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Technical Services Department

Copy Cataloging Procedures at the NMSU Library

Copy cataloging can be defined as the use of cataloging information from a national bibliographic utility such as OCLC. Bibliographic records are copied from this source, rather than created originally by the library. The vast majority of the materials in our library are cataloged by this method.

General OCLC and Cataloging Information

At the New Mexico State University Library, we have many local practices with which catalogers must be familiar. We use OCLC for most of our copy cataloging. Records are edited on OCLC and exported from OCLC to our local Voyager catalog system. We produce shelf list cards and save label copy for printing.

We have chosen to delete a number of the fields in the MARC record before it is added to our online catalog. Click here for the list of fields to be deleted.

We use a number of different OCLC input stamps to indicate specific locations in the library. These input stamps are added to the 049 field of the OCLC record.

Generic Cataloging Procedures

Current DLC Cataloging

Much of our copy cataloging is for new books which have already been cataloged by the Library of Congress. On OCLC, these items have the code DLC in field 040, subfield c, meaning that the record was input by the Library of Congress. For books published within the past ten years, we do not do much correction or checking of DLC records. We assume that their call number, subject headings, and name entries are correct. The only corrections we make are to Cataloging in Publication (CIP) records, which must be edited to reflect the final form of the book. For these, we remove the 263 field and update the 300 field to reflect the correct pagination, etc.

We are currently using OCLC's PromptCat Service for our ABC approval plan materials. For this service, OCLC creates a save file with cataloging records for each batch of approval plan books in it. This makes it easy to catalog these quickly.

Older DLC Copy and Contributed Copy

For items in these categories, we are more careful about using the records on OCLC. DLC copy that is more than ten years old has had time to become outdated. Any contributed copy can have errors. Contributed copy can be identified by the code in the 040 field, which will not be DLC. They have been added to OCLC by libraries other than the Library of Congress. For example, if we add an original record to OCLC the 040 field will contain the code IRU. These records usually have the call number in the 090 field instead of the 050.

For these items, we are careful to check all entries against the OCLC Authority File. If there is no authority record there, we check our local system. This is applicable for subjects, names, series, and uniform titles. The call number should be checked to see that it conforms to the current LC Classification schedules. We add a by statement to the 245, subfield c, as per AACR2. It is up to the cataloger whether to also update punctuation and abbreviations to AACR2 format.

Federal Government Documents

We purchase bibliographic records for most of our current U.S. government documents from MARCIVE. The records are retrieved via FTP protocol and are loaded into Voyager. Catalogers then match the physical items we've received with the records and then create holdings and item records. Holdings for these items are not added to OCLC.

Item Records

When a bibliographic record is added to our local system, at least one item record will usually be created if there is a permanent physical piece to go with the title. The only exceptions to this are generally serials, which may have only holdings records. For items which do not have a separate physical piece but are part of the permanent collection, a dummy barcode number is used. This number always begins with 19. These are most often used when several titles are bound into one physical piece.

The item record is the record used for inventory purposes, to check out or locate one particular physical piece of material in the library. This record must correctly reflect the location, status, and circulation period of the item. Each item has a unique item number, which is on the barcode label. The item record is made when the item is cataloged or shortly afterward.

Authority Work

We have worked hard to maintain accuracy in our online catalog database. With such a large database, consistency and cross references are very important. We add authority records to the catalog when available. Some of these are exported from OCLC or other vendors. Still others are locally created and input. When you catalog an item, be sure to check OCLC and the local authority files as listed above. If an entry is not listed in these files, and you feel it will need cross references, please complete an Electronic Authority Request Form for the entry.

Statistics

All catalogers are required to keep statistics on the work they complete. These statistics are used in the unit, departmental, and library annual reports, as well as in personal evaluations. Statistics are an important way that we show how much we do for the library. Please keep accurate statistics.

Labeling and Quality Control

After items are cataloged, they are sent to the labeling area for final processing with label data saved on diskette. Each cataloger has an assigned area in which to leave their materials. There are also special areas for rush items and materials without labels saved on diskette. The labels are printed or typed on special stock and then ironed onto the books. Date due slips are inserted, and items are checked to be sure the call numbers, locations, etc. are correct. After this final check, the materials are distributed to their final location in the library.

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Compiled by the Copy Cataloging Work Group
Bibliographic Services Department

Members:
Gwen Gregory, Leader
Genevieve Bauer
Laura Chen
Debi Estrada
Gary Mayhood
Lisa Mendoza
Wylene Saunders
Kay Simpson
Jo Anne Vincenti
Bonnie Wetzel

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Send comments and questions to: sward@lib.nmsu.edu