FDLP

Glossary

A

Adapt: To use an existing record to catalog. GPO usage: this usually entails editing the record. See copy cataloging.

Authenticate: To create a new record, or modify an existing record, so that it meets PCC standards, as indicated by the addition of the code “pcc” to the 042 field. PCC standards are met by conforming to the PCC RDA BIBCO Standard Record (BSR) Metadata Application Profile or the CONSER Standard Record (CSR). When authenticating a record, in addition to coding the 042 field “pcc,” GPO also codes the Fixed Field: ELvl: Encoding Level (Leader/17) “blank,” and the Fixed Field: Srce: Cataloging Source (009/9) “c,” unless it is already coded blank. General usage: “… it is permissible to authenticate the new record as PCC without converting it to RDA.” (From: Final date for BIBCO and CONSER bibliographic contributions formulated according to AACR2: December 31, 2014)

B

BIBCO standard record: The "model" for bibliographic monographic records using a single encoding level in a shared database environment

Bibliographic data sheet: See Report documentation page.

C

Clone: See derive

Convert: (Frequently used together and often interchangeably with, recode or re-describe.) To change the descriptive cataloging standard, conventions, or form of a catalog record, from a former one to a current one, as indicated by a change of coding in the Fixed Field: Desc: Descriptive Cataloging Form (Leader/18), and sometimes a change in the 040 $e. For example, a record is converted from AACR2 to RDA by re-describing according to RDA, and by adding “$e rda” to the 040 field, and changing the Leader/18 from “a” to “i.” General usage: “… it is permissible to authenticate the new record as PCC without converting it to RDA.” (From: Final date for BIBCO and CONSER bibliographic contributions formulated according to AACR2: December 31, 2014)

Copy cataloging: Utilization of an existing record to catalog, as opposed to original cataloging. See adapt.

Crosswalk: A table or chart showing equivalent elements/fields in more than one metadata schema.

D

Database maintenance: Modification of existing records, that usually, but not always, exist in the CGP. Records are usually modified in both the CGP and OCLC, but may be modified only in the CGP. Occasionally, records that are not in the CGP may only be modified in OCLC, for example, to add links to GPO records. Examples of database maintenance: to add a newly created name or series access point, to change a misapplied authorized access point, to remove duplicate records, or to change the SuDoc classes.

Derive: Using an existing record to create a new record to add to a catalog, such as OCLC or Aleph. (Referred to as “clone/cloning” in the 2002 GPO Cataloging Guidelines and in LC-PCC PS 1.11.) General usage: “If deriving a new record from a PCC non-RDA record in order to describe a reproduction of that resource in a different format …” (From: Final date for BIBCO and CONSER bibliographic contributions formulated according to AACR2: December 31, 2014)

Division of the World: A term used to reflect that certain entities must be established in the NACO Authority File (LC/NAF) and others in the Subject Authority File (LCSH) by the rules appropriate for each.

Documentation page: See Report documentation page.

E

Edit: See the common dictionary definition. GPO usage: to add, delete, or modify data in an existing record. Interchangeable with: enhance (see below), modify, and update.

Enhance: See the common dictionary definition. GPO usage: to add or modify data in an existing record. Interchangeable with: edit (see above), modify, and update. Also refers to an OCLC Cataloging Authorization Level, as in Regular Enhance and Enhance National (see: OCLC Cataloging Authorization Levels …)

Expression: The intellectual or artistic realization of a work in the form of alpha-numeric, musical, or choreographic notation, sound, image, object, movement, etc., or any combination of such forms; it can refer to individual entities, aggregates, or components of these entities.

G

GEOnet Names Server: The official repository of standard spellings of all foreign geographic names, sanctioned by the United States Board on Geographic Names (US BGN).

I

Item: A single exemplar or instance of a manifestation; it can refer to individual entities, aggregates, or components of these entities.

Integrating resource: A resource that is added to or changed by means of updates that do not remain discrete but are integrated into the whole (e.g., a loose-leaf manual that is updated by means of replacement pages, a Web site that is updated continuously)

L

LC record: A bibliographic record in LC’s catalog, as evidenced from LC’s symbol, DLC, in the 040 field.

Library of Congress Authority File: Includes name and subject authority records. It comprises the LC Name Authority File (NACO) and the LC Subject Authority File (SACO). The NACO file is updated in real time, while additions to the SACO file must receive Library of Congress approval, which may take three to four months.

Library of Congress record: See LC record, above.

M

Manifestation: The physical embodiment of an expression of a work; it can refer to individual entities, aggregates, or components of these entities.

MARC 21 tag: An element of the MARC21 data schema, such as 245 for title or 710 for corporate body.

Metadata schema: A system of data elements used to describe a resource.

Modify: See the common dictionary definition. GPO usage: to add, delete, or modify data in an existing record. Interchangeable with: edit, enhance, and update.

Multipart: A monograph complete, or intended to be complete, in a finite number of separate parts.

N

NASA Center for AeroSpace Information (CASI) Aeronautics and Space Database: Maintains the NASA database of over 4 million bibliographic records.

NASA Thesaurus: Contains the authorized NASA subject terms.)

O

Original cataloging: Creation of a new catalog record, as opposed to copy cataloging.

P

Preferred title for the work: A title or form of title chosen to identify the work. The preferred title is also the basis for the authorized access point representing that work. (RDA Glossary).

Principal creator: The person, family, or corporate body that is a creator according to RDA 19.2, and is represented by an authorized access point that precedes the preferred title for a work in the authorized access point for that work. In MARC, the authorized access point for the principal creator occurs in the 100, 110, or 111 field of a bibliographic or authority record. Previously referred to as: main entry. Previous (and sometimes current) usage: a work, expression, resource, or record is entered under the person, family, or corporate body.

R

Recode (Re-code): (Frequently used together and often interchangeably with, re-describe (see below) or convert.) To change the descriptive cataloging standard, conventions, or form of a catalog record, from a former one to a current one, specifically by changing the coding in the Fixed Field: Desc: Descriptive Cataloging Form (Leader/18), and sometimes changing the coding in the 040 $e. For example, a record is recoded from AACR2 to RDA by adding “$e rda” to the 040 field, and changing the Leader/18 from “a” to “i.”

Re-describe: (Frequently used together and often interchangeably with, recode (see above) or convert.) To change the descriptive cataloging standard, conventions, or form of a catalog record, from a former one to a current one, as indicated by a change of coding in the Fixed Field: Desc: Descriptive Cataloging Form (Leader/18), and sometimes a change in the 040 $e. For example, a record is re-described from AACR2 to RDA by re-cataloging according to RDA instructions.  

Report documentation page: A page in a report containing a form that comprises descriptive information about the report, such as: abstract, authors, dates, numbers of various types, performing organizations, sponsoring organizations, and subject terms.

S

Schema: See Metadata schema

Serial: A mode of issuance of a manifestation issued in successive parts, usually bearing numbering, that has no predetermined conclusion. A serial includes a periodical, monographic series, newspaper, etc. Reproductions of serials and resources that exhibit characteristics of serials, such as successive issues, numbering, and frequency, but whose duration is limited, such as newsletters of events, are also included. (RDA)

Still Image: Content expressed through line, shape, shading, etc., intended to be perceived visually in two dimensions. Includes drawings, paintings, diagrams, photographic images (stills), etc.

T

Technical report documentation page: See Report documentation page.

Title proper: A chief name of a manifestation, that is, a title normally used when naming the manifestation. An alternative title is treated as part of the title proper. (RDA Glossary)

U

Update: See the common dictionary definition. GPO usage: to add, delete, or modify data in an existing record. Interchangeable with: edit, enhance, and modify.

Upgrade: Commonly used for two separate processes:

  1. To change the descriptive cataloging standard, conventions, or form of a catalog record, from a former one to a current one, as indicated by a change of coding in the Fixed Field: Desc: Descriptive Cataloging Form (Leader/18), and sometimes a change in the 040 $e. For example, a record is upgraded from AACR2 to RDA.
  2. To increase the Encoding Level of a catalog record, as indicated by a change of coding in the Fixed Field: ELvl: Encoding Level (Leader/17). For example, a record is upgraded from Full-level I to Full-level blank. Also used for authenticate (see below).

Due to these two separate meanings, GPO prefers to use:

  1. Recode and re-describe, for changing the descriptive cataloging standard, conventions, or form of a catalog record, from a former one to a current one, as indicated by a change of coding in the Fixed Field: Desc: Descriptive Cataloging Form (Leader/18), and sometimes a change in the 040 $e.
  2. Authenticate, for creating a new record, or modifying an existing record, so that it meets PCC standards, as indicated by the addition of the code “pcc” to the 042 field.

GPO uses “upgrade” to mean: to increase the Encoding level to I level, which is not authenticating the record.

V

Video: Media used to store moving or still images, designed for use with a playback device such as a videocassette player or DVD player. Includes media used to store digitally encoded as well as analog images.

W

Work: A distinct intellectual or artistic creation (i.e., the intellectual or artistic content); it can refer to individual entities, aggregates, or components of these entities. 

 

 

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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.