Record Creation
- General Info
- Classification
- Field by Field
- Match Criteria
- Near Copy
- Paperwork
- Post Processing
- Processing Checklist
- Referrals
I. Scope and Breadth
II. Workflow
III. Policy on Acceptance of Copy
A. Exact Match Copy
1. Full Copy
2. Incomplete Copy
3. Unacceptable Copy
B. Near Copy
1. Revised Editions
2. Editions Published by Different Publishers
3. Reprint and Facsimile Editions
4. Original and Translated Editions
5. Editions Produced in Different Physical Formats
6. On-Demand Reproductions
C. Foreign Copy Policy
Record Creation contains processing guidelines, cataloging procedures and policies for copy cataloging. The information in Record Creation applies to monograph copy cataloging for all languages.
General instructions given in Record Creation apply to complex processing (sets and conferences) and special processing such as on-demand reproductions. Specific guidelines, exceptions and special procedures are given in special processing routines in BP Procedures.
Do not apply the field-by-field guidelines in Record Creation to Rare Book processing.
The term ORF (i.e. Order Request Form) is used in this document as a generic term referring to ORF, MOF, CRC, Yellow Slip, Approval Plan Slip, etc.
Other sources of information:
Bibliographic Processing Cataloging Rules
Definitions and brief processing notes are included for each type of copy: full, incomplete, near, and minimum level.
See Encoding Level definitions for more detailed descriptions of various levels of copy in each category.
The information in the record accurately describes the item in hand. (See also Match Criteria and Field-by-Field Guidelines.)
AACR2 or Pre-AACR2 copy from a U.S. source with an LC classification and subject heading(s). Foreign copy with English subject headings and a usable call number may also be used. See Foreign Copy Policy. (NOTE: Subject headings are not required for literary works.)
In addition to full level CAT and LC MARC records, consider the following full copy:
Encoding Level definitionsLC CIP
OCLC Enc lvl: [blank], 1, I, L, 4, sometimes 8
Foreign copy with subject headings in English and a usable 050/090
In general, accept copy as found. Do not update Pre-AACR2 records to conform to AACR2 standards. Correct obvious errors (i.e., typos, incorrect indicators, etc.) Make referrals as necessary. Accept RDA records (040 will identify a record as RDA).
Full Level CAT Record
Added Location
When the item is going to a new location, add the location and any local notes that apply to the new volume, such as a donor note; no further processing is necessary.
Same Location: Duplicate/Replacement
When the Flier/ORF and the record contain the same UP Home Location, check the Flier/ORF for the instruction, "OK to dup for [location]" or for replacement instructions. Add as second copy if so instructed; process replacements as per current guidelines.
If this information does not appear on the Flier/ORF, check with an Acquisitions staff member on the appropriate action to take.
Duplicate locations for CCL items are added without question. Duplicate surrogates, however, must be investigated. When the Surrogate/CRC form does not include "Okay to duplicate," contact library staff at the Campus in question for instruction.
See also Handling of Duplicate Items.
AACR2 or Pre-AACR2 copy lacking either LC classification or subject headings. See Foreign Copy Policy.
Consider the following incomplete copy:
OCLC Enc lvl: 2, sometimes 7 or 8, K, M
Foreign copy: English subject headings present but lacking a call number
See also Encoding Level definitions.
Copy which lacks both LC classification and subject headings.
Consider the following unacceptable:
LC MLC
LC In Process (MIP)
OCLC Enc lvl: 3, 5, sometimes 7 or K
Continue to search for matching or near copy. Input an MLP record for the item or refer, if necessary.
CAT MLP and MLC
Continue to search for copy, when none is available, add a location to the MLP record and refer as required.
Foreign copy lacking a call number and subject headings in English (See Foreign Copy Policy.)
Near copy describes a different version of the item in hand.
See Near Copy Cataloging guidelines.
The six categories of near copy are described below.
The informational content has been revised, rewritten, updated, or changed in some manner.
Item in hand: 2nd ed.
Available copy: 1st ed.
The publishers vary, but the informational content remains unchanged.
The most common example of this is a simultaneous publication.
Available copy: London, Gale Research International
Item in hand: Detroit, Gale Research
Reprint and facsimile editions are made for out of print publications which have been copied and published by a reprint publisher. This category includes newly published items that are close reproductions of the original in terms of paper, binding, print, etc.
Do not confuse with on-demand reproductions.
Copy is for an item in a different language from that of the item in hand.
The same informational content issued in different physical formats (e.g., microform version of paper copy).
Items reproduced either commercially or non-commercially at the request of an individual or corporation. The original may be paper, microform, etc. Unlike an edition, these are not mass produced. Also see Reproductions.
Accept foreign national copy (i.e., Canadian, UKM, Australian, New Zealand and other English language foreign MARC copy) when it is the only copy available and refer it for call numbers and/or subjects when they are missing, as usual. The original cataloger who assigns the call number and/or subjects has the option to do the authority work for the name headings or to let them be taken care of by the Authority Control vendor.
If a call number and subjects in English are present, foreign copy may be used without referring. Headings will be checked by the Authority Control vendor.
Note: ANY national library cataloging that has been updated by a member library (look for library identifier in 040 field) is accepted as copy if it meets other criteria.
