Cataloging Government Documents

1
Cataloging Government Documents

• October 9, 2003

2
Outline

• Monographic documents including microforms
• Fixed fields
• Descriptive cataloging
• Online version of print documents
• Online resources available on Cataloging Dept.
  home page

3
Types of Government Documents

• U.S Federal Publications/Sudocs
• Government Printing Office
• Canadian Federal Documents
• Communications Canada
• Washington State Documents
• Washington State Library
• Local (Bellingham, Whatcom County etc.)

4
Priority/Projects

• In-process records via acquisitions
• Projects
• Directly from RL (mainly websites)

US federal docs. 1976-2000 US federal docs.
pre 1976
5
Fixed Fields - Monograph
6
(No Transcript)
7
Fixed Fields - Monograph
260 Olympia, Wash. b Washington State
Department of Ecology, c 2003
8
040 Cataloging Source

• 040 WRJ c WRJ
• 040 CUY c CUY d WRJ
• 040 NLC c NLC
• 040 GPO c GPO
• N.B. Sources of U.S Federal Publications (sudocs)
  bib. records vary some are LC some are member
  copy.
• E1/E2

Washington State Library
National Library of Canada
US Govt Printing Office
9
041-Language codes for translations and
multilingual items

• 546 Text in English and French on inverted
  pages.
• E2

10
043 - Geographic Area Code 

• 043 n-us-id a n-us-or a n-us-wa
• 650 0 Air quality management z Idaho.
• 650 0 Air quality management z Oregon.
• 650 0 Air quality management z
  Washington (State)

Correlates with SH
11
049 Local Holdings

• 049 XFFD
• 049 XFFN (electronic resources)

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1XX - Choice of Main Entry

• Government documents will have varying types of
  main entry headings.

13
1XX - Choice of Main Entry

• Personal Names - (Coots, Randall)
• Corporate - Washington (State). b Division of
  Vocational Rehabilitation
• Title Pesticide reduction evaluation
• Conference/meeting name Wildland Shrub
  Symposium n(11th d 2000 c Provo, Utah)

14
100 Personal names

• AACR2 21.4A
• Enter a work, a collection of works, or
  selections from a work or works by one personal
  author under the heading for that person.

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100 Personal names

• AACR2 21.4A
• If the work has three or fewer authors (and that
  is authors, not compilers or editors) the first
  author named is given as main entry, with Added
  Entries for the other two authors.
• If responsibility is shared among more than
  three persons and principal responsibility is not
  attributed to any one of them, enter main entry
  under title. Make an Added Entry for the person
  named first.
• N.B. Check all 1XX and 7XX entries in LC/OCLC
  Authority file
• E1/E3 (mixture of CB and PN)

16
110 Corporate Main Entry

• Use Corporate Main Entries for works about the
  agency e.g. (annual reports, directories,
  resources).

17
110 Corporate Main Entry

• Consult AACR2 21.1 B2 if in doubt
• Enter a work emanating from one or more corporate
  bodies if it falls into one or more of the
  following categories
• Those of an administrative nature dealing with
  the corporate body itself.
• Or its internal policies, procedures, finances,
  and/or operations.
• Its officers, staff, and/or membership e.g.
  directories.
• Or its resources (e.g., catalogues, inventories).

18
110 Corporate Main Entry

• Consult AACR2 21.1B2 if in doubt
• Those that record the collective thought of the
  corporate body (e.g. reports of commissions,
  committees, etc. official statements of position
  on external policies).

19
110 Corporate Main Entry

• Consult AACR2 21.1B2 if in doubt
• Those that report the collective activity of a
  conference of that corporate body (e.g.,
  proceedings, collected papers), PROVIDED that the
  conference is NAMED in the item being cataloged.
• 110 1 United States. b Congress n (87th,
  2nd session d 1962)
• 110 2 International Labour Organisation. b
  European Regional Conference n (2nd d
  1968 c Geneva, Switzerland)

20
110 - Corporate Main Entry

• AACR2 - In case of doubt about whether a work
  falls into one or more of these categories, treat
  it as if it does not.
• In case off doubt add corporate body as 710 with
  a note justifying the Added Entry.
• E4

21
110 - Corporate Main Entry

• Exception to rule - US GAO publications.
• 110 1 United States. b General Accounting
  Office.
• E5

22
111 Meeting Name Main Entry

• A conference or meeting name used as a main entry
  heading.
• 111 2 Louisiana Cancer Conference n (2nd d
  1958 c New Orleans, La.)
• 111 2 Symposium on Finite Element Methods in
  Geotechnical Engineering d (1972 c
  Vicksburg, Miss.)
• E6

23
245 - Subtitles and Statements of Responsibility

• US GAO publication
• 245 10 Weapons of mass destruction b effort
  to reduce Russian arsenals may cost more, achieve
  less than planned report to the Chairman and
  Ranking Minority Member, Committee on Armed
  Services, House of Representatives / c United
  States General Accounting Office.
• E5 GAO/ E1 WA State, Dept. Of Ecology/E8

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245 hgeneral material designation

• If the item is non-book (microforms maps,
  electronic resources) check that the correct gmd
  follows the title proper and the gmd is enclosed
  in square brackets.
• 245 10 Nuclear nonproliferation h
  electronic resource
• 245 10 Shrubland ecosystem genetics and
  biodiversity h microform

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246 Varying Form of Title 
2nd Indicator  - Type of title
  No type specified 0 Portion of title 1
Parallel title 2 Distinctive title 3 Other
title 4 Cover title 5 Added title page title 6
Caption title 7 Running title 8 Spine title
i At head of title a Final draft Stormwater
management manual for Eastern Washington
Titles repeated in the top or bottom margin of
each page in a publication. Very common in US GAO
publications, differs from title proper
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250 Edition statement

• 2nd ed.
• Rev. ed.
• Draft
• 3rd draft / b edited by Paul Watson
• Household ed.

27
260- Publication, distribution, etc.

• 260 Olympia, Wash. b Washington State
  Dept. of Ecology, c 2003
• 500 June 2003.
• E5

Inferred date of publication based on date on item
ALWAYS justify date in a note if information is
available
28
260- Publication, distribution, etc.

• 260 Washington, D.C. b The Office, c
  2003
• 260 Washington, D.C. b U.S. General
  Accounting Office, c 2003
• E4

Incorrect
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300 Physical description

• Collation for pamphlets etc.
• 300 1 sheet c 22 x 36 cm., folded to 22 x
  9 cm.
• Accompanying material.
• 300 61 p. b ill. c 27 cm. e 1 user
  guide.

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4XX Series statement

• 490 1 Publication v no. 03-07-017
• 830 0 Publication (Washington
  (State). Dept. of Ecology) v no. 03-
  07-017.
• N.B. Always check for and download series
  authority from LC/OCLC
• E3

31
500 General notes

• Be liberal with notes.
• If you see something noteworthy on cover, t.p.,
  spine, etc., place this in a general note.
• Also remember to justify Added Entries (7XX) with
  notes.

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Miscellaneous numbers in 500 notes

• ISBNs are not often found in monographic
  government documents but there are numbers which
  should be noted in the 500 field.
• 500 "Washington State Department of Ecology,
  Environmental Assessment Program."
• 500 "June 2003"--Cover.
• 500 "EIM Project Number PAND0001."
• 500 "Publication No. 03-03-026"--Cover.
• E5

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Other 500 Notes

• 504 Includes bibliographic references and
  index.
• 505 00 g Chapter 1. t Core elements of new
  development and redevelopment -- g Chapter 2. t
  Preparation of stormwater site plans.

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Other Types of Notes

• 513  Type of Report and Period Covered Note 
• 513 Interim report b Jan.-July 1977.
• 530  Additional Physical Form Available Note 
• 530 Also available online.

35
Other Types of Notes

• 536 Funding information (note about the contract,
  grant and project numbers when the material
  results from a funded project).
• 536 Sponsored by the U.S. Air Force e 601101F f
  ILIR g 5H h WUAFGLILIR5H01
• e program no . f project no. g Task
  number hwork unit number
• 540  Terms Governing Use and Reproduction Note
• 540 Restricted Copying allowed only for
  nonprofit organizations.   

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6XX- Subject Headings

• 600 - Person as subject.
• 610 - Corporate body as subject.
• 611 - Conference/Meeting name as subject.
• 650 - Topic as subject.
• 651 - Place as subject
• Subject Heading subfield codes
• x Subdivision z Geographical y Chronological
  v Form
• N.B. Verify subject headings in LCSH

37
7XX Added Entries

• 700 - Person as added entry
• 710 - Corporate body as added entry
• 711 - Conference/Meeting name as added
  entry.
• 730 - Uniform title as main entry.
• 740 Uncontrolled related/analytical titles.
• N.B. Verify in LC/OCLC authority files

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Online version of print document

• Add 530 Also available online.
• Add 856 41 z Online version u
  http//www.ecy.wa.gov/biblio/ 0303027.html
  
• (Verify that url works)

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Online version of print document

•  
• Create an item record in the LIS for the online
  version.
• I-Type 117    
• Status  -  (available) 
• Location intac

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How many 856s???

• Be liberal !!!
• Once there is indication of a related website on
  item, RL wants this added.
• 856 42 z Publishers website u
  http//www.ecy.wa.gov
• Verify that all URL links work.

41
Cataloging Microforms

• The Library of Congress follows Anglo-American
  Cataloguing Rules Chapter 11 for descriptions of
  electronic, microforms and on demand photocopy
  reproductions of previously existing materials.
• LCRI state that you should base the bibliographic
  description on the original publication and place
  data relating to the reproduction in a secondary
  position.

42
Fixed Fields Microfilm/Microfiche
a Microfilm. Item is a microfilm. b Microfiche.
Item is a microfiche.
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Physical Description Fixed Field (Microform)

• 007 h b e d b e m g b h b

44
533 Reproduction note (describes reproduction of
original material)

• 533 Microfilm. b Washington, D.C. c
  United States Historical Documents Institute,
  d 1972 e 12 reels 35 mm.
• 533 Microfiche. b Ann Arbor, Mich. c
  University Microfilms, d 1981. e 2
  microfiches. f (CIHM/ICMH microfiche series
  no. 00123).
• E7