Recommendations on handling brief on-order records added.
[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>\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>\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://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
107                 xlink:title="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
108                 >http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.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>\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         <section>\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         </section>\r
260 \r
261     </section>\r
262 \r
263     <section>\r
264         <info>\r
265             <title>Cataloguing Procedures</title>\r
266         </info>\r
267 \r
268         <para>For member libraries, there are many benefits to sharing a database of high-quality\r
269             bibliographic records for collective use. Staff will learn to think consortially, with\r
270             the resources of several libraries at their disposal instead of relying on the local\r
271             technical services staff alone. Cataloguing workflows will change, with Sitka being the\r
272             primary source of copy cataloguing for many libraries.</para>\r
273 \r
274         <para>Staff should always check the Sitka database first before searching Z39.50 targets for\r
275             bibliographic records.</para>\r
276 \r
277         <para>In order to ensure the integrity of this shared database, the procedures outlined in\r
278             this section must be followed by all staff and volunteers who perform cataloguing tasks\r
279             in Evergreen. The Chief Librarian at each member library is responsible for ensuring\r
280             that staff and volunteers follow these procedures as they apply to their designated\r
281             Skill Level.</para>\r
282 \r
283         <note>\r
284             <para>Refer to the <link linkend="policy-cat-glossary">Glossary of Terms</link> for\r
285                 definitions</para>\r
286         </note>\r
287 \r
288         <section>\r
289             <info>\r
290                 <title>Cataloguing Flowchart</title>\r
291             </info>\r
292             <figure>\r
293 <title>Cataloguing Flowchart</title>\r
294                 <mediaobject>\r
295                     <imageobject>\r
296                         <imagedata scalefit="0" fileref="media/policy-2.png"/>\r
297                     </imageobject>\r
298                 </mediaobject>\r
299             </figure>\r
300         </section>\r
301 \r
302         <section>\r
303             <title>Minimum Requirements For a Match in the Sitka Database or Z39.50 Targets</title>\r
304 \r
305             <para>The minimum requirements for determining a match include Title, GMD, Author,\r
306                 Edition, Imprint (Date, Publisher, Physical Description) and Format. Note that the\r
307                 minimum criteria for an exact match for DVD and software need to be more detailed,\r
308                 e.g. Blu-ray vs. regular DVD, aspect ratio (widescreen vs. full screen), PC versus\r
309                 Mac, etc.</para>\r
310 \r
311             <para>\r
312                 <emphasis role="italic">In order to ensure the integrity of this shared database,\r
313                     please follow these steps carefully:</emphasis>\r
314             </para>\r
315 \r
316             <procedure>\r
317                 <step>\r
318                     <para><emphasis role="underline">Always search the Sitka database\r
319                             first</emphasis> to find a match conforming to the minimum\r
320                         requirements.</para>\r
321                 </step>\r
322 \r
323                 <step>\r
324                     <para><emphasis role="underline">If no match is found after searching the Sitka\r
325                             database</emphasis>, search the approved Z39.50 targets. These same\r
326                         fields also represent the minimum requirement for a match when searching\r
327                         Z39.50 targets.</para>\r
328                 </step>\r
329 \r
330                 <step>\r
331                     <para><emphasis role="underline">If more than one matching record is\r
332                             found,</emphasis> follow the instructions in <xref\r
333                             linkend="policy-cat-best"/> to choose the best record.</para>\r
334                 </step>\r
335 \r
336                 <step>\r
337                     <para><emphasis role="underline">If an item has a different binding,</emphasis>\r
338                         but is nearly identical in content and pagination, and if copies originate\r
339                         from the same publisher, then the record may be considered a match. For each\r
340                         new binding, an additional 020 tag must be added consisting of the ISBN and\r
341                         an edition statement (e.g. paperback, library binding, etc. if different\r
342                         from the bibliographic record’s edition statement).</para>\r
343                 </step>\r
344             </procedure>\r
345 \r
346             <para>For more detailed information on determining a match, we recommend reviewing\r
347                 OCLC’s <link\r
348                     xlink:href="http://www.oclc.org/ca/fr/bibformats/en/input/default.shtm#CHDJFJHA"\r
349                     xlink:title="http://www.oclc.org/ca/fr/bibformats/en/input/default.shtm#CHDJFJHA"\r
350                     >Field by Field Guidelines for New Records</link></para>\r
351 \r
352         </section>\r
353 \r
354         <section>\r
355             <title>"Near" Match When Searching the Sitka Database</title>\r
356             <para>When searching in Sitka, library staff may find a record that closely matches the\r
357                 item in hand, but which may require varying levels of change/correction, addition or\r
358                 in some cases merging with another record. The following chart should be used in\r
359                 conjunction with the <link linkend="policy-cat-skill-level">Skills Level\r
360                     chart</link> to determine what actions may be taken with a “near” match.</para>\r
361 \r
362             <table xml:id="policy-cat-searching-database">\r
363                 <title>Searching the Sitka Database</title>\r
364 \r
365                 <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
366                     <colspec colnum="1" colname="issues" colwidth="1*"/>\r
367                     <colspec colnum="2" colname="actions" colwidth="1*"/>\r
368                     <colspec colnum="3" colname="tasks" colwidth="2*"/>\r
369                     \r
370                     <thead>\r
371                         <row>\r
372                             <entry>Issues with Sitka Record</entry>\r
373                             <entry>Possible Actions</entry>\r
374                             <entry>Task/Action</entry>\r
375                         </row>\r
376                     </thead>\r
377 \r
378                     <tbody>\r
379                         <row>\r
380                             <entry>\r
381                                 <para>Obvious typo - text or coding</para>\r
382                             </entry>\r
383                             <entry>\r
384                                 <para>Change</para>\r
385                             </entry>\r
386                             <entry>\r
387                                 <para>Should be corrected by cataloguing staff with appropriate\r
388                                     qualifications</para>\r
389                             </entry>\r
390                         </row>\r
391                         <row>\r
392                             <entry>\r
393                                 <para>Pre-publication record</para>\r
394                             </entry>\r
395                             <entry>\r
396                                 <para>Add</para>\r
397                             </entry>\r
398                             <entry>\r
399                                 <para>Should be updated by cataloguing staff with appropriate\r
400                                     qualifications</para>\r
401                             </entry>\r
402                         </row>\r
403                         <row>\r
404                             <entry>\r
405                                 <para>Substandard or brief record</para>\r
406                             </entry>\r
407                             <entry>\r
408                                 <para>Change, Add, or Merge</para>\r
409                             </entry>\r
410                             <entry>\r
411                                 <para>Should be improved to best record standard by cataloguing\r
412                                     staff with appropriate qualifications</para>\r
413                             </entry>\r
414                         </row>\r
415                         <row>\r
416                             <entry>\r
417                                 <para>Enhance an "exact" match record by adding 520, 650, 655,\r
418                                     etc.</para>\r
419                             </entry>\r
420                             <entry>\r
421                                 <para>Change, Add, or Overlay</para>\r
422                             </entry>\r
423                             <entry>\r
424                                 <para><emphasis>Optional</emphasis> - by cataloguing staff with\r
425                                     appropriate qualifications</para>\r
426                             </entry>\r
427                         </row>\r
428                     </tbody>\r
429                 </tgroup>\r
430             </table>\r
431 \r
432         </section>\r
433 \r
434         <section>\r
435             <title>"Near" Match When Searching Z39.50 Targets</title>\r
436             <para>When searching Z39.50 targets in Sitka, library staff may find a record that\r
437                 closely matches the item in hand, but which may require varying levels of\r
438                 change/correction or addition. The following chart should be used in conjunction\r
439                 with the <link linkend="policy-cat-skill-level">Skills Level chart</link> to\r
440                 determine what actions may be taken for a “near” match in the Z39.50 search.</para>\r
441 \r
442             <table xml:id="policy-cat-searching-39.50">\r
443                 <title>Searching Z39.50</title>\r
444 \r
445                 <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
446                     <colspec colnum="1" colname="issue" colwidth="1*"/>\r
447                     <colspec colnum="2" colname="action" colwidth="1*"/>\r
448                     <colspec colnum="3" colname="task" colwidth="2*"/>\r
449                     \r
450                     <thead>\r
451                         <row>\r
452                             <entry>Issues with Z39.50 Record</entry>\r
453                             <entry>Possible Actions</entry>\r
454                             <entry>Task/Action</entry>\r
455                         </row>\r
456                     </thead>\r
457 \r
458                     <tbody>\r
459                         <row>\r
460                             <entry>\r
461                                 <para>Obvious typo - text or coding</para>\r
462                             </entry>\r
463                             <entry>\r
464                                 <para>Change</para>\r
465                             </entry>\r
466                             <entry>\r
467                                 <para>Should be corrected by cataloguing staff with appropriate\r
468                                     qualifications</para>\r
469                             </entry>\r
470                         </row>\r
471                         <row>\r
472                             <entry>\r
473                                 <para>Pre-publication</para>\r
474                             </entry>\r
475                             <entry>\r
476                                 <para>Add</para>\r
477                             </entry>\r
478                             <entry>\r
479                                 <para>Should be updated by cataloguing staff with appropriate\r
480                                     qualifications</para>\r
481                             </entry>\r
482                         </row>\r
483                         <row>\r
484                             <entry>\r
485                                 <para>Enhance an "exact" match record by adding 520, 650, 655,\r
486                                     etc.</para>\r
487                             </entry>\r
488                             <entry>\r
489                                 <para>Change or Add</para>\r
490                             </entry>\r
491                             <entry>\r
492                                 <para><emphasis>Optional</emphasis> - by cataloguing staff with\r
493                                     appropriate qualifications</para>\r
494                             </entry>\r
495                         </row>\r
496                         <row>\r
497                             <entry>\r
498                                 <para>Different formats, e.g. using a VHS record for a DVD,\r
499                                         <emphasis role="bold">must</emphasis> be edited to correct\r
500                                     changes</para>\r
501                             </entry>\r
502                             <entry>\r
503                                 <para>Change or Add</para>\r
504                             </entry>\r
505                             <entry>\r
506                                 <para>Should be corrected by cataloguing staff with appropriate\r
507                                     qualifications</para>\r
508                             </entry>\r
509                         </row>\r
510                     </tbody>\r
511                 </tgroup>\r
512             </table>\r
513 \r
514         </section>\r
515         \r
516 \r
517         <section>\r
518             <title>Original Cataloguing</title>\r
519 \r
520             <para>Original cataloguing should constitute a very small percentage of records added to\r
521                 the database. The majority of records (>95%) should be found either within the Sitka\r
522                 database or approved Z39.50 targets. If a record cannot be found within these\r
523                 sources, an original record may be created.</para>\r
524 \r
525             <para>Sitka cataloguing templates are provided to assist library staff in complying with\r
526                 this standard. These templates are based on <xref linkend="policy-cat-best"/></para>\r
527 \r
528             <para>For instructions on original cataloguing and cataloguing templates, please refer\r
529                 to the <link\r
530                     xlink:href="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
531                     xlink:title="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
532                     >Cataloguing training documents</link>.</para>\r
533 \r
534         </section>\r
535 \r
536         <section xml:id="policy-cat-best">\r
537             <title>Characteristics of a "Best" MARC Record in the Sitka Database</title>\r
538 \r
539             <table xml:id="policy-cat-best-marc">\r
540                 <title>Characteristics of a "Best" MARC Record</title>\r
541 \r
542                 <tgroup cols="3" align="left" colsep="1" rowsep="1">\r
543                     <colspec colnum="1" colname="col1" colwidth="1*"/>\r
544                     <colspec colnum="2" colname="col1" colwidth="1*"/>\r
545                     <colspec colnum="3" colname="col1" colwidth="2*"/>\r
546                     \r
547                     <thead>\r
548                         <row>\r
549                             <entry>Fields?</entry>\r
550                             <entry>MARC tags/subfields</entry>\r
551                             <entry>Instructions to Member Library Cataloguers</entry>\r
552                         </row>\r
553                     </thead>\r
554 \r
555                     <tbody>\r
556                         <row>\r
557                             <entry>\r
558                                 <para>\r
559                                     <emphasis role="bold">Standard Numbers</emphasis>\r
560                                 </para>\r
561                             </entry>\r
562                             <entry>\r
563                                 <para>\r
564                                     010 LCCN <?linebreak?>020 ISBN <?linebreak?>022 ISSN <?linebreak?>028 or 037 Publisher control numbers\r
565                                 </para>\r
566                             </entry>\r
567                             <entry>\r
568                                 <para>Include as many relevant standard numbers as possible</para>\r
569                             </entry>\r
570                         </row>\r
571                         <row>\r
572                             <entry>\r
573                                 <para>\r
574                                     <emphasis role="bold">Classification Numbers</emphasis>\r
575                                 </para>\r
576                             </entry>\r
577                             <entry>\r
578                                 <para>\r
579                                     05X <?linebreak?>082 <?linebreak?>090 <?linebreak?>092\r
580                                 </para>\r
581                             </entry>\r
582                             <entry>\r
583                                 <para>When choosing between available records, add the record with\r
584                                     both LC and DDC classifiction numbers</para>\r
585                             </entry>\r
586                         </row>\r
587 \r
588                         <row>\r
589                             <entry>\r
590                                 <para>\r
591                                     <emphasis role="bold">Title/Statement of\r
592                                         responsibility</emphasis>\r
593                                 </para>\r
594                             </entry>\r
595                             <entry>\r
596                                 <para>\r
597                                     245 <?linebreak?>$a title <?linebreak?>$c statement of responsibility <?linebreak?>$h GMD\r
598                                 </para>\r
599                             </entry>\r
600                             <entry>\r
601                                 <para>When choosing between available records, add the record that\r
602                                     has added title fields, e.g. 246, 740, etc.</para>\r
603                                 <para>Use GMD standard List Two from AACR2 Rule 1.1C1. For\r
604                                     non-standard terms such as DVD, MP3, etc. use 300 Physical\r
605                                     Description for more details</para>\r
606                             </entry>\r
607                         </row>\r
608 \r
609                         <row>\r
610                             <entry>\r
611                                 <para>\r
612                                     <emphasis role="bold">Edition Statement/Special\r
613                                         information</emphasis>\r
614                                 </para>\r
615                             </entry>\r
616                             <entry>\r
617                                 <para>25X</para>\r
618                             </entry>\r
619                             <entry>\r
620                                 <para>When choosing between available records, add the record with\r
621                                     the fullest and most accurate 25X tag(s)</para>\r
622                             </entry>\r
623                         </row>\r
624 \r
625                         <row>\r
626                             <entry>\r
627                                 <para>\r
628                                     <emphasis role="bold">Publication information</emphasis>\r
629                                 </para>\r
630                             </entry>\r
631                             <entry>\r
632                                 <para>\r
633                                     260 <?linebreak?>$a place of publication <?linebreak?>$b publisher <?linebreak?>$c publication year\r
634                                 </para>\r
635                             </entry>\r
636                             <entry>\r
637                                 <para>When choosing between available records, add the record with\r
638                                     the fullest and most accurate 260 tag</para>\r
639                                 <para>$c is not used in records for active serials</para>\r
640                             </entry>\r
641                         </row>\r
642 \r
643                         <row>\r
644                             <entry>\r
645                                 <para>\r
646                                     <emphasis role="bold">Physical description of item</emphasis>\r
647                                 </para>\r
648                             </entry>\r
649                             <entry>\r
650                                 <para>\r
651                                     300 <?linebreak?>$a extent <?linebreak?>$b illustrations <?linebreak?>$c dimensions <?linebreak?>$e accompanying material\r
652                                 </para>\r
653                             </entry>\r
654                             <entry>\r
655                                 <para>When choosing between available records, add the record with\r
656                                     the fullest and most accurate 300 tag</para>\r
657                                 <para>$b $c $e to be added where applicable</para>\r
658                             </entry>\r
659                         </row>\r
660 \r
661                         <row>\r
662                             <entry>\r
663                                 <para>\r
664                                     <emphasis role="bold">Series information</emphasis>\r
665                                 </para>\r
666                             </entry>\r
667                             <entry>\r
668                                 <para>\r
669                                     440 <?linebreak?>490\r
670                                 </para>\r
671                             </entry>\r
672                             <entry>\r
673                                 <para>When choosing between available records, add the record\r
674                                     containing a 490 series statement with accompanying 800 or 830\r
675                                     (Current LC standard)</para>\r
676                             </entry>\r
677                         </row>\r
678 \r
679                         <row>\r
680                             <entry>\r
681                                 <para>\r
682                                     <emphasis role="bold">Notes area</emphasis>\r
683                                 </para>\r
684                             </entry>\r
685                             <entry>\r
686                                 <para>5XX</para>\r
687                             </entry>\r
688                             <entry>\r
689                                 <para>When choosing between available records, add the record with\r
690                                     the most 5XX tags</para>\r
691                                 <para>Local notes should be added in the 590 tag and must include\r
692                                     the Canadian Library Identifier Code in $5</para>\r
693                                 <para>538 (System Requirements) should be included where relevant\r
694                                     for nonprint materials</para>\r
695                             </entry>\r
696                         </row>\r
697 \r
698                         <row>\r
699                             <entry>\r
700                                 <para>\r
701                                     <emphasis role="bold">Subject headings</emphasis>\r
702                                 </para>\r
703                             </entry>\r
704                             <entry>\r
705                                 <para>6XX</para>\r
706                             </entry>\r
707                             <entry>\r
708                                 <para>When choosing between available records, add the record with\r
709                                     authoritative subject headings</para>\r
710                                 <para>Local subject headings should be used only to designate\r
711                                     special collections and should be added in 69X tags</para>\r
712                             </entry>\r
713                         </row>\r
714 \r
715                     </tbody>\r
716 \r
717                 </tgroup>\r
718 \r
719             </table>\r
720 \r
721         </section>\r
722         <section>\r
723                 <title>Working with On-order Records</title>\r
724                 <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
725                 in the catalogue.  The Acquisitions Ad Hoc Committee put forth recommendations on handling these brief on-order records.  These recommendations \r
726                 were approved by the Business Function Group March 21 2012.</para>\r
727 \r
728                 <orderedlist>\r
729                 <listitem>\r
730                 <para>Acquisitions Selectors to follow guidelines for minimum cataloguing requirements in creating brief on-order records. <emphasis>Sitka team\r
731                 to provide guidelines by format</emphasis>.</para>\r
732                 </listitem>\r
733 \r
734                 <listitem>\r
735                 <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
736                 isn't a better record first.</para>\r
737                 </listitem>\r
738                 <itemizedlist>\r
739                 <listitem>\r
740                 <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
741                 record is mergred or overlaid later in the Acquisitions process.</para>\r
742                 </listitem>\r
743                 <listitem>\r
744                 <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
745                 their holdings to the correct bibliographic record.</para>\r
746                 </listitem>\r
747                 <listitem>\r
748                 <para>If the only record for a title in the catalogue is an on-order record cataloguers have the choice to bring in a more complete record via Z39.50\r
749                 and attach their holdings to that record.  In this situation cataloguers will not overlay or merge the complete record with the on-order record, but\r
750                 instead leave the on-order record as is.</para>\r
751                 </listitem>\r
752                 <listitem>\r
753                 <para>Cataloguers can overlay brief on-order records when using the MARC Batch Import/Export function.  When importing, cataloguers must always use the\r
754                 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
755                 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
756                 item.</para>\r
757                 </listitem>\r
758                 </itemizedlist>\r
759 \r
760                 <listitem>\r
761                 <para>Merge/Overlay</para>\r
762                 </listitem>\r
763                 <itemizedlist>\r
764                 <listitem>\r
765                 <para>In the short term, if cataloguers see in Holdings Maintenance that a brief record has a status of "On-order", they must not merge or overlay,\r
766                 except in the case of using the batch import profile as described above.  If not using the batch import with vendor records, brief on-order records \r
767                 should be left to an Acquisitions library to resolve.</para>\r
768                 </listitem>\r
769                 </itemizedlist>\r
770                 </orderedlist>\r
771         </section>\r
772                 \r
773 \r
774         <section>\r
775             <title>Evergreen User Documentation</title>\r
776             <para>Refer to Sitka User Documentation on Cataloguing at <link\r
777                     xlink:href="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
778                     xlink:title="http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html"\r
779                     >http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html</link>.</para>\r
780         </section>\r
781 \r
782     </section>\r
783 \r
784     <section>\r
785         <title>Frequently Asked Questions</title>\r
786         <qandaset>\r
787             <qandaentry>\r
788                 <question>\r
789                     <para>What is the correct capitalization and punctuation used when entering\r
790                         subject and name authorities?</para>\r
791                 </question>\r
792                 <answer>\r
793                     <para>Enter the authority normally, using both upper and lower case, and no\r
794                         period at the end, unless the name authority ends with an initial</para>\r
795                     <para>\r
796                         <literallayout><emphasis role="bold">Examples:</emphasis>\r
797                         $aOlympics $xHistory $y20th Century\r
798                         $aAtwood, Margaret, $d1939-\r
799                         $aRoberts, Albert R.</literallayout>\r
800                     </para>\r
801                 </answer>\r
802             </qandaentry>\r
803             <qandaentry>\r
804                 <question>\r
805                     <para>How will serials/magazines be catalogued?</para>\r
806                 </question>\r
807                 <answer>\r
808                     <para>An Evergreen serials module is currently in development. Until it is\r
809                         implemented, each member library will maintain its own bibliographic records\r
810                         for serials. The recommended procedure for cataloguing serials is to give\r
811                         each magazine issue its own volume and copy record.</para>\r
812                 </answer>\r
813             </qandaentry>\r
814 \r
815             <qandaentry>\r
816                 <question>\r
817                     <para>How do I request more Z39.50 targets to be added to Evergreen?</para>\r
818                 </question>\r
819                 <answer>\r
820                     <para>In order to ensure that Z39.50 targets meet the standards designated for a\r
821                         “best” record, the Cataloguing Working Group will review all requests before\r
822                         recommending addition to Sitka. Member libraries should submit their Z39.50\r
823                         target requests to Sitka Support, who will forward them to the Cataloguing\r
824                         Working Group for review.</para>\r
825                 </answer>\r
826             </qandaentry>\r
827             <qandaentry>\r
828                 <question>\r
829                     <para>What is the preferred method to enter TV Series on DVD?</para>\r
830                 </question>\r
831                 <answer>\r
832                     <para>As the packaging of and library circulation policies for this format both\r
833                         vary widely, member libraries may choose to catalogue these either by series\r
834                         or by individual title. If the title proper is based on the episode title,\r
835                         an 830 added entry should be created for the series name.</para>\r
836                 </answer>\r
837             </qandaentry>\r
838             <qandaentry>\r
839                 <question>\r
840                     <para>What is the best way to enter “on order” records?</para>\r
841                 </question>\r
842                 <answer>\r
843                     <para>The best method is to search the Sitka database for a match first and add\r
844                         a dummy barcode in the holdings of the existing record, and set the status\r
845                         to “on order”. If there is no match in the Sitka database, search for a\r
846                         record within Z39.50 targets, import it into Evergreen and add a dummy\r
847                         barcode in the holdings of the record, and set the status to “on\r
848                         order”.</para>\r
849                 </answer>\r
850             </qandaentry>\r
851 \r
852             <qandaentry>\r
853                 <question>\r
854                     <para>Is a record considered a match if only the binding is different from the\r
855                         item in hand?</para>\r
856                 </question>\r
857                 <answer>\r
858                     <para>If an item has a different binding, but is nearly identical in content and\r
859                         pagination, and if copies originate from the same publisher, then the record\r
860                         may be considered a match. The only additional action besides adding ISBN is\r
861                         to add an edition statement in parentheses to the 020 -ISBN field, e.g.\r
862                         paperback, library binding, etc. if different from the bibliographic\r
863                         record’s edition statement.</para>\r
864                 </answer>\r
865             </qandaentry>\r
866             <qandaentry>\r
867                 <question>\r
868                     <para>Will we lose any local data in the bibliographic record when joining\r
869                         Sitka?</para>\r
870                 </question>\r
871                 <answer>\r
872                     <para>Where feasible, as a member library’s legacy system bibliographic records\r
873                         are added to the Sitka database, the Sitka Support Team may be able to run\r
874                         processes at the time of the migration in order to preserve specific local\r
875                         data. These processes may include some or all of the following:</para>\r
876 \r
877                     <itemizedlist>\r
878                         <title>General Material Designation (GMD)</title>\r
879                         <listitem>\r
880                             <para>Incoming records with customized GMDs: move the 245$h from the\r
881                                 incoming record and add to 590 $a, adding 590 $5 with Canadian\r
882                                 Library Identifier Code. Add the appropriate GMD from AACR2 List Two\r
883                                 in the 245$h where applicable.</para>\r
884                         </listitem>\r
885                         <listitem>\r
886                             <para>Incoming records will be run against AACR2 List Two GMDs. Anything\r
887                                 that deviates will be moved to 300 tags, normalizing to reduce\r
888                                 duplication, e.g. uppercase everything, remove leading and trailing\r
889                                 punctuation. Add a vertical bar between 300 entries to provide a\r
890                                 separator between repeat 300 tag descriptions displayed in the\r
891                                 PAC.</para>\r
892                         </listitem>\r
893                     </itemizedlist>\r
894 \r
895                     <itemizedlist>\r
896                         <title>Series Information</title>\r
897                         <listitem>\r
898                             <para>Nonstandard series information will be preserved in a 590 tag\r
899                                 accompanied by the Canadian Library Identifier Code in $5.</para>\r
900                         </listitem>\r
901 \r
902                     </itemizedlist>\r
903                     <itemizedlist>\r
904                         <title>Subject Headings</title>\r
905                         <listitem>\r
906                             <para>Local subject headings in a 690 tag will be appended to the\r
907                                 existing master record. The Sitka team will strive to move local\r
908                                 subject headings in other 6XX tags to an appropriate location during\r
909                                 the migration process.</para>\r
910                         </listitem>\r
911                     </itemizedlist>\r
912                     <itemizedlist>\r
913                         <title>Notes</title>\r
914                         <listitem>\r
915                             <para>Use 590$a for local notes, with Canadian Library Identifier Code\r
916                                 in 590 $5</para>\r
917                         </listitem>\r
918                     </itemizedlist>\r
919 \r
920                 </answer>\r
921             </qandaentry>\r
922 \r
923         </qandaset>\r
924 \r
925     </section>\r
926 \r
927     <glossary xml:id="policy-cat-glossary">\r
928         <title>Glossary of Terms</title>\r
929         <glossentry xml:id="gloss-approved-targets">\r
930             <glossterm>Approved targets</glossterm>\r
931             <glossdef>\r
932                 <para>These are Z39.50 target databases that have been approved for inclusion in\r
933                     Evergreen by the Cataloguing Working Group on the basis of meeting the “best”\r
934                     record standard.</para>\r
935             </glossdef>\r
936         </glossentry>\r
937         <glossentry xml:id="gloss-identifier-code">\r
938             <glossterm>Canadian Library Identifier Code</glossterm>\r
939             <glossdef>\r
940                 <para>The MARC Code List for Organizations contains short alphabetic codes used to\r
941                     represent names of libraries and other kinds of organizations that need to be\r
942                     identified in the bibliographic environment. This code list is an essential\r
943                     reference tool for those dealing with MARC records, for systems reporting\r
944                     library holdings, for many interlibrary loan systems, and for those who may be\r
945                     organizing cooperative projects on a regional, national, or international scale.\r
946                     For further information: <link\r
947                         xlink:href="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1"\r
948                         xlink:title="http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1"\r
949                         >http://www.collectionscanada.gc.ca/illcandir-bin/illsear/l=0/c=1</link></para>\r
950             </glossdef>\r
951         </glossentry>\r
952         <glossentry xml:id="gloss-merge">\r
953             <glossterm>Merge</glossterm>\r
954             <glossdef>\r
955                 <para>The process within Evergreen of transferring the volume and copy records or\r
956                     holds associated with a lesser-quality bibliographic record to a more complete\r
957                     bibliographic record.</para>\r
958             </glossdef>\r
959         </glossentry>\r
960         <glossentry xml:id="gloss-near-match">\r
961             <glossterm>Near match</glossterm>\r
962             <glossdef>\r
963                 <para>A record that closely matches the item in hand, but which may require varying\r
964                     levels of change/correction, addition or in some cases merging with another\r
965                     record.</para>\r
966             </glossdef>\r
967         </glossentry>\r
968         <glossentry xml:id="gloss-overlay">\r
969             <glossterm>Overlay</glossterm>\r
970             <glossdef>\r
971                 <para>The process of replacing a lesser-quality bibliographic record in Sitka, with\r
972                     a more complete bibliographic record from a Z39.50 target search, while\r
973                     preserving existing volume and copy records or holds associated with the\r
974                     original Sitka bibliographic record.</para>\r
975             </glossdef>\r
976         </glossentry>\r
977 \r
978     </glossary>\r
979 \r
980 \r
981 </chapter>\r