3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cedefop cataloguing procedures Creating bibliographical descriptions for VET-Bib Bettina Brenner Documentalist 1

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - General remarks Cataloguing - General remarks Standards, norms and rules are essential means for describing bibliographical and related information. Network cataloguing only operates successfully if the input is prepared in a consistent and accurate way. Cedefop follows the Anglo-American Cataloguing Rules (AACR 2). Cedefop follows USMARC format (representation and communication of bibliographic and related information in machine-readable form). Descriptions of countries, languages, etc. follow ISO norms. Several authority files control data input. (Authors; Corporate sources; Document types; etc.) 2

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - VET-Det Cataloguing - VET-Det VET-Det is the input tool for bibliographical data. It was developed to facilitate correct bibliographical description. VET-Det manual is describing the cataloguing rules as they are applied by Cedefop. It has to be consulted while cataloguing! Cataloguing - Definitions Cataloguing - Definitions A PUBLICATION may be a book, a chapter in a book, an article in a journal, a CD-ROM, a database, a electronic document, a website. A RECORD is a description of a publication, it comprises a bibliographical description, a set of descriptors and an abstract. 3

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Bibliographical level Cataloguing - Bibliographical level Depending on the publication, the bibliographical level varies: BK for printed monographs (books, reports, etc). Also used for printed publications, which are available online, too. CF for computer files (CD-ROM). JA for journal articles JI for thematic journal issues (devoted to specific themes) MC for monograph parts (for example one contribution in a compilation) MX for mixed publications, meaning book with attached CD-ROM or diskette IR for internet resources, like online databases, websites, catalogues, etc. Choosing the correct bibliographical level is essential for being able to access all the bibliographical fields required!!! 4

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Title field Cataloguing - Title field TITLE statement separation into 3 sub-fields: main title : subtitle / responsibility. Use correct punctuation : /. = Indicators Main responsibility Choose TITLE when no personal author exists (default for internet resources) Choose AUTHOR when a personal author exists (most common case) Choose CORPORATE SOURCE when publication is published by a corporate source by mandate, like working programme, annual report. (rarely used) Title non-filing indicator : use when title begins with an article Use 4 for The…; Use 2 for A…. 5

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Other title fields Cataloguing - Other title fields VARYING TITLE alternative titles other linguistic versions appearing in the main source of information parallel titles other titles appearing in the source of information ROUGH TRANSLATION rough translation of titles which are not English or French and which users may not understand rough translation begins and ends with a square bracket. [Rough Translation.] 6

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Other Title fields Cataloguing - Other Title fields SERIES TITLE only used for entering series non-filing indicator applies [The … = 4] not to be confused with Host Item TITLE Vocational training in Spain. SERIES TITLE Cedefop panorama vol 6 HOST ITEM When cataloguing journal articles and journal issues the title of the journal has to be entered under HOST ITEM TITLE [of article] The experience of adult training / Andrea de Curvey. HOST ITEM [title of journal] Vocational training journal (2000) 12, p

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Authors Cataloguing - Authors AUTHOR field and OTHER AUTHOR field repeat in a standardised way the names already mentioned under statement of responsibility in TITLE field. Apply general orthographic rules Full spelling of names Pérez, María Luisa Da Cruz, Carlos Van Rens, Johann John, Ernst G. Use AUTHOR field for first author, OTHER AUTHOR field for second and third author. We dont distinguish between authors, editors and compilers. 8

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Corporate Source Cataloguing - Corporate Source If no personal author is indicated but a corporate body, the corporate body will be responsible for the publication. It is very important to enter the corporate body in a standardised form, even if this differs from the indication on the document. Enter the name of the corporate body in mixed case followed in the next field by the acronym in upper case. For national organisations, the name has to be adopted in the language of the country. In the case of names of minor languages, put the English name in brackets. Many times two level description is used CS National Research Centre SUBUNIT Insitute for Education 9

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Title fields - Example 1 Cataloguing - Title fields - Example 1 Publication with main title, subtitle and three personal authors INDICATORS 1st IND = 2 (Main repsonsiblity = author) 2nd IND = 4 (The...) TITLE The Bulgarian training system : SUBTITLE latest vocational training trends / RESPONSIBILITY STATEMENT edited by Peter Green, August W. Müller and Franka Achtenhagen. AUTHOR Green, Peter OTHER AUTHOR Müller, August W. Achtenhagen, Franka 10

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Title fields - Example 2 Cataloguing - Title fields - Example 2 Publication with main title, two subtitles and one responsible corporate source INDICATORS 1st IND = 1 (Main repsonsibility = title) 2nd IND = 0 TITLE Q : SUBTITLE the independent political review : arts, business and science / RESPONSIBILITY STATEMENT edited by the International Center of Business and Science. OTHER CORPORATE SOURCE International Center of Business and Science 11

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Title fields - Example 3 Cataloguing - Title fields - Example 3 Bilingual publication with more than three authors. INDICATORS 1st IND = 1 (Main repsonsibility = author) 2nd IND = 0 TITLE Educational theory and training research = SUBTITLE Erziehungstheorie und Bildungsforschung / RESPONSIBILITY STATEMENT John Garland [et al.]. VARYING TITLE Erziehungstheorie und Bildungsforschung. AUTHOR Garland, John 13

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Publishing Information Cataloguing - Publishing Information PUBLISHER field is subdivided into three sub-fields Place of publisher Name of publisher Date of publication Use of this field is mandatory for all records Place of publisher is entered in English and NOT in the original language Vienna and not Wien Date of publication has to be entered with 4 digits Name of publisher is entered in the shortest recognisable form ILO and not International Labour Office 14

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Other fields Cataloguing - Other fields ISBN/ISSN enter ISBN (books) / ISSN (journals) as given in the publication if no ISBN/ISSN is found, it is mandatory to make a reference in the AVAILABILITY field Availability mandatory field, if no ISBN/ISSN is found in the publication Information on where a copy of the document can be obtained consists of 5 different sub-fields: Name & address; Tel; Fax; ; Homepage Input has to be standardised 15

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Other fields Cataloguing - Other fields LANGUAGE use two character codes define language of publication and language of abstract MEETING name, place, date in case you are cataloguing proceedings or conference papers, data of the meeting has to be provided DOCUMENT TYPE choose value from list of values (proceeding, monograph, report, journal article, database, website…) SHELF LOCATION The NM shelf location field is for network members to indicate their local shelf location The CED shelf location is used to indicate shelf locations at Cedefop. Used for periodicals and series. Currently doesnt apply for FMS countries 16

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Other fields Cataloguing - Other fields UPDATE Field reflects the date to which corresponds the monthly contribution. Date of Update is generated automatically, however can be changed manually. EDITION entry is made only when an edition statement appears on the publication 2nd ed. 3rd ed. A first edition is never mentioned. RELATED RECORD Enter the native accession number of closely related documents and indicate the type of relationship. PAR Parallel links DOWN down links UP up links 17

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - Other fields Cataloguing - Other fields PHYSICAL DESCRIPTION Description of physical extend of a publication 98 p. unpaged 3 vols. (386 p.) CD-ROM website When cataloguing journal articles, issues or monograph components this field stays blank. Range of pages of journal articles, issues as well as parts of monographs has to be entered under Host Item. European journal vocational training (2002), no 12, p

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Cataloguing - internet resources/electronic documents Cataloguing - internet resources/electronic documents Choose bibliographical level IR for internet resources. Choose bibliographical level BK/JA… for electronic documents. Electronic location of document composed of five different fields which must be completed if an URL is indicated: URL; Electronic format; Access note; Genre/Form; Copyright note URL: FORMAT: text/html ACCESS NOTE: Electronic text address (EN) GENRE/FORM: Text COPYRIGHT: © European Parliament Please see chapter 5 Cataloguing of Internet Resources in VET-Det manual for further information!!! 19

3-4 March 2003 DOC training workshop Workshop for FMS & ReferNet Please contact for any queries concerning Cedefop cataloguing procedures Bettina Brenner Cedefop- Library and Documentation Postal address: POB 22427, GR Thessaloniki Visiting address: Europe 123, GR Thessaloniki 20 Thank you for your contributions!