Jillian Mandelkern and Aimee Krause

Policy Statement

The Anytown School District school librarian needs a variety of tools to ensure that catalog records are consistent and follow accepted standards. The school librarian should have access to and use the current editions of Sears Subject Headings, Dewey Decimal Classification, and Anglo-American Cataloging Rules. To be able to create effective records efficiently, the school libraria must also build a collection of handouts and guideswhich simplify the process by noting the information that is essential to include and providing examples of best practices.

General Cataloging Procedures

The catalog must be well-organized by materials, authors, subjects, genres, and formats so users can easily ascertain the resources that are contained within the library. Special cataloging rules for all materials/resources will be cataloged using Sears Subject Headings, Dewey Decimal Classifications, and Ango-American Cataloging Rules. These headings, classifications and rules will apply to all fiction print materials, nonfiction print materials, DVDs/VHSs, audiobooks, books/videos in a series, ebooks, periodicals, and any other type of materials that are cataloged within the library.

Cataloging Materials in Series

Although items in a series (like reference sets or fiction series) may have similarities, each item needs its own record. Items in a publication that are issued in successive parts are series. An item in a series may or may not have its own individualized proper titles and they may or may not be numbered.

Notes about cataloging books in a series:

Examples of the 490 MARC tag from Tag of the Month

Print/Online Reference Materials/Tools
Cataloging Tools
  1. Sears Subject Headings
  2. Dewey Decimal Classification
  3. Anglo-American Cataloging Rules
  4. AACR2 Help from Queen's University Library
  5. The Cataloger's Reference Shelf
  6. Follett's Tag of the Month
  7. Dewey Decimal Classfication and Education

Annotated Bibliography

Blessing, C. “AACR/‌MARC Correlative Chart for Main and Added Entries.” File last modified on 8
Oct. 2009. MS. This chart helps catalogers ensure that their tags for the main and added entries
follow the rules for AACR2. The document describes the type of entry, the AACR2-05 rules that
are relevant, and what MARC tag should be used.

- - -. “How to Catalog Books in a Series.” 8 Oct. 2005. MS. Cataloging books in a series can be time
consuming, and this handout explains how each titles in a series should be cataloged in a separate

Blessing, Candy. “Copy Cataloging Checklist.” File last modified on Aug. 2010. MS. When there isn’t
enough time to do original cataloging, librarians will often use other services for copy cataloging.
This checklist reminds catalogers to check that obtained records meet AACR2 rules, to check the
accuracy of the basic information, to delete 9xx fields, to enhance certain tags that are especially
relevant to the school, and to create holding records.

- - -. “A Guide to Import MARC Records from the Access PA Database into Follett Catalog Plus.”
File last modified on Feb. 2004. MS. For times when orginal cataloging cannot be done, this
handout provides detailed directions on obtaining records from the Access PA database for copy
cataloging purposes and how to import them into Follett cataloging software.

Dodds, Joyce M. “AACR2: Descriptive Cataloging for Monographs.” Queen’s University Library. N.p., 5 Jan. 2005. Web. 24 Apr. 2012. <http://library.queensu.ca/techserv/cat/Sect02/c02a2.html>. This site provides a brief summary of the key points from AACR2.

Follett Software Company. “Tag of the Month.” Follett Software Company. N.p., 2012. Web. 24 Apr. 2012. <http://www.follettsoftware.com/tagofthemonth.cfm>. This site provides detailed examples of how to complete MARC tags along with explanatory information.

Franklin, Suzanne. “Basic Book Cataloging Cheat Sheet.” 30 Apr. 2010. MS. This helpful handout
provides a chart that includes the most important tags necessary for cataloging books along with
directions for including information in the subfields. When quick references are needed, this handout
offers effective reminders.

- - -. “Basic Videorecording Cataloging Cheat Sheet.” 30 Apr. 2010. MS. This handout includes the
tags most commonly used when cataloging videos and simple, but oft-forgotten directions for the
subfields. The handout might not cover the most detailed cataloging problems, but it is useful for
most situations.

Franklin, Suzanne D. “Becoming Sears Savvy.” Spring 2005. MS. This document reminds catalogers
of the meanings of abbreviations in Sears Subject Headings and basic pointers for navigating the

Franklin, Suzanne D., MLS. “Prescribed Sources for Cataloging Information in Order of Prference.”
27 May 2004. MS. This brief chart reminds catalogers where to first attempt to locate information
about a title for the record and where to look next when information is unavailable.

Intner, Sheila S., Joanna F. Fountain, and Jean Weihs, eds. Cataloging Correctly for Kids: An
Introduction to the Tools. 5th ed. Chicago: American Library Association, 2011. Print. This book
provides 15 chapters on various aspects of cataloging for school libraries including the use of
AACR2 and MARC 21, copy cataloging, using Library of Congress subject headings, Sears
subject headings, Dewey Decimal Classification, and how students search. This source offers
explanatory support for the main tools used in cataloging.

The Joint Steering Committee for Revision of AACR. Anglo-American Cataloging Rules. 2nd ed.
Chicago: American Library Association, 2005. Print. This is one of the main tools that catalogers
use in preparing records. AACR2 provides examples of how catalogers should format and order
descriptions in records for the various types of formats.

The Library Corporation. “Cataloger’s Reference Shelf.” Cataloger’s Reference Shelf. N.p., 2011. Web. 24 Apr. 2012. <http://www.itsmarc.com/crs/crs.htm>. This site provides extensive examples for various aspects of cataloging including map cataloging, MARC 21, and videorecordings.

Library of Congress. “CIP’s Guide to Writing A Summary.” 2004. MS. Sometimes even records
obtained through copy cataloging services don’t include adequate summaries, and this document
offers tips for making exemplary word choices and provides acceptable and unacceptable

Miller, Joseph. “Checking and Adding Headings.” Sears List of Subject Headings. 16th ed. New
York: Wilson, 1997. N. pag. Print. This handout provides a method for catalogers to document the
subject headings that have already been included in the catalog and how to add headings that do
not exist.

- - -, ed. Sears List of Subject Headings. 16th ed. New York: Wilson, 1997. Print. This is one of the
main tools that catalogers will use in the school library. While larger libraries typically use Library of
Congress subject headings, small libraries often use Sears subject headings.

Mitchell, Joan S., et al., eds. Abridged Dewey Decimal Classification and Relative Index. 14th ed.
Dublin, Ohio: OCLC, 2004. Print. This text is one of the main tools that catalogers in a school
library will use. It provides a manual for help in building call numbers in the Dewey Decimal
Classification system. Catalogers should be able to build appropriate DDC numbers for all titles.

Nordmark, Bobbi. “Organization of AACR2 (2004 ed.).” 28 Jan. 2003. MS. This simple handout
explains where to find information in AACR2 about writing correct descriptions for particular
MARC tags.

OCLC. “Resources for Teachers and Students of the DDC.” OCLC. N.p., 2012. Web. 24 Apr. 2012. <http://www.oclc.org/dewey/resources/default.htm>. This site includes a blog about DDC and presentations about the DDC for kids and adults.

Piepenburg, Scott. Easy MARC. 5th ed. San Jose: F & W Associates, Inc., 2007. Print. This text
presents detailed information about how to complete the majority of MARC tags. Piepenburg
offers explanations about the general purposes of the tags, in addition to the appropriate indicators
and subfields to use. The section on each tag includes examples for clarity.

South Central Kansas Library System. “Free MARC Download Sites.” N.d. MS. This handout
provides a list of URLs for locating records to use for copy cataloging.

Turvey, Michelle. “Common MARC Fields and Subfields for Books and Non-Book Materials.” Paper
presented at the AASL National Conference, Oct. 23, 2003, Kansas City. Print. This packet is a
useful, compact tool for building records. It includes commonly used tags, descriptions about their
purposes, information that should be included in subfields, and examples. It is a good reminder of
what tags should appear in a catalog.