For member libraries, there are many benefits to sharing a database of high-quality bibliographic records for collective use. Staff will learn to think consortially, with the resources of several libraries at their disposal instead of relying on the local technical services staff alone. Cataloguing workflows will change, with Sitka being the primary source of copy cataloguing for many libraries.
Staff should always check the Sitka database first before searching Z39.50 targets for bibliographic records.
In order to ensure the integrity of this shared database, the procedures outlined in this section must be followed by all staff and volunteers who perform cataloguing tasks in Evergreen. The Chief Librarian at each member library is responsible for ensuring that staff and volunteers follow these procedures as they apply to their designated Skill Level.
Note
Refer to the Glossary of Terms for definitions
The minimum requirements for determining a match include Title, GMD, Author, Edition, Imprint (Date, Publisher, Physical Description) and Format. Note that the minimum criteria for an exact match for DVD and software need to be more detailed, e.g. Blu-ray vs. regular DVD, aspect ratio (widescreen vs. full screen), PC versus Mac, etc.
In order to ensure the integrity of this shared database, please follow these steps carefully:
Always search the Sitka database first to find a match conforming to the minimum requirements.
If no match is found after searching the Sitka database, search the approved Z39.50 targets. These same fields also represent the minimum requirement for a match when searching Z39.50 targets.
If more than one matching record is found, follow the instructions in Section 5.4.6, “Characteristics of a "Best" MARC Record in the Sitka Database” to choose the best record.
If an item has a different binding, but is nearly identical in content and pagination, and if copies originate from the same publisher, then the record may be considered a match. For each new binding, an additional 020 tag must be added consisting of the ISBN and an edition statement (e.g. paperback, library binding, etc. if different from the bibliographic record’s edition statement).
For more detailed information on determining a match, we recommend reviewing OCLC’s Field by Field Guidelines for New Records
When searching in Sitka, library staff may find a record that closely matches the item in hand, but which may require varying levels of change/correction, addition or in some cases merging with another record. The following chart should be used in conjunction with the Skills Level chart to determine what actions may be taken with a “near” match.
Table 5.2. Searching the Sitka Database
| Issues with Sitka Record | Possible Actions | Task/Action |
|---|---|---|
|
Obvious typo - text or coding |
Change |
Should be corrected by cataloguing staff with appropriate qualifications |
|
Pre-publication record |
Add |
Should be updated by cataloguing staff with appropriate qualifications |
|
Substandard or brief record |
Change, Add, or Merge |
Should be improved to best record standard by cataloguing staff with appropriate qualifications |
|
Enhance an "exact" match record by adding 520, 650, 655, etc. |
Change, Add, or Overlay |
Optional - by cataloguing staff with appropriate qualifications |
When searching Z39.50 targets in Sitka, library staff may find a record that closely matches the item in hand, but which may require varying levels of change/correction or addition. The following chart should be used in conjunction with the Skills Level chart to determine what actions may be taken for a “near” match in the Z39.50 search.
Table 5.3. Searching Z39.50
| Issues with Z39.50 Record | Possible Actions | Task/Action |
|---|---|---|
|
Obvious typo - text or coding |
Change |
Should be corrected by cataloguing staff with appropriate qualifications |
|
Pre-publication |
Add |
Should be updated by cataloguing staff with appropriate qualifications |
|
Enhance an "exact" match record by adding 520, 650, 655, etc. |
Change or Add |
Optional - by cataloguing staff with appropriate qualifications |
|
Different formats, e.g. using a VHS record for a DVD, must be edited to correct changes |
Change or Add |
Should be corrected by cataloguing staff with appropriate qualifications |
Original cataloguing should constitute a very small percentage of records added to the database. The majority of records (>95%) should be found either within the Sitka database or approved Z39.50 targets. If a record cannot be found within these sources, an original record may be created.
Sitka cataloguing templates are provided to assist library staff in complying with this standard. These templates are based on Section 5.4.6, “Characteristics of a "Best" MARC Record in the Sitka Database”
For instructions on original cataloguing and cataloguing templates, please refer to the Cataloguing training documents.
Table 5.4. Characteristics of a "Best" MARC Record
| Fields? | MARC tags/subfields | Instructions to Member Library Cataloguers |
|---|---|---|
|
Standard Numbers |
010 LCCN |
Include as many relevant standard numbers as possible |
|
Classification Numbers |
05X |
When choosing between available records, add the record with both LC and DDC classifiction numbers |
|
Title/Statement of responsibility |
245 |
When choosing between available records, add the record that has added title fields, e.g. 246, 740, etc. Use GMD standard List Two from AACR2 Rule 1.1C1. For non-standard terms such as DVD, MP3, etc. use 300 Physical Description for more details |
|
Edition Statement/Special information |
25X |
When choosing between available records, add the record with the fullest and most accurate 25X tag(s) |
|
Publication information |
260 |
When choosing between available records, add the record with the fullest and most accurate 260 tag $c is not used in records for active serials |
|
Physical description of item |
300 |
When choosing between available records, add the record with the fullest and most accurate 300 tag $b $c $e to be added where applicable |
|
Series information |
440 |
When choosing between available records, add the record containing a 490 series statement with accompanying 800 or 830 (Current LC standard) |
|
Notes area |
5XX |
When choosing between available records, add the record with the most 5XX tags Local notes should be added in the 590 tag and must include the Canadian Library Identifier Code in $5 538 (System Requirements) should be included where relevant for nonprint materials |
|
Subject headings |
6XX |
When choosing between available records, add the record with authoritative subject headings Local subject headings should be used only to designate special collections and should be added in 69X tags |
Refer to Sitka User Documentation on Cataloguing at http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html.
