Editing Guidelines

A. General

1. If the correct work-form is used for the found bib record, proceed to do copy- cataloging editing.
2. If the found bib record is a DLC or a GPO record but in a different Work-Form or the bib is only a near match, copy cataloger can use that record to derive a new one with the correct format for the fixed fields. However, in case of a GPO item, prefer a GPO full level record if available. The order of preference (Elvl Encoding Level LDR/17) to select which OCLC bib record to use is:
   • 1st choice — DLC full level or GPO full level
   • 2nd choice — Level 4, I record
   • 3rd choice — Level 7, 8, K or M record provided information in 245, 260 and 300 match the description of the item in hand.
3. If no hit resulted from OCLC search, a RLIN search is to be conducted. If a match or a near match RLIN bib record is found, copy cataloger will turn item with or without any found RLIN record to original cataloger.
4. No cartographic materials are to be processed as Pre-Cat.
5. Copy-cataloging editing generally includes the verification of information entered in various fields, make addition and or correction if needed to ensure the information truly describe the item in hand.
6. Unlike printed books, cartographic materials can be in different physical forms. Generally the chief source of information is the item itself
7. For copy-cataloging editing, if the record is a DLC or GPO full level record, cataloger can generally accept the entered data.
8. The following table is to show what to do for the various fields and subfields.
   For deriving a new record from the existing one, information for all descriptive access points/fields are required to be entered as to meet the input standards for that Encoding Level. Ordinarily enter “I” for LDR/Elvl. If not enter as “K” level.  <<<<<<<<TABLE HERE>>>>>>>>>>>>
9. Because information can easily be extrapolated from the item itself, it is not necessary to have the call number be present in the bib record to do copy- cataloging editing. Call number can be constructed from the information gathered from the item itself and or from fields like 007, 008, 034, 043, 052, 072, 245, 4XX/8XX, 5XX, 6XX and 7XX.
10. All 1XX, 6XX and 7XX headings need to be controlled. If necessary, authority record may need to be created locally. Criteria and procedure for creating local authority record refer to Authorities Policies and Procedures documentation. Click the following link. http://macfadden.mit.edu:9500/colserv/cat/authorities/authorities-polproc.htm
11. If bib record has 4XX and 8XX fields, follow MIT Libraries’ guideline for the handling of series statement.
12. When cataloging cartographic electronic resources, like CD-ROM, DVD- ROM, if additional guideline is needed, refer to Appendices H and J of Cartographic Materials and chapters 3, 9 and 12 of AACR2.
13. The data entered in the various fields and subfields are inter-related. It is important the data in various fields and subfields match their corresponding ones.
14. The following table is to show the match points for the various fields and subfields. <<<<<<<<TABLE HERE>>>>>>>>>>>>