DLC Editing Guidelines (Books Format)


Document sections

DefinitionFixed field
Caveats Variable fields
Basic guidelinesCoding and counting


Definition:

The following guidelines apply to full-level DLC, core-level DLC, and DLC copy cataloguing bibliographic records, Books Format only.

The category "DLC" as we use the term locally is one that meets the following criteria:

(1)      040 code a DLC c DLC -- i.e., a record both catalogued and entered in machine-readable form by the Library of Congress -- provided that the Encoding level is:

(a)      Full level -- Encoding level blank or 1 (number "one")

or

(b)      Core level -- Encoding level 4

or

(2)      040 code a other than DLC, but c or d code DLC and 050 field with both indicators "00" (often, although not always, including 042 field with "lccopycat" code).

The following categories of records are not treated as DLC records:

(1)      Records with 040 a DLC but a code other than DLC in 040 c.  This category is member-input LC, records that were originally catalogued by the Library of Congress but input in machine-readable form by a different, OCLC-member library.  For guidelines on cataloguing this category, see "Member-Input LC Copy Editing Guidelines (Books Format)."

(2)      Records with 040 code a DLC c DLC but with Encoding levels 5 or 7.  These records are in-process and minimal-level Library of Congress records, treated as OCLC-member copy.  For guidelines on cataloguing this category, apply "Full-Level OCLC-Member Editing Guidelines (Books Format)."


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  1. Caveats:

    Matching record:  The online record must match the book that is being cataloged.  If there is any discrepancy in the title (245), edition (250), imprint (260), physical description (300), or series (4xx) field, check with Bruce or your trainer before using the record.  (Further guidelines are in the document "Editions and Printings, or, Which Record to Use and How to Edit It.")

    Previous CIP:  Watch out for and correct data based on previous CIP information that do not accurately reflect the published item.

    Multivolume sets:  If a record that you are cataloging indicates a multivolume set, give the item(s) to Bruce if you have not yet been trained to catalog multivolume sets.

    Serials:  Watch out for possible serials or indexes to serial publications.  Give possible serials or serial indexes to Bruce to check whether they are wanted by the Serials Dept.

    Looseleaf materials:  If you are cataloguing looseleaf materials, consult with your trainer before proceeding.  They may present special problems in the 260, 300, and/or 500 fields.

    Photocopies:  If the piece-in-hand is a photocopy of any kind, including University Microfilms International reproductions, consult with your trainer before proceeding if you have not already been given instructions for cataloging photocopies.

    Accompanying materials:  Watch for accompanying computer disks, CD-ROMs, DVDs, sound recordings, maps, microforms, and other supplementary materials not bound in with the main piece.  They may present special problems in the 260, 300, and/or 5xx fields.  Information in the matching record must match the piece and vice versa.  Consult with your trainer before proceeding if you have not already been trained in cataloging accompanying materials.

    If you have been trained in cataloging accompanying materials, consult "Accompanying Material:  Summary Copy Cataloguing Procedures" or "Accompanying Material:  Copy Cataloguing Checklist for Material Staying with Piece," as applicable.

    "Bound-with"s:  If your piece consists of two or more separate bibliographic entities that have been bound together subsequent to publication, each title should be catalogued in a separate bib record.  Consult with your trainer before proceeding.

    Defective copies:  Watch for possible defects in the book copy, including but not limited to missing pages, pages or sections bound upside down, pages that protrude from the binding, blurred printing, or defective bindings.  Give defective copies to Bruce.


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  2. Basic guidelines:

    Accept or change information in the DLC record as instructed in these guidelines.  Accept any other fields that may appear in the record but that are not specifically mentioned.

    Proofing the record:

    Typos and misspellings, including missing and erroneous diacritics, should be corrected.  If a Romance-language title or name is present all in upper case on the title page, determine whether diacritics need to be added when represented online in 100, 245, 246 field, etc., if you are familiar with the language.  However, do not spend much time checking dictionaries.

    E.g.    T.p.:  LES ELEVES DE MARS        Record 245:  a Les eleves de Mars

    Edit to:  Les élèves de Mars      [if you know French or see the title written with accents elsewhere in the piece]

    E.g.    T.p.:  ANDRES ZUNIGA        Record 245:  ... c Andres Zuniga

    Edit to:  Andrés Zúñiga      [if you know Spanish or see the name written with accents elsewhere in the piece]

    Punctuation and capitalization throughout the record are acceptable as they appear, unless they are misleading.

    E.g.    T.p.:  NEW YORK TIMES        Record:  New York times

    E.g.    T.p.:  Association d'Economie Politique        Record:  Association d'économie politique

    Tags, indicators, and subfield delimiters must be properly set in all checked and required fields.

    Watch:

    The filing indicator in the following fields must be correctly set so that these titles will index properly in Voyager:

    1st indicator:  130, 630, 730, 740

    2nd indicator:  240, 245, 440, 830

    E.g.    245 14  The man in the moon

    Watch:

    246 fieldDelete any initial article in a 246 field, so that the title will index properly in Voyager.

    t in 4xx, 6xx, 7xx, and 8xx fields:  Delete any initial article in the t subfield, so that these titles will index properly in Voyager.

    Terminology:


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  3. Fixed Field elements:

    The following fixed field elements should be set as indicated for the record to be used; otherwise, show Bruce:

    Fixed-field elementOCLC LabelVoyager LabelValue
    Type of RecordTypeType of Record (in leader)a
    Bibliographic LevelBLvlBibliographic Level (in leader)m
    Form of ItemFormForm of Item (in 008) [blank], d for large print, or r for photocopy

    The following elements must be accurate and should be corrected if necessary:

    Fixed-field elementOCLC LabelVoyager LabelValue
    LanguageLangLanguage (in 008)(variable)
    DatesDatesDate 1; Date 2 (in 008)(variable)
    Place of publicationCtryPlace of Publication (in 008) (variable; see list)
    check for LAL books

    For the other elements, whatever the value is set at is acceptable, including fill characters ("|" in Voyager).


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  4. Variable fields:

    Field tagAreaField tagArea
    050Call number4xx Series statement
    1xxMain entry5xx Notes
    24xTitles6xx Subject headings
    250Edition statement7xx Added entries
    260Imprint8xx Series tracing
    300Physical description

    050      Call Number:

    Accept unless title is in series:  Dictionary of literary biography.  Give titles in this series to Bruce.

    If 040 has a DLC c DLC:  Accept 050 call number regardless of indicator.  However, if 2nd indicator is 4, double-check that encoding level is blank or 4.

    If 040 includes d DLC:  050 indicators must be "00" (see DLC definition above, category 2).

    Watch out for:

    1. Incorrect date in call number:  Correct.
    2. Classification numbers of books ordered for stx that should go to lal and vice versa.  Check with Bruce if unsure.
    3. Items with classification numbers in "M":  Should not go to stxCheck with Bruce or Jeannette if you are not sure of the appropriate location (mus, jazz, or lal).
    4. Classification numbers in "Z":  Catalog book only if there is no alternative class number in a second $a subfield.  If there is an alternative class number, give book to Bruce.

      E.g.     050 00    a Z107 b .W68 1996

      OK to catalog

      E.g.     050 00    a Z3201.A1 b J28 1989 a DS407

      Give to Bruce

    5. 2nd a subfield in 050:  Delete -- unless first 050 a is a Z classification number (see above).

    1xx      Main Entry:

    100, 110, 111, 130

    Accept choice of entry.

    130 1st indicator (filing) must be properly set.

    24x     Titles:

    240     Uniform Filing Title:

    Accept.  2nd indicator (filing) must be properly set.

    245     Title:

    Check.  2nd indicator (filing) must be properly set.

    246     Variant title:

    Check.  Delete any initial article.  Do not add unless the 245 title proper (a subfield) includes an ampersand (&) in the first five indexed words (i.e., excluding initial article) and a 246 or 740 with the spelled-out form of the ampersand is not already given.  When adding the variant title, provide a 246 field with the indicator "3" and spell out the ampersand in the appropriate language.

    250     Edition statement:

    Check.  If edition statement given in record does not match data in book exactly, consult with Bruce or your trainer before proceeding.

    260     Imprint:

    Check.  At least one place and publisher given in the record must match one place and publisher in the book.  If you are not certain whether you have a match, consult with Bruce or your trainer before proceeding.

    Do not add additional place(s) and publisher(s) in book not given in record.  Check distributor data; do not add.

    If date given in record does not match (or if dates do not match), consult with Bruce or your trainer before proceeding.

    Multivolume titles:  Close dates if set is complete.  For incomplete sets, delete closing date in angle brackets (< >).  (See also "Notes on Multivolume Monograph Cataloguing": Bib record.)

    300     Physical Description:

    Check a and b subfields.  However, it is never necessary to verify the number of plates given, unless there is an obvious discrepancy.

    Accompanying material:  If e subfield is given in record, make sure that the relevant accompanying material is present; otherwise, check with Bruce.  Consult with Bruce or your trainer for special instructions if there are accompanying computer disks, CD-ROMs, DVDs, sound recordings, microforms, etc., unless you have already been trained in cataloging accompanying materials.  (See also note on accompanying material under 5xx fields).

    If you have been trained in cataloging accompanying materials, consult "Accompanying Material:  Summary Copy Cataloguing Procedures" or "Accompanying Material:  Copy Cataloguing Checklist for Material Staying with Piece," as applicable.

    Multivolume titles:  Delete from the a subfield incomplete DLC volume holdings data given in angle brackets -- < >.  Complete volume statement if set is complete.  (See also "Notes on Multivolume Monograph Cataloguing": Bib record.)

    4xx     Series Statement:

    Consult "Guidelines for Series Checking Procedures for DLC Cataloguing."

    440 2nd indicator (filing) must be properly set.

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    5xx     Notes:

    Check if you can verify within the book.  Accept other notes unless you know that they are incorrect.

    Generally, do not add or change notes, except in the following areas:

    1. Limited edition (500/590):  Watch out for books with limited editions of 300 copies or less or that are autographed copies.  These books are candidates for rare or lal,rare location.  Consult with Bruce or your trainer before proceeding.

      Check; do not add note unless book is sent to rare or lal,rare.  If a specific copy number is given in an existing note, change the copy number to match the number in the book.  If a note needs to be added, add as a separate 590 field.  Also add in the MARC holdings record, in a 852 z public notes subfield.

    2. Accompanying material or supplement (500):  Check if item is present; otherwise, check with Bruce.  If data must be added to record, it may be done either in 300 field e subfield or in 500 field.  Consult with Bruce or your trainer if you are unsure how to create necessary note(s).

    3. Reference to published descriptions (510):  Use for rare books only.

    4. Contents (505):  Check.  Add contents as applicable for multivolume titles.

      It is important for 1st indicator to be correct.  (0 = complete; 1 = incomplete; 2 = partial).

    5. Defective copy:  Show defective copies to Bruce before proceeding.  If book is not returned to vendor or publisher, add defective copy note, in a 852 z public notes subfield.

    Notes about errata slips, bibliographies, and indexes:  Leave if in book; delete if not in book; do not add.


    6xx     Subject headings:

    • 600, 610, 611, 630, 650, 651

      • 2nd indicator 0 -- Accept all LC Subject Headings (LCSH).

      • 2nd indicator 1 -- Accept all LC Children's Subject Headings.

      • 2nd indicator 2 -- Leave Medical Subject Headings (MeSH) only in records with 040 a DLNM/DLC, 040 c NLM, or 040 d NLM.

      Delete 600-651 headings with any other 2nd indicator.

      Make sure that there is no initial article in any 6XX t subfield.

      630 1st indicator (filing) must be properly set. 

      Add 650 0 "Autographs (<name heading>)" when applicable for books in the following locations: lal,rare; lou; rare.

    • 653, 655

      Accept headings tagged 653 (uncontrolled subject strings, i.e., free-form, such as Precis; not based on particular subject heading system) and 655 (genre headings).

    7xx     Added Entries:

    • 700, 710, 711, 730     Name and uniform title added entries:

      Accept all added entries.

      Add a personal name heading, if it is missing, for a co-author or editor when there are no more than 3 authors or editors named on the title page.

      Make sure that there is no initial article in any 7XX t subfield.

      730 1st indicator (filing) must be properly set.

      Delete f subfield of analytical added entries (2nd indicator "2" headings) if date does not match imprint date.

    • 740     Analytical or Variant Title Added Entry:

      Check all title added entries.  1st indicator (filing) must be properly set.

      Do not add 740s.

    8xx     Series Tracing:

    Consult "Guidelines for Series Checking Procedures for DLC Cataloguing."

    Make sure that there is no initial article in any 8XX t subfield.

    830 2nd indicator (filing) must be properly set. 

  5. Coding and counting:

    Use "d" in 948 c subfield.  Counted as DLC copy.


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June 18, 1991; revised 30 January 1996, 30 July 1997, 12 February 2003, 13 February 2007, 13 August 2010

HTML document last reviewed:  13 August 2010