Cataloging Practices Manual [CPM-168]


Record Creation Procedures


Create a preliminary bibliographic record if there is no usable copy when placing an order or processing items for precataloging backlogs. Follow the general preliminary record instructions and use the following instructions for the special features of monographs. Also use these procedures for microform reproductions or photocopies of monographs.

Go to Preliminary Bibliographic Records: Overview

Include the fixed and variable fields included in this document.

It is not necessary to include diacritics in a preliminary record.

Go to Example


    Click on Record on the menu bar, and from the drop-down menu select New >Bibliographic. The "Select bibliographic Template" dialog box will open. Click on the folder called Bibliographic Templates and then click Open. All the available bibliographic record templates are listed. Click on preliminary record for books.tem if cataloging a monograph. If the item in hand is not in book format, consult supervisor on how to create template for a particular format. A new bibliographic record opens on the desktop for editing. Note that the title bar says [New bib record]. Fill in the fixed and variable fields as follows:


    1. In the leader of the bibliographic record the Encoding level should be coded 5.

    2. In the 008 field of the bibliographic record input Date(s) of publication. If there is no date, supply a date for the century or decade, to the best of your knowledge. Use the code u in the fixed field(s) for any unknown date element.


      260 $c [19--] Date 1 19uu

      260 $c [199-] Date 1 199u

      260 $c 1996. Date 1 1996 260 $c 1996-1997. Date 1 1996 Date 2 1997

    3. In the 008 field of bibliographic record use a drop-down menu to code the Place of publication.

      Go to US MARC Country of Publication codes

    4. If the work is a reproduction use one of the following codes in the Form of item in the 008:

      • microfilm = a
      • microfiche = b
      • micro-opaque = c
      • photocopy = r

    5. In the 008 field of bibliographic record use a drop down menu to code the Language.

      Go to US MARC Language Codes


    1. 020 (ISBN)

      1. Enter the International Standard Book Number into 020 without hyphens. If the system will not accept the number, precede it with $z instead of $a.

      2. For multi-volume sets, enter the ISBN of the set only.

      3. If the item has ISBNs for hardcover and paperback, input both numbers in separate 020 fields. If the item is simultaneously published (e.g., U.S. and British editions), input only the ISBN of the item in hand.

    2. 100, 110, 111 (Main entry: Personal, Corporate or Conference Author)

      If the item has three or fewer authors, input a 1XX field for the first named author. If the item has no author or four or more authors, do not input a 1xx field.

      Go to Name Verification Procedures

    3. 245 (Title)

      1. Transcribe the title as it appears on the title page or title page substitute.

        Go to instructions on 245 subfields a, b and h

    4. 246 (Varying Title)

      1. If the main title (245a) is in English and contains an ampersand (&), code a 246 field with the word "and" in place of the ampersand, using indicators as shown.


        245 10 $a Live & be well

        246 3 $a Live and be well

      2. If the title proper has an obvious typographical error, code a 246 field using indicators as shown.


        245 10 $a Leve and be well

        246 3 $a Live and be well

      3. If the book with a non-Russian title has an additional Russian title in the colophon, code it in a 246 field using indicators as shown.


        245 10 $a Arashan kairyktary

        246 1 $a Motivy Arashana

    5. 250 (Edition Statement)


       	250  |a 5th ed.		(Book has "fifth edition")

      250 |a Rev. 2nd ed. (Book has "revised second edition")

    6. 260 (Place, publisher and date)

      1. Follow the pattern below.

        $a Place : $b Publisher, $c Date.

      2. If there is more than one place, use the first named.

      3. If there is no place of publication, leave it out.

      4. If there is no publisher, leave it out.

      5. If there is no publication date or copyright date, use: [200-]

      6. If item is a complete multivolume set, enter the range of dates.

      7. Use square brackets [ ] around any unknown elements.


        260  $a New York : $b New-Tech, $c 1992.

        260 $a New York : $b Neal-Schuman, $c 1995-1997.

        260 $a [London] : $b Penguin, $c 1997.

        260 $c 1965.

    7. 300 (Physical description)

      1. Do not include pagination for orders. Supply only when item is in hand.

      2. For single volume works, input the last numbered page.

      3. For complete multivolume sets, input total number of volumes, e.g., 4 v.

      4. For complicated pagination or unnumbered pages use 1 v.

    8. 440 (Series)

      Go to Series Instructions and Examples

    9. 965

      Go to instructions on 965 if item in hand is an analytic.

    10. MFHD for Preliminary records

      Go to MFHD For Preliminary Records

      Go to MFHD For Preliminary Records For Serial Analytics

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Last updated: 03/15/04 ink