LIBRARIES ONLINE, INC. (LION) BIBLIOGRAPHIC POLICY MANUAL
rev: July 1, 2013
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
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)
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.
- 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:
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
V. LION RDA PROCEDURES
We will not convert existing to AACR2 records to RDA. We will have a mixed catalog for many years.
LION will use a simplified version of RDA outline below. All LION catalogers must continue to learn and be familiar with all aspects of RDA, as we may implement more aspects of RDA in the future.
After the effective date all original records and all ISRs will be created using the RDA LION GUIDELINES listed below.
Records imported into the catalog that are full MARC AACR2 records do not need to be upgraded to RDA. If an imported record needs to be edited to will be edited to RDA using the RDA LION GUIDELINES. If there are both AACR2 and RDA records available, choose the RDA record.
We will not have parallel records for the same item. If there is an AACR2 record and an RDA record for the same item, they should be merged to the RDA record.
RDA LION GUIDELINES
Use square brackets if information taken from a source outside the resource itself is used in any of the elements listed.
MARC leader Leader/18/CAT FORM contains the value “i” (for ISBD punctuation included)
040 |erda|dXXX (your 3 letter library code)
084 remove BISACSH codes
100 Entry is under first author mentioned, regardless of number. Collections or anthologies by different authors remain under title, as do series records. When a work is a collaboration by 2 or more creators, enter the most prominently named or first named creator in the 1XX field
Persons — Fictitious and real, non-human entities can be creators
ADD |c identifier such as occupation (if known) and |e relators, e.g., |eauthor. Not necessary on ISRs but required on full records and upgrades
Use hyphen before death date, hyphen after birth date, but no "b.", "d,"; "active" replaces AACR2 "fl."
245 adhere to the AACR2 rules of chief source of information.
No more "[et al.]” — Transcribe all names or, optionally, just the first name (e.g., “John Doe [and six others]")
No longer add defining word to ambiguous title, e.g., :|b[poems], :|b[proceedings].
A noun phrase *associated* with the author is included in |c, e.g., 245 10 |aBurr /|ca novel by Gore Vidal
Transcribe title as it appears. "[sic]", or bracketed additional letters, no longer used after typos. Create 246 with corrected title spellings and/or notes.
Transcribe punctuation as found, e.g., "…", but add ISBD punctuation.
|h [gmd] continue to use- add to all RDA records. Use only Anglo-American Cataloging Rules, 2nd Edition (AACR2) defined GMDs listed below.
CD, DVD and Blue-Ray do not belong in the GMD. Put them in 538.
250 transcribe rather than abbreviate, e.g., 250 |aSecond edition. Use only abbreviations that appear on the item.
264 Place of publication — always required
Only most prominently or first named place required
No more requirement to record first place in the "home country" , but can be added
Do not use abbreviations unless they appear on the resource
Always provide jurisdiction spelled out in brackets if lacking in 264$a.
Never transcribe a postal code.
Record initial article for publisher – enter exactly like you see it – if abbreviated , abbreviate — Dates may be guessed and put in brackets.
Use square brackets only for information not found in the item, regardless of source within the item.
First indicator = Sequence of statements: blank # Not applicable/No information provided/Earliest 2 Intervening 3 Current/latest
Second indicator = Function of entity: 0 Production, 1 Publication, 2 Distribution, 3 Manufacture Statements and 4 Copyright notice date
Use these phrases instead of Latin abbreviations only as a last resort. Find information from outside sources and enclose in square brackets
|a [Place of publication not identified] : |b [publisher not identified], |c [date of publication not identified].
copyright and phonogram signs may be used, or continue to use letter "c" or "p".
copyright: New York :|bThe Dial Press, |c© 2008.
use numeric keypad on the side not the numbers on the top of the keys
make sure num lock is on
Press and hold the “Alt”
phonogram: Toronto : |b ViK. Recordings, |c ℗2004.
get phonogram signs in Sierra: Tools menu -> Character Map -> select “Enclosed Alphanumerics” code chart and the circle-P is in column 5 at row 24c.
264 1 …|c 
264 4 4 2014
Or continue to use a single 264
New York :|bThe Dial Press, |c1996, © 2008.
300 Abbreviations such as "p.", "v.", "ill." "col.", spelled out; cm, km, m without period considered symbols, not abbreviations; "hr", "in.", "min.", "rpm", "sec." still allowed.
Follow cm with a period only if 490 follows immediately after.
Videorecordings – Abbreviate time terms but do not abbreviate other extent terms
Do not use abbreviations for sound or color content terms
(e.g., "sound" not "sd."; "silent" not "si.") or color content (e.g., "color" not "col."; "black and white" not "b&wamp;w")
TEXT Do not use brackets to indicate unnumbered pages
xxvii, 221 pages :|bcolor illustrations ;|c22 cm.
xi, 819 pages, 32 pages of plates :|billustrations ;|c24 cm
1 volume (unpaged) ;|c28 cm (or 93 unnumbered pages or approximately 600 pages)
1 audio disc ;|c12 cm
BOOK ON CD
3 audio discs (approximately 3 hr.) ;|c12 cm
2 videodiscs (approximately 91 min.) ;|c12 cm
336 Content (form)
337 Media (how is it delivered to user)
338 Carrier types (format) do not pluralize
Subfield b not required, but leave in if they are already in a record
Repeatable for kits, enter a separate 336-338 field for each kit component (Optional can just do one set for the main component of the items).
BOOK ON CD
336 spoken word|2rdacontent
338 audio disc|2rdacarrier
336 performed music|2rdacontent
338 audio disc|2rdacarrier
336 two-dimensional moving image|2rdacontent
44-347 Not required, but leave in if they are already in a record
- 344 – Sound Characteristics
- 345 – Projection Characteristics of Moving Image
- 346 – Video Characteristics
- 347 – Digital File Characteristics
490 Transcribe as found rather than abbreviate
Do not abbreviate terms unless they actually appear that way on the resource
Record numbers expressed as numerals exactly as they appear on the resource
Convert numbers expressed as words to numerals, including ordinal numbers
490 0# |a Memoirs of diplomats ; |vvolume 23
650 remove BISACSH subjects codes
7XX ADD |c identifier such as occupation (if known) and |e relators, e.g., |eauthor. See list of Relationship Designators at end. Not necessary on ISRs but required on full records and upgrades. http://www.loc.gov/marc/relators/relaterm.html
938 remove VENDOR coding