Typos fixed.
[sitka/doc/policy.git] / policy / policy-cat.xml
1 <?xml version="1.0" encoding="utf-8"?>\r
2 <chapter xml:id="policy-cat" xmlns="http://docbook.org/ns/docbook" version="5.0" xml:lang="EN"\r
3     xmlns:xi="http://www.w3.org/2001/XInclude" xmlns:xlink="http://www.w3.org/1999/xlink">\r
4 \r
5     <info>\r
6         <title>Cataloguing Policy</title>\r
7     </info>\r
8 \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
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
15 \r
16         <para>July 24, 2009 <?linebreak?>Edel Toner-Rogala, Chair, <?linebreak?>BC Libraries Cooperative Board of Directors</para>\r
17 \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
23 \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
32 \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
37 \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
48 \r
49         <para>Points of discussions include:</para>\r
50 \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
67 \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
70 \r
71         <para>Sincerely,</para>\r
72 \r
73         <para>\r
74             <emphasis>Maureen</emphasis>\r
75         </para>\r
76 \r
77 \r
78         <para>Maureen Davidson <?linebreak?>Chair, Cataloguing Working Group <?linebreak?>College of the Rockies Library <?linebreak?>Email: <link xlink:href="mailto:davidson@cotr.bc.ca" xlink:title="davidson@cotr.bc.ca">davidson@cotr.bc.ca</link> <?linebreak?>Telephone: 250-489-8288</para>\r
79 \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
84 \r
85 \r
86 \r
87 \r
88     </section>\r
89 \r
90     <section xml:id="policy-purpose">\r
91         <info>\r
92             <title>Purpose</title>\r
93         </info>\r
94 \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
101 \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="http://docs.sitka.bclibraries.ca/Sitka/current/html/"\r
107                 xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/"\r
108                 >http://docs.sitka.bclibraries.ca/Sitka/current/html/</link>.</para>\r
109 \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
114 \r
115     </section>\r
116 \r
117     <section xml:id="policy-administration">\r
118         <info>\r
119             <title>Administration</title>\r
120         </info>\r
121 \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
127 \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
134 \r
135         <simplesect xml:id="policy-who-does-what">\r
136             <title>Who Does What?</title>\r
137 \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
143 \r
144 \r
145             <table xml:id="policy-cat-skill-level">\r
146                 <title>Sitka Cataloguing Skill Levels</title>\r
147 \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
158 \r
159                         </row>\r
160                     </thead>\r
161 \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
207 \r
208                                     </itemizedlist></para>\r
209                             </entry>\r
210                         </row>\r
211 \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
234 \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
254 \r
255                 </tgroup>\r
256 \r
257             </table>\r
258 \r
259         </simplesect>\r
260 \r
261     </section>\r
262 \r
263     <section xml:id="policy-cat-procedures">\r
264         <info>\r
265             <title>Cataloguing Procedures</title>\r
266         </info>\r
267 \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
276 \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
282 \r
283         <para>Staff should always check the Sitka database first before searching Z39.50 targets for\r
284             bibliographic records.</para>\r
285 \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
291 \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
296 \r
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
309         </simplesect>\r
310 \r
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
313 \r
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
319 \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
324 \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
331 \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
338 \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
344 \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
354 \r
355             <para>For more detailed information on determining a match, we recommend reviewing\r
356                 OCLC’s <link\r
357                     xlink:href="http://www.oclc.org/ca/fr/bibformats/en/input/default.shtm#CHDJFJHA"\r
358                     xlink:title="http://www.oclc.org/ca/fr/bibformats/en/input/default.shtm#CHDJFJHA"\r
359                     >Field by Field Guidelines for New Records</link></para>\r
360 \r
361         </simplesect>\r
362 \r
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
370 \r
371             <table xml:id="policy-cat-searching-database">\r
372                 <title>Searching the Sitka Database</title>\r
373 \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
386 \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
440 \r
441         </simplesect>\r
442 \r
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
450 \r
451             <table xml:id="policy-cat-searching-39.50">\r
452                 <title>Searching Z39.50</title>\r
453 \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
466 \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
522 \r
523         </simplesect>\r
524         \r
525 \r
526         <simplesect xml:id="policy-original-cat">\r
527             <title>Original Cataloguing</title>\r
528 \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
533 \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
536 \r
537             <para>For instructions on original cataloguing and cataloguing templates, please refer\r
538                 to the <link\r
539                     xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
540                     xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/new.html"\r
541                     >Creating New MARC Records and Understanding Minimum Required MARC Tags</link>.</para>\r
542 \r
543         </simplesect>\r
544 \r
545         <simplesect xml:id="policy-cat-best">\r
546             <title>Characteristics of a "Best" MARC Record in the Sitka Database</title>\r
547 \r
548             <table xml:id="policy-cat-best-marc">\r
549                 <title>Characteristics of a "Best" MARC Record</title>\r
550 \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
563 \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
596 \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
606                                     245 <?linebreak?>$a title <?linebreak?>$c statement of responsibility <?linebreak?>$h GMD\r
607                                 </para>\r
608                             </entry>\r
609                             <entry>\r
610                                 <para>When choosing between available records, add the record that\r
611                                     has added title fields, e.g. 246, 740, etc.</para>\r
612                                 <para>Use GMD standard List Two from AACR2 Rule 1.1C1. For\r
613                                     non-standard terms such as DVD, MP3, etc. use 300 Physical\r
614                                     Description for more details</para>\r
615                             </entry>\r
616                         </row>\r
617 \r
618                         <row>\r
619                             <entry>\r
620                                 <para>\r
621                                     <emphasis role="bold">Edition Statement/Special\r
622                                         information</emphasis>\r
623                                 </para>\r
624                             </entry>\r
625                             <entry>\r
626                                 <para>25X</para>\r
627                             </entry>\r
628                             <entry>\r
629                                 <para>When choosing between available records, add the record with\r
630                                     the fullest and most accurate 25X tag(s)</para>\r
631                             </entry>\r
632                         </row>\r
633 \r
634                         <row>\r
635                             <entry>\r
636                                 <para>\r
637                                     <emphasis role="bold">Publication information</emphasis>\r
638                                 </para>\r
639                             </entry>\r
640                             <entry>\r
641                                 <para>\r
642                                     260 <?linebreak?>$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
647                                     the fullest and most accurate 260 tag</para>\r
648                                 <para>$c is not used in records for active serials</para>\r
649                             </entry>\r
650                         </row>\r
651 \r
652                         <row>\r
653                             <entry>\r
654                                 <para>\r
655                                     <emphasis role="bold">Physical description of item</emphasis>\r
656                                 </para>\r
657                             </entry>\r
658                             <entry>\r
659                                 <para>\r
660                                     300 <?linebreak?>$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
669 \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
687 \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
706 \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
723 \r
724                     </tbody>\r
725 \r
726                 </tgroup>\r
727 \r
728             </table>\r
729 \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
736 since been updated by Sitka Support and they are noted accordingly).</para>\r
737 \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
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
762 use that record to add holdings to if they are sure that it matches format and isbn or other identifier to the \r
763 title-in-hand. In this situation, cataloguers can overlay or merge the on-order record with the complete record \r
764 as 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
766 record. (updated Feb 2014)</para>\r
767                 </listitem>\r
768 <listitem>\r
769 <para>If the only record for a title in the catalogue is an on-order record, and it is unclear which format \r
770 or isbn or other identifier the on-order record describes, cataloguers should bring in a new record via Z39.50 \r
771 and attach their holdings to it. (updated Feb 2014)</para>\r
772 </listitem>\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
780                 \r
781         </simplesect>\r
782                 \r
783 \r
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="http://docs.sitka.bclibraries.ca/Sitka/current/html/cat.html"\r
788                     xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/cat.html"\r
789                     >http://docs.sitka.bclibraries.ca/Sitka/current/html/cat.html</link>.</para>\r
790         </simplesect>\r
791 \r
792     </section>\r
793 \r
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
824 \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
854 \r
855 <para>Libraries that allow patrons to place holds on items that are on order may wish to create\r
856 placeholder items to display in the catalogue.  These placeholder items are created as described in\r
857 <link xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/add-holdings-title-records.html">the \r
858 Adding 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
860 \r
861 <para>Sitka Support strongly encourages libraries to do the following when creating placeholder items:</para>\r
862 \r
863 <itemizedlist>\r
864 <listitem>\r
865 <para>Use fake barcodes which include your library code and have somewhere to record where you are in the sequence.\r
866 ie. MPL1000, MPL1001, MPL1002</para>\r
867 </listitem>\r
868 <listitem>\r
869 <para>Use ON ORDER as your call number.</para>\r
870 </listitem>\r
871 <listitem>\r
872 <para>Use the <guilabel>On order</guilabel> status.</para>\r
873 </listitem>\r
874 <listitem>\r
875 <para>Have an On Order copy template for cataloguers to use.</para>\r
876 </listitem> \r
877 <listitem>\r
878 <para>Create and use an ON ORDER copy location, especially if your library uses a new book \r
879 copy location.</para> \r
880 </listitem>\r
881 </itemizedlist>\r
882 \r
883 <para>When the items arrive and are catalogued the cataloguer simply needs to update the barcode, call \r
884 number and copy characteristics rather than creating a new item and deleting the fake item.  This ensures that any\r
885 holds placed on the copy will be filled.</para>\r
886 \r
887                 </answer>\r
888             </qandaentry>\r
889 \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
914 \r
915                     <itemizedlist>\r
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
932 \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 $5.</para>\r
938                         </listitem>\r
939 \r
940                     </itemizedlist>\r
941                     <itemizedlist>\r
942                         <title>Subject Headings</title>\r
943                         <listitem>\r
944                             <para>Local subject headings in a 690 tag will be appended to the\r
945                                 existing master record. The Sitka team will strive to move local\r
946                                 subject headings in other 6XX tags to an appropriate location during\r
947                                 the migration process.</para>\r
948                         </listitem>\r
949                     </itemizedlist>\r
950                     <itemizedlist>\r
951                         <title>Notes</title>\r
952                         <listitem>\r
953                             <para>Use 590$a for local notes, with Canadian Library Identifier Code\r
954                                 in 590 $5</para>\r
955                         </listitem>\r
956                     </itemizedlist>\r
957 \r
958                 </answer>\r
959             </qandaentry>\r
960 \r
961         </qandaset>\r
962 \r
963     </section>\r
964 \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="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1"\r
986                         xlink:title="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1"\r
987                         >http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1</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
1015 \r
1016     </glossary>\r
1017 \r
1018 \r
1019 </chapter>\r