TABLE of CONTENTS : Policy Statement Procedures Resources Recommended Readings Annotated Bibliography

By Rae Ann Macosko and Krista Randolph

Policy Statement

The school library media specialist (LMS) is responsible for creating bibliographical records for all materials housed in the library. To best manage time, the LMS can use copy cataloging, a commonly used method of sharing and building bibliographic data. After copying and importing MARC records, the LMS must verify, correct and enhance the records. The LMS must follow the Anglo-American Cataloging Rules 2 (AACR2). The LMS is also required to follow the Dewey Decimal Classification system and Sears Subject Headings for copy cataloging of all materials. Keeping the records uniform, allows patrons to easily search the on-line database and locate materials in the school library.

(Rev. 4/27/12)

  1. Find a source for MARC records if you do not have one. Many records are provided from free sources while others cost a fee and involve downloading software. Check the links under Resourcesbelow for options.
  2. Copy MARC records and import records into your library's automation system.
  3. Check the subject headings of the imported records to ensure the match the Sears List of Subject Headings.
  4. Delete all 9xx fields in the imported records.
  5. Check to make sure the following MARC fields are accurate and correct any errors.
Main Entry
Edition or Version
Physical Description
Series Title

6. Verify the information in the following fields is correct. Check for accuracy compared to your copy in hand.
Variant Titles
Contents Notes
Summary Note
Target Audience Note
Additional Physical Form Note
System Details Note
Award Note
Language Note
Genre Note

7. Enhance the records by including the following local information in the noted fields:
Reading Program
AR, Reading Counts
Local Note
Grade level, Unit
Curriculum Objective
State Standards (PA =paas)
Local Subject Heading
Unique to School

8. Make sure to save the imported records and any changes or enhancements that you made.

9. Perform a test search of a few records to verify they are in the library's automated system, and the information is displaying properly for patrons.

(Rev. 4/29/12)

Resources for Locating and Copying MARC Records

Library of Congress Online Catalog
Library of Congress Z39.50 Protocol
OCLC's WorldCat
Access PA

Resources for Verifying and Enhancing MARC Records

Tag of the Month

(Rev. 4/29/12)

Recommended Readings

1. Copy cataloging practices: use of the call number by Dewey libraries.By: O'Neill, Edward T.; McClain, Patrick D.

2. How successful is copy cataloging at catching and fixing typographical errors in records imported from bibliographic utilities? By: Beall, Jeffrey.

3. A Beginner’s Guide to Copy Cataloging on OCLC/‌Prism by Schultz, Lois.

Annotated Bibliography

Access PA. PA Dept. of Education, and Office of Commonwealth Libraries. N.p., n.d. Web. 29 Apr. 2012. This web resource is a union catalog including holdings from a wide range of Pennsylvania libraries. There are approximately 22.2 million titles with over 73.3 holdings from a number of different types of resources.

AMICUS. Library and Archives Canada, 12 Mar. 2008. Web. 29 Apr. 2012. This free web service provides records from 1,300 Canadian libraries. Also, it provides the record information published from the Library and Archives Canada itself.

“Barcode Symbology Q & A.” File last modified on Mar. 2005. PDF file. The PDF file provides a definition of Follett barcode symbology. It also provides answers to the most commonly asked questions about barcode symbology.

Beall, Jeffrey. “How Successful is Copy Cataloging at Catching and Fixing Typographical Errors in Records Imported from Bibliographic Utilities?” College & Research Libraries News 64.11 (2003): 704. Library Literature and Information Science. Web. 29 Apr. 2012. As the title suggests, the article shows how effective copy cataloging is at catching typographical errors from imported records. This topic proves to be an extremely important issues as patrons cannot find resources with errors on the records.

Blessing, Candy. “Copy Cataloging Checklist.” File last modified on Aug. 2010. PDF file. This document is a detailed checklist to ensure MARC records are correctly completed and edited after being imported.

- - -. “A Guide to Import MARC Records from the Access PA Database into Follett Catalog Plus.” File last modified on Feb. 2004. Microsoft Word file. This is a user-friendly guide for importing MARC records from Access PA to Follett Catalog Plus. It gives step-by-step directions on how to complete the export.

Library of Congress Online Catalog. Lib. of Congress, 26 Feb. 2012. Web. 30 Apr. 2012. This is the Library of Congress’ Online Catalog featuring basic and advanced searches. MARC records are available along with specific format catalogs.

“Library of Congress Online Catalog.” Gateway to Library Catalogs: Z39.50. Lib. of Congress, 9 Nov. 2011. Web. 30 Apr. 2012. This website provides access to the Library of Congress’s and other numerous institutions’ catalogs. Three content areas are available: Library of Congress catalog, other institutions’ catalogs, and details of the Z39.50 gateway.

O’Neill, Edward T., and Patrick D. McClain. “Copying Cataloging Practices: Use of the Call Number by Dewey Libraries.” Journal of Library Administration 34 (2001): 93-102. Library Literature and Information Science. Web. 29 Apr. 2012. This article shows the findings of a study done by the OCLC and the Library of Congress on the effects of changing call numbers during copy cataloging. It discuss these issues when relating to the Dewey Decimal numbers directly.

Schultz, Lois. A Beginner’s Guide to Copy Cataloging on OCLC/‌Prism. N.p.: Libraries Unlimited, 1995. Print. An introductory guide to basic cataloging terminology, bibliographic utilities, MARC records, and the OCLC system. The focus of the guide is on copy cataloging, specifically unedited and edited records. Practice exercises are also available for beginners to better cataloging skills.

South Central Kansas Library System. “Free MARC Download Sites.” N.d. PDF file. This PDF file provides a list of several online catalogs that have extensive range in collections and search capabilities. All of the listed sites are free. The list also briefly explains how to export files from each catalog.

“Tag of the Month.” Follett Software. N.p., 2012. Web. 30 Apr. 2012. This resource helps explain common MARC tags and bibliographic tags. This site also provides links to other helpful cataloging resources.

World Cat. OCLC, 2012. Web. 29 Apr. 2012. An online network providing tens of millions of bibliographic records in a global catalog. This web resource allows libraries to share cataloging data as well as other important library resources.

Krista Randolph and Rae Ann Macosko