(D)LC-Other Editing Guidelines (Books Format)

Document sections

DefinitionFixed field
Caveats Variable fields
Basic guidelinesCoding and counting


The following guidelines apply to an OCLC-member bibliographic record (Books format only) that matches your piece when there is also a DLC (including DLC/CIP) or member-input LC copy for another edition.  This latter category may include (D)LC copy for:

(1)    A different edition in the same language.
(2)    When a translation is involved, a different edition in a different language, either in the original language or in translation.

A different edition of the same work should not be confused with a different work with a similar title, a different work on the same topic, or a sequel or continuation with the same title but different content.  The only exceptional category treated as (D)LC other is:

(3)    A different numbered conference publication with the same title and/or the same topic.

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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 -- or if you have any other questions as to whether the OCLC-member record actually matches the edition of the piece in hand:  either consult the document "Editions and Printings, or, Which Record to Use and How to Edit It" or check with Bruce or your trainer before using the record.

    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 given instructions for 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:

    These guidelines outline policies for verifying information based on the piece or on the (D)LC-other record.   Specific field-by-field guidelines for accepting or changing information in the matching record are given below, under "Fixed field elements" and "Variable fields."

    A.    Most information in the descriptive fields relates specifically to the edition of the piece in hand.  Thus, in the following fields, checking should be based on the piece itself:

    B.    On the other hand, fields with access points dealing with subject content, and usually those reflecting authorship, are usually relevant for all editions of a given work.  These fields should be verified, and may be added, based on the (D)LC-other record:

    C.    Certain 5xx notes fields contain information relevant to more than one edition, so they may be verified and added based on the (D)LC-other record.  Examples include notes that refer to:

    D.    Certain access points may apply only to the edition in hand and thus do not need verification in the (D)LC-other record.  They include certain:

    They may need to be added to the matching record (see specific guidelines for each field).

    E.    Appropriate 6xx fields present in the matching record but not present in the (D)LC-other record should be accepted unless they are redundant.

    Accept any other fields that may appear in the matching record but that are not specifically mentioned, unless you suspect a problem.

    Authority work:  Headings already present in the matching record or those copied from headings in the (D)LC-other record require no authority work unless you suspect a problem.  If a heading not present in the (D)LC-other record is added to the matching record, authority work is needed.   Consult the relevant name-title or series authority guidelines:

    "Summary of Interim Procedures for OCLC-Member Copy Authority Work
    "Guidelines for Series Checking and Verification Procedures for Non-DLC Copy Cataloguing"

    Subfield codes must be accurate to ensure correct indexing.

    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.


    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


    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.


    If you have any questions, ask Bruce or your trainer.

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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 Field tagArea
    020ISBN 250Edition statement 5xxNotes
    050, 090, 099Call number 260Imprint 6xxSubject headings
    1xxMain entry 300Physical description 7xxAdded entries
    24xTitles 4xxSeries statements 8xxSeries tracings

    ISBN      020

    Check z invalid ISBNs only.  Add ISBNs present in a single-volume book if there is no 020 in the record.   For multivolume works, add the ISBN for the set number, if present in the book but not the record, or the ISBN for the first volume catalogued.

    Call Number      050, 090, 099

    Verify.  Add if necessary.  One and only one of these fields should appear in the matching record.  Accept tag 050 or 090 for LC call numbers; accept any 050 indicators that are there.  If adding a call number, add as 050 14.

    Use 099 for Dewey and local call number formats.

    Generally, use the (D)LC-other call number, adapting the final date to fit your edition.  There are some exceptions to this rule, for example, when:

    (1)    A series authority record provides for a different all-in-one-call number series
    (2)    The choice or form of main entry differs between the records, which may affect the final cutter
    (3)    One record represents the original-language version of a work while the other record represents a translation.  There are special guidelines for translation cutters; see also our Table of In-House Translation Cutter Numbers.

    If in doubt whether to accept the call number in your matching record or how to modify it, consult with your trainer.

    Check tags and indicators in (D)LC-other call number:

    • Watch for (D)LC-other 090s or 050s with 2nd indicator "4" and 040 d <OCLC-member library symbol> -- these are not true LC-assigned numbers and must be verified.

    • Watch for LC-other call numbers in older LC copy that appear to be incomplete (often indicated by "050 1") -- these are partial call numbers and must be completed locally by shelflisting.

    If a call number cutter ends with the number 1 or the letter x, delete the 1 or x.

    Use the imprint date of the piece in the call number (or the conference date when there is a 111 conference main entry).  If a (D)LC-other record for the same year already has the same date in the call number, add "b" (or "c," etc.) to the call number date.

    For additional instructions on adding dates to call numbers, refer to LC's Classification and Shelflisting Manual, section G140, "Dates."

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    Main Entry       100, 110, 111, 130

    Check and verify.  The heading in the 1xx field of the (D)LC-other record should generally be present in a 1xx or 7xx field in the matching record.  Ignore presence or absence of e subfield.


    Uniform filing title    240

    First indicator should be "1."  Second (filing) indicator must be properly set.

    Should match 240 field in the (D)LC-other record if applicable.  Otherwise, check, or add if applicable and easily determined by checking the piece or the (D)LC-other record.  Includes adding 240 field for the original title if you have a translation.

    Title and statement of responsibility     245

    Check.  Add a and b when applicable.  Second (filing) indicator must be properly set; first indicator should be accepted as is.

    c code must precede statement of responsibility.  If statement of responsibility is wholly lacking, it is not necessary to add it.

    All other appropriate title page information must be included somewhere in the record, but the field is not important, e.g., it does not make any difference whether a subtitle or contents notes titles on the t.p. appear in 245, 500, or 505 field.

    Variant title     246

    Check.  Add variant titles not already in a 240, 245, 505, 7xx t, or 740 only in the following cases:

    • Ampersand (&) in the first five (5) indexed words of the title.  Provide 246 with the indicators "3" and spell out the ampersand in the appropriate language.

    • Cover, spine (etc.) titles not represented in 245 or 505.  Provide 246 with indicators and subfields appropriate for the type of title, e.g.:

      Cover title246 14
      Spine title246 18
      Added t.p. title246 15
      Title information above title proper246 1 _   i At head of title: a
      Corrected title246 3 _

      (Check with your trainer if you are not certain of the indicator.)

    Edition Statement       250

    Check.  Add if applicable.  A genuine edition statement should be tagged 250; however, accept 250 = [Book Club ed.] or 500 = "Book Club edition"--Jacket.  If appropriate, add "Book Club edition" and other dust jacket edition information as a quoted note, i.e.: ".........."--Jacket.

    (For further information on editing 250 field, see also "Editions and Printings: Part II.A., Edition Statement.")

    Imprint       260

    Check.  Add first place (a) and publisher or printer (b) if missing.  Do not worry about distinctions between publishers and printers.  A second place and publisher should be added only if you need to justify an added entry.  Do not add distributor information.

    For further information on editing 260 field, see also "Editions and Printings: Part II.B., Imprint" and, for multivolume titles, "Notes on Multivolume Monograph Cataloguing."

    Physical Description      300

    a    Check.  Add if missing.  Must be correct; however, it is not necessary to verify the number of plates given.  If you need to add:  Use, when applicable:

    • "1 v. (various pagings)"- - for books with several sequences of page numbering
    • "1 v. (unpaged)" -- for books with unnumbered pages.

    For multivolume titles, consult "Notes on Multivolume Monograph Cataloguing."

    b    Check quickly; accept whatever appears if it seems to be correct.  If b subfield is lacking and should appear, use general term "ill.," whatever the illustrations may be.

    c    Accept whatever is given as long as it is not obviously in error.  (Note that you only need to measure the height of the piece if you suspect that it may differ from the 300 c by over 2 cm.)  If it is lacking altogether, it need not be added.  Exception:  check and add for RARE items.

    eAccompanying 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.

    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.

    (For further information on editing 300 field, see also "Editions and Printings: Part II.C., Physical Description.")

    Series Statements       4xx

    See the separate document "Guidelines for Series Checking and Verification Procedures for Non-DLC Copy Cataloguing."

    Treat 500 quoted notes for series-like phrases as any other 500 field; do not do any series authority verification, simply check against the piece.

    (For further information on editing series fields, see also "Editions and Printings: Part II.D., Series Statement(s).")


    500, 501, 502, 504 533, 539, 546

    In general, check notes that appear in the record.

    Do not add any note unless:

    1. It is essential for identification of material being cataloged.   E.g.:

      • Notes dealing with language, translation (if the original title is not present in the record as a uniform title), or adaptation.

      • Edition and history, including reprint notes and notes about title changes between editions in the same language.

      • Significant information about publication (including labels covering imprint).

      • Dissertation notes (not including dissertation history notes).

      • Photocopy information.

    2. A name added entry is required and the reason for it is not apparent from the body of the description or from a note already present.

    Accept whatever form of note is present in the matching record, including reprint and bibliography notes, as long as the information is found in the piece or in the (D)LC-other record or if you are reasonably sure that the information is correct.

    Exception:  If the note is not a quoted note and is in a language other than English, translate it into English -- or delete it if an English-language equivalent is already present.

    E.g.    504    a Comprend des références bibliographiques.

    Translate as:  Includes bibliographical references.

    Prefer adding notes as quoted information from the piece if it can be quoted easily.  Do not add a note citing the original publication date only.

    Do not add bibliography, index, or errata slip notes.

    Change tagging of genuine edition statements to 250.

    Treat 500 quoted notes for series-like phrases as any other 500 field; do not do any series authority verification, simply check against the piece.

    Contents note      505

    First indicator must be properly set to supply the correct display constant in the public catalog.

    Multivolume monograph record:  Check.

    • Add if the local copy has more complete holdings than the matching record.

    • If the local copy has fewer volumes than the matching record, accept information about other volumes if you are reasonably sure that it is correct; otherwise, edit the record to match local holdings.

    For further information on editing multivolume 505 field, see also "Notes on Multivolume Monograph Cataloguing" and various sections in "Editions and Printings: Part II.E., Multivolume Titles."

    Single-volume monograph record:  Check.  Add only if judged to be important; add contents in a formal 505 or quoted 500 note if 7xx added entry needs to be added.

    Summary note      520

    Check quickly to confirm that the general content applies to the book in hand.  Add only if there is a summary note in the (D)LC-other record.

    Local, copy-specific notes       590

    If applicable, add, delete, or correct information for:

    1. Binder's title on cover or spine

    2. Limited edition copy numbers.  Add only if book is sent to "rare" or "lal,rare" location.  However:  Watch for books with limited editions of 300 copies or less and/or that are autographed copies.  These books are candidates for "rare" or "lal,rare" location.  If you have not yet been trained in rare-book cataloguing, or if these books have not been designated for a rare location, consult with your trainer before proceeding.

    3. Information on defective copies (show Bruce first).

    Please note:  Copy-specific information should also be included in the MARC holdings record, in an 852 z public notes field.

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    Subject Headings:       600, 610, 611, 630, 650, 651

    Use subject headings from the (D)LC-other record with 2nd indicator "0" and/or accept subject headings in the matching record as follows:

    1. Verify:  Compare the 6xx fields in the (D)LC-other and matching records and accept matching headings.  If subject heading strings are equivalent but not identical, accept the fuller form.

    2. Accept subject headings present in the matching record but not in the (D)LC-other record as long as they are appropriate to the topic or genre and not redundant.  If you are not certain whether a heading is appropriate, consult with your trainer.  Accept the form of the heading.

    3. Add any remaining headings from the (D)LC-other record to the matching record, unless they are clearly not appropriate (e.g., "Large type books" when your book's type is of standard size) .

    4. DELETE all non-LC subject headings except:

      • 6xx 2nd indicator 1 (Children's subject headings)
      • 653

    Accept 655 genre headings.

    Second indicator must be set to "0" for LC subject headings.  If, based on the (D)LC-other record, you use or adapt a 6xx field with a second indicator "4" in the matching record (especially UKM records), make sure that you change the indicator to "0."

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    Added Entries:

    700, 710, 711, 730

    Verify and, if necessary, add applicable added entries from the (D)LC-other record, namely, entries for individuals or corporate bodies involved in both editions or versions of the work or for uniform titles relevant for more than one edition or version.

    Check other applicable added entries already present in the matching record.

    When to add other added entries:  If you think that a 7xx added entry needs to be added, check with your trainer.

    A 7xx should be present for all persons or corporate bodies represented on the t.p. who are responsible for significant intellectual or artistic content, e.g., editors and co-authors.  A 710 or 711 should be present for corporate bodies on the t.p. that:

    • appear to have a significant role beyond that of publishing the piece


    • would provide the only main or added entry.

    Generally do not add:

    • Photographers or illustrators when illustrations are not a significant feature
    • Translators or translations that are not significant
    • Honorees of Festschriften

    If there are more than three authors, three editors, etc., add a 7xx only for the first individual or corporate body in each category appearing in the 245.

    Add a 7xx based on information from other areas of the piece or from title pages of later volumes of multivolume works only if it is important for the identification of the work.

    How to add:  If a name heading is not already in the record, verify the form in authority files or consult your trainer for the correct heading form.

    Analytical added entries:  Check.  Delete f subfields except those following t subfields that consist solely of "t Works" or "t Selections."

    For works with two distinct parts, there must be access either through a 245 a, 240, 246, or 7xx analytical added entry for both titles.  Add such a 7xx entry if not present.  If you don't find the heading in the authority files, use the form in your piece.

    For works with three or more distinct parts, do not add.

    Related work added entries:

    Check.  Add only for supplements, concordances, and other materials that should be used in conjunction with the main piece.

    Analytical or variant title added entry:      740

    Check.  1st indicator (filing) must be properly set.  Do not add 740s.

    Series Tracings       8xx

    See the separate document "Guidelines for Series Checking and Verification Procedures for Non-DLC Copy Cataloguing."

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  5. Coding and counting

    948 c:  For cataloging based on full-level DLC or DLC/CIP copy:  Use "od"

    For cataloging based on member-input LC copy:

    LC-other copy with 050:  Use "ol"
    LC-other copy with 090:  Use o

    Counted as "member-OCLC" copy.

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September 21, 1992; revised draft 22 March-19 July 1996, 22 July 1997, 9-10 April 2003, 19 April 2007, 13 August 2010

HTML document last reviewed:  13 August 2010