Original Monographic Cataloging Policy

Definition:

Original Monographic Cataloging is defined as the creation of a new record (040: CLU $c CLU) in the OCLC database. (This differs from the way we define it for purposes of collecting local statistics.) These new records may be encoding level K or I for regular original records or may be encoding level blank for BIBCO contributions.

General principles:

Original cataloging must adhere to stricter qualitative standards than copy cataloging because original records are shared with thousands of other libraries.

In the creation of original records contributed to the OCLC database, national standards always take precedence over local practices. Records already in the Voyager database cannot be used to determine the form of a heading, the choice of a classification number, or to support other cataloging decisions for original records to be entered in the OCLC database. (The Voyager database contains records entered over many years following a variety of local processes and applying different cataloging codes. While the records may have been correct at the time they were brought into Voyager, it has not been possible to make certain that every name, subject or series heading in Voyager has been kept up to date with today’s cataloging standards. Additionally, local practices for the application of classification numbers have changed several times over the years, as have the LC classification schedules themselves. It has not been possible to review and reclassify all earlier titles when a local or national change in classification practice has occurred.)

In the creation of original records contributed to the OCLC database, other records in that database may be used as a model (such as when creating a “new” record from an earlier edition). However, everything in the new record must be verified according to the guidelines below, even if the model record was a DLC record. This is because of continuous changes to authority records, classification schedules, and cataloging rules.

When in doubt, consult your supervisor or Section Head.

Guidelines:

Immediately prior to entering a new record in OCLC, search the OCLC database one final time to make sure that the record has not already been added by another library. If your record has been in save for a day or longer, you must research it before updating the record and adding it to the OCLC database.

Follow OCLC bibliographic input standards for the encoding level chosen (K, I, blank) (see Bibliographic Formats and Standards Manual for details). If doing PCC cataloging, follow PCC standards for BIBCO full or core cataloging (see PCC Full-level Bibliographic Standards and BIBCO Core Record Standards for Books .

If a call number is entered in an 090 or 050 of a new OCLC record, it must follow the most current version of the LC classification schedules, using either Classification Web or the print schedules. Finding a classification number in Voyager is not justification for using that classification number in a new original record, although a Voyager search may be a good first step to narrowing down the possible classification numbers. Finding a classification number in another record in OCLC (even a DLC record) is not justification for using that classification number in a new original record.

Purely local shelving numbers (such as those used for the Music Library CDA collection or for some Special Collections materials) must be entered in 099 fields so that they drop out of the OCLC master records. Note: In the case of PCC original records, where the national classification is entered in the 050 4, our local variation should be entered in the 090 field because it will drop out of the master record when an 050 4 is present.

Follow AACR2 and the LCRIs for new cataloging for descriptive cataloging, choice and form of access points, etc. For instance, if you are cloning a new record from a record for an earlier edition, you may need to choose a different main entry, change punctuation in the 245, 260, 300 or other fields or change the form and/or coding of notes such as 504 notes or 546 notes.

All access points (1xx, 240, 440, 6xx, 7xx, 8xx) must use the form of the heading established in the national authority file in OCLC. Finding a national-level authority record in the Voyager database is not sufficient. All authority searching for original cataloging must be done in the authority file in OCLC because of the possibility that the headings have changed since the records were loaded into Voyager. If there is no national authority record, establish the heading according to AACR2 and the LCRIs. If there is local variation needed for a series or other entry, enter the heading according to the national standards in the OCLC master record, then make the modifications needed locally before updating the record for ORION.
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Author: Carol Hixson, revised by Caroline R. Miller Date: December 2, 2005
Last updated: December 2, 2005