Cataloging Practices Manual [CPM-206]


Bibliographic Record Procedures


Note: These instructions describe variant edition cataloging of RDA records. RDA records are indentified by $e rda in the 040 field. If the variant edition record is based on AACR2 record, use CPM-205

These instructions are unique to RDA records; use them to complete variant edition cataloging in CLIO. All other copy cataloging instructions regarding bibliographic and holdings records remain in effect and are not repeated here.


  1. After determining that there is no exact matching copy for book in hand and a standard RDA record (as defined in CPM010 and CPM011), has been found for a variant edition, use one of the following methods to create the record in CLIO:

      • Use the Copy Command (Records-Copy or Alt + R + Y) to create a new bib record.

    1. Variant edition is from a record found in OCLC and item in hand has no tracking record in CLIO:

      • Use the Export command to according to guidelines.

    2. Variant edition is from a record found in OCLC and tracking record exists in CLIO:

      • Use the Export command according to guidelines
      • If necessary, Create matching 035s in both the new record and tracking record for merging
      • Merge edited record into CLIO

  2. Once the record is in CLIO, edit it to match the book in hand, paying particular attention to the following areas:



      • Record Status - Leave as is
      • Type of record - Leave as is
      • Bibliographic level - "m" for monographs
      • Type of Control - Leave as is
      • Encoding level - Set to "_" (blank) Full level, but leave E/L 7 as is
      • Cataloging form - "i" (ISBD)


      • Add or delete as necessary.
      • To delete, open the 006 by clicking on its button, select "delete" and close in CLIO.


      • Add or delete as necessary.
      • To delete, open the 007 by clicking on its button, select "delete" and close in CLIO


      • Code 008 fixed fields to reflect edition in hand, paying special attention to Date, Place, Form and Language.
      • Cataloging Source should be set to d 'Other' for full level original cataloging and "blank" for PCC.
      • Pay attention to Form of item, for print monographs it should be blank.
      • Replace fill-in characters with valid codes.


      1. Delete:
        • 010 field
        • 011 field which is obsolete, replace with a field 776 if appropriate
        • all 019 fields
        • 020 (if not in book) or adjust to reflect edition in hand
        • all 035 fields
        • 042 field
          Exception: if the 042 contains the code pcc and no headings are being changed or added, retain the 042 in the record. See also PCC RECORDS
        • 049 field (if in record)
        • 082 if present

      2. Add or change:
        • 010: edit to match the item in hand. When cataloging a microform or photocopy reproduction from the book record, replace the 010 with a field 776
        • 020: edit to match the item in hand
        • 040: $a NNC $b eng $e rda $c NNC
        • 050 _4: input or adjust call number Go to Classification section
        • 090: if there are both a 050 and a 090 field, delete the 090. If there is no 050, re-tag the 090 to 050 _4.
        • 1XX: If the book has several authors, enter the first named author even if there are more than three. For a compilation (when you can't tell who wrote what in the book) enter under title. All authors should have a relationship designator "author" in subfield e. Precede $e with a comma unless there is a hyphen.

          100 1 Luthans, Fred, $e author.
          100 1 Delano, Poli, $d 1936- $e author.

        • 245: edit the 245 field to match the item in hand. In the statement of responsibility, transcribe all names, include professional or vocational titles if they appear with the name:

          245 10 a Gender, military effectiveness, and organizational change : $b the Swedish model / $c Robert Egnell, Visiting Professor and Director of Teaching, Center for Security Studies, Georgetown University, USA.

        • 250: add or edit 250 to match the item in hand. Do not abbreviate the edition statement unless abbreviated in the book.

          250 $a Tenth edition. (in the book: Tenth edition)
          250 $a 6. Aufl. (in the book: 6. Aufl.)

        • 264: if the source record has used 260, recode as 264 _1. See MARC standards for field 264

          Transcribe the place of publication and publisher name as found, do not abbreviate. Use abbreviations only if they are used in the book. If there is more than one place of publication, transcribe only the first one. Do not transcribe distributor statements. If the place is unknown, try to guess the place or the country (e.g. [U.S.?]). If there is no publisher use the phrase .publisher not identified. in square brackets. Bracket every element separately. Consult a supervisor if in doubt. If the place, publisher or date are found only in the CIP statement, they must be bracketed.

          264 _1 $a [Seattle?] : $b [publisher not identified], $c [1967]

          Date in 264: adjust the date in $c to match the book in hand, if necessary. Note that the copyright date can't be entered by itself in an RDA record. If the book has no publication date, the copyright date should be entered as a supplied publication date, in brackets and without any copyright symbol. Optionally, the copyright date may also be entered in another 264 field (264_4) after the actual or supplied publication date using a copyright symbol or spelled out word "copyright" instead of the © whichever appears on the item.

          in the book: copyright 2010, in the record:

          264_1 $a London : $b Routledge, $c [2010]
          264_4 $c ©2010

          in the book: published 2010,© 2010, in the record:

          264_1 $a London : $b Routledge, $c 2010.
          264_4 $c ©2010

          Please note that in the last example when both the publication and the copyright date are present, the dates in the 008 fixed fields should look like this: publication status: t, date 1: 2010, date 2: 2010

        • 300: do not use abbreviations, use the word "unnumbered" rather than brackets, do not use period after "cm" unless there is a 490 field in the record

          300 $a lxxiii, 1532 pages : $b illustrations ; $c 27 cm.
          490 1 $a American casebook series

          300 $a 308 pages, 8 unnumbered pages of plates : $b illustrations ; $c 25 cm
          No 490 field in the record

        • 490/830: series from the previous edition may not be present, be sure to add or remove according to the item in hand. Check NAF in OCLC for the established form and transcribe 490 according to the series statement in the book and 830 to match the series authority record statement adding volume number in $v if necessary. If the series has not been established, transcribe it as it appears in the book both in 490 1_ and 830 _0.

          490 1_ Narrativa ; $v volumen 5
          830 _0 Narrativa (Ediciones Antigona) ; $v v. 5.

        • 5XX: Do not use abbreviations in the notes.

          504 Includes bibliographical references (pages 261-296) and index.

        • 700: Enter additional authors and editors in 700 field, add a relationship designator in $e. Do not use "editor of compilation".

          700 1 Loney, Alan, $d 1940- $e author.
          700 1 Pascoe, David, $d 1950- $e editor.

      3. If any field needs to be added, consult Copy Review Guidelines, CPM-200
      4. Delete any 9xx fields.


      1. If access points are added to the variant edition record, verify them in the NAF in OCLC; if a heading is not found in any authority file, consult supervisor.
      2. Verify series following local series verification procedures.


      1. Materials using LC classification

        1. If record being modified has an LC call number, use the same call number for book in hand EXCEPT modify or add the date of publication as the last element, as necessary. Check for duplication for all call numbers not assigned by LC (i.e. not in 050 00)

          Consult Formatting Call Numbers if necessary

        2. If the record lacks 050, assign it or route to a call number specialist.

          1. Add or adjust the 050 field in the BIBLIOGRAPHIC RECORD
            • Leave the 1st indicator blank and input a second indicator 4
            • Include appropriate date but not work letter
          2. Use the F5 macro to copy call number into the 852 field of the MFHD ; add work letter if appropriate.
            Go to Call Number Copying

      2. Materials not using LC classification--Follow appropriate procedures for assigning the call number and code it in the copy holdings record.

  3. STATISTICS -- Count as Original cataloging (CTRL + 3 macro) or pcc (CTRL + 2 macro) as appropriate.
    Go to Processing Production Statistics

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Last updated: 04/17/15 ink