The University of Arizona

Special Cataloging Guidelines


ASM Cataloging Instructions for In Analytics

Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytics cataloging.

Analytics cataloging creates separate bibliographic records for these articles, chapters, sections, etc. found within a larger resource such as a book, an article within a journal, newspaper or serial.

In analytics cataloging, although a separate bib record is created for the title, it is not physically separated from the host item.  When an article is physically separated from the host item, use the instructions for cataloging the resource as an offprint or detached copy.

See OCLC’s instructions at:

Analytic cataloging records are different from monograph book records by:

--- Leader 07 Bibliographic level, the letter, "a, monograph/component part” is used in Blvl, rather than “m, monograph/item”. If you are cataloging analytics from a serial/journal title, “b, serial component part” is used.

--- No 260 field is normally included in an analytic record. In a monograph record this field is used to indicate a publisher, place of publication and year of publication. In an analytic record this information is found in the 773 field. You'll find that some libraries do include this information in the 260 field anyway. They usually put this information in [brackets] within the 260 field.... it's a bit obsessive as it duplicates what's done in the 773 field.

--- 300$a field will indicate the page numbers of the analyzed article and is entered as:  p. nn-nn.

--- A 773 field is included in all analytic records. This is the "Host Item Entry" field and it is the most identifying feature of an analytic cataloging record. It describes the resource that contains the component.  This is the line where you'll input information on the book or periodical from which you found the article, chapter or section.

What appears in this field is a full bibliographic description of the book or journal issue from which you have cataloged the analytic title. The basic MARC format indicators usually used in constructing this field are:

$a Main entry heading (Author or title of work)
$b Edition (Edition statement such as one would find in the 250 Marc format field)
$t Title (If the work has an author in the Main Entry the title is preceded with this)
$d Place, publisher and date of publication (Place of publication, issuing body, year(s) of publication)
$g Relationship information (If the Host Item is an issue of a serial or a volume of a monographic set the numbering/date goes here)
$w Record control number (The Host Item's OCLC number goes here)
$x International Standard Serial Number (ISSN number for serial titles)

The 773 fields reads much like a bibliographic citation with the indicators separating the different parts of the citation.  Some examples are:

Author Main Entry:
773 $a Hall, Mary L. $t Sweet prairie home. $d [Monroe, N. Y.] : M.L. Hall, [1990]. $w (OcoLC) 22834409

Title Main Entry:
773 $t American national biography. $d New York : Oxford University Press. $g v. 1 (1999) $w (OCoLC)39182280

Serial Title (Note the volume and date after the $g):
773 $t Kansas history. $d Topeka, Kan. : Kansas State Historical Society, 1978- . $g Vol. 21, no. 2 summer 1998) $w (OCoLC)3578697

773 $t Current biography yearbook. $d New York : H.W. Wilson. $g v. 52 (1991)


ASM Cataloging Instructions for Bound-With

Bound-with is a situation when more than one title is locally bound together in one volume. The titles may, or may not, be related subject matter. The resource may or may not have a collective title.  If the item has a collective title, use it in the 245$a field and follow the procedure for collective title cataloging.  If there is not a collective title, follow these bound-with instructions.

Example: No collective title, no bib records exist for other titles
If there is no collective title for the piece and only one bib record but with 2 or more titles in the publication that do not have their own bib records, consider this a monographic item and do the following:  list the first title in the 245 field subfield $a, it's author in subfield $c and all the subsequent titles and authors after subfield $c with no additional ISBD punctuation.  End each title / author entry with a period and put two spaces between the next title /author.

Add notes:
Use field 505 for contents to list the titles and authors. 

Add added entries:
Use fields 700 for each of the authors and 740 foreach of the titles (analytics, second indicator =2) to add the other authors and titles.  Do not use name/title entry in the 700 subfields $a and $t, as that is no longer the practice. 

Example: No collective title, bib records EXIST for other titles
If there is no collective title for the piece AND bib records for the other titles can be imported from OCLC, then follow this procedure.

Bound-with titles are instances where two or more unique bibliographic titles were bound into one single volume. Bound-withs can occur in any format, but most commonly with monograph, serials and scores.  At ASM many individual articles/papers were erroneously bound together.

Retrieve the bibliographic records for all the titles in the bound volume and save them to the database. Do not create holding and item records for them. Only create a holding and item record for the first title’s bibliographic record and save them to the database. Put a bar code on the item record and the enumeration in the “Enum” field in the item record, if appropriate.   

For the subsequent bibliographic record(s) in the bound-with volume, you will link their bib record to the item record that you created for the first title. To link the bib record(s) for subsequent title(s), have the item record active on the screen, go to Record > Link to bibliographic… When the pop- up box opens enter the bib ID of the title for all the subsequent titles.  After you have linked all the bib IDs, the holding record that is attached to the item record of the first title will have all the bib IDs in the 014 fields in the holding record.

Example: No collective title, bib records exist for other titles, more than one volume exists
At ASM we also have the situation where we have unique titles in their own volume and these same titles in a bound-with situation.  See Bib ID #22652 for an example.  In this case you will be creating a holding and item record for the single uniques title and a holding and item record for the bound-with volume(s), i.e.

852   $h E51 $i U6 1894 no. 19 for the single volume of the title
852   $h E51 $i U6 1894 no. 19-24 for the bound-with titles

Create a bib, holding and item record for the single volume. Put a bar code on the item record. Create another holding and item record for the bound-with situation.  Put a bar code on this newly created item record. Pull up all the separate bib records for the titles in the bound-with volume.  With the item record for the bound-with volume active on the screen, go to Record > Link to bibliographic… When the pop- up box opens enter the bib ID for the next title.  Do this for all the subsequent titles.  After you have linked all the bib IDs to the item record, the holding record for the bound-with volume that is attached to the item record will show the bib IDs in 014 fields in addition to the 852 field in the holding record.

When you retrieve the bib records for the subsequent titles they will show the holding and item record that was created with the first title.


ASM Cataloging Instructions for Issued-With

Issued-with situations occur when a publisher publishes two or more separate titles in one volume.  These titles can be and frequently are written by different authors.  The distinguishing feature of issued-with items is that they are contained in one resource with one publisher, publication place and publication date. They usually have a collective title, but not always.

Example: Collective title, no bib records exoist for other titles
Follow this example to catalog a resource with a collective title containing other titles.

100 1| $a First author
245 1|  $a Collective title
260      from chief source of information
505 0|  First title / first author  --  Second title / second author  --
Note we do not enhance our 505 fields.
700 1   $a First author $t
700 1   $a Second author $t
740 02 $a First title
740 02 $a Second title

You do not have to include the subfield “t” in the 700 fields if you don’t want to as they do not get indexed for searching and this is a old practice. You do have to include the 740 fields as those fields do get indexed when doing a title search.

The 246 field is used for varying forms of the title proper. It is not used here for the other titles.

For example, see Bib# 43977.

Example: No collective title
Follow this example to catalog a title with more than one works but with no collective title.

100 1  $a First author
245 1  $a First title / $c first author.  Second title / second author.  Third title / third author.
Note that there is no ISBD punctuation after the first subfield “c”. There are double spaces after the periods.
260      from chief source of information
Note:  No 505 is needed if all the titles are in the 245 field  
700 1   $a Second author $t
700 1   $a Third author $t
740 02 $a Second title
740 02 $a Third title

See Bib# 3141, 43978, 25912.


ASM Cataloging Instructions for Off Prints and Detached Copies

Definition: offprint
A copy of an article, chapter, or portion of a publication reprinted from the same plates, usually at the same time as the original but issued separately, with or without a cover, usually for the author's personal use. Contributors to scholarly journals often receive a limited number of copies of their articles from the publisher, sometimes as a form of compensation. An offprint may or may not include a title page but retains the original pagination. The sale of offprints provides an important source of revenue for some journal publishers. Also spelled off-print. Synonymous with overprint, run-on, and separate.

Defintion: detached copy
A copy of an article, chapter, or portion of a publication that is detached from the original work. It may not have a title page but it will retain the original pagination.   

At ASM consider a separate copy of an original article, chapter, etc. to be an “offprint” if it contains a title page and appears to be “issued” by the publisher. If the resource does not contain a title page or does not appear to be officially issued by the publisher then consider it a detached copy.  Detached copies do not physically have to be “detached” exactly from the “original” resource; they can just be physically separate from the original source. Many detached copies at ASM Library are also bound together. See the Bound-With instructions for how to catalog these. 

If a separate bibliographic record is needed for an offprint or detached copy, catalog the item as a separate bibliographic item (Leader 07 Bibliographic level = monograph/item) and note the original in the MARC 500 field. Do not use the "In" analytic cataloging conventions for offprints or detached copies. In Analytics are used when you create a separate bid record for an article/chapter/etc. contained in the original resource ( it is still contained in the original). Analytics bring out the contents of a resource. See the ASM instructions for Analytic cataloging.   

In MARC field 500 note, indicate the relationship to the larger work. Begin the note with "Offprint:" or "Detached from:" as appropriate.

If the larger work is a serial, use the title in AACR2 catalog entry form, followed by the numeric and/or alphabetic designation (preceded by a period). If appropriate, use the chronological designation enclosed in parentheses.

Follow OCLC instructions at:

except for using the 730 field. We do not use the MARC 730 field or any added entry fields for the journal title in the bib record as it clutters the catalog. You can add series information in the 490/810/830 fields.

Examples from OCLC:
500 || Offprint: Notes (Music Library Association). Vol. 38, no. 2 (Dec. 1981).
500 || Detached from: Library trends. Vol. 24, no. 1.
500 || Offprint: Library resources & technical services. Vol. 20, no. 2 (spring 1976).

Example from ASM Voyager catalog:  see Bib #60652.


ASM Cataloging Instructions for Creating Records for Electronic Resources

Definition: electronic resources
As summarized from AACR2, 2005 update, electronic resources are defined as those materials encoded for manipulation by a computerized devise. This material may require the use of a peripheral directly connected to a computerized device (e.g., CD-ROM drive) or a connection to a computer network (e.g., the Internet). This definition does not include electronic resources that do not require the use of a computer, for example, music compact discs and videodiscs.

We follow BIBCO’s  Provider-Neutral E-Monograph MARC Guidelines and the recommendation to create separate records for e-monographs.

Creating separate records for an item is preferable when both remote and directly tangible (non-remote, i.e. print) versions exist. When cataloging digital versions of print materials, generally create separate records for the digital version of an resource.

If you are cataloging a remote item, you need not verify the physical existence of the non-remote version or whether it has been cataloged. Similarly, when you catalog a print resource, you need not verify whether a remote version exists.

Follow these instructions for cataloging textual electronic resources:

Leader 07 Type = a, language material
Since the item is basically textual, type is coded a (Language material). The electronic aspect is secondary.

Bibliographic level = m, monograph/item

Fixed Field 006
First byte is mandatory. Select “computer file- m”. In the Type of file field, select “d- document”

Fixed Field 007
First two bytes are mandatory.

Select Electronic Resource-c . New.
In Specific Material Designation, select “r” remote

Other values that can be supplied:

In Original vs reproduction, this value is obsolete
In color, select if there is color
In Dimension, select “n” not applicable
In Sound on Medium, select “-” no sound silent
In Image Bit, select”---“ unknown
In File Format, select “|” no attempt to code
In Quality Assurance, select “|” no attempt to code
In Antecedent/Source, select “a” File reproduced from original or “c” File reproduced from electronic resource
In Level of Compression, select “a” uncompressed
In Reformatting Quality, select “a” access

Fixed field, 008
Fill in the 008 field using the information from the resource.

In addition, for Form of Item code as electronic, select “s” electronic.

Variable MARC fields

Catalog the item using the usual MARC fields, including 040, 043, 049, 090/099, 1xx., 6xx, 7xx fields. In addittion,

245 || $a title of resource $h [electronic resource] : $b / $c

260 || $a Supply the publish place : $b publisher, $c date

3001 electronic text (nn p.) : $b ill. [ if illustrated], digital PDF file.
OR 300 $a 1 electronic text : $b digital, PDF file.

490/830  Supply the series information, if applicable

500 Use as the first note and cite the source of your information

Title from PDF title page viewed on ([date viewed]) . OR
Description based on print version record.  [ if basing iniformation on print record ]

590 ||  Online access with authorization only [ for those documents that are restricted]

776 0| $i Print version $a from field 1xx $t title from 245$a $d [City] : Publisher, date

856 40 $y Electronic resource (PDF) $z Authorization for access required from Arizona State Museum Archaeological Records Office and/or AZSITE Office $u http:// [ web location ]