FDLP

Bibliographic Cataloging: Congressional Publications

When the term “Congressionals” is used in this section, it pertains to the following types of publications, here listed with their corresponding Superintendent of Documents (SuDocs) classification stem:

  • Senate documents (Y 1.1/3:)
  • Senate treaty documents (Y 1.1/4:)
  • Senate reports (Y 1.1/5:)
  • Senate executive reports (Y 1.1/6:)
  • House documents (Y 1.1/7:)
  • House reports (Y 1.1/8:)
  • Hearings (including markups and briefings) (Y 4.)
  • Prints (Y 4.)
  • Memorial Addresses (Y 7.1:)
  • Public Laws (AE 2.110:) For detailed information on public laws, see Bibliographic Cataloging: Public and Private Laws.
  • Private laws (AE 2.110/2:) For detailed information on private laws, see Bibliographic Cataloging: Public and Private Laws.
  • Other miscellaneous publications issued by the U.S. Congress.

Most congressionals are available to depository libraries in three formats (print, microfiche, and online computer file) with different item numbers for each format. Separate bibliographic records are created for each format, with linking fields referencing the other formats.

Fixed Fields

Leader/17- Encoding Level

Coded as blank.

Leader/18- Descriptive Cataloging Form

Coded as ‘i’.

008/39- Cataloging Source

Coded as ‘c’.

Variable Fields

037 - GPO Sales Stock Number

Unless readily available (i.e., provided to the cataloger by GPO publications sales staff), GPO stock numbers are not included.

042 - Authentication code

Coded as ‘pcc’.

050 - Library of Congress Call Number

For a hearing or report, a unique Library of Congress (LC) call number is assigned, utilizing the LC Classification schedule for U.S. law materials (Schedule KF). These call numbers are formulated as follows.

First Indicator

  • blank - Used for all call numbers assigned by agencies other than the Library of Congress
    • Please note: When updating records in which the first indicator of the 050 is coded with the value “1”, do not change the coding.
    • That coding was correct when the records were created.

Second Indicator

  • 4 - Assigned by agency other than LC

$a – Classification Number

  • Senate hearings: KF26
  • House hearings: KF27
  • Senate reports: KF31
  • House reports: KF32

$b – Cutter Number, Date, and Work Mark

  • Cutter Number
    • Based on the committee or subcommittee issuing the publication.
    • Multipart Titles
      • Based on the committee or subcommittee that is the preferred access point of the first part, since the body responsible for a hearing or report may vary from part to part.
    • When no Cutter number is listed in the KF classification schedule for a committee or subcommittee:
      • Email the Library of Congress to request that the Cutter number be established.
      • All NACO authority work for the committee or subcommittee should be completed before contacting the Library of Congress.
  • Date
    • Four-digit year
      • Hearings: hearing date
      • Reports: issue date
  • Work Mark
    • After the first publication of each year, add a lowercase letter starting with “a” and continue adding letters in alphabetical order to make every call number unique within that year.
      • When all 26 letters have been used, a new sequence is begun by adding another “a” after the work mark “z”.
      • Repeat as many times as needed.
    • To avoid duplication of call numbers:
      • Use an LC Call Number browse search in the CGP to determine the next work mark.
      • And/or, maintain a list of all LC call numbers assigned for each committee and subcommittee.

050 _4 KF32 ǂb .N38 2018

050 _4 KF32 ǂb .N38 2018a

050 _4 KF32 ǂb .N38 2018z

050 _4 KF32 ǂb .N38 2018za

050 _4 KF32 ǂb .N38 2018zza

OCLC Records

  • Library of Congress Bibliographic Records
    • For export only, change the call numbers as needed to be unique in the Catalog of U.S. Government Publications (CGP).
  • All Other Records
    • Modify the LC classification or call numbers in the master records to conform to GPO’s requirements and to make the numbers unique in the CGP.

086- Superintendent of Documents Classification Number

Superintendent of Documents (SuDocs) classification numbers using appropriate class stems found in the List of Classes are assigned by the cataloger. Most class numbers are completed by adding a series or serial number to the SuDocs class stem. In instances when a cutter number is required to complete a SuDocs classification number, the publication is forwarded to the supervisor of the LSCM Classification Team to complete the SuDocs number. See Bibliographic Cataloging: 086 SuDoc Number for more information.

088- Report Number

Hearings of the House of Representatives often bear serial numbers, usually centered on a title page. These serial numbers are entered in the 088 field. The form of the entry in the 088 field will depend on the way the number is recorded on the publication.

A number that includes lettering that represents a congressional committee will be entered as it appears on the publication, e.g.:

H.A.S.C. 107-38

“H.A.S.C.” represents the House Armed Services Committee.

A serial number that is “generic” in its presentation (i.e. “Serial no. 107-1,” Serial no. 5,” “Serial no. J-102-34”) will be entered in the 088 field qualified parenthetically by the congressional committee in its AACR2 heading form, e.g.:

Serial no. 113-1 (United States. Congress. House. Committee on Agriculture)

A serial number that appears only as a number (i.e. “No. 6”) is not included in a 088 field, but is entered in a quoted note.

1xx- Principal Creator

A hearing is entered under the name of the committee or subcommittee before which the hearing is held. Joint hearings are entered under the first committee/subcommittee named, with variant access point entries for the others. Markups and briefings are also entered under the name of the committee or subcommittee.

A report is entered under the name of the committee submitting the report. For multipart reports, the committee submitting the report may change from part to part. In those circumstances, the name of the committee submitting the first part is entered as the authorized access point, with a note and variant access point for the name of each committee submitting subsequent parts.

Since Senate and House documents tend to be official statements by government officials to the Congress, a document is entered under the name of the official’s office. For presidential statements, the authorized access point should be the corporate heading for the President, with a variant access point for his personal name.

Authorized access points for prints can vary. Prints often have personal authors that may not appear on the title page. Introductory material should be checked carefully to verify personal authorship.

Senate executive reports are entered under the Senate Foreign Relations Committee.

130/240- Unique Title for Work

In circumstances when a 130 or 240 field is required to break a conflict between two records for different publications with identical authorized access points (usually author/preferred title or preferred title alone), a 130 or 240 field is created with the preferred title qualified parenthetically by the date of publication. If the publications with duplicate access points are published in the same year and a year qualifier has already been used on another publication, a qualifier such as a month/year issue date (in the case of reports, documents, and prints) or date of hearing (in the case of hearings) is preferred. A hearing date qualifier should be formulated in the same way as treaty date qualifiers (i.e. [year][month][day]).

245- Title Statement

The full title proper of a congressional publication is transcribed in the MARC 245 ‘a’ subfield. Truncation of other title information (subfield ‘b’) is avoided, unless the information repeats the information in the title proper or is extremely lengthy. Certain essential information contained in other title information is always transcribed (e.g. names of committees or subcommittees, bill numbers of specific legislation).

In some instances, the title proper of a multipart congressional publication may change from part to part. In those circumstances, the title of the first part is entered as the title proper, with a note and added entry for the variant title(s) on subsequent parts (provided that the variation is in the first five words of the subsequent title). In the event that a part other than the first part is received for cataloging, that part may be the basis for the cataloging, but the title should be changed on the catalog record when the first part is received.

250- Edition Statement

Star prints are always treated as new editions, not as reprints. The phrase “Corrected printing” should be entered in brackets in the 250 field.

264- Publication Statement

Most congressionals are published by the Government Printing Office (GPO). In some instances (such as Senate prints), GPO will not appear as the publisher. Instead, an agency of Congress may appear as the publisher. In the latter instances, the agency of Congress shall be entered as the publisher.

264- Distribution Statement

A Superintendent of Documents distribution statement should always be recorded if it appears on a print publication. No effort needs to be made to verify actual sales availability.

300- Physical Description

Filled-in forms that are included in a hearing as part of a hearing record (such as a nominee’s biographical information form) are not considered illustrations and are not mentioned in the cataloging record.

500- General Notes

For star prints, either a quoted note (if the words “star print” appear on the publication) or a note with the unquoted term “Star print” (if only a star appears on the publication) is always included.

For print format congressionals, it is not necessary to enter a shipping list number note (such as “Shipping list no. unavailable”) in a bibliographic record when cataloging is based on the dummy copy. The shipping list note will be entered when the depository joker copy arrives in Bibliographic Control.

For online and microfiche versions of congressionals that are sold in print, a 500 note will be added to a bibliographic record stating that the print version is available for sale by the SuDocs.

504- Bibliography, etc. Note

Lists of a witness’s publications that are included as part of a hearing record are not considered bibliographies and are not mentioned in a note.

505- Contents Note

Volumes of multipart hearings occasionally have distinctive titles, so contents notes are added.

  

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GPO Cataloging Guidelines

Introduction
Bibliographic Cataloging
Overview
Authoritative Status of the Catalog of U.S. Government Publications
GPO Records in OCLC and Record Maintenance
Sources
What LSCM Catalogs
Treatment Decisions for Collections and Analytics
Factors to Consider for the Treatment Decision
Separate Record Policy
Background
Procedures
Exceptions
Original Cataloging
Copy Cataloging
Adapting PCC Pre-RDA Records
Adapting Non-PCC Pre-RDA Records
Authenticating Non-PCC Pre-RDA Records as PCC
Replacing and Exporting Records
Cataloging Non-distributed Formats (for C&I)
Authority Records
General MARC Field Policy 490 – Series Statement Field
General MARC Field Policy 856 – Historic URLs
074 GPO Item Number
Multiparts
Item Number Corrections
086 SuDoc Number
Sources to Consult
Background and General Instructions
Multiparts
Serials and Integrating Resources
Microfiche
Current RDA Policies and MARC Fields (February 2015- )
MARC Fields
Overview of Previous Microfiche Policies
Re-Cataloging Microfiche
Congressional Publications
Fixed Fields
Leader/17- Encoding Level
Leader/18 - Descriptive Cataloging Form
008/39 - Cataloging Source
Variable Fields
037 - GPO Sales Stock Number
042 - Authentication Code
050 - LC Call Number
086 - SuDoc Classification Number
088 - Report Number
1xx - Principal Creator
130/240 - Unique Title for Work
245 - Title Statement
250 - Edition Statement
264 - Publication Statement
264 - Distribution Statement
300 - Physical Description
500 - General Notes
504 - Bibliography, etc. Note
505 - Contents Note
Technical Reports
Identification of Technical Reports
Monograph or Serial
Sources of Information
Cataloging Instructions
Fixed Fields
Variable Fields
General Guidance on Special Technical Report Fields
027 – Standard Technical Report Number
513 – Type of Report and Period Covered Note
536 – Funding Information Note
Public and Private Laws
Public Laws
Private Laws
Instructions
Treaties
074 - Item Number
086 - SuDoc Number
490 and 830 - Series
546 and 041- Language
Senate Treaty Document Series (Y 1.1/4:)
Cartographic Materials
Background and Sources Consulted
BLM Surface/Mineral Management Maps
Encoding Level
1XX- Principal Creator
255 - Cartographic Math Data
300 - Physical Description
655 - Genre Term
Audiovisual Resources
Scope of the Format Visual Resources
Definitions of Types of Visual Resources
Bibliographic Treatment in the CGP
Analytics of Videos
Collections of Videos
Analytics of Still Images
Collections of Still Images
MARC Fields for Visual Resources
245
300 - Physical Description
655 - Genre/Form Terms
Continuing Resources
Selective Registration for ISSN Assignments
GPO’s automated submission of continuing resources for ISSN assignments
GPO’s selective registration of continuing resources for ISSN assignments
Inclusion criteria
Exclusion criteria
Serials
Sources to Consult
Policies, Procedures, Practices
Definition of Serial
Monograph vs. Serial and Frequency of Issuance
When Mode of Issuance Is Ambiguous
Replacement of Monograph Records with a Serial Record
Ceased Serials Cataloged for the First Time GPO
Numbering–Exceptions to RDA Principle of Transcription
Notification of Cataloging Updates via WebTech Notes
Notification of OAM for Serials Harvesting
Updating Collections of Serials
MARC Fields
Leader /17 (Encoding Lvl) & 042
010 - LC Control Number
022 - ISSN
050 – LC Call Number
060 – NLM Call Number
070 – NAL Call Number
074 - Item Number
082 - Dewey Decimal Classification Number
086 - SuDoc Number
246- Varying Form of Title
264 - Production, Publication
300 - Physical Description (300|a )
362, 588, and Any Field Where Designation Is Represented
500 - Distribution Note
515 - Numbering Peculiarities
538 - System Details Note
588 - Source of Description Note
Verbiage for “Description Based on” Note
Print Version Record Used As Basis of Description for Online Version
76X--78X– Linking Entry Fields
776 – Additional Physical Form
Cessation of print version, continuation online version
Cessation of serial due to format and title change
Microform serials and GPO practices for linkages
Former, discontinued practice for linking microform serials to other manifestations
Current practice for linking microform serials to other manifestations
Other Considerations for Linking Entry Fields
Parallel formats
Works linked but not described in bibliographic records
856 – Electronic Location & Access
Single- vs. Separate-Record Approach and PURLs
Appendix A: Bibliographic File Maintenance: Deletion of Records from the CONSER Database
Appendix B: Where to Find Certain CONSER Procedures
Integrating Resources
086 - SuDoc Number
130 - Authorized Access Point for Work
245 - Title
Other Title Information ($b)
Statement of Responsibility ($c)
300 - Physical Description
5XX - Notes
Order of 5xx Notes
588 - DBO on Source of Title Proper Note
580/760-787 - Linking Relationships
Computer Files
Procedures to Convert Type "M" to Type "A" Records
Name Authorities
Background
Instructions to Consult
Policy Overview
Personal Names
Congressional Publications
Other Publications
Corporate/Conference Names
Variant Names
Conference Authority Records
Programs and Projects
Corporate Names for Parks, Forests, Preserves, etc.
Works and Expressions
Multipart (Collective) Titles
Series
Series-Like Phrases
Places (Jurisdictional Geographic Names)
General Procedures
Optional Fields
Research in OCLC
How Much Research Should Be Performed . . . ?
When to Consult Additional Sources
Tips for Contacting Agencies
General Field Specific Guidelines
043 - See from Tracing
1xx and 4xx
4XX - See from Tracing
5XX - See Also from Tracing
670 - Source Data Found
678 - Biographical or Historical Data
781 - Subdivision Linking Entry - Geographic Subdivision
RDA
General Policies
Hybrid Records in RDA Name Authority Records
When to Recode an Existing NAR to RDA
How to Recode an Existing NAR from AACR2 to RDA
Field Specific Guidelines
$u and $v in the 046 and 3XX Optional Fields
Source of Information: 670 vs. $v in the 046 and 3XX Optional Fields
046 – Special Coded Dates
$2 – Source of Term
$s (start date or period) $t (end date or period)
336 - Content Type
368 - Other Attributes of Person or Corporate Body
370 - Associated Place
371 – Address
372 – Field of Activity
373 – Association Group
377 – Associated Language
4XX – See from Tracing
5XX – See Also from Tracings
670 – Source Data Found
678 – Biographical or Historical Data
Personal Names
Procedure for ECIP
General Instructions
046 – Special Coded Dates (RDA 9.3)
$s and $t in the 046 and 3XX Optional Fields
100 – Authorized Access Point
$q – Fuller Form of Name
$d – Birth and/or Death Date
$c – Titles and Other Words (Professions) Associated with a Name
368 - Other Attributes of Person or Corporate Body
370 - Associated Place (RDA 9.8-9.11)
371 - Address (RDA 9.12)
372 – Field of Activity (RDA 9.15)
373 – Associated Group (RDA 9.13: Affiliation)
374 – Profession or Occupation (RDA 9.16)
375 - Gender (RDA 9.7)
377 - Language (RDA 9.14)
378 – Fuller Form of Name (RDA 9.5)
400 - See from Tracing-Personal Name
510 - Related Corporate Body
678 - Biographical or Historical Data (RDA 9.17)
Corporate Names
Notes
Sources to Consult
Before You Begin
MARC Fields
110 - Corporate Name
Places Associated with the Corporate Body
Associated Institution
Names Containing the Word "Services"
111- Meeting Names
368 - Other Attributes of Corporate Body, $a Type of Corporate Body
370 - Associated Place
372 - Field of Activity
373 - Associated Group (11.5)
410/411 - See from Tracing
Initialism or Acronyms in Capital Letters
Variants for Names Containing Ampersands
410 - See from Tracing - Corporate Name
Variant Names Entered Subordinately
Place Names As Jurisdictions vs. Locations
Variant Names Entered Directly
Variants for Names Containing the Term “Inc.” or “Incorporated”
411 - See from Tracing - Meeting Name
Additional Identifying Element(s) for Initialisms/Acronyms in Variants for Meeting Names
510/511 – See Also from Tracing
Relationships and Relationship Designators
Mergers
510 - See Also from Tracing - Corporate Name
Hierarchical Superior Relationship
667 - Nonpublic Gen Note
678 - Biographical or Historical Data (11.11)
Works and Expressions
046 – Special Coded Dates (RDA 6.4 and 6.10)
130 – Authorized Access Point
336 – Content Type (RDA 6.9)
370 – Associated Place (RDA 6.5)
377 – Associated Language (RDA 6.11)
380 – Form of Work (RDA 6.3)
410/430 – Variant Authorized Access Points
667 – Nonpublic General Note
670 – Source Data Found
EXEMPLARS
Places
043 - Geographic Area Code
451 - See From Tracing
670 - Source Data Found
781 - Subdivision Linking Entry-Geographic Subdivision
AACR2
General Policies
Hybrid Records in RDA NARs
When to Recode an Existing NAR to RDA
How to Recode an Existing NAR from AACR2 to RDA
Field Specific Guidelines
5XX - See Also from Tracings
Personal Names
100 – Authorized Access Point
$q - Fuller Form of Name
400 – See from Tracing-Personal Name
678 – Biographical or Historical Data (RDA 9.17)
Corporate Bodies
Auth Status - 008/33
110 - Corporate Name
111 – Meeting Name
410/411 – Variant Name
5XX – See Also from Tracings
670 - Source Data Found
Places
043 - Geographic Area Code
451 - See from Tracing
670 – Source Data Found
781 - Subdivision Linking Entry-Geographic Subdivision
Subject Cataloging
General Policies
LC Subject Headings
NASA Thesaurus Terms As Subject Headings
MESH, NAL, and Other Non-LC Subject Headings
LC Genre/Form Terms for Library and Archival Materials
Adding General LCGFT to Bibliographic Records
Background Resources for LCGFT
Adding LCGFT to Cartographic Records
Adding LCGFT to Audiovisual Records
Subject Heading Proposals, Background, and Tips
Tips and Instructions
Internet Research
Subject Headings Manual
Searching Minaret
Add'l Minaret (Class Web) Tips
Scope Notes
Use of the Dictionary
Use of Wikipedia
Use of LSCH As a Thesaurus
References
Class Web or Minaret
SACO Resources
Subject Headings Manual
Print Resources
Resources for Geographic Proposals
Geographic Print Resources
Examples of GPO Subject Proposals
Subject Heading Proposals, Workflow
Submitting SACO Proposals for Internal Review
Producing Associated Bib Records; Exporting Subject Authority Records
Submitting SACO Proposals to the Library of Congress
Updating Aleph Authority File
Name vs Subject Authority File
Overview
Instructions
Name Headings As Subjects
Special Topics, Materials, Subdivisions, Etc.
Environmental Impact Statements
Legal Topics
Research
Other Metadata Schemes
Dublin Core
ONIX
Glossary
Initialisms and Acronyms
List of Major Changes to the Cataloging Guidelines

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Please Note: The online guidelines are updated frequently. Superseded text is replaced by new text or deleted. The PDF version is published semiannually.

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Questions on the GPO-specific practices outlined in the guidelines should be submitted via askGPO. Please indicate "Cataloging: Policies & Practices" in the subject area.