1. Book Cataloging Presented by Illinois Heartland Library System

2. Introductions n Your name n Your library name n Your position there n Do you have cataloging experience?

3. Cataloging n Three types of cataloging u Classification -- Assigning a call number u Subject analysis -- Determining the subject of a work u Descriptive cataloging -- Describing an item in a unique way F Discussed in detail today

4. What is Descriptive Cataloging? n The process of: u Describing an item in a cataloging record and u Identifying and formatting access points u Based on: F Anglo-American Cataloguing Rules (AACR) or F Resource Description and Access (RDA)

5. AACR and RDA n Instructions for entering descriptive elements and name-and-title access points in a catalog record n Records look different depending on which set of rules is used to create the record n AACR—Available in print format n RDA—Available as print or online subscription (www.rdatoolkit.org) – annual fee for onlinewww.rdatoolkit.org

6. Structure of AACR n Divided into two parts u Part 1. Deals with the description of the item (Title, publisher, physical characteristics, etc.) F Chapter for each format u Part 2. Deals with the access points which will be used to search for the item n Appendices give instructions for capitalization, abbreviation, etc.

7. Structure of RDA n Divided into sections with instructions that apply to all formats u No separate chapters for type of material n Appendices with instructions on capitalization, abbreviations and symbols, initial articles, etc.

8. Sources of Information n The first areas to examine when cataloging an item Provide: u Title u Author/creator and/or others responsible for content u Publication information such as name of publisher, place of publication, and date u Edition information, when present u Series statement, when present

9. Sources of Information--Books n Title page n If there’s no title page: cover, spine, other preliminary pages, colophon, container, etc. n Terminology note: u AACR: Chief source of information u RDA: Preferred source

10. Definitions n Preliminary pages: title page, title page verso, any pages before title page, and cover n Colophon: statement at the end of the item with title, publisher, printer, or date, information about the author

11. Title Proper n The title minus any subtitle or other title information n Taken from the chief or preferred source of information u Usually the title page u AACR: If taken from source other than title page, include a note to indicate source 245 $aTitle proper

12. Recording the Title n Transcribe title exactly as it appears on the source u AACR--Only first word and proper nouns are capitalized u RDA—May enter as in AACR, or may transcribe capitalization as it appears on the source u Don’t record introductory phrases in the title proper F Add as a variant title

13. Title punctuation u Punctuation can be transcribed from the title page or added if needed for clarity u AACR--Exceptions are … which should be replaced with -- and [ ] which should be replaced with ( ) u RDA--Transcribe all punctuation exactly as it appears

14. Recording the title—errors n AACR: transcribe as it is on the source; add [sic] or [i.e. with corrected form] and include variant title with correct form On title page: Songs for sumner fun u 245 10 $aSongs for sumner [sic] fun. or u 245 10 $aSongs for sumner [i.e. summer] fun. u 246 3 $aSongs for summer fun n RDA: transcribe as it is on the source; add variant title with correct form On title page: Songs for sumner fun u 245 10 $aSongs for sumner fun. u 246 3 $aSongs for summer fun

15. International Standard Bibliographic Description (ISBD) Punctuation u Punctuation that precedes some subfields or ends a field—used to separate elements of description u Prescribed punctuation F Colon before subtitle F Equals sign before parallel title F Slash before statement of responsibility F Ending punctuation

16. AACR 245 14 $aThe tale of Peter Rabbit /$cby Beatrix Potter. RDA 245 14 $aThe Tale of Peter Rabbit /$cBy Beatrix Potter.

17. Our Book

18. 245 14 $aThe joys of cataloging and classification RDA 245 14 $aThe Joys of Cataloging and Classification

19. Other title information n Subtitle--Information used to qualify a title (often smaller font, not as prominent) 245 _ _ $aTitle proper :$bsubtitle n Parallel title--The title proper in another language 245 _ _ $aTitle proper =$bParallel title n Alternative title--Usually follows the word “or” and found in books published before the 20th century 245 _ _ $aTitle proper, or, alternative title

20. AACR 245 10 $aCujo :$ba really scary dog /$cby Stephen King. RDA 245 10 $aCujo :$bA Really Scary Dog /$cBy Stephen King. Cujo A Really Scary Dog By Stephen King

21. Statement of Responsibility n Those responsible for intellectual and creative content n 245 subfield c—precede with / n Separate functions by space ; space n Transcribe from source u AACR—omit titles of nobility, address, honor, and distinction (with some exceptions) u RDA—transcribe all n Terminology note: u AACR: Author, illustrator, editor, adaptor, etc. u RDA: Creator

22. Statement of Responsibility—more than three names for one function n AACR—record first name, then add phrase “… [et al.]” Example: /$cby Stephen King … [et al.]. n RDA—options u Transcribe all names or u Transcribe the first name, and others if desired, then add phrase “[and … others]” with appropriate number (may be a number or spelled out) Example: /$cby Stephen King [and four others].

23. Statement of Responsibility— noun or noun phrase n AACR—record in subfield b n RDA—treat as part of statement of responsibility—record in subfield c AACR 245 10 $aWinter in Alaska :$bpoems /$cby Mary A. Reed. RDA 245 10 $aWinter in Alaska /$cpoems by Mary A. Reed.

24. Our Book

25. 245 14 $aThe joys of cataloging and classification /$cby Jane Blank with the assistance of Ariel Watson ; introduction by Becka Holmes. RDA 245 14 $aThe Joys of Cataloging and Classification /$cby Jane Blank, M.L.S., University of Alaska, with the assistance of Ariel Watson, M.L.S., University of Washington ; introduction by Becka Holmes, Ph.D., University of New Mexico.

26. Variant titles u Variations of the title proper (i.e., spell out symbols or numbers, record a portion of the title, etc.) u Cover titles u Spine titles u Running titles u Container titles u Added title page titles 246 _ _ $aVariant title (2 nd indicator designates source of variant title)

27. Variant Title--Indicators n Indicator 1 (determines if a note displays) 1Note, title added entry 3No note, title added entry n Indicator 2 (generates PAC label) BlankNo information provided 0Portion of title 1Parallel title (title in another language on item) 2Distinctive title (title for issue of a serial) 3Other title 4Cover title 5Added title page title 6Caption title (first page of print, usually contents page) 7Running title (on each page of print, usually top) 8Spine title

28. Recording variant titles n DO record as many variant titles as needed u MARC tag 246 is repeatable; subfields may or may not be repeatable n DON’T go crazy! u Don’t record every possible variation u Add variant titles that may be useful for finding the resource

29. Recording variant titles— cont. n DO capitalize the first word u 245 10 $aJudy Gorman’s vegetable cookbook. u 246 30 $aVegetable cookbook n DON’T include initial articles On title page: The guide to Barbie doll collecting On cover: The complete Barbie collecting guide u 245 04 $aThe guide to Barbie doll collecting. u 246 14 $aComplete Barbie collecting guide n DON’T add ending punctuation

30. Miss Etta and Dr. Claribel Bringing Art to America SUSAN FILLION AACR 245 10 $aMiss Etta and Dr. Claribel :$bbringing art to America /$cSusan Fillion. RDA 245 10 $aMiss Etta and Dr. Claribel :$bBringing Art to America /$cSUSAN FILLION. Both: 246 30 $aBringing art to America

31. Our Book

32. 246 14 $aJoy of cataloging 246 17 $aCataloging made easy

33. Edition Statement n AACR u Prescribed source is title page, other preliminaries and the colophon u Abbreviate as instructed in Appendix B On item: Sixth edition; In record: 250 _ _ $a6 th ed. On item: Second revised ed.; In record: 250 _ _ $a2 nd rev. ed. n RDA u Source is anywhere on the item u Transcribe exactly from the source, including capitalization and abbreviations On item: Sixth Edition; In record: 250 _ _ $aSixth Edition.

34. Our Book

35. 250 _ _$a2nd ed. RDA 250 _ _$aSecond edition.

36. Publication Information— 260 (AACR)/264 (RDA) Includes  Place of publication, distribution, manufacture ($a) Publisher, distributor, manufacturer ($b) Dates ($c) Source of information  AACR: Title page or other preliminaries, etc.  RDA: Anywhere on the item ISBD punctuation  Semi-colon before place of publication if multiple  Colon before publisher name  Comma before date

37. Publication information n AACR – 260 u All information in single 260 260 _ _ $aPlace of publication :$bPublisher,$cDate(s). n RDA – 264 u May have multiple 264s for different functions— denoted by 2 nd indicator 264 _1 $aPlace of publication :$bPublisher,$cPublication date. 264 _4 $cCopyright date

38. Place of Publication n Enter as it is on the item n If not on the item, add name of the country, state or province in brackets if needed for clarity n AACR -- Give only the first named place unless it isn’t in your country, then also give next named place in your country n RDA – Enter all places named on the item, or enter only the first named place

39. Place of Publication—cont. n AACR – Transcribe abbreviated places as they appear. Abbreviate spelled out countries, states, provinces, etc. as instructed in Appendix B Examples: Carterville, IL – transcribe as is Paris – Add state in brackets if needed—Paris, [Ill.] Carterville, Illinois – enter as Carterville, Ill. (prescribed abbreviation from Appendix B) n RDA – Transcribe exactly as it appears. If adding a place, put in brackets and spell out

40. No place of publication on the item n AACR – Cataloger researches place and enters it in brackets, or enters the abbreviation “[S.l.]” n RDA – Cataloger researches place and enters it in brackets, or enters the phrase “[Place of publication not identified]”

41. Our Book

42. 260 $aLondon ;$aChicago RDA 264 _1 $ aLondon or 264 _1 $aLondon ;$aChicago ;$aNew York ;$aParis

43. Publisher n AACR – Record name in the shortest possible form that still clearly identifies the publisher. Appendix B prescribes abbreviation of some terms u G.K. Hall not Hall u McGraw-Hill not McGraw-Hill and Company u Open Hand Pub. not Open Hand Publishing, Inc. n Consider imprint as publisher rather than parent company n Prefer publisher on title page rather than t.p. verso or other source n RDA – Transcribe exactly as it appears

44. Publisher name unclear or absent n AACR – Probable name may be entered in brackets, or enter the abbreviation “[s.n.]” n RDA – Probable name may be entered in brackets, or enter the phrase “[publisher not identified]”

45. Our Book

46. 260 $aLondon ;$aChicago :$bBooks R Us, RDA 264 _1 $ aLondon ;$aChicago ;$aNew York ;$aParis :$bBooks R Us, An imprint of Catalogers Press,

47. Dates n Publication date -- most important – use the most recent publication date n Copyright date -- may be added along with the publication date but not required n AACR: If no pub. date, use the copyright date instead On item: no pub. date, copyright 2012. In record: $cc2012. n RDA: Requires a pub. date. If no pub. date, use the copyright date as an implied pub. date, in brackets On item: no pub. date, copyright 2012. In record: $c[2012] n Printing dates do not matter unless it is “first” printing n Preceded by comma

48. Multiple Copyright Dates n When a copyright renewal date is present: u If the 1 st copyright date is before 1978, use the earliest and ignore renewals u If the 1 st copyright date is after 1977, use the latest copyright date n If multiple copyright dates with no renewal date, use the latest date

49. No date available on item n AACR – cataloger estimates a publication date u Entered in brackets Examples: [2010] [199-?]—probable decade [19--?]—probable century n RDA – cataloger estimates a date or enters the phrase “[date of publication not identified]”

50. Our Book

51. 260 _ _$aLondon ;$aChicago :$bBooks R Us,$c2006. RDA 264 _1 $ aLondon ;$aChicago ;$aNew York ;$aParis :$bBooks R Us, An imprint of Catalogers Press,$c2006. 264 _4 $c © 2006

52. Example of complete 260/264 Publication date on t.p. verso: 1988 AACR: 260 _ _ $aNew York :$bScholastic Teaching Resources,$c1988. RDA: 264 _1 $aNew York :$bScholastic Teaching Resources,$c1988.

53. Physical Description Area--300 Includes  Extent of item ($a)  Illustrations ($b)  Dimensions ($c)  Accompanying material ($e) Source of information  Entire item ISBD punctuation  Colon before illustrations  Semi-colon before dimensions  Plus sign before accompanying material

54. Pagination n Record the last numbered page in each sequence – xii, 27 p. n If many sequences – 1 v. (various pagings) n If unnumbered sequence makes up a large part of the whole, include in brackets – 125, [40] p. n For a set of volumes – 26 v. n AACR—abbreviate “pages”, “volume”, etc. as instructed in Appendix B n RDA—spell out “pages”, “volume”, etc.

55. Pages not numbered n AACR u Supply number in brackets or u Enter phrase “1 v. (unpaged)” n RDA u Enter phrase “[number] unnumbered pages”—do not put in brackets or u Enter phrase “1 volume (unpaged)”

56. Illustrations n Disregard illustrated title page and minor illustrations n Disregard tables containing only words and/or numbers n If illustrations are one or more of these types, use: coats of arms, facsimiles, forms, genealogical tables, maps, music, plans, portraits, samples n Optionally, can use general term ill. for illustrations without specifying type n If all illustrations are color – col. ill. n If some illustrations are color – ill. (some col.) n For graphic novels – chiefly ill. or chiefly col. ill. n AACR—abbreviate as instructed in Appendix B n RDA—spell out “illustrations”, “color”, “portraits”, etc.

57. Dimensions n Give height in centimeters n Always round up n If width is greater than height, give both height and width – 18 x 30 cm. n If width is less than half the height, give both height and width – 24 x 11 cm. n AACR—period follows cm—considered an abbreviation n RDA—cm considered a symbol, not abbreviation u Period after cm only if 300 is followed by 490

58. Accompanying Material n Give details as you would describe the item in an individual record u 300 _ _ $a450 p. :$bcol. ill. ;$c28 cm. +$e1 videodisc (32 min. : sd., col. ; 4 ¾ in.) u 300 _ _ $a50 p. :$bill., maps, ports. ;$c30 cm. +$e 1 teacher’s guide (10 p. : ill. ; 18 cm.)

59. Our Book

60. 300 _ _$a14 p. :$bcol. ill. ;$c22 cm. RDA 300 _ _$a14 pages :$bcolor illustrations ;$c22 cm. Ends in period if followed by series statement (MARC tag 490)

61. MARC tags 3XX—RDA only 336Content type 337Media type 338Carrier type 344Sound characteristics 346Video characteristics 347Digital file characteristics 380Form of work

62. Series—490/8XX Includes  Series statement ($a) Series numbering ($v) Source of information  Title page  Series title page  The rest of the publication—cover, etc. ISBD punctuation  Semi-colon before series numbering

63. Series n MARC tag 490 u Series statement as it appears on the resource n MARC Tag 8XX—830 or 800 u Series as it is established in the series authority record F May or may not be the same as the 490 F 830—series established under title F 800—series established under author’s name

64. Series examples n Author/title series u 490 1_ $aGoosebumps u 800 1_ $aStine, R. L.$t Goosebumps. n Title series u 490 1_ $aRebels with a cause u 830 _0 $aRebels with a cause.

65. Our Book

66. 490 1_ $aVolume 1 of the new series, Cataloging is for you 830 _0 $aCataloging is for you ;$vvol. 1.

67. Notes n Additional information about the resource Source of information n The item itself, or other sources ISBD punctuation n Most notes have ending punctuation; a few do not Order of notes n AACR: enter notes in order of importance, not numerically

68. Some common note fields for books 500 General note Source of title “Based on” note Index (if not included in 504) Standard wording: Includes index Series-like phrase 504 Bibliography, etc. note Standard wording: Includes bibliographical references (p. 150-155) Include pages if bibliography is in one section If book has index and bibliography—standard wording: Includes bibliographical references and index

69. Some common note fields for books—cont. 505 Contents note Titles of poems, short stories, etc. 520 Summary, etc. note Brief description of contents of work 521 Target audience note Reading level Grade level Audience 546 Language Record language of text (if other than English)

70. Quoted notes--500 n Direct quote from item n If taken from title page, end with period inside closing quotation mark u “A Borzoi book.” n If taken from elsewhere on item, give source, end with period u “Based on a true story”—Cover.

71. Our Book

72. 500 _ _ $a”Revised edition of The joys of cataloging, 2005”—T.p. verso. 504 _ _ $aIncludes bibliographical references (p. 13) and index.

73. Subject headings n Terms that describe what the work is about u Topical u Geographic u Names u Genre n MARC tags that start with 6

74. Standard Numbers n 010-Library of Congress Control Number (LCCN) n 020-International Standard Book Number (ISBN) n 050, 090, 082, 092 Call numbers

75. Our Book

76. 010 _ _$a 2006135689 020 _ _$a0440222739

77. Other MARC tags n 041 – Language code u Coded information on languages noted in 546 n 043 – Geographic area code u Coded information on geographic areas noted in subject headings

78. Fixed Fields n Will always be present in the record, but may or may not contain data n Will only accept data that is valid for that field n Different formats of material have different fixed fields n Data can be used to limit searches n Some are system-supplied; some are coded from data in the variable fields

79. Our Book

81. Access Points n Names or terms used to locate the resource u Main entry u Added entries u Title (title proper & variants) u Series u Subjects u Standard numbers u Keyword

82. Choosing the Main Entry n The first author should be recorded as the main entry n Other authors get added entries unless more than three authors n Adapters are given main entry n Illustrators, compilers, editors and translators can also get added entries n If no author is given, use title main entry. Compilers and editors aren’t given main entry; record in added entry n RDA records access points, but doesn’t have equivalent terminology for main and added entry

83. Form of Name Access Points n Form of name is entered in access point as established in an authority record or using guidelines in AACR2 or RDA if no authority record exists. We look at OCLC or LC Authority File for correct form n Standard format: Last name, first name, possible middle name or initial, dates associated with the name

84. Our Book

85. n Main entry—author n Added entry—assistant n Title proper n Variant titles—cover and running title n Series n Subjects n Keyword

87. SHARE cataloging workflow n Search Polaris first! u If a match is found, edit as needed n If no Polaris record, search Connexion u Look for a full-level record, edit if needed u If less than full-level record is found, upgrade u Make local edits in OCLC before export, or in Polaris after import n If no record in Connexion u Send to IHLS cataloging center, or create original record in Connexion, export to Polaris u Local edits as above

88. The End Thanks for Coming!