Bibliographic Cataloging: General MARC Field Policies

Formats, Modes of Issuance, Etc

Consult and follow the instructions in the specific sections (serials, congressional publications, etc.) of the Cataloging Guidelines as well as those below.

Punctuation

PCC Policy on ISBD Punctuation

A new Program for Cooperative Cataloging (PCC) policy on ISBD punctuation began April 8, 2019, as announced in Guidelines for Implementing New PCC Policy Regarding Terminal Periods in MARC Bibliographic Records.

• Original Cataloging
  • GPO exercises option 1 of phase 1 to continue the current practice of including terminal periods.
• Copy Cataloging
  • PCC Records
    • Leave the punctuation as is.
    • Do not add omitted terminal periods to descriptive fields when exporting PCC records from OCLC to the CGP.
  • Non-PCC Records
    • Do not add terminal periods omitted in fields eligible under the policy.
    • Per the PCC policy, the terminal periods may be omitted in the following fields. Frequently used fields are highlighted.

Transcription

Follow the transcription rule from RDA Appendix B.4: “For transcribed elements, use only those abbreviations found in the sources of information for the element.” GPO will follow RDA 1.8.1-1.8.2 and substitute Arabic numbers for roman numerals. GPO local practice follows capitalization from the Chicago Manual of Style.

See also: Cataloging Guidelines: Bibliographic Cataloging: Serials: Numbering – Exceptions to the RDA Principle of Transcription, or “Take What You See”

Fixed Fields

ELvl - Encoding Level

PCC Level

• Whenever possible, catalog records at PCC level.
• This applies to original and copy cataloging.
• All access points in a PCC record must be authorized, including personal names.

I Level

• Encode records at I Level in the following situations
  • A personal name or other type of access point cannot be authorized. See instructions Bibliographic Cataloging: General Policies.
  • Congressional publications and other priority titles with uncontrolled access points, which are to be updated to PCC once the access points have been authorized.

007 - Physical Description Fixed Field 

In Hathi Trust records:

• Leave this field as is in OCLC.
• Provider neutralize in Aleph/CGP, generally as: 007 c ǂb r

Variable Fields

007 

See '007 - Physical Description Fixed Field' above under 'Fixed Fields'

037 - Source of Acquisition

• Follow GPO spacing conventions for numbers.
• Do not include an address.
• Retain an address already recorded in this field.
• Do not use brackets.

‡a – Stock number

• Add only non-GPO stock numbers to records.
• See GPO Sales Information in Bibliographic Cataloging: Overview.

‡b – Source of stock number/acquisition

• Record the source agency in abbreviated form.

Multipart Monographs and Serials

• Record each stock number in a separate 037 ‡a.
• Include qualifying information to identify each stock number in parentheses.

040 - Cataloging Source

‡e - pn (Provider-Neutral)

• While most GPO records for online resources are provider-neutral, some are not, such as Federal Depository Library Program Web Archive records.
• When adapting a record that is not provider neutral but contains "e pn," remove that ‡e, or, if appropriate, convert the record to provider neutral
  • This action would not be appropriate for certain projects that may utilize specific practices.
• On a more general level, never change a record that is provider neutral to one that is not regardless of the coding in 040 ‡e.

‡e - local

GPO Practice

For some new bibliographic records created through automated or partially automated processes, the MARC Description Convention Source Code “local/GPO” is used in ‡e. These records may contain different types of metadata elements due to various factors, such as the metadata source or processing method, and may not fully comply with RDA guidelines.

A double slash in ‡e (e.g., local/OLA/GPO) indicates the metadata originated with a partner organization. The original metadata may have been adapted by GPO to meet GPO’s encoding level specifications. For more information about these specifications, see Bibliographic Cataloging: Overview, Cataloging/Metadata Encoding Levels Policies.

When records are re-described in RDA, the local code is replaced with ‡e rda.

041 - Language Code

• Include this field when the language code in the fixed field 008/35-37 of the record is insufficient to convey the languages associated with a resource.
• Use codes from the MARC Code List for Languages.
• If the MARC list does not contain a code for the specific language:
  • Use a MARC code for the language family.
  • Also include an ISO 639-3 code for the specific language.

For complete details, see Guidelines for the use of ISO 639-3 language codes in MARC records.

050 - Library of Congress (LC); 060 - National Library of Medicine (NLM); 070 - National Agricultural Library (NAL); 082 - Dewey Decimal Classification and Call Number

• Do not modify any classification or call numbers assigned by other institutions
• Add 050 and 082 fields for ECIP titles only
• Do not delete or modify these fields unless assigned by GPO
• Retain these fields in both OCLC master records and CGP records if one or more of the following criteria are met:
• 1. it is a Congressional or ECIP publication
  2. it has second indicator 0 (zero)
  3. It has first indicator 0 (zero) (item is in NAL) and the symbol “AGL” or “NLM” is in the 040 field.
  4. the record is already PCC-level before being adapted by GPO

Derived records

• When deriving from an LC record containing a 050 field with second indicator 0 (zero), a new record for a different format of the same work/expression
  • Retain the 050 and/or 082 fields in the new record.
  • Change the indicators "#4" (blank 4) or "04"
• GPO retains the call number in the new record, because the classification was assigned by LC for another format of that work/expression.

100/600/700 - Personal Name Access Points

This guidance applies to all bibliographic access points for personal names. Also see additional guidance for:

• 100 - Principal Creator - Personal Name
• 700 - Personal Name Associated with a Work

For information relating to statements of responsibility, see 245 ‡c - Statement of Responsibility (SOR). For additional information about access points in GPO bibliographic records, see Bibliographic Cataloging: General Policies.

GPO Practice

• All personal name access points must be authorized in bibliographic records for higher priority resources.
• For lower priority resources, unauthorized personal name access points may be allowed according to Bibliographic Cataloging: Overview, Decision Tree for Personal Names.

100 - Principal Creator – Personal Name

For general personal name instructions, see 100/600/700 - Personal Name Access Points.

For information relating to statements of responsibility, see 245 ‡c - Statement of Responsibility (SOR).

For more information, see Bibliographic Cataloging: General Policies.

When principal responsibility among persons is not indicated and there is no corporate body creator according to RDA 19.2.1.1.1, use the first author listed on the resource as the principal creator.

110/111 - Principal Creator - Corporate/Meeting Name

Original Cataloging

• A corporate body or meeting name that meets one or more of the categories in RDA 19.2.1.1.1 is recorded in field 110/111 as the principal creator of the work.
• The work authorized access point of a derived record does not need to match the work AAP of the original record.

GPO Practice

• In addition to commonly encountered categories of 19.2.1.1.1, such as annual reports, commission reports, legislative hearings, conference proceedings, maps, and laws, GPO enters the following types of resources under a corporate body principal creator:
  • GAO reports
  • Environmental impact statements and other environmental assessments, plans, etc., in which the corporate body makes recommendations and/or plans, or outlines a particular strategy that should be taken

Copy Cataloging

• Do not modify existing DLC, AGL, NLM, BIBCO, and CONSER records to change the existing authorized access points.
• For other existing records, either add or remove 110/111 field, in accordance with RDA 19.2.1.1.1, or for the special types of resources listed in the Original Cataloging section.

130/240 - Unique Title for Work or Expression

For more information, see: Bibliographic Cataloging: General Policies: Distinguishing Works and Expressions with Identical Authorized Access Points and Language Editions.

RDA/LC-PCC PS:

2.3.2.1
2.3.2.2
6.2.2.2
6.27.1
6.27.1.9
6.27.3

Work or Expression Authorized Access Points

• Work authorized access points are constructed in two ways:
  • The principal creator (1XX) and the preferred title (245)
    • For the majority of government resources, the preferred title is taken from manifestations of the work.
  • The preferred title (245) only
• The following elements of a title proper are considered part of the preferred title:
  • ‡a - Title
  • ‡n - Number of part/section of a work
  • ‡p - Name of part/section of a work
• Remainder of title (‡b) is not considered part of the preferred title.

Breaking Work or Expression Authorized Access Point Conflicts

• When the work or expression AAP of a newly cataloged record conflicts with the AAP of an existing record, the 130 or 240 field adds to the title proper found in the 245 ‡a, ‡n, ‡p of a different work or expression.
• This distinguishes the AAP of the work or expression from that of a different work or expression.
• When the AAP for the existing, different work or expression consists of a preferred title (245 field) combined with a creator or agent (1XX field)
  • Add a 240 field to differentiate the access points.
• When the AAP for the existing, different work or expression consists of a preferred title only (245 field but no 1XX field)
  • Add a 130 field to differentiate the access points.

Language Editions and Translations

• Language editions are
  • issued by the same body
  • published simultaneously or nearly simultaneously.
• Translations are
  • issued by an entity other than the issuing body of the original expression
  • published at a later time
• Both language editions and translations are treated the same way in respect to expression authorized access points.
  • Only add a 130 or 240 field when there is evidence that another language version exists either in OCLC or the CGP.
    • Use a 130 or 240 field containing the preferred title of the original work followed by the language of the particular expression (RDA/LC-PCC PS 6.27.3).

Language Editions Already Cataloged without Unique AAPs

GPO Practice

• When cataloging another translation or language version of a work and the authorized access point of that expression is not unique:
  • Inform a supervisor of the situation.
  • If the staff member who cataloged the record is still at GPO, they will add the appropriate unique title.
• Examples of this process are available to GPO staff in the internal training module, New Language Editions, Case Studies.

130 - Unique Title for Work or Expression - No Principal Creator Present

For more information, see 130/240 – Unique Title for Work or Expression.

• Use this field to break conflicts, when the work authorized access point embodied by the record consists only of a title, without a principal creator.
  • The bibliographic record will contain a 245 field, and possibly a 130 field, but no 100, 110, or 111 field.
• Incorporate additional identifying elements by adding a 130 field containing the preferred title plus a parenthetical qualifier.
  • Usually, a qualifier is added to the title proper, which comprises the 245 ‡a, ‡n, and/or ‡p.
  • Occasionally (more common in serials), a 130 would be constructed for the work being cataloged, that conflicts with the 130 of a different work.
    • In such cases, an additional element might be added to the 130 field.

240 - Unique Title for Work or Expression - Principal Creator Present

For more information, see 130/240 – Unique Title for Work or Expression.

• Use this field to break conflicts, when the work authorized access point embodied by the record consists of a title and a principal creator.
  • The bibliographic record will contain a 245 field and a 1XX field.
• Incorporate additional identifying elements by adding a 240 field containing the preferred title plus a parenthetical qualifier.
  • Usually, a qualifier is added to the title proper, which comprises the 245 ‡a, ‡n, and/or ‡p.
  • Occasionally (more common in serials), a 240 would be constructed for the work being cataloged, that conflicts with the 240 of a different work. In such cases, an additional element might be added to the 240 field.

245 - Title Statement and 246 - Varying Form of Title

GPO Practice

• When recording inaccuracies in titles, use the text, “Corrected title” in subfield ‡i of the 246 field, rather than follow the example in RDA 2.17.2.4 of “Title should read.”

245 ‡c - Statement of Responsibility (SOR)

Related sections:

• 100/600/700 - Personal Name Access Points
• 100 - Principal Creator – Personal Name and 700 - Personal Name Associated with a Work
• Bibliographic Cataloging: General Policies

GPO Practice

• Follow the omission option in RDA 2.4.1.5.
  • Do not provide additional access points for the omitted authors.
  • Exception
    • For Congressional publications, list all personal name authors and provide additional authorized access points for all of them
• For Federal government corporate bodies, generally transcribe up to three names.
  • When the inclusion of more than three corporate bodies is considered important, confer with a supervisor.
• Include additional access points for all names listed in the SOR.
• Do not include affiliations in statements of responsibility. GPO follows the optional omission of nonessential information per RDA 2.4.1.4.

246 - Varying Form of Title

GPO Practice

• When recording inaccuracies in titles, use the text, “Corrected title:” in subfield ‡i

The following instructions apply to modified records as well as to original records; make changes to the OCLC master record when applying these instructions to modified records.

• For the first indicator, use only “1” or “3.”
• When the second indicator equals any digit from 2 to 8, always use first indicator 1 (for example: 17 for running title).
• When the second indicator equals 0 (zero), always use first indicator 3.

250 - Edition Statement

• For braille editions, see Bibliographic Cataloging: General Policies: Braille, Edition Statement.

264 (260 in adapted records) - Production, Publication, Distribution, Manufacture, and Copyright Notice

‡a - Place of Production, Publication, Distribution, Manufacture

GPO Practice

• Do not add the address to the name of a place.
• Retain addresses in existing records
• When the place of publication is unknown, follow LC-PCC PS 2.8.2.6:
  • Supply a probable place of publication.
  • Do not use [place of publication not identified]
  • Use the location of the head office of the lowest body listed as the probable place of publication.
    • Source of head offices: United States Government Manual

‡b - Name of Publisher

GPO Practice

• If multiple publishers are named in a document, always include the first named publisher.
  • Also include the Federal agency related to the SuDoc.
  • Optionally, record other publishers if important for access.

‡c - Date of Publication

GPO Practice

• When the date of publication is unknown, follow LC-PCC PS 2.8.6.6:
  • Supply an approximate date of publication in brackets with a question mark.
  • Do not use [date of publication not identified].

• For general publications, not technical reports, do not include the month in the 264 ‡c even if it appears on the piece.
  • When copy cataloging, if the month has already been included in the 264 ‡c, do not change it in the OCLC record, but remove the month before exporting to Aleph.

GPO Sales Statement

• See GPO Sales Program Information in Bibliographic Cataloging: Overview.

300 - Physical Description

• Always include this field, including for open serials.

‡b - Other Physical Details

GPO Practice

• Use the general term illustration or illustrations to describe all types of illustrative content of a resource
• Apply cataloger’s judgment to determine if it is important for the description of the resource to use the specific terms, especially maps, listed in RDA 7.15.1.3.
• Specific terms may be used instead of or in addition to illustration(s).
• Do not use the terms charts or tables.
• If other terms have already been supplied in a record being adapted, do not remove them, unless incorrect.

336 - Content Type, 337 - Media Type, 338 - Carrier Type

• When needed, use multiple 33X fields rather than repeating subfield ‡a.
• If these fields already contain ‡b type codes, do not remove them.
  • When type codes are absent, do not supply them.
• These fields may be added to AACR2 records to enhance access.

490 - Series Statement Field

Transcription (490) and Tracing (8XX) Decisions

• When an authorized form for a series is found in the name authority file:
  • Transcribe the series statement in a 490 field with first indicator coded “1” for “series traced”
  • Trace the series in an 8XX field

GPO Practice

• When no authorized form for a series is found in the name authority file, determine whether the series meets any of the following criteria:
  • Series of short duration (determined by other elements in bibliographic records and cataloger judgment, e.g., multiple analytics all of which were published in the same year, but none published thereafter, or few analytics that bear a series statement over an undefined interval)
  • Series not issued by a U.S. Federal government agency
  • Series with indeterminate publication status (e.g., continued growth is uncertain)
  • Series that have ceased
    • Exception
      • Ceased series may be established – and therefore traced – in either of the following situations:
        • At least 20 analytics are being cataloged
        • Improved access to the series is needed. This is determined on a case-by-case basis. Consult a Metadata Integrity Librarian for additional guidance.
• If a series meets any of the criteria above:
  • Transcribe the series statement in a 490 field with first indicator coded “0” for “series not traced”
  • Do not include an 8XX field
• If a series does not meet any of the criteria above:
  • Create a series authority record and trace the series in the bibliographic record’s 8XX field
  • Transcribe the series statement in a 490 field with first indicator coded “1” for “series traced”
• When in doubt, only transcribe the series statement (490 0_) and exclude 8XX.

This GPO practice aligns with current Program for Cooperative Cataloging (PCC) guidance that allows an option not to trace series in PCC records. The option supplants a former requirement to trace series in PCC records.

Statement of Responsibility

GPO Practice

• Include a statement of responsibility (SOR) after the series title in 490 ǂa when any of the following conditions apply:
  • The transcribed series title is generic or common
  • The transcribed series title is an acronym
  • The transcribed series title conflicts with a 1XX or 4XX in an existing SAR for a different series, and the series in hand would not normally be established by GPO
• Add a SOR for generic and acronym titles even if there is no conflicting authority record at the time of cataloging.
• For the SOR, transcribe the issuing body’s name as it appears near the series title on the preferred source.
  • Exception
    • For retrospective non-PCC cataloging, when no surrogate is available for reference:
      • Create a SOR by copying the name from a field in the bib record that indicates corporate body responsibility (e.g., 500, 264 ǂb, 245 ǂc)
      • Enclose the SOR in square brackets

Alphanumeric Phrases

Alphanumeric phrases that qualify as a series are recorded in a series statement rather than in a report number field. In government documents, such phrases are typically numbered statements of the name, initialism, or part of the name of the government agency from which the series emanates. (See: Series Training for PCC Participants, Session 12: Series-Like Phrases, p. 4)

ISSN and Series/Subseries

GPO Practice

• Transcribe the ISSN of a series/subseries in 490 ‡x when it appears on the resource, but do not record it in the 8XX field.
• When adapting OCLC master records, retain ISSNs in both the 490 and 8XX fields, but remove the ISSN from the 8XX field before exporting to the CGP.

Editions with Identical Series Numbering

Occasionally, an agency publisher re-assigns an identical series volume number to different analytics within the series. Apply the following section of Library of Congress Rule Interpretation 1.6G, Numbering within Series: Editions with Identical Series Numbering, dated June 2006:

When a revised edition of an existing work or an edition of an existing work (e.g., translation) is issued by the same publisher in the same series, the publisher may assign a new series number or the original series number to the revision, translation, etc. In the latter case, proceed as if no duplication of numbering exists.

Additionally, it is appropriate to update the Series Authority Record (SAR) with a Series Numbering Peculiarities Note (MARC 641).

500, 588 - Title Source, Source of Description Notes

Consult and follow all documentation cited in this section, including:

• RDA/LC-PCC PS:
  • 2.17.2
  • 2.17.2.3
  • 2.17.13
  • 2.17.13.3
• Monographs:
  • PCC RDA BIBCO Standard Record (BSR) Metadata Application Profile: MARC Encoding: 500,588; 588.
• Continuing Resources:
  • CONSER Standard Record (CSR): MARC Encoding: 588.
• All modes of issuance for online resources:
  • Provider-Neutral E-Resource MARC Record Guide: MARC Element: 588. Follow relevant instructions under appropriate column.

RDA Element	Form of Note	MARC Field
2.17.2.3: Title Source	Title from ...	500 - General Note
2.17.13: Note on Issue, Part, or Iteration Used as the Basis for Identification of the Resource	Description based on ...; Title from ...	588 - Source of Description Note
2.17.13 and 2.17.2.3 combined	Description based on ...; title from ...	588 - Source of Description Note

When is a simple 500 note used, and when is a combined 588 note required?

See the table below for links to examples of notes to use in specific situations

Field	Mode of Issuance	Manifestation/Situation	Link to Examples
500	Monographs	Single-part tangible (print, microfiche, DVD, etc.) monographs and multipart monographs as applicable (per RDA 2.1.2.3)	Examples
588	Serials & Integrating Resources	ALL	Serials IRs
588	Monographs	ALL ONLINE	Online Monographs
588	Monographs	Multipart monographs when applicable (per RDA/LC-PCC PS 2.17.13.3)	Multipart Monographs
588	ALL	When basing description on a different format than the one being cataloged	Examples When Basing Description on a Different Format than the One Being Cataloged

All online resources utilize the combined 588 note, regardless of their mode of issuance. The table below basically extends the examples found in the Provider-Neutral E-Resource MARC Record Guide.

Field	Situation	Link to Examples
588	ALL ONLINE RESOURCES	Online Monographs Serials Multipart Monographs

When is a simple 500 note used, and when is a combined 588 note required?

Below is an alternatively organized table, which may be used instead of the two preceding tables.

Field	Specific Situation	Format	Mode of Issuance	Link to Examples
500	Single-part tangible (print, microfiche, DVD, etc.) monographs and multipart monographs as applicable (per RDA 2.1.2.3)	Tangible (print, microfiche, DVD, etc.)	Monographs	Examples
588	ALL ONLINE RESOURCES	Online	ALL	Online Monographs Serials IRs Multipart Monographs
588	Serials & Integrating Resources	ALL	Serials & Integrating Resources	Serials IRs
588	Multipart monographs when applicable (per RDA/LC-PCC PS 2.17.13.3)	ALL	Monographs	Multipart Monographs
588	ALL	ALL	ALL	Examples When Basing Description on a Different Format than the One Being Cataloged

• Use the form: Title from caption, Title from cover, etc., whether in a 500 or in a 588 combined note.
  • Do not use the forms: Caption title, Cover title, etc.
• A General Note (MARC 500) for “Title from title screen” may be used for such tangible resources as DVDs or CD-ROMs.
• For online resources, always combine the “title from” note with the “Description based on” (DBO) note (MARC 588), as instructed in the PCC RDA BIBCO Standard Record (BSR) Metadata Application Profile and Provider-Neutral E-Resource MARC Record Guide.

Examples When Basing Description on a Different Format than the One Being Cataloged:

For more information, see: Provider-Neutral E-Resource MARC Record Guide: MARC Element: 588, column labeled “Notes” and CONSER Cataloging Manual: 8.1.1 – see final “Situation #2,” “Description based on” example and asterisked note below.

For specific guidance for serials, see 588 – Source of Description Note in Bibliographic Cataloging: Serials.

• Months may be abbreviated in viewed dates.
• When citing the title source, use specific terms such as title page, cover, caption, etc. when possible.
• Only use the general term “title screen” when other terms are not adequate or applicable.

Original Cataloging

• Base the description on the format being cataloged when the bibliographic information from the tangible and online formats are the same.
• When the tangible format record provides evidence that the online version lacks a title page, cover, etc., that is present in the tangible version, or, for serials, an earlier issue(s):
  • Use the note “588 Description based on print (or microfiche, CD-ROM, etc.) version record.”

Copy Cataloging

• When adapting a record containing, for example, a “588 Description based on print version record” note, implement one of the following options in both the OCLC master and CGP records:
  • Retain the “588 Description based on print version record” note.
  • Change the note so that you base your description on the format being cataloged.

500 - General Note

Distribution Note – Formats Never Distributed

• These instructions refer only to formats that were never distributed.
  • If a resource was distributed at one time and is no longer distributed, it is still considered distributed.
• For specific guidance on distribution notes in serials, see 500 – Distribution Note in Bibliographic Cataloging: Serials.

In records for publications identified by MCS staff as for administrative or official use only, include these notes:

• For administrative use only, or, For official use only.
• Not distributed to depository libraries.

The specific note, “Not distributed to depository libraries,” is only included in administrative or official use only publications.

Format Not Distributed Notes

Tangible Formats - Distributed Only Online

• In the record for a tangible version of a publication distributed only in an online version, include a 500 note that reads "[Tangible format] not distributed to depository libraries."
  • Always specify the type of tangible format.

Sales Information Notes

• See GPO Sales Program Information in Bibliographic Cataloging: Overview

536 - Funding Information Note

• Funding notes may be used for any type of resource.
• For more information, see Bibliographic Cataloging: Technical Reports, 536 - Funding Information Note

546 - Language Note

GPO Practice

• Always include a 546 note when a resource is in a language other than English or contains a language(s) in addition to English. Also consult MARC 041, Language Codes.

Braille Publications

See Bibliographic Cataloging: Braille, Language Note.

6XX - Subject Access Fields

For more information, see Subject Cataloging: General Policies.

600 - Personal Name Subject

See 100/600/700 - Personal Name Access Points.

700 - Personal Name Associated with a Work

For general personal name instructions, see 100/600/700 - Personal Name Access Points.

• When a corporate body or meeting name is recorded as the principal creator and persons appear in a statement of responsibility, trace those names in 700 fields, according to the first exception in RDA 6.27.1.3 (Collaborative Works): “Corporate bodies as creators.”

710/711 - Corporate/Meeting Name Associated with a Work

• For more information, see Bibliographic Cataloging: General Policies.

GPO Practice

• Always include authorized access points for Federal agencies when they are responsible for issuing, preparing, or authoring resources, or, when they are the basis of the SuDoc classification.
  • This guidance applies when the name of the Federal issuing body does not appear on the resource.
• Add AAPs only for the lowest units of the corporate bodies presented hierarchically in statements of responsibility or publishing statements.

76X to 78X - Linking Entries

Background

Understand the concepts and terminology in MARC 21 for Bibliographic Data: Linking Entries. Linking entry fields comprise fields 760-787, and are referred to as fields 76X-78X. The “target item*” is represented by the bibliographic record which contains the linking entry field. The “related item” is cited in the linking entry field of the target item’s record.

* Usage of the term “item” in this section of MARC 21, does not conform to the FRBR definition of item.

Field(s) in related record …	become(s) subfield in linking entry
1XX	‡a
130, 245	‡t
240	‡s
250	‡b

Subfields ‡a, ‡t, ‡s, and ‡b comprise the citation portion of the linking entry/field, or citation for short. In order to simplify the following instructions, only subfields ‡a, ‡t, and ‡s will be considered to comprise the citation portion of the linking entry/field, or citation. (Subfield ‡b will still be included in the linking entry field.)

Original Cataloging (76X-78X)

For original cataloging, use the following format:

7XX XX [‡i Note if appropriate:] [Citation, consisting of one of the following: ‡t, ‡a plus ‡t,‡a plus ‡s, or occasionally, ‡a plus ‡s plus ‡t when ‡t is not redundant* of ‡s] ‡b [edition statement] ‡x [ISSN] ‡w [LCCN] ‡w [OCLC number]

*redundant, in this context, means with the exception of the qualifier (i.e., the text within parentheses)

Basic Procedures:

1. Paste OCLC number to which the linking field directs.
2. Select and click on the “Insert from cited record”:
   1. From the pop up menu that appears after right-clicking.

      
      Or

   2. From the drop down menu that appears under “Edit.”
3. Remove subfields ‡h, ‡d and ‡z.

   
   As of April 2017, LSCM’s ILS Team has advised that retaining these fields would negatively impact searching.

4. Remove the ‡t if it is redundant (except for the qualifier) of ‡s.

   
   When removing subfields, you may need to adjust the punctuation, for example, by removing a period.

5. Add a ‡i note if relevant.

Example: 776 08 ‡i [Note if appropriate:] [Citation, consisting of one of the following: ‡t, ‡a plus ‡t, ‡a plus ‡s, or occasionally, ‡a plus ‡s plus ‡t when ‡t is not redundant of ‡s] ‡b [edition statement] ‡x [ISSN] ‡w [LCCN] ‡w [OCLC number]

• If the record to which you are linking does not contain certain elements/fields, such as an LCCN, ISSN, edition statement, 1XX, or 240, then these elements will not appear in the linking entry provided by the macro.
• If relevant, enter the ‡i note after the macro populates the field.
• Since OCLC does not provide the subfield delimiter and code for a leading subfield a, you will need to insert these following the ‡i note when the entry begins with subfield a.

Copy Cataloging (76X-78X)

If linking entry fields in an OCLC record that GPO is editing contain the pagination (‡h), publisher (‡d), or other data that GPO would normally remove, keep that data in the OCLC master record, but remove it from the CGP version of the record (i.e., prior to export). However, you may correct mistakes in the linking fields of a master record, change the indicators in a linking field, and add a subfield i note. The examples below demonstrate changes that are allowed to the master record. When editing a record to make a specific correction or revision, it is acceptable to not make any of these changes. For general guidance on copy cataloging, see the copy cataloging section of Bibliographic Cataloging: Overview.

Finally, in all situations of copy cataloging, the cataloger may merely change the first indicator of linking entry fields from a 1 to a 0 (zero), without removing the corresponding 530 or 580 notes. This is because, in some library online catalogs, linking entry fields with a first indicator of 1 do not display. Consequently, it is a service to change the first indicator to 0, so that the link will display, even if the title or citation within the link already displays in the 580 or 530 note.

776 - Additional Physical Form Entry

This field points users to other formats of the same work, thereby enabling easy retrieval of other cataloged formats.

• When more than one format of a work has been cataloged in OCLC:
  • Select the single most appropriate record for each format not being cataloged. The most appropriate bibliographic record is one of the following:
    • Already cataloged by GPO
    • Not cataloged by GPO, but most appropriate according to the record selection criteria at Bibliographic Cataloging: Overview, Copy Cataloging
      • A 776 field may link to a record that is not in the CGP, but exists only in OCLC.
        • Retain these 776 links when exporting records to the CGP.
      • Exception
        • Do not add 776 fields in records for microfiche which is not held by GPO.
  • Include reciprocal 776 linking fields between the record being cataloged and the record identified as most appropriate for another format – regardless of whether the format linked to has been cataloged by GPO.
• For guidance on inserting and formatting the 776 field, see 76X to 78X- Linking Entries.
• Edit pre-existing 776 fields as needed to account for updated and/or additional components of a citation.
• For the “Relationship information” (‡i) note, use one of the following, as appropriate:
  • Print version:
  • Online version:
  • Microfiche version:
  • CD-ROM version:
  • DVD version:
  • Optical disc version:
• Other ‡i notes are permitted if documented in PCC guidance, specific GPO guidelines, or if approved by a supervisor.

856 - Electronic Location and Access – Historic URLs

By request of Federal depository libraries, GPO provides the original URL (known as the “historic URL") used to create the PURL in an additional 856 field, which serves only as a reference in a catalog record. LSCM does not maintain, change, or update historic URLs. With a possibility that URLs may change over time, the GPO PURL is the means of providing access to the resource represented by the bibliographic record.

In older records, the historic URL may also be found in a 530 Additional Physical Form Available Note or 538 Mode of Access Field. These historic URLs can be helpful for locating copies of documents on archival websites (for example, WayBack Machine, NARA, etc.) and should not be removed from records.

Regarding URLs with domain names other than .gov: If possible and readily accessible, record the .gov (i.e., Agency site) as the URL. If not, record the redirected (i.e., hosting site, or .com site) URL.

Add the public note, Address at time of PURL creation, in subfield z of the 856. Subfield z precedes subfield u.

When subsequent parts or issues of multipart monographs and serials, or, additional formats of resources are published, no URLs are added to the bibliographic record.

GPO practice: When subfield 3 is present, subfield z precedes subfield 3.