Publications

Education, Citizenship and Youth

Kindergarten to Grade 12

Cataloguing and Processing

A Resource for School Library Personnel

Chapter 5: Descriptive Cataloguing

5.1 Introduction

Cataloguing and classification are used to develop an index of the library collection to enable users to determine the availability of resources. Create a card or manual system with two different files (using 3 x 5 inch cards) that have

a shelf list file for staff use
a dictionary catalogue for use by staff and students

Shelf List

The shelf list is an inventory file and forms a complete record of the materials owned by the library. It should be housed separately from the regular catalogue. It is called a shelf list because its cards are arranged in the same order as the materials on the shelves.

Dictionary Catalogue

The dictionary catalogue, an index to the library collection, should be located in the main part of the library. The file is called a dictionary catalogue because its cards are arranged alphabetically (see the ALA Filing Rules).

To create these files, information on each book or item in the collection has to be collected, assigned, and recorded. Four basic steps are involved that are similar either to creating a manual card catalogue or to gathering information for an automated system.

The steps are to

record the bibliographic information for the item
assign classification numbers
assign subject headings
determine other indexing terms

5.2 Preparation For Cataloguing

As this information is collected or assigned, record it on 3 x 5 inch pieces of paper. As the catalogue cards are typed from these slips, they are sometimes referred to as "Typing Slips" or "T-slips." A T-slip is required for each item. When completed, the cards are data processed/typed and filed. An alternative to this T-slip method is the use of one of the commercially-available systems that allows the user to generate complete card sets from the input of this initial shelf list information.

The cataloguer may also choose to work directly from the item, by penciling in the Dewey number, underlining the main entry, and writing subject headings on the reverse of the title page. This avoids the use of T-slips.

5.3 Descriptive Cataloguing

Descriptive cataloguing consists of two elements: describing the physical item, and determining the main entry and added entries. In this section, the key elements determining main entry, correct formatting of the entry, and physical details of the entry are shown. The proper punctuation, layout, and style of cataloguing are shown rather than explained (see figures 1, 2 and 3). To help those who are automating their systems, the examples provide both the card and MARC formats.

Describing a book is recording the bibliographic information (author, title, publisher, date, number of pages) for each book on a 3 x 5 inch T-slip. This information is recorded exactly from the title page of each book. Follow the punctuation style precisely as it is described and illustrated in this resource. Write or print information clearly to enable the data processor/typist to process it accurately.

5.3.1 Levels of Detail in the Description

The details in the level 2 AACR2 specifications include

exact spacings and punctuation
the elements of cataloguing and their spatial relationships

5.3.1.1 Complete Details [Figure 1]

Figure 1

5.3.1.2 Explanation of the Card Layout [Figure 2]

Figure 2

= Classification number (Dewey class)
= Main entry (person's name)
= Title
= Statement of responsibility
= Publishing details (imprint)
= Physical description (statement includes the extent of the item, the physical details, and details of accompanying materials)
= Notes
= ISBN (International Standard Book Number)
= Subject heading (topical)
= Added entries
= National Library of Canada Control Number or Library of Congress Card Number
= Call number

5.3.1.3 MARC Example of Figure 2 [Figure 3]

If the book by Pierre Berton is displayed as a MARC record, it appears as

Figure 3

In older records, you will often see the "1" and "0" follow the MARC 100 field tag. The "1" and "0" are indicators. The "1" indicates a single surname while the "0" indicates there is no relationship between the main entry and the subject of the item. This is the most common format encountered during a recon. Any book with an author follows this same format in a MARC record. In current practice, the record indicator is not used.

$a = a tag delimiter

In most systems, the local call number will appear as 090 or 092. For standardization in this document, 090 has been used in all examples.

5.3.2 Choice and Form of Main Entry

The first task facing the cataloguer is to determine the choice of main entry. The general principle of main entry is to enter a work under the person(s) or corporate body responsible for its intellectual content. In the case of books the chief source of information is usually the title page. Record the information exactly as it appears on the title page. Information appearing elsewhere in the item may be used in the catalogue entry. Take care to ensure the consistent spelling of the author entry within the catalogue (in current practice, editors and compilers are never given a main entry although they were in the past).

In current practice, authors are always entered under the commonly known name (e.g., Mark Twain is under Twain, Mark rather than Clemens, Samuel Langhorne).

The general rule for titles of nobility is to employ the most commonly used name. An aristocrat may be entered under his or her family name or title (e.g., the Duke of Wellington is entered under his title rather than his family name).

5.3.2.1 Author Main Entry (Card Example) [Figure 4]

The author's name appears on the top line of the card four lines from the top of the card and indented nine spaces from the left margin to allow for the entry of long Dewey numbers.

The surname is given first, followed by a comma, and then the given names of the author in the usual order. Inclusion of birth and death dates is optional.

Figure 4

5.3.2.2 Author Main Entry (MARC Example) [Figure 5]

Personal name main entries are placed in the 100 field of the MARC record.

Figure 5

The 100 is the field of interest in this example.

The $a precedes a name subfield. All MARC fields have subfields.

5.3.2.3 Corporate Body Main Entry (Card Example) [Figure 6]

On occasion, the school library may have materials that are the products of a corporate group such as associations, governments, business firms, and conferences. Rule 21.1B2 of AACR2 defines a corporate body as an organization or a group that acts as an entity and is identified by a particular name. When a corporate body is responsible for the intellectual content of a work, the main entry is listed under the corporate body. It is rare that a school library finds itself in possession of large numbers of government documents or works emanating from corporate groups. If there is doubt on the part of the cataloguer, main entry is by title.

Always enter governments and government departments and committees under the name of the country, province, or local jurisdiction.

Figure 6

5.3.2.4 Corporate Body Main Entry (MARC Example) [Figure 7]

Corporate main entries are placed in the 110 MARC field.

Figure 7

The 110 is the MARC field tag of interest in this example.

The $a precedes a name subfield.

The 245 title field provides a typical example of how subtitles are treated in MARC records. The $a introduces the title proper, Selection of automation systems. It is followed by a "space :$b." The $b introduces the subtitle criteria for school libraries in Manitoba. It is followed in turn by the statement of responsibility field. The punctuation is "space / $c" followed by the statement of responsibility -- in this case the School Library Media Program Curriculum Committee.

Note: The classification number has been reduced to 027. Most school libraries have a limited number of works on library automation. Therefore, further subdivision of the classification number is redundant.

5.3.2.5 Personal Name Added Entry (Card Example) [Figures 8a and 8b]

If there is more than one author or an illustrator listed on the title page, record only the first author as the main entry. An added entry is made for the second author or illustrator. If three or more authors appear on the title page, main entry is by title.

Figure 8a

Figure 8b (Added Entry)

5.3.2.6 Personal Name Added Entry (MARC Example) [Figure 9]

The tracings for individuals such as editors, illustrators, and secondary authors are entered in the 700 field. The field may be repeated as often as necessary. If an individual or corporate body has been recorded in the statement of responsibility area, it is traced in the appropriate 700 or 7 field. Corporate added entries follow the same general format but are entered in the 710 field.

Figure 9

Note the 700 MARC field tag in this example.

The "1" which follows the 700 field is an indicator. The "1" indicates a single surname .

5.3.2.7 Main Entry by Title (Card Example) [Figure 10]

If no author is listed, or three or more persons or corporate bodies are listed, the main entry is by title. Make an added entry only for the first author named. The remaining authors or corporate bodies are not recorded by name in the statement of responsibility but grouped under the heading [et al.]; neither are they traced.

Works entered under title are typed in a form called a hanging indention. The main entry begins on the fourth line from the top of the card. The call number begins on the fourth line and is indented one space from the edge of the card. The title begins nine spaces from the left margin and is continued at the second indention.

Figure 10

5.3.2.8 Main Entry by Title (MARC Example) [Figure 11]

Title main entries are placed in the 245 field.

Figure 11

Note the 245 MARC field tag in this example.

The "0" and "4" which follow are MARC field tag indicators. The "0" indicates that there is no author given and the main entry of the work is by title. The "4" indicates the number of non-filing characters.

The $a is a subfield which precedes the short title/title proper.

In the 650 field, the indicator "5" denotes a National Library of Canada heading.

5.3.2.9 Books with Editors or Compilers (Card Example) [Figure 12]

Books without a clearly identifiable author are treated as title main entries. In cases where an editor or compiler is named as responsible for the work, main entry is again by title. Note that the title of the item is recorded first in the statement of responsibility area and is followed by the editor. The editor is traced at the bottom of the card. The indention pattern is different when the T-slip begins with the title. The second and succeeding lines are indented two spaces under the first line.

Figure 12

5.3.2.10 Books with Editors or Compilers (MARC Example) [Figure 13]

Figure 13

Again the 245 MARC field tag is the subject of attention.

The "0" and "4" which follow the field tag are indicators. The "0" indicates there is no author and the main entry is by title. The "4" indicates the number of non-filing characters, in this case four.

The $a precedes the title proper and is followed by a "space / $c" and the name of the editor of the work. As the editor is traced here in the statement of responsibility area, he must be recorded in the 700 field as an added entry.

5.3.2.11 Books with Retellers or Adaptors (Card Example) [Figures 14a and 14b]

In cases where there is an adaptor, this individual is given the main entry and an added entry is given to the original author (if there is one). This situation is commonly encountered with the works of the Brothers Grimm and Hans Christian Andersen.

Figure 14a (Main Entry)

Figure 14b (Added Entry)

5.3.2.12 Books with Retellers or Adaptors (MARC Example) [Figure 15]

Figure 15

The 245 MARC field tag is the key in this example.

The "1" and "4" after the 245 field tag are indicators. The "1" indicates there is an author. The "4" indicates the number of non filing characters.

The $a is the subfield which is followed by the title proper. It is followed by a space /$c and the statement of responsibility area. Even though Hans Christian Andersen originally wrote the work it is retold here by Bob Smith. For this reason Smith is placed in the 100 main entry field. Andersen is traced as an added entry in the 700 field.

The indicator in the 700 field is a "1"which denotes the presence of a single surname.

5.3.3 Cataloguing Format

Once the form of the main entry has been determined add the title information to the T-slip.

5.3.3.1 Title

The title is recorded on the next line and is indented two spaces under the author.
The first letter of all proper names is capitalized, otherwise lower case letters are used except for the first letter of a title.
Subtitles follow the main title and are preceded by a space-colon-space ( : ).
The full title is the beginning of the "title paragraph."

5.3.3.2 Statement of Responsibility

A statement of responsibility is required for persons or bodies with major responsibility for the item (e.g., an author, corporate body, illustrator, editor, translator). If the person or body named in this first statement of responsibility is recognizably the same as that chosen for the main entry heading and the rest of the statement consists only of the word "by," omit the statement.
A first statement of responsibility follows the title and is preceded by a space-slash-space ( / ). Each additional statement of responsibility is preceded by a space-semi colon-space ( ; ). A statement of responsibility is required when there is an author(s), an illustrator, or an editor being traced.
Any author, editor, illustrator, and corporate author, who may be recorded in this area, should be traced at the bottom of the card, although this is at the discretion of the library. Added entry cards are produced for inclusion in the catalogue.

5.3.3.3 Edition

The edition statement, if necessary, is next.
It is preceded by a period-space-dash-dash-space (. -- ).
The edition statement is included to indicate a revised edition or a numbered edition. Use abbreviations: Rev. ed., 3rd ed.

5.3.3.4 Place of Publication, Distribution Area

In this area, information regarding the place of publication, the name of publisher and date of publication is recorded. Collectively this is known as the imprint. This information will generally be found on the title page. The area is preceded by a period-space-dash-dash-space. (. -- ).
The city of publication is noted first. Transcribe the first named place as the source of the publication. The rule holds even if two or more places are named.
e.g., Toronto
(Source of information reads: Toronto, Buffalo, London)
If the city of publication is uncertain, supply the probable place in the language of the chief source of information, followed by a question mark. The city is to be enclosed in square brackets when the cataloguer is uncertain.
e.g., [Toronto?]

5.3.3.5 Name of Publisher, Distributor

Record the name of the publisher or distributor next. It is preceded by a space, colon, space ( : ). Give the name of the publisher in the shortest form in which it may be understood.
e.g. Toronto : University of Toronto Press
The publisher's name may be shortened to eliminate terms such as Ltd., Co., and Inc.

5.3.3.6 Date of Publication

The date follows the publisher and is preceded by a
comma-space (, ).
If there is no date on the title page, select the most recent copyright date. These dates are most commonly found on the back (verso) of the title page. Do not use the printing date, unless there is absolutely nothing else.
If no publication date is available, provide an approximate date of publication. These approximate dates are to be surrounded by square brackets.
e.g., [1969?] probable date or [197-?] decade uncertain
The date completes the title paragraph.

5.3.3.7 Physical Description

Begin a new paragraph for the physical description and indent it two spaces. The information for this area may be taken from any source.
Record the last numbered page, leave a space and then record the abbreviation "p.".
i.e., 357 p.
The last numbered page of a preface paginated with Roman numerals should be recorded, followed by a comma, then followed by the last numbered page with Arabic numerals.
i.e., xiii, 357 p.
Record the number of physical units, the components, and the total playing time as appropriate.
e.g., 1 jigsaw puzzle (30 pieces), 4 filmstrips
In the case of multi-volume works, record the number of volumes
e.g., 5 v.

5.3.3.8 Illustrative Matter

Record the abbreviation "ill." after the number of pages when the book is illustrated with pictures, diagrams, drawings, tables, or maps. It should be preceded by a space-colon-space ( : ).
i.e., xii, 120 p. : ill.
MARC example: 300 $axii, 120 p. :$bill.

5.3.3.9 Dimensions

Measure and record the physical size of the text in centimetres. It should be preceded by a space-semicolon-space. ( ; ).
i.e. xii, 120 p. : ill. ; 24 cm.
MARC example: 300 $axii, 120 p. :$bill. ;$c24 cm.
Record items where the width is greater than the height as follows
i.e., xii, 120 p. : ill. ; 16 x 24 cm.
MARC example: 300 $axii, 120 p. :$bill. ;$c16 x 24 cm.
Note: The height is listed before the width.

5.3.3.10 Series Area

The series, if any, is recorded next. It should be preceded by a period-space-dash-dash-space. (. -- ).
Each series is enclosed in round brackets.
An item which is a numbered part of a series should be recorded after the series title. Punctuation is space-semi-colon-space. ( ; )
i.e. (The ship ; v. 6)
MARC example: 440 $aThe ship ;$v6

5.3.3.11 Note Area

Leave two lines after the physical description before beginning note entries.
Record here bibliographies or indexes, if present. Contents notes, summaries, multivolume works, in another language, audience level, and local note are also entered in this area.
i.e., Includes bibliographical references (p. 116) and index.
MARC examples:
500 $aIncludes index.
504 $aIncludes bibliograhical references (p. 116) and index.

5.3.3.12 Standard Book Numbers and Library of Congress Card Numbers

The last items to be entered as part of the physical description of the book are the ISBN, LC card numbers, and Canadian National Book Numbers (CNBN). While these particular numbers are of no use to the clientele, their presence saves the librarian countless hours during a retrospective conversion if they are included on the shelf list card. These numbers are essential when searching for MARC records.

ISBN begins on the line immediately following the last note.
i.e., 087287221 (pbk)
MARC example: 020 $a0872872211 (pbk).

The Canadian National Book Number or Library of Congress card number is to be entered after the tracings in the bottom right hand corner of the shelf list card.

5.3.3.13 Multiple Copies of the Same Book (Card Example) [Figure 16]

If the library possesses two or more copies of an identical item, note it on the T-slip. Record "c.1" (for copy 1), "c.2", etc. (for as many copies as the library has) in the near left-hand edge of the card near the middle of the card.

Figure 16

5.3.3.14 Multiple Copies of the Same Work (MARC Example) [Figure 17]

Figure 17