CAUTION: POLICY MANUAL IS UNDERGOING REVISION AND UPDATING 7 MAY 2021
Accepted by the Cataloging Standards Committee
PARTICIPATING LIBRARIES
University of Maine
University of Maine at Augusta
University of Maine at Farmington
University of Maine at Fort Kent
University of Maine at Machias
University of Maine at Presque Isle
University of Maine School of Law
University of Southern Maine
Bangor Public Library
Maine State Law & Legislative Reference Library
Maine State Library
Last updated October 3, 2017
NOTE: Implementation of RDA standard February 10, 2014
RDA Checklist for URSUS libraries
- General policy: Avoid duplicate records
- Exceptions
- Elimination of existing duplicate non-serial bib records
II.ITEM RECORDS
A. Record creation
B. Modification of existing records
In the URSUS database there should be only 1 bibliographic record for each unique title. Each cataloging library must therefore search the database before adding a bibliographic record, in order to avoid duplication. An item to be cataloged is considered to match an URSUS record if the following fields match:
- author
- title
- publisher or distributor (except for serials)
- latest copyright date
- edition
- collation
- series (except for serials)
- illustrator or translator
The above list provides general guidelines only. For detailed information about the criteria for matched records, see the appendix “WHEN TO INPUT A NEW RECORD” in the OCLC Bibliographic Input Standards manual. If the item and cataloging record meet these criteria to your satisfaction, consider the record matched in URSUS. DO NOT create a duplicate record.
Use a single bibliographic record when the same title is held in multiple formats (e.g. paper copy and microfilm). This is an exception to the OCLC guidelines. Prefer a bibliographic record for hardcopy over one for other formats. Code information for the alternative format in the item record and/or checkin record. (If there are no hardcopy holdings in URSUS, a bibliographic record for a microform format may be used.)
2.Exceptions: Cases where duplicate records are permitted. An OCLC-origin non-serial record in URSUS which on OCLC itself has been revised or replaced by another record. The most current OCLC record may or may not have the same OCLC control number; in many cases the new record will include an 019 field containing the control number of the obsolete record.
If LAW and/or MSL are listed in the bib record branch location field, download the new record (thus creating a temporary duplicate), remove your symbol from the obsolete record, and notify the other holding libraries that a more current record is available. LAW and MSL libraries will examine the new record to be sure it includes all required fields, enhancing it if necessary. Each of the holding libraries, including LAW and MSL, will transfer its holdings to the new record. The last library to transfer its holdings will delete the old (obsolete) bib record.
If, on the other hand, neither LAW nor MSL is in the branch/location field, simply overlay the obsolete record with the new OCLC record.
Serials represented by both successive and latest entry cataloging. Some UMS libraries are following successive entry while others are using latest entry in representing serials with changed titles. Both forms of cataloging may exist in URSUS for the same title, under the following guidelines:
a. Each library must attach its holdings to only one of the records.
b. If a successive entry OCLC record is modified to create a latest entry record on URSUS, the OCLC number must be removed from the URSUS record to prevent it from appearing to be a duplicate OCLC record.
c. Electronic Serials: An electronic serial record as provided by the Serials Solutions MARC record service may duplicate a print serial record. The print serial record will generally have a material type of “s” for serial; the electronic serial record will have a material type of “7” for e-serial.
When duplicates occur, field 856 in the print record should be suppressed by moving it to field 949. The 856 link provided in the electronic serial record should be retained, as links in Serials Solutions records are updated daily by the service. Adopted 9/24/04
d. Other serials. If a library finds an obsolete or otherwise incorrect serial record with another library’s holdings attached, a new record may be created. Libraries with records attached to the obsolete/incorrect record should be notified that a better record is available. The last library to transfer its attached records should delete the obsolete/incorrect serial bib record.
e. Pre-1989 RLIN records (field 001 has MEML#). Because these records lack OCLC numbers, they were not caught as duplicates in the original tape load.
f. Records with 501 fields (bound with).
g. Rare materials
Bibliographic record. Create or download a bibliographic record from OCLC. To avoid duplication, the cataloging library moves the 001 field to the 945 field using the y tag.ii. If the item being cataloged is not rare, but a bibliographic record for a unique and rare version of the item already exists in URSUS, the cataloging library edits the 001 field of the rare record and places it in the 945 field using the y tag. Then, the cataloging library downloads a fresh copy of the bibliographic record from OCLC and attaches an item to it.
Last revised 11/26/02
3. Elimination of existing duplicate non-serial bib records
Except for the categories listed above, the following steps should be taken to eliminate duplicate bibliographic records as they are encountered, provided that neither MSL nor LAW is listed as a holding library:
- If one bib record is DLC and the other is not, transfer attached records from the non- DLC record to the DLC record.b.
- If neither bib record is DLC, transfer attached records to the best quality record. (If the records are otherwise equally valid, the preferred record would be the one with the lowest numbered item record attached.)
- If one bib record is for hard copy and one for a microformat, transfer the attached records from the microformat record to the hard copy record.
- If both bib records are identical (i.e. description is identical AND 001 fields have matching OCLC control numbers), transfer attached records to the bib record with the lowest numbered item record attached.
- In all four cases above, update the location field of the bib record being retained, and delete the unwanted duplicate record.
- If two records contain identical 001 fields, but elements of the description do not match, further investigation is needed. For example: Two URSUS records have the same 001 and title and LCCN but the 300 fields do not agree, and the lack of agreement does not seem to be a simple typographical error. Cataloger may search OCLC to determine which of the URSUS records most nearly matches OCLC. Libraries whose holdings are attached to the suspect record should be notified.
It is difficult to foresee all possible circumstances that may result in near duplicates. However, each library should try to diagnose the problems as they are encountered, and contact the affected parties if there is doubt about whether the records are actually duplicates.In cases where MSL and/or LAW are among the holding libraries, transfer holdings only for the other holding libraries, and notify LAW/MSL that a preferred record is available. LAW/MSL libraries will enhance the preferred bib record as they deem necessary and transfer their own holdings. The last library to transfer its holdings will delete the obsolete bib record.In the case of serial records, transfer only your own attached records and notify all other libraries with attached records that a preferred bib is available. The last library to transfer its holdings will delete the obsolete bib record.
B. Creation of new bibliographic records
As noted above, new records should be created only when the item being cataloged has no matching record in URSUS. Records may be created in either of three ways: downloading from a bibliographic utility, keying, or batch loading from a purchased record service (System Office). Adopted 9/24/04
1. Downloading
a. Corrections. The following corrections are required in OCLC records to be used for downloading:
Correction of typographical errors
Updating of headings known to be obsolete
Completion of missing data in CIP records
Correction of coding errors
Elimination of 850 fields already in the OCLC record (Note that, as of spring 1998, 850 fields from OCLC are no longer downloaded into Ursus.
b. Verification. The following fields must be verified before downloading an OCLC record:
- Bibliographic level
- Record type
- Material type
- Language
- Filing indicators
c. Modifications. In order to keep URSUS consistent with OCLC, changes permitted in OCLC records (other than corrections) are limited to the following:
- Addition of subject headings
- Corrections to any fields or tags in Level 8 and UK Marc records
- Addition of titles and other added entries
- Addition of a date in the call number
- Addition of notes applying to the bibliographic record. (Local notes (OCLC 590’s) are to go in the local institution’s item record.)
- Deletion of invalid 856 fields. 856 fields which lead to a site that requires authentication for which URSUS users are not eligible, should be re-tagged to 949. This will suppress public display of the link information for future consideration without leaving frustrating dead ends for users.
d. Retagging of call numbers. The OCLC/Innopac interface automatically generates item record call numbers from any 050 (LC call numbers), 092 (Dewey call numbers) and 086 (Sudoc call numbers). If an LC call number from some other field (usually 090) is wanted, retag it as 050. If a Dewey call number from some other field is wanted, retag it as 092. If there is an unwanted call number in the 050, 092 or 086 field in the record to be downloaded, retag that number as a 949. This will preserve the information in the bib record without generating an incorrect item record call number.
e. Pseudonyms. Follow LC in choice of name, where LC’s policy can be determined. Refer from other names according to AACR2 rules. If an entry is encountered in URSUS that does not follow LC’s clear choice of name, notify the library involved so the record can be corrected. In cases where LC’s choice of name cannot be determined, choose name based on AACR2 rules. Should there be a conflict between 2 or more libraries in such a case, contact each other and agree on a name.
2. Keying
a. Permanent records. Key permanent records in MARC format. Minimum fields required are:
- Author (where appropriate)
- Title
- Publisher
- Date
- Material type (b1- )
- Campus library code (b2-)
- Cataloger’s initials (b3- )
- Branch (bn- )
- Publication number (if available)
- Physical description
- Subject heading(s)
b. Temporary records. These may be keyed in non-MARC format. Minimum fields for temporary records such as circ-on-the-fly are at the discretion of the inputting library.
Use ALL CAPS to key in temporary records, including order records and circ-on- the-fly records. This makes it easy for other URSUS users to distinguish these from permanent records.
3. Purchased Record Services
a. Electronic Serials Records
The majority of electronic serials records are provided by the Serials Solutions MARC record service. If your library needs a new electronic serials record, consult the Serials Solutions Client Center. Titles not in the Client center may be added and MARC record provided if the title is considered “full text cover to cover” by the vendor. If your library does not subscribe to Serials Solutions, (MSL, LEG, BPL) check to see if the title is covered under the System or Statewide Client Center. Titles not covered under these scenarios are governed by the rules outlined in section I.E.2.f., 856 fields. Adopted 9/24/04
[b. Government Document service – placeholder for further development] Last revised 6/4/93
C. Modification, replacement, deletion of existing URSUS bibliographic records
1. Required changes (when the information is available):
Addition of OCLC control number (field 001)
- Correction of obvious typographical errors
- Correction of tagging errors
- Updating of obsolete heading
2. Permitted changes are limited to the following:
- Corrections in descriptive cataloging
- RDA fields (33x, etc.)
- Addition of Library of Congress or local subject headings
- Closing the collation and imprint of dead serials
- Addition of 856 fields
- Deletion of 856 fields that link to advertising
- Deletion of invalid 856 fields. 856 fields which are valid, but which lead to a site that requires authentication for which URSUS users are not eligible, should be retagged to 949. This will suppress public display of the link information for future consideration without leaving frustrating dead ends for users.
These limits on changes to existing URSUS records are meant to keep the records consistent with OCLC. If an URSUS record has an OCLC number (field 001), the user should be able to depend on the content of the URSUS record as a faithful representation of the original OCLC record (with the exceptions noted above).
Because any library is permitted to augment a record with additional entry points, do not change legitimate subject headings or other entries that are in the correct form, even if you do not agree that they are appropriate. [Proposed rev. 9/25/17]
3. Overlaying: A library may overlay any URSUS bibliographic record if it is the only holding library. For non-serial records, a library may also overlay shared bib records if the new record clearly represents the same bibliographic entity and is superior to the existing record [eg. descriptive cataloging corrections or additional fields to enhance discovery].
a. OCLC – This includes, but is not limited to, cases where the 001 field in the existing URSUS record matches an 019 field in the new incoming record. The 019 field designation indicates the record is no longer in OCLC’s Worldcat and has been merged with or replaced thus URSUS should follow.
HOWEVER: Matching OCLC numbers alone are not sufficient to establish that 2 records are duplicates. It is the staff member’s responsibility to be certain that the items in question really are duplicates before overlaying. If in doubt, check with the affected libraries first.
Do not overlay shared serial records. Create/import a new record and notify other attached libraries that a preferred record is available. The last library to transfer its attached records should delete the old bib record.
b. Sky River records – If overlay of an existing record is called for to enhance the existing record the following fields should be protected:
- 246 Alternate title fields (occasionally added per request of public service staff eg. acronyms)
- 336-338 (RDA format triplet)
- 561 field (Gift/ note)
- 590 (local note field)
- 650, 690 (Library of Congress and local subject fields)
- 856 (linking field)
4. Deletion: If a library is deleting the last item record attached to a bibliographic record, the bibliographic record should be deleted also. Exception: If an order record is still attached after the last item is deleted the record cannot be deleted. Place an “n” in the bib record initials field to suppress public display.
5. Editing Electronic Serials records: Do not edit electronic serials records provided by the Serials Solutions MARC records service. These records are overlaid on a monthly basis. No fields are protected so that the maximum cataloging benefit may be gained from the service. Adopted 9/24/04
Section I.C.3 last updated 9/25/17
D. Representation of holdings for serial titles
- Use the same bib record for hard copy and microform holdings of the same title.
- Enter summary holdings in the checkin record or holdings record, NOT in the bib record. Attach a separate holdings (or checkin) record for each physical format. Use the location field in the checkin or holdings record to indicate location of the materials. Do not repeat the location information in the holdings statement itself. (Exception: Libraries may elect to use a single holdings record for more than 1 format. In this case the location field will represent the predominant format and each line of holdings information will include location information.)
- For several years one option has been to use field 850 in the bib record, sometimes accompanied by a dummy item record with location information, to record holdings for dead serial titles, titles no longer received, and large monographic sets. The new display format introduced with release 10 of the Innopac software in the fall of 1996 produced very confusing displays in the case of titles with bib record 850’s and also checkin records. As a result, the Committee agreed in December 1996 to proscribe further use of bib record 850 fields. Ideally, all existing cases of bib record 850s should be eliminated and replaced by attached holdings records. There were many thousands of such records however, and it was not feasible to eliminate all the 850 fields immediately. A review list was created of all bib records having both 850 fields and attached checkin/holdings records, since this combination causes the most confusion. The Committee agreed that each library would eliminate its own 850 fields from records in this review list. [Mission accomplished]
E. Representation of electronic resources
Digital materials come in a variety of formats (text, image, geographic data and numeric data), and fall into a number of categories including:
- Electronic journals (digitized versions of print and born digital journals)
- Journals that exist only in electronic form (aka born digital)
- Web sites
- Subject databases (full text and abstracts only)
- Indexes
- Government documents
2. Guidelines
a. Material selection: responsibility of the individual library
b. Ownership
- Databases:
- System owned: branch = sys; location = cyber
- Campus owned: branch = [campus]; location = [campus symbol]web (e.g. oweb)
- E-journals:
- Free: branch = sys; location = cyber
- Subscription: branch = [campus]; location = [campus symbol]web (e.g. oweb)
c. Maintenance
Until an automated system is available, individual libraries that add these electronic cataloging records are responsible for checking and maintaining links to the online resource.
d. Multiple versions
Whenever possible, one bibliographic record in the database with attached items for various holdings and formats is preferred. For examples see:
- The Student guide .b16779228
- Land use digest .b17287297
(Note the use of the 856 field to enable web access in the WebPAC.)
e. Item records
Create an item record for electronic resources held in tangible form in the library (e.g. CD-ROM). The item record for locally held electronic resources provides location information. For example, CD-ROM resources located at specific workstations with the library would require a location code and use of the 092 field for a corresponding “call number” for patron display. (Example: Prophone UPDATE). For internet resources, create an item record if there is no check-in or holdings record attached for public display. [Still required?]
f. 856 fields
- Advertisements (publisher link)
- Links that come with cataloging copy that work for the library that created the record but are not universal.
- LC CIP record link (ex., see Table of Contents link in title Sustainable tourism: a marketing perspective (.b3700556x).
- Legacy links (eg. ScienceDirect) Specifically, electronic links to e-journals as represented in a print serial record, if that record has an electronic serials record as provided by the Serials Solutions marc record service.
c. Keep: Value enhanced links (ex., Tables of Contents, author bio, forward, etc.)
(Note: Value added information about the content of an 856 is often coded in the |3. URSUS supports the display of the 856|3 in the webopac. When subfield |z and subfield |3 both appear in the same 856 field the |3 information displays first. When both subfields are in the same 856 field, they will display on the same line in the webopac).
Adopted 9/24/04
856 41 |uhttp://physicsweb.org/cgi-bin/Mags/PW/latest|zRestricted access (UM)|2httpExample of unrestricted resource:
856 41 |uhttp://www.lib.uidaho.edu:70/docs/egj.html|2http (Note that in this case no |z is required)b. If a login/password is required, add a 538 note to the bib record to instruct users. (This is needed because III does not support subfields k and l in the 856 field.)c. In the instance of multiple 856 fields in a bib record downloaded into URSUS, use the following criteria to determine which fields to accept and which to delete: 1st indicator = 0 [email resource]: delete field
1st indicator = 1 [FTP resource]: delete field1st indicator = 2 [TELNET resource: delete field1st indicator = 4 [web resource]: leave in record[NOTE: First indicator of 4 requires a second indicator, usually 0 or 1]1st indicator = 7 [GOPHER resource]: leave in record1st indicator = 7 or 4 [INDIRECT access to web resource]: delete field
a. Mat type: c (computer file)
b. URL (Uniform Resource Locator)
- 1st indicator 4; 2nd indicator is 0 (resource) or 1 (version)
- subfield u – give complete internet address of the item
- subfield z – text for OPAC display
- subfield 2 – protocol
Full text example:
856 41 |zOnline
version|uhttp://www.uli.org/pubs/ludmain.htm|2http
Enhanced record example:
856 40 |3Table of contents|uhttp://lcweb.loc.gov/catdir/toc/95-4400.html|zTable of contents (WWW access)|2http
For additional information on subfield codes applicable in the 856 field, consult OCLC’s Bibliographic Formats and Standards (1995 revision).
856 fields for items that are subscribed to by individual campuses and are not available to all users of the OPAC must include a |z indicating restricted access. See example above under 2.f.1 A 506 field should also be added to the bib record indicating restricted access. Monographic 856 fields should not need restricted access notes.
For e-journals with multiple holding libraries, each subscribing library will need to enter an 856 field in the record to allow access for their particular patrons. If, however, 3 campuses have a shared subscription, registered as a group, give the vendor restricted IP address.
Catalogers need to check URL’s to ascertain that the link is valid. (III screens out 856 first indicator 1 but not 7 or 4).
c. 516 field (Type of computer file or data note). Use this field to indicate nature and scope of the Internet resource. Use the terminology below:
- E-journal
- Web site
- E-directory
- E-bibliography
- Abstracts database
- Full text databased. 530 field (Additional physical form available note). Recommended by CONSER for the one record approach to electronic versions. Text examples:Recent issues are also available on the Internet via the World Wide Web.
Available also on the Internet; restricted to institutions with a print subscription and a site/user ID and password.Section I. E. added 8/25/97 ; last revised 2/9/01
a. Defined. Rare materials have a special cultural and historical value to an institution and sometimes a significant financial value in the marketplace. Characteristics of materials that may cause them to be considered rare include age, condition, intrinsic characteristics (such as special bindings, unusual illustrations, significant provenance), and bibliographic, research or market value. Rare materials refer to a variety of material as defined by each library. The bibliographic record of rare material may include enhanced description and copy specific information.
b. How to identify. The bibliographic records for rare material may be most easily identified, but not limited to, a branch location of spc (Special Collections) or smi (Smith cartographic collection). The 001 may be absent.
a. Bibliographic record. Create or download a bibliographic record from OCLC. To avoid duplication, the cataloging library moves the 001 field to the 945 field using the y tag.
b. If the item being cataloged is not rare, but a bibliographic record for a unique and rare version of the item already exists in URSUS, the cataloging library edits the 001 field of the rare record and places it in the 945 field using the y tag. Then, the cataloging library downloads a fresh copy of the bibliographic record from OCLC and attaches an item to it.
c. Copy specific or unique information should be placed in the 590 note field.
i. Autographs or inscriptions by anyone involved in the book’s production, such as authors, illustrators, book-designers, people of renown, and individuals associated with Maine.
590: :Inscription by author.
590: :Inscription by Kate Douglas Wiggin.
ii. Accompanying material should also be noted.
590: :Accompanying material in the Barbara Adams Collection.
590: :Accompanying material: picture of author from a contemporary periodical found between p. 35-36, v.2.
iii. Provenance. The immediate source of acquisition may be noted as well as more historical ownership.
541: :Mary Jones;|cgift;|dJuly 2001.
541: :Gift bookplate for Dr. E. Grosvenor Plowman.
561: :Bookplate of Kate Douglas Wiggin.
561: :Manuscript note on front fly leaves: Sarah R. Hutchinson, Windham, Me. 2001.
iv. Physical description. The alteration of the integral part of the book, outstanding bindings or signed bindings will be noted in a 500 field. Furthermore, a physical description can help establish the Library’s ownership.
500: :Imperfect. Plates wanting.
500: :Gray green cloth binding; gilt heraldic device surrounded by rose gilt lettering and rose design on spine.
500: :Binding signed: E E (Edward B. Edwards)
i. Citations to bibliographic resources. These citations allow for identification of specific editions of a title.
510: 4:Schramm, ‡c v. 4, no. 48, p.10, 50, and iii.
ii. Access points for enhanced bibliographic description using the RBMS/ACRL Thesauri, for example.
iii. Form and genre headings
655: 7:Travel literature|zIndia|zKumaun|y20th century.|2rbgenr
655: 7:Pictorial cloth bindings (Binding)|zUnited States|y20th century.|2rbbin
iv. Headings for people involved in the book’s production and provenance with relator terms.
700:1 :Sendak, Maurice,|eillustrator.
700:1 :Edwards, Edward Bartholomew,|d1873-1948,|ebinding designer
700:1 :Plowman, Edward Grosvenor,|d1899-|edonor 710:2 :Portland Junior College (Me.).|bLibrary
Section I. F. added 11/26/02
NOTE: This refers to item records created by means other than downloading. When a record is downloaded from OCLC, an item record is automatically created. (See I. B. 1. for downloading procedures.)
1. General
a. Dummy item records showing location and call number information may be created for large sets where individual item records are not required for circ or inventory purposes.
b. When an OCLC library attaches an item to an RLIN bibliographic record, an 001 field should be created in the bib record and the OCLC control number entered, in order to prevent future duplication. Similarly, when the Law Library attaches an item to an OCLC bib record, an 001 field should be created for the RLIN control number. [Proposed revision Sept 2017 sqf]
a. For consistency, use the following designations for VIPS information in the volume field of the item:
- volume –> v.
- part –> pt.
- fascicle –> fasc
- tome,tomo –> t.
- number, numero –> no.
- appendix –> app.
- supplement –> supp.
- update –> updt.
- index –> index
- manual –> manual
- opus –> op.
- (music) –> part
- (voice) –> high, low, medium
Do not use commas, e.g. “v.1 pt.2” rather than “v.1,pt.2”
a. Avoid the use of stamps to give location information where the same information is already available in the location field. Each library makes its own decisions about which call number stamps are used.
b. Call number stamps showing A-V formats are inconsistent between libraries. Consistency is desirable, but this issue was deferred. (Sept. 16, 1988)
c. Tagging: use 090 for LC call numbers; 086 for Sudoc call numbers; 092 for all other call numbers. NOTE: In the case of LC call numbers, this tagging is not the same as is used for downloading.
d. Where possible use the same abbreviations for VIPS information in call numbers as those used in the volume field.
1. Call number field. When changing a call number, do not make the corresponding change in the 090 or 092 field in the bib record. Leaving the original information in the bib record sometimes helps to trace a problem.
2. Deletion: If a library is deleting the last item record attached to a bibliographic record, the bibliographic record should be deleted as well. Exception: If an order record is still attached after the last item is deleted, place an “n” in the bib record initials field to suppress public display. Last revised 10/21/97
3. Items attached to Electronic Serials records
- History
- Creation / Maintenance: Authority records processing was automated in 2001, outsourced to the OCLC MARS Authority control service. The authority file was wiped clean and a brand new, completely updated file reloaded. Since this update, every three months a file of current cataloging was output to OCLC for clean up. These records were loaded back into URSUS with corrected headings. The service also supplied new authority records based upon the corrected bib file, as well as updates for existing authority records.
- Reports: OCLC reports that detailed updates for each authority record in the URSUS system, as well as overall corrections by category were posted on Library Support beginning with the 4th quarter of 2002 (October – December 2002 record update).
- Vendor change: In January 2005, OCLC sold its authority service to Backstage Library Works. Since that time Backstage has provided the same service as OCLC.
- General policy: The creation and maintenance of Authority records in URSUS is largely automated. Catalogers have occasional need to create authority records.
- Current Cataloging: Every three months a file of current cataloging is output to the vendor Backstage Library Works for clean up. These records are loaded back into URSUS with corrected headings. The service also supplies new authority records based upon the corrected bib file, updates for existing authority records, delete records, and detailed electronic reports.
- Retrospective cataloging: Once quarterly files are loaded, Innovative’s automatic authority control processing mechanism performs retrospective updates on bib records with catalog dates older than three months. The mechanism looks for matches on 4xx (see references) that exist in the corresponding 1xx of the bib record. If a match is found, the heading is updated to the 1xx referred to in the corresponding authority record.
- Manual creation of authority records:
- Copying: If an LC authority exists, it will be provided by the service. If the bib record with the headings in question has a cat date more than three months old and no authority record exists, use the predominant URSUS form if it exists. Otherwise use the predominant form used by the bibliographic utility.
- Downloading: RLIN authority records are downloaded as they appear in the utility. If the cataloger wishes to make changes to the record, the changes are made in URSUS after downloading.
- Keying: When keying in an original authority record, use the word “local” in the 001 or 010 field where the LC authority number would normally go. Use the following format in the 040 field: 040 LAW|cLAW|e[cataloger’s initials]
- Verification of headings in bib records
- General copy cataloging concerns: On the rare occasion that copy catalogers need to create an original bib record, or add a subject heading to an existing OCLC record, it is important to use the Verify Headings option before completing the bib record. If the record is simply copied from OCLC, it is assumed that the headings are good.
- Special collections cataloging concerns: When possible, it is desirable that catalogers who regularly contribute original cataloging to URSUS attempt heading verification. The System Office should be notified whenever a large or batch load of records of special collections bibs is entered into the system, for the purpose of acknowledging the effect it will have on quarterly BSLW authority reports.
- Order bibs: Libraries that enter “order bibs” should not add any access points / cat dates.
- Report review: Backstage Library Works generates reports on the Current Cataloging updates. Innovative software generates headings reports that detail changes made by the automated authority control processing. These reports are reviewed and actions taken by the Systems Librarian as indicated below:
- BSLW reports: These reports include all change and deletion reports. They are not reviewed, but archived on the Library Support site. They are consulted in the event of an authority issue.
- Innovative headings reports: These reports are run monthly before each monthly Marcive load and after quarterly Authority record loads. The LAW school runs first time headings before Marcive. The duplicates report is also run and distributed to the member libraries. The file is then wiped clean and Marcive loaded. Gov Doc duplicates reports are run for ORO, and then Serials Solutions records are loaded. The file is then wiped clean one last time, and begins again for the new month. Quarterly authority is loaded first when it coincides with other record loads. Headings reports are then run the next day to determine the extent of updating. After the quarterly reports are reviewed, the file is wiped clean again according to the regular monthly process.
[4/5/05]
The MARS Quarterly authority service is not a substitute for authority control. Its purpose is to free catalogers in the URSUS system from creating new authority records and the ongoing maintenance of existing authority records and headings. It is assumed that all system libraries will follow national cataloging standards (i.e. MARC, AACR2) and use nationally accepted forms where available. Recommended procedures for all System libraries are:
- Verification of headings: Verify all headings when performing original cataloging. Verify all headings and Marc Tagging added or changed when utilizing pre-existing authoritative cataloging copy.
- Special collections: National and documented local cataloging and authority standards should be applied to Special Collection Cataloging. The Standards Committee should be notified if Special Collection cataloging will vary from National and documented local standards. The Systems Office should be notified whenever large quantities or batch load of records of special collections or special project bibs will be entered into
the system, in order to anticipate, manage and review output of Authority
and Heading Reports generated by OCLC and URSUS. - Temporary bib: All temporary bibs are keyed in CAPS, without cat dates in the bib record . When possible avoid inputting non-standard or unverified headings. Temporary bibs include order records, course reserve records, circ on fly etc.
- Noted departure from Authority Policy should be reported for possible corrective action and/or discussion for Standards Committee members.
(Updated 6/19/06)
Order records document orders, receipt, funds used and other local library financial and processing information . Bibliographic records and attached Order records display and scope in URSUS until local library codes otherwise. Once an item is fully processed the display of order record in Ursus no longer desirable. If a title order or volume order is cancelled or withdrawn, display of order record and in some cases the bibliographic record is no longer desirable.
Most, if not all, pre-existing Ursus bibliographic records can be used to record orders including valid Serials Solutions records, [i.e. not suppressed]. Libraries may attach an order record and delete their suppressed item without affecting scoping. Serials Solutions records slated for deletion are kept in URSUS indefinitely so that order records may be kept as long as needed.
See INNOPAC General Cataloging Guidelines for more information.
Exception: BPL order bibs:
i. Bangor Public Library currently does not use the Innovative Acquisitions module, and therefore does not use order records. Instead they create short bib records. A BPL order bib is identified as follows:
- The record is in all caps
- It only contains the Title, Author and Publisher fields
- The Publisher field will contain some form of the wording: “BPL ON ORDER.”
- The bib is relatively recent (unless back ordered).
- The bib has no cat date.
- The bib has no item, order or checkin records attached.
ii. Guidelines: BPL order bibs appear in URSUS for a short period of time. Other libraries should not attach records of any kind to a BPL order bib.
The order record must be attached to an unsuppressed bibliographic record (initials in the bib do not equal “n”) to display.
The following order record codes display in Ursus if suppression codes are not invoked: copies, status, location, order date (ODATE).
EX: 1 copy ordered for DAR Periodicals 5-03-2002
AND
If or when the code for date received (RDATE) is not blank, display becomes “being processed”
Ex: 1 copy being processed for DAR Periodicals
Each library may have its own workflow and procedures for coding and displaying order records. When and if you do not want an Order record and its status to display in Ursus fill in the CDATE (Catalog Date). There may be other combinations of codes that suppress display but presence of a CDATE is absolute.
In general if you do not want a bibliographic record and all attached records to display, code initials as “n”.
If you do not want a bibliographic record to scope to your library in Public Display, any of the attached records, including orders must not have your branch or location code. In the case of orders, code location to 5 dashes. Note that bibs with such order records attached may have a ” “multi” in the bib location, i.e. a real holding library symbol and the 5 dashes.
Each library may have its own policy of when and why to delete order records . In general, libraries routinely delete orders that no longer need to be archived for received materials or cancelled orders.
1.To delete order records one by one, your individual Sierra login must be authorized. The circumstances under which you can delete individual records is detailed at Innopac Manual at Page # 105543 see ORDER. There is a difference between being authorized to delete a single order record and a batch. Only Maine Infonet personnel should be authorized to delete from a batch. NOTE: If you are in a shared acquisitions system such USM and Law library proceed with caution as you are able to delete the sharing library’s orders as well.
2.To batch delete, the Individual library creates the review file of their own orders and asks Maine Infonet to delete them. See Innopac Manual Page #107103 Delete Records Mode for information on batch order record deleting. (i.e. from a review) . All Sierra records deletions are final thus following prescribed coding practices is of particular importance in our shared system:
Collect a Review file of your library’s order records to be deleted. Per Innopac Manual, in batch delete, an order record with any status other than ‘c’, ‘e’, ‘o’, or ‘q’ can be deleted. Generally, the status should be “a” PAID or Z CANCELLED.
Name the review file: <Your Library name or code>″Orders for purge”, <date>, <your initials>.
Verify that order records in review file are the appropriate records to delete and they are ONLY your library’s orders.
Library notifies Maine Infonet the order record review file is ready for deletion. Maine Infonet will Delete the listed BIBLIOGRAPHIC record ONLY (if no other records attached) when your order record is purged.
1. Temporary records can be suppressed from public display by placing an “n” in bcode 3 (INITIALS). Records will remain accessible in the faculty and course records indexes.
2. Most libraries will not circulate periodicals. If a library does wish to circulate periodical issues or volumes on the fly, the following procedure should be employed to avoid creating misleading or cluttered public display screens:
- Key in a bib record which contains the library symbol in the title, e.g.: Newsweek BPL, or Newsweek (BPL). Suppress this record by placing “n” in initials field.
Whenever an issue of this title is checked out on the fly, attach an item record to the suppressed bib, rather than creating a new COF bib each time.3. Circ-on-the-fly records for the following categories may be retained in the database after the items are returned, to avoid repetitive creation of COF records for these materials:
- Vertical file materials (USM,UMF)
- Textbooks and other uncataloged materials (ORO Learning Materials Center)
- Paperbacks (University College, Bangor)
- Equipment
- Periodicals (BPL, Maine State Law and Legislative Reference Library)
These items are to be suppressed from public display. Annually, in June, a review file of COF records will be collected, and those that are neither current charges nor suppressed records will be deleted from the database. These are specific exceptions to the general policy of deleting COF records when the items are returned, and are authorized only because it is not feasible for the respective libraries to create permanent records for these materials at this time.
Purpose: To provide an overview of general cataloging policies to be followed by UMS Library staff.
The goal is to have one bibliographic record for multiple attached records per title. Order records attached to a bibliographic record, until the item is received, create duplicate bib records for a title. That is, for the same title, URSUS may have:
1. A pre-catalog bibliographic record (no date)
2. A full catalog bibliographic record (catalog date)
One order bib record (no catalog date) and one fully cataloged bib record (catalog date) may exist for the same title.
Possibilities when cataloging the item in hand:
I. Only one pre-cat bib record exists (no catalog date)
A. One order record attached to the pre-cat bib, and the order record belongs to your library:
1. Download an OCLC or other acceptable record (Z39.50) using the “Overlay” command with the URSUS b.number or .o (order record) number for the record. The CAT DATE in the bib record suppresses the order record from display.
OR2. Edit the pre-cat bib record to meet system standards (Le. MARC format and full access points). Add a CAT DATE in the bib record. To suppress the order record from display add date to the
COATE field in the order record, Create item records.
B. Multiple order records attached to the pre-cat bib, and one belongs to your library:
1. Download an OCLC or or other acceptable record (Z39.50) ( or key in a bib and item record) on URSUS. Do not overlay
2. Delete your location code from the BRANCH field in the pre-cat bib record’)
3. Add a date to the CDATE field in your order record.
II. Both a pre-cat and a bib record exist:
A. Your library’s order is attached to the pre-cat bib.
1. Attach the item record to the catalog record. Edit the bib record BRANCH field.
2. If only your library has an order attached to the pre-cat record, suppress display of the bib by adding an “n” to the initials field, adding a “z” in the inputting lib field, and adding a date to the CDATE field in the order record.
3. If several libraries have orders attached to the pre-cat bib record, suppress display of your library’s order by adding a date to the CDATE field in the order record and delete your library’s location code from the BRANCH field in the bib record.
4. The last library to catalog an item with multiple orders attached should suppress display of the bib record by adding an “n” to the initials field in the pre-cat bib record. Your library is the last library to catalog an item if your locations code is the only code in the BRANCH.
One bibliographic record per title will exist in URSUS for all libraries except Law. Each library is responsible for checking URSUS prior to creating new pre-cat bib/order/checkin records for serial titles.
Attached records may include any item, order and/or checkin records for cataloged serials. Dead periodicals records may have attached item records.
Law serials and periodicals can be cataloged separately. Attached records for Law titles may include item, order and/or checkin records. Item records will exist for Law periodicals.
a. If an URSUS record is found, add your order and checkin record to the existing catalog bib record. Do not edit the bib record to reflect your holdings in the 850 field. Holdings statements are defined on the checkin record, or a dummy item record for current serials. If you are adding holdings to a bibliographic record with an 850 LIB HAS field, notify the defined holdings library to remove the 850.
b. If an URSUS cataloged record is not found, create a new catalog record.
- The acquisitions OCLC interfaces have been profiled to match the existing OCLC catalog interfaces. A pre-cat bib record from OCLC will look like a catalog bib record. The primary difference is the absence of a catalog date in the pre-cat bib record. The interface may be used for downloading acquisitions or catalog bibs. The command recs=b is used for a catalog bib with the cat date automatically supplied. The command recs=bO is used for an acquisitions/order bib with a blank cat date automatically supplied. NOTE: the command may also be formatted as: recs – band recs – bO
- Order bib records may be either a full MARC record (downloaded from OCLC) or a keyed-in brief bib record in MARC or a non-MARC format, keyed in all capitals. Full MARC order bibs should have fields 100 and 245 in all caps.
- Acquisitions staff may encounter a situation where only a catalog bib exists in the database. The function to generate a duplicate bib record may be used to create a pre-cat bib record and attach an order record. The cat date must be edited from the newly created pre-cat bib record.
- The CAT DATE on a new record default templates has been changed to blank, although you will still be prompted for a date. It is imperative that the acquisitions bib record have a blank cat date, and that the catalog bib record show the cat date.
Definitions of database groups:
- Individual– Campuses with individual database purchases.
- Cataloging responsibility: individual campuses.
- Free– Databases available without required subscription.
- Cataloging responsibility: interested/discovering campus.
- Shared– Databases purchased by more than one campus, but not system or state-wide.
- Cataloging responsibility: originating library (the library that first proposed subscription purchase)
- System/ State-wide. Databases available to all campuses or all in-state libraries (purchased by URSUS, state funding, etc.)
- Cataloging responsibility: University of Maine/Fogler.
II. Cataloging
A. Adding a database
1. All databases must be cataloged in URSUS.
2 . Library keys database into Mariner Indexes and Databases (I&D) interface. MaineInfonet keys System/State-Wide databases into Mariner Indexes and Databases.
a. Please refer to the “Notes on Key Fields” document for definitions of interface fields. Or click on hyperlink of any field for more information.
b. Assign subject and genre terms from the interface thesaurus EXCEPT MaineInfonet staff.
3. Add 856 to bib record in URSUS (pending authentication URL from MIN Systems Office).
4. For all database additions, please send a message to the URSUS mailing list to notify MIN staff, library contacts and the Mariner Subject Committee of newest database additions. Please designate if the database is a free resource: this will allow libraries to decide whether to add their library to the record. For all System/State-Wide databases, MaineInfonet will send a message to the Ursus Mailing list. Mariner Subject Committee member(s) will review subject heading assignments and contact contributing library with any suggested revisions.
B. Modifying/maintaining databases
1. If changing or adding subject or genre headings to a pre-existing entry, notify Mariner Subject committee for Subject Heading Review. Notification is not necessary for individually purchased resources.
2. If a suitable subject or genre heading is not available for a selected database, send suggested changes or additions to Mariner Subject committee for Subject Heading Review.
Mariner Subject Committee reviews Indexes and Databases lists semi annually, once at winter break and again after May graduation using the analysis tools: list of suppressed records, spreadsheet of subjects assigned, link checking spreadsheet.
C. Deletion of databases
1. A library may delete or suppress an URSUS catalog record for a database if they are the only holding library. UM System-wide and/or state-wide resources shall be deleted by MIN staff.
2. If a non-system-wide, non-statewide database is no longer available due to cancellation or other factors, the discovering library should remove their location from the interface and their holdings from the URSUS catalog record. That library should then notify the MIN Library Support Specialist via ticket based support system. Submit ticket as Subject: Mariner I&A Delete. The MIN Library Support Specialist will notify other system libraries that the database is no longer available, and delete or suppress the Mariner Database entry at their discretion.
October 17, 2011 Final revision, October 12, 2012
