Editing DLC Or Good Member Copy (GMC)
1. INTRODUCTION
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.
2. EDITING DLC RECORDS
2.1 Locate and verify record
Search. Display the appropriate bibliographic record, search Sirsi by any of these:
- control number
- author
- title
- ISBN
- OCLC number
Verify. Verify that you have the correct bibliographic record; match all these elements:
- author
- title
- ISBN
- publisher
- date of publication (or copyright date)
- edition
- DtSt (fixed field)
2.2 Edit fixed field. Check the following:
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.
DtSt (Type of date).
- s = single date
- r = reprint
- t = pub date and copyright date
- m = multiple dates
2.3 Edit variable fields. Verify and edit the variable fields as follows:
010. LC control number
020. ISBN; 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.
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.
1XX. Main entry
100. Personal name; set the first indicator as follows:
0 forename
1 single and compound names
2 compound surname (Obsolete)
3 family name
110. Corporate name
111. Conference name
Authority work. Names must be in exactly the same form as in the Name Authority record. 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.
Index terms. Provide as many terms as necessary to be included in the index. Index terms can come from the chapter title or body and should provide good subject access to the chapter.
Page number. The page number is centered in the footer. The page number will automatically index and does not need to be manually edited.
130. Uniform title. This is the 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.
Filing indicator. 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:
130 0 Blaue Engel.
240. Uniform title. This is the 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.
Indicator 1. 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.
Indicator 2. The second indicator shows the number of nonfiling characters; be sure to check the filing indicator, whenever present, for accuracy. 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:
245 00 Essays on Adam Smith.
(no 1XX field, no beginning article)
245 10 Essays on actions and events.
(1XX field, no beginning article)
Subfields.
|a = Title as it appears on the title page of the book in hand.
|b = Subtitle(s); use a colon to separate subtitle elements; use an equals sign (=) to separate parallel titles.
|c = Statement of responsibility: authors, editors, photographers, translators, anyone who contributed to the book; separate elements with semicolons.
246. Varying form of title. Enter varying forms of the title here – portion of title, cover title, etc. Do not enter initial articles in subfield |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:
245 00 Me & my shadow
246 3_ Me and my shadow
245 00 1001 Arabian nights
246 3_ One thousand one Arabian nights
260. Publication, distribution, etc.
|a place
|b publisher/distributor - taken from the title page, t.p. verso, or colophon.
*|*c date of publication
300. Physical description. Check and edit as necessary. For CIP cataloging, fill in required elements.
|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, if applicable:
300 … +|e1 computer disk (3 ½ in.)
300 … +|e1 laser optical disc (4 ¾ in.)
4XX. Series statement.
400. Personal name
410. Corporate name
440. Title entry if title is traced; second indicator shows number of non-filing characters
490. Title entry if title is not traced or is traced differently; the first indicator shows whether series is not traced or is traced in a different form:
490 1_ Lectures in science
(series title traced differently; there will also be an 8xx field)
490 0_ Lectures in science
(series title not traced)
500. General note. Any notes which will further describe features of this particular work (for examples, see section "5XX Notes We Find Useful").
504. Bibliography, etc. note
505. Contents notes. Titles and authors of articles or chapters in the book.
546. Language notes.
590. Local notes. Include 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)
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.
3. EDITING GOOD MEMBER COPY (GMC)
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.
4. EDITING COPY FOR CONTINUING RESOURCES
In general, follow the procedures for DLC or GMC as given above. However, for certain fields, use the following guidelines for continuing resources.
4.1 Locate and verify record
Search. In addition to the options listed above, use:
- ISSN (instead of ISBN)
Verify. Follow the procedures listed above, except use:
- ISSN (instead of ISBN
2.2 Edit fixed field. In addition or instead of the procedures above, check the following:
Date 1. For serials, this date should match the first date in the 362 field, not the publication date given in field 260 |c.
Date 2. For current titles, this field should contain the numbers: "9999". For titles that have ceased, it should contain the date of cessation from the 362 field.
DtSt (Type of date). Continuing resources use only the following values in this field:
- c = currently published
- d = ceased
- u = status unknown
2.3 Edit variable fields. In addition to the field guidelines given above, verify and edit the following fields:
022. ISSN. Standard number for serial. This may appear on the front or back cover, masthead, title page verso, etc.
245. Title statement.
Subfields.
|a = Title. If title on the piece differs from the title in the bib record, use the newer title in the 245 field and move the old title to a 247 field.
|c = Statement of responsibility. If the issuing body on the piece differs from the one in the bib record, use the newer issuing body in the 245 field and include the superseded information in a 550 note.
260. Publication, distribution, etc.
|a = Place. If the place of publication on the piece differs from the record, use the newer place in the 260 field and include the superseded information in a 500 note.
|c = Publisher/distributor. If the publisher on the piece differs from the record, use the newer publisher in the 260 field and include the superseded information in a 500 or 550 note, as applicable.
310. Current publication frequency. Make sure the frequency matches that described in the item. If it differs, put the most current frequency in field 310 and move the old frequency to field 321. Add a subfield |b to both notes to indicate the dates each frequency was in effect. If the exact dates are unknown, give the first and/or last dates available and include in angle brackets:
310 Monthly,|b <2002->
321 Bimonthly,|b 1995-
362. Dates of publication and/or sequential info. Check the numeric/chronological designation in this field against the item. If they differ, either add the new numbering to this field or describe in a 515 note, as applicable:
362 0_ Vol. 1, no. 1 (June 1962)-v. 29, no. 4 (Mar. 1991); no. 116-
362 0_ Vol. 1, no. 1 (June 1962)-
515 Vol. numbering dropped in 2000.
Indicators. The first indicator indicated whether the note is formatted or unformatted.
0 formatted; the first and/or last issue is in hand
1 unformatted; the first and/or last issue is not in hand, but the info. is known
362 0_ Vol. 1, no. 1 (June 1962)-v. 29, no. 4 (Mar. 1991).
362 1_ Started with v. 1, no. 1 (June 1962); ceased with v. 29, no. 4 (Mar. 1991).
There can be up to two 362 fields (one with each indicator) in the bib record.
362 0_ Vol. 1, no. 1 (June 1962)-
362 1_ Ceased with v. 29 in 1991.
If there is no information on either the first or last issue, do not include a 362 field.
515. Numbering peculiarities note. Use this note for frequency changes too lengthy or complex to indicate in the 362 field.
550. Issuing body. Include information about the issuing body if one exists. An issuing body is the agency or institution responsible for the content of the work; it may or may not also be the publisher.
580. Linking entry complexity. Use this field for notes on title splits or mergers, or for title change information too complex to indicate in the 7XX fields (see below).
780, 785. Preceding title, Succeeding title. 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 the title in hand as a title change rather than as an entirely new record (see: "Serials Cataloging Procedures" for guidelines).
Prepared by: Robert Estep
Last updated: September 16, 2011
Index Terms: