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Home > Library Services > Bibliographic Control Department

Monograph Copy Cataloging

(rev. 07/10)


This procedure is for monographic books copy cataloging (excludes government documents).

BCD is responsible for creating bibliographic records for the materials in the library using descriptive and subject analysis and making those records available to the public through Eureka, the library catalog.

The library uses Library of Congress classification and subject headings for copy cataloging of books.


Monographs qualifying for copy cataloging are single or multi volume, have a DLC or shared cataloging record with a useable call number and subject heading(s).

Includes added copies and volumes of existing monograph cataloged records.

Does not include juvenile or curriculum materials.

Types of receipts

Purchased: Material that is purchased via an individual order will have a keyed or full bibliographic record in Millennium with an attached acquisition record.

Standing blanket order: Material that comes via a standing/blanket order will not have a bibliographic or acquisition record. Search Millennium for existing title and if not found search OCLC and download bibliographic record and proceed with cataloging.

Yankee: Yankee: Yankee material ordered electronically is received by BCD staff rather than Acquisitions staff. BCD staff code acquisition record received using their unique code. Bibliographic records will either be full or brief with an acquisition record attached. There will be no OCLC number on these records.

Gifts: Gift material will not have a bibliographic or acquisition record. Search Millennium and add to existing record if found. Search OCLC and download bibliographic record if no Millennium record is found. ICODE2 in the item record is coded g.

Copy cataloging overview

  1. Call up record in Millennium by title using the title from the title page. If there is an acquisition record look for any notes such as notify, reference, gift plate, patron request, etc. Remove book jacket.
  2. Download bibliographic record from OCLC to Millennium if no record is found (standing order or gift book) or overlay brief or keyed record as the case may be.
  3. Compare book in hand to bibliographic record. Below is a guide to the MARC fields found in a bibliographic record. Detailed MARC tag and indicator information can be found by placing cursor on the field, right click and choose MARC tag info.
  4. Create item record and labels, place for end processing.

Editing procedure - New record

Bibliographic record

Fixed fields

The following fixed fields need to be verified or information added.

Language: Verify

Catalog date: Add current date

BCODE3: Default value should be a hyphen; leave as is. (exception: n when office copy)

LOCATION: Add appropriate location code. (see location codes table.)

Material type: Verify and change if necessary. Note: Millennium material types may be different from MARC material types found on the OCLC record.

Variable fields
Note: Not all of the following fields will be on every record.

010 LC CARD NUMBER: Accept.

020 ISBN: Verify. Correct or add if necessary. Label for field group tag reads ISSN for both ISSN and ISBN in the Millennium cataloging module.


050 (Library of Congress assigned number)
090 (Library of Congress type call number assigned by other institution)

The call number is indexed if the wording next to the MARC tag reads CALL #. The call number has to be indexed if the wording reads MARC. To index the call number place cursor over the word MARC and type c. The word MARC will change to CALL #.

With the cursor in the call number field, type Ctrl+G to verify the call number against the shelflist. Confirm that the call number is not currently in use. If so, change the cutter to form a unique call number.

Space out the call number.

KF292.C353‡bA54 2002 (as shown in record)
KF 292 .C353 ‡bA54 2002 (spaced out)

Delete any x's at the end of number.

Typically, if there is a single date in the 260 field that is the date used in the call number.

Special Cases In Determining a Call Number:

When the main entry is a conference the date of the conference is used in the call number rather than the publication date.

CALL: UA 646.C67 1973
AUTHOR: Conference "American-Allied Relations in Transition"‡d(1973 :‡cJuan-les-Pins, France)
PUBLISHER:New York :‡bCrane, Russak,‡c1974

TD170 ‡b .H37 2004 vol. 1 ‡a TD883

The first number is a series classed together number. The second number is a series classed separately number. Check Millennium for series authority record and classification practice. If there is a series record and the series is classed together, use the first call number and complete it as stated in the authority record. Delete the ‡a call number. If the book is classified separately route to Adaptive for completion of the classed separately number. If there is no series authority record in Millennium route to BCD series authority staff.

The Z classification provided by LC is used but is preceded by the alternative letter(s) provided in the subject classification area.

Z5074.S7 ‡b A38 1981 ‡a S599.6.M35 (OCLC record)
SZ 5074 .S7 ‡b A38 1981 (Millennium record)

Check author number on bibliographic record in the Millennium authority file. (Author number is the classification number plus author cutter (e.g. PS 3508 .G48) (Some authors have more than one number if they write in different languages) SEE EXAMPLES FOR FURTHER CLARIFICATION.

If author number agrees, proceed with cataloging/editing.

If author number does not agree, search OCLC authority file.

If the author number in the Millennium authority file and OCLC authority file agree, edit the author number on the bibliographic record to agree with authority file.

If the author number on the Millennium authority file does not agree with the OCLC authority record, download OCLC authority record and inform name authority maintenance staff that the superseded Millennium authority record should be deleted. Print out Millenium browse screen of records with superseded call number for maintenance.

Check new author number against Millennium for duplication (with cursor on call number field, type control g).

Complete editing of new record.

If the number of records with the superseded call number is 25 or fewer, pull the books and edit the records to reflect the correct author number.

If some of the books are checked out, change the imessage field in the item record to "b" (send to BCD). Add a note in the item record (group tag "x") with instructions to change the call number when received. Add your initials and date. If not on shelf and not checked out, change status to "m" (missing).

If no Millennium name authority found, search OCLC authority file.
See theses cataloging procedures.

See media cataloging procedures.

1XX (NAME MAIN ENTRIES) (group tag a)
(In Millennium, see MARC tagging information for indicators by right clicking anywhere in field and choosing MARC tag info)

100 Personal name
110 Corporate name
111 Conference name
130 Uniform title

Accept the form on the record. Edit indicators.

240 UNIFORM TITLE (after a 1xx field) (group tag t)

Accept the form on the record.


The title on the title page:
‡a Title proper :‡b subtitle (or, = ‡b title in another language) /‡c authors, editors, etc.

Use the title page as the chief source of information. Edit to match the book. (Depending on the changes, search OCLC for a better match and overlay existing record.) The names in subfield ‡c should match exactly.

Verify/edit both indicators:

First indicator:
0 = there is no 1xx present
1 = there is a 1xx present

Second indicator:
0 = No nonfiling characters
1-9 = Number of nonfiling characters

246 VARIANT TITLES (group tag u)
(In Millennium, see MARC tagging information for indicators by right clicking anywhere in field and choosing MARC tag info)

Correct errors. Varying forms of title associated with the item whether or not the title is on the item. Initial articles are not included.

250 EDITION STATEMENT (group tag e)

Verify/edit. Add the edition statement if it is on the book but not in the record.

260 PUBLISHER (group tag p)

‡a Accept the place(s) in the record. The presence of S.l. indicates the absence of a place of publication. Be sure a U.S. place of publication is included if it exists.

‡b Check the name of the publisher. Do not edit as long as the publisher on the record appears somewhere on the book.

‡c Must match the book.

single date:

multiple dates:
‡c2004, c1998

(will have 500 note, e.g. Originally published: New York : Dial press, 1955.

300 PHYSICAL DESCRIPTION (group tag r)


x, 100 p. : ‡b ill., maps ; ‡c 28 cm. (single volume)
3 v. : ‡b ill. ; ‡c24 cm. (multiple volume)
224 p. ;‡c26 cm. +‡e1 CD-ROM (4 3/4 in.)(accompanying material)
1 score (24 p.) + 1 part (7 p.) (musical scores)
Other possible variations include:
1 v. (loose-leaf); 1 v. (unpaged)
1 v. (loose-leaf) (used for material to be updated)

4xx SERIES (group tag s)

Search Millennium for authority record and follow tracing/cataloging practice. (Note: Keyed "authority" records are not an authority. Search OCLC).

If there is no authority record in Millennium, search OCLC and download if found. Place initials in 646 field.

646 s‡5DLC‡5mg

If authority record 646 field (series classification practice) is a "c," refer to series authority staff to make appropriate notation to series record.

If no authority record is found in OCLC, make a printout of the bibliographic record, give to series authority staff, and finish cataloging the book. (For the tags below b = blank)

440 bx Series traced. Second indicator is for nonfiling characters.
490 0b Series not traced. (Refer to series authority staff)
490 1b Series traced differently, has a corresponding series added entry in the 8xx field.
Check MARC tagging for indicators for the 8xx fields.

Series Authority Record:
050 Call number
(only present if series is classed together)
1xx Correct form of heading
4xx See reference
5xx See also reference
642 Numbering example
(if there is numbering)
643 Series analysis practice
f (analyzed) (refer anything other than f to series authority staff)
645 Series tracing practice
t (traced as series added entry; refer anything other than t to series authority staff )
646 Series classification practice
s (volumes are classified separately)
c (volumes are classified together)

If series is classed together the following note is added to the record by series authority staff:


5xx NOTES (group tag n)

Verify/edit all notes

500 General note

502 Dissertation note

Example: 502 Thesis (Ph. D.)--Georgetown University, 1995

504 Bibliography note

Example: 504 Includes bibliographical references and index.

505 Formatted contents note.

Enhance and change second indicator to 0 if:
1 volume, different authors of distinctive titles
‡tThe ethics of courting cheap labor /‡rJoan Molinaro

Multi-volume with distinctive titles
‡gv.1.‡tThe fellowship of the ring -- ‡gv.2.‡tThe two towers

If there is no contents note for either of the instances above, create an enhanced formatted contents note. (First indicator 0, second indicator 0)

520 Summary note (generally used for juvenile and media)

538 Systems details note for accompanying software. Create if not present.

538 System requirements for accompanying CD-ROM: Windows 2000, or Windows XP.

546 Language

546 Text in English and French.

6xx SUBJECT ENTRIES (group tag d)
(In Millennium, see MARC tagging information for indicators by right clicking anywhere in field and choosing MARC tag info)

600 Personal name as subject

600 10 Shakespeare, William, ‡d1564-1616‡xCriticism and interpretation

610 Corporate name as subject

610 2b Harvard University‡xHistory‡y18th century

611 Conference as subject

611 20 Olympic Games‡n(23rd :‡d1984 :‡cLos Angeles, Calif.)

630 Uniform title as subject

630 b0 Arabian nights

650 Topical term as subject

650 b0 Animals‡xFood

Delete 650 heading when second indicator is 2. (These typically are DNLM headings)

651 Geographic name as subject

651 b0 Russia (Federation)

653 Uncontrolled heading DELETE FIELD

655 Genre

655 _7 Historical fiction.‡2lcsh

7xx NAME ENTRIES (group tag b, except as noted)
(In Millennium, see MARC tagging information for indicators by right clicking anywhere in field and choosing MARC tag info.)

700 Personal name as added entry

710 Corporate body as entry

711 Conference as added entry

730 Uniform title used as added entry

740 Title added entries.

Titles which represent the whole work are coded in 246, while uncontrolled titles which represent part of the work or a related work are input here. (group tag u)

776 Additional Physical Form Entry

If first indicator is 0, change to 1.

793 Local collections (group tag u)

793 0_ Tsakopoulos Hellenic Collection
793 0_ Piano Pedagogy Collection

8xx SERIES (group tag s)

Used only with corresponding 490 1b field. See 4xx field above

856 Electronic location and access (accept).

Change ‡3 to ‡z.

If the URL in the 856 links to the table of contents which repeats the information from the 505 field, delete the 856 field.

948 TSVC INFO (group tag v)

Type your initials in this field.

948 mg


Fields edited

COPY: 1 (change to appropriate number appropriate number if added copy)

1 (for initial copy)
10 (additional copies)
11 (additional volumes)
12 (pushbutton cataloging)

Complete list of values for ICODE1

- (default)
g (gift)
n (suppressed)

0 (circulating)
1 (non-circulating)

(See Location Codes and Spine Labeling Document)

(See Location Codes and Spine Labeling Document)

- (circulating)
o (non-circulating)
(See Location Codes and Spine Labeling Document)

(barcode is placed on the upper left corner of the book)

Enter if needed.

OTHER (as needed):
Insert (x) NOTE
Insert (c) Call Number


See Location Codes and Spine Labeling Document for books requiring a special label above the call number (e.g. reference, quarto).


Yankee materials need to be received by BCD. Place your designated initial in the receiver code area of the order record and proceed to edit the book as instructed. If pushbutton cataloging, code in item ICODE 1 = 12.


Same location
Add the next consecutive copy number to ICODE01.

Different location, past policy (before 5/21/10):
When there were multiple copies in different locations, separate copy number sequences were maintained by location. When copies were transferred to different locations, books were pulled and re-labeled and the record was changed to maintain separate copy number sequences by location.

Example: Different location, new policy (as of 5/21/10):
When there are multiple copies in different locations, maintain one sequence of numbering regardless of location. As new added copies arrive or if needed for other maintenance activity, retrospectively pull and change copy numbers on books and records to create one numbering sequence.


Enhance 505 field in bibliographic record with distinctive title information and ‡t , ‡r, and ‡g, if applicable. Item record ICODE1=11 ; and add volume information. (See Editing 505)


If cataloging new material for RBR, catalog the item(s) as normal, giving the bibliographic and item records their permanent (main library) locations and appropriate copy numbers. If the material has been ordered for RBR, and will be added to an existing cataloged MARC record, Count only the library-owned copies when designating copy numbers; if there is a professor's personal copy attached to the record (designated as p/c in the volume field), you will need to notify RBR that they will need to change the copy number for that item to the next copy number after all the library-owned copies. In the example below, if you were to add a library-owned copy to this record, it would become copy 2, and RBR would need to change the p/c to copy 3.

If the item you are cataloging for RBR is the first library-owned copy and it appears that RBR may have only a personal copy of the identical material, verify whether the two items are identical. If the personal copy is the same as the one you are cataloging, notify RBR that they will need to move their copy to the bibliographic record for the new item as the next sequential copy, relabel it, and delete their brief record.

RBR End Processing

For a hardbound book, place the barcode in the usual location; for a paperback book, paper-clip the barcode to the label, as it will be placed on the book after extra reinforcing. Place a neon green flag in the book and place it in the "BCD Rush Processing" area.


Office copies are non-circulating and the record is suppressed.

Both the bibliographic record and item record are suppressed if the office copy is the only copy attached. (BCODE3 = n, bibliographic record).

Only the item record is suppressed if the office copy is added to an existing non-suppressed Eureka record. In this case, do not code the location field in the bibliographic record for the office copy. Suppress the item record (ICODE2 = n).

See Location Codes and Spine Labeling Document for label prefixes for office copies.


The locations for most oversized books are: 2 North Quarto and 2 North Folio.

Standard Quarto Size (shelve on 2 North Quarto):
a. Books 30-41 cm. tall
b. Books 26-30 cm. wide

Exceptions: Standard Folio Size (shelve on 2 North Folio):
a. Books 42 cm. or more tall
b. Books 31 cm. or more wide



Place a q above the call number on the label for a quarto.
Place Folio above the call number on the label for a folio.
Be sure to remove any location designation from the call number in the Millennium record so it does not become permanent.



Example: book contains computer CDROM.
The CDROM is housed in a pocket.
Place a CHECK FOR PARTS label under the barcode.
Create a contains label:
and place the label on the pocket housing the CD.

In the above example the 300 line would indicate that a CD-ROM is accompanying material:
300 224 p. ;‡c 28 cm. +‡e1 CD-ROM

and a 500 note is added:
500 Accompanying CD-ROM housed in pocket.


Reference labels are placed on the inside cover of the book centered at the top.

Non-circulating labels are placed under the barcode on the front cover of the book


Books with accompanying computer disc/dvd:
Make a copy of the disc/dvd. The copy goes with the book. Use permanent marker to write call no. on disc/dvd copy. Make extra label to put on jewel case of original. File by call number in locked cabinet.

Music materials with call number M2 or M3:
Make non-circulating.

Juvenile books:
Place books on adaptive cataloging shelf that have juvenile subject headings such as Juvenile fiction or Juvenile literature.


Flags with incoming books

Yellow: indicates added copy, added volume, new serial, etc.
Blue: book is a gift
Red: Rush
Neon green: RBR Rush
White: Reference

Flags placed at time of cataloging

Goldenrod (Notify):
Place name of person/phone number of person to be notified on the flag. This information is usually found in the order record. Place on notify area in End Processing. Circulation notifies the person.

Pink (Gift plate):
Place the name of donor on flag. End processing students place gift plate that corresponds to donor. (Order record usually contains this information)

Hot Pink (Tsakopoulos Oversize):
See Tsakopoulos section.

Lavender (Mending):
(See Checking Books out to Mending Procedure for instruction)


Added entry:
Place the following added entry for books housed in the Tsakopoulos Collection:

793 0b Tsakopoulos Hellenic Collection

Books more than 29cm tall or wide are considered oversize.

Special Labels:
Special labels have been pre-printed for the Tsakopoulos books. The student assistants place these on the books.

TSAK is the label going above the call number.

OVERis the label going above the call number for oversize

End Processing: