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.


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