Cataloging Authority work

Name Headings-Field Definitions & Notes

100 (Personal name, Main entry)

Editors

Editors, compilers or contributing authors of a work should not be entered as the main entry in current cataloging. This information should be recorded in the 700 field of the bibliographic record and the call number cutter should be based on the title as the main entry.

Earlier (pre-AACR2) cataloging copy may have an editor as the main entry. This was accurate under those cataloging guidelines and should not be edited to conform to AACR2 as detailed in the paragraph above.

Pseudonyms

Pseudonyms should be treated as real names when identifying authors of a work. If a pseudonym is used for the author and it is the name by which the author is most commonly known, then it should be entered as a main entry (100 field). If there are multiple authors and one of them is identified by a pseudonym, then the pseudonym should be entered into the field that the author’s real name would have been entered (100 or 700 field).  

110 (Corporate author, Main entry)

Every effort should be made to assign an author for each bibliographic record. In AACR-2 and previous forms of cataloging a title without a clear individual author, but having a clear corporate author should be entered under the corporate author as the main entry (110 field). The cutter would be assigned based on this main entry. The corporate author is usually the publisher in this case and it is acceptable to enter an abbreviated form of the publisher’s name because it has been previously mentioned in full in the 110 or 245 field.

When there is a clear corporate author and a clear individual editor, both should be entered as 7xx fields and the main entry should be the title of the work.

 There are cases in non-isbd and other forms of old cataloging that no author was assigned as the main entry when it should have been. The call number cutter will correlate with the title as a main entry and the responsible corporate body will be entered in full in the 260 field and a 710 field.

When these cases arise and they are on DLC cataloging, it is local practice to accept the information rather than adding 110 fields and reassigning call numbers. Non-DLC cataloging may be changed to comply with the standard given in example 1 above.

Art Catalog related to an exhibition

There are cases in which a museum can be a main entry on a bibliographic record as detailed below. We do not cutter by the main entry in these instances. The work is classified by subject and cuttered by museum or exhibition following tables N9 and N10 in the LC Classification, book N.

When there are 2 or more artists:   

Rule 21.1B2 and RI 21.1B2, Art Catalogs: Make the museum a main entry if the catalog meets the following conditions:

• It presents itself as a catalog
• It emanates from a corporate body.
• All the works listed are held by the corporate body from the which the catalog emanates.
•  The wording of the chief source explicitly links the catalog to the corporate body that owns the works listed.

If the above conditions are not met, enter the catalog under the heading for the person who prepared the catalog, or under title as appropriate.And make an added entry for the museum (RI 21.30F). If there are 3 or fewer museums, make an added entry for each one; if there are 4 or more, make an added entry only for the first one.

Consult this site for more information:
http://www-libraries.colorado.edu/ts/cat/cpm/mem/art.htm#related

600 (Personal name, subject added entry)

Delete all 600    4's. These are usually conflicting or duplicate forms of a name authority appearing in a 600  0.

611 (Conference name, subject added entry)

Delete all 611 _4’s. These are usually conflicting or duplicate forms of a name authority appearing in a 611 _0. Keep 611 fields with a 2nd indicator of 0 (zero), just as you would treat other 6XX’s.

700 (Added Entry, Personal name)

• All personal name entries for editors, compilers and contributing authors should be entered in the authorized form in a field 700.
• The second indicator 2  (Multiple surname) for this field is now obsolete. Do not use. Instead, use a second indicator of 1 for all surnames.

Series Tracings Field Definitions & Notes

Field 440   0 shows information as it is on the book and matches the proper form of the tracing.

Field 490 1_  contains series information as it is on the book, but differs from the proper form of the tracing.

Field 800 1_ Accompanies a 490 1_ when the series is traced as a personal name (author) and contains the proper form of the series. The authority record for these must be searched as an author would be searched ([4,3,1 or cho af 4,3,1)

Field 810 2_ accompanies a 490 1 when the series is traced as a “corporate author” series and contains the proper form of the series. The authority record for these must be searched as an author would be searched ([4,3,1 or cho af 4,3,1)

Field 830  _0 accompanies a 490 1 when the series is traced as a “title” series and contains the proper form of the series. The authority record for these must be searched as a title would be searched ( [3,2,2,1 or cho af 3,2,2,1)

Note: 830's should be entered only if the established form of tracing a series differs from the form of the series found on the item. The primary consideration for matching is subfield a. It is not necessary to enter an 830 field to add a subfield v. This subfield may be added to or removed from a 440 field. Do not remove a subfield x from a 440 or 490 field.

Series source

Series titles may be taken from the book cover or any page inside of the book. Tracings may not be taken from the book jacket. If no authority record is located for a series, then we will trace the series (in a 440 field) as printed on the item being cataloged. Marcive should be able to match and send us an authority record as soon as it becomes available.

The concept of the established form of series authority is a little different on Voyager than the practice we followed for our card file. LC updates series authority based on information from the publisher and other evidence on the material. The most recent established form is accepted.

Sometimes a variation on the material is a one time publishing variation. These variations are treated much like 246’s on a bibliographic record. They are not considered actual title changes, but are alternate (but never authorized) forms of the series tracing. These variations will appear in a 430 field on the authority record and will appear in the OPAC as a “SEE” reference. These tracings will have only one authority record.

Sometimes a variation on the material is an actual title change. These title changes operate much like CWAN cover records. All titles in the series are traced under the form of the series that appeared on the item. This means that when the title of the series changes on the item, we change the authority record that we use. The successive authorities are really considered as separate series rather than variations of the same series. These title changes will appear in a 530 field on the authority record and will generate a “SEE ALSO” reference for the OPAC. These tracings will have multiple authority records. Earlier and later headings will be noted in the OPAC references.

Series authority validation should be done in Voyager when possible.

Series Authority Validation- ISSN

The ISSN is becoming increasingly important as a searching element for link resolver software that allows the library user to search our catalog and the Galileo Databases simultaneously. We do not yet have the funding for the software, but hope to purchase it in the future. The possibility of acquiring this software elevates the importance of including the ISSN in the 490 or 440 field. The ISSN should be included in all serial bibliographic records and all monographic bibliographic records for titles in a series.

Do not delete the ISSN fom any cataloging copy.

Add the ISSN to all cataloging copy  from the 022 field of the Authority Record or the CWAN cover record.

If no ISSN is available from these sources, please consult the Resource Management Staff Assistant. The Serials Cataloger will edit authority records to include the ISSN  when necessary.

 Sample field: 440 0_  $a Monographs of the Journal of consumer research, $x 1531-8125 ; $v no. 1

Sometimes volumes in a series arrive with no numbering on the item designating where it falls in the series. If previous volumes in the series have been numbered and we hold those volumes, then it is acceptable to assign numbering based on evidence on the item. This numbering should be entered into the 4xx or 8xx field in brackets. In most of these cases, a 642 field in the authority record will support the decision to include the enumeration on the bibliographic record.

There will often be a list of titles in the series on a page near the front or back of the book. It usually may be assumed that the volume in hand follows the last volume listed. If further evidence is desired consult previous volumes in our collection.

If no numbering pattern can be found; then do not enter enumeration into the 4xx or 8xx field of the bibliographic record. Do not delete "unnumbered" when it appears on the printout.

For most of the series for which we catalog titles, we will not need to research the established form beyond checking Voyager’s authority file (see validation instructions following). We can use LC Authorities on the web (http://authorities.loc.gov/) or OCLC’s authority file to research series as necessary.

Formats for CWAN series tracings should be taken from the cover record for each set. The main entry comes from the 1xx or the 245 field on the bibliographic cover record. Enumeration for the call number field and the series tracing follows the pattern found in the 362 field of the cover record.

Series titles not found in Voyager’s authority file should be submitted to the cataloging staff assistant. Then the staff assistant will research the series and update a title in the series in CRS to send it to MARCIVE. This “orders” the authority record for us. MARCIVE then keeps this notification that we need the authority record until one is available and then they send it to us. They also keep us on a list for any updates that are made to the authority.

There can be a great delay in having an authority record sent to us from MARCIVE. Decisions will have to be made on a case-by-case basis as to whether a bibliographic record should be re-sent to MARCIVE. We should not re-send any records that we’ve been waiting for for less than 3 months.

If there is no authority record in OCLC for the series being researched, then we will enter the latest form established in Voyager onto the bibliographic record. Marcive can then find all of the tracings under that heading and conduct the update for us when needed.

600 (Personal name, subject added entry)

Delete all 600    4's. These are usually conflicting or duplicate forms of a name authority appearing in a 600  0.

611 (Conference name, subject added entry)

Delete all 611 _4’s. These are usually conflicting or duplicate forms of a name authority appearing in a 611 _0. Keep 611 fields with a 2nd indicator of 0 (zero), just as you would treat other 6XX’s.

650 (Topical term, subject added entry)

Subfield ‡v (form subdivision) added. “The guidelines call for coding a subdivision as ‡v when it characterizes what the item being cataloged is and for coding a subdivision as ‡x when it characterizes a form that it is about.” Cataloging Service Bulletin, no. 84 (Spring 1999)

Delete or modify all 650’s and 651’s with 2nd indicators other than 0 (zero). Conditions for modification are the following:

• Change the 650 _1   found on Caldecott/Newbury books and other Children’s Literature to 650 _0 and add the subdivision  ‡v Juvenile literature. These records should also have this subdivision added to all other subject headings EXCEPT the form subject heading. (For example: 650 _0 Children’s Literature, Japanese.) 
• 650 _ 4 should be changed to 650 _ 0 unless it’s a duplicate of another subject entry. 
• Delete all foreign subject headings.

651 (Subject added entry, Geographic name)

Delete 651’s when they are duplicates of other subject headings. Follow the rules listed under 650 _4 and 650 _1 for 651’s with those indicators.

653 (Subject added entry, uncontrolled)

Delete all 653’s
   

655  7 (Index term, Genre form)

These are to be retained. All other subject fields that do not contain a 0 as the second indicator should be deleted.