Manual

LIBRARIES ONLINE, INC. (LION)
BIBLIOGRAPHIC POLICY MANUAL

rev: 2012

GENERAL BIBLIOGRAPHIC RECORD GUIDELINES AND RULES

Records will be input according to current Library of Congress practices using MARC format.

I. Searching: Before you create a new MARC record search the system.

LION requires that you do three searches:

  • Standard number (ISBN, ISSN, etc.)
  • Additional standard number or title
  • Author

If no match is found conduct a remote search.

NOTE:  When you find a match in LC please make sure all the tags apply to your item.  Example: “Viewing copy only”, “LC copy signed by author”. If there are tags that do not correspond to your item please remove them. Remember, things in red do not belong in the record.

II. What determines a match?

A match is found if the record in the database and the item in hand agree in ALL the following points:

  • Author (s)
  • Title
  • Edition
  • Publisher
  • Volumes
  • Paging

An item may be attached to a bibliographic record when an author writes under a pseudonym and the author’s name on the title page does not match the name in the 100 field.

Consider that you have a match if the only variation is one of the following:

  • A difference in the printing or copyright date
  • A minor variation in imprint, ex. “a division of…”, or “Harper Trophy”
  • An ISBN change
  • A difference in binding; add the second ISBN if necessary

III. Creating a new record:

If no match is found create a MARC record. If you find a duplicate record you may merge the items, or you can notify the LION cataloger. Records created in III require the use of templates; LION has templates which may be copied, then edited.  See the III cataloging manual at http://catalog.lioninc.org/manual/ for more information. Items that require a new record include, but are not limited to, the following:

  • Book club editions – edition statement = 250|aBook club edition
  • Large print editions – gmd = 245|h[text (large print)], form of item code “d”, material type “l” (lower case L)
  • Electronic books and playaways – gmd = 245|h[electronic resource]

Be aware of material type selections as they determine OPAC scoping and icon display.

Types of new records:

1. Initial Search Records (ISR)

Fields required in an ISR:

Language – Required

Cat Date – Leave blank

Country – Required

Tag 008 – Audience (a, b, c, d, etc.)
- Form Item (d=Large type)
- Lit Form    (0, 1, e, p, etc.)

Tag 010 – Required if available

Tag 020 – Required if available

Tag 022 – Required if available

Tag 028 – Required if available

Tag 035 – Required

Tag 245 – |a Required |h if applicable |n if applicable |p if applicable |b required if applicable |c required if available

Tag 250 – Required if applicable

Tag 260 – |a Required |b required |c required

Tag 300 – |a Required |b required if applicable |c required |e  required if applicable

Tag 336 – Required

Tag 337 – Required

Tag 338 – Required

Tag 538 – Required if available

Tag 5xx – Notes are encouraged

Indicators need to be added when entering 1xx, 2xx, 4xx, 6xx, 7xx tags. Please see http://www.loc.gov/marc/bibliographic/ecbdhome.html for more information.

2. On Order Records

Fields required in an On Order Record:

Tag 02x – Required if available

Tag 100 – If authorized and verified

Tag 245 – |a Required |h if applicable |b required |c required if available

Tag 250 – Required if available

Tag 260 – |a Required if available |b required if available |c required if available

Tag 300 – |a Required if available |b required if available |c required if available

If you create an On Order record you must use the item location xxooo to allow holds to be placed.

3. Full MARC records

If no OCLC match is found for a record you created (examples are ISRs or On Order records) you may be required to upgrade to a full MARC record.  For more information please see Upgrading an ISR [Insert Link Here]

Please see the OCLC Input and Standards Guidelines at www.oclc.org/bibformats for Full MARC cataloguing requirements.

4. On-the-fly items

These are items on the shelf that have no record in the data base. This is done at the CIRC desk.

  • Ills
  • Fast Adds

An “on-the-fly” template must be set up ahead of time.
Make sure that a “CAT Date” of 09-10-2006 is used in all these items. Information should be in CAPS.
Make sure a note is added for the item to be sent to cataloguing when it returns.
The item needs to be deleted and catalogued.

 5. Item Records

Once a bibliographic record has been created and saved it must have an item or order record attached, or the bibliographic record will disappear.  LION will periodically run a clean-up program to delete records that have no items or orders attached.

IV. Editing records in the database:

When editing a bibliographic record add subfield “d” in an 040 tag and add your library’s identifying 3 digit code.  (These would be the old mnemonics). Do not change the 035 number. [See Appendix – LION cataloging codes]

Examples of editing include:

Correct misspellings

Adding subtitles or performers

Changing the title and subtitle when the “item-in-hand” differs from what is in the system and there has been no edition change

Adding missing information such as the 300 tag

Adding other pertinent information

 

 
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