Editing Checklist - Books

Resources

Original RDA Toolkit (subscription required): RDA Toolkit
MARC 21 for Bibliographic Records: MARC 21 Format for Bibliographic Data: Table of Contents (Network Development and MARC Standards Office, Library of Congress)
OCLC’s Bibliographic Formats and Standards page: Bibliographic Formats and Standards - OCLC
SHARE Policies and Procedures: Bibliographic & Cataloging Standards | SHARE

Instructions

Within Bibliographic Records:

In Polaris Client: Place your cursor in the tag and the tag information will appear at the bottom of the record. Note: Tag information won’t display when record is maximized.

In Leap: Click the check box next to a tag and click the Edit tag button.

In Connexion: In the variable fields, right click anywhere in a field, and click on MARC Field Help. In the fixed field elements, click on the element name.

Note: Examples in this document show only some of the possibilities. See OCLC Bibliographic Formats and Standards or the MARC21 for Bibliographic Records website for more examples.

Edits to OCLC Records

Examples reflect spacing and display of subfields in OCLC record. Subfield a at the beginning of a field does not display in OCLC. Other subfields at the beginning of a field will display.

SHARE local practice requires the use of ISBD punctuation in all records imported to Polaris. Examples in this document will include full ISBD punctuation. OCLC records may or may not include ISBD punctuation.

040:

Add subfield b with eng if not present
Add ‡e with rda when upgrading record to RDA
‡e comes before ‡c

Example:

040 _ _ IHI ǂb eng ǂe rda ǂc IHI

020:

Record multiple ISBNs in separate 020 fields
DO NOT enter any price information in the subfield c; this is obsolete. Remove if present
Ensure qualifying information in ǂq is in parentheses

Examples:
020 _ _ 9780743524815 ǂq (paperback)
020 _ _ 9780743524815 ǂq (pbk.)

041: Language code(s)

Verify 1^st indicator and language codes
Multiple codes in one subfield should be split into separate subfields
Do not use field 041 to record the MARC language code if there is only one language associated with the item already recorded in the Fixed Field lang

Example: 041 1_ eng ǂa fre ǂa spa ǂh eng

082:

Use field 082 with 2^nd indicator 4
For some juvenile works, LC copy has [E] or [Fic] instead of Dewey class number. Use field 082 for these designations, including the bracket
- Examples:

082 04 [E]

082 04 [Fic]

ǂ2 is used to indicate the edition from which the DDC number was assigned. If using WebDewey, record the edition, language of the edition, and date the number was assigned in the format of YYYYMMDD. If using a printed copy of the DDC, record the edition, language of the edition, and the publication year.
- From WebDewey:

082 0 4 792.8/2 2 23/eng/20230402

From Printed DDC:

082 0 4 792.8/2 2 23/eng/2011

1XX:

Authorized form of the creator name, as established in an authority record; may or may not be the same as on the item
- 100 1 _ Poe, Edgar Allan, ǂd 1809-1849, ǂe author.

On title page: Edgar A. Poe

May be personal name (100), family name (100), corporate body name (110), or conference/meeting name (111)
If no authority record, format name as instructed in RDA toolkit
Verify tag, form of name, and 1^st indicator
Add ǂe with appropriate relationship designator
- 100 1 _ Bryson, Bill, ǂe compiler.
Editors recorded in 1XX should be changed to 7XX
Compilers recorded in 1XX should be changed to 7XX if appropriate. Some compilers may be considered creators
- Note: if 1XX is changed to 7XX, also change 1^st indicator from 1 to 0.
If more than one author is listed, record the first in 1XX and the others in 7XX. This also applies to compilers who may be considered creators

245:

Indicator 1
- If 1XX field is present: 1
- If no 1XX field is present: 0
- Example:

100 1 _ Francis, Dick, e author.

The edge / ǂc by Dick Francis.
- If no 1XX: 245 04 The edge

Indicator 2: Options 0-9
- Tells the system to ignore non-filing characters and initial articles when searching, including initial articles in non-English languages.
- Includes the space between the article or character and the next word
- 0 if there are no characters to be skipped
  - Note: Examples shown do not include statement of responsibility or any applicable 1XX field.
- Examples:

245 10 April showers

245 04 The time of day

245 13 An alligator

245 04 Les poissons

245 08 The … travel guide

Transcribe title and statement of responsibility as they appear on the title page or title page substitute
If title comes from any source other than the title page, include a 588 note with the source of the title
- 245 10 Jackson family history /vǂc Amanda Jackson Barnham.

588 _ _ Title devised by cataloger.

If no title is available from any source, cataloger devises title
Take other title information (subtitle, parallel title, etc.) from the same source as the title proper
ǂh not used in RDA; do not add to WorldCat records; delete if present
- See below for SHARE local practice
ǂc is for the statement of responsibility, which includes author(s), illustrator(s), editor(s), compiler(s), and translator(s)
- In records for graphic novels, includes inker(s), letterer(s), colorer(s)
- Do not include book designers or creators of cover illustrations
- Example: 245 00 Roxy the ritzy camel / ǂc Anthony DeStafano ; illustrated by Richard Cowdrey.

246: Variant titles

Add as applicable
Do not record initial articles
Do not add ending punctuation that is not part of the title
- 245 10 Holidays : ǂb the complete guide to seasonal decorations.

246 30 Complete guide to seasonal decorations

See BibFormats for all possible 1^st and 2^nd indicators
Use subfield i when the text to be displayed when none of the other 2^nd indicator display constants is adequate
- 246 00 Live at Moers Festival / ǂc European Jazz Quintet

246 1 i Additional title on container: a Live at International New Jazz Festival

250: Edition statement

Record edition statement as it appears on item
Spell out abbreviated words as needed to match wording on the item
Multiple edition statements may be in separate 250 fields, or in one 250, separated by a comma
- 250 _ _ First HarperTrophy edition, revised edition.

250 _ _ First HarperTrophy edition.

250 _ _ Revised edition.

Note: See SHARE local practice below

Add edition statement [With accompanying material] in records with 300 ǂe (accompanying material) to keep them from being incorrectly merged
Add edition statement [Larger print edition] to records for larger print books to keep them from being incorrectly merged with true large print or regular print records
- 250 _ _ [Larger print edition].

264:

May have multiple 264s with indicators for different functions (production, publication, distribution, manufacture, copyright)
1st indicator: blank
2nd indicator: 0-4
264 for a Copyright Notice Date (2nd indicator 4) does not have ending punctuation
Change MARC tag 260 to 264

Example:
264 _1 New York : ǂb Random House, ǂc [2013]
264 _4 ǂc ©2013

ǂa: transcribe place of publication as it appears on the item
- If place name is entered in brackets, do not abbreviate. Spell out if abbreviated in record
  - Example: 264 _1 [Chicago, Illinois]

Not: 264 _1 [Chicago, Ill.]

If a record has “[S.I.]” or “[Place of publication not identified]”, enter a place if possible, even if only a country. Enter in brackets
- Note: Be sure to code the Ctry fixed field element accordingly

ǂb: transcribe name of publisher as it appears on the item, including Inc., Ltd., etc.
- If publisher’s name is shortened or truncated in the record, edit to match the item
  - Example: 264 _1 ǂa New York : ǂb Alfred A Knopf, an imprint of Random House Children's Books, ǂc 2020.
- If a record has “[s.n]”, try to determine a publisher and enter in brackets. If a publisher can’t be determined, enter “[publisher not identified]”
- For self-published books, enter author’s name in brackets as publisher if no publisher is clearly identified
  - Example: 264 _1 ǂa [Ames, Iowa] : ǂb [Jane Smith], ǂc [2018?]
ǂc: record publication date if present
- If there is no publication date but there is a copyright date, enter copyright date in brackets as implied publication date
- If a publication date is entered with dashes, or if the record has “[date of publication not identified]”, change to an estimated date or range of dates, in brackets. Include a question mark after the date(s) if they are a guess
  - Note: be sure to code the DtSt and Date fixed field elements accordingly.
- Record copyright date in separate 264 with 2^nd indicator 4
- Record copyright symbol or the world copyright as stated on the item
- Examples:
  Publication date is present:
  264 _1 ǂc 2019.

Publication date is estimated, or is implied from copyright date:
264 _1 c [2019]

If publication date or range of dates is a guess, add a question mark:
264 _1 c [between 1900 and 1999?]
Not: c [19--]
264 _4 c ©2019

300:

Spell out abbreviations
- Exception: Do not spell out “cm”—is considered a symbol, not an abbreviation
For large print and larger print books, add “(large print)” after the page numbers in ǂa
Change “[XX] pages” to “XX unnumbered pages,” or record as “1 volume (unpaged)”
If resource has numerous sequences of paging, record as “1 volume (various pagings)”
300 field ends in a period only when 4XX field is present

Examples:

300 _ _ vi, 47 pages (large print) ; ǂc 24 cm + ǂe 1 hand puppet.
(4XX field is present)

300 _ _ 1 volume (unpaged) : ǂb color illustrations ; ǂc18 cm

300 _ _ 30 unnumbered leaves : ǂb illustrations, portraits ; ǂc 30 cm

33X: Content, media and carrier type

Use OCLC macro to add if needed; otherwise, verify information is correcdt
Records describing more than one format of material should have appropriate 33X fields for each format (i.e., book with CD)

For books:
336 _ _ text ǂb txt ǂ2 rdacontent
337 _ _ unmediated ǂb n ǂ2 rdamedia
338 _ _ volume ǂb nc ǂ2 rdacarrier

340:

Add ǂn with large print to records for large print and larger print materials
- 340 _ _ ǂn large print ǂ2 rdafs
Add ǂn with jumbo braille if applicable
- 340 _ _ ǂn jumbo braille ǂ2 rdafs
Add ǂl with spiral binding if resource is spiral bound
- 340 _ _ ǂl spiral binding ǂ2 rdatb
Add ǂl with open ring binding or closed ring binding as applicable if resource is in a binder

341:

Use to describe alternative modes of access to primary or secondary content
1st indicator: blank, 0, or 1
2nd indicator: Blank
Do not use if there is no alternative mode of access, i.e, a book that is only braille, or only large print
Use the following terms in ǂa:
- Auditory; tactile; textual; visual
- Example: 341 1 _ textual ǂe braille
Use the following terms in ǂb, ǂc ǂd or ǂe as appropriate:
- audio description; braille; captions; sign language; transcript
Omit ǂ2 if term not taken from a controlled vocabulary

380: Form of work

If present, do not delete
If not present, do not need to add

490: Series statement

Transcribe series statement as it appears on the resource
1st indicator: 0 if series is untraced. Check the authority file!
- Traced series are sometimes incorrectly entered as untraced
1st indicator: 1 if series is traced. Field 800 or 830 must also be present with the authorized form of the series—may or may not be the same as the 490
No ending punctuation in field 490; there is ending punctuation in 8XX fields
Examples:

490 1_ Reading rainbow book

830 _0 Reading rainbow book.

490 1_ Animal Ark

800 1_ Baglio, Ben M. t Animal Ark.

Some series-like statements are recorded as a quoted note in field 500 rather than 490/8XX. Check the authority file!
- 500 _ _ “Sunrise books.”

500: Notes

Include applicable notes. These examples are only some of the possibilities
Check OCLC bib formats for indicators and subfields as applicable
Use 532 note to describe accessibility features, hazards, and deficiencies of a resource
Use 546 to record language of text if in more than one language, or if text is not in English. Also include 041 with language codes.
Include page numbers of bibliography if contained in one section
Use 588 Source of Description note if title comes from other than the preferred source of information
Watch punctuation! Some notes have ending punctuation, and some do not. Check OCLC bib formats

Examples (add as applicable):

For board books:
500 _ _ On board pages.

If book has an index only:
500 _ _ Includes index.

If book has a bibliography:
504 _ _ Includes bibliographical references.

If book has both a bibliography and an index:
504 _ _ Includes bibliographical references (pages 34-37) and index.

520 _ _ Sally is nervous and excited—it’s the first day of school!

521 1_ 008-012.

532 0 _ Alternate pages of print and braille

588 0 _ Title from cover.

505:

Add or enhance if needed to index titles of short stories, poems, etc.
Include initial articles

Example: 505 00 ǂt The raven -- ǂt The pit and the pendulum.

6XX: Subject and genre headings

Review to make sure they are appropriate
Add as needed, especially genre headings and headings for fictitious characters
- Note: Fictitious characters may be established in either a name authority record or a subject authority record. Verify in the authority file and code accordingly

Examples:

600 10 Duck, Donald ǂc (Fictitious character) ǂv Juvenile fiction.

650 _0 Haller, Mickey (Fictitious character) ǂv Fiction.

651 _0 Toronto (Kan.)

651 _0 Edinburgh (Scotland)

655 _7 Science fiction. ǂ2 lcgft

655 _0 Young adult fiction.

655 _7 Graphic novels. ǂ2 lcgft

7XX: Added entries – names and/or related works

May be a personal name (700), family name (700), corporate body name (710), or conference/meeting name (711)
Enter name(s) as established in an authority record; may not be the same as on the item
- 700 1_ Bradlee, Frederic, ǂd 1920- ǂe editor.
- 710 2_ Disney Art Studios (Firm), ǂe illustrator.
Verify form of name and 1st indicator
If no authority record, format name as instructed in RDA Toolkit
Relationship designator may be present either in ǂe (relator term) or ǂ4 (relator code). See local practice below
If not present, add ǂe with relationship designator
Do not include ǂe or ǂ4 when ǂt is present
Do not include initial articles in titles in ǂt
Add ǂi with relationship information in author/title entries and entries for related works
Add 730 for contents of resources with multiple titles, or works in multiple languages
- 700 12 ǂi Container of (expression): ǂa Seuss, ǂc Dr. ǂt Cat in the hat. ǂl Italian.
- 730 0_ ǂi Adaptation of (work): ǂa Tangled (Motion picture)

Fixed Fields:

Converts to the 008 or LDR field when imported to Polaris
Type: a (language material)
ELvl: If upgrading a less than full level record, or if code i is present, change to blank
Audn: Enter appropriate code
Lang: Make sure code agrees with the language of the piece, or the first language code in the 041 field, if present
Form: Code as appropriate. Enter code “d” if the item is large print or larger print
Conf: Code as appropriate. “0” if item is not a conference publication; “1” if item is a conference publication
Biog: Code as appropriate if item is an autobiography, biography, collective biography, or has biographical information
Ctry: Make sure code agrees with the place of publication in 264 ǂa
Cont: Code as appropriate. Enter up to 4 codes. Enter code “b” if record contains MARC tag 504 indicating bibliographical references.
GPub: Code as appropriate fi item is published by a government agency
LitF: Code as appropriate for fiction or nonfiction. May use general or more specific codes.
Indx: Code as appropriate. Enter 1 if index is noted in MARC tag 500 or 504
Desc: Will have code i for RDA when ISBD punctuation is included or code c for RDA when ISBD punctuation is omitted. If upgrading from pre-AACR punctuation, include ISBD punctuation and enter code i
Ills: Code as appropriate for illustrations. Up to 4 codes may be used, entered alphabetically.
Fest: Code as appropriate. 0 if item is not a festschrift; 1 if item is a festschrift
DtSt: s if there is a single date in 264 ǂc; t if a publication date and copyright date are present in the 264 ǂc, even if they are the same
- r if item is a reprint; enter publication date in Date 1; Enter date of original in Date 2 (may be found in a note)
- q for a range of dates
Date One: Should agree with publication date in 264 _1ǂc
Date Two: Should agree with copyright date in 264 _4 ǂc or date of original in a note (for reprints or reproductions)

SHARE Local Edits

Local edits may be done in OCLC prior to exporting or in MarcReport or Polaris after exporting.

Do not permanently save local edits to the OCLC record.

Examples reflect display and spacing of subfields in Polaris.

SHARE cataloging local practices may be found on the SHARE Website: Bibliographic & Cataloging Standards | SHARE

Format Icons:

Check or edit coding in the LDR, 006, and/or 007 to generate appropriate icon

ELvl Fixed Field:

Always record as blank for full level

100:

Change subfield 4 to subfield e with full relationship designator
- ǂ4 with code will not display in Polaris

245:

If OCLC record is imported with title in all caps, edit to AACR formatting to distinguish from On Order records
- Capitalize first word of title and any proper names; all other words are lower case
Add ǂh with the General Material Designation (GMD) to all records for braille, large print, and larger print books
- Use [text (large print)] for both large print and larger print
- --Use braille for braille books
- --Subfield h comes after ǂa, ǂn, and/or ǂp, but before ǂb
- Examples:

245 04 a The trees of North America. p Pines and firs of Canada h [text (large print)]

245 10 a National Velvet h [braille] :b a novel

250:

Enter multiple edition statements in a single 250, separated by a comma
- 250 _ _ ǂa First HarperTrophy edition, revised edition.
See SHARE guidance on differing editions to see when paperbacks and hardbacks may be attached to the same record

264:

Add copyright date when available in a 264 _4 ǂc

6XX:

For juvenile material, use the adult subject heading with a juvenile subdivision as appropriate
Delete or edit juvenile subject headings coded as 650 2nd indicator 1, unless there is no equivalent adult subject heading. In this case, the record should have both the adult and juvenile subject headings
Add genre headings, form headings, or approved local subject headings as appropriate. See SHARE cataloging standards for a list of approved local subject headings
Always add the appropriate genre/form heading for large print books, larger print books, board books, and graphic novels

Examples:

650 _0 ǂa Dogs ǂv Juvenile fiction.
Not: 650 _1ǂaDogsǂvFiction.

But:

650 _0 ǂa Infants ǂv Juvenile fiction.
And: 650 _1 ǂa Babies ǂv Fiction. (Babies is not an adult-level subject heading)

For large print and larger print books, add:
655 _7 ǂa Large print books.ǂ2lcgft

For board books, add:
655 _7 ǂaBoard books.ǂ2lcgft

For graphic novels, add:
655 _7 ǂaGraphic novels.ǂ2lcgft
655 _7 ǂaComics (Graphic works)ǂ2lcgft

7XX:

Change subfield 4 to subfield e with full relationship designator
- ǂ4 with code will not display in Polaris