Cataloging Print and Microform Reproductions

Procedure

This procedure describes the application of the LC-PCC Policy Statement for RDA 1.11 at UC Berkeley.

Skip directly to functional guidance: Microform reproductions | Print on demand reproductions and photocopies

I. Superseded documents

• Cataloging Directives Manual (CDM)
  • C.2. Reprints, Facsimiles & Photocopies – only the following subsections:
    • 1. Reprints and Facsimiles
    • 2. Photocopies (Macroreproductions)
  • C.2.1. Microform Cataloging – only the following subsections:
    • 1. Descriptive Cataloging
    • 2. Coding
• C&MS document Photocopy Cataloging Procedure, Rev. III (2011-07-11) and all other versions
• any unit-specific documentation on cataloging print and/or microform reproductions (none has been identified to CMC as of May 2015)

II. When to apply

• USE FOR: any print or microform reproduction that is identical to the original resource ^[1]
• DO NOT use for: reissues, republications, facsimile editions, etc. that are NOT identical to the original resource (e.g. new title page, added publication statement, changed/added/removed content). For these kinds of resources, apply RDA 1.11 as written (i.e. describe the resource in hand, not the original)
• DO NOT use for: print on demand (POD) or microform originals

III. Separate records for reproductions

For some years now, UC Berkeley OskiCat libraries have followed the “separate record” approach for cataloging reproductions of monographs. Beginning July 1, 2015, UC Berkeley OskiCat libraries will follow this same approach for all reproduced non-manuscript materials. Reproductions of textual/notated or 2D still-image resources for all bibliographic formats (e.g. monographs, serials, maps, etc.) will be cataloged on a separate record from the original. Going forward, microform reproductions and print reproductions of printed materials will not share a bibliographic record with any remaining original print volumes.

The exception to this is when individual reprint print volumes are used to fill in gaps in original print sets; in this case follow established practice (currently detailed in Cataloging Directives Manual C.2 section 3.2.1 and 3.2.2).

IV. Functional guidance

A. Microform reproductions of print resources

1. The basic concept: Describe the original resource and include microform reproduction details in a note (LC-PCC PS 1.11 for microforms is similar to LCRI Chapter 11)
2. Cloning from pre-RDA records for the original print resource (when no usable copy for the reproduction is found):
   • IF the record for the reproduction is not to be PCC-authenticated, THEN you are not required to describe the reproduction using RDA; you may retain the existing descriptive standard (e.g. AACR, AACR2, etc.)
   • IF the record for the reproduction is to be PCC-authenticated, THEN observe one of the following:
     • IF the record for the original resource is PCC-authenticated, THEN you are not required to describe the reproduction using RDA
     • IF the record for the original resource is not PCC-authenticated, THEN you are required to describe the reproduction using RDA
3. MARC coding
   • OCLC Fixed fields: encode all values associated with the original print resource, EXCEPT:
     • Form (MARC 008/23 or 29): encode a (Microfilm), b (Microfiche), or c (Microopaque) as appropriate
     • Desc (MARC Ldr/18): IF doing original cataloging OR re-describing a cloned pre-RDA record to RDA, THEN be sure to encode i (ISBD punctuation included); otherwise retain value from original record
   • 007: encode as appropriate for the reproduction
     • PCC requires only:
       • ǂa (must correspond with 337/Media Type): always use h (Microform)
       • ǂb (must correspond with 338/Carrier Type)
     • OCLC requires in addition:
       • ǂd (polarity)
       • ǂe (dimensions)
     • encode other 007 subfields as necessary to support user tasks
     • this generally will replace any 007 for the original resource
   • 040: IF doing original cataloging OR re-describing a cloned pre-RDA record, THEN be sure to include ǂe rda (in addition to coding Fixed field Desc as i, as noted above)
   • 245 ǂh (i.e. GMD): DO NOT USE, even when cloning and not re-describing a pre-RDA record; instead, use 33X fields as described below
   • 33X:
     • 336 (Content Type): encode or retain for the original resource, e.g. text, cartographic image, notated music, etc.
     • 337 (Media Type): always use microform
     • 338 (Carrier Type): encode as appropriate for the reproduction, using terms from the “Microform carriers” list at RDA 3.3.1.3 or in LC’s Term and Code List for RDA Carrier Types, e.g. microfilm reel, microfiche
   • 533: include all applicable and readily ascertainable elements as follows:
     • ǂa – Type of reproduction: use Microfilm or Microfiche
     • ǂm – Dates and/or sequential designation of issues reproduced: for serials only
     • ǂb, ǂc, ǂd – Reproduction provider details: follow RDA instructions and PCC guidance applicable to MARC 264, e.g. use bracketed “… not identified” phrase for unavailable data
     • ǂe – Physical description of reproduction: follow RDA instructions and PCC guidance applicable to MARC 300
     • ǂf – Series statement of reproduction: only if applicable; follow RDA instructions and PCC guidance applicable to MARC 490
     • ǂn – Note about reproduction: only if applicable
   • 776: required per LC-PCC PS 27.1; record as follows per LC-PCC PS 27.1.1.3:
     • monographs: use relationship designator ǂi Reproduction of (manifestation):
     • serials: per CONSER, use relationship designator ǂi Print version:

B. Print on demand (POD) reproductions and photocopies

1. The basic concept: Use the “provider-neutral” approach, i.e. describe all print reproductions identical to the same original resource using a single bib record, regardless of reproduction provider, method, or date
2. Can I use non-provider-neutral copy already in OCLC? Look for your scenario below:
   

   descriptive standard	reproduction record describes:	OK to use record?
   RDA	original, with reproduction details in 533	Yes, BUT: remove all but ǂa Print reproduction. from 533, add 040 ǂe pn, in master record
   RDA	reproduction (RDA 1.11 as written)	Yes, OK to use if it matches item in hand
   pre-RDA	original, with reproduction details in 533 (LCRI 1.11A)	Yes, IF reproduction details match item in hand; if only date differs still OK to use, just edit date in local record
   pre-RDA	reproduction (AACR2 1.11 as written)	Yes, OK to use if it matches item in hand

3. Cloning from pre-RDA records for the original resource (when no usable copy for the reproduction is found):
   • IF the record for the reproduction is not to be PCC-authenticated, THEN you are not required to describe the reproduction using RDA; you may retain the existing descriptive standard (e.g. AACR, AACR2, etc.)
   • IF the record for the reproduction is to be PCC-authenticated, THEN observe one of the following:
     • IF the record for the original resource is PCC-authenticated, THEN you are not required to describe the reproduction using RDA
     • IF the record for the original resource is not PCC-authenticated, THEN you are required to describe the reproduction using RDA
4. MARC coding
   • OCLC Fixed fields: encode all values associated with the original resource, EXCEPT:
     • Form (MARC 008/23 or 29): always use r (Regular print reproduction)
     • Desc (MARC Ldr/18): IF doing original cataloging OR re-describing a cloned pre-RDA record to RDA, THEN be sure to encode i (ISBD punctuation included); otherwise retain value from original record
   • 007: required only for cartographic resources and graphic materials; encode as appropriate for the reproduction. Required subfields vary by format; remember:
     • ǂa must correspond with 337/Media Type
     • ǂb must correspond with 338/Carrier Type
   • 020: If the reproduction has its own ISBN, record it in ǂa (with qualifying information—e.g. provider name—in ǂq) and change any ISBNs for the original resource to ǂz
   • 037: PCC allows recording provider as source of acquisition in this field; but at Berkeley, prefer recording provider and acquisition information in 533—in local bib only—and/or Millennium order record as appropriate and only as necessary to support user tasks
   • 040:
     • IF doing original cataloging OR re-describing a cloned pre-RDA record to RDA, THEN be sure to include ǂe rda (in addition to coding Field field Desc as i, as noted above)
     • always include ǂe pn in provider-neutral records (in addition to any other ǂe)
   • 245 ǂh (i.e. GMD): DO NOT USE; instead, use 33X fields as described below
   • 33X:
     • 336 (Content Type): encode or retain for the original resource, e.g. text, cartographic image, notated music, etc.
     • 337 (Media Type): encode as appropriate for the reproduction; usually unmediated (rarely stereographic)
     • 338 (Carrier Type): encode as appropriate for the reproduction, using terms from the carriers list corresponding to the Media Type at RDA 3.3.1.3 or in LC’s Term and Code List for RDA Carrier Types, e.g volume, sheet
   • 533: use ONLY ǂa Print reproduction. Do not use any other 533 subfields in the OCLC master record. See the section Recording details about the print reproduction in the local record below for further information
   • 775/776: required per LC-PCC PS 27.1; record as follows per LC-PCC PS 27.1.1.3:
     • monographs: use relationship designator ǂi Reproduction of (manifestation):
     • serials:
       • if the original resource is print, use MARC tag 775 and relationship designator ǂi Reproduction of (manifestation):
       • if the original resource is not print, use MARC tag 776 and appropriate descriptive phrase in ǂi (e.g. ǂi Microfilm version:)

Recording details about the print reproduction in the local record

1. Following LC-PCC PS 1.11, details about the reproduction (MARC 533, all subfields other than ǂa) must not be included in the OCLC master record. But what if you want to record details about the reproduction? Per the “Local record” section of PS 1.11, this now is treated as copy-specific information (see the AskTico document Copy-Specific Information in Millennium, the Introduction and Best Practices sections in particular) and should be recorded—if at all—only in the local record in Millennium. Bear in mind that this should be done only when deemed necessary to support user tasks.
2. General guidelines:
   1. NEVER add a provider-specific 533 to the OCLC master record. You may add provider-specific 533 elements to the local record either immediately prior to exporting from OCLC to Millennium, or in Millennium after exporting.
   2. If you are including provider-specific elements, ALWAYS add ǂ5 with the MARC Organization Code of the owning library.
   3. To distinguish among multiple reproduction copies owned by the same library, use ǂ3 as the first subfield (before ǂa) to uniquely identify—using copy number or call number—the copy to which the detailed 533 applies.
3. Examples:
   1. Print on demand (POD) reproduction: The final page of a common print on demand reproduction often includes the following cryptic provider data: [IMAGE FORTHCOMING IN NEW VERSION OF ASKTICO] Although it is NOT recommended that a cataloger de-code this information to include a provider-specific 533 in the local record, if one were to do so, it might look like this:
      • 533 __ ǂa Print reproduction. ǂb LV : ǂc [Lightning Source], ǂd 2014. ǂn Printed in La Vergne, Tennessee. ǂn Print on demand. ǂ5 CU
   2. Photocopy reproduction: Photocopies from the Library Bindery contain the following: [IMAGE FORTHCOMING IN NEW VERSION OF ASKTICO] The data may be recorded as follows:
      • 533 __ ǂa Print reproduction. ǂb [Oakland, California] : ǂc U.C. Library Bindery, ǂd 2013. ǂn Photocopy. ǂ5 CU
      • An example including ǂ3:
      • 533 __ ǂ3 Copy 2. ǂa Print reproduction. ǂb [Oakland, California] : ǂc U.C. Library Bindery, ǂd 2013. ǂn Photocopy. ǂ5 CU
   3. Unknown/not sure: You may not know whether a print reproduction is print on demand or a photocopy. For instance, we typically think of dissertations from UMI as photocopies, though they probably have been print on demand for a number of years. Happily, you don’t need to know! The 533 ǂa Print reproduction. applies in any case. [IMAGE FORTHCOMING IN NEW VERSION OF ASKTICO] The data may be recorded in the local record as follows:
      • 533 __ ǂa Print reproduction. ǂb Ann Arbor, Michigan : ǂc UMI Dissertation Services, ǂd 2001. ǂ5 CU

   Notes
   [1] Regarding printouts of electronic resources: Library policy is not to add printouts of electronic resources to the collection; instead, the selector should pursue adding the original electronic resource to the collection, e.g. via the Materials Acquired Digitally process.

   Legacy Data
   Author: Trina Pundurs
   Approval Group: Cataloging and Metadata Council
   Update Group: Cataloging & Metadata Council
   Last updated date: 12/10/15

   Archived Comments

   Thu, 12/10/2015 – 12:09 — Trina Pundurs
   Edited the relevant sections to correct an oversight — 775/776 is required by PCC.