title - Enter varying forms of the title – portion of title, cover title, etc.
Do not enter initial articles in |a
For a title with an ampersand or numeral in the first 5 words of the 245 field, there must be a 246 with “and” or the numeral spelled out.
Example: 245:00 Me & my shadow 245:00 1001 Arabian nights
246:3 Me and my shadow 246:3 One thousand one …
260 - Publication, Distribution, Etc.
|a place
|b publisher/distributor - taken from the title page, t.p. verso, or colophon.
|c date of publication
|c [serials] if place and/or publisher differs, update 260 and include superseded
information in a 500 note.
300 - Physical Description
|a pagination - number of consecutively numbered pages; 1 v. (various pagings) for non- consecutively numbered pages.
|b ill. - maps, plates, any illustrations.
|c size of the book in centimeters. If size is 42 cm or larger, item type is OVERSIZE
|e [# and type of computer disk] ex. +|e1 computer disk (3 ½ in.) or +|e1 laser optical disc
(4 ¾ in.)
NOTE: For CIP fill in required elements of the 300 field as above.
310 – Current Publication Frequency - for serials make sure frequency matches that described in
item; if different, put current frequency in 310 and move old frequency to 321; add subfield |f to both notes to indicate dates each frequency was in effect.
362 – Dates of Publication and Volume Designation - for serials check numeric/chronological designation against item; if different, either add new numbering to this field or describe in a 515 note.
ex. 362 0 Vol. 1, no. 1 (June 1962) – v. 29, no. 4 (Mar. 1991); no. 116-
362 0 = formatted
362 1 = unformatted
400, 410, 411 - Series Statement / Personal, Corporate or Conference Names.
440 - Series Statement / Added Entry Title is traced
Second indicator shows number of non-filing characters
490 - Series Statement Title is not traced or is traced differently
First indicator shows whether series is not traced or is traced in a different form
490:1 - Series title traced differently - there is an 8xx field.
490:0 - Series title not traced
500 - General Note: Any notes which will further describe features of this particular work. For examples see section 500 Notes We Find Useful.
504 - Bibliography, Etc. Note
505 - Contents Notes: titles and authors of articles or chapters in the book.
515 – [Serials] Numbering Peculiarities Note: for frequency changes too complicated for the
362 field.
546 – Language notes.
590 – Gift notes, notes indicating temporary locations, status (‘currently on CD STO-decision shelf’ ; ‘defective copy’), or notes for accompanying materials (see: Mixed Media).
6xx - Subject fields are checked for typos and egregious errors.
600, 610, 611 - Names must meet guidelines for name authorities. (See 100 field discussion)
7xx - Authors, editors, contributors to the book. Names must meet name authority guidelines or print-outs must be sent to DBM. (See 100 field discussion)
780 & 785 – [Serials] If a previous or later title is included in a linking field, search Sirsi for these titles also; if earlier or later holdings are found, consider treating as a title change rather than as an entirely new record.
800 – Series added entry, personal name. Traced form of series title from 490.
Indicators are same as for 100 field.
830 - Series added entry, uniform title. Traced form of series title from 490.
Second indicator shows number of non-filing characters.
For Good Member Copy (GMC) follow same procedures as above. Special care should be paid to both call # and subject headings for validity and accuracy. Also, any purely local subject headings (easily identifiable by unusual indicators or by language other than English) should be deleted.