Microforms Cataloging Manual

Providing Subject Headings for Slavic Materials
to be Filmed under the NEH Grant

BACKGROUND

OCLC staff provides cataloging for Slavic materials to be filmed in cases where standard copy for the paper version exists. This includes online copy as well as manual CUL cards with adequate descriptive and subject information. OCLC staff performs authority verification of headings on these records.

In some cases, adequate descriptive information is available but the item lacks subject headings. In these instances Cataloging staff will provide subject headings so the materials will have sufficient information for OCLC staff to handle the items.

The headings will consist of appropriate 6XX fields with necessary subfields. Cataloging staff are not required to create NACO headings for 6XX fields that are not in the NAF (such as personal or corporate names, for example) but may do so based on their judgment and the particular case in hand.

The Preservation Division paperwork accompanying the item will show what sort of copy exists for the title.

PROCEDURES

• If there is a brief Columbia bibliographic record for the paper version in OCLC and CLIO, add the subject heading(s) to the OCLC record using the regular ZCU (not PR1) account. Use the OCLC record to overlay the CLIO record for the paper copy, which would otherwise never get subject headings. Make a printout of the OCLC record and annotate it "subject heading(s) provided" plus initials and date. Place the printout with the item and return it to Preservation.

• If there is a non-standard OCLC record for the paper version (such as a K-level record created by another library), lock this record and add the necessary subject headings. Code the record to reflect the final version. These records do not need to be made into PCC records or have NACO work done on them. They do not need to have microform specifications added. Replace the record but do not update it or download it to CLIO. Make a printout and annotate it "subject heading(s) provided" plus initials and date. Place the printout with the item and return to Preservation.

• If the only available record is a brief record in CLIO, add the subject heading(s) to the CLIO record. Make a printout and annotate it "subject heading(s) provided" plus initials and date. Place the printout with the item and return it to Preservation.

• If there is only a CUL manual card, use the card to make a brief bibliographic record in the OCLC PR1 account. Add the subject heading(s) to the OCLC record. No authority work on the descriptive elements needs to be done. Microfilm specs do not need to be added. Produce the record (i.e., type p in home position) but do not update the record as we don't want Columbia listed as holding this material until it has been filmed. Do not download the record to CLIO. Make a printout and annotate it "subject heading(s) provided" plus initials and date. Place the printout with the item and return it to Preservation.

• Count these on Slavic grant statistics under the category Subject Headings Provided.