Guidelines for Copy Cataloging

This checklist provides a streamlined workflow for the copy cataloging of non-rare maps and atlases. For complex or rare items, please consult a map cataloging librarian.

Part 1: General Workflow

1. Search the Local Catalog:

   • If a matching record is found, proceed to Part 3 to enhance it.

   • If no match is found, proceed to the next step.

2. Search OCLC:

   • If a matching record is found (see Part 2 for matching criteria), import it and proceed to Part 3.

   • If no matching record is found, route the item to a map cataloging librarian for original cataloging.

3. Consult a Map Cataloging Librarian for:

   • Items that are part of a cartographic series.

   • Unpublished materials, such as manuscript maps or photostats.

Part 2: Key Matching Criteria for OCLC Records

A record in OCLC is considered a true match if the following information corresponds with the item in hand:

• ISBN (020)

• Creator (1xx/7xx): Often a corporate body (e.g., U.S. Geological Survey).

• Title (245)

• Edition (250)

• Scale (255): This can be a representative fraction, a verbal scale, or a scale bar.

• Publication Information (260/264): The publication date is a critical matching point.

• Physical Description (300)

• Notes (500s): Pay special attention to any unique numeric or alphanumeric codes.

Part 3: Field-by-Field Guidelines for Copy Cataloging

Leader:

• Type of Record: e (Cartographic material)

• Bibliographic Level: m(Monograph/Item)

• Encoding Level: _<blank> (Full level)

• Cataloging Form: i (ISBD) or a (AACR2)

007 - Physical Description:

• Category of material: a (Map)

• Specific Material Designation: j (Map)

• Color: c (Multicolor) or a (One color)

• Physical medium: a (Paper)

• Type of reproduction: n (Not applicable)

• Production/Reproduction: z (Other)

• Positive/negative aspect: n (Not applicable)

008 - General Description:

• Publication Status: Typically s (Single known date/probable date).

• Dates: Must align with the item and the 264 $c.

• Place of Publication: Must align with the item and the 264 $a.

• Relief & Projection: Add codes if applicable.

• Material: Usually a (Single map).

• Govt. Publication: Add code if applicable.

• Index: Must match the item and any corresponding 500 note.

• Language: Must correspond to the language of the title.

Variable Fields (Required fields are in bold):

• 010: Accept if present.

• 020: Accept if present.

• 034 (Coded Cartographic Mathematical Data): Required.

• 040 (Cataloging Source): Required. Add your library's symbol (e.g., YUS) in $d when modifying the record.

• 043 (Geographic Area Code): Required.

• 045 (Time Period of Content): Accept if present.

• 090: Delete if present.

• 1xx (Main Entry): Accept if present in the record. The choice of main entry is a cataloger's judgment call and is not necessarily incorrect or an indication of a non-matching record. Consult the catalog librarian with any questions regarding main entry.

  The corporate body is the most common creator for maps, and the most common relationship designator ($e) is cartographer.

• 245 (Title Statement): Required. The title must match the item's preferred title. Use the 246 field for variant titles.

  • YUL policy: If the title statement differs from the item due to a cataloger's judgment call, update the title locally rather than editing the OCLC record. Use 246 for the alternative title.

• 255 (Cartographic Mathematical Data):

  • $a (Scale): Required. Must match the item's representative fraction. Verify any scale derived from a bar or verbal scale.

  • $b (Projection): Accept if present and it matches the item and the 008 field.

  • $c (Coordinates): Required. Add in Degrees-Minutes-Seconds format if absent.

• 264 (Publication, etc.): Required. The publication information must match the item.

  • Accept the publication statements that are supplied in the square brackets, if no publication statement is on the map.

  • If the record contains a 2nd indicator of 0, consult the catalog librarian.

• 300 (Physical Description): Required. Verify that the physical description is accurate.

• 336, 337, 338 (Content, Media, and Carrier Type): Required. Add if not present.

• 500 (General Note): Accept all relevant notes. Add notes for any unique numeric or alphanumeric codes not already present.

• 546 (Language Note): Accept if present; add if applicable.

• 6XX (Subject Access Fields): Accept all fields with a second indicator of 0. Ensure that $v Maps is included in all subject headings.

• 655 (Index Term-Genre/Form): Required.

  • Add appropriate genre term. As a default, use: 655 #7 $a Maps. $e lcgft

• 7xx (Added Entries): Accept if present. Add entries for other responsible parties as needed.

• 752 (Added Entry-Hierarchical Place Name): Required.

Guidelines for Original Cataloging

Introduction

This guide covers cataloging of cartographic materials produced after 1921. For rare, unique, or pre-1921 items, consult the Beinecke Cartographic Materials Cataloging Manual. Yale University Library (YUL) adheres to the Resource Description and Access (RDA) standard, relevant LC-PCC Policy Statements, and the RDA Metadata Guidance Documentation.

Part 1: Key Terms

Part 2: Field-by-Field Guidelines for Original Cataloging

Fixed Fields

Accept system default codes for all fields not listed below.

Date Reference Table