Missouri Evergreen Cataloging Policy. Adopted July 3, Cataloging Policy Purpose. Updating the Missouri Evergreen Cataloging Policy

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1 Missouri Evergreen Cataloging Policy Adopted July 3, 2014 Cataloging Policy Purpose Missouri Evergreen libraries recognize that building a union catalog that is easy for our patrons to search requires that we use a common set of policies to create bibliographic records. These bibliographic records are the shared property of the consortium regardless of the number of holdings attached. It does not matter which library created the record, who transferred it into the database, or who has edited it since. Maintaining the quality and integrity of each bibliographic record is an interest and a responsibility we all share. With recommendations from the Missouri Evergreen Cataloging Committee, the Missouri Evergreen Executive Board sets standards for these records. The Missouri Evergreen Cataloging Committee oversees quality assurance and training. Updating the Missouri Evergreen Cataloging Policy All changes to the Missouri Evergreen cataloging policy are coordinated through the Missouri Evergreen Cataloging Committee. The Cataloging Committee will consult with member libraries before a decision is made. Each member of the Cataloging Committee having one vote. Any Missouri Evergreen library can suggest changes to the Missouri Evergreen Cataloging Policy. Changes should be suggested to the Cataloging Committee listserv or to the group during a meeting. Changes approved by the Cataloging Committee through a simple majority of those voting are then presented to the Missouri Evergreen Executive Board for final approval before being added to the policy document. Levels of Catalogers and Cataloging Permissions Missouri Evergreen libraries have identified two levels of catalogers. Each level has the same basic core list of duties and skills with additional responsibilities added at the higher level. Level 1 is the highest cataloging level and includes all the skills and duties of Level 2 along with additional tasks which require special training and permissions. Staff whose primary responsibility is cataloging must receive Missouri Evergreen approved training. Each library may train their staff as appropriate to complete specific tasks in Missouri Evergreen. These tasks may include item/volume record deletion, call number changes or other such single purpose tasks, confined to item/volume records, having a low impact upon the Missouri Evergreen catalog. Each library assures that these staff tasked with these duties receives adequate training and is supervised by the library s cataloging personnel. At the time of migration, no Evergreen training will begin until the required cataloging training is complete.

2 Level 1 Catalogers (More than one Level 1 per library system allowed) Understand that their work affects every library in the consortium Must have Missouri Evergreen Cataloging Training provided by the Missouri Evergreen Coordinator or its designee Can train other library staff Follow Missouri Evergreen cataloging practices Need advanced understanding of MARC records and must currently work with bibliographic records Compare the existing MARC record with the item in hand for completeness and accuracy Add a 049 tag containing a specified code to MARC records indicating they have been edited and/or approved for completeness and quality. Decide whether to remove bibliographic records from the catalog by changing a record s status to deleted (inactive) or by merging compatible records Overlay pre-cataloging order records and incomplete/non-standard records with full MARC records Add MARC records using Z39.50 or vendor interface Create original MARC records Create and modify Authority Records Utilize current cataloging standards when creating/editing MARC records Perform ongoing cleanup of the Missouri Evergreen catalog to maintain standards and quality May assist other member libraries with cataloging. Level 2 Catalogers (More than one Level 2 per library system allowed) Understand that their work affects every library in the consortium Must be trained by a Level 1 Missouri Evergreen cataloger or through training provided by the Missouri Evergreen Coordinator. Understand MARC format and able to interpret bibliographic records Delete local holdings (volume and copy records) Create Acquisitions Records Identify problems in the Missouri Evergreen catalog and refer them to a Level 1 Cataloger Follow Missouri Evergreen cataloging practices Can replace barcodes Add/Edit local call numbers and holdings Search the bibliographic database effectively to determine whether a record exists for an item in hand Create brief records for ILL purposes This table outlines the permissions each cataloging level has. Cataloging/Bibliographic (Database) Duties Cat 1 Cat 2

3 Original cataloging Y N Approve records for completeness and quality. Add 049 holding code Y N Overlay pre-cataloging order records and incomplete/non-standard Y N records with full MARC records Edit bibliographic records to comply with current standards. Add 049 Y N holding code Merge bibliographic records Y N Delete non-standard bibliographic records created by local library system Y N Delete 9xx tags from bibliographic records Y N Create and modify Authority Records Y N Import records by Z39.50 or batch load Y N Add Serial bibliographic records, MFHD, and create patterns Y N Add/Edit volume and copy level data Y Y Delete volume and copy records Y Y Create acquisitions records for items Y Y Create brief records for ILL purposes Y Y Replace Barcodes Y Y Maintenance Requirements Missouri Evergreen member libraries are expected to: 1. Keep their holdings current. 2. Subscribe all catalogers in each library system to the Cataloging Committee listserv. If this is not possible, then the local library system should designate a staff member who will ensure that all local catalogers receive regular updates of Missouri Evergreen cataloging instructions/decisions reported via the listserv. 3. Resolve problems as reported to them by the Missouri Evergreen Cataloging Committee or the Missouri Evergreen Executive Board. Suspending Cataloging Privileges A catalog that is easy to search is very important to Missouri Evergreen libraries; therefore, the Cataloging Committee will be diligent in reviewing record quality. If a library or individual cataloger consistently enters substandard records, the library director will be notified and additional training will be required. If the problem persists, it will be referred to the Missouri Evergreen Executive Board and cataloging privileges will be revoked through the removal process described in the Missouri Evergreen Bylaws. General Permanent Record Policies Permanent Bibliographic Records

4 Must comply with Anglo-American Cataloging Rules, 2 nd ed. (AACR2) cataloging standards or other nationally approved cataloging standards as adopted by the Cataloging Committee and Missouri Evergreen 1. Must comply with current MARC standards 2. Must utilize Library of Congress subject headings 3. Must be signed in the 049 field 4. Must comply with the standards set forth in the Missouri Evergreen Recommended Minimum MARC tags document Signing Bibliographic Records 1. Signing a MARC record indicates that it has been reviewed for completeness and accuracy against the item in hand. 2. If a library system does not have an OCLC code then the chair of the Cataloging Committee will assign a unique code that is not listed on the OCLC website to that library. 3. If the 049 is not already in the record, the cataloger should add it. 4. The subfield a in the 049 tag can be repeated as many times as needed to include the code for each editor. Acceptable Types of Bibliographic Records 1. Library of Congress: Blank, 1, 8 if edited 2. OCLC: 4, I, L, K if edited 3. Missouri Evergreen: minimum MARC requirements Acceptable Sources for MARC Records Original cataloging can be input through Evergreen or through OCLC. Alternatively, records can be loaded through Z39.50 or through a batch load from a vendor. Given that not all Missouri Evergreen libraries are members of OCLC, the Cataloging Committee has approved the following primary and secondary sources for MARC records to be used in the Missouri Evergreen union catalog. Regardless of the source, the first library in the consortium to receive and catalog an item is responsible for determining whether a record meets the Missouri Evergreen minimum MARC requirements, even if that library did not download the record into the catalog. It is very important that all records meet the minimum MARC requirements because so much of the Evergreen OPAC display draws from MARC fields and not the copy record. Primary sources: 1. Z39.50 sites established in the Missouri Evergreen MARC import site 2. OCLC

5 Secondary sources: 1. Vendor records (e.g., Baker & Taylor, Brodart, BWI, Ingram, Midwest) 2. Z39.50 sites established through a third-party vendor such as BookWhere Batch downloading and merging bibliographic records Batch downloading The ability to batch download/import records is vital to most catalogers. However, with multiple libraries now loading records into the Missouri Evergreen catalog, catalogers need to make certain that existing approved records are not overlaid and that duplicates are either kicked out during the downloading process or are merged with existing records. Merging records 1. Before merging records, catalogers will check for local subject tags (690). 2. Catalogers will take care to select the correct lead record as there is currently no undo option when merging records. 3. Only Level 1 Catalogers can merge records. Editing Marc Records Catalogers can edit a MARC record under the following circumstances: 1. Add local subject headings (See Local Information in MARC below) 2. Correct typos 3. Correct inaccurate information 4. Correct header information 5. Add Library of Congress Subject Headings 6. Add Library of Congress Children s Subject Headings if applicable 7. Improve the record so that it meets current cataloging standards and minimum MARC tags as recommended by the Missouri Evergreen Cataloging Committee 8. Delete 9xx tags 9. Only the ISBN(s) for the physical format being cataloged should be included in the 020 tag(s). 10. When cataloging a set (e.g., an item consisting of a book plus an audio tape or CD-ROM; multi-part dvds; etc.) the set ISBN should be in the 020 tag. 11. Do not so extensively edit a MARC record so that it changes to another format or edition. This could potentially result in two completely different items having the same title control number (TCN) Local information in MARC Libraries can store local information in a MARC record with the following caveats:

6 1. Do not add 590 tags 2. Do not delete 590 tags when reviewing a MARC record already in the Missouri Evergreen catalog 3. Delete any local tags/information from a record that is being imported or is newly imported (i.e., it is for a newly released item and has not been signed in the 049 tag) if it can be confirmed that the information was added by the non-missouri Evergreen library that created the record. (e.g., The University of South Carolina s records often have a 5xx tag stating the item is part of the Alane Collection. This information is only pertinent to USC libraries and should be deleted from the record.) 4. Use 690 tags for local subjects that are specific to a copy and may be helpful to patrons searching for information in the catalog 5. Check for 690 tags before merging records. If they are not in the lead record, they will disappear when the records are merged. Copy and paste them into the lead record before using the merge option. Volume and Copy Records 1. It is important to add volume and copy records to a newly created/imported bibliographic record in a timely manner 2. When the last copy record (i.e., holding) is manually deleted, delete the corresponding volume record if possible 3. Permissions are set up so a library can only delete its own item holdings 4. Do not delete a bibliographic record UNLESS it is a nonstandard record unique to the cataloger s local library system Cataloging Paperbacks 1. Trade paperbacks should not be added to MARC records for the hardcover format even if all pertinent information matches. Each format of a title should have a separate bibliographic record. 2. Mass market paperbacks should not be added to MARC records for the hardcover format of the same title 3. Follow OCLC guidelines for matching MARCs: Serials vs. monographs 1. Some items are published on an annual or regular basis and may be cataloged as serials or as monographs (e.g., Fodor s travel guides, Guinness world record books). 2. Cataloged as serials, each publication of a title is added to one record created in the serials format. Cataloged as monographs, each publication of a title is added to a separate bibliographic record created in the book format. 3. Missouri Evergreen catalogers will add the annual/regular publications to serials records (i.e., all editions will be added to one record).

7 Series 4. Each holding must have an edition statement added to the volume (i.e., call number) to allow patrons and staff members to easily distinguish one edition from another (e.g., the call number for Fodor s Spain would include the edition statement in the call number: FOD 2012 ed.). 5. If an item contains a date edition statement and a numerical edition statement (e.g., 2012 [date], 3rd ed. [numerical]), preference should be given to the year/date when adding an edition statement to the volume. Both edition statements can be added if a library chooses to do so. 6. Conversion of existing monograph records to serial records will take place on a case-by-case basis as volumes and copies are added. 7. Using the serials record option will decrease the number of titles that display in the OPAC and thus simplify search results. 1. If the series title is in the LOC authorities file ( the series should be put in the 490/8xx (800 or 830) tags and not in 245 $a. 2. If the series title is not in the LOC authorities file and is the main title on the title page, use the series or common title in 245 $a and add the subtitle in $n, $p, or $b as appropriate. 3. If the series title is not in the LOC authorities file and is not the main title on the title page, the cataloger should use their judgment to determine whether the word or phrase is a series title (490/8xx) or the main/common title (245 $a) and add the subtitle in $n, $p, or $b as appropriate. Temporary Records Temporary records are acceptable for interlibrary loan (ILL) and acquisitions records. ILL Records 1. Create ILL records using the Missouri Evergreen ILL template or a pre-cat record as determined by the local library system 2. To make these items easily distinguishable in a hit list, add ILL in the title. This will help ensure that MARC records are not overlaid or merged with permanent records. Pre-cat records are not visible in the OPAC. 3. If using the ILL template, mark these records NO under the OPAC visible options (Holdings Maintenance > Edit Item Attributes > Copy Editor > OPAC visible) Acquisitions Records 1. The addition of Acquisitions Records to the catalog will be reviewed after Missouri Evergreen migrates to Evergreen 2.6. Deleting a Title Record

8 1. As a general rule, after the last volume has been deleted, do not delete the bibliographic record in case another Missouri Evergreen library needs to add its copy to the record. 2. Only delete non-standard MARC records that are unique to the cataloger s local library system. For example, book club kits are unique to York County Library (YCL) so only YCL catalogers should delete book club kit records. 3. Deleted MARC records can only be retrieved through use of the bib id number. 4. Periodically, the Missouri Evergreen System Administrator will create a list of bibliographic records that have not had holdings attached for six months. The list will be sent to the Cataloging Committee for review. Processing Fees Processing fees will be a local decision. De-Duplication of MARC records Each Missouri Evergreen cataloger will endeavor not to add duplicate bibliographic records to the catalog. 1. The de-duplication process will take place whenever a new library migrates to Missouri Evergreen or once a year, whichever occurs first. 2. Every cataloger is responsible for reporting to the Cataloging Group listserv any records that they discover which have incorrectly merged. 3. The majority of incorrect merges have occurred because multiple ISBNs for different formats of the title are included as 020 tags on a single bibliographic record. Catalogers should remove ISBNS from the 020 field that do not pertain to the item in hand and place them in a note field if applicable.