Cataloging Practices

General

• For each record verify match of bibliographic record to item in hand. Check, among other things, title page for title, author, publisher, date, etc. Check title page verso for further information. Check physical description.
• With item records are completed, place items in “transfer” condition. Box the items and send them to the appropriate campus.
• Follow these guidelines for deciding when to create a new original record in OCLC: Difference Between, Changes Within.

Accompanying Materials

• If the study guide is comprehensive enough to be used without the original text, I tend to look for a separate bib record for it, and catalog it as its own book. I give it a call number that places it right next to the text (or where the text would be if we don't have the text).
• If the guide is just a small thing I can insert into the videocassette case, I just stick it in there without a barcode. It is described in the 300 |e field.
• If the guide is small and doesn't make sense with out text (or video, or whatever) I put it on the same record it is a study guide for. The 300 |e field describes it. Then the record has two items, the text and the guide. In the holding record you have to make a note 866 30 |a text + guide or 866 30 |a video + guide. Look at TCC's Mighty Times: The Children's March. 

Bib, Holding, & Records

• Add LC subjects when appropriate. Remove and/or update subject headings that are not LC. We use “65x 0” or “655 7”. This includes Guidelines for Subject Access to Individual Works of Fiction, Drama, Etc (GSAFD) genre headings for items such as popular fiction, feature films, etc.
• Use tracing "#v juvenile literature" primarly for children's books. 
• Enter contents notes in adherence to AACR2 standards. "LCRI 5. when a one-volume collection contains no more than 12 titles* and the title and statement of responsibility area does not adequately cover the contents of the item; in case of doubt, give a contents note."  *At TCC we increased the number of titles up to 25 titles with the approval of Mary Mayer Hennelly.
• Use 505 enhanced contents notes for individual titles of works within works.  For example, individual titles of stories in a collection of stories but not individual chapter titles.
• For copies with multiple items, create an 866 30 |a field in the MARC holdings record.  
• For items with mulitple pieces, add a Circ Note that will display on checkin or checkout.  For example: "2 pieces (includes CD)" or "8 DVDs" 

Classification

• Class bibliographies in their subject area, not in Z.
• Class feature films/videos with their subject matter. For example Holocaust films class in D not PN1995.9.H53.
• Class feature films/videos based on books, with the author. Add “1” to the cutter number. For example The Postman Always Rings Twice PS3505.A3113 |b P65 1978 (book) and 2004 video becomes PS3505.A3113 |b P651 2004
• Class feature films/videos using PN1995.9 for genre access. Foreign films class with subject of film if appropriate, not “foreign films”. Use subject tracing “foreign films”.
• The unique identifier for an item is its barcode therefore we do not use copy numbers for fully cataloged items.

Media

• In the 049 field we no longer use input stamps so remove them when you see them. Ex. 049 <video>TWKH becomes 049 TWKH
• For item records of book and media titles with multiple pieces include a circulation note. (Ex. 2 pieces, 3 discs, 8 cassettes)
• Web sites are cataloged as TWJA with Electronic Resource and Status=31 (Internet) or cataloged VCCL for system-wide access.
• Notes for restricted access should be composed in a positive voice. Some examples:

  590:: Not available for interlibrary loan.

  590:: Not available for intercampus loan.

  590:: Available only to TCC students, faculty, and staff.

  590:: Available only to TCC-Norfolk students, faculty, and staff. (campus)

  540:: Public performance rights.

  856:: |u http:xxxxx |z Link only available from TCC campus.

  546:: Closed-captioned.

  546:: Audio description.

Series/Serials

• Serial: A continuing resource issued in a succession of discrete parts, usually bearing numbering, which has no predetermined conclusion. Monographic serials are generally cataloged as serials except for the volumes dedicated to a single topic. When subject access is deemed more important than serial access, the volumes of a serial will be cataloged on a non-serial record and given a call number appropriate for the subject. For example Crime & Justice: An annual review of the research with volumes focused on topics such as women, prisons, child abuse, etc.
• Series: A group of separate items related to one another by the fact that each item bears, in addition to its own title proper, a collective title applying to the whole. To improve access, volumes in a monographic series may be cataloged on non-serial records with or with/out a series call number. For example, Dictionary of Literary Biography is cataloged as a monograph but given a series call number of REF PN451.D52 v.#
• Verify series tracings. Generally we don’t use series call numbers in the circulating collection. (Ex. New Directions series). For series not traced, update to “490 0 “. DO NOT DELETE series tracings since 490 fields will still be included in keyword indexing.
• MARC holdings standards for multi-volume sets, serials, and periodicals will be implemented with the Aleph system.
• Items added to existing records are often referred to as "Add-ons".

Updates to the Campuses

• When adding new titles locate the bibliographic record for the item, making note of previous editions that are candidates for discard. If applicable, insert a note into the item so staff at the campus library is alerted to previous editions, multiple copies, etc.
• If other campuses hold older editions than could be updated by a discard, request the older edition be sent to cataloging to be transferred to another campus.
• Following system procedure, create item record and scan in barcode. If earlier item appears insert a note into the item so campus library staff is alerted.