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LIBRARIES ONLINE, INC. (LION) Approved LION, Board rev: 2007 GENERAL BIBLIOGRAPHIC RECORD GUIDELINES AND RULES
Records will be input according to the 2nd edition, 1988 revised, of the Anglo-American Cataloguing Rules (AACR2) and in MARC format. Searching: Before you create a new MARC record search the system. LION suggests that you do three searches:
If no match is found you may conduct a remote search. If a match is found in either database you need to select it, and attach your holdings to it. What determines a match? A match is found if the record in the data base and the item in hand agree in ALL the following points:
An item may be attached to a bibliographic record when an author writes under a pseudonym and the author’s name on the title page does not match the name in the 100 field. Consider that you have a match if the only variation is one of the following:
Book Club Editions: When the item in hand is a “book club edition” and a match exists except for the physical description consider the records to be a match. Note, however, that if the number of volumes differs between the records, an Initial Search Record (ISR) for the “item-in-hand” must be created. The 250 would read as such: 250 |a Book club edition |b 2 vols. If the record in LION is a book club edition and the “item-in-hand” is not, then attach the “item-in-hand” to the record and delete the edition statement from the record. The record in hand should reflect the non-book club edition if both types are in the system. Large print books: Large print items require a new record with a gmd |h[text (large print)] and a fixed field type code “d. Monographic sets and series: Sets and series catalogued together. Attach your item to the matching record in the data base. Add the title of the volume to the contents note if there is one. Add the missing ISBNs, and volume numbers. Sets and series catalogued as separate titles. Attach your item to the matching record in the data base. Match with the paper edition, add the second ISBN if necessary. Electronic Books: Electronic books are catalogued separately from the print form. Use a gmd of “electronic resource”. Remote Searching: If you are unable to find a match in III you may do a Remote search. Enter your search string and click on “remote”, this will open a box asking you to select a database. Library of Congress (Endeavor) is the Library of Congress Online Database. If you find your record you need to “save” it, and then “attach” your item to it. When you are ready to start your next search make sure you are back in the “local” system. NOTE: When you find a match in LC please make sure all the tags apply to your item. Example: “Viewing copy only”, “LC copy signed by author”. If there are tags that do not correspond to your item please remove them. Remember, things in red do not belong in the record. CIP: Record in the data base is a CIP record. These are encoding level 8 records and will not have 300 tag information in them. If all else matches, but the title varies slightly, consider it a match and correct the title. IF you have the item-in-hand and the record is missing the 300 information, it is your responsibility to add that information. Creating a new record: If no match is found create a MARC record. There are four types of MARC records allowed by LION 1. Initial Search Record (ISR) Fields required in an ISR Language - If other than English Cat Date – leave blank Country – If other than United States Tag 008 – Audience (a, b, c, d, etc.) Tag 010 - Required if available Tag 020 - Required if available Tag 022 - Required if available Tag 028 - Required if available Tag 035 - Required Tag 245 - |a required |n if applicable |p if applicable |h required if applicable |b required if applicable |c required if available Tag 250 - Required if applicable Tag 260 - |a required if other than US |b required |c required Tag 300 - |a required |b required if applicable |c required |e required if applicable Tag 538 - Required if available Tag 5xx - Notes are encouraged Indicators need to be added when entering 1xx, 2xx, 4xx, 6xx, 7xx tags. Please see the www.oclc.org/bibformats for more information.
2. Full MARC records: Use if item-in-hand is unique. Please see the OCLC Input and Standards Guidelines at www.oclc.org/bibformats for Full MARC cataloguing requirements.
3. On-the-fly items: These are items on the shelf that have no record in the data base. This is done at the CIRC desk.
An “on-the-fly” template must be set up ahead of time.
4. Miscellaneous items: Circuit items, museum passes, equipment, vertical files, realia, etc. are not created as ISR, Full-MARC, or on-the-fly. These items can be suppressed if the library does not want them to be seen in the OPAC. Records for non-print materials are treated the same as print material with these exceptions: All items must have a gmd in a subfield h. [sound recording] [videorecording] [computer file] Do not add VHS or DVD to the “gmd”. Videorecordings and computer files need a 538 tag to show system requirements. Example, VHS, DVD, Computer requirements. 511 tags are used to list performers. Videorecordings do not have 1xx tags
Templates Records created in III require the use of templates.
Changing records in the data base: Copy function Editing
Change the title when the “item-in-hand” differs from what is in the system and there has been no edition change. Duplicate records: In the process of creating new records duplicate records are sometimes created. If you find a duplicate record you may merge the items, or you can notify the LION cataloguer. Item records: Once a record has been created and saved it must be attached to an item. Item templates are needed. See III manual for more information: http://catalog.lioninc.org/manual/. LION will periodically run a clean up program to delete records that have no items attached.
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