Cataloging Policy
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Michigan Evergreen is committed to coordinating a database of high-quality bibliographic records for collective use by member libraries. The Michigan Evergreen Project staff sets standards for these records and oversees quality assurance.
Quick Guide to Michigan Evergreen Cataloging Policies
Copy Catalogers May:
- Attach holdings to existing bibliographic records
- Edit volume and copy level data
- Import new records via Z39.50 or batch
- Create new stub records
Michigan Evergreen Certified Catalogers may (if trained in that area):
- Do everything allowed to Copy Catalogers
- Overlay existing stub records of their own creation
- Create original bibliographic records
- Add new fields
- Merge bibliographic records
- Update bibliographic records
No One May:
- Delete existing bibliographic records
- Delete fields in existing bibliographic record prior to or after import
- Exceptions include all 9xx and 599 fields
Migration Phase
New members migrating bibliographic and/or holdings data from an existing database will work with the Evergreen Project staff. Each participating library is responsible for obtaining extraction from their current vendor and all costs involved. The quality and structural elements of the records will be evaluated. Bibliographic records will then be sent to Equinox for conversion and loading. Record matching will be done by Equinox using their standard matchpoints. The catalog will be seeded with records from the Grand Rapids Public Library catalog.
Ongoing - Copy Cataloging
Copy Cataloging Work Flow
- Search the Michigan Evergreen shared catalog for a matching record and attach holdings if one is found
- Search another source via Z39.50 (i.e. OCLC WorldCat, Library of Congress, etc.)
- Notify MCLS that the record is unavailable (details forthcoming)
Bibliographic Matching Criteria
Matching Guidelines: All incoming records must be an exact match. If the piece in hand is NOT an exact match to a record in the shared catalog or external cataloging sources, a near match should NOT be brought in and altered to fit the description of the item in hand. If in doubt as to whether a bib record is an acceptable match, consult with the Michigan Evergreen Project staff.
Do not bring in a record if the Evergreen ILS notifies you that it is a duplicate based on the matching criteria within the system. If the system deems a record as a duplicate, and you feel this is in error, contact the Michigan Evergreen Project staff.
Special cases do apply. Please see Michigan Evergreen Cataloging Workshop Manual for details.
Must match:
(*This field is now obsolete, but is acceptable when no 490 is present on records that reflect a series.)
Same Publishers Having Different Names: Variations in publisher name may be acceptable when there is a known connection (e.g., Penguin and their children's paperback line, Puffin).
When No Match is Found: If no match is found, the member may contribute bibliographic records meeting the Michigan Evergreen Project standards. Sources for contributed records may include: bibliographic utilities (such as OCLC), vendors (such as Ingram), cataloging agents or services, or local staff. Records must meet the standards below. Members are responsible for ensuring they are authorized to share those records in a union catalog.
If no match is found via Z39.50, members may either contribute a stub record or create an original record if they have met the criteria listed under Ongoing – Original Cataloging. See Types of Records for further details.
Batchloading Members who prefer to batchload bibliographic records from a utility or vendor must follow the guidelines specified above for copy cataloging. The member library is responsible for resolving the duplicates within a reasonable timeframe. The Michigan Evergreen Project staff will periodically review "duplicates" reports to identify and address problem areas.
Michigan Evergreen Project staff will monitor all incoming records and reserve the right to deny any record not following the cataloging policies.
Overlays Overlays can only be complted by a certified Michigan Evergreen Project cataloger.
Adding/Deleting Fields Field additions are permissible by Certified Michigan Evergreen Catalogers. However, field deletions are not allowed with the exception of 9xx and 599 fields.
{**MARC fields containing any non-standard data will be subject to deletion)
Ongoing - Original Cataloging
Qualifications/training required for Michigan Evergreen Catalogers Each library will be provided with training on the Evergreen ILS. With the exception of stub records (see below), all catalogers wishing to add original records (bibliographic and authority) and/or complete overlays of existing records must also be certified by MLC by attending Michigan Evergreen Cataloging Workshop and follow all policies in this document. MLC reserves the right to revoke cataloging privileges of any member library if its work repeatedly fails to meet with the established standards. As a result, training for all new catalogers is mandatory, and it is the library's responsibility to notify the Systems Librarian for the Michigan Evergreen Project of any changes in staffing as soon as possible.
All Michigan Evergreen catalogers should be able to:
- Understand/interpret MARC records
- Have knowledge of and follow established matching criteria for all major formats (such as books, sound recordings, and video materials) in order to determine whether a record is a match for an item in hand
- Search the Michigan Evergreen group catalog efficiently and accurately
- Use the Z39.50 in Evergreen to search and bring in appropriate records
All participating libraries are allowed to enter stub records based on the policies stated later in this document. Training for entering stub records will be included in the basic Evergreen ILS training.
Types of Acceptable Bibliographic Records
Permanent records – TO BE ADDED BY CERTIFIED CATALOGERS ONLY Acceptable Encoding levels for permanent records include:
- "_" (blank) Full-level. The most complete MARC record. The record's information is derived from a physical inspection of the item.
- "1" Full-level, material not examined. The next-most-complete MARC record after the Full-level. The record's information is derived from an existing description of the material (e.g., a printed catalog card). All the information as found on the existing description is input. The physical item is not reinspected.
- "4" Core-level. A record that is less-than-full, but greater-than-minimal-level cataloging and that meets core record standards for completeness. Any OCLC participant may enter a Core-level record as long as Core-level input standards are followed. A Core-level record that is entered by a library participating in PCC through BIBCO or CONSER will contain an authentication code in field 042.
- "i" Full-level input by OCLC participants. A record that conforms to OCLC's level I input standard. The level I input standard represents full cataloging. Use level I when transcribing LC or NLM copy.
- "L" Full-level input added from a batch process. A full-level record batchloaded from an institution other than LC, NLM, BL, NLC or NLA. Example: OCLC record or a member-input record directly on Evergreen
Realia and Three Dimensional Objects - TO BE ADDED BY CERTIFIED CATALOGERS ONLY
The following requirements do NOT apply retroactively. All new records must meet Core-Level Requirements:
Stub Records
Stub Records are MARC records, including CIP level 8, serving as "placeholders" and may be used as:
- Order Records
- Example: Proprietary records such as those downloaded from vendors like Ingram, Baker & Taylor, etc.
- Local Records
- Non-public records: Locally-created records with no MARC tagging. Not displayed in public catalog. For library use only. Example: Equipment records or generic records to track circulation
- Temporary Records
- Stub records created for items for which full records cannot be found or are not yet available
Stub Record Policies
- Order records must be upgraded after a full record has been acquired
- Order records should contain a minimum of the author, title, standard number and edition fields if available
- If used as an ILL record, the record must be labeled as “ILL” in the first 599 field and the name or OCLC symbol of the lending library in the second 599 field.
- Once the ILL transaction is complete, the record must be deleted or suppressed.
- Local Records must NOT DISPLAY in public mode.
- Temporary Records may only remain in the system for 90 days. The library adding the record is responsible for providing the full record. However, any library may add the full record within the 90 day period. If a full record is not provided within the 90 days, MLC will contact the library regarding its options.
- Temporary records must include the following fields when applicable and/or available:
- 010
- 020
- 022
- 1xx
- 245
- 250
- 260
- 300
In addition, the record must be labeled as a “TEMPORARY RECORD”in a 599 field.
General Permanent Record Policies (Including Overlays)
Permanent records:
- Must follow the bibliographic matching criteria listed in this document
- Must not duplicate the specified core level elements of an existing bib record (below)
- Must use MARC 21 Format for Bibliographic Data
- Must contain core level fields as defined by Library of Congress's Bibco Core Record Standards
- Including, where applicable, ISBN or ISSN, title, edition, publisher, and date
- Also: type of record (leader byte 6): language material, musical sound recording, projected medium, etc.
- Must comply with AACR2R and LCRI rules (the rules in force at the time of record creation)
- Must use standard GMD terminology ("sound recording," "videorecording," "electronic resource")
- Must contain only bibliographic-level data (not "holding specific," i.e. 590 notes)
- Must be compared with item in hand
- Must use LCSH or other standard (Bilindex, MeSH, etc.) for subject headings
- Must use MARC fields, including subfields, indicators, etc. as specified by accepted cataloging standards. Any inappropriate use of MARC tags are subject to removal by Michigan Evergreen staff.
Special Situations
E-Resource Records Each individual library system must have institution specific bibliographic records for e-resources containing your institution's short name in the 856 $9. When bringing in e-resource records via batch, you MUST select the option to bring in records with a new TCN when collisions occur. This is to avoid overwriting institution-specific 856 data.
Monographs Cataloged as Serials Leniency will be given to some monographs cataloged as serials. Example: annual edition publications such as Fodor's Florida.
Multi-part Monographs Multi-part Monographs may be cataloged on one bibliographic record or on individual records for each part.
Paperback Cataloged on Monograph Records Attaching paperback items on to hardcover bibliographic records is allowed when:
- The paperback and hardcover publisher is an exact match
- The edition statement is an exact match
- The ISBN for both the paperback and the hardcover are present on the bibliographic record
Maintenance standards
Member libraries are expected to:
- Keep their holdings current
- iResolve problems as reported to them by the Michigan Evergreen Project staff.
Authority control
Current: Authority records can only be loaded via batch. A best attempt must be made to match each new bibliographic record against the authority file.
Full authority capability is expected by summer 2011.
Catalogers must take Michigan Evergreen Cataloging workshop in order to edit authority records or upload new authority records once this functionality is available.
Reporting and resolving problems
Problems or complaints regarding record quality or errors should be sent to the Michigan Evergreen Project staff.
The Michigan Evergreen Project staff is final authority in resolving quality concerns.
Portions of this document originated from the Georgia Pines Cataloging Specifications.
Michigan Evergreen Cataloging Policies (PDF)
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