Editing DLC or Good Member Copy (GMC)
EDITING DLC COPY
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 OCLC Bibliographic Formats and Standards.
Display bibliographic record*
To display the appropriate bibliographic record, search Sirsi by any of these:
- control number
- author
- title
- ISBN number
- ISSN number (serials)
- OCLC number.
1.2 Record verification
Verify that you have the correct bibliographic record; match all these elements:
- author
- title
- ISBN
- ISSN (serials)
- publisher
- date of publication
- edition
- DtSt (fixed field) – for current serials, make sure this = ‘c’.
1.3 Fixed fields
Edit fixed fields, checking:
Elvl. Encoding Level
- blank = full level
- 4 = core level
- 7 = minimal level
- 8 = CIP
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
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 (with the exception of conferences with a 111 Main Entry, where actual date of conference appears in call number). (NOTE*: for serials*, Date 1 matches the first date in 362 field instead of 260 |c.)
Ctry. Place of publication. 2-letter designations for all countries, with the exception of United States, United Kingdom, and Canada.
Examples: fr = France, it = Italy ; txu = Texas, US, enk = England, UK, onc = Ontario, Canada
(see OCLC/MARC Country List for Country Codes)
Lang. Language – main language of book (see OCLC/MARC Code Lists for Language Codes)
When cataloging DLC/GMC copy it is not necessary to edit the remaining fixed fields. Further information regarding fixed field codes and usage can be found in OCLC’s manual Bibliographic Formats and Standards (see Reference Sources, Section I, Chapter I for URL or see Cataloging Department’s homepage).
1.4 Variable fields
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. There may be separate ISBNs (both 10 & 13-digit versions) for: dual publishing houses, hardback & paperback, as well as E-books. In some instances the 10-digit ISBN will appear on both book cover and t.p. verso, whereas the 13-digit ISBN will only appear on the cover. Some libraries continue to place 13-digit ISBNs in an 024 field, with a first indicator of 3. These should be changed to 020 (no indicator).
022. ISSN number: standard number for serial (may appear on front or back cover, masthead, title page verso, etc.).
024. See 020 above
050. Library of Congress call number
082. Dewey Decimal call 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.
090. Local call number
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.
Name Authority – 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, Section VI, Chapter A)
- 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 question mark (?) before the tag, and place in the DBM basket. Date and initial the print-out.
*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.
Filing indicators – 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 – 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.
Filing indicators – 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.
245 00 Essays on Kant.
(no 1XX field, no beginning article)
100 1_ Kant, Immanuel,|d 1724-1804.
245 10 Notes and fragments.
(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 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 …
Second filing indicators (246):
_0 = portion of title
_1 = parallel title
_2 = distinctive title (serials)
_3 = other title (serials)
_4 = cover title
_5 = added title page
_6 = caption title
_7 = running title
_8 = spine title
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.
263. Projected date of publication (month & year)
300. Physical Description
|a pagination - number of consecutively numbered pages; 1 v. (various pagings) for non-consecutively numbered pages. Plates are noted here, following pagination, with the number of plates in brackets if unnumbered in the book, or unbracketed if numbered
300 xvi, 250 p., [8] p. of plates …
|b ill. – any illustrations (with maps noted specifically)
|c size of the book in centimeters. If size is 42 cm or larger, item type is OVERSIZE
|e [# and type of computer disk]:
;|c24 cm. +|e1 computer disk (3 ½ in.)
or:
;|c24 cm. +|e1 laser optical disc (4 ¾ in.)
For CIP cataloging, fill in required elements of the 300 field as above.
310. Current Publication Frequency [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 [Serials] – Check numeric/chronological designation against item; if different, either add new numbering to this field or describe in a 515 note.
362 0 Vol. 1, no. 1 (June 1962) – v. 29, no. 4 (Mar. 1991); no. 116-
First filing indicators (362):
0_ = formatted
1_ = unformatted
400, 410, 411. Series Statement / Personal, Corporate or Conference Names.
440. Series Statement / Added Entry – Obsolete field. Use 490 field now for all series statement.
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.
First filing indicators (490):
1_ = Series title traced differently - there is an 8xx field.
0_ = Series title not traced
500. General Note: Any notes which will further describe features of this particular work (see 500 Notes We Find Useful).
504. Bibliography, Etc. Note
505. Contents Notes: titles and authors of articles or chapters in the book.
515. Numbering Peculiarities Note [Serials] – For frequency changes too complicated for the 362 field.
546. Language notes.
586. Awards 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.
2. EDITING GOOD MEMBER COPY
For Good Member Copy (GMC), follow same procedures as above. Special care should be paid to both call numbers 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.
Prepared by: Robert Estep
Last updated: September 20, 2011
Index Terms: Editing, DLC copy, CIP copy, GMC copy, fixed fields, variable fields, ISBN, ISSN, OCLC control number, call number, main entry, name authority, title, uniform title, date of publication, series, 5XX cataloging notes.