Cataloging Practices Manual [CPM-250]


Bibliographic Record Procedures


    CIP (Cataloging in Publication) records are Library of Congress records based on prepublication information provided by the publisher.

    Use these procedures to complete CIP records in CLIO. These instructions describe procedures that are unique to CIP records. All other instructions regarding bibliographic and holdings records are in effect and they are not repeated here. When processing CIP records particular attention should be paid to North American imprints (e.g. YBP supplied monographs).

  2. How to recognize CIP records

    -Encoding Level 8 and 040 field has $a DLC $c DLC
    -Physical description lacking in 300 field
    -Record has a 263 field with a projected publication date

  3. Procedures

    1. Bibliographic record

      Proofread bibliographic data according to the copy editing guidelines in CPM 200, paying special attention to the following areas:

      1. Fixed fields:

        • E/L: change the encoding level in E/L from 8 to blank.
        • DT/1: if necessary adjust the date found in DT/1 to agree with the publication date found in the book.
        • ILLUS: if the book contains illustrations of any kind, enter a into ILLUS.

      2. Variable fields:

        • 040: add $dNNC
        • 050: If the publication date in the call number is incorrect, correct it in the 050 field.
        • 100: check to be sure that the author in the 100 field is listed first on the title page if there is more than one author. If a different author is listed first on the title page, replace the name in the 100 field with the author listed first on the title page and also make the necessary change to the 245 $c (see below).
        • 245: make any necessary adjustments to the title and statement(s) of responsibility in order to match the book in hand. Pay particular attention to subtitles and the order in which multiple authors are listed.
        • 260: adjust the date in $c to match the book in hand, if necessary.
        • 300: add the physical description to the 300. If the book has complicated or irregular paging, consult a supervisor. Describe all illustrative matter as ill. Measure the height of the book in centimeters, rounding up to the next whole centimeter, e.g. 26 cm., not 25.1 cm. Delete any volumes held by the Library of Congress recorded between angled brackets.


          300: : $a xxi, 120 p. : $b ill. ; $c 23 cm.

          300: : $a 2 v. ; $c 23 cm.

          300: : $a 321 leaves ; $c 24 cm.

          300: : $a v. ; $c 25 cm.

        • 4XX:

          Accept all series statements/tracing as is. Search all numbered series statements appearing in a record. If the record lacks a series statement but the book in hand clearly is a part of a series, 4XX/8XX has to be added with all required delimiters including subfield v. Do not add subfield x (ISSN number) to the record but accept if it is already in the copy. Omitted series may appear in the colophon, on a jacket, the cover, or a flap. DO NOT search for series in the text itself. When in doubt, consult supervisor. Follow procedures described in CPM-327 to determine series treatment in CLIO. If determined that the piece in hand is part of a serial or an analytic, route as appropriate.

        • If there is a series in the record, but no series statement appears in the book, delete the series statement from the record. (If the only appearance of a series statement is in the CIP information, disregard it and delete the series statement from the record.)

        • 504: if the item contains bibliographic citations in any form, input the following note in the 504 field: Includes bibliographical references. If the item has a single bibliography, add pagination/foliation to the note.


          Includes bibliographical references (p. 310-325)

          Includes bibliographical references (leaves 114-115)

          Includes bibliographical references (v. 5, p. 407-409)

    2. MHLD

      If the item uses LC classification, use the F5 macro to copy the call number from the bibliographic record into MHLD. If the publication date in the call number is incorrect, correct it both in the bibliographic and holdings records. Do not add a g to the call number when the only change you have made is to correct the publication date.

      If you have changed the name of the author in the 100 field to reflect the order of the authors as listed on the t.p. of the book, adjust the final cutter of the call number to match the new main entry. In this case, add the work letter g to the call number (and correct the date, as well, if necessary).

    3. Statistics

      Count as copy using the appropriate statistics macro.

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Last updated: 02/18/10 ink