Search For The Record | Fields Of The Record
Fixed Fields | Variable Fields | Update OCLC Record


1.  Search for and display the bibliographic record
2.  Determine if the book and the bib record match by quickly reviewing fields 245-5XX. If they do not match, you have either displayed the wrong record (go back to the index and select the correct one) or the wrong record has been imported into VOYAGER (search OCLC for the matching record and overlay the Voyager record).
3.  Determine the level of DLC cataloging:

    1. 040 = DLC |c DLC or DNLM/DLC |c DLC
    2. 008 (Cataloging Source)  = c
    3. 042 = lccopycat, lcnccp, pcc.  Refer to cataloger if there is no call number or an incomplete call number
      1. 1)  If any of the above are true, the book is considered full level DLC. Catalog according to the  instructions in these Guidelines.

Once you have determined that the book and the record match, edit the fixed and variable fields below per instructions given in these Guidelines.




020 ISBN. Enter all that are present in the book.

035 System control number.  Delete all except the NOTIS number (e.g., AFG1234) and the OCLC control number.

050 Library of Congress Call Number.

  1. 050 call number with second indicator "4". Search the call number index for duplicate call numbers: If the call number has double cutters search it these two ways: Q180.6.U542 L67 and Q180.6 .U542L67
  2. Alternative class numbers. Identified by the presence of two call numbers. See the Cataloging Procedure Manual for instructions.
  3. Analytic works. Identified by multipart designations, i.e, vol., pt., Bd. Give to the set specialist.
  4. M, N, and Science class numbers. Check the list of these numbers in the Cataloging Procedure Manual. These books should only go to Science or Hamon. If the VOYAGER location on the copy record does not have the appropriate location, change the location, and write the appropriate location on the flag. Use a white flag for Fondren circulating materials. Use a blue flag for Science, Hamon and ISEM circulating materials.
  5. Herbarium books are identified by code "herb" on the flag. Give these books to a Cataloger for Dewey call number assignment.
  6. LAW. Make a printout of the record. Write LAW class number on the printout and shelve it in the 090 backlog.
  7. PZ1-4. Search OCLC for a later edition with a non-PZ call number. Use that call number in the edition you are cataloging.
  8. PZ5-90 (juvenile work). If the book is classed in this range but does not have a juvenile flag, flag the book appropriately and catalog it for the juvenile collection.
1XX Name Main Entries. Accept the form on the record. Correct definite errors.

240 Uniform Title. Accept the form on the record. Delete initial articles. Make indicators "10". Correct definite errors.

245 Title and Statement of Responsibility.

Edit text to match the book. In subfield "c", the wording (e.g., editor vs. edited by) in the book does not have to exactly match the record BUT the names should. Correct definite errors. However, do not edit punctuation or diacritics. Do edit indicators as need:

1st indicator: 0 if there is no 1XX field present
                    1 if there is a 1XX field present
2nd indicator: 0 if the title does not begin with an article
                     1-9 if the title begins with an article; count the number of characters in the article, plus spaces,
                      punctuation and diacritics that precede the first significant word

246 Variant Titles. Accept the text and indicators. Correct definite errors.

250 Edition Statement. Must match the book. If the book and the record do not match, and there is no OCLC record that matches the book, consult a cataloger. However, if "1st ed." is present in the record, but not in the book, delete it from the record.

260 Publisher.
|a Accept the place(s) in the record. The presence of "S.l." indicates the absence of a place of publication.
|b As long as one of the publishers on the title page appears in the record, accept the record. The presence of "s.n." indicates the absence of a publisher.
|c Must match the book.
            single date               |c 1990. Fixed field: Date 1 1990
            multiple dates          |c 1990- Fixed field: Date 1 1990, Date 2 uuuu
                                           |c 1990-1996 Fixed field: Date 1 1990, Date 2 1996
            reprints                   |c 1990. 500 note: Originally published: New York : Dial Press, 1955. Fixed field: Date 1 1990, Date 2 1955

300 Physical Description.
|a Verify the preliminary paging and the last numbered page.
|b Accept the record. For cataloging in publication records (CIP), add only "ill." if the book is illustrated.
|c Accept the record if less than 29 cm. If the record has 29 cm or higher, measure the book and follow the Voyager location chart for the oversize designation that is added to the holdings record. Measure the book if the record is a CIP record.

NOTE: for DeGolyer Library books if the record has 28 cm or higher, measure the book and follow the DeGolyer oversize chart for the appropriate oversize designation. |e The accompanying material should match the record.

4XX Series Statement. Follow the Cataloging Procedure Manual.

500 General Notes. Accept general notes as they appear in the record.
Errata notes—do not add to record or delete if present. Do glue the errata in the book. However, if the errata is multiple pages and is attached to the book inside an envelope, add the note: 500::Errata in envelope in back of book.
Reprint notes—date in reprint note should appear in "Date2" in the 008 field. If the reprint note is missing from the
record, add it. See field 260 above for the wording of the note.

501 With Note. Verify that the titles in the note match the book. If they do not, search OCLC for a match.

502 Dissertation Note. Accept the record.

504 Bibliography /Index Note.
        Accept the record. Do not verify paging. For CIP records add: "Includes bibliographical references and index" if they are included in the book.

505 Contents Note. Accept the record. Do not edit.

525 Supplement Note. Accept the record.

533 Reproduction Note.
        Subfields a and c must match the book. Subfield d may be edited to match the book.
        Subfield e must match the item in hand, i.e., if you are cataloging a book, |e cannot be the microform version.

546 Language Note. Must match the language of the book.

590 Local Note. Use only for notes that pertain to the CUL copy. See the Cataloging Procedure Manual.

830 Series Tracing. Verify and edit according to the Cataloging Procedure Manual.

856 Electronic Location and Access. Verify the accuracy of the link.  If unable to connect to the resource using the link, or the resource does not relate to the book, consult a cataloger.

939 DO NOT DELETE THIS FIELD FROM THE RECORD.  This field will be retained automatically  when overlaying.

Updating OCLC and Authoritizing headings

When the cataloging is complete, click on the System tab and then check the OK to export box. Checking this box confirms that the bibliographic record is acceptable for export. We use the export function to add our holdings symbol to OCLC records and to authoritize and receive authority records for headings on bibliographic records. You must save the record to the database for this feature to take effect..

For completion of the holdings record (MFHD) and item records and end processing procedures, refer to the relevant sections of the Cataloging Procedure Manual.

msf 02/29/2000 | rev. 05/10/2000 | rev. 05/12/2000
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This page is maintained by John Milazzo
Last updated 07/22/2005