Cataloging Practices Manual [CPM-011]


Pre-cataloging Procedures
  1. Background

    Consider a monographic bibliographic record found in OCLC to be standard copy for cataloging purposes if it falls into one of the groups listed below. Any record that does not meet these criteria is considered non-standard copy. If a record meets the standard criteria listed below but lacks a usable call number it is still considered standard.

  2. Monographic records in OCLC are considered standard copy if they meet one of the following sets of criteria:

    1. PCC records

      • 042 = pcc
        If medical subject headings (MeSH) are the only subject headings on the record, consult a supervisor.

    2. LC copy or Casalini "core" level cataloging

      • 040 includes DLC or ItFiC and
      • 010 is present in DLC records and
      • 050 is present and
      • ELvl = , 1, 4, or 8

    3. LC minimal level cataloging copy for belles lettres materials

      • Item in hand is fiction, drama or poetry and
      • 040 includes DLC and
      • 010 is present and
      • ELvl = 7

    4. Member copy

      • ELvl = I, K, L, M or 8 and
      • Fixed fields for Dates, Ctry and Lang are complete and
      • 040 does not include NLM (see below for the definition of standard records that include this symbol) and
      • There is 040 $b eng (e.g. 040 $a STF $b eng $c STF) or there is no 040 $b and
      • If the work is non-fiction, at least one 6XX is present with second indicator 0.

    5. Member copy that includes NLM in the 040

      • The last subfield present in the 040 is not NLM or
      • If the last subfield present in the 040 is NLM, an American library (other than NLM) is present earlier in the 040. In case of doubt, consult a supervisor.

  3. If the encoding level is J, do not use the record. There should be a better record or there is some other problem that may require a supervisor.

    According to OCLC, Encoding Level "J" indicates that the originating agency (usually the Library of Congress, but may be NLM, NLC, or the British Library) has canceled the record. The canceled record may have duplicated another record, it may be a monograph being consolidated into a serial, or it may represent an item that was never published.

    OCLC processing sets the Encoding Level in the existing database record to "J" when such a cancel transaction is received and removes the originating library's holdings symbol. After 30 days the record is deleted from the database if there are no holdings attached. When holdings are attached, the record is retained permanently.

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    Last updated: 03/20/12 ink