LC catalog number (LCCN)

National bibliography number (non-U.S.). Delete.

NLM control number. Delete

Superseded OCLC numbers (for records that have been merged with the current record). Retain on serial records; delete on all others.

International Standard Book Number (ISBN). If your book has ISBN's for different bindings, delete the one(s) not matching the book you have in hand if it is clear which of the numbers applies to your book. Exception: juvenile literature (see guidelines for DeGrummond Collection).

If the book has conflicting ISBN's on different parts of the book and there is no way to tell which one is correct, leave both in the record, with qualifiers stating the source of the numbers, e.g.:

020   1234567890 (t.p. verso)
020   1234567891 (back cover)

If you are cataloging a multivolume set and the record contains ISBN's for both the set and individual volumes, leave all the numbers in the record. Delete any price information in $c of the 020 field.

If you are cataloging a paperback and the record does not have (pbk.) after the matching ISBN number(s), add the (pbk.) designation to the 020.

International Standard Serial Number (ISSN), if you are working with a serial record. If there are multiple ISSN's (e.g., additional ISSN's in $x or $y), leave them in.

Cataloging source code: update holdings on OCLC before exporting, so that $d MUS is added to the 040 field.

Holdings code. Change the code to match the holding library if you are cataloging for any location other than Cook Stacks (MUSR for Reference, MUSD for DeGrummond, etc.). Refer to the holdings code list on the departmental Web site.

Call number.

The date in the call number must match the date in the 260 field; be sure that all changes have been made to the call number before exporting.

If you make any change to an 050 call number other than adding the date, move the call number to an 090 field and delete the 050.

Do not use 055 (National Library of Canada) call numbers, since these represent Canadian modifications to the LC schedules.

Remove "x" from the end of call numbers for new cataloging copy. If you are adding a copy to an existing USM record with an x in the call number, use the x in the call number for the added copy. If the call number is not consistent in various locations of a title (x's in some locations but not others), pull the books, delete the x, and create new labels.

If you are cataloging a book with an alphanumeric call number (for example, CMC) and the cataloging copy has an LC call number, leave the LC number and add the CurrClass number in the 099. (For additional information on CMC materials, see the Policies For Edit Cataloging of Curriculum Materials: Book Format.) Otherwise, delete all call number fields except the one that we are using for our title, including unused classifications such as 082, 092, 055, 060, 070, 072, 096, etc.

If you are editing a WorkFlows record with an LC call number in the 099 field, change it to an 090, retagging it appropriately and deleting the "a" subfields.

Title. Should match title page (or other chief source of information).

In cataloging CIP copy, be extra careful in checking the 245; title information may have changed between the CIP and the actual publication.

Bracket any information in the 245 that does not come from the chief source of information (for example, an author statement taken from the verso of a title page).

In cataloging videos, use the container title; if the title in the 245 is from the title frame with a 246 for the container title, flip these fields and add a 500 note to explain that title was taken from somewhere other than title frame. This is a local practice to assist library users.

If cataloging a foreign film, the title in the 245 should be the title in the original language, with the English title (if available) given as a parallel title in the 245 and as a 246 variant title, e.g.

245 03 La Sir è ne du Mississippi $h [videorecording] = $b
Mississippi mermaid
246 31 Mississippi mermaid

Variant title: Add 246 fields for spelled-out forms of numerals and symbols that appear in the 245 field. Also add a 246 for any variations from the 245 title that appear on or in the work. See Bibliographic Formats and Standards for a list of 246 indicators and their meanings.

Edition statement. The edition statement on the cataloging record must match the book. For example, do not use and alter a record for the third edition to catalog the fourth edition. The only exception to this is presence of a "first edition" statement vs. no edition statement at all. If your book has a "First edition" statement and you find a record that matches in every way except that it has no edition statement, add the edition statement and use the record. A statement such as "Reprinted with corrections, 1995" is actually an edition statement and belongs in the 250 field (see 260, below). In some foreign languages, the term "edition" is used interchangeably with "printing"; if you are in doubt as to whether the work in hand is actually a different edition, consult a librarian.

Imprint. If editing CIP, be sure the publication date in the record matches the book; anticipated dates of publication may vary from the actual ones.

If the publisher on a record does not match the publisher in the book, do not use that record (this refers to different publishing firms, not to minor variations in the form of a single publisher's name).

Do not treat printing dates as publication dates; with the exception of Special Collections materials (see below). However, be aware that a statement that indicates revision of content, such as "Reprinted with corrections, 1995," means that the book is a different edition, not just a printing. In such a case, we will need a separate record for the revised printing.

For Special Collections materials: 

Items with unique printing dates are to be treated as unique items (cataloged on separate records) per special arrangement with OCLC.  The printing number, if given, will be added to the acid free slip below the call number and in a local note in the item record.

Examples:   
           In item record staff notes area: 3^rd printing
           On acid-free slip:   3^rd printing

Items with printing numbers but without unique printing dates are considered copies, in accordance with national cataloging rules.  While we will continue to consider them copies, we will also
Add the printing number on the acid free slip below the call number.  
Indicate printing numbers in the staff notes area of the item record, for example:

        STAFF  2^nd printing

Putting the printing information in the item record will cause it to display next to the call number and location information in the catalog record.
      
In most cases, McCain will retain a single copy of each printing.  

Anticipated date of publication. Leave this information in if cataloging electronic serials. Delete in all other instances.

Physical description. If editing CIP, be sure to fill in all 300 field values.

For multi-volume works, 300 $a is intended to represent the number of volumes in the published work, not how many volumes a library owns. For example, if the bibliographic record reads 3 v. and we own only vols. 1-2, do not change the 300 to read "2 v." If 300 $a is open (i.e., just "v.", do not fill it in unless you know that the work is complete. Examples:

260            $c 1992-
300     v. ; $c 24 cm.

(We own v. 1, published in 1992, and have just received v. 2, published in 1998. The introduction to v. 2 indicates that there will be a third volume. Leave the date in the 260 and the "v." in the 300 field open.)

260           $c 1995-
300     v. ; $c 25 cm.

(We own v. 1 and have just received v. 2, published in 1999. The introduction to v. 2 contains a statement that v. 2 completes the work. Close the dates in the 260 and the fixed field with 1999 and add "2 v." to 300 $a).

Do not make multiple 300 fields to show accompanying material; instead, record it in 300 $e, after a plus sign. If our copy lacks the accompanying material, record that fact in a 590 note, e.g.

Cook Library copy lacks computer disk.

Use the term "disk" for a computer file on floppy disk; use "disc" for a computer file on an optical laser disc (CD-ROM) with text or music.

See procedures on books with accompanying electronic resources
for additional information.

Series. It is USM's policy to trace (index) most series.

A. Gifts and materials ordered through the Acquisitions Unit:
For series in a 490 field with first indicator zero:

1. For unnumbered series: change the 490 0_ to 440 _0 and continue cataloging the item. The 440 series will show up on the monthly series report and will be checked at that time. Since DeGrummond series are not classed together, this procedure should be followed for all DeGrummond series, numbered and unnumbered.
2. For numbered series: Make a printout of the catalog record and give it, with the item, to the Senior Catalog Librarian, who will decide on the correct form and classification for the series and make a local series authority record if needed.

For series in a 440 field:

Accept series statement as is, except for removing initial articles and changing the corresponding filing (second) indicator to zero. 440 series will show up on the monthly authority report and will be reviewed at that time.

For series in a 490 1_/830 field combination:

Accept fields as they are. Series will be reviewed from the monthly series authority reports.

B. For monographic series ordered through the Serials Unit. The Serials Supervisor will monitor all existing monographic series and see that they are correctly indexed and classified. New monographic series that come through the Serials Unit will be given to the Senior Catalog Librarian for review.

Bibliography. Reformat older bibliographic notes (e.g., "Includes bibliographies," "Bibliography: P. 45") to current usage, for example, "Includes bibliographical references (p. 45).

Contents. Do not add formatting (subfield coding) to contents notes. Remove formatting if it occurs in a record you are editing. Punctuation and abbreviation in contents notes have varied as the rules have evolved. In accordance with AACR2, use the abbreviation "Vol." for volume if it occurs at the beginning of the note; for other occurrences within the same note, use the abbreviation "v." Periods are no longer used at the end of the contents of each volume, but the note itself does end with a period.

505 0    Vol. 1. Civil War years -- v. 2. Reconstruction period.

(See footnote 10 in AACR2 abbreviations table (App. B.) for use of abbreviations "vol.," "v." in notes.)

Delete articles at the beginning of titles in contents notes. Be sure to update contents notes when you are adding volumes to multi-volume titles we already own.

If you are cataloging a literary or science/technology collection (e.g., works by various authors or independently titles works by the same author) and the record lacks a contents note, add one. OCLC will break a 505 of more than 600 characters into multiples fields. For collections in subjects other than literature and sci/tech, add contents note only if there are fewer than fifteen titles.

When a work includes works by multiple authors (essays, short stories, plays, etc.), include the range of pages for each work in the contents note, for example:

505  0_   Goethe, the natural philosopher / L.A. Willoughby (p. 5-13) – Eternal Goethe / H. Rehner (p. 14-22) – Goethe’s theory of color / C.J. Jaffe (p. 23-31).

Subjects.

Use $v for form subdivisions (i.e., what an item is (dictionaries, maps, etc.) vs. what it is about; see list on the department's Web site). Authority records for subject subdivisions are also being added to OCLC's authority file.

Delete 650 headings with a second indicator of 2, 3, 4, 5, 6, or 7. We use only LCSH subject headings (second indicator zero). If deleting these non-LCSH subjects means that the record is left with no subject headings, refer record to a librarian for subject assignment.

Refer to instructions for specific collections on additions to subject headings for those collections, e.g. “Juvenile” subdivisions and how to handle subject headings with second indicator 1 for DeGrummond materials.

Delete free-text subject headings in the 653 field.

Genre Headings.

During 2011, the Library of Congress made changes to its genre subject headings. LC genre terms were previously coded 655 _0 with the same second indicator as LCSH headings. LC is now differentiating between LCSH and its list of genre terms, Library of Congress Genre/Form Terms for Library and Archival Materials (LCGFT). LC genre headings will now appear in this format:

655 _7 Heading |2 lcgft.

MARCIVE will send revised authority records to us. Do NOT change 655 _7 genre headings to 655 _0.

Added entries.

Added entries must be "justified"--i.e., if a heading is used as an added entry, make sure there is a reference to it in the body of the record, either in the 245 statement of responsibility or in a note. LC has dropped the use of $e (editor, illustrator, etc.) for most 700 fields. For special collections, there may be requirements to add more information, such as $e ill. for illustrator, or to add an access point for a publisher. Refer to the instructions for those specific collections.

Do not use 740 for multiple titles within a single work, unless there is no author; use 700 $t (author/title entry).

Use a 790 field for local interest added entries (e.g., an entry for a person or corporate body not directly responsible for a work, such as a thesis advisor).

Vendor information. Delete.

Add ISBD punctuation and spacing. If there is not an author statement, supply one. If existing author statement includes [by] and "by" does not appear on the title page, remove it.

Add ISBD punctuation and spacing. Pre-AACR2 cataloging called for bracketing dates if they appeared anywhere but the chief source of information, which was usually the title page. If the work you are cataloging has the date on the title page verso, remove the brackets around the date in the cataloging record.

Add ISBD punctuation and spacing. Collations in pre-AACR2 cataloging could be very detailed, with multiple page sequences and types of illustrations. The rules have since been simplified to allow for description of complex paging as "1 v. (various pagings)" and to describe most types of illustrations as "ill." When editing older cataloging, ask yourself if the 300 field would make sense to a patron; if not, simplify it. If you change an illustration statement in the 300 field, fixed field codes in the "Ill." area should be changed to match. Similarly, book sizes used to be recorded to the half centimeter; sizes are now rounded off to the next highest whole centimeter.