Cataloguing and Processing

A Resource for School Library Personnel

Chapter 2: Rules and Authorities

The set of rules that currently outlines international cataloguing standards in most English-speaking countries are in the Anglo-American Cataloguing Rules (AACR2). Because AACR2 contains provision for a number of options, and because the rules are open to various interpretations, this document has been compiled to suggest the minimum level which should be followed by schools cataloguing materials for use in Manitoba.

2.1 Anglo-American Cataloguing Rules Revised (Concise AACR2)

Descriptive cataloguing is defined by rules described in the American Library Association's Concise AACR2 -- 1988 Revision.

An outline of these rules follows

The Description of Library Materials
- general rule (0)*
- title and statement of responsibility area (1)
- edition area (2)
- special area for serials, computer files, maps, and other cartographic materials and music (3)
- publication distribution, etc., area (4)
- physical description area (5)
- series area (6)
- note(s) area (7)
- standard number (8)
Headings, Uniform Titles, and References
- choice of access points (21-29)
- headings for persons (30-44)
- geographic names (45-47)
- headings for corporate bodies (48-56)
- uniform titles (57-61)
- references (62-65)

* These numbers refer to specific rules of the Concise AACR2.

2.2 Classification Authorities

All materials should be classified to the levels outlined in the most current edition of The Abridged Dewey Decimal Classification and Relative Index. This one volume edition contains the same basic numbers as the full edition but permits the possibility of expansion should there be a need.

2.3 Subject Heading Authorities

The individual library may choose between Sears List of Subject Headings and Library of Congress Subject Headings (see Bibliography).

The Sears List has long been the standard for school and smaller libraries. For most school libraries it will suffice. The Library of Congress subject headings should be considered only for larger libraries. All other situations cannot support the cost. Changes in technology may justify the use of Library of Congress subject headings in the future. Commercial vendors will provide the opportunity to select one or the other or both. When cataloguing is purchased, both Sears and Library of Congress subject headings should be requested. Then when the records are loaded, Sears would be used for the present time. The school library must update its edition of Sears regularly.

Additional Canadian subject authorities may be derived from the National Library of Canada's Canadian Subject Headings and the Sears List of Subject Headings: Canadian Companion (see Bibliography).

The National Library of Canada's Canadian Subject Headings supplements the Library of Congress Subject Headings. Sears List of Subject Headings: Canadian Companion can be used in conjunction with the current edition of the Sears List of Subject Headings.

Assistance in the selection of French language subject headings may be found in Répertoire des vedettes-matière available on microfiche, revised every six months, from Laval University Press. Services documentaires multimedia (SDM) in Montreal publish the CD-ROM version known as RVM.

SDM also publishes Vedettes-matière jeunesse (see Bibliography) which is an adaptation and simplification of Répertoire des vedettes-matière for materials aimed at young people aged 4 to 12. This product is available in paper, diskette, and on the Internet.

The choice of subject authority is important in the construction of an automated catalogue. Sears, Library of Congress, and National Library of Canada (NLC) subject headings are each flagged differently in an automated catalogue. MARC records often include both Sears and NLC headings. Any school library wishing to index its OPAC only with Sears headings would be required to set up the software to index only properly flagged fields.

2.4 Dictionaries

There is no single dictionary that has been designated as an authority for Canadian usage in cataloguing. This can create some difficulties in the creation of a MARC catalogue when the sources of MARC records may be using alternate spellings. A typical example is the American spelling of "labor" and the Canadian version "labour." The individual library must decide to accept American spelling or select any good Canadian dictionary and change. Consistency in spelling is a major factor in the production of a useful card catalogue or OPAC. The extra time and effort this requires may render the decision to convert American spellings to Canadian ones impractical.

2.5 ALA Filing Rules

ALA Filing Rules (see Bibliography) are the standard for manual card catalogues which should be followed. Automated catalogues result in filing and filing rules becoming redundant.

2.6 MARC Cataloguing Guides

The National Library of Canada's Canadian MARC Communications Format: Bibliographic Data and the Library of Congress's USMARC Format for Bibliographic Data (see Bibliography) are useful tools for those working with MARC data. For the school library environment, it is recommended that a less technical guide such as Beaumont and Associates' Make Mine MARC (With Integrated Format ) be used (see Bibliography).