Cataloging Practices Manual [CPM-252]


Bibliographic Record Procedures


    CIP (Cataloging in Publication) records are Library of Congress records based on prepublication information provided by the publisher. Starting in 2010 CIP records are also created according to RDA (Resource Description and Access) rules and can be found in OCLC.

    Use these procedures to complete RDA CIP records in CLIO. These instructions describe procedures that are unique to RDA CIP records. All other instructions regarding bibliographic and holdings records are in effect and they are not repeated here. This document describes a CIP completion for RDA records, see CPM 250 for completing CIP according to AACR2 rules.

  2. How to recognize RDA CIP records

    -Encoding Level 8 and 040 field has $a DLC $e rda $c DLC
    -The Cataloging Form in the Leader will be i (ISBD) not a (AACR2)
    -Physical description lacking in 300 field
    -Record has a 263 field with a projected publication date
    -Record has new 3XX fields (fields most commonly seen in an RDA record are 336, 337, and 338)

  3. Procedures

    1. Bibliographic record

      Proofread bibliographic data according to the copy editing guidelines 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).

          Also note that the "rule of three" is not applicable in RDA like it is in AACR2, i.e. following AACR2 rules if there are more than three authors listed, only the first one would be indexed. In RDA either all of them or just the first named author may be entered into the record. Do not add author names if they are not in the record already.

        • 245: make any necessary adjustments to the title and statement(s) of responsibility in order to match the book in hand. Do not abbreviate any words not actually abbreviated on the item and do not change any capitalization used in the record. Pay particular attention to subtitles and add them in 245 $b if they are lacking (please note that $b is optional in RDA and may not be included in the record). Also pay attention to the order in which multiple authors are listed in 245 $c and adjust to match the order in the book, if necessary.

        • 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 after the actual or supplied publication date using a copyright symbol or spelled out word "copyright" instead of the © whichever appears on the item.


          on the book: copyright 2010, in the record: $c [2010] or $c [2010], copyright 2010.

          on the book: published 2010, ©2010, in the record: $c 2010 or $c 2010, ©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 may look like this: publication status: t, date 1: 2010, date 2: 2010

        • 300: add the physical description to the 300. If the book has complicated or irregular paging, consult a supervisor. Describe all illustrative matter as illustrations, according to RDA the word has to be spelled out. Measure the height of the book in centimeters, rounding up to the next whole centimeter, e.g. 26 cm, not 25.1 cm. In general, do not abbreviate terms used in the physical description except for time and dimensions:

          300: : $a 1 videodisc (73 min.) ; $c 4 3/4 in.

          Metric symbols cm for centimeters are not abbreviations.

          Delete any volumes held by the Library of Congress recorded between angled brackets.


          300: : $a xxi, 120 pages : $b illustrations (some color) ; $c 23 cm

          300: : $a 2 volumes ; $c 23 cm

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

          300: : $a volumes ; $c 25 cm

          Note that in RDA "pages" and "illustrations" are spelled out and there is usually no period after cm. However, if cm is at the very end of the 300 filed and there is a 4XX field in the record, then it is supposed to have a period after it.

        • 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. Please note the spelled out forms in the examples below.


          Includes bibliographical references (pages 310-325)

          Includes bibliographical references (leaves 114-115)

          Includes bibliographical references (volume 5, pages 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: 01/13/12 ink