Bibliographic Cataloging: Monographs

Related Chapters/Sections

• Bibliographic Cataloging:
  • Overview
  • General Policies
  • General MARC Field Policies
  • Congressional Publications
  • 074 GPO Item Number
  • 086 SuDoc Number
  • Technical Reports

Fixed Fields

DtSt: Type of Date/Publication Status

• Code e - Detailed date
  • Only use code “e” for technical reports.
  • When adapting an existing record for a monograph that is not a technical report:
    • Leave code “e” in the OCLC master record, but remove for export to Aleph.

Variable Fields

020 – ISBN

The ISBNs of different formats of a resource may appear on one manifestation of that resource. For example, the ISBN of the online version may appear on the print copy, or, the ISBN of the print version may appear on the online version. The ISBNs of all versions that appear on any format of a resource may be recorded in the 020 field in the record of that resource.

• Record only the ISBN of the version being cataloged in ǂa.
  • Add each of the other ISBNs in a separate ǂz.
  • Add qualifiers that appear on the resource in ǂq.
  • When no qualifier is present, add an appropriate qualifier in ǂq.
  • When a publication does not contain an ISBN and the GPO Bookstore website lists one, it may be included in the record.
  • Record canceled and invalid ISBNs in ǂz.
    • Errors which are “structurally invalid”, such as mistakes in the ISBN
    • “Application invalid”, such as incorrectly assigned numbers

037 – Source of Acquisition

• See GPO Sales Information in Bibliographic Cataloging: Overview.

088 - Report Numbers

• Record letter/number strings that do NOT qualify to be either Standard Technical Report Numbers (027 MARC field) or series (490/8XX MARC field) in the 088 field.
  • Also record such strings in a quoted note in the 500 field.
• Record report numbers following GPO spacing conventions:
  • A space or a mark of punctuation separates numbers from letters.
    • Exception: A space always precedes an opening parenthesis and follows a closing parenthesis, unless there is another punctuation mark together with the parenthesis, in which case there is no space separating them.
  • One space appears before and after symbols, such as & and +.
  • A space follows a period in strings containing such terms as no., v., and pt.
  • Transcribe punctuation exactly as it appears on the document.
• Record chronological information, such as Sept 1988, rev. 5-89, that follows letter/number strings only in the 500 field.
• When multiple numbers appear on a document, enter each in separate 088 and 500 fields.
• Do not end the 088 field with a period.
• Do not use quotation marks.

Types of Numbers NOT Recorded in the 088 Field

• Not all series-like phrases are recorded in a 088 field.
  • Such phrases may be recorded in a 500 field.
  • Numbers Only
    • Record only in a 500 field.
    • Numbers identifying a document for sale or distribution by agencies other than GPO may be recorded in the source of acquisition field (037 ǂa).
  • Letters Only
    • Record only in a 500 field.
  • Combinations of Numbers and Letters without Recognizable Meaning
    • When the letters are not at the beginning of such combinations, record only in a 500 field.

Mail Stop and Routing Codes

• These codes, such as M-49 for the Transportation Library, are not report numbers.
  • Since they do not identify an individual document, do not record them.
  • Exception:
    • When a routing code is followed by unique numbering that identifies a specific document, the code may be transcribed.

245 ǂc - Statement of Responsibility

See reference to 245 ǂc - Statement of Responsibility (SOR), Single Statements of Responsibility in Bibliographic Cataloging: General MARC Field Policies, Monographs – Not Technical Reports

• Such publications may contain statements of responsibility such as "Sponsored by ..." and "Prepared for ..."
• Follow the instructions in Bibliographic Cataloging: Technical Reports, 245 ǂc – Statement of Responsibility.

250 - Edition Statement

• The OCLC Duplicate Detection and Resolution program merges records when the basic description, such 245 and 264 fields, is the same.
• When cataloging a new record whose description is the same as an existing record:
  • Supply an edition statement in brackets (RDA 2.5.1.4 and 2.5.2.1).
  • As needed, include a 130 or 240 unique title to break work authorized access point conflicts.

300 - Physical Description

ǂa – Extent, Complicated or Irregular Paging

• See RDA 3.4.5.8.
• GPO Local Practice
  • When there are three or more types of pagination, use one of the descriptions containing “various pagings.”
  • For pagination provided by software, such as PDFs, use “approximately” and the number of pages.

ǂa – Multipart Monographs

• Complete multiparts
  • Record the number of volumes that constitute the entire publication (RDA 3.4.5.16).
• Individually paged volumes
  • Omit the pagination (RDA 3.4.5.18).
    • Print version: 300 __ 3 volumes
    • EL version: 300 __ 1 online resource (3 volumes)
• Incomplete multiparts
  • Use “volumes” (RDA 3.4.1.10).
    • Print version: 300 __ volumes
    • EL version: 300 __ 1 online resource (volumes)

ǂa – Sheets

• See RDA 3.4.5.14
• RDA defines “sheet” as a unit of extent consisting of “a flat, thin piece of paper, plastic, etc.”
  • Use sheet only for print publications, such as brochures printed on both sides of a sheet or fliers.
  • For the online versions of such print publications, use 1 online resource.

ǂe - Accompanying material

• Retain accompanying materials information in OCLC records.
• When the accompanying materials were not distributed
  • Delete the data for export to Aleph.

500 - General Note

500 – Title Source Note

Single-part and Multipart Tangible Publications

• Use the following 500 notes for the title source of tangible resources, such as print, microfiche, and DVD, as applicable (RDA 2.1.2.3):

500 Title from cover.

500 Title from caption.

500 Title from disc label.

500 Title from container.

500 Title from title screen. (Electronic resources, such as CD-ROMs, computer discs, and DVDs.)

Online Resources

See the  588 - Source of Description Note section

Report Numbers

• Transcribe report numbers, including associated chronological information, in quoted notes.

Sales Information Notes

• See GPO Sales Information in Bibliographic Cataloging: Overview.

Errata

• Included within Resources
  • Record notes for errata that are issued as a part of a resource.

• Issued Separately
  • Record information about errata issued separately from the original resource in the 300 ǂe as accompanying material.

Shipping List Notes

• Abbreviate the words “number” or “numbers” as “no.”
• Combine multiple shipping list numbers, such as for multipart monographs, in one note.

• Exception: If no shipping list number is available, omit this note.
• For Congressionals, see Bibliographic Cataloging: Congressional Publications, 500 – Shipping List Note

Multipart Monographs

• When citing the source of quoted notes, use both the part number and page designation.
• When the quoted information is on the preferred source of information, give only the part number.
• Use the abbreviations in RDA Appendix B.

505 - Formatted Contents Note

Multipart Monographs (RDA LC-PCC PS for 25.1.1.3)

• Transcribe the individual part titles of a multipart.
• When some of the volumes have their own titles and some do not, use the statement "[without special title]" to represent the untitled volumes.
• If the volumes or parts are not numbered, supply designations in brackets.

520 - Summary, etc.

• Include summaries for:
  • Audio-visual materials.
  • Resources whose titles do not convey a clear idea of their contents.

536 - Funding Information Note

• Monographs that are not Technical Reports
  • See 536 - Funding Information Note in Bibliographic Cataloging: Technical Reports.
    • Please note: Some provisions of those guidelines apply only to technical reports.

588 - Source of Description Note

• See RDA 2.17.2.3, 2.17.13.3, and 2.17.13.3.3.
• Always combine the “title source” note with the “description based on” (DBO) note, as instructed in the PCC RDA BIBCO Standard Record (BSR) Metadata Application Profile and Provider-Neutral E-Resource MARC Record Guide.
• When the description is based on a part other than the first part, include the part number in the 588 field.
• Combine the part number (if needed), file format, such as PDF or HTML, and the source of the title in the second portion of the note.

Single-part Online Monographs Examples

See: Provider-Neutral E-Resource MARC Record Guide: MARC Element: 588, “Monographs” column.

588 Description based on online resource; title from resource home page (USDOS, viewed on May 14, 2018).

588 Description based on online resource; title from PDF title page (EPA, viewed May 26, 2011).

588 Description based on online resource; title from title page (SERVE web site, viewed Jan. 7, 2003).

588 Description based on online resource; title from HTML caption (DOA, viewed Nov. 3, 2016).

588 Description based on online resource; title from web page caption (DOA, viewed Nov. 3, 2016).

588 Description based on online resource; title from title screen (USDA, viewed Mar. 3, 2017).

Multipart Monographs Examples

Online:
See: Provider-Neutral E-Resource MARC Record Guide: MARC Element: 588, column labeled “Monographs,” bottom half.

588 Description based on online resource; title from part 2 PDF title page (ACM, viewed May 26, 2011).

Tangible:
588 Description based on: Part 2; title from title page.
588 Description based on: Volume 3; title from cover.

Related Works and Expressions

GPO Guidelines to Consult

• Bibliographic Cataloging: Overview:
  • Original Cataloging
  • Copy Cataloging
  • Authority Records
• Bibliographic Cataloging: General Policies: Distinguishing Works and Expressions with Identical Authorized Access Points
• Bibliographic Cataloging: Continuing Resources: Serials: Cataloging Decision: Monograph vs. Serial and Frequency of Issuance
• Name Authorities: RDA: General Policies

Other Resources to Consult

• CONSER Cataloging Manual, 14.3.1: Horizontal relationships: Translations and language editions. [Available via Cataloger’s Desktop].
• Council on Environmental Quality. “Implementing the NEPA Process.” A Citizen’s Guide to the NEPA. December 2007. 10-21.
• PCC Relationship Designator Guidelines Task Group Report. Revised March 13, 2013.
• PCC Standing Committee on Training. Training Manual for Applying Relationship Designators in Bibliographic Records. January 22, 2015.
• Reser, Dave. RDA Special Topics: Revised Editions of Monographs. December, 2011.
• Tillett, Barbara. “Family of Works.” What is FRBR?: A Conceptual Model for the Bibliographic Universe. Revised February 2004. 4.

Related Works and Expressions - Overview

GPO Practice

• Provide access to related works and expressions in MARC 7XX fields when relationships are explicit. Provide reciprocal MARC 7XX fields when bibliographic records exist for the related resources.
  • Added entry fields (MARC 700, 710, 711, 730, and 740) are access points that may be included in a bibliographic record to represent an analytic title or other related resource.
    • MARC 700, 710, 711, and 730 fields can only be used in a PCC record if the access point is “controlled” (that is, authorized by a name authority record, CONSER record, or LC catalog record), per the BIBCO Participants’ Manual. The 730 field can only be used in a non-PCC record if the access point is controlled.
      • When using one of these fields, include a relationship designator from RDA Appendix J in subfield ǂi.
    • MARC 740 is used for “uncontrolled” (unauthorized) access points. This field may be provided, without an author subfield, in lieu of a controlled added entry, even in PCC records.
  • Linking fields (MARC 76X-78X) may be included in addition to added entry fields.

For instructions and examples, see:

• PCC Relationship Designator Guidelines Task Group Report. “Appendix D: Guidelines for resource-to-resource relationships.”
• PCC Standing Committee on Training. “Guidelines for Appendix J Relationship Designators.” Training Manual for Applying Relationship Designators in Bibliographic Records.

The categories of documents that follow are common types of government publications.

Frequently Revised Monographs

See:

Cataloging Guidelines: Bibliographic Cataloging: Continuing Resources: Serials: Cataloging Decision: Monograph vs. Serial and Frequency of Issuance

Language Editions and Translations

GPO Practice

• Apply CONSER definitions and guidance for language editions and translations to monographs.

Language editions

Language editions are

• issued by the same body
• published simultaneously or nearly simultaneously

GPO Practice

• Link language editions although PCC instructions declare these linkages to be optional.
  • Exceptions
    • When there are four or more language editions:
• Only the record for the original language expression is linked to all related language expressions.
• Records for non-primary language editions link only to the original language edition.
• Use “Issued also as:” in 775 ǂi.

When explicit translation statements appear on resources that match the definition for language editions, apply these guidelines instead of those in the Translations section below.

Parallel text editions

• In a PCC record for a parallel text edition, provide added entry fields (MARC 700/710/711/730/740) to represent the original expression and the translation. If the work contains more than one translation, include an added entry field for only one of the translations.
  • Exercise judgment about whether to provide these fields in non-PCC records.
• MARC 787 linking fields using ǂi Container of (expression): are not necessary but may be provided if helpful.

See also:

• Cataloging Guidelines: Bibliographic Cataloging: General Policies: Distinguishing Works and Expressions with Identical Authorized Access Points: Language Editions
• Cataloging Guidelines: Bibliographic Cataloging: General MARC Field Policies: Language Editions

Translations

Translations are

• issued by an entity other than the issuing body of the original expression
• published at a later time

Link translations with original language expressions via MARC 765 (Original Language Entry) and 767 (Translation Entry) using relationship designators “Translation of” and “Translated as,” respectively.

For recommended definitions for Language Editions and Translations that are adopted for monographs, see:

• CONSER Cataloging Manual, 14.3.1: Horizontal relationships: Translations and language editions.

For instructions and examples, see:

• PCC Relationship Designator Guidelines Task Group Report, Appendix D.4: Translations.

Multipart Monographs

GPO creates comprehensive description records for multipart monographs.

If all parts of a multipart set are available at the time of cataloging, then close the record.

Various parts of a multipart monograph might become available at different times. If all parts are not available at the time of cataloging, then the comprehensive description record remains open.

When in doubt about the completeness of availability of the parts of a multipart monograph, keep the record open.

Base description upon the available part with the earliest designation.

Upon availability of a part with a lower designation than the one upon which the description was based, update the MARC 588 (Description Based On Note) if any descriptive elements are added or changed.

If analytical records are identified for ten or fewer than ten parts of a multipart monograph, then collapse them into a comprehensive multipart monograph description.

If analytical records for parts of a multipart monograph number more than ten, then consult with a supervisor, as for other complex situations, to determine optimal treatment, such as whether or not to collapse the records.

Analytical Access Points

• Exercise judgment about whether to provide an additional access point(s) for each part or selected parts. The decision can be based on such factors as high research value, historical value, and/or expert knowledge of the target audience.
• MARC 787 linking fields using ǂi Container of (work): are not necessary but may be provided if helpful.

Revised Editions

Definition / Context

Revised editions, sometimes referred to as “chronological editions,” comprise changes and updates to the content of the previous edition. Revisions are not to be confused with reprints, which are additional printings of essentially the same document. The extent and significance of the changes discerned within the revision determine its status as either an expression of the earlier edition or as a new work. Changes in scope and/or authorship are crucial considerations for this determination.

For criteria that characterize works and expressions based on extent and significance of changes, see:

• Detailed Instructions and Examples for Revised Editions (below)
• Reser, Dave. RDA Special Topics: Revised Editions of Monographs. December, 2011.

Precataloging Decision-making

Answer the following questions to determine cataloging treatment for revised editions:

1. Is the revision a new expression or a new work?
2. What is the appropriate construction of the authorized access point for the revision?
3. How will revised and earlier editions be linked in catalog records?

For decision-making, the cataloger need not compare all editions directly. Surrogates, including OCLC records, may suffice for editions not accessible for inspection.

Logistical Note for Bibliographic File Maintenance for Multiple Editions

It is not necessary to perform bibliographic file maintenance for existing records to provide linkages for the complete sequence of revisions in either the database of record (CGP) or the consortial database (OCLC).

See also:

• Cataloging Guidelines: Bibliographic Cataloging: General Policies: Distinguishing Works and Expressions with Identical Authorized Access Points: Chronological Editions
• Bibliographic Cataloging: General MARC Field Policies
• PCC Relationship Designator Guidelines Task Group Report, Appendix D.2: Revisions and Later Editions.

Detailed Instructions and Examples for Revised Editions

Question 1: Is the revision a new expression or a new work?

Assume that a revised edition represents the same work and thus is an expression. Exception: If any of the following conditions are met, then consider the revised edition to be a new work. Find instructions for cataloging labelled “New Work …” that follow instructions for new expressions.

• The revised edition has a new creator (in the case of a single creator).
• The revised edition loses the primary creator in the case of multiple creators (but not if the primary and secondary author are merely re-arranged).
• The revised edition expresses significantly different scope of content than the previous edition.

Question 2: What is the appropriate construction of the authorized access point for the revision?

Situations below are given in order of likely prevalence of their occurrence.

New Expression – Revision and earlier edition share all common authorized access point elements

If the revised edition is a new expression and shares a common title and creator(s) with the original edition

• Construct an authorized access point (AAP) and do not differentiate it from the AAP for the earlier edition. The revision and earlier edition(s) will have identical AAPs. GPO does not consider it important to distinguish the particular expression in the authorized access point for the revision (as given in RDA 6.27.1.5) in these cases.
• Provide MARC 775 (Other Edition Entry) with the relationship designator “Revision of.”

New Expression – Revision with different title proper

If the revision is a new expression and does not share the preferred title for the work, then

• Transcribe title proper of the revised edition in MARC 245.
• Add MARC 130/240 (Uniform Title) for the title of the original work/earlier expression.
• Provide MARC 775 (Other Edition Entry) with the relationship designator “Revision of.”

New Expression – Revision’s authorized access point constructed according to a different descriptive convention

If the revision to be cataloged is an expression that would have a different authorized access point in its RDA record only because the earlier edition was cataloged under AACR2 (e.g., for which the appearance of more than three authors dictates title main entry), then

• Construct an authorized access point for the new expression according to RDA
• Provide MARC 775 (Other Edition Entry) with the relationship designator “Revision of” that points to the AACR2 record, which will reflect a different AAP

For an example and more detailed instructions, see slides 20-21 of RDA Special Topics: Revised Editions of Monographs.

New Work – Revised edition with a new primary author

When cataloging a revised edition and there is a new primary author and the original primary author no longer appears on the resource, treat the revision as a new work.

• Use the new author’s access point in the 1XX field of the bibliographic record for the revised edition.

GPO Practice

• Provide an access point for the earlier work in an appropriate added entry field (MARC 700/710/711/730/740).

For an example and instruction, see slide 18 of RDA Special Topics: Revised Editions of Monographs.

New Work – Revised edition with the same title proper and primary author (or editor) and new content

If the revision introduces substantial new content to render it a new work even if its title and author (or editor) are the same as the original work:

• Construct an authorized access point in the bibliographic record for the new work according to RDA. Include additional elements in the bibliographic record’s MARC 130/240 (Uniform Title) if needed to distinguish the access point for the work.

GPO Practice

• Provide access to the earlier work using an appropriate linking field (MARC 76X-78X).

Ambiguous Status – Appearance of additional authors

If the revised edition has additional authors, then evaluate the extent to which content has changed to determine whether the revision is a new expression or new work. Either status is possible. If only the order of the same authors changes between revisions (e.g., reversed first and second positions in statement of responsibility), then disregard their order as significant lacking any other indication(s) of substantial changes.

Summaries

Summary included within resource being cataloged

• Catalog the full report and its summary together when the summary is contained within the full report.
• Add a 500 note in the bibliographic record:
  • 500 ǂa Includes summary.
• Exercise judgment about whether to provide an additional access point for the summary that is contained within the main work.
  • An access point for the summary is helpful if its title differs from that of the main report.

Summary separate from resource being cataloged

• Catalog a summary separately from the full work when the summary is published in either a separate tangible format or in a separate electronic file from the full report.

GPO Practice

• Include reciprocal linking fields (MARC 787) for separately published full and summarized works. Records using this practice may be authenticated for PCC if all other requirements are met.

Other Relationships and MARC 787

Indicate linkages with MARC 787 (Other Relationship Entry) for works and expressions that neither fit the situations above nor can be matched otherwise to MARC 7XX fields.

This is very useful when related works do not have the same base authorized access point to collocate them naturally.

In the examples below, relationship information is articulated optionally by the cataloger in 787 ǂi; however, this subfield may be omitted.