General #
In the interest of uniformity, cataloging in the COOL catalog will follow the RDA (Resource, Description & Access), Anglo-American Cataloging Rules, 2nd edition (AACR2) and the MARC21 format for MARC records.
Further information about MARC21 is available at http://www.loc.gov/marc/bibliographic/
The Basics #
- Each unique item format has its own record. Examples of items with a separate bibliographic record are Book, Big Book, Board Book, Graphic Novel, Large Print Book, Book with CD, DVD, Blu-ray, DVD/Blu-ray combo, Audiobook, and Music CD. Please reference book or AV format format guidelines for specifics. These specifics determine the wording and format image in the OPAC.
- A Book with CD is cataloged on its own MARC record using the book format. Relevant information (tag fields, etc.) can be found in the Book Guidelines (pages 28-29).
- Punctuation follows RDA, then AACR2 rules, MARC bibliographic indicates acceptable punctuation rules.
- For subject headings, author’s names, genre, etc, refer to Library of Congress Authorities. http://authorities.loc.gov/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First
Search Order for Locating Consortium MARC Records #
- Staff client
- Z39.50
- Create New MARC Record
Copy Cataloging (Permanent records) #
Copy cataloging is when you import a record from the Z39.50, then update to COOL cataloging standards. If you cannot import a record, you will need to “Create New MARC Record.” These records are known as original catalog records.
Original Cataloging (Permanent records) #
When you use “Create New MARC Record” template, you are original cataloging. The TCN (Title Control Number) and title is emailed to the COOL Cat Admin at cool_cat_admin@lists.cool-cat.org for review.
On order items #
When an item has been ordered, but is not physically available at the owning library, an “On Order” record may be added to allow their patrons to place a hold request for the item. The following fields are required at minimum:
008 record type reflects material
most common data elements used:
a = language material for print materials
g = projected medium for DVDs and Blu-rays
i = nonmusical sound recording for audiobooks
j = musical sound recording for music CDs
020 ISBN, if known from the purchase order
100 author/performer, if it is a known
245 uniform title, as near as is known. The title should NOT be in ALL capital letters.
246 alternate title, when confusion is possible (especially when there are numbers in the title)
538 brief format note, if item is not a book
990 all on order brief records require the phrase: “ON ORDER BRIEF RECORD” (ALL capital letters). This indicates to catalogers to look for a more complete record to overlay before adding their holdings AND the record will not go through Backstage authority work.
If your library chooses to add on order items, the barcode is assigned in the following format using the State assigned library number followed by the item’s ISBN or UPC number.
For example, if Selover (library 0047) ordered a title with the ISBN 9780123456789, the barcode would be: 00479780123456789
When the item is received, overlay, merge or update the “On Order” record. Remove the 990 field.
Interlibrary Loan items (Temporary, brief record) #
The author and title is in ALL CAPITAL letters. Staff should not place holds on these items except for the patron/library who specifically requested the interlibrary loan item. Capital letters allow for quick visual reference. These records are visible in the staff client, but not in the public OPAC. Follow the procedures outlined for On Order items above, except change the 990 note to “ILL BRIEF RECORD.”
Serials #
Until the serials module has matured to a level desired by the consortium, the policy is one MARC record per magazine title.
Resource Description and Access (RDA) #
RDA is the successor standard to AACR2. COOL libraries will catalog using RDA standards.
A RDA MARC record is identified by:
“i” in the Desc box of the 008 grid, AND
$beng$erda in the 040 field
Z39.50 records may/may not contain RDA elements depending upon the age of the record. RDA information contained in a record should not be deleted, but corrected/added as needed.
When editing a local catalog record, delete all subfields in the 040 field except:
$beng$erda$dUtOrBLW which is retained.
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July 2025
Revised Oct 2016, May 2020, Apr 2022, Feb 2024 —- Adopted Aug 2014