This cataloging policy was written as an addendum to The Maine Library’s Youth Services Cataloging Policy. It was designed to aid librarians in creating monthly displays and library users in finding books they recall seeing in displays. Displays are created by librarians on a rotating basis. Our hopes in creating a policy specifically for the children’s department displays is to enable our staff to create unique displays each month. For ease of use, this cataloging policy also addresses the required and optional MARC fields each catalog record should contain in addition to the local subject heading that addresses displays. MARC fields have been mapped to RDA, so that librarians and catalogers have easy access to information if they have any additional questions or need to verify any entries.
As books and other library items are identified for use in a display, begin by searching OCLC Connexion for a suitable record. Records with multiple holdings and/or DLC (Library of Congress) indicated record are preferred. All items, books and otherwise, should be reviewed for accuracy–checking names in LC Name Authority File; using a Content, Media, and Carrier Types cheat sheet; etc. If a record is not available on OCLC Connexion, a new record needs to be created for our library.
The following MARC fields (mapped to RDA) are required in each catalog record for both copy cataloged records and original records:
- 245 Title Statement (RDA 2.3.2 Title Proper and RDA 2.4.2 Statement of Responsibility Relating to Title Proper)
- 250 Edition Statement–when applicable (RDA 2.5.2 Designation of Edition)
- 264 Production, Publication, Distribution, Manufacture, and Copyright Notice* (RDA 2.8.2 Place of Publication; RDA 2.8.4 Publisher’s Name; RDA 2.8.6 Date of Publication; RDA 2.11 Copyright Date)
- 020 International Standard Book Number (RDA 2.15 Identifier for Manifestation)
- 040 Cataloging Source
- 041 Language Code–when applicable
- 042 Authentication Code
- 050 Library of Congress Call Number
- 082 Dewey Decimal Classification Number
- 100 Main Entry–Personal Name (RDA 19.2 Creator) with subfield e Relator Term (RDA 18.5 Relationship Designator)
- 300 Physical Description (RDA 3.4 Extent; RDA 7.15 Illustrative Content; RDA 3.5 Dimensions–if these do not fit the physical description of the item being cataloged, please check the RDA Toolkit for an appropriate description match)
- 336 Content Type (RDA 6.9 Content Type)
- 337 Media Type (RDA 3.2 Media Type)
- 338 Carrier Type (RDA 3.3 Carrier Type)
- 520 Summary, Etc. (RDA 7.10 Summarization of Content)
These MARC fields make up the basic framework of our catalog records. Additional fields are added to make items more searchable and findable. Below you will find the additional fields that are optional but that it is believed should be included when available. Also, some of the required fields warranted further explanation. You will find that information below as well.
For MARC field 020 (International Standard Book Number) (RDA 2.15 Identifier for Manifestation), all ISBNs available from OCLC Connexion should be included in the record. Each ISBN should be placed into its own MARC 020 field (International Standard Book Number). For ISBNs of items not available in our collection, subfield z (Canceled/invalid ISBN) will be used. We have determined to include these cancelled/invalid numbers in order for librarians to use them for cross reference of materials.
MARC field 037 (Source of Acquisition) (RDA 4.3 Contact Information) should only be included in the catalog record when the item is a gift or donation to the library. If the library purchased the item for the collection, this field is deemed unnecessary.
MARC field 040 (Cataloging Source) should always be included in the catalog record. It gives a history of the item’s catalog record–who created it, who modified it, etc. When copy cataloging this information from OCLC Connexion, paste into our catalog with plain text and make sure the subfield delimiter (i.e., $) matches what it used in our system.
MARC field 050 (Library of Congress Call Number) can be left as copy cataloged from OCLC Connexion, as long as it has been verified as correct. We use Dewey Decimal Classification System for our nonfiction books, so the Cutter number from the Library of Congress Call Number does not need to be adjusted for collocation. It is important to include MARC field 050 (Library of Congress Call Number) in our records for cross reference purposes.
MARC field 082 (Dewey Decimal Classification Number) should be checked for accuracy. The number may need to be adjusted, depending on the depth of information in our collection on that particular subject. The record that was copy cataloged may be from a larger or smaller institution than our own. The Dewey Decimal Classification Number will depend on how the item will be collocated into our system.
MARC field 240 (Uniform Title) (RDA 6.2.2 Preferred Title for Work) is not to be included in catalog records, as it is deemed redundant to MARC field 245 (Title Statement) (RDA 2.3.2 Title Proper and RDA 2.4.2 Statement of Responsibility Relating to Title Proper).
When there is a MARC field 245 (Title Statement) (RDA 2.3.2 Title Proper and RDA 2.4.2 Statement of Responsibility Relating to Title Proper), then MARC field 130 (Main Entry–Uniform Title) (RDA 6.2.2 Preferred Title for Work) is deemed unnecessary, as it is redundant to MARC field 245 (Title Statement) (RDA 2.3.2 Title Proper and RDA 2.4.2 Statement of Responsibility Relating to Title Proper).
Include MARC field 246 (Varying Form of Title) (RDA 2.3.2.4 Title in More Than One Language or Script or RDA 2.3.6 Variant Title) when necessary. Examples of when this field should be used are: the book is written in multiple languages (varying title would be the title in additional languages); the ampersand is used in the title (the varying title would have “and” spelled out).
Include MARC field 490 (Series Statement) (RDA 2.12.2 Title Proper of Series) when applicable. This MARC field can help librarians and users identify all titles in a series and also help librarians and users find items when they are not collocated together.
Include MARC field 504 (Bibliography Etc., Note) (RDA 7.16 Supplementary Content) when applicable. This field is particularly pertinent with nonfiction books, as librarians and users can use this information in order to identify when items have additional resources listed in them.
Include MARC field 521 (Target Audience Note) (RDA 7.7 Intended Audience) when available. This helps users identify appropriate materials at the correct age and reading level.
Include MARC field 526 (Study Program Information Note) when available. Include first indicator 0 so that “Reading Program” is displayed to user. This field could be of particular use to teachers and homeschool families.
Include MARC field 546 (Language Note) (RDA 6.11 Language of Expression or RDA 7.12 Language of Content) when applicable. Some examples of when this field would be necessary are if the book is a translation or if the book is in multiple languages. This field could help librarians and library users identify library items available in other languages (i.e., Spanish, Chinese, Hindi, etc.).
Include MARC field 586 (Awards Note) (RDA 7.28 Awards note) when applicable. This field helps to identify award winning books when they are not collocated together. There are times when both librarians and library patrons are searching for award winning books from years past. This field can help in those situations.
For MARC field 650 (Subject Added Entry–Topical Term), include 3-7 entries so that there is sufficient information describing the item but not redundant information.
For MARC field 650 (Subject Added Entry–Topical Term), use the second indicator of 1, as opposed to 0, to designate the entry as a “LC subject headings for children’s literature”, not just a “Library of Congress Subject Heading”. This will negate the need for subfield v (Form subdivision) to indicate that the item is a children’s item.
For MARC field 650 (Subject Added Entry–Topical Term), use the second indicator of 4 (Source not specified) and second indicator of 7 (Source specified in subfield $2) when applicable.
For MARC field 650 (Subject Added Entry–Topical Term), include subjects in languages appropriate to the material in order to increase accessibility to all patrons. Including subjects in languages appropriate to the library item allows non-native English speakers to search by subject as well as by title or author.
For MARC field 655 (Index Term–Genre/Form), include 3-5 entries so that there is sufficient information describing the item but not redundant information. Use second indicators of 1 (LC subject headings for children’s literature), 4 (Source not specified), and 7 (Source specified in subfield $2), as appropriate. Although the second indicator of 1 (LC subject headings for children’s literature) is preferred, there will be times when the second indicator of 0 (Library of Congress Subject Headings) is appropriate. For example, the OCLC record you have chosen to copy catalog does not include entries with a second indicator of 1 (LC subject headings for children’s literature).
Include MARC field 690 (Local Subject Added Entry–Topical Term). For this MARC field, the first indicator should remain blank (#) and the second indicator should be 1 to designate the entry as a “LC subject headings for children’s literature”. The subject pattern heading will read in MARC format:
$a Display $x Book pairings $x Name of Display
Examples of past displays, as they appear in the library catalog:
Display–Book pairings–Pollinators
Display–Book pairings–Dinosaurs
Display–Book pairings–Tails and Tales
Display–Book pairings–Around the World
Display–Book pairings–Birds
Display–Book pairings–Under the Sea
Display–Book pairings–Myths and Monsters
Display–Book pairings–Mad Science
When new items are added to the collection, assess each item for relevance to existing displays. If deemed appropriate for any of the available displays, then include MARC field 690 (Local Subject Added Entry–Topical Term) in the item’s record. Use the indicators that are listed above.
Including MARC field 690 (Local Subject Added Entry–Topical Term) on any library item deemed appropriate, allows librarians flexibility in creating and replenishing displays.
When creating new displays, librarian should verify display name with Director of Youth Services in order to maintain consistency in catalog records. A list of all display names available will be updated as necessary and will be available to all Youth Services’ librarians and staff.
Include MARC field 700 (Added Entry–Personal Name) (RDA 20.2 Contributor) when significant contribution to the work has been made. Examples of significant contributors are: illustrator, editor, translator, and photographer for entire work. However, a contribution of one photo, one quote, one illustration, etc. are not deemed significant enough contributions to warrant a MARC field 700 entry.
In MARC field 700 (Added Entry–Personal Name) (RDA 20.2 Contributor), use the qualifier of subfield e (Relator Term) (RDA 18.5 Relationship Designator) to indicate person’s contribution to the work.
Include MARC field 856 (Electronic Location and Access)(RDA 4.6 Uniform Resource Locator) when provided. Verify that the link is working and includes up to date information.
*If MARC field 260 (Publication, Distribution, Etc. (Imprint)) appears in record, be sure to update to MARC field 264 (Production, Publication, Distribution, Manufacture, and Copyright Notice), as all records should be in RDA not AACR2.
Book Pairings by Renee and Kristin 