3

The Bibliographic Description

Levels of Cataloging

AACR2 provides guidance in rule 1.0D on the amount of detail that may be included in a bibliographic record. Level 1 contains minimal information; level 3 contains all possible information. One may catalog with as much or as little information as is available and/or is desired for the user of the record. Each bit of information that is used in a bibliographic record must be used as directed by the rules of AACR2.

9.0B1 Chief Source of Information

The chief source of information for computer files available by remote access is the title screen or similar display from the terminal or a printout of that information. If there is no special display, information may be taken from the home page, web page, or file itself: "readme file," "about" screen, TEI (Text Encoding Initiative) header, HTML tagging, documentation file, internal menus, labels, subject line, program statements, etc.

Because Internet resources are available by remote access, accompanying printed documentation is unlikely, though such documentation may be available in an internal file or a separate file. There are no containers with labels containing information. An added complication is that the file may be unreadable until it is decompressed and/or processed in some manner.

If no information is available as listed above, the cataloger may use a title from any published description of, or citation to, the file.

A file name may be used, if there is no other title given.

If no information is available from any source, the cataloger must supply a title.

The source of the title is stated in a required note in the bibliographic record being created.

9.0B2 Prescribed Sources of Infromation

Information for each area of the bibliographic record is to be taken from the chief source, as outlined above. A title proper must be provided, even if made up by the cataloger. Other parts of the bibliographic record may be blank if no information is available. The rules direct catalogers when to make assumptions in order to create a record.

Area 1 Title Proper and Statement of Responsibility

9.1 Title Proper [MARC 245 (NR) ‡a (may include ‡n, ‡p), 246(R)]

The title of an Internet resource is taken from the chief source of information. The source of the title always is given in a note as directed in rule 9.7B3. If there are several forms of the title given in the chief source and/or elsewhere, prefer the most complete or fullest form.

The title proper is bracketed only if supplied by the cataloger.

Varying Form of Title [MARC 246 (R)]

Any variation of the form of the title, whether for spelling errors, spelling out numbers, portions of the title proper that might be thought of as the title, or other titles found on the item in addition to the title proper, are entered in the bibliographic record in field 246. The field may begin with subfield ‡i to include an explanatory phrase that would appear in a display as the beginning phrase of a note. A first indicator controls the generation of a note and/or a title added entry. The second indicator tells what kind of title is given in the 246 and may also generate a print constant.

Field 246 is used for any title reflecting the entire work. Field 246 is also used for variants of the first title when there is no collective title. Field 740 is used for a title that reflects only part of the whole, such as the title of one item listed in a contents note, or each of several titles given in field 245 when there is no collective title.

Indicators are used with field 246 as follows:

First indicator:

Second indicator:

9.1C General Material Designation
[MARC 245 (NR) ‡h]

The only GMD permitted for material cataloged by AACR2 chapter 9 is "computer file." The GMD follows the title proper and is enclosed within brackets. While some users are not satisfied with this GMD, there is no international agreement on a term to replace it. If, for local practice, a user wishes different terminology such as "electronic serial," a record may be copy-edited to use this term.

The GMD "interactive multimedia" may be used when cataloging that type of material following the ALA guidelines.

9.1D Parallel Titles [MARC 245 (NR) ‡b, 246 (R)]

Parallel titles, if present in the chief source and if desired in the bibliographic record, are transcribed following an equals sign.

If a title added entry is desired, field 246 may be used for the parallel titles that follow the GMD.

9.1E Other Title Information [MARC 245 (NR) ‡b, 246 (R)]

Other title information, if present and if desired in the bibliographic record, follows the GMD or any parallel title.

If a title added entry is desired for any part of this other title information, it is given in a 246 as shown earlier.

9.1F Statement of Responsibility [MARC 245 (NR) ‡c]

A statement of responsibility is given in the title and statement of responsibility area only if a formal statement of responsibility is shown with the title on the chief source of information.

If there is no statement of responsibility there, do not attempt to construct one. A statement of responsibility is not required in a bibliographic record. People or corporate bodies named somewhere other than on the chief source of information may be named in a note if the information is needed in the record to justify an added entry.

Statement of responsibility information is transcribed exactly as found.

9.1G Items wirhout a Collective Title

If a collection of computer files is to be cataloged as a unit, but lacks a collective title, transcribe the individual titles (title proper through statement of responsibility) one by one as part of Area 1.

Area 2 Edition

9.2B Edition Statement [MARC 250 (NR)]

If there is any change in the intellectual content of the file, or any change in the programming language or operating system, or any change to make the computer file run more efficiently, the item is considered to be a new edition.

The rule in AACR2 for the edition statement for computer files interprets the concept of edition very broadly. If the file contains any word(s) or phrase(s) indicating the same information was available previously in a different form, that word or phrase is considered to be an edition statement and is transcribed exactly as it appears. In case of doubt, assume the information in question to be an edition statement.

A statement of responsibility related to the edition is recorded as part of the edition area.

Area 3 File Characteristics

9.3B File Characteristics [MARC 256 (NR)]

There are two parts to the area: the designation, and the number of records, statements, etc.

9.3B1 Designation

This part of the file characteristics area is required for files available by remote access; all bibliographic records for Internet materials must carry this information.

CONSER has chosen not to use this field.

The designation is limited by AACR2 to the following choices:

The ISBD(ER) lists many more terms that may be used in this area. These guidelines encourage the user to follow the provisions of ISBD(ER) and use one of the terms from the following list:

Computer data

Computer numeric data

Computer census data

Computer survey data

Computer text data

Computer bibliographic database

Computer journal(s)

Computer newsletter(s)

Computer document(s)

(e.g., letters, articles)

Computer image data

Computer representational data

Computer map(s) data

Computer sound data

Computer font data

Computer program(s)

Computer utility program(s)

Computer application program(s)

Computer CAD program(s)

Computer database program(s)

Computer spreadsheet program(s)

Computer word processor program(s)

Computer desktop publishing program(s)

Computer game(s)

Computer system program(s)

Computer operating system program(s)

Computer programming language(s)

Computer retrieval program(s)

Computer data and program(s)

Computer interactive multimedia

Computer online service(s)

(e.g., bulletin boards, discussion groups/lists, worldwide web sites)

9.3B2 Number of Records, Statements, Etc.

These guidelines recommend not including this information in the 256 field for the cataloging of most Internet resources, because the number of files and the file size of a document may vary greatly from the form in which it is received to the form in which it is used and stored. Use instead the 856 field to record file size and related details concerning compression, etc.; multiple 856 fields contain details of files available in a variety of formats.

Serial files would not include this information unless the serial were complete and its size could be determined.

If a monographic file is being cataloged and the size is known, it may be recorded in field 256.

Area 3 Numeric and/or Alphabetic, Chronological, or Other Designation Area for Serials

12.3B Numeric and/or Alphabetic, Chronological, or Other Designation [MARC 362 (R)]

This area is used for serials when cataloging from the first issue. It is used in addition to the Area 3 for file characteristics and is given following the 256 field.

The area is omitted if cataloging is done from an issue other than the first. If information about the beginning and/or ending issue is available, it is given in a note as explained in 12.7B8.

Area 4 Publication, Distribution, Etc.

9.4B Publication, Distribution, Etc. [MARC 260 (NR)]

ISBD(ER) states that all remote access computer files are considered to be published. There is to be a formal statement of publication for Internet resources that includes place, publisher, and date. If no place or publisher information is readily available in the item, follow the rules and guidelines about this area.

9.4B1 Published Material [MARC 260 (NR)]

For published material, the place of publication, name of publisher, and date of publication are to be given.

The date is omitted when cataloging a serial from other than the first issue.

An open date is used when cataloging a serial from the first issue.

Primary Address [MARC 270 (R)]

Although not authorized by any cataloging rule, field 270 has been developed to contain a mailing address, name of a person/contact, phone number, and other information that may be of importance.

Area 5 Physical Description

According to footnote 3 of rule 9.5, the physical description area is omitted for this material because there is no physical item being cataloged.

Area 6 Series

9.6B1 Series Statement [MARC 4xx (R)]

The name of a series and any numeric or other designation is recorded here, along with any statement of responsibility that may apply to the series.

Area 7 Notes

9.7, 1.7, 12.7 Notes [MARC 5xx]

Notes make up the balance of the descriptive portion of the bibliographic record. Some notes are required and others are optional. When used, they are input in the order of the rules themselves, unless one is cataloging a serial according to current CONSER guidelines. CONSER users enter notes in order by the MARC field number.

Information from two or more notes may be combined into one note when appropriate, according to rule 1.7A5. Rule 0.27 explains that the wording of notes is not set by rules; notes are to be brief and clear to the user. The wording of notes is to be determined by the cataloger; wording of examples need not be followed.

This manual does not include specific information about indicator values. Nevertheless, they are an important part of content designation, because they control aspects such as display constants. Therefore, it is necessary to consult OCLC's Bibliographic Formats and Standards, 2d ed., and apply indicators appropriately.

These guidelines combine notes from AACR2, Chapter 9 (Computer Files), Chapter 12 (Serials), and Chapter 1 (General).

With format integration, all note fields may be used for computer files. Prefer to use a specific MARC note field when available. Otherwise, use the 500 field for general notes. If one wants to use a field not listed here, one should determine the rule number under which such a note would be made in order to determine its position in the bibliographic record.

9.7B1a Nature and Scope [MARC 500 (R), 516 (R)]

This note provides brief information on the nature or scope of the file, unless this is apparent from the rest of the description, or is included as part of a summary.

While all other materials are described as to nature and/or scope in field 500, field 516 was retained during the format integration process for use with computer files. MARC field 516 contains information that characterizes the computer file.

If desired, a general descriptor may be used (text, computer program, numeric, etc.) qualified by a specific form or genre term, with the more specific information enclosed in parentheses. The following examples from OCLC’s Bibliographic Formats and Standards were taken from an earlier LC document. Those LC examples were provided by social science data archivists during early rule development around 1980 and are still valid.

Related coded information is recorded in the fixed field, Type of Computer File. This list of terms indicating the type of computer file for that fixed field may also be used as a basis for the 516 field.

Numeric data

Computer program

Representational

Document

Bibliographic data

Font

Game

Sound

Interactive multimedia

Online system or service

Combination

12.7B1 Frequency for Serials [MARC 310 (R)]

The frequency of a publication is given in this note.

9.7B1b System Requirements [MARC 538 (R)]

This note is used in a formal structured manner to indicate what computer is required, how much memory, any additional programs needed, and any special peripherals needed. It may be repeated, if needed. This note is not required.

For files available by remote access, this note is used to specify any specific program or type of program needed for use with the file and/or any special hardware requirements.

The note begins with the words "System requirements:"

9.7B1c Mode of Access [MARC 538 (R)]

Because a separate local access field (MARC field 856) provides detailed coded information for access, this required 538 note may be brief. It may begin with the words "Mode of access:" though other wording may be used.

Consideration was given to an AACR2 rule revision that would add the host name and address to this note. That proposal was not accepted primarily because of the need to update the note as host names and addresses change over time.

9.7B2 Language/Script [MARC 546 (R)]

The language and/or script of the content of the file is named in this note unless it is apparent from the rest of the description.

9.7B3 Source of the Title Proper [MARC 500 (R)]

In this required note, specify where the title used as title proper was obtained.

For a serial, this information may be combined with the "Description based on:" note when the latter note is given, and is used at the end of the bibliographic record according to rule 12.7B23.

9.7B4 Variations in Title [MARC 500 (R)]

The filename could go here if that information is desired and is not given elsewhere. Other variations in title are given in field 246, described earlier in this document.

9.7B5 Parallel Titles and Other Title Information [MARC 500 (R)]

This note is used for other title information found on the item that is considered to be important and not given elsewhere in the bibliographic record.

9.7B6 Statements of Responsibility [MARC 500 (R), 536 (R), 550 (R)]

This note is used to name any person or corporate body not named in Area 1 but important enough to be named somewhere in the bibliographic record.

When deciding what notes to make here, consider the relative importance of the information, and the needs of users for added entries for access to names of persons and/or corporate bodies.

Funding information may be recorded in the 536 field.

9.7B7 Edition and History of the File [MARC 500 (R), 522 (NR), 567 (R)]

Information about the edition and history of the file is given here if important to users.

If it is considered important to include geographic coverage, use field 522.

Methodology used in preparation of the file may be recorded here in field 567. This may include notes about any significant methodological characteristics of the item (e.g., algorithm, universe description, sampling procedures, classification, or validation characteristics).

12.7B7 Relationships with Other Serials [MARC 580 (R), 765 (R), 767 (R), 770 (R), 772 (R), 775 (R), 776 (R), 777 (R), 780 (R), 785 (R), 787 (R)]

This note is used to state relationships with other serial computer files. In most cases the note can be generated from MARC fields 765, 767, 770, 772, 775, 776, 777, 780, 785, and 787. Field 580 is used if a free-text note is needed.

9.7B8 File Characteristics [MARC 500 (R), 565 (R)]

This note is used for additional information about the file if the information is not available elsewhere in the bibliographic record.

The number of cases or variables making up the files may be recorded in field 565. A number of subfields are provided to be used as needed.

12.7B8 Numbering and Chronological Designation for Serials [MARC 515 (R)]

This note is used for anything about the numbering that is not specified in Area 3 for serials. It may be used to give complex, irregular, or peculiar designations.

9.7B9 Publication, Distribution, Etc., Information [MARC 500 (R)]

This note is used for any important information not already given about publication or distribution of the file.

A date of release or transmittal may be recorded here. This information may also be used as the basis for an inferred date of publication.

9.7B10 Physical Description, Including Color or Sound [MARC 500 (R)]

Information about color or sound is given in this note if it is not included in a summary.

9.7B11 Accompanying Material Information [MARC 556 (R)]

If documentation is available as a separate file, that information would go in this note.

9.7B12 Series Information [MARC 500 (R)]

This note is used to record series information not included in the series statement (4xx).

9.7B13 Dissertation Note [MARC 502 (R)]

If the computer file is a dissertation, details about the degree are given in this note.

9.7B14 Intended Audience for the Item [MARC 521 (R)]

Intended audience is given in a note if the information is stated in the item being cataloged.

1.7B15 Reference to Published Descriptions [MARC 510 (R), 524 (NR), 581 (R)]

This note specifies where the item has been cited.

The preferred citation of the materials being cataloged may be included in field 524.

Notes about the citation of, or information about, a publication based on the use, study, or analysis of the materials is included in field 581.

9.7B16 Other Formats in which the Information Is Available [MARC 530 (R), 535 (R)]

Information is given in field 530 about other formats in which the information is available.

The location of originals and/or of duplicates may be recorded in field 535.

9.7B17 Summary [MARC 520 (R)]

This note provides a brief, objective summary of the purpose and content of the item, if needed. If formal, the first indicator should be "blank" indicating that the display constant "Summary:" should be generated.

If the note is informal, the first indicator should be "8" indicating that no display constant should be generated.

9.7B18 Contents [MARC 505 (R), 500 (R), and 504 (R)]

These notes provides a formal or informal list of contents of a file. If formal, the first indicator "0" generates a display constant of "Contents:"

The second indicator "0" is used for a formatted or "Enhanced" contents note.

An informal contents does not use a first indicator, as no display constant is wanted.

A note about bibliographic references is a type of contents note.

9.7B19 Numbers [MARC 500 (R)]

Numbers appearing on the item that may be important but don't seem to belong anywhere else may be recorded in this note. Use field 088 for report numbers.

9.7B20 Copy Being Described, Library's Holdings, and Restrictions on Use [MARC 506 (R), 583 (R), 590 (R)]

This note states any general or universal limitations or restrictions on the use of the item being cataloged.

Notes about processing and reference actions may be recorded in field 583.

Local notes are recorded in field 590.

9.7B21 "With" Note [MARC 501 (R)]

Used to connect bibliographic records for two or more computer files with no collective title that are cataloged individually.

1.7B22 Combined Notes Relating to the Original [MARC 534 (R)]

Use this note to describe the original item represented by the computer file being cataloged.

12.7B23 Item Described [MARC 500 (R)]

This note is used when the description is based on other than the first issue, whether the item is cataloged as a serial or as a monograph with occasional changes.

Cataloging Internet Resources