Book Cataloging Presented by

Illinois Heartland Library System

Cataloging Three types of cataloging

Classification -- Assigning a call number

Subject analysis -- Determining the subject of a work

Descriptive cataloging -- Describing an item in a unique way Discussed in detail today

What is Descriptive Cataloging?

The process of: Describing an item in a cataloging record and Identifying and formatting access points Based on:

Anglo-American Cataloguing Rules (AACR) or Resource Description and Access (RDA)

AACR and RDA Instructions for entering descriptive elements and

name-and-title access points in a catalog record Records look different depending on which set of

rules is used to create the record AACR—Available in print format RDA—Available as print or online subscription (

www.rdatoolkit.org) – annual fee for online

Structure of AACR

Divided into two parts Part 1. Deals with the description of the item

(Title, publisher, physical characteristics, etc.) Chapter for each format

Part 2. Deals with the access points which will be used to search for the item

Appendices give instructions for capitalization, abbreviation, etc.

Structure of RDA

Divided into sections with instructions that apply to all formats No separate chapters for type of material

Appendices with instructions on capitalization, abbreviations and symbols, initial articles, etc.

Sources of Information

The first areas to examine when cataloging an item Provide: Title Author/creator and/or others responsible for content Publication information such as name of publisher,

place of publication, and date Edition information, when present Series statement, when present

Sources of Information--Books

Title page If there’s no title page: cover, spine, other

preliminary pages, colophon, container, etc.

Terminology note: AACR: Chief source of information RDA: Preferred source

Definitions

Preliminary pages: title page, title page verso, any pages before title page, and cover

Colophon: statement at the end of the item with title, publisher, printer, or date, information about the author

Title Proper

The title minus any subtitle or other title information

Taken from the chief or preferred source of information Usually the title page AACR: If taken from source other than title page,

include a note to indicate source

245 $aTitle proper

Recording the Title Transcribe title exactly as it appears on the

source AACR--Only first word and proper nouns are

capitalized RDA—May enter as in AACR, or may

transcribe capitalization as it appears on the source

Don’t record introductory phrases in the title proper Add as a variant title

Title punctuation

Punctuation can be transcribed from the title page or added if needed for clarity

AACR--Exceptions are … which should be replaced with -- and [ ] which should be replaced with ( )

RDA--Transcribe all punctuation exactly as it appears

Recording the title—errors AACR: transcribe as it is on the source; add [sic] or

[i.e. with corrected form] and include variant title with correct form

On title page: Songs for sumner fun245 10 $aSongs for sumner [sic] fun. or245 10 $aSongs for sumner [i.e. summer] fun. 246 3 $aSongs for summer fun

RDA: transcribe as it is on the source; add variant title with correct form

On title page: Songs for sumner fun245 10 $aSongs for sumner fun.246 3 $aSongs for summer fun

International Standard Bibliographic Description (ISBD) Punctuation

Punctuation that precedes some subfields or ends a field—used to separate elements of description

Prescribed punctuation Colon before subtitle Equals sign before parallel title Slash before statement of responsibility Ending punctuation

The Tale of Peter Rabbit

By Beatrix Potter

AACR 245 14 $aThe tale of Peter Rabbit /$cby Beatrix Potter.

RDA 245 14 $aThe Tale of Peter Rabbit /$cBy Beatrix Potter.

Other title information Subtitle--Information used to qualify a title (often

smaller font, not as prominent)245 _ _ $aTitle proper :$bsubtitle Parallel title--The title proper in another

language245 _ _ $aTitle proper =$bParallel title Alternative title--Usually follows the word “or”

and found in books published before the 20th century

245 _ _ $aTitle proper, or, alternative title

AACR 245 10 $aCujo :$ba really scary dog /$cby Stephen King.

RDA 245 10 $aCujo :$bA Really Scary Dog /$cBy Stephen King.

Cujo

A Really Scary Dog

By Stephen King

Statement of Responsibility Those responsible for intellectual and creative

content 245 subfield c—precede with / Separate functions by space ; space Transcribe from source

AACR—omit titles of nobility, address, honor, and distinction (with some exceptions)

RDA—transcribe all Terminology note:

AACR: Author, illustrator, editor, adaptor, etc. RDA: Creator

Statement of Responsibility—more than three names for one function

AACR—record first name, then add phrase “… [et al.]”

Example: /$cby Stephen King … [et al.].

RDA—options Transcribe all names or Transcribe the first name, and others if desired, then

add phrase “[and … others]” with appropriate number (may be a number or spelled out)

Example: /$cby Stephen King [and four others].

Statement of Responsibility—noun or noun phrase

AACR—record in subfield b RDA—treat as part of statement of

responsibility—record in subfield c

AACR 245 10 $aWinter in Alaska :$bpoems /$cby Mary A. Reed.

RDA 245 10 $aWinter in Alaska /$cpoems by Mary A. Reed.

Variant titles Variations of the title proper (i.e., spell out symbols

or numbers, record a portion of the title, etc.) Cover titles Spine titles Running titles Container titles Added title page titles

246 _ _ $aVariant title (2nd indicator designates source of variant title)

Variant Title--Indicators Indicator 1 (determines if a note displays)

1 Note, title added entry3 No note, title added entry

Indicator 2 (generates PAC label)Blank No information provided0 Portion of title1 Parallel title (title in another language on item)2 Distinctive title (title for issue of a serial)3 Other title4 Cover title5 Added title page title6 Caption title (first page of print, usually contents

page)7 Running title (on each page of print, usually top)8 Spine title

Recording variant titles DO record as many variant titles as needed

MARC tag 246 is repeatable; subfields may or may not be repeatable

DON’T go crazy! Don’t record every possible variation Add variant titles that may be useful for finding

the resource

Recording variant titles—cont.

DO capitalize the first word 245 10 $aJudy Gorman’s vegetable cookbook. 246 30 $aVegetable cookbook

DON’T include initial articles On title page: The guide to Barbie doll collecting

On cover: The complete Barbie collecting guide

245 04 $aThe guide to Barbie doll collecting. 246 14 $aComplete Barbie collecting guide

DON’T add ending punctuation

Miss Etta and Dr. Claribel

Bringing Art to America

SUSAN FILLION

AACR 245 10 $aMiss Etta and Dr. Claribel :$bbringing art to America /$cSusan Fillion.

RDA 245 10 $aMiss Etta and Dr. Claribel :$bBringing Art to America /$cSUSAN FILLION.

Both: 246 30 $aBringing art to America

Edition Statement AACR

Prescribed source is title page, other preliminaries and the colophon

Abbreviate as instructed in Appendix BOn item: Sixth edition; In record: 250 _ _ $a6th ed.

On item: Second revised ed.; In record: 250 _ _ $a2nd rev. ed. RDA

Source is anywhere on the item Transcribe exactly from the source, including

capitalization and abbreviationsOn item: Sixth Edition; In record: 250 _ _ $aSixth Edition.

Publication Information—260 (AACR)/264 (RDA)

IncludesPlace of publication, distribution, manufacture ($a)•Publisher, distributor, manufacturer ($b)•Dates ($c)

Source of information AACR: Title page or other preliminaries, etc. RDA: Anywhere on the item

ISBD punctuation Semi-colon before place of publication if multiple Colon before publisher name Comma before date

Publication information AACR – 260

All information in single 260

260 _ _ $aPlace of publication :$bPublisher,$cDate(s).

RDA – 264 May have multiple 264s for different functions—

denoted by 2nd indicator

264 _1 $aPlace of publication :$bPublisher,$cPublication date.

264 _4 $cCopyright date

Place of Publication Enter as it is on the item If not on the item, add name of the country, state

or province in brackets if needed for clarity

AACR -- Give only the first named place unless it isn’t in your country, then also give next named place in your country

RDA – Enter all places named on the item, or enter only the first named place

Place of Publication—cont. AACR – Transcribe abbreviated places as they

appear. Abbreviate spelled out countries, states, provinces, etc. as instructed in Appendix B

Examples: Carterville, IL – transcribe as is Paris – Add state in brackets if needed—Paris, [Ill.]

Carterville, Illinois – enter as Carterville, Ill. (prescribed abbreviation from Appendix B)

RDA – Transcribe exactly as it appears. If adding a place, put in brackets and spell out

No place of publication on the item

AACR – Cataloger researches place and enters it in brackets, or enters the abbreviation “[S.l.]”

RDA – Cataloger researches place and enters it in brackets, or enters the phrase “[Place of publication not identified]”

Publisher AACR – Record name in the shortest possible form that

still clearly identifies the publisher. Appendix B prescribes abbreviation of some terms G.K. Hall not Hall McGraw-Hill not McGraw-Hill and Company Open Hand Pub. not Open Hand Publishing, Inc.

Consider imprint as publisher rather than parent company Prefer publisher on title page rather than t.p. verso or

other source RDA – Transcribe exactly as it appears

Publisher name unclear or absent AACR – Probable name may be entered in

brackets, or enter the abbreviation “[s.n.]”

RDA – Probable name may be entered in brackets, or enter the phrase “[publisher not identified]”

Dates Publication date -- most important – use the most recent

publication date Copyright date -- may be added along with the publication

date but not required AACR: If no pub. date, use the copyright date insteadOn item: no pub. date, copyright 2012. In record: $cc2012. RDA: Requires a pub. date. If no pub. date, use the

copyright date as an implied pub. date, in bracketsOn item: no pub. date, copyright 2012. In record: $c[2012] Printing dates do not matter unless it is “first” printing Preceded by comma

Multiple Copyright Dates

When a copyright renewal date is present: If the 1st copyright date is before 1978, use the

earliest and ignore renewals If the 1st copyright date is after 1977, use the latest

copyright date

If multiple copyright dates with no renewal date, use the latest date

No date available on item

AACR – cataloger estimates a publication date Entered in brackets

Examples: [2010]

[199-?]—probable decade

[19--?]—probable century

RDA – cataloger estimates a date or enters the phrase “[date of publication not identified]”

Example of complete 260/264

Publication date on t.p. verso: 1988

AACR: 260 _ _ $aNew York :$bScholastic Teaching Resources,$c1988.

RDA: 264 _1 $aNew York :$bScholastic Teaching Resources,$c1988.

Quick Practice Writing Skills Grades 4-5

by Marcia Miller and Martin Lee

Scholastic Teaching Resources

New York Toronto London Aukland Sydney

Physical Description Area--300IncludesExtent of item ($a)Illustrations ($b)Dimensions ($c)Accompanying material ($e)

Source of informationEntire item

ISBD punctuationColon before illustrationsSemi-colon before dimensionsPlus sign before accompanying material

Pagination Record the last numbered page in each

sequence – xii, 27 p. If many sequences – 1 v. (various pagings) If unnumbered sequence makes up a large part

of the whole, include in brackets – 125, [40] p. For a set of volumes – 26 v.

AACR—abbreviate “pages”, “volume”, etc. as instructed in Appendix B

RDA—spell out “pages”, “volume”, etc.

Pages not numbered

AACR Supply number in brackets or Enter phrase “1 v. (unpaged)”

RDA Enter phrase “[number] unnumbered

pages”—do not put in brackets or Enter phrase “1 volume (unpaged)”

Illustrations Disregard illustrated title page and minor illustrations Disregard tables containing only words and/or numbers If illustrations are one or more of these types, use: coats of

arms, facsimiles, forms, genealogical tables, maps, music, plans, portraits, samples

Optionally, can use general term ill. for illustrations without specifying type

If all illustrations are color – col. ill. If some illustrations are color – ill. (some col.) For graphic novels – chiefly ill. or chiefly col. ill.

AACR—abbreviate as instructed in Appendix B RDA—spell out “illustrations”, “color”, “portraits”, etc.

Dimensions Give height in centimeters Always round up If width is greater than height, give both height

and width – 18 x 30 cm. If width is less than half the height, give both

height and width – 24 x 11 cm. AACR—period follows cm—considered an

abbreviation RDA—cm considered a symbol, not abbreviation

Period after cm only if 300 is followed by 490

Accompanying Material

Give details as you would describe the item in an individual record 300 _ _ $a450 p. :$bcol. ill. ;$c28 cm. +$e1

videodisc (32 min. : sd., col. ; 4 ¾ in.)

300 _ _ $a50 p. :$bill., maps, ports. ;$c30 cm. +$e 1 teacher’s guide (10 p. : ill. ; 18 cm.)

MARC tags 3XX—RDA only

336 Content type

337 Media type

338 Carrier type

344 Sound characteristics

346 Video characteristics

347 Digital file characteristics

380 Form of work

Series—490/8XXIncludesSeries statement ($a)•Series numbering ($v)

Source of information Title page Series title page The rest of the publication—cover, etc.

ISBD punctuation Semi-colon before series numbering

Series

MARC tag 490 Series statement as it appears on the

resource MARC Tag 8XX—830 or 800

Series as it is established in the series authority record May or may not be the same as the 490 830—series established under title 800—series established under author’s name

Series examples

Author/title series 490 1_ $aGoosebumps 800 1_ $aStine, R. L.$t Goosebumps.

Title series 490 1_ $aRebels with a cause 830 _0 $aRebels with a cause.

Notes Additional information about the resource

Source of information The item itself, or other sources

ISBD punctuation Most notes have ending punctuation; a few do

not

Order of notes AACR: enter notes in order of importance, not

numerically

Some common note fields for books

• 500 General note• Source of title• “Based on” note• Index (if not included in 504)

• Standard wording: Includes index• Series-like phrase

• 504 Bibliography, etc. note• Standard wording: Includes bibliographical references (p.

150-155)• Include pages if bibliography is in one section

• If book has index and bibliography—standard wording:• Includes bibliographical references and index

Some common note fields for books—cont.

• 505 Contents note• Titles of poems, short stories, etc.

• 520 Summary, etc. note• Brief description of contents of work

• 521 Target audience note• Reading level• Grade level• Audience

• 546 Language• Record language of text (if other than English)

Quoted notes--500

Direct quote from item If taken from title page, end with period inside

closing quotation mark “A Borzoi book.”

If taken from elsewhere on item, give source, end with period “Based on a true story”—Cover.

Subject headings

Terms that describe what the work is about Topical Geographic Names Genre

MARC tags that start with 6

Standard Numbers

010-Library of Congress Control Number (LCCN)

020-International Standard Book Number (ISBN)

050, 090, 082, 092 Call numbers

Other MARC tags

041 – Language code Coded information on languages noted in 546

043 – Geographic area code Coded information on geographic areas noted

in subject headings

Fixed Fields

Will always be present in the record, but may or may not contain data

Will only accept data that is valid for that field Different formats of material have different fixed

fields Data can be used to limit searches Some are system-supplied; some are coded

from data in the variable fields

Access Points Names or terms used to locate the

resource Main entry Added entries Title (title proper & variants) Series Subjects Standard numbers Keyword

Choosing the Main Entry The first author should be recorded as the main entry Other authors get added entries unless more than three

authors Adapters are given main entry Illustrators, compilers, editors and translators can also

get added entries If no author is given, use title main entry. Compilers and

editors aren’t given main entry; record in added entry RDA records access points, but doesn’t have equivalent

terminology for main and added entry

Form of Name Access Points Form of name is entered in access point as

established in an authority record or using guidelines in AACR2 or RDA if no authority record exists. We look at OCLC or LC Authority File for correct form

Standard format: Last name, first name, possible middle name or initial, dates associated with the name

Our Book

Main entry—author Added entry—assistant Title proper Variant titles—cover and running title Series Subjects Keyword

SHARE cataloging workflow Search Polaris first!

If a match is found, edit as needed If no Polaris record, search Connexion

Look for a full-level record, edit if needed If less than full-level record is found, upgrade Make local edits in OCLC before export, or in

Polaris after import If no record in Connexion

Send to IHLS cataloging center, or create original record in Connexion, export to Polaris

Local edits as above