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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.


    FIELDS

    What to do

    Fixed fields

     

     

    Crtp

    Type of Cartographic Material

    Verify / correct

    DtSt

    Type of Date/Publication Status

    Verify / correct

    Dates

    Date 1 and Date 2 --Dates related to publication. May vary from date in Call Number, which is the date of situation

    Verify / correct

    GPub

    Government publication

    Verify / correct

    Indx

    Index

    Accept / add

    Proj

    Projection

    Accept / add

    Relf

    Relief shown

    Verify / correct / add

    SpFm

    Special format

    Accept

    Variable fields

     

     

    006

    Additional material characteristics

    Verify / correct / add

    007

    Additional material characteristics---Use separate 007s for Electronic Resource and Map formats

    Verify / correct / add

    034

    Coded cartographic mathematical data

    Verify / correct / add $a
    Verify / correct / add $b
    Accept $d to $g if present

    043

    Geographic area code

    Verify / add

    052

    Geographic classification

    Accept

    245 $h

    General material designation-GMD

    Correct / add

    255

    Geographic data

    Verify / correct / add $a
    Verify / correct / add $b
    Accept $c if present

    538

    System details

    Verify / correct / add

    500

    Title from note

    Verify / correct / add

    500

    Relief shown by note

    Verify / correct / add

    500

    Other general note

    Verify / correct / add

  9. 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.  
  10. 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.
  11. 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
  12. If bib record has 4XX and 8XX fields, follow MIT Libraries’ guideline for the handling of series statement.
  13. 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.
  14. 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.
  15. The following table is to show the match points for the various fields and subfields.

    Field

    Subfield

    Subfield name

    Related Fields/Subfields

    LDR

    Rec stat (05)

    Record status

     

     

    Type (06)

    Type of record

    006, 007 $a $b

     

    Blvl (07)

    Bibliographic level

    034 1st Indicator

     

    Ctrl (08)

    Type of control

     

     

    (09)

    Character coding scheme

     

     

    ELvl (17)

    Encoding level

    090, 099, 6XX, 7XX

     

    Desc (18)

    Descriptive cataloging form

    034, 255, 507

     

    (19)

    Linked record requirement

     

    006

    Computer files
    Maps
    Mixed materials
    Visual materials

    Additional material
    Characteristics

    LDR/Type, 007, 008/CrTp, 08/Form, 008/SpFm, 300, 500,
    533, 538,
    650/651 $v,
    856

    007

    Map
    Electronic resource
    Globe
    Microform
    Non-projected graphic
    Projected graphic
    Remote-sensing image
    Videorecording

     

    LDR/Type, 006, 008/Form,
    300, 500, 533, 538,
    650/651 $v, 856

    008

    Entered (00-05)

    Date entered on file

     

     

    DtSt (06)

    Type of date

    Type of date    090,099, 250, 300 $c,
    4XX/8XX,
    500

     

    Date 1 (07-10)

    Dates

    090,099, 250, 300 $c, 4XX/8XX,
    500

     

    Date 2 (11-14)

    Dates

    090,099, 250, 300 $c, 4XX/8XX,
    500

     

    Ctry (17-17)

    Place of publication code

    260 $c

     

    Relf (18-21)

    Relief

    500 Relief shown by note

     

    Proj (22-23)

    Projection

    255 $b, 500

     

    (24)

    Undefined

     

     

    CrTp (25)

    Type of cartographic material

    006, 007, 300, 500, 533, 538, 650/651 $v, 856

     

    (26-27)

    Undefined

     

     

    GPub (28)

    Government publication

    090, 099, 086, 260, 110, 710

     

    Form (29)

    Form of item

    006, 007, 300, 500, 533, 538, 856

     

    (30)

    Undefined

     

     

    Indx (31)

    Index

    500, 504

     

    (32)

    Undefined

     

     

    SpFm (33-34)

    Special format characteristics

    006, 007, 650/651 $v

     

    Lang (35-37)

    Language

    041, 546

     

    MRec (38)

    Modified record

     

     

    Srce (39)

    Cataloging source

     

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