Evaluating Member Copy

A cataloging record's purpose is to identify, describe, and provide access to a book or other library resource. Evaluating cataloging copy involves verifying that the record correctly identifies and adequately describes the item in hand (MARC fields 245, 260, 300, 4XX). Evaluation also determines that appropriate access points are included and that they are spelled and constructed properly (fields 1XX, 6XX, 7XX, 8XX). Once you have carefully verified and edited fields 1XX-4XX and 6XX-8XX, you can quickly review the other variable fields, fixed fields, and the leader.

In the instructions below, the word "Retain" is used to mean that the field should be left on the record if the data is accurate; if the data is not on the record, it should be added if it is present on the item. Not all possible fields are described; the list only includes those fields and subfields which are common and/or for which there are predictable values. The dollar sign ($) is used to indicate the subfield delimiter; the DOS version of ADVANCE lists subfields vertically without the delimiter, just the subfield letter.

Before you begin your editing, you must first be sure that the record matches the item in hand. Please check the 1XX, 245, 260 and 300 fields.

1. Leader - Choose "l"eader. Encoding level (line 5) will usually be a blank. If you make any changes to the Leader you need to "f"ile those changes. Otherwise, you may "e"xit.
2. Fixed Fields

   005 - Date and time of latest transaction (machine-supplied)

   008 - Choose 008 and "tab" into the field
   

3. Variable Fields - Verify all fields. Should they be in the record? Is the information accurate?

   020 ISBN - Retain, or add if available. Delete colon and any price information in $c.

   040 Cataloging source - Retain. Always add $d NNU if changes are made to the record. If $b is other than "eng" for English, check to be sure the description and subject headings are in English. If record is in English, delete the other language code from 040 $b; if the record is not in English, put on appropriate shelf for subject headings, original cataloging, etc.

   043 Geographic area code - Retain.

   050 LC call number - Retain.

   082 Dewey call number - Retain.

   090 Local LC-style call number - Retain.

   092 Local Dewey call number - Retain.

   1XX Main entry - Authorized form appears here and may differ from what appears on title page. For example:

        100 1B a Burke, Maria E.

   240 Uniform title - Used when a work has appeared under varying titles, necessitating that a particular title be chosen to represent the work. For example:

        100 1B a Carroll, Lewis,

                    d 1832-1898.

        240 10 a Alice's adventures in Wonderland

        245 14 a The annotated Alice /

                    c by Lewis Carroll.

   Another use is when the work is a translation. For example:

        100 1B a Cooper, Dennis,

                     d 1953-

        240 10 a Frisk.

                    l Dutch

        245 10 a Op de tast /

                    c Dennis Cooper.

        500 BB a Translation of: Frisk.

   245 Title statement - Title must match what appears on title page. For example:
   
        245 10 a Navigating business information sources :

                    b a practical guide for information managers /

                    c Maria E. Burke, Hazel Hall.

   246 Varying form(s) of title - Appropriate variants should be traced. 740 added title fields should only be used for titles of analytics or related works; other added entries for titles should be moved from 740 to 246, as necessary. For example:

        245 04 a The Berkley book of modern writing.

        246 30 a Modern writing

   250 Edition statement - Retain. For example:

        250 BB a International ed.

        250 BB a Rev. ed.

   260 Publication, distribution, etc. - Imprint information should match the item, but may be abbreviated according to AACR2. For example:

        260 BB a New York :

                     b McGraw-Hill,

                     c c1998.

   300 Physical description - Edit according to item in hand. For example:

        300 BB a 272 p. :

                     b ill. ;

                     c 28 cm.

   350 Price information (obsolete) - Delete.

   440 Series statement/Traced - Base tracing decisions on the authority files. For example:

        440 B0 a Journal of polymer science.

                     n Part C,

                     p Polymer symposia ;

                     v no. 38

   490/8XX Series statement/Not traced or traced differently - Base tracing decisions on the authority files. For example:

        490 1B a Gellerman effective supervision series

        800 1B a Gellerman, Paul.

                     t Gellerman effective supervision series.

   5XX Notes - Retain if the note applies to the item in hand, i.e., the NYU or consortium copy. Delete if it is a local note pertaining to another institution's copy. (Such local notes are usually followed by a $5 with their NUC code.) Do not bother to change the order of notes on Member copy.

        500 BB a Title from cover.

                     (General note)

        546 BB a Text in English, French, and German.

                     (Language note)

        505 0B a v. 1. The fellowship of the ring -- v. 2. The two towers -- v. 3. The return of the king.

                     (Contents note)

        505 20 t Baptisms, 1816-1872 --

                    t Church members, 1816-1831 --

                    t History of the Second Presbyterian Church of West Durham /

                    r by L. H. Fellows.

                    (Enhanced partial contents note)

       520 BB a An illustrated collection of nursery rhymes set to music.

                     (Summary note)

        504 BB a Includes bibliographical references and index.

                     (Bibliography, etc. note)

   6XX Subject access fields - There should be at least one valid Library of Congress subject heading unless the item is literary in nature. However, as long as there is a complement of valid LC subject headings, it is alright to also have 653, 650 B2 (MeSH medical subject headings), 655 (form/genre), 654 (faceted AAT subject headings), and non-English subject heading fields in the record. For example:

        600 10 a Shakespeare, William,

                    d 1564-1616.

                    (Personal name subject)

        650 B0 a Mountains

                     z Colorado.

                     (Topical subject)

        651 B0 a Santa Fe Trail.

                     (Geographic subject)

        653 1B a Ice, sculpture, molds, etc.

                     a Children's games

                     (Index term - uncontrolled)

        655 B7 a Cartoons

                     y 1952.

                     2 gmgpc

   700, 710, 711 Added entries - Most personal, corporate, and conference names given in the description should have an added entry. For example:

        700 1B a Bayer, Betty M.

                     (Personal name added entry)

        710 2B a Orthodox Eastern Church.

                     (Corporate name added entry)

        711 2B a Symposium on Physical Activity and the Heart

                     d (1964 :

                     c Helsinki, Finland)

                     (Conference/meeting name added entry)

   740 Uncontrolled related/analytical title added entry - Retain only for analytical entries and related-title entries. All variant title added entries belong in a 246 field.

   800-830 Series added entries - Retain, and add when necessary. For example:

        830 B0 a Ascent of man.

                     l Spanish ;

                     v no. 4.

                     (Uniform title series added entry)

   840 - Obsolete. Please change to appropriate 8XX field, usually 830.

   955 Item information - use only for noting different printings of contemporary materials judged not to be a new manifestation. For example:

        955 BB l BMAIN

                     r 31142026224862

                     s 1998 printing.

   997 Acquisitions information - Delete.

   Note: This list is not exhaustive. Tags not listed here should be questioned and/or verified.

   Once all edit checks have been completed, if you have made any changes to the variable fields you need to "f"ile those changes.