Special Processing Manual, Library Staff Manuals, Boreham Library, UA Fort Smith

Special Processing

Boreham Library Staff Manuals

Special Processing Manual

version 2007.08.26.a

Note: minor changes in menus and wording may occur with each upgrade. Just read the menu carefully and select the correct item wherever it is.

This appendix is intended to cover specific details, procedures and clarifications for the Processing Manual. It is intended to supplement, not substitute, for standard practices as used in INNOPAC, AACR2, and other guidelines.
This includes specific cases of subjects, tracings, etc. for specific fields.

WARNING: for clarity, spaces are shown before and after subfield markers (pipe symbol, character). This is appropriate only for OCLC. For INNOPAC, remove the spaces.

This is intended for use at the Boreham Library only. It is specific to this situation and automated OPAC and the practices which are convenient at UA Fort Smith. It is not intended to be representative of anything other than that, and not intended to indicate the opinion or practice of any staff members except while working at this institution.

Contents and Links

*Authority Control Records

Searching Authority Records

*Subject Headings

Common Subheadings

Authority Control Records

Authority records are the preferred version of a subject, name, title, etc., which is used normally. If there is an authority record for a heading, it shows the proper form to use. Some familiarity with LCSH is assumed here.

1xx fields are preferred headings to use.
4xx fields are not to be used; they show as "see instead"
5xx fields are related headings; they show as "see also"

Key to Headings Field Numbers

Subject Authority Records

100 refer to headings that will be in 600 fields.
150 refer to headings that will be in 650 fields.
151 refer to headings that will be in 651 fields.
180 refer to subheadings.

The key is to take the second and third digits of the field number in the 1xx field and put them after a 6 to get the field number of a subject. The same applies to authors (1xx or 7xx in the bibliographic record), and so on.

Library of Congress Subject Headings are the final authority, followed by OCLC, when they directly conflict, but the OPAC may have legal headings not in LCSH or OCLC.

Not every subject is in LCSH, or OCLC, and not all authority records have detailed cross-references. Personal and corporate names often are not available or detailed.

Searching Authority Records

Normally, use within the existing subjects is sufficient basis to continue using a heading. The first place to check for an authority record is the Library's catalog using MilCat. Then OCLC can be searched.

Searching INNOPAC Authority Records

In MilCat, enter the subject in a 650 _0 field [blank, zero indicators] and do a search using Ctrl-G. This will pull up related subjects. The authority record for a heading will say that it is an authority record immediately following the heading on the line; use that record when available. Subheadings can be added after that to the subject.

If a heading is used without an authority record being present in INNOPAC, notify the Technical Services Librarian if cross-references are needed, or if more cross-references need to be added to an existing record.

Searching OCLC Authority Records

Log into OCLC.
Search authority records by type of record, with key words, using Alt-F2 for a browse index, and select the correct type of authority record:

Personal Names
corporate/conference names
Titles
topicals
Geographic names
LCSH (Library of Congress Subject Heading) - this is preferred
subdivision headings
LC Names

The wording from the 1xx field in the authority record may be copied-and-pasted into the bibligraphic record. It may then be expanded from there as necessary.

Subject Headings

Common Subheadings

General notes on common subheadings

Biography versus History

"Biography" is for people or groups of people (or individual animals), "History" is for everything else. Never use "Biography" when the main subject is a country, for example (even though this is done by others!). Plumbers |z United States |v Biography is acceptable; United States |v Biography is NOT.

GMD (General Material Designation) Subheadings

GMDs in subjects are normally in v subfields. Subfield v "Video recordings" are for videos in VHS, for example. All subject headings for non-book materials have this on the end of the subject line.

Date subfields

DATES USED CONSISTENTLY: One dated heading means that all should be dated. Add the century or date range as appropriate.

DATES FOR FORMS: For subjects relating to describing the item (form) itself, the date/century is used for the actual time period in which the work was written and not the time period of the subject matter.

Fiction |y 20th century.
Pirates |y 18th century|x Fiction.

In the above example of two subjects for the same book (a novel about pirates published in 1962), the century modifies the form Fiction and not the subject matter: it's a twentieth-century work of fiction and would be so no matter what it was about. In the second subject, the century modifies the subject Pirates and not the form of the work: the pirates were in the 18th century.

in the case of historical fiction, the material may cover a previous century but is classified as the literature of the century of publication. Another type of subject may be used to cover the actual century of the events in the work. One work may have both kinds of headings:

The work is a novel about France |x History |y 19th century |x Fiction.
The work was actually written as French fiction |y 20th century.

In the case of criticism or edited material, the period of the author or work being critiqued or edited is more important, not the period of the critic or editor of the work:

The criticism or edited collection is about work in French literature |y 18th century |x History and criticism. even if the criticism is written in the 21st century.

When the date of a piece is not immediately available and the author or composer's work spans two centuries, use (in order of preference):

both centuries or
the century with the majority of work or
the later century
exception made for Shakespeare [see below]

For the sake of reference, all classical music shall be dated in this fashion. Records already in the catalog, but currently without this style of dating, shall be updated as time permits.

SPECIFIC DATE RANGE: A specific person or institution should have a specific |d date field instead of a century -- if it does not, then the century follows whatever the subfield is.

Doe, John, |d 1913-1985 |x Biography.
American literature |y 20th century.

The exception to this rule would be Shakespeare (due to the shear bulk of material available), whose period would be |y 15th and 16th centuries and English drama |y 15th and 16th centuries.

In many cases, the date may be figured by looking at the probable period of adulthood of the author or composer:

Jones, Irving, |d 1895-1973 |x Works.

will lead to:

Authors, American |y 20th century |x Criticism and interpretation.

as the author is likely to have written very little before the turn of the century (at age 5 years).
Mark Twain, however, crossed the 19th century and entered the 20th century by ten years, and could be listed in both centuries if the time period of the writing was uncertain (his earlier journalism writings would be only in the 19th century); he is usually listed only in the 19th century when most of his work was published.

CENTURY DATE RANGE: used for non-specific but within a century, time periods greater than a decade, etc.

651 0 United States |y 20th century |x History.

However:

610 10 United States. |b Supreme Court |x History |y 20th century.

in which the date comes after History because it modifies the period of History, not Supreme Court directly.

History and criticism of 20th century music would be Music, limited to 20th century, history and criticism of:

Music |y 20th century |x History and criticism.

History and criticism of any or all periods of music, chosen only from that history/criticism written in the 20th century, would instead be:

Music |x History and criticism |y 20th century.

When appropriate a |z field is (if known, and not inherent in the a subfield already), because the location is usually more important than the time:

Music |z United States |y 20th century |x History and criticism.

but if inherent in the earlier part of the heading, it is not needed (the name of the country exists already in the heading):

English fiction |y 20th century.

Then an |x or |v may follow if it modifies what goes before it:

Music |z United States |y 20th century |v Indexes.

Geographic Subheadings

Materials such as directories which are geographically limited to one country or area (United States, or North America, etc.) must have the |z subfield added. In such cases, the "length prevails" rule eliminates subject headings without the geographic location.

Geographic areas within the United States are superior to the entire country, unless this is a multi-state region. A state is used alone and not with United States. However, any unit smaller than a state must be used with a state.

The narrower heading for Maryland may replace the more general one for United States. However, this should not be applied outside the United States, and should not become an entry for every state if the entire United States are covered.

Note that geographic locations may be listed separately but not in a |z subfield after a smaller area:

651 0 Fort Smith (Ark.) |y 19th century |x History.

651 0 Arkansas |y 19th century |x History.

The United States in geographic subfield z

"United States" shall be used in a |z subfield only when specifically relevant to the subject, as in a directory, or a viewpoint or situation or events covering only the United States, or in a comparison to other countries. Materials relevant to a subject in general will not be designated "United States" simply because of the origin of the author or publisher; that would be give a misleading indication as to the limitations of the material, as well as unnecessarily extending the heading.

Subfield Order in Subject Headings

[see also Century subfields in literature, arts, music]

Note that the subfields in subjects are usually set logically in order of importance, by the rule that the main subject is considered first, then any major subfield, such as a |b or a major division under |x. The date |d or |y follows what it modifies.

When to Use What Subheading

The |v subheading is intended for a type of material, such as Handbooks or Textbooks or Biography, or for a media, such as Video recordings.

|vHandbooks, manuals, etc. for books for non-beginners to improve their skills, refer to data

|vStudy guides primarily for test-taking or studying for taking a test over a subject
|vTextbooks when the book is for beginners, or designed for use in a class, or has questions/quizzes at the ends of chapters

|vVideo recordings ONLY for actual videorecording format, NOT for instructional books on making them

"Length Prevails" rule for subject headings

It is a standard procedure in this library to use detailed subject headings. It is not usually enough to simply state a connection with a subject; the relationship of the material to that subject, and if appropriate, the nature of the material itself should also be defined whenever practical.

Only the broadest possible works justify short headings. For example, a heading with only a personal name does not explain what the relationship of the work is to that name -- a biography? A criticism? A work by that person? Correspondence by that person?

When subjects use the same phrase, the longer heading(s) is/are kept or created, and shorter versions are deleted from bibliographic records as redundant (although they may be kept in authority records for cross-referencing purposes). A short version may be expanded, in order to create a better heading, rather than creating an entire new heading.

Examples:

Smith, John Doe, |d 1953- |x Biography. is used, while Smith, John Doe, |d 1953- alone is too brief.

United States |y 20th century |x History. is used, while United States |x History. is too brief unless it covers ALL of U.S. history.

Writing |v Handbooks, manuals, etc. is used, while Writing. is too brief.

Music |y 18th century |x Discographies. is kept, while Music |x History and criticism. is changed to add the date: Music |y 18th century |x History and criticism. due to the difference between a discography and history/criticism, which is important enough that both headings are kept once properly dated.

Existing (not 690/691) Subject Fields other than 650/651

Some subject fields (such as 650/651 with indicators other than 0, 653, etc.) may exist in the record. These must be examined carefully to see if they are kept or deleted.

Two options exist:

If redundant or unnecessary, such fields may be deleted. The field may be essentially the same or less complete wording as an existing 650/651 field, or the concept of the field may be covered by existing 650/651 fields with different wording. In some cases, there may be a country named with no qualifying subfield, which is unnecessary.

The field may be changed to a 650/651 field and kept, with appropriate changes as follows:

Care should be taken, as some of these may conflict with existing subjects, and most of them often do
do not follow the same rules for capitalization.

Example of an improper subject heading:

Health Status |z United States |x tables. is a bad subject.

Notice that "Status" is capitalized, which is not correct in LC standards; only the first word in a subfield or after punctuation, and proper names are capitalized. Notice that "tables" is not capitalized, which is not correct in LC standards. Checking the authority record, we find that the correct heading should be:

Health status indicators |z United States |x Tables.

There is no heading for "Health status" alone; it must be expanded to "Health status indicators".

"Tables" is acceptable as a qualifier, but must be capitalized as the first word in a subfield.

Inverted Headings

Inverted headings are automatically provided by INNOPAC. Most subfields are also listed first when searched by that subfield, such as "Arkansas" or "Study guides" or "Textbooks". While some older bib records may have additional headings to allow for this, it is no longer necessary and extra headings may be omitted.

Punctuation in Subject Fields

Only a field already ending in some form of punctuation does not require a period after it. This includes the hyphen after a dash (as found in dates), the closing parentheses, etc.

Subheadings added to a field mean the period which formerly ended the field must also be removed. The exception is for 610 fields, when a geographic name is followed by a period and the name of something else; the period after the geographic name is kept.

Literature / Art / Music Subjects

All literature, art and music materials should be considered for subject tracings as below.

Literature : Authors

Literature materials will be traced with authors in a 600 field. If the author(s) only is covered (in a biography or criticism of the author(s)) then only the names and the "Authors" tracing will be used; Literature headings would be too general.

Example: Authors, Arkansas |v Biography.

When the literature is discussed generally but an author is not covered in detail then no "Authors" tracing is used.

When the material is or contains the actual work of the author, the subheading |x Works may be used.

Be careful when using the type of work in name headings. "Smith, Joe |x Drama." - is it by the author or about the author? Use |xWorks instead for author's work, or "in drama" if about author such as a play about his life. Save Drama for use after a non-personal subject).

When criticism is present, use |x Criticism and interpretation after an author's name or a group of authors.

Nationality in Literature, Art and Music

These forms all follow differing rules:

Literature: the nationality comes first, as in American literature. Authors, on the other hand, are handled as Authors, American.

Art (painting, sculpture, etc.): the nationality comes second after a comma, as in Painting, Dutch.

Music: the nationality comes in a subfield, as in Music |z United States.

Literature Subject Subfields

Criticism of individual authors may have a subfield |x Criticism and interpretation, if that is appropriate, while literatures will use |x History and criticism.

General description or biography of authors will use |v Biography or |v Bio-bibliography.

Individual or collected works with no real criticism will not use either of those headings; they may use terms such as "Selections" when select works are collected for a specific purpose or by an editor, and "Works" when no specific purpose limits the items included (which does not mean the collection is necessarily complete). The type of work (such as the type of musical work) may also be used.

Tracings of authors will be used in 600 fields only when the material relates to a select group of authors or a single author. Notes may be used otherwise, when the number exceeds 25 names. Exceptions, however, may be made for significant authors being currently being studied.

In such cases where significant criticism or biographical information is present, an additional heading of "Authors, [nationality] |y xxth century |x Criticism and interpretation." shall be used.

The "criticism" rule applies as if the heading referred to an individual author.

600 10 Authors, American |y 20th century |x Criticism and interpretation.

Criticism of literatures (such as a genre, the literature of a language or nation, etc.) may instead have a subfield |x for "History and criticism".
Note: the name of specific works, such as plays or novels, can be listed in a 505 Contents field. Unless the actual work is completely provided, however, do not use a 740 title line.

650 0 English drama |y 19th century |x History and criticism.

Short Stories and Collections

The area of short stories is handled slightly differently, as criticism of short stories is listed as "Short story":

650 0 Short story |z United States |y 20th century |x History and criticism.

while short story collections are listed:

650 0 Short stories, American |y 20th century |x Collections.

Note that short stories have the national designation after the "short stories" rather than before it, as seen in other literature. LCSH is the final authority on this.

Music Types

Music will be traced as the type of music, and under the general heading as follows:

Music |z Country |y Century.
Jazz |z Country |y Century.
Composers |z Country |y Century.

If the material is not an actual recording, but a score or other text, an |v subfield to describe the material may follow this.

The composer's name becomes a 600 field and (when actual work is included in the material, such as a recording) a 100 or 700 field also. See Music and Literature: Composers/Authors as Subjects.

The time periods subfield is added as necessary.

If needed, a 700 field is added for individual composers' names to allow indexing in the author index as well as the subject index.

Music and Literature: Composers/Authors as Subjects

Authors/composers of literature or music in a recording will be listed in a 600 field without using |e, |h or |t subfield.

Trebleclef, Joe, |d 1910-1979 |x Symphonies |v Performances.
Scribbler, Thomas, |d 1953- |x Work.

Note that the type of music, etc., may be listed in an |x or |v subfield, with no period after the date. The term Work or Selections is permitted here only when the |x subfield is not traced separately (where a |t subfield title would be). This subfield explains what the connection of this person is to the actual item.

When the title of a work is to be traced, and does not already appear in a 246 field, it will be done in a 740 (or for music, a 730) field. This will keep the format more uniform and reduce the large number of variations which occur among the different subfields for the same title.

Composers, performers, editors, and such are traced in 700 fields as 'additional authors'. Composers are traced in 600 and 1xx/7xx fields, but performers, editors, and such may not always be; the item is not "about" them, so they are merely contributors and treated as co-authors unless significantly associated with the piece(s). See under Composers/Contributors/Editors.

Music and Literature: Composers/Contributors/Editors as Authors

Any composer on the recording not already listed in a 1xx or 7xx field will be traced in a 7xx field:

700 1 Trebleclef, Joe, |d 1910-1979.

If there is more than one piece by the composer, all pieces will be listed in notes and/or 730 fields, and only one 700 will be used for that composer, as shown above. A 700 is not needed if a 100 already exists for this person. No subfields are used after the date.

Do not use general terms such as "Selections" or "Works" alone in a |t subfield in a 7xx field. Each |t subfield generates a title tracing. It is not useful to have lots of title screens with the word "Selections" or "Works" and nothing else. Use these terms only in |x subfields in 600 fields, never 700 fields.

700 1 Trebleclef, Joe, |d 1910-1979. |t Symphony in B flat.

In the event of multiple works in a recording/book by the same person, the individual titles will be in individual 730 or 740 fields instead of |t subfields.

Contributors: Editors, Conductors, Lecturers, Performers, Musicians, Singers, etc.

These persons will be traced in a 700 field, with or without an |e subfield:

700 1 Loudsinger, George, |d 1945- , |e Tenor.
700 1 Stickwaver, Louis, |d 1934-1989, |e Conductor.
700 1 Ivory, Catherine, |e Pianist.
700 1 Thumbsucker, Clyde.

Note that there is a comma after the first name, and after the date (if present). Also note that soloist Clyde Thumbsucker was copied according to the [imaginary] OCLC authority record, which had no date or |e subfield, so none was used.

Music Subfields used in 730 tracing

Music is normally traced by title in a 730 (not a 740) tracing. Music-related subfields cannot be used within a |t subfield after a proper name, as in a 700 field, or in a 740. When used in a 730 field, they may be used as follows:

|f Date subfield. Do not use. Delete when found in a 7xx.
|h [media] subfield. Do not use except in a 245 field.
|k "Selections" subfield. Use only when complete work is not present, as in songs from a musical but not the complete musical itself.
|l Language. Only use when not in English.
|m Medium. Use for instrument(s) or type of orchestra.
|n Number of part/section.
|o arr. notation. Use only when not in original format, as in a song arranged for instrumental only, or for an orchestra.
|p Name of part/section.
|r Key of music (such as "D minor", etc.).
|s Version. Use only if unusual.

Contents and 740s for Literature, etc.

Complete text of play, novel, or other work is present:

600: author is given in a 600 field as Authorname|xWorks.
740: title of work is given in a 740 field, omitting leading article.

Criticism only (with or without excerpts, but not complete text) is present:

505: title of work is given only in 505, hyphens separating multiple titles.
600: subject for author is given as Authorname|xCriticism and interpretation.

In this way, criticism can be found using keywords for a specific play, but a title search should only turn up the full text of the work. The author can be searched with the exact modifier subfield stating what is available in that work.