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Home > Minerva > Cataloging > How To's > Create and Edit Bib Records

How To Create and Edit Bib Records

  1. Start with a search: All cataloging starts with a search of the local database.  If a bib record that meets all standards described in this document is already present in the database, add your 3-character library location to the bib record and attach a properly formatted item record for each copy in your collection.
  2. Import a record: If the local database lacks a bib record, seek one of high quality through whatever cataloging resources you have access to.  The Z39.50 option built into Minerva can be very helpful in this regard.  See How to Use Z39.50 Through GUI Cat for additional information.  
  3. Preferred sources: Copy cataloging from Library of Congress or OCLC cataloging is preferred above that from other sources.
  4. OCLC Number in 001: If an 8-digit OCLC number is present in a record (often in an 035 field), but is not carried in the 001 field, a new 001 field should be created and the OCLC number entered into it.
  5. Upgrading a record: If an inferior, non-standard bib record was loaded into Minerva on behalf of your library, it is your responsibility to bring that record up to a level of quality that meets the standards within a reasonable time.  If you discover that your item information is attached to an inferior record derived from some other source, it is still in your interest and your responsibility to try to upgrade the record. This can be done by locating a better quality bib record and/or by manually enhancing the quality of the existing record.  Overlaying from a record found with Z39.50 and dragging and dropping fields from other records may be done where appropriate.
  6. Deriving a Record From a Similar Record If you cannot find a pre-existing, high-quality bib record, it is sometimes possible to create one from the record for a similar work -- perhaps an earlier edition or another work in the same series.  In the process, however, care should be taken to avoid carrying over edition-specific information from the source record.  The following fields, if present in the original record, should not be carried over: 001, 020, 022, 028.  Review all other fields to be sure they are applicable to the work you are cataloging.
  7. Fixed fields in bib records: Enter values for the fixed fields Material Type, Language, Skip, Input Library, Initials, Location and Country in every bib record you create.  The first libraries to join Minerva were given coded values for Input Library and Initials.  All other should enter "-" in those fields and specify creation information in this manner:
    • Place your library's 3-character library code in subfield "a" of a 929 field to indicate that your library is responsible for introducing the record into the database.  While this value is technically subfield "a" of 929, by convention, "|a" is not actually entered.  Using Auburn PL as an example, the 929 would read "929  apl", not "929  |aapl".  Lower case is preferred.
    • Optionally, use 929|b for the initials of the person who did the work, e.g. "929  apl|bxyz".  Whether to use this field is up to the local library.
    • If you make significant changes to a bib record, please identify your library with a 929|z field containing your 3-character library symbol.  Multiple 929|z subfields are allowed.  Add new "z" subfields at the end of the 929 field
  8. Fixed fields in item records: Enter values for Copy Number, Location, Item Type, Call Number and Barcode in every item record you create.  See How to Create Item Records for further details.
  9. Correcting errors: If obvious bib record mistakes are found during cataloging, e.g. misspellings, blatant misuse of MARC tags, they may be corrected following proper MARC 21 and AACR2 practice.  For details, see How To Deal With Cataloging Errors.
  10. Call numbers: Local call number is always entered as a MARC field in an item record (092, 090, 096 or 086 for Dewey, LC, NLM and SuDocs respectively).  Do not add call number fields to new or existing bib records.  If 090, 092, 096 or 099 fields are present in bib records brought in through Z39.50 or OCLC, delete them.  
  11. Leading articles: The second indicator of a 245 Title field specifies the number of non-filing characters at the beginning of the title, allowing retrieval to ignore leading articles.  For the title "The Abyss" this would be "4".  The SKIP fixed field of the bib record must contain the same value as the 2nd indicator of the 245 field.  To ensure that indexing and searching will function properly be sure that both SKIP and the 2nd indicator are set correctly.
  12. Cataloging Aids: A variety of aids to good cataloging practice exist within the GUI Cat program.  Check the Tools menu item.  In addition, valuable MARC reference data can be found at:  http://lcweb.loc.gov/marc/
  13. How To Use General Materials Designators (GMDs): Select 245_h, the GMD (General Material Designator)
  14. MARC Field Deletion Do's and Don'ts
  • In Editing Bibliographic Records...
    • Always Delete 09x fields.
    • Delete 001 if the value it contains is not the OCLC number for that record.
    • Delete 9xx fields except 902, 907, 929
    • Delete empty fields
  • In Editing Item Records...
    • Do not delete 852, 945, 949 or any other item field with a long string of confusing verbiage.  This is an "audit trail" for working with batch-loaded records.
    • Delete empty fields.
    • Use the Volume field for bona fide volume and number information and nothing else.
    • If you delete your item record, and it is the last record attached to a given bib record, delete the bib record as well.