This user guide describes OCLC catalog cards. It has guidelines and examples of data you input into records that affect card production. It also has some information on how data in records affects accessions lists and OCLC-MARC subscription records for those who produce cards and subscribe to these services. This document also contains guidelines for using Alternate Produce commands. It lists rules the system uses for sorting cards, guidelines for reporting problems, ordering reruns, and receiving credits. It lists rules for when the system produces zc cards and "bad cards."
Note: This document is a revised version of chapter 7, Catalog Cards from the Cataloging User Guide, which is obsolete.
This section explains how holding library codes, receiving catalogs, and card production are related. An example illustrates the relationship.
When you produce, update, replace, or delete holdings, the system creates an archive record. The record is a copy of what appears on the screen. OCLC stores the record for each day's transactions in a machine-readable file. It uses the archive records to create the records you receive in electronic files, accessions lists, and on magnetic tape, and to print catalog cards. Your OCLC Cataloging Profile and other offline product orders specify what products-electronic files of records, magnetic tapes, catalog cards, or accessions lists-the system creates for you and the characteristics of those products.
When an institution becomes an OCLC member, it completes an OCLC Cataloging Profile that allows customized use of OCLC services, including cataloging cards. The profile defines holding libraries and codes, receiving catalogs, types of cards produced for each receiving catalog, and catalog card specifications, such as automatic input stamps, and various automatic data added to cards. A Cataloging Profile may specify that an institution not receive cards.
A receiving catalog is the physical catalog into which each sequence of cards you receive is filed (such as a public catalog, shelflist, or departmental catalog). In the simplest arrangement, a library has 2 receiving catalogs: (1) a public catalog with all types of entries in alphabetical order and (2) a shelflist with one card for each title sorted in call-number sequence. Or, in another arrangement, if shelflist cards for the reference collection are filed in a separate call-number sequence from shelflist cards for the general collection, the library has 3 receiving catalogs: (1) a public catalog, (2) a general collection shelflist, and (3) a reference collection shelflist.
Each collection in your library that has unique processing requirements (such as a separate shelflist or a unique location stamp) is a holding library. During profiling, you define your holding collections and assign each a holding library code. For example, a general collection, a music collection, and a science collection each has a holding library code.
Holding library code specifications
For each holding library code, your profile defines the following:
When you send Produce commands, the system uses your profile to create the correct cards for holding library codes in field 049, as the following example illustrates:
|Catalog Entries||Receiving Catalog|
|Action||(Cards Produced by OCLC)||(Cards Filed into the Receiving Catalog)|
|Produce cards||1 Main entry card||Public catalog|
|for ABCG||1 Title entry card||(Main entry, title, subject, added entry cards)|
|(General||Subject and added entry cards|
|collection)||1 General shelflist card||General shelflist|
|(General shelflist card)|
|Produce cards||2 Main entry cards||Public catalog|
|for ABCM||2 Title entry cards||(Main entry, title, subject, added entry cards)|
|(Music||2 sets of subject and added|
|collection)||entry cards||Music department catalog|
|1 Music shelflist card||(Main entry, title, subject, added entry cards)|
|(Music shelflist card)|
|Produce cards||2 Main entry cards||Public catalog|
|for ABCS||2 Title entry cards||(Main entry, title, subject, added entry cards)|
|(Science||2 sets of subject and added|
|collection)||entry cards||Science department catalog|
|1 Science shelflist card||(Main entry, title, subject, added entry cards)|
|(Science shelflist card)|
As a library's needs become more complex, for example, as branches are added to a library system, profiling and catalog card production become more complex. The previous example is a simple arrangement to illuminate the principles.
This section has information about how data in field 049 affects catalog card production.
Field 049 (Local Holdings) contains holding library code(s) and copy and volume designations of items held by an institution.
The system automatically displays the default holding library code in field 049. The following table describes several options for card production:
|Default produce||Produce cards for the holding library that automatically displays in field 049. You can produce the record without changing field 049.|
|Nondefault produce||Produce cards for a collection other than your default holding code. Enter the alternative holding library code in field 049 subfield a and produce.|
|Multiple produce||Produce cards for the receiving catalogs for all holding library codes in field 049 subfield a. Codes may be in one subfield a, separated by commas or in multiple subfield a's. For example, |
|Input Stamps in field 049||In addition to holding library codes, subfield a of field 049 may contain input stamps. An input stamp is a character or group of characters that you enter to be printed on catalog cards above or below the call number. For example: |
Your profile determines cards on which input stamps print. For example, if you are profiled for an input stamp to print below the call number only on certain cards, the characters that you enter following the holding library code appear only on those cards regardless of what you enter in the field 049.
OCLC-MARC subscription records carry holding library codes exactly as entered: uppercase, lowercase, or mixed; in a single subfield a or in multiple subfield a's. Check local guidelines to ensure correct processing of records in your local system.
For more information on the content of field 049, see Bibliographic Formats and Standards.
This section has information about how data in call number fields affect catalog card production.
Each holding library code is profiled for one of the following classification schemes:
A valid call number (or "x-suppression" character. See 3 for information about x-suppression) for a class scheme for which you are profiled must appear in one of the following fields when you produce:
If multiple call numbers appear in the record, the system selects a call number to be used on a catalog card based on the following priority order and classification scheme of the holding library code in field 049:
|Classification Scheme||Selection Priority|
|Library of Congress||099, 098, 090, 050|
|Dewey Decimal||099, 098, 092|
|National Library of Medicine||099, 098, 096, 060, 090, 050|
|Government Documents||099, 098, 086|
|National Library of Canada||099, 098, 055, 090, 050|
|National Agricultural Library||099, 098, 070, 090, 050|
If the record has 2 or more call numbers with the highest priority, the system selects the field having the highest line number.
For accession lists, the system selects the call number with the highest line number, regardless of classification scheme. Before producing, ensure your call number is the highest line number or delete unwanted call numbers from the record.
The following table describes options for card production with call numbers:
|Accept call number||If the record has an acceptable call number, you need not supply any additional call number.|
|Revise call number||If the record has a call number you want to revise slightly, edit the existing field. For example you may modify a book number by replacing, adding, or deleting characters.|
|Add new call number||If the record has no call number in the classification scheme you use or the existing number needs extensive revision, add a new call number in the default call number field that appears directly above field 049. If the holding library is profiled for a classification scheme other than the default, type over the tag and insert the call number for the holding library.|
OCLC-MARC Subscription service records contain all call numbers present in the record at the time of produce. Check local guidelines to determine local call number processing specifications.
Some holding libraries require cards with no call number. Your profile designates a character to appear in the call number field, usually x, that alerts the system not to print a call number on the catalog card. You type the character in the call number field. The option is called x-suppression.
Each classification schemes uses a specific field for x-suppression. Use the following table to determine which field you should use for the classification scheme for which you are profiled:
|Classification Scheme||Selection Priority|
|Library of Congress||090|
|National Library of Medicine||096|
|Government Documents||No x suppression available|
|National Library of Canada||055|
|National Agricultural Library||No x suppression available|
|Government Documents||No x suppression available|
The following list summarizes x-suppression:
This section describes title paragraph printing.Fields print in the title paragraph area in the following order:
|254||Musical Presentation Statement|
|255||Cartographic Mathematical Data|
|256||Computer File Characteristics|
|257||Country of Producing Entity for Archival Films|
|362||Dates of Publication and/or Sequential Designation (1st indicator value 0)|
|260||Publication, Distribution, Etc. (Imprint)|
|261||Imprint Statement for Films (Pre-AACR1 Revised)|
|262||Imprint Statement for Sound Recordings (Pre-AACR2)|
|245||00||Word processing report.|
|260||London : ‡b Geyer-McAllister Publications, ‡c 1971-|
|362||0||Vol. 1, no. 6 (Oct. 1971)-|
|Word processing report. -- International ed. -- Vol. 1, |
no. 6 (Oct. 1971)- . -- London : Geyer-McAllister
|245||0||4||The Wall Street journal.|
|260||New York : ‡b Dow Jones|
|The Wall Street journal. -- Southwest ed. -- New York : Dow Jones|
|245||1||0||Salve Regina für Chor und Orchester / ‡c Vincenzo Bellini ; herausgegeben von Gerhard Frommel.|
|260||0||Stuttgart : ‡b Carus-Verlag, ‡c c1984.|
|Salve Regina für Chor und Orchester / Vincenzo Bellini ; |
herausgegeben von Gerhard Frommel. -- Erstausg. -- Partitur. --
Stuttgart : Carus-Verlag, c1984.
|245||1||0||Road atlas Europe / ‡c Bartholomew.|
|260||0||Edinburgh [Scotland] : ‡b John Bartholomew & Son, ‡c c1980.|
|Road atlas Europe / Bartholomew. -- 1978/79 ed. -- Scales differ. |
-- Edinburgh [Scotland] : John Bartholomew & Son, c1980.
|245||0||0||Mathematics ‡h [electronic resource].|
|256||Electronic program (2 files).|
|260||[Saint Paul, Minn.] : ‡b Minnesota Educational Computing Consortium, ‡c c1980-1981.|
|Mathematics [electronic resource]. -- Version 3.1. -- Electronic |
program (2 files). -- [Saint Paul, Minn.] : Minnesota Educational
Computing Consortium, c1980-1981.
|100||1||Tippett, Michael, ‡d 1905-|
|245||0||0||String quartet no. 4 (1978) / ‡c Michael Tippett.|
|260||London ; ‡a New York : ‡b Schott, ‡c c1982.|
|Tippett, Michael, 1905-|
|String quartet no. 4 (1978) / Michael Tippett. -- Study score. -- London ;|
|New York : Schott, c1982. |
|100||1||Symonds, Robert Wemyss, ‡d 1889-1958.|
|245||1||2||A book of English clocks / ‡c by R.W. Symonds.|
|260||London : ‡b Penguin Books, ‡c 1950.|
|Symonds, Robert Wemyss, 1889-1958.|
|A book of English clocks / by R.W. Symonds. -- Rev. ed. -- London :|
|Penguin Books, 1950.|
This section has information about how data in subject heading fields affects catalog card production.
Authority agencies create subject headings and are responsible for the content, production, and distribution of subject authorities, the documented guides that list the headings produced by the agency. For example, the Library of Congress is the agency responsible for producing Library of Congress Subject Headings.
Each holding library code is profiled to print subject headings from subject authorities. Fields 600-651 contain subject headings for each authority, and fields 690 and 691 contain subject headings for local authority. The system prints field 690 and/or 691 whenever they are in the record. The system selects and prints a heading in field 600-651 when the conditions below are met:
|Subject Authority Scheme||Field Selected|
|Library of Congress Subject Headings||600-651 (2nd indicator 0), 690, 691|
|Library of Congress Subject Headings for Children's Literature or Annotated Card program (AC)||600-651 (2nd indicator 1), 690, 691|
|National Library of Medicine Subject Headings||600-651 (2nd indicator 2), 690, 691|
|National Agricultural Library Subject Headings||600-651 (2nd indicator 3), 690, 691|
|National Library of Canada Subject Headings/English||600-651 (2nd indicator 5), 690, 691|
|National Library of Canada Subject Headings/French||600-651 (2nd indicator 6), 690, 691|
|Special Subject Headings||600-651 (2nd indicator 7), 690, 691|
|Sears Subject Headings||600-651 (2nd indicator 8), 690, 691|
The following table describes guidelines for subject headings in records:
|Other subject headings in the record||A record may have subject headings from an authority other than those profiled for the holding library code. Subject headings from such authorities do not print, so you need not delete the fields.|
|Different authority||If you want a subject from a different authority to print, change its second indicator value to a value for a subject heading scheme for which the holding library code in field 049 is profiled.|
|Local headings||Enter all local subject headings in 690 and 691.|
Genre headings (655 fields) print if an institution is profiled to receive them.
Records have all subject and genre headings present when you produce. Depending on how you process records, you may want to delete unwanted headings.
This section has information about how data in field 910 and the fixed field affect catalog card production. It also has information about long words and their effect on catalog card production.
Use the following guidelines when adding field 910.
A word is an unhyphenated group of characters between blank spaces. Use the following guidelines for long words in records:
The following table describes fixed-field guidelines that affect card production:
|Verify Lang in records to ensure your cards are sorted correctly.||Lang (Language) specifies the principal language of the text and identifies initial articles to be ignored in sorting cards.|
|Verify Desc before produce to ensure that cards are punctuated correctly.||Desc (Descriptive Cataloging Form) indicates whether the item has been cataloged according to the International Standard Bibliographic Description (ISBD). It determines whether the print program supplies ISBD print constants and inter-field punctuation.|
|Check the fixed field before you produce or update to maintain accurate archive records. Archive records: Data in the fixed field is in your archive records.||Check the fixed field before you produce or update to maintain accurate local archive records. OCLC-MARC records: Data in the fixed field is in your records.|
Some variable fields have print constants, words and/or punctuation that do not appear in the displayed record but are supplied on catalog cards or by some local systems. Do not type print constants in the record.
For example, using first indicator value 0 in field 510 causes the print constant Indexed by: to print before the note in 510 on catalog cards. Do not type Indexed by: in field 510.
See Bibliographic Formats and Standards or local guidelines for information about print constants.
This section describes several different procedures and provides guidelines for using Alternate Produce commands: All, Add, and Extra card.
These procedures describe production of cards for multiple locations and offer general guidelines. Card production for your institution may vary, depending on your profile and on whether your institution uses the OCLC-MARC Subscription service. The procedures use examples that describe a "union catalog" at a main library. The union catalog contains entries for other catalogs in a library system file.
The system creates an archive record each time you produce regardless of whether you have produced on that record before. If you use the OCLC-MARC Subscription Service, you may have special procedures for producing on records on which you have previously produced over time. For example, local practice may require the last record produced to carry all locations and holdings data. You may need to use the Update command following Produce commands. Follow local guidelines.
Produce cards for all locations in a single transaction unless the locations have unique cataloging requirements that cannot be accounted for by your profile. For example, the profile determines which call number and subject headings print for each holding library, but other differences cannot be accounted for by the profile. For example, a local free-text call number (099) overrides all other call numbers. If one copy uses a local free-text call number and other copies use a Library of Congress call number, the copy using 099 must be produced separately. Or, each copy may require a unique local note (590) or user-option data (910). Follow local guidelines.
An added card is a catalog card you order for copies of items you already hold, but for which you need additional card sets. You may need added cards in these situations:
Extra cards are additional cards produced at the explicit command of the user. The information in the cards is determined by your OCLC Cataloging profile. You may need added cards in these situations:
When an item is held by multiple libraries, such as main and branch libraries, you may need to produce added cards, extra cards, or a combination. For sample situations, see the examples above under Added cards and Extra cards.
For procedures used to produce cards for multiple holding libraries, see Connexion help for the interface you are using (browser or client). You may also consult the documentation for the browser or the client.
This section describes a typical catalog card and describes the data on cards. It also describes types of packs and illustrates a Start of Pack card.
Example of catalog card Cards are standard 3 by 5 inches on acid-free stock:
Note: OCLC cards are formatted as above, but the typeface may vary slightly.
Cards have the following parts:
|Call number||The call number, location, and holdings information for oversize symbols, if applicable.|
|Heading||The added entry heading, name, title or series, or a subject heading.|
|Main entry||The main heading from a 1xx field, or the title or uniform title if title main entry is used.|
|Uniform title||The bracketed filing title from field 240 or 243.|
|Title page transcription||The title, editing, formatted data, and volume designation for serial, and publication information.|
|Physical description and series statements||The physical description from field 300 and series statements from 4xx fields in parentheses.|
|Notes||Notes from 5xx fields and notes generated from other fields.|
|Tracings||Subject headings and added entry tracings.|
|Record and user identification||The MARC Institution code for your organization (formerly NUC [National Union Catalog]) symbol, user option data, the pack symbol, and the Library of Congress control number.|
Below is a schematic representation of the format of an OCLC catalog card. The size and typeface differ from those actually used on OCLC cards.
Within each pack, OCLC arranges cards in the sorting sequence specified by your OCLC Cataloging Profile. See section 8 for more information.
A card pack is the collection of cards produced in one day for one receiving catalog. The system sends one card pack for each receiving catalog.
The system identifies each pack by a start of pack card.
The pack symbol is the OCLC holding library code and a 2-character mnemonic description of the type of catalog, for example, sl for shelflist, sc for subject, dc for dictionary.
Extra main entry cards come in separate xc card packs.
If an error prevents production of a full set of cards, you get a zc pack. See section 11 for information on when the system produces a zc card.
If a heading is too long to print with the maximum number of lines, all the cards for that item come in an Exceptions pack. The cover card on the pack indicates it is an Exceptions pack.
This section lists rules for sorting call numbers and describes how entries and articles are sorted. It also lists words the system abbreviates and the abbreviations used for sorting.
Cards are sorted alphabetically (word by word) by the first 60 characters of the main entry through title or by heading (including names) through main entry. Numerals are sorted after alphabetic characters. You may also have main entry cards sorted by LC control number or user-option data in field 910 (User Defined data).
For title entry sorting, the system follows the following rules for articles of the alphabetized entries. The system determines the language of a record by the language code in the Fixed-field element Lang (Language):
The following special characters and abbreviations are sorted as follows:
|Special Characters |
|arr.||arrangf (an approximation of arranger, arrangement)|
|Tr.||Translb (an approximation of translator, translated)|
|U.S.A.||United States of America|
The system sorts shelflist cards by call number if you are so profiled. Your input stamp above the call number can also be included in the sort.
The following rules govern system actions for sorting call numbers:
This section defines general card problems and has guidelines for when to report problems.
The following causes account for most card production errors:
|Cause of Problem||Examples of Typical Errors|
|Cataloging profile has errors||Incorrect automatic stamps, stamps on the wrong card, wrong format and type of call number, wrong format or type subject headings, cards consistently in the wrong order, all cards for a holding library are unit cards, same type of card consistently missing, card packs consistently in the wrong order.|
|Input from record has errors||Spelling errors, incorrectly placed input stamps, incorrectly formatted cards, misplaced data, missing cards (if you forget to send the Produce command after editing).|
|Production problems at OCLC||Poor print quality, cards out of order, late cards, cards received out of sequence, damaged cards, no cards received.|
Profiling problems generally occur when you first start cataloging online or when you change your profile. Report profiling problems immediately. Profiling problems are characterized by consistency; that is, the same error happens in the same place every time. You should scrutinize your beginning production and periodically check it for profiling problems.
Input errors are usually obvious mistakes like misspellings that occur once. The most common input error is missing cards when you forget to send the Produce command after editing.
Production errors are usually one-time occurrences. The most common production problem is cards that arrive late because of being misdirected in the mail.
Use the following guidelines to determine whether to report a problem:
This section has guidelines for when to request a rerun of cards and when to request credits.
If a profiling error or production error caused problems with your cards, OCLC can rerun the cards or you can produce the cards online and then request a credit. Use the following guidelines when determining whether to request a rerun:
OCLC issues credits requested within the warranty period. Usually, a library requests credit for reproducing a small number of unacceptable or missing cards. OCLC also issues credits for profiling errors. OCLC does not issue credits for the following:
Contact your OCLC-affiliated regional network/service center or distributor to order a rerun or credit.
Report problems to your OCLC-affiliated regional network/service center or distributor. The office needs the holding library code and the dates of production to help in problem resolution.
This section lists the conditions under which the system produces zc cards and defines and gives guidelines for correcting bad cards.
The following rules govern when the system produces zc cards:
If a call number prints on line 7 or lower, the call number begins one or more lines below the first line of text and a portion of the call number is overprinted by the body of the card. The system produces a continuation card that has BAD CARD in the upper-left corner. Usually, only the title card is bad and can be manually repaired. Do not reproduce Bad Cards because the same error will occur again.