LC Copy Procedure
email link

Princeton University Cataloging Documentation

index link
Cataloging with Copy

LC copy procedure

LC CIP records (sub)

Member copy procedure


See also:
Romanization tables
Initial articles
End punctuation
Diacritic input

LC Copy Procedure

Once the LC copy is in Voyager (if it is not already present, overlay the existing record or add it as a new record as appropriate)

  1. Verify the bibliographic record. If the record is NOT a CIP record this involves ONLY the following:

    • Match the title/statement of responsibility on the title page to the 245 field. Punctuation and capitalization may vary, but abbreviation or substitution for title words is incorrect and should be amended. Check that the filing indicator is correct.

    • Match the edition statement. If there is an edition statement on the copy and you can verify that a close approximation to it exists in the book in a prominent location (t.p., t.p. verso, cover, colophon, or page before the t.p.), accept the copy's 250 formulation as it stands.

    • Match the publishing information in the 260. If a second place of publication that is not in the US is given, accept it if it matches the book. Abbreviations and omissions are acceptable, but data appearing on the copy which is not present in some form on the book is not. (Data appearing in brackets will not appear on the book and should be accepted.)

    • Keep an eye out for:

        superscript and subscript characters or other special characters that might not import properly

        computer disks accompanying a book -- these should be mentioned in the 300 field

    • Delete any subject headings that have a second indicator other than "0". This includes 650, 653 and 655 fields. Consult a cataloger if they need to be replaced with correct LC subject headings.

    • Delete any 952 fields created by the import process.

      Leave other fields as they are on full/core records for single-volume mongraphs. Specifically:

        Physical description (300): Do not verify/edit.
        Note fields (5xx): Do not verify/edit.

  2. Activate the macro for LC copy (WIN+g)    ACTIVATE FROM THE BIB RECORD

    • Choose from the list.
      • 902 and 904 -- use if you are cataloging the item during the approval process
      • 902 only -- use for LC copy from the hold or from the LC shelves
      • [904 only -- use for no-copy approval books]
      • none -- use this for booksets. Before activating this macro create a 902 [and 904 if needed] using the old method. Do NOT mark the record for export--the macro will do this.
    • If the macro stops at MARC validation: close the MARC validation box, correct the errors, then click on the sailboat. When the authority validation box appears, continue with step 3.

  3. The macro will stop at the authority validation screen for series verification.

    If a series is present and the message reads:

      Heading validated -- highlight the line, click on the "Retrieve auth" button. Check the series authority record for treatment decision, and any special processing notes. Make any necessary changes to the bib record. Close the series authority record when done.

      Nonexistent heading -- check Voyager for any variant forms of the series title. If you find an authority record, use it. If you do not find an authority record, refer the book to your supervisor, or a member of the Authorities Committee.

    Once the series has been properly verified, start the next step from the authority validation box. If it is not the active screen, click on the sailboat.

  4. Activate the macro again (WIN+g)    ACTIVATE FROM AUTHORITY VALIDATION BOX

    • The macro will either open or create the MFHD and copy the call number then stop. Adjust the location if necessary. Add the oversize markers if necessary. Write the call number in the item now.

  5. Activate the macro again (WIN+g)    ACTIVATE FROM THE MFHD
      The macro will either open or create the item record.

    • If it opens the item record a message will display to check the Location and Perm. Loc. If they match, hit Enter or click on the "OK" in the message box. If you need to fix the Perm. Loc. or add an enum. do so then click the "OK" in the message box.

    • If it creates an item record, the macro will wait for you to scan the barcode. If you need to add an enum. do so before scanning. Once the barcode is scanned, the hierarchy will be displayed so you can copy bib and/or item id numbers. When you are done, click the "OK" in the message box.

      When you click the OK button the macro will save and close all the records.