Cataloging International Docs with or without call numbers

Introduction: These instructions cover the cataloging of classed and unclassed international documents. Except for section I.A. below, the information is the same for both groups.

1. If the current project is for cataloging:
   1. Classed international documents, please enter the docs number in the OCLC record:
      1. The document number is inscribed in the upper left corner of the front cover and has the form "ST/CSDHA/27".
      2. Please create an 099 field (2nd indicator 9) in the OCLC record, immediately above the 049 field, and enter this document number exactly.

         Example: 099 9 ST/CSDHA/27

         Example: 099 9 ST/DCS/1/Rev.3

         Note: Please follow the capitalization scheme as it appears in the upper left corner of the front cover. Please enter the entire document number without spaces.

         Note: The following examples represent different titles and require different records:

         ST/CTC/26

         ST/CTC/26/Rev.1

         ST/CTC/26/Rev.1/Amend.1

      3. If, however, the document number includes a volume designation, please do not include this designation in the 099 field.

         Example:

         ST/CID/4, v. 1 [in upper left hand corner of document]

         099 9 ST/CID/4

         Any such volume designation will, as usual, go in the 049 field:

         Example:

         ofde $c 1 $v 1

      4. Multivolume sets:
         1. Some sets have the same document number for all volumes. If all volumes have the same document number, enter that number in the 099; be sure to enter the volume information in the 049 field.
         2. Some have different numbers for each volume (e.g., ST/CTC/26 for vol. 1, ST/CTC/28 for vol. 2, ST/CTC/31 for vol. 3, etc.). If each volume has a different number, enter the document number as, for example, ST/CTC/26, 28, 31 (with a comma and a space after each number); be sure to enter the volume information in the 049 field.

            Example:

            099 9 ST/CTC/26, 28, 31

            049 ofde $c 1 $v 1 $v 2 $v 3

            (or: 049 ofde $c 1 $v 1 2 3)

         3. Some sets have a parenthetical volume designation after the document number (e.g., ST/CTC/26 for vol. 1 and ST/CTC/26(vol.2) for vol. 2). Leave the call number as, for example, ST/CTC/26; do not enter ST/CTC/26, 26(vol.2). Be sure to enter the volume information in the 049 field.

            Example:

            099 9 ST/CTC/26

            049 ofde $c 1 $v 1 $v 2

            (or: 049 ofde $c 1 $v 1 2)

      5. Series and class numbers:
         1. Some UN documents are part of a series. As usual, check DRA and -- if necessary -- OCLC for series treatment (cf. section 6 below). Series are typically reflected in the document number; be sure to enter the document number as it appears on the piece.

            Example:

            On the piece: UNCTC Advisory Studies Series B No. 1

            ST/CTC/SER.B/1

            In OCLC: 099 9 ST/CTC/SER.B/1

            049 ofde $c 1

            440 0 UNCTC advisory studies. $n Series B ; $v no. 1

            Note: Please enter the "SER.B" (for example) in the 099 field without spaces.
         2. In some cases, the series statement in the OCLC record will have the document number as the volume designation. This is fine; leave the document number in the 4xx (or 8xx) field and in the 099 field. Do not worry about duplicate appearances of the document in the bibliographic record. On the other hand, you do not need to add the document number to the series field if there is no volume designation.
      6. Delete any and all 050 or 090 call numbers in the record. If one of these is left in the record, it -- rather than the 099 -- will load in the MFHL.
   2. Unclassed international documents, please enter an "x" in the 090 field directly above the 049 location code (you may delete the $b, although this step is not necessary).
2. If you find a classed together number in the OCLC record:
   1. Classing items together or separately is, in part, a shelving issue. Since the Documents section has already determined how they wish to shelve these items, it is irrelevant whether other libraries (including Davis) class these documents together or separately.
   2. Therefore, we will catalog even those items with classed together call numbers in their OCLC records.
   3. However, if the record does have a classed together number, and the authority record for the series says classed together ("c" in field 646 or a note in the 680 field), refer to 6.A.iv and 6.B.iv below.
3. The location code for all international documents is OFDE.
4. These items are not barcoded.
5. These items are not inscribed.
6. Series:
   1. Please check each series in DRA (enter a title search and look for a line number with a capital A in front; to call up the authority record, type "a" and the line number -- e.g., a4).
      1. If you find the series, make sure the established form (the form in the 130 field of the authority record) appears in the OCLC record, either in a 4xx field or an 8xx field.
      2. Watch out for 400 and 410 fields (these usually say "Its..." or "His..."). If the record contains such a heading, pass the item on to Doug with a note. I, in turn, will consult Betty Waynick, but this way she only has to answer the question once.
      3. If you find a possible match but aren't sure about it, you can ask Doug, Carol Pekar, or Betty Waynick.
      4. If the 646 field of the authority record has a "c" in subfield a (i.e., the series is classed together for locations other than the Documents section), pass the item on to Doug with a note. I, in turn, will consult Betty, but this way she only has to answer the question once.
      5. If you don't find an authority record in DRA, go to step 6.B.
   2. Check OCLC's authority file if you find nothing in DRA.
      1. If you find the series, make sure the established form (the form in the 130 field of the authority record) appears in the OCLC record, either in a 4xx field or an 8xx field.
      2. Watch out for 400 and 410 fields (these usually say "Its..." or "His..."). If the record contains such a heading, pass the item on to Doug with a note. I, in turn, will consult Betty Waynick, but this way she only has to answer the question once.
      3. If you find a possible match but aren't sure about it, you can ask Doug, Carol Pekar, or Betty Waynick.
      4. If the 646 field of the authority record has a "c" in subfield a (i.e., the series is classed together for locations other than the Documents section), pass the item on to Doug with a note. I, in turn, will consult Betty, but this way she only has to answer the question once.
   3. If you don't find an authority record in OCLC: Tell Doug. I'll tell Carol Pekar (this two-step notification process will save Carol from being notified multiple times about the same series), who can create a series authority record.
   4. Key points:
      1. We want every series traced accurately, and that means linking every series to an authority record. Verifying that the series entry is accurate before cataloging is far more efficient, and far easier, than having to clean up errors in the catalog.
      2. We will catalog documents regardless of whether LC (or anyone else) treats a given series as classed separate or together.
7. No printouts are necessary.
8. "Update" the records, rather than "produce" them.
9. Blue slips: Please make a "blue" slip for the cumulation of statistics. Include "docs", your initials, and the first 5 words of the title.