4. Cataloging Guides

4.1. Bibliographic Record Cataloging Cheat Sheet

Jared Camins-Esakov

Nicole C. Engard

Changed content where necessary. 

2010

Table 6.1. Cataloging Guide

Tag

Label

Description

Instructions

000

LEADER

Describes the record(i.e. surrogate) -- is it a record for a monograph? A serial?

Click in this field to fill it in. Then set "Bibliographic level" to 'a' for articles or 's' for serials. Otherwise, leave everything as is.

001

CONTROL NUMBER

Accession number.

Enter the accession number written inside the item here. For articles and items which do not have accession numbers, leave blank.

003

CONTROL NUMBER IDENTIFIER

Your MARC Organizational Code

Click in this field to fill it in (will auto fill if you have your MARCOrgCode preference set).

005

D & T LATEST TRANSACTION

Current date and time.

Click in this field to fill it in.

008

FIXED-LENGTH DATA ELEMENTS

Field containing computer-readable representations of a number of things.

Generally you will only use 's' (single) or 'm' (multiple) options for position 06- use the former when the item was published in a single year, the latter when it was published over the course of several. If there is a single date, only enter a date in the first date field (positions 07-10). Enter the three-digit country code in positions 15-17, being sure to add spaces if the country code is fewer than three characters long. If there is an index, note that fact in position 31. Enter the three-letter language code in positions 35-37.

010

LCCN

A number assigned by the Library of Congress to uniquely identify the work.

Check on the copyright page of the book (if it was published in the US) or the LC catalog for this number. If you can't find it, don't worry about it.

020

ISBN

Unique number used by publishers to identify books.

If this number isn't listed on the book, there probably isn't one.

022

ISSN

Unique number used by publishers to identify serials.

If this number isn't listed on the book, there probably isn't one.

033

DATE/TIME OF EVENT

Used for auction dates. Required for auction catalogs.

For auctions that took place on only one day, enter the date of the auction in the format YYYYMMDD in the subfield 'a' and a '0' in the first indicator. For auctions that took place over two consecutive days or any number of non-consecutive days, create a subfield 'a' for each day with the date in the format YYYYMMDD, and put a '1' in the first indicator. For auctions that took place over more than two consecutive days, create a subfield 'a' (in format YYYYMMDD) for the first day and a subfield 'a' (also in format YYYYMMDD) for the last day, and put a '2' in the first indicator.

040

CATALOGING SOURCE

Identifies which libraries created and modified the record.

For imported records, add a subfield 'd' with your OCLC code as the value. For new records, make sure that the subfield 'c' with your OCLC code as the value.

041

LANGUAGE CODE

Identifies all the languages used in an item, when two or more languages are present.

For significant portions of a text in a given language, there should be a subfield 'a' with that language code. If there are only summaries or abstracts in a specific language, create a subfield 'b' with that language code.

100

MAIN ENTRY--PERSONAL

Authorized form of the main author's name

See Authorized headings sheet and AACR2. The first indicator should generally be a '1', to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be '0'.

110

MAIN ENTRY--CORPORATE

Authorized form of the name of the main corporate author. Required for auction catalogs.

Auction catalogs should use a 110 field rather than a 100 field. See Authorized headings sheet and AACR2. Set the first indicator to '2'.

111

MAIN ENTRY--MEETING

Authorized form of the name of a meeting which acted as a main offer (e.g. conference proceedings)

See Authorized headings sheet and AACR2. Set the first indicator to '2'.

245

TITLE STATEMENT

Transcription of the title statement from the title page (or chief source of information)

Enter the title in subfield 'a', the subtitle in subfield 'b', and the statement of responsibility in subfield 'c'. If you are creating a record for a single volume or part of a multi-part item, you should put the part number in subfield 'n' and the part title in subfield 'p.' For auction catalogs, the date (in 'MM/DD/YYYY' format) should be listed in square brackets in subfield 'f'. See ISBD punctuation sheet. Set the first indicator to '0' if there is no author, otherwise set it to '1'. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the second indicator to '4').

246

VARYING FORM OF TITLE

Alternate form of title for searching and filing purposes

If the patron might look for the work under a different title, enter it here. Do not include initial articles. The first indicator should be '3', unless the title is merely a variant spelling, in which case the first indicator should be '1'.

250

EDITION STATEMENT

Transcription of the edition statement from the title page (or chief source of information)

Transcribe the edition statement exactly as it appears on the title-page. You may abbreviate if the edition statement is very long.

260

PUBLICATION (IMPRINT)

Publication information.

Put the location of publication in subfield 'a', the publisher in subfield 'b', and the year (or probable year) in subfield 'c'. See ISBD punctuation sheet.

300

PHYSICAL DESCRIPTION

Physical description

Enter the pagination statement in subfield 'a', a brief description of "special" contents such as illustrations or maps in subfield 'b' (see AACR2), and the size of the item in subfield 'c'. See ISBD punctuation sheet.

490

SERIES STATEMENT

Shows the series statement exactly as it appears on the item.

Transcribe the series statement into subfield 'a' with the volume number in subfield 'v'. See ISBD punctuation sheet. Set the first indicator to '1' if you are using an 830. As a general rule, you should do so.

500

GENERAL NOTE

Notes that don't fit anywhere else.

Enter notes as full sentences, with a separate 500 field for each distinct topic.

501

WITH NOTE

Notes whether the work is bound with the works described by other records.

Put description of relationship in subfield 'a'.

504

BIBLIOGRAPHY, ETC. NOTE

Indicates whether the work includes a bibliography.

If the work includes a bibliography and index, put the text "Includes bibliographical references (p. XXX-XXX) and index." in subfield 'a'. If the work does not include an index, remove that part of the sentence. If the references are scattered throughout the work and not gathered into a distinct sentence, remove the parenthetical statement.

505

FORMATTED CONTENTS

List of contents in a standard format. Unformatted contents can be listed in a 500 (General Note) field.

See ISBD punctuation sheet. Set the first indicator to '0'. If you are separately coding authors and titles, set the second indicator to '0'. Otherwise, leave the second indicator blank.

518

DATE/TIME OF EVENT NOTE

Used for auction dates.

For auction catalogs, enter the date of the auction in the format 'January 2, 1984' in the subfield 'a'

520

SUMMARY, ETC.

A brief summary or abstract of the book or article.

In general you do not need to write a summary. A summary might be called for, however, with items that cannot be easily reviewed by a patron, such as books with highly acidic paper or CD-ROMs.

546

LANGUAGE NOTE

Note describing the languages used in the work

Only needed for works in multiple languages. See ISBD punctuation sheet.

561

PROVENANCE INFORMATION

Describes the previous ownership of the item.

Used only for rare books.

563

BINDING INFORMATION

Describes the binding of the item.

Used only for rare books.

590

LOCAL NOTE

Local notes. Required for auction catalogs.

Used for auction catalogs to indicate what types of coins are sold in the auction- Roman, Greek, etc.

600

SUBJECT ADDED--PERSONAL

Authorized form of personal names for people discussed in the work

See Authorized headings sheet and AACR2. The first indicator should generally be a '1', to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be '0'. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.

610

SUBJECT ADDED--CORPORATE

Authorized form of corporate names for organizations discussed in the work

See Authorized headings sheet and AACR2. Set the first indicator to '2'. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.

611

SUBJECT ADDED--MEETING

Authorized form of meeting names for meetings discussed in the work

See Authorized headings sheet and AACR2. Set the first indicator to '2'. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.

630

SUBJECT ADDED--UNIFORM TITLE

Authorized form of titles for other works discussed in the work

See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the first indicator to '4'). If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.

650

SUBJECT ADDED--TOPICAL

Library of Congress Subject Heading terms describing the subject of the work

See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.

651

SUBJECT ADDED--GEOGRAPHICAL

Library of Congress Subject Heading geographical terms describing the subject of the work

See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to '0'. Otherwise set the second indicator to '4'.

655

INDEX TERM--GENRE/FORM

Describes what an item is as opposed to what the item is about.

Generally used only for auction catalogs, which should have the genre heading "Auction catalogs." (make sure to find the authorized heading!) If you found the name in the LC authority file, set the second indicator to '0'. If you are using a term from a specific thesaurus, set the second indicator to '7' and put the code for the thesaurus in subfield '2'. Otherwise set the second indicator to '4'.

690

LOCAL SUBJECT ADDED--TOPICAL

Used for headings from any custom subject authority file.

If there is no appropriate LCSH term, you can use a 690 with subject headings you find on other items in the catalog.

691

LOCAL SUBJECT ADDED--GEOGRAPHICAL

Used for headings from any custom subject authority file.

If there is no appropriate LCSH term, you can use a 691 with subject headings you find on other items in the catalog.

700

ADDED ENTRY--PERSONAL

Used for second authors and other persons related to the production of the work.

See Authorized headings sheet and AACR2. The first indicator should generally be a '1', to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be '0'.

710

ADDED ENTRY--CORPORATE

Used for corporate bodies related to the production of the work (e.g. publishers).

See Authorized headings sheet and AACR2. Set the first indicator to '2'.

711

ADDED ENTRY--MEETING

Used for meetings related to the production of the work (e.g. symposia that contributed to the work).

See Authorized headings sheet and AACR2. Set the first indicator to '2'.

730

ADDED ENTRY--UNIFORM TITLE

Used for uniform titles related to the production of the work (e.g. a work that inspired the present work)

See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the first indicator to '4').

773

HOST ITEM ENTRY

Describes the larger bibliographic unit that contains the work (e.g. book or journal containing the article being described in the current record)

If the host publication is author main entry, enter the authorized form of the author's name in subfield 'a'. Put the title in subfield 't'. If the host publication is an independent work, put publication information in subfield 'd'. When available, ISSN and ISBN should always be used in, in subfields 'x' and 'z' respectively. Relationship information (e.g. volume number, page number, etc.) goes in subfield 'g'. Subfield 'q' contains an encoded representation of the location of the item: volume, issue, and section numbers are separated by colons, and the first page is entered following a '<' at the end of the subfield. See ISBD punctuation sheet. Set the first indicator to '0'. If you want the label "In:" to be generated, leave the second indicator blank. If you want something else displayed before the 773 text, set the second indicator to '8' and add a subfield 'i' with the label you want at the beginning of the field (e.g. "$iOffprint from:").

830

SERIES ENTRY--UNIFORM TITLE

Authorized form of the series name transcribed in the 490 field. Often this will just be the same as the 490.

See Authorized headings sheet and AACR2. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space... for "The " set the second indicator to '4').

852

LOCATION/CALL NUMBER

Provides the section name for pre-barcode books, pamphlets, and some articles and serials.

Do not put anything in this field if you are cataloging a volume which gets only one record and a barcode. If the item does not get a barcode, or you are currently creating a record for an article in a volume, put the section in subfield 'a' (see ANS cataloging documentation), and the call number in subfield 'i'. Set the first indicator to '8'.

856

ELECTRONIC ACCESS

Links to material available online.

Put the URL of any electronic copies or summaries, etc. in subfield 'u' and a link title in subfield 'y'. Set the first indicator to '4'.

942

ADDED ENTRY ELEMENTS (KOHA)

Used for Koha-specific data.

Set the subfield 'c' to the appropriate item type.


4.2. Item/Holdings Record Cataloging Guide

This table represents the default embedded holdings data in Koha. This information can be used for migration or importing data purposes

Table 6.2. Koha Embedded Holdings Data

MARC21 Tag/subfield

Data Element

Description

Notes

952$0

Withdrawn status

Default values:

  • 0 = Not withdrawn

  • 1 = Withdrawn

Coded value, matching Authorized Value category ('WITHDRAWN' in default installation)

952$1

Lost status

Default values:

  • 0 = Available

  • 1 = Lost

  • 2 = Long Overdue (Lost)

  • 3 = Lost and Paid For

  • 4 = Missing in Inventory

  • 5 = Missing in Hold Queue

It's possible to configure OPAC so that lost items don't display with the hidelostitems system preference.

Coded value, matching Authorized Value category ('LOST' in default installation)

952$2

Classification

Classification scheme that defines filing rules used for sorting call numbers.

A choice of classification sources as they are defined in administration. If no classification scheme is entered, the system will use the value entered in the DefaultClassificationSource preference.

952$3

Materials specified

Specific issues of serials or multi-part items.

Displayed when items are checked out and in to tell the staff how many pieces the item has. Copy/volume data is stored in 952$h and $t for display in Normal views.

952$4

Damaged status

Default values:

  • 0 = Not damaged

  • 1 = Damaged

Coded value, matching Authorized Value category ('DAMAGE' in default installation)

952$5

Use restrictions

Default values:

  • 0 = No use restrictions

  • 1 = Restricted Access

Coded value, matching Authorized Value category ('RESTRICT' in default installation). This value has no effect on circulation.

952$7

Not for loan

Default values:

  • -1 = Ordered

  • 0 = Available for loans

  • 1 = Not for Loan

  • 2 = Staff Collection

Coded value, matching Authorized Value category ('NOT_LOAN' in default installation). Negative number values can still be placed on hold.

952$8

Collection code

Coded value

Coded value, matching Authorized Value category ('CCODE' in default installation)

952$9

Item number

System-generated item number.

Does not display in the item record.

952$a

Owning Library **

Branch code

Required. Code must be defined in Libraries, Branches and Groups

952$b

Holding library ** (usually the same as 952$a )

Branch code

Required. Code must be defined in Libraries, Branches and Groups

952$c

Shelving location code

Coded value, matching Authorized Value category ('LOC' in default installation)

952$d

Date acquired

YYYY-MM-DD

Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD

952$e

Source of acquisition

Coded value or vendor string

Filled in automatically with the Koha assigned vendor id by Acquisitions when an item is received.

952$g

Purchase price

Decimal number, no currency symbol (ex. 10.00)

Filled in automatically by Acquisitions when an item is received.

952$h

Serial enumeration

Filled in automatically by Serials if the issue is received there.

952$o

Koha full call number

Can be filled in automatically based on the itemcallnumber system preference.

952$p

Barcode *

Max 20 characters

952$t

Copy number

Max 32 characters

952$u

Uniform Resource Identifier

Item specific URL

Full URL starting with http:// Only needed if your item has its own URL, not necessary if the bib record has a 856$u that applies to all items on the record.

952$v

Replacement price

Decimal number, no currency symbol (ex. 10.00)

Filled in automatically by Acquisitions when an item is received.

952$w

Price effective from

YYYY-MM-DD

Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD. Filled in automatically by Acquisitions when an item is received.

952$y

Koha item type **

Coded value, required field for circulation

Required. Coded value, must be defined in Item types

952$z

Public note


* - required for circulation

** - required by Koha

4.3. Handling On Order Items and Holds

VOKAL

2010

If you tend to import your MARC records when you have ordered the book (as opposed to when you receive the books), and allow patrons to place holds on those books, you may need to add item records to the *.mrc file before importing.

The easiest way to import your latest order is to first run your records through MARCEdit. Download your MARC records, saving them to your desktop or some other location you use/will remember. If you have MARCEdit already installed you should simply have to double click on your MARC records, and they will automatically open in MARCEdit.

Important

This tutorial was written with MARCEdit version 5.2.3769.41641 on Windows XP, instructions may be different if your version or operating system is different.

  • Your original file will automatically be in the input; ensure MarcBreaker is chosen, and then click "Execute"

  • You will be presented with a summary of the records processed at the bottom of the screen

  • Click 'Edit Records' to continue on to adding item records

  • Your screen will be replaced with a larger screen containing the MARC records

  • Click on Tools > Add/Edit Field

  • Enter in the Koha specific item info

    • In the Field box, type 942

    • In the Field Data box, type \\$c and the item type code (\\$cBOOK in this example)

    • Check the 'Insert last' option

    • Click 'Add Field'

  • Enter in the item record data

    • In the Field box, type 952

    • In the Field Data box, type $7ORDERED_STATUS$aPERM_LOC$bCURR_LOC$cSHELVING_LOCATION$eSOURCE_OF_ACQ$yITEM_TYPE

      • ex. $7-1$aCPL$bCPL$cNEW$eBrodart$yBOOK

        • In a default install of Koha -1 is the value for the Ordered status

      • You may want to look at other subfields you would like data in -- for example, changing the collection code to put all the items in the same collection (8), automatically fill in the acquisition date (d), or put in a public note (z).

      • Be sure you use the $ to separate subfields; adding each subfield on a separate line will cause that many items to be imported with your MARC record (in the example above, four items, each with one of those subfields corrected)

      • Make sure you look at the Administration > Authorized Values in Koha to put the correct code into the field

    • Check the 'Insert last' option

    • Click 'Add Field'

  • Close the field editor window

  • Click on File > Compile into MARC

  • Choose where to save your file

Now you want to go into your Koha system and follow the instructions for importing MARC records.

Once the item has come in, you will need to go to the item record and individually change the item to have the correct barcode, and manually change the status from Ordered to the blank line in the Not for Loan field.

Tip

If you purchase your cataloged item records, you may want to request your vendor put in the information you need into the MARC records for you; that way, you could import the edited-by-the-vendor file, overwriting the current record, automatically replacing the data with what you need.