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[sitka/doc/policy.git] / policy / policy-cat.xml
6ffa3115 1<?xml version="1.0" encoding="utf-8"?>\r
2<chapter xml:id="policy-cat" xmlns="" version="5.0" xml:lang="EN"\r
3 xmlns:xi="" xmlns:xlink="">\r
5 <info>\r
6 <title>Cataloguing Policy</title>\r
7 </info>\r
9 <para><emphasis role="bold">Approved by the Interim Board of Directors, BC Libraries Cooperative <?linebreak?>July 23, 2009</emphasis></para>\r
10 \r
a27e4ac1 11 <section xml:id="policy-wg-cover">\r
12 <info>\r
13 <title>Cataloguing Working Group Policy Document Cover Letter</title>\r
14 </info>\r
16 <para>July 24, 2009 <?linebreak?>Edel Toner-Rogala, Chair, <?linebreak?>BC Libraries Cooperative Board of Directors</para>\r
18 <para>Hello Edel,</para>\r
19 <para>As Chair of the Sitka Cataloguing Working Group I am pleased to submit our Sitka\r
20 Cataloguing Policy document to you. At our July 23, 2009 meeting the Cataloguing Working\r
21 Group recommended unanimously that this document was ready to be submitted to the\r
22 Board.</para>\r
24 <para>The purpose of this document is to support Sitka consortia libraries in their\r
25 commitment to creating a database of high-quality bibliographic records for collective\r
26 use. These bibliographic records are the shared property of the BC Libraries Cooperative\r
27 regardless of the holdings attached. Maintaining the quality and integrity of each\r
28 bibliographic record is an interest and a responsibility we all share. Our\r
29 recommendation to the Board is that this Sitka Cataloguing Policy document be used by\r
30 Sitka consortia libraries as their working document for cataloguing in the Sitka\r
31 database.</para>\r
33 <para>I also want to bring to your attention that the Cataloguing Working Group is currently\r
34 exploring options for a mentoring program. We would like to include the Board’s input in\r
35 this discussion of a mentoring program for Evergreen cataloguers with a dual nature of\r
36 support needed:</para>\r
38 <itemizedlist>\r
39 <listitem>\r
40 <para>informal access to cataloguing expertise which would be voluntary by consortia\r
41 members;</para>\r
42 </listitem>\r
43 <listitem>\r
44 <para>more formal on-site support for retrospective clean-up of sub-standard records\r
45 (i.e. by secondment and/or travel reimbursement).</para>\r
46 </listitem>\r
47 </itemizedlist>\r
49 <para>Points of discussions include:</para>\r
51 <itemizedlist>\r
52 <listitem>\r
53 <para>It would be helpful to survey existing Sitka libraries to see if there are\r
54 staff willing to fill a mentoring role</para>\r
55 </listitem>\r
56 <listitem>\r
57 <para>the need to cover travel and/or reduction in Evergreen/Sitka recurring annual\r
58 fee.</para>\r
59 </listitem>\r
60 <listitem>\r
61 <para>PLSB consultants may have a role?</para>\r
62 </listitem>\r
63 <listitem>\r
64 <para>Could we include the Federations in this?</para>\r
65 </listitem>\r
66 </itemizedlist>\r
68 <para>I understand that the next meeting of the BC Libraries Cooperative Board is being held\r
69 on Tuesday July 28, 2009. I am available to participate via telephone if needed.</para>\r
71 <para>Sincerely,</para>\r
73 <para>\r
74 <emphasis>Maureen</emphasis>\r
75 </para>\r
78 <para>Maureen Davidson <?linebreak?>Chair, Cataloguing Working Group <?linebreak?>College of the Rockies Library <?linebreak?>Email: <link xlink:href="" xlink:title=""></link> <?linebreak?>Telephone: 250-489-8288</para>\r
80 <para>Tracey Therrien , Smithers Public Library; Samuel Richmond , Vancouver Public Library;\r
81 Lauren Stara, Whistler Public Library; Kevin Kierans, Thomson Nicola Regional District\r
82 Library; Valerie McKeen , Powell River Public Library; Sharon Herbert, Project Manager\r
83 Sitka</para>\r
88 </section>\r
a27e4ac1 90 <section xml:id="policy-purpose">\r
91 <info>\r
92 <title>Purpose</title>\r
93 </info>\r
95 <para>Sitka consortia libraries are committed to creating a database of high-quality\r
96 bibliographic records for collective use. These bibliographic records are the shared\r
97 property of the British Columbia Libraries Cooperative regardless of the holdings\r
98 attached. It does not matter which library “created” the record, who transferred it into\r
99 the database, or who has edited it since. Maintaining the quality and integrity of each\r
100 bibliographic record is an interest and a responsibility we all share.</para>\r
102 <para>With recommendations from the Sitka Cataloguing Working Group, the BC Libraries\r
103 Cooperative sets standards for these records. This Cataloguing Policy is reflected in\r
104 the training provided by the Sitka Support Team and supplemented by Sitka Evergreen User\r
105 Documentation located at <link\r
106 xlink:href=""\r
107 xlink:title=""\r
108 ></link>.</para>\r
110 <para>Member libraries that repeatedly struggle to comply with established policies and\r
111 procedures may be required to undertake further training and/or a mentoring period.\r
112 Cataloguing privileges may be suspended during this process. If a library continues to\r
113 fail to meet cataloguing standards, cataloguing rights may be revoked.</para>\r
115 </section>\r
a27e4ac1 117 <section xml:id="policy-administration">\r
118 <info>\r
119 <title>Administration</title>\r
120 </info>\r
122 <para>The goal within the Sitka database is to create one master MARC record for each\r
123 discrete bibliographic title to which all member libraries will add their respective\r
124 holdings. In this shared environment, it is essential that library staff or volunteers\r
125 who perform cataloguing work have the skills and training required to ensure adherence\r
126 to cataloguing standards.</para>\r
128 <para>As errors in cataloguing have the potential to affect staff and public access across\r
129 the consortium, four skill levels have been designated so that only staff with\r
130 sufficient skills and training may perform specific tasks. Once a member library has\r
131 received cataloguing training as part of their migration to Evergreen, the Sitka Support\r
132 Team, in consultation with the Chief Librarian at each member library, will identify\r
133 staff members who are authorized to perform tasks at each level.</para>\r
a27e4ac1 135 <simplesect xml:id="policy-who-does-what">\r
136 <title>Who Does What?</title>\r
138 <para>Generally, tasks performed by staff or volunteers designated at the Basic or\r
139 Intermediate levels have fewer implications for errors across the consortium. Tasks\r
140 performed by staff or volunteers at the Advanced and Expert level have more\r
141 significant potential impact for errors and require a more in-depth knowledge of\r
142 cataloguing standards and policies.</para>\r
145 <table xml:id="policy-cat-skill-level">\r
146 <title>Sitka Cataloguing Skill Levels</title>\r
148 <tgroup cols="2" align="left" colsep="1" rowsep="1">\r
149 <colspec colnum="1" colname="skill" colwidth="1*"/>\r
150 <colspec colnum="2" colname="tasks" colwidth="3*"/>\r
151 \r
152 \r
153 <thead>\r
154 \r
155 <row>\r
156 <entry>Skill level</entry>\r
157 <entry>Tasks that may be performed</entry>\r
159 </row>\r
160 </thead>\r
162 <tbody>\r
163 <row>\r
164 <entry>\r
165 <para><emphasis role="bold">Basic</emphasis></para>\r
166 </entry>\r
167 <entry>\r
168 <para>Searching for exact matches and attaching holdings in Sitka\r
169 database and Z39.50</para>\r
170 </entry>\r
171 </row>\r
172 <row>\r
173 <entry>\r
174 <para><emphasis role="bold">Intermediate</emphasis></para>\r
175 </entry>\r
176 <entry>\r
177 <para>All Basic level tasks <emphasis>plus</emphasis>: <itemizedlist>\r
178 <listitem>\r
179 <para>correcting typos (text only)</para>\r
180 </listitem>\r
181 <listitem>\r
182 <para>updating 245b and 245c of a pre-publication\r
183 record</para>\r
184 </listitem>\r
185 <listitem>\r
186 <para>adding 020</para>\r
187 </listitem>\r
188 <listitem>\r
189 <para>adding approved subject headings 65X, adding local\r
190 subject headings 69X</para>\r
191 </listitem>\r
192 <listitem>\r
193 <para>adding series statements in 490</para>\r
194 </listitem>\r
195 <listitem>\r
196 <para>add notes 5XX</para>\r
197 </listitem>\r
198 <listitem>\r
199 <para>basic original cataloguing with template\r
200 only</para>\r
201 </listitem>\r
202 <listitem>\r
203 <para>if desired, only the following tags may be deleted\r
204 from records obtained in Z39.50 searches: 59X, 69X,\r
205 852, 99X</para>\r
206 </listitem>\r
208 </itemizedlist></para>\r
209 </entry>\r
210 </row>\r
212 <row>\r
213 <entry>\r
214 <para><emphasis role="bold">Advanced</emphasis></para>\r
215 </entry>\r
216 <entry>\r
217 <para>All Intermediate level tasks <emphasis>plus</emphasis>: <itemizedlist>\r
218 <listitem>\r
219 <para>any changes to a record within Evergreen beyond\r
220 what is designated intermediate</para>\r
221 </listitem>\r
222 <listitem>\r
223 <para>overlay</para>\r
224 </listitem>\r
225 <listitem>\r
226 <para>merge</para>\r
227 </listitem>\r
228 <listitem>\r
229 <para>delete</para>\r
230 </listitem>\r
231 </itemizedlist></para>\r
232 </entry>\r
233 </row>\r
235 <row>\r
236 <entry>\r
237 <para><emphasis role="bold">Expert</emphasis></para>\r
238 </entry>\r
239 <entry>\r
240 <para>All Advanced level tasks <emphasis>plus</emphasis>: <itemizedlist>\r
241 <listitem>\r
242 <para>authorities</para>\r
243 </listitem>\r
244 <listitem>\r
245 <para>adding 8XX series uniform titles</para>\r
246 </listitem>\r
247 <listitem>\r
248 <para>advanced original cataloguing</para>\r
249 </listitem>\r
250 </itemizedlist></para>\r
251 </entry>\r
252 </row>\r
253 </tbody>\r
255 </tgroup>\r
257 </table>\r
a27e4ac1 259 </simplesect>\r
261 </section>\r
a27e4ac1 263 <section xml:id="policy-cat-procedures">\r
264 <info>\r
265 <title>Cataloguing Procedures</title>\r
266 </info>\r
268<para><link linkend="policy-cat-workflow">Cataloguing Flowchart</link></para>\r
269<para><link linkend="policy-cat-minimum-requirements">Minimum Requirements For a Match in the Sitka Database or Z39.50 Targets</link></para>\r
270<para><link linkend="policy-near-match-sitka">"Near" Match When Searching the Sitka Database</link></para>\r
271<para><link linkend="policy-near-match-z">"Near" Match When Searching Z39.50 Targets</link></para>\r
272<para><link linkend="policy-original-cat">Original Cataloguing</link></para>\r
273<para><link linkend="policy-cat-best">Characteristics of a "Best" MARC Record in the Sitka Database</link></para>\r
274<para><link linkend="policy-on-order">Working with On-order Records</link></para>\r
275<para><link linkend="policy-eg-docs">Evergreen User Documentation</link></para>\r
277 <para>For member libraries, there are many benefits to sharing a database of high-quality\r
278 bibliographic records for collective use. Staff will learn to think consortially, with\r
279 the resources of several libraries at their disposal instead of relying on the local\r
280 technical services staff alone. Cataloguing workflows will change, with Sitka being the\r
281 primary source of copy cataloguing for many libraries.</para>\r
283 <para>Staff should always check the Sitka database first before searching Z39.50 targets for\r
284 bibliographic records.</para>\r
286 <para>In order to ensure the integrity of this shared database, the procedures outlined in\r
287 this section must be followed by all staff and volunteers who perform cataloguing tasks\r
288 in Evergreen. The Chief Librarian at each member library is responsible for ensuring\r
289 that staff and volunteers follow these procedures as they apply to their designated\r
290 Skill Level.</para>\r
292 <note>\r
293 <para>Refer to the <link linkend="policy-cat-glossary">Glossary of Terms</link> for\r
294 definitions</para>\r
295 </note>\r
a27e4ac1 297 <simplesect xml:id="policy-cat-workflow">\r
298 <info>\r
299 <title>Cataloguing Flowchart</title>\r
300 </info>\r
301 <figure>\r
302<title>Cataloguing Flowchart</title>\r
303 <mediaobject>\r
304 <imageobject>\r
305 <imagedata scalefit="0" fileref="media/policy-2.png"/>\r
306 </imageobject>\r
307 </mediaobject>\r
308 </figure>\r
a27e4ac1 309 </simplesect>\r
ae8b9281 310\r
a27e4ac1 311 <simplesect xml:id="policy-cat-minimum-requirements">\r
312 <title>Minimum Requirements For a Match in the Sitka Database or Z39.50 Targets</title>\r
e9ca41c8 314 <para>The minimum requirements for determining a match include Title, GMD, Author,\r
315 Edition, Imprint (Date, Publisher, Physical Description) and Format. Note that the\r
316 minimum criteria for an exact match for DVD and software need to be more detailed,\r
317 e.g. Blu-ray vs. regular DVD, aspect ratio (widescreen vs. full screen), PC versus\r
318 Mac, etc.</para>\r
320 <para>\r
321 <emphasis role="italic">In order to ensure the integrity of this shared database,\r
322 please follow these steps carefully:</emphasis>\r
323 </para>\r
325 <procedure>\r
326 <step>\r
327 <para><emphasis role="underline">Always search the Sitka database\r
328 first</emphasis> to find a match conforming to the minimum\r
329 requirements.</para>\r
330 </step>\r
332 <step>\r
333 <para><emphasis role="underline">If no match is found after searching the Sitka\r
334 database</emphasis>, search the approved Z39.50 targets. These same\r
335 fields also represent the minimum requirement for a match when searching\r
336 Z39.50 targets.</para>\r
337 </step>\r
339 <step>\r
340 <para><emphasis role="underline">If more than one matching record is\r
341 found,</emphasis> follow the instructions in <xref\r
342 linkend="policy-cat-best"/> to choose the best record.</para>\r
343 </step>\r
345 <step>\r
346 <para><emphasis role="underline">If an item has a different binding,</emphasis>\r
347 but is nearly identical in content and pagination, and if copies originate\r
348 from the same publisher, then the record may be considered a match. For each\r
349 new binding, an additional 020 tag must be added consisting of the ISBN and\r
350 an edition statement (e.g. paperback, library binding, etc. if different\r
351 from the bibliographic record’s edition statement).</para>\r
352 </step>\r
353 </procedure>\r
355 <para>For more detailed information on determining a match, we recommend reviewing\r
356 OCLC’s <link\r
357 xlink:href=""\r
358 xlink:title=""\r
359 >Field by Field Guidelines for New Records</link></para>\r
a27e4ac1 361 </simplesect>\r
ae8b9281 362\r
a27e4ac1 363 <simplesect xml:id="policy-near-match-sitka">\r
364 <title>"Near" Match When Searching the Sitka Database</title>\r
365 <para>When searching in Sitka, library staff may find a record that closely matches the\r
366 item in hand, but which may require varying levels of change/correction, addition or\r
367 in some cases merging with another record. The following chart should be used in\r
368 conjunction with the <link linkend="policy-cat-skill-level">Skills Level\r
369 chart</link> to determine what actions may be taken with a “near” match.</para>\r
371 <table xml:id="policy-cat-searching-database">\r
372 <title>Searching the Sitka Database</title>\r
374 <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
375 <colspec colnum="1" colname="issues" colwidth="1*"/>\r
376 <colspec colnum="2" colname="actions" colwidth="1*"/>\r
377 <colspec colnum="3" colname="tasks" colwidth="2*"/>\r
378 \r
379 <thead>\r
380 <row>\r
381 <entry>Issues with Sitka Record</entry>\r
382 <entry>Possible Actions</entry>\r
383 <entry>Task/Action</entry>\r
384 </row>\r
385 </thead>\r
387 <tbody>\r
388 <row>\r
389 <entry>\r
390 <para>Obvious typo - text or coding</para>\r
391 </entry>\r
392 <entry>\r
393 <para>Change</para>\r
394 </entry>\r
395 <entry>\r
396 <para>Should be corrected by cataloguing staff with appropriate\r
397 qualifications</para>\r
398 </entry>\r
399 </row>\r
400 <row>\r
401 <entry>\r
402 <para>Pre-publication record</para>\r
403 </entry>\r
404 <entry>\r
405 <para>Add</para>\r
406 </entry>\r
407 <entry>\r
408 <para>Should be updated by cataloguing staff with appropriate\r
409 qualifications</para>\r
410 </entry>\r
411 </row>\r
412 <row>\r
413 <entry>\r
414 <para>Substandard or brief record</para>\r
415 </entry>\r
416 <entry>\r
417 <para>Change, Add, or Merge</para>\r
418 </entry>\r
419 <entry>\r
420 <para>Should be improved to best record standard by cataloguing\r
421 staff with appropriate qualifications</para>\r
422 </entry>\r
423 </row>\r
424 <row>\r
425 <entry>\r
426 <para>Enhance an "exact" match record by adding 520, 650, 655,\r
427 etc.</para>\r
428 </entry>\r
429 <entry>\r
430 <para>Change, Add, or Overlay</para>\r
431 </entry>\r
432 <entry>\r
433 <para><emphasis>Optional</emphasis> - by cataloguing staff with\r
434 appropriate qualifications</para>\r
435 </entry>\r
436 </row>\r
437 </tbody>\r
438 </tgroup>\r
439 </table>\r
a27e4ac1 441 </simplesect>\r
ae8b9281 442\r
a27e4ac1 443 <simplesect xml:id="policy-near-match-z">\r
444 <title>"Near" Match When Searching Z39.50 Targets</title>\r
445 <para>When searching Z39.50 targets in Sitka, library staff may find a record that\r
446 closely matches the item in hand, but which may require varying levels of\r
447 change/correction or addition. The following chart should be used in conjunction\r
448 with the <link linkend="policy-cat-skill-level">Skills Level chart</link> to\r
449 determine what actions may be taken for a “near” match in the Z39.50 search.</para>\r
451 <table xml:id="policy-cat-searching-39.50">\r
452 <title>Searching Z39.50</title>\r
454 <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
455 <colspec colnum="1" colname="issue" colwidth="1*"/>\r
456 <colspec colnum="2" colname="action" colwidth="1*"/>\r
457 <colspec colnum="3" colname="task" colwidth="2*"/>\r
458 \r
459 <thead>\r
460 <row>\r
461 <entry>Issues with Z39.50 Record</entry>\r
462 <entry>Possible Actions</entry>\r
463 <entry>Task/Action</entry>\r
464 </row>\r
465 </thead>\r
467 <tbody>\r
468 <row>\r
469 <entry>\r
470 <para>Obvious typo - text or coding</para>\r
471 </entry>\r
472 <entry>\r
473 <para>Change</para>\r
474 </entry>\r
475 <entry>\r
476 <para>Should be corrected by cataloguing staff with appropriate\r
477 qualifications</para>\r
478 </entry>\r
479 </row>\r
480 <row>\r
481 <entry>\r
482 <para>Pre-publication</para>\r
483 </entry>\r
484 <entry>\r
485 <para>Add</para>\r
486 </entry>\r
487 <entry>\r
488 <para>Should be updated by cataloguing staff with appropriate\r
489 qualifications</para>\r
490 </entry>\r
491 </row>\r
492 <row>\r
493 <entry>\r
494 <para>Enhance an "exact" match record by adding 520, 650, 655,\r
495 etc.</para>\r
496 </entry>\r
497 <entry>\r
498 <para>Change or Add</para>\r
499 </entry>\r
500 <entry>\r
501 <para><emphasis>Optional</emphasis> - by cataloguing staff with\r
502 appropriate qualifications</para>\r
503 </entry>\r
504 </row>\r
505 <row>\r
506 <entry>\r
507 <para>Different formats, e.g. using a VHS record for a DVD,\r
508 <emphasis role="bold">must</emphasis> be edited to correct\r
509 changes</para>\r
510 </entry>\r
511 <entry>\r
512 <para>Change or Add</para>\r
513 </entry>\r
514 <entry>\r
515 <para>Should be corrected by cataloguing staff with appropriate\r
516 qualifications</para>\r
517 </entry>\r
518 </row>\r
519 </tbody>\r
520 </tgroup>\r
521 </table>\r
a27e4ac1 523 </simplesect>\r
6ffa3115 524 \r
ae8b9281 525\r
a27e4ac1 526 <simplesect xml:id="policy-original-cat">\r
527 <title>Original Cataloguing</title>\r
529 <para>Original cataloguing should constitute a very small percentage of records added to\r
530 the database. The majority of records (>95%) should be found either within the Sitka\r
531 database or approved Z39.50 targets. If a record cannot be found within these\r
532 sources, an original record may be created.</para>\r
534 <para>Sitka cataloguing templates are provided to assist library staff in complying with\r
535 this standard. These templates are based on <xref linkend="policy-cat-best"/></para>\r
537 <para>For instructions on original cataloguing and cataloguing templates, please refer\r
538 to the <link\r
539 xlink:href=""\r
540 xlink:title=""\r
541 >Creating New MARC Records and Understanding Minimum Required MARC Tags</link>.</para>\r
ae8b9281 542\r
a27e4ac1 543 </simplesect>\r
ae8b9281 544\r
a27e4ac1 545 <simplesect xml:id="policy-cat-best">\r
546 <title>Characteristics of a "Best" MARC Record in the Sitka Database</title>\r
548 <table xml:id="policy-cat-best-marc">\r
549 <title>Characteristics of a "Best" MARC Record</title>\r
551 <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
552 <colspec colnum="1" colname="col1" colwidth="1*"/>\r
553 <colspec colnum="2" colname="col1" colwidth="1*"/>\r
554 <colspec colnum="3" colname="col1" colwidth="2*"/>\r
555 \r
556 <thead>\r
557 <row>\r
558 <entry>Fields?</entry>\r
559 <entry>MARC tags/subfields</entry>\r
560 <entry>Instructions to Member Library Cataloguers</entry>\r
561 </row>\r
562 </thead>\r
564 <tbody>\r
565 <row>\r
566 <entry>\r
567 <para>\r
568 <emphasis role="bold">Standard Numbers</emphasis>\r
569 </para>\r
570 </entry>\r
571 <entry>\r
572 <para>\r
573 010 LCCN <?linebreak?>020 ISBN <?linebreak?>022 ISSN <?linebreak?>028 or 037 Publisher control numbers\r
574 </para>\r
575 </entry>\r
576 <entry>\r
577 <para>Include as many relevant standard numbers as possible</para>\r
578 </entry>\r
579 </row>\r
580 <row>\r
581 <entry>\r
582 <para>\r
583 <emphasis role="bold">Classification Numbers</emphasis>\r
584 </para>\r
585 </entry>\r
586 <entry>\r
587 <para>\r
588 05X <?linebreak?>082 <?linebreak?>090 <?linebreak?>092\r
589 </para>\r
590 </entry>\r
591 <entry>\r
592 <para>When choosing between available records, add the record with\r
593 both LC and DDC classifiction numbers</para>\r
594 </entry>\r
595 </row>\r
597 <row>\r
598 <entry>\r
599 <para>\r
600 <emphasis role="bold">Title/Statement of\r
601 responsibility</emphasis>\r
602 </para>\r
603 </entry>\r
604 <entry>\r
605 <para>\r
e9ca41c8 606 245 <?linebreak?>$a title <?linebreak?>$c statement of responsibility <?linebreak?>$h GMD\r
607 </para>\r
608 </entry>\r
609 <entry>\r
610 <para>When choosing between available records, add the record that\r
611 has added title fields, e.g. 246, 740, etc.</para>\r
612 <para>Use GMD standard List Two from AACR2 Rule 1.1C1. For\r
613 non-standard terms such as DVD, MP3, etc. use 300 Physical\r
e9ca41c8 614 Description for more details</para>\r
615 </entry>\r
616 </row>\r
618 <row>\r
619 <entry>\r
620 <para>\r
621 <emphasis role="bold">Edition Statement/Special\r
622 information</emphasis>\r
623 </para>\r
624 </entry>\r
625 <entry>\r
626 <para>25X</para>\r
627 </entry>\r
628 <entry>\r
629 <para>When choosing between available records, add the record with\r
630 the fullest and most accurate 25X tag(s)</para>\r
631 </entry>\r
632 </row>\r
634 <row>\r
635 <entry>\r
636 <para>\r
637 <emphasis role="bold">Publication information</emphasis>\r
638 </para>\r
639 </entry>\r
640 <entry>\r
641 <para>\r
e9ca41c8 642 260 <?linebreak?>$a place of publication <?linebreak?>$b publisher <?linebreak?>$c publication year\r
643 </para>\r
644 </entry>\r
645 <entry>\r
646 <para>When choosing between available records, add the record with\r
e9ca41c8 647 the fullest and most accurate 260 tag</para>\r
648 <para>$c is not used in records for active serials</para>\r
649 </entry>\r
650 </row>\r
652 <row>\r
653 <entry>\r
654 <para>\r
655 <emphasis role="bold">Physical description of item</emphasis>\r
656 </para>\r
657 </entry>\r
658 <entry>\r
659 <para>\r
660 300 <?linebreak?>$a extent <?linebreak?>$b illustrations <?linebreak?>$c dimensions <?linebreak?>$e accompanying material\r
661 </para>\r
662 </entry>\r
663 <entry>\r
664 <para>When choosing between available records, add the record with\r
665 the fullest and most accurate 300 tag</para>\r
666 <para>$b $c $e to be added where applicable</para>\r
667 </entry>\r
668 </row>\r
670 <row>\r
671 <entry>\r
672 <para>\r
673 <emphasis role="bold">Series information</emphasis>\r
674 </para>\r
675 </entry>\r
676 <entry>\r
677 <para>\r
678 440 <?linebreak?>490\r
679 </para>\r
680 </entry>\r
681 <entry>\r
682 <para>When choosing between available records, add the record\r
683 containing a 490 series statement with accompanying 800 or 830\r
684 (Current LC standard)</para>\r
685 </entry>\r
686 </row>\r
688 <row>\r
689 <entry>\r
690 <para>\r
691 <emphasis role="bold">Notes area</emphasis>\r
692 </para>\r
693 </entry>\r
694 <entry>\r
695 <para>5XX</para>\r
696 </entry>\r
697 <entry>\r
698 <para>When choosing between available records, add the record with\r
699 the most 5XX tags</para>\r
700 <para>Local notes should be added in the 590 tag and must include\r
701 the Canadian Library Identifier Code in $5</para>\r
702 <para>538 (System Requirements) should be included where relevant\r
703 for nonprint materials</para>\r
704 </entry>\r
705 </row>\r
707 <row>\r
708 <entry>\r
709 <para>\r
710 <emphasis role="bold">Subject headings</emphasis>\r
711 </para>\r
712 </entry>\r
713 <entry>\r
714 <para>6XX</para>\r
715 </entry>\r
716 <entry>\r
717 <para>When choosing between available records, add the record with\r
718 authoritative subject headings</para>\r
719 <para>Local subject headings should be used only to designate\r
720 special collections and should be added in 69X tags</para>\r
721 </entry>\r
722 </row>\r
724 </tbody>\r
726 </tgroup>\r
728 </table>\r
730 </simplesect>\r
731 <simplesect xml:id="policy-on-order">\r
732 <title>Working with On-order Records</title>\r
733 <para>Use of the Acquisitions Module, currently in the pilot stages, has resulted in an increase in the number of brief on-order records appearing\r
734 in the catalogue. The Acquisitions Ad Hoc Committee put forth recommendations on handling these brief on-order records. These recommendations \r
735 were approved by the Business Function Group March 21 2012 (some of these recommendations have \r
736since been updated by Sitka Support and they are noted accordingly).</para>\r
738 <orderedlist>\r
739 <listitem>\r
740 <para>Acquisitions Selectors to follow guidelines for minimum cataloguing requirements in creating brief on-order records. <emphasis>Sitka team\r
741 to provide guidelines by format</emphasis>.</para>\r
742 </listitem>\r
743 </orderedlist>\r
744 \r
745 <orderedlist continuation="continues">\r
746 <listitem>\r
747 <para>Cataloguers can use brief on-order records to add holdings, but need to follow existing guidelines in Sitka Cataloguing Policy to ensure there\r
748 isn't a better record first.</para>\r
749 </listitem>\r
c287a687 750 </orderedlist>\r
751 <itemizedlist>\r
752 <listitem>\r
753 <para>Cataloguers should not make any additions or amendments to the on-order record, as none of the changes or additions will be saved once the \r
754 record is mergred or overlaid later in the Acquisitions process.</para>\r
755 </listitem>\r
756 <listitem>\r
757 <para>An Acquisition library will change the on-order record to full bibliographic record in the end, so cataloguers need to make sure they're attaching\r
758 their holdings to the correct bibliographic record.</para>\r
759 </listitem>\r
760 <listitem>\r
761 <para> If the only record for a title in the catalogue is an on-order record, cataloguers should \r
762use that record to add holdings to if they are sure that it matches format and isbn or other identifier to the \r
763title-in-hand. In this situation, cataloguers can overlay or merge the on-order record with the complete record \r
764as long as the format and identifier are a definite match and the new record adheres to Sitka Cataloguing Policy.\r
765 Cataloguers must also ensure that they carry over any 590 or 690 fields from the on-order record to the complete \r
766record. (updated Feb 2014)</para>\r
6ffa3115 767 </listitem>\r
e9ca41c8 768<listitem>\r
506bb660 769<para>If the only record for a title in the catalogue is an on-order record, and it is unclear which format \r
770or isbn or other identifier the on-order record describes, cataloguers should bring in a new record via Z39.50 \r
771and attach their holdings to it. (updated Feb 2014)</para>\r
773 <listitem>\r
774 <para>Cataloguers can overlay brief on-order records when using the MARC Batch Import/Export function. When importing, cataloguers must always use the\r
775 Sitka overlay profile to ensure data in the 590 and 690 fields of the orginal record is preserved. Cataloguers should ensure that the brief records is \r
776 for the same format as the item they are cataloguing. By default brief on-order records use the Book 008 field regardless of the true format of the \r
777 item.</para>\r
778 </listitem>\r
779 </itemizedlist>\r
c287a687 780 \r
a27e4ac1 781 </simplesect>\r
6ffa3115 782 \r
ae8b9281 783\r
a27e4ac1 784 <simplesect xml:id="policy-eg-docs">\r
785 <title>Evergreen User Documentation</title>\r
786 <para>Refer to Sitka User Documentation on Cataloguing at <link\r
787 xlink:href=""\r
788 xlink:title=""\r
789 ></link>.</para>\r
a27e4ac1 790 </simplesect>\r
792 </section>\r
a27e4ac1 794 <section xml:id="policy-cat-faqs">\r
795 <title>Frequently Asked Questions</title>\r
796 <qandaset>\r
797 <qandaentry>\r
798 <question>\r
799 <para>What is the correct capitalization and punctuation used when entering\r
800 subject and name authorities?</para>\r
801 </question>\r
802 <answer>\r
803 <para>Enter the authority normally, using both upper and lower case, and no\r
804 period at the end, unless the name authority ends with an initial</para>\r
805 <para>\r
806 <literallayout><emphasis role="bold">Examples:</emphasis>\r
807 $aOlympics $xHistory $y20th Century\r
808 $aAtwood, Margaret, $d1939-\r
809 $aRoberts, Albert R.</literallayout>\r
810 </para>\r
811 </answer>\r
812 </qandaentry>\r
813 <qandaentry>\r
814 <question>\r
815 <para>How will serials/magazines be catalogued?</para>\r
816 </question>\r
817 <answer>\r
818 <para>An Evergreen serials module is currently in development. Until it is\r
819 implemented, each member library will maintain its own bibliographic records\r
820 for serials. The recommended procedure for cataloguing serials is to give\r
821 each magazine issue its own volume and copy record.</para>\r
822 </answer>\r
823 </qandaentry>\r
825 <qandaentry>\r
826 <question>\r
827 <para>How do I request more Z39.50 targets to be added to Evergreen?</para>\r
828 </question>\r
829 <answer>\r
830 <para>In order to ensure that Z39.50 targets meet the standards designated for a\r
831 “best” record, the Cataloguing Working Group will review all requests before\r
832 recommending addition to Sitka. Member libraries should submit their Z39.50\r
833 target requests to Sitka Support, who will forward them to the Cataloguing\r
834 Working Group for review.</para>\r
835 </answer>\r
836 </qandaentry>\r
837 <qandaentry>\r
838 <question>\r
839 <para>What is the preferred method to enter TV Series on DVD?</para>\r
840 </question>\r
841 <answer>\r
842 <para>As the packaging of and library circulation policies for this format both\r
843 vary widely, member libraries may choose to catalogue these either by series\r
844 or by individual title. If the title proper is based on the episode title,\r
845 an 830 added entry should be created for the series name.</para>\r
846 </answer>\r
847 </qandaentry>\r
848 <qandaentry>\r
849 <question>\r
850 <para>What is the best way to enter “on order” records?</para>\r
851 </question>\r
852 <answer>\r
853 \r
855<para>Libraries that allow patrons to place holds on items that are on order may wish to create\r
856placeholder items to display in the catalogue. These placeholder items are created as described in\r
857<link xlink:href="">the \r
858Adding Holdings to Existing Records in the Sitka Database</link> section of the Sitka Evergreen Manual\r
859 but with temporary information used to fill some of the fields.</para>\r
861<para>Sitka Support strongly encourages libraries to do the following when creating placeholder items:</para>\r
865<para>Use fake barcodes which include your library code and have somewhere to record where you are in the sequence.\r
866ie. MPL1000, MPL1001, MPL1002</para>\r
869<para>Use ON ORDER as your call number.</para>\r
872<para>Use the <guilabel>On order</guilabel> status.</para>\r
875<para>Have an On Order copy template for cataloguers to use.</para>\r
876</listitem> \r
506bb660 878<para>Create and use an ON ORDER copy location, especially if your library uses a new book \r
879copy location.</para> \r
883<para>When the items arrive and are catalogued the cataloguer simply needs to update the barcode, call \r
884number and copy characteristics rather than creating a new item and deleting the fake item. This ensures that any\r
885holds placed on the copy will be filled.</para>\r
887 </answer>\r
888 </qandaentry>\r
890 <qandaentry>\r
891 <question>\r
892 <para>Is a record considered a match if only the binding is different from the\r
893 item in hand?</para>\r
894 </question>\r
895 <answer>\r
896 <para>If an item has a different binding, but is nearly identical in content and\r
897 pagination, and if copies originate from the same publisher, then the record\r
898 may be considered a match. The only additional action besides adding ISBN is\r
899 to add an edition statement in parentheses to the 020 -ISBN field, e.g.\r
900 paperback, library binding, etc. if different from the bibliographic\r
901 record’s edition statement.</para>\r
902 </answer>\r
903 </qandaentry>\r
904 <qandaentry>\r
905 <question>\r
906 <para>Will we lose any local data in the bibliographic record when joining\r
907 Sitka?</para>\r
908 </question>\r
909 <answer>\r
910 <para>Where feasible, as a member library’s legacy system bibliographic records\r
911 are added to the Sitka database, the Sitka Support Team may be able to run\r
912 processes at the time of the migration in order to preserve specific local\r
913 data. These processes may include some or all of the following:</para>\r
915 <itemizedlist>\r
e9ca41c8 916 <title>General Material Designation (GMD)</title>\r
917 <listitem>\r
918 <para>Incoming records with customized GMDs: move the 245$h from the\r
919 incoming record and add to 590 $a, adding 590 $5 with Canadian\r
920 Library Identifier Code. Add the appropriate GMD from AACR2 List Two\r
921 in the 245$h where applicable.</para>\r
922 </listitem>\r
923 <listitem>\r
924 <para>Incoming records will be run against AACR2 List Two GMDs. Anything\r
925 that deviates will be moved to 300 tags, normalizing to reduce\r
926 duplication, e.g. uppercase everything, remove leading and trailing\r
927 punctuation. Add a vertical bar between 300 entries to provide a\r
928 separator between repeat 300 tag descriptions displayed in the\r
929 PAC.</para>\r
930 </listitem>\r
931 </itemizedlist>\r
933 <itemizedlist>\r
934 <title>Series Information</title>\r
935 <listitem>\r
936 <para>Nonstandard series information will be preserved in a 590 tag\r
937 accompanied by the Canadian Library Identifier Code in $5.</para>\r
938 </listitem>\r
940 </itemizedlist>\r
941 <itemizedlist>\r
942 <title>Subject Headings</title>\r
943 <listitem>\r
944 <para>Local subject headings in a 690 tag will be appended to the\r
945 existing master record. The Sitka team will strive to move local\r
946 subject headings in other 6XX tags to an appropriate location during\r
947 the migration process.</para>\r
948 </listitem>\r
949 </itemizedlist>\r
950 <itemizedlist>\r
951 <title>Notes</title>\r
952 <listitem>\r
953 <para>Use 590$a for local notes, with Canadian Library Identifier Code\r
954 in 590 $5</para>\r
955 </listitem>\r
956 </itemizedlist>\r
958 </answer>\r
959 </qandaentry>\r
961 </qandaset>\r
963 </section>\r
965 <glossary xml:id="policy-cat-glossary">\r
966 <title>Glossary of Terms</title>\r
967 <glossentry xml:id="gloss-approved-targets">\r
968 <glossterm>Approved targets</glossterm>\r
969 <glossdef>\r
970 <para>These are Z39.50 target databases that have been approved for inclusion in\r
971 Evergreen by the Cataloguing Working Group on the basis of meeting the “best”\r
972 record standard.</para>\r
973 </glossdef>\r
974 </glossentry>\r
975 <glossentry xml:id="gloss-identifier-code">\r
976 <glossterm>Canadian Library Identifier Code</glossterm>\r
977 <glossdef>\r
978 <para>The MARC Code List for Organizations contains short alphabetic codes used to\r
979 represent names of libraries and other kinds of organizations that need to be\r
980 identified in the bibliographic environment. This code list is an essential\r
981 reference tool for those dealing with MARC records, for systems reporting\r
982 library holdings, for many interlibrary loan systems, and for those who may be\r
983 organizing cooperative projects on a regional, national, or international scale.\r
984 For further information: <link\r
985 xlink:href=""\r
986 xlink:title=""\r
987 ></link></para>\r
988 </glossdef>\r
989 </glossentry>\r
990 <glossentry xml:id="gloss-merge">\r
991 <glossterm>Merge</glossterm>\r
992 <glossdef>\r
993 <para>The process within Evergreen of transferring the volume and copy records or\r
994 holds associated with a lesser-quality bibliographic record to a more complete\r
995 bibliographic record.</para>\r
996 </glossdef>\r
997 </glossentry>\r
998 <glossentry xml:id="gloss-near-match">\r
999 <glossterm>Near match</glossterm>\r
1000 <glossdef>\r
1001 <para>A record that closely matches the item in hand, but which may require varying\r
1002 levels of change/correction, addition or in some cases merging with another\r
1003 record.</para>\r
1004 </glossdef>\r
1005 </glossentry>\r
1006 <glossentry xml:id="gloss-overlay">\r
1007 <glossterm>Overlay</glossterm>\r
1008 <glossdef>\r
1009 <para>The process of replacing a lesser-quality bibliographic record in Sitka, with\r
1010 a more complete bibliographic record from a Z39.50 target search, while\r
1011 preserving existing volume and copy records or holds associated with the\r
1012 original Sitka bibliographic record.</para>\r
1013 </glossdef>\r
1014 </glossentry>\r
1016 </glossary>\r