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: http://www.oclc.org/bibformats/en/specialcataloging/default.shtm#CHDBIIAF
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)
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:
Title Main Entry:
Serial Title (Note the volume and date after the $g):
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
Add added entries:
Example: No collective title, bib records EXIST for other titles
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
852 $h E51 $i U6 1894 no. 19 for the single volume of the title
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
100 1| $a First author
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
100 1 $a First author
See Bib# 3141, 43978, 25912.
ASM Cataloging Instructions for Off Prints and Detached Copies
Defintion: detached copy
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: http://www.oclc.org/bibformats/en/specialcataloging/default.shtm#CHDBIIAF
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:
Example from ASM Voyager catalog: see Bib #60652.
ASM Cataloging Instructions for Creating Records for Electronic Resources
Definition: electronic resources
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
Bibliographic level = m, monograph/item
Fixed Field 006
Fixed Field 007
Select Electronic Resource-c . New.
Other values that can be supplied:
In Original vs reproduction, this value is obsolete
Fixed field, 008
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.
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
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 ]
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