Archive for the ‘CIP (Cataloging in Publication)’ Category

Tip #181: Bibliographic References (504 field)

Sections of a book titled “Notes”, “Selected Bibliography”, and “Bibliographic Sources” are all considered bibliographic references. Sections called “Other Resources” or “Sources of More Information” or lists of where the reader can find crafting supplies are really not bibliographic references but catalogers often include these. If they are already in the record as a bibliographic resource, leave them but do not add these types of references in the 504. Technically, ‘bibliographic references’ means a list of the sources that the writer consulted or cited.

Record information about bibliographic references in the 504 field. This field can also be used for discographies and filmographies. If your item also has an index, include this information in the 504 rather than a separate 500 index note.

Always add pagination unless the bibliographic references are dispersed throughout the work. Put the page numbers in parentheses and bracket numbers that do not actually appear on the page.

CIP (cataloging in publication) records often have incorrect or missing information about bibliographic references and indexes, so it’s important to check these carefully. Pagination will not be included in a CIP record and will have to be added.

The 504 field ends in a period, even if the note ends in a bracket or parenthesis. There are no indicators, and all information may be put in subfield a.

Any information in the record about bibliographic references and indexes must be reflected in the Fixed Fields. If you add or remove information about bibliographic references and/or indexes in the variable fields, make sure to also change the fixed fields grid.

  • If your item has an index, then the Indx (Index) fixed field is coded ‘1’. (If there is no index, this field is ‘0’.)
  • If your item contains bibliographic information, then the Cont (Nature of Contents) field must contain a ‘b’ (bibliographies), ‘k’ (discographies), and/or ‘q’ (filmographies). Up to four codes may be used in the Cont field, in alphabetical order.

Examples:

500 Includes index. (Indx is 1)

504 Includes bibliographic references (p. 299-304). (Indx is 0, Cont is b)

504 Includes bibliographic references (p. [504]-511) and index. (Indx is 1, Cont is b)

504 Includes discography (p. 311) and index. (Indx is 1, Cont is k)

504 Includes bibliographic references (p. 405-421) and filmography (p. 422). (Indx is 0, Cont is bq)

Originally published on May 24, 2013.


Tip #135: CIP Record Reminders

CIP (Cataloging In Publication) MARC records require more than the usual amount of editing when importing them into Evergreen. These records were created without the actual item in hand so information is often missing or incorrect. CIP records can be easily recognized by the “8” in the Encoding Level (ELvl) fixed field.

Records already in Evergreen that were one time CIP records may not have been carefully edited so be sure to examine them closely for missing or incorrect information.

When editing a CIP record:

  • Make sure the title in the 245 field matches the information on the title page. There may be subtle differences that can be easily overlooked. Subtitles may be totally different or nonexistent.
  • Check the order of the authors in the statement of responsibility (245, subfield c). Remember changes here affect the 100 and 700 fields.
  • Always delete the 263 field. This was the projected publication date, so it’s no longer important.
  • Complete the pagination, illustration, and dimension fields in the 300 field. Until the book was actually published, there was no way to know this information, so this field is always blank except for “p. cm.”.
    Remember to put the information in appropriate subfields (|a for pagination, |b for illustrations, and |c for dimensions). Don’t forget punctuation, and remember anything indicated in subfield ‘b’ needs to be reflected in the Illustrations (Ills) fixed field.
  • Add edition and series information (if applicable).
  • Add page numbers for the bibliographic references in the 504 field (if applicable).
  • Check the contents listed in the 505 (if applicable).
  • Replace the “8” in the Encoding Level (ELvl) fixed field with a “K” to reflect the new level of cataloging, or you can just leave the field blank. If you leave it blank, remember you need to create a space in the field to replace the 8, otherwise the change won’t “take”.

Don’t be misled by title and other information in the CIP portion of the title page verso. The MARC record should be based on the actual item.
Originally published on June 1, 2012.


Tip #82: Punctuation and subfield reminders for the 300 field

Catalogers often have to complete or correct the 300 field when importing and editing MARC records. This is especially true when working with CIP records, which do not include the physical description. Catalogers need to pay attention to subfields and punctuation when adding information to the 300 field.

Physical details such as illustrations, charts and maps, dimensions, and accompanying material information belong in their own subfields, not all together in subfield a. Also, each subfield is preceded by specific punctuation:

  • Subfield b is always preceded by a colon (: ‡b)
  • Subfield c is always preceded by a semicolon (; ‡c)
  • Subfield e is always preceded by a plus sign (+ ‡e)

Notice that the type of punctuation is determined by the subfield that comes after the punctuation, not the subfield in which the punctuation actually appears. This means that whether a colon or semicolon is used at the end of subfield ‘a’ is determined by whether or not it is followed by a subfield ‘b’.

Here are some examples:

300 ‡a272 p. : ‡bcol. ill., col. maps ; ‡c28 cm. (A colon is used after the pagination because it is followed by a subfield b)
300 ‡a548 p. ; ‡c28 cm. (A semicolon is used after the pagination because it is followed by a subfield c)
300 ‡axvi, 338 p. : ‡bill. ; ‡c24 cm. + ‡e1 sound disc (digital ; 4 3/4 in.)

Be sure to leave a space before the punctuation mark. Example: 28 p. (space) : ‡bgeneal. table (space) ; ‡c24 cm.

If you note maps, plates, charts, or other physical details in the 300, don’t forget to code them in the Ills (illustrations) Fixed Field.
Originally published on April 29, 2011.


Tip #67: Bibliographic references (504 field), indexes and the Fixed Fields

Use a 504 field to indicate the presence of a bibliography, discography, or filmography. If the item also has an index, include this information in the 504 rather than a separate 500 index note.

Any information in the record about bibliographic references and indexes must be reflected in the Fixed Fields:

  • If your item has an index, then the Indx (Index) fixed field must contain a 1. (If there is no index, this field is 0.)
  • If your item contains bibliographic information, then the Cont (Nature of Contents) field must contain a b (bibliographies), k (discographies), and/or q (filmographies). Up to four codes may be used in the Cont field, in alphabetical order.

Unless the bibliographic information is scattered throughout the work, include the pagination in the 504. Put the page numbers in parentheses and bracket numbers that do not actually appear on the page.

The 504 ends in a period, even if the note ends in a bracket or parenthesis. There are no indicators, and all information may be put in subfield a.

CIP (cataloging in publication) records often have incorrect or missing information about bibliographic references and indexes, so it’s important to check them item carefully. Pagination will not be included in a CIP record and will have to be added.

Whenever a change is made in the variable fields (500 or 504) about indexes and bibliographies, be sure to make the same change to the fixed fields.

Examples:

500 Includes index. (Indx is 1)
504 Includes bibliographic references (p. 299-304). (Indx is 0, Cont is b)
504 Includes bibliographic references (p. [504]-511) and index. (Indx is 1, Cont is b)
504 Includes discography (p. 311) and index. (Indx is 1, Cont is k)
504 Includes bibliographic references (p. 405-421) and filmography (p. 422). (Indx is 0, Cont is bq)

Originally published on January 14, 2011.


Tip #66: Publication Date in CIP Records

When updating CIP (Cataloging in Publication) records, which are coded with an 8 in the Elvl fixed field, make sure to check whether the publication date matches your item. Often the estimated publication date is off by a few months, which can cause the CIP record to show a date of the year before or the year after the book was actually published.

See Tip of the Week #31 from April 2010 for other important tips to remember when editing CIP records.
Originally published on January 7, 2011.


Tip #31: CIP Record Reminders

CIP (Cataloging In Publication) MARC records require more than the usual amount of editing when importing them into Evergreen. These records were created without the actual item in hand so information is often missing or incorrect. CIP records can be easily recognized by the “8” in the Encoding Level (ELvl) fixed field.

When importing a CIP record:

  • Make sure the 245 field matches the information on the title page. The title often has subtle changes that can be easily overlooked. Check the order of the authors in the statement of responsibility. Remember changes here affect the 100 and 700 fields.
  • Delete the 263 field.
  • Complete the 300 field. Check for illustrations. Anything indicated in subfield ‘b’ needs to be reflected in the Illustrations (Ills) fixed field.
  • Add page numbers for the bibliographic references in the 504 field (if applicable).
  • Check the contents listed in the 505 (if applicable).
  • Replace the “8” in the Encoding Level (ELvl) fixed field with an “I” or “K” to reflect the new level of cataloging.

Don’t be misled by title and other information in the CIP portion of the title page verso. The MARC record should be based on the actual item.

Records already in Evergreen that were one time CIP records may not have been carefully edited so be sure to examine them closely for missing or incorrect information.

The section in our Cataloging Procedures Guide regarding CIP records (p. 2.5-2.6) is currently being revised.
Originally published on April 9, 2010.


Tip #8: Migration Match Points

As we all know, when new libraries migrate to Evergreen Indiana, each of their holdings are attached to an existing Evergreen record if certain information in both records match. If no existing Evergreen record has the same information in those “matching points”, then the new library’s holding migrates with their own MARC record.

It’s very important that we pay special attention to these five “matching points” as we import and edit records so holdings from migrating libraries will attach correctly. The matching points are:

  • ISBN
  • Author
  • Title
  • Pagination
  • Publisher

If you import or attach to a CIP record, it is especially important to check these fields. Unless the record has been edited, the pagination will be incomplete and the title may be different.

CIP (cataloging-in-publication) records are created prior to publication by the Library of Congress and supplied to publishers for printing in the book. Because the physical description is not available prior to publication and the title may change before the book is published, this information may be missing or incorrect in the MARC record. You can recognize a CIP record by the 8 in the ENvl (Encoding level) fixed field.
Originally published on October 16, 2009.



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