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Bibliographic Fields, MARC Holdings Tags, and Control Record Notes used by Bibliographic Records Management

staff when preparing New Titles, Title Changes / Major Changes, and

Format Changes

rev. 10/26/06 pc

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Comments:

• All 866 tags, 852 |z tags, and ExtInfo notes that are temporarily created during the pre-cataloging process will be removed during the post-cataloging process with the exception of (1) the 866 tag stating “awaiting receipt of first issue”, and (2) the Comments Field note in the first expected issue box stating “delete MARC holdings 866 note when issue arrives”. These two statements will be removed by the receiving staff when the new issue actually arrives.

• This document only deals with tangible formats, such as print, microform, and CD-ROM. Online formats, or format changes involving online resources, are excluded from these criteria.

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Table of Contents

Case 1: New Title – issues temporarily held in distributed technical services department Page 4

Case 2: New Title – issues temporarily shelved in unit library stacks Page 5

Case 3: Title / Major Change - physical items sent to cataloging Page 6-10

Case 4: Title / Major Change - only paperwork (xeroxes of TP/Versos, etc.) sent to cataloging Page 11-12

Case 5: Tangible Format Change (ex. Print to CD-ROM) concurrent with Title / Major Change Page 13-14

Case 6: Tangible Format Change (ex. Print to CD-ROM) but original title stays the same Page 15-18

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Case 1: New Title – issues temporarily held in

distributed technical services department

New Title (brief record)

Sent to cataloging note (866 tag)

New title (245 tag)

When title is cataloged, the ‘XX call#’ [‘SHELVED BY TITLE’ in webcat] will be replaced by an LC call#

When title is cataloged, ‘????’ will be replaced by an LC call#

Material held temporarily in a unit technical services dept. (852 |z tag). This note is used when awaiting LC call# for new items, or when loose issues are awaiting binding (binding occurs after title is cataloged)

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Case 2: New Title – issues temporarily shelved in unit library stacks

New Title (brief record)

Sent to cataloging note (866 tag)

New title (245 tag)

When title is cataloged, the ‘XX call#’ [‘SHELVED BY TITLE’ in webcat] will be replaced by an LC call#

When title is cataloged, ‘????’ will be replaced by an LC call#

Material shelved at its original location in library stacks (852 |z tag). This is used when awaiting change of call # to LC.

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Case 3(a): Title / Major Change - Physical Items Sent to Cataloging(OT)

DANA issue is not sent to cataloging, but new title is still indicated (866 tag)

LSM – last issue of old title is sent to cataloging and new title is indicated (866 tag)

Old Title (fully-cat record)

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Case 3(b): Title / Major Change - Physical Items Sent to Cataloging(OT)

Old Title (control record)

LSM – title change note in ExtInfo folder of current control record.

[must also add identical note in the DANA current control record]

LSM unit library

8

Case 3(c): Title / Major Change - Physical Items Sent to Cataloging(NT)

Preceding title (780 00 tag)

DANA issue has not yet arrived (866 tag)

LSM - first issue of new title is sent to cataloging (866 tag)

New Title (brief record)

New title (245 tag)

DANA and LSM items added to record

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Case 3(d): Title / Major Change - Physical Items Sent to Cataloging(NT)

New Title (control record)

LSM – title change note in ExtInfo folder of current control record.

[must also add identical note in the DANA current control record]

LSM unit library

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Case 3(e): Title / Major Change - Physical Items Sent to Cataloging (NT – 1st Expected Issue)

New Title (control record)

First expected issue of new title on the DANA current control record

Reminder for receiving staff to delete “awaiting receipt of first issue” 866 tag from MARC holdings when issue arrives

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Old Title (fully-cat record)

New title is indicated for all units (866 tags)

[must also add ExtInfo notes to LSM and DANA current control records as in Case 3(b)]

Case 4(a): Title / Major Change - only paperwork (xeroxes of TP/Versos, etc.) sent to cataloging

(OT)

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Case 4(b): Title / Major Change - only paperwork (xeroxes of TP/Versos, etc.) sent to cataloging

(NT)

New Title (brief record)

Physical issue is not sent to cataloging. Therefore, may also need to add an 852 |z note as in Case 1

[must also add ExtInfo notes to LSM and DANA current control records as in Case 3(d)]

DANA issue has not yet arrived (866 tag)

[must also add Expected issue comments note to DANA current control record as in Case 3(e)]

New title (245 tag)

Preceding title (780 00 tag)

DANA and LSM items added to record

13

DANA issue is not sent to cataloging, but new title (leave off ‘CD-ROM’) is still indicated (866 tag)

LSM – last issue of old title is sent to cataloging and new title (leave off ‘CD-ROM’) is indicated (866 tag)

[must also add ExtInfo notes to LSM and DANA current control records as in Case 3(b)]

Old Title (print format; fully-cat record)

Case 5(a): Tangible Format Change (ex. Print to CD-ROM) concurrent with Title / Major Change

(OT)

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Preceding title (780 00 tag)

DANA issue has not yet arrived (866 tag)

[must also add Expected issue comments note to DANA current control record as in Case 3(e)]

New Title (CD-ROM format; brief record)

New title (leave off ‘CD-ROM’) (245 tag)

Case 5(b): Tangible Format Change (ex. Print to CD-ROM) concurrent with Title / Major Change

(NT)

New format subloc (awaiting new call #)

New format sublocs (awaiting new call #)

LSM - first issue of new title is sent to cataloging (866 tag)

[must also add ExtInfo notes to LSM and DANA current control records as in Case 3(d)]

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Case 6(a): Tangible Format Change (ex. Print to CD-ROM) but original title stays the same

(Old Record)

Old Record (print format; fully-catalogued)

DANA issue is not sent to cataloging, but new format is still indicated (866 tag)

LSM – last issue of old title is sent to cataloging, and new format is indicated (866 tag)

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Case 6(b): Tangible Format Change (ex. Print to CD-ROM) but original title stays the same

(Old Record)

Old Record (print format; control record )

LSM – format change note in ExtInfo folder of current control record.

[must also add identical note in the DANA current control record]

LSM unit library

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Case 6(c): Tangible Format Change (ex. Print to CD-ROM)but original title stays the same

(New Record)

New Record (CD-ROM format; brief record) New title (with ‘CD-ROM’) (245 tag)

New format subloc (awaiting new call #)

Preceding title (780 00 tag)

New format sublocs (awaiting new call #)

LSM - first issue of new title is sent to cataloging (866 tag)

DANA issue has not yet arrived (866 tag)

[must also add Expected issue comments note to DANA current control record as in Case 3(e)]

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New Record (CD-ROM format; control record)

Case 6(d): Tangible Format Change (ex. Print to CD-ROM)but original title stays the same

(New Record)

LSM – format change note in ExtInfo folder of current Control record.

[must also add identical note in the DANA current control record]

LSM unit library