SCILS
South Carolina Information and Library Services Consortium
SCILS Cataloging Policy
Approved 4/22/2008
SCILS Cataloging Standards
Overview
In order to create and maintain a high quality database, it is necessary to establish consistent cataloging standards.
· Must be familiar with all the SCILS Cataloging Policies
· Acquire the necessary cataloging training and knowledge through classes, books, and/or mentoring
· Anyone new to cataloging or new to SCILS who will be cataloging should take a SCILS cataloging test within the first 30 days of cataloging to determine what recommendations should be made. Recommendation could include suggestions for additional training and/or be assigned a mentor.
· Must have access to standard cataloging resources of the latest copy of AACR2 and the Bibliographic Formats and Standards
· Must have exhausted searches in OCLC before adding an original record
· Must use full cataloging (level I) for every record except where “brief” or “on-the- fly” records are appropriate
· Should only use “brief” format records for on-order records (when full records can’t be found), non-library owned reserves, and temporary records
· If less than a full record is found in OCLC and transferred to SCILS database for an item, record is required to be enhanced until it meets the full level standard
· Must delete OCLC numbers from new records that use existing records as a template to create original records
Standards for Original Records
· Follow ISBD punctuation and AACR2 (Rev.) rules
· Required to view the chief source (That means video and DVDs must be viewed)
· Fill out all the relevant fixed fields based on item type
· Will follow the authority records for 1XX, 4XX, 6XX, and 7XX
· Should add all appropriate Library of Congress subject headings that meet the 1/6 standard. If at least 1/6 of the material covers a particular subject it should have a subject heading
· Add all required applicable notes
Discovering Substandard Cataloging
· Report to the SCILS System Librarian
· Problems, corrections, duplication or conflicts will be resolved by the SCILS System Librarian
· When necessary, these will be presented to the Technical Advisory Committee members proper for input.
Brief Record vs. On-the-fly
Brief bibliographic records
Brief records input into SCILS' bibliographic database are to be used for preferably only the short term (no more than a year). They are used for the following types of materials:
· On-order materials (which will be fully cataloged when received)
· Reserve materials not owned by the library
· Vertical file material (clipped articles, etc.
· Materials which need to be "on the shelf" before full cataloging is possible. (These items will be fully cataloged and the quick record will be replaced, as time and staff permit)
· Equipment and other non-traditional type of items
· Items that are being leased for less than a year
The format of the quick record is very basic .You MUST use the “Brief” format instead of MARC.
The record should have the minimum of: A title field (245), Author (100)
For the 245, initial articles should be accounted for in the 2nd indicator.
· For example: 245 4 The green mile
· For example: 245 2 A bug’s life
Other informational fields, such as physical description, publication info, and local subject headings are helpful, but optional.
On-the-fly records
On-the-fly records are used for items that will be temporary and will be deleted after usually one use. They are used for the following types of materials:
· Individual issues of magazine or journals that are checked out
· Items that are not discover to have no bibliographic record until a patron wants to check it out(when returned on-the fly record should be deleted and a full record needs to be added)
The record should have the minimum of: A title field (245)
Since this is a throw away record, no other fields are advised.
Records should be deleted when item is checked back in.