Changes to MARC Bibliographic Records

Call Number Changes:

All call number change requests must be accompanied by a printout and a completed correction card (form 83-32 (rev. 3/86)).

Call number changes should only be made to correct the essential elements of classification:

G-number

geographic Cutter (including changes to reflect modifications in the form under AACR2)

subject Cutter

date

scale

An item Cutter that no longer reflects the initial letter of the AACR2 form is not to be changes unless another change is being made to an essential element of the call number. Although outright errors in the item Cutter on pre-AACR2 records, such as a misattribution, may be corrected, changes or revisions to the item Cutter due directly to the revision or correction of the form of the heading under the provisions of AACR2 are explicitly prohibited, unless the call number change is initiated to change an essential element.

Call number changes are never to be submitted via the weekly SDI lists.

Vault Items

AACR2 Records:

Always use the MUMS Full Record Print command PRNT to generate printouts of records for correction. This command prints the entire record, except extremely long records, including the fixed field boxes, on one sheet of paper, with the diacritics "floated" in their proper position.

In the upper right corner, in red, mark the printout CHANGE.

Record the cataloger’s code and date submitted.

Record all requested changes in RED.

Submit the correction to the reviewer.

Pre-AACR2 Records:

Record Not Yet Revised to AACR2 Access

Records Revised to AACR2 Access

Projects:

When a particular type of correction involves more than 50 records and can be retrieved and corrected as a group, the corrections should be done as a project. To ensure efficiency, the cataloger should normally coordinate such projects with the Head, Data Preparation and Files Maintenance Unit. The following procedures are only to be used for "simple," one-to-one changes for a single heading.

Submit one screen of brief records annotated with the proposed change indicated in red at the top of the page. Be sure that the instructions are clear and precise. Include both the old and revised form of the heading to be used.

In the upper right corner, in red, mark the first page of the printout CHANGE.

Record the cataloger’s code and date submitted.

Submit the corrections to the reviewer.

Addition of Copyright Number:

When a copyright registration copy of a previously cataloged item is received, retain the copyright registration copy.

When more than one copyright registration copy is received, retain one copy of each item having a different copyright registration number.

Transcribe the call number and control number on each copyright registration copy to be retained and return all copies to the folder. Refile the folder in the collections.

Always use the MUMS Full Record Print Command PRNT to generate printouts of records for correction. This command prints the entire record, except extremely long records, including the fixed field boxes, on one sheet of paper, with the diacritics "floated" in their proper position.

In the upper right corner, in red, mark the first page of the printout CHANGE.

Record the cataloger’s code and date submitted.

Add the new registration number.

Review the record for other possible changes.

Record all required changes in RED.

Be sure that the format of all descriptive changes corresponds to the rules used for the original cataloging (i.e., if cataloged under revised Chapter 6, tag 008 box 36 contains value r, additions and changes to the description must reflect ISBD punctuation while for earlier records, tag 008 box 36 contains value e, ISBD punctuation must not be used in the description).

Submit the correction to the reviewer.

Retention of Multiple Copies:

In compliance with procedural policy, when multiple copies of an item are to be retained transcribe the control number and call number on all copies retained and return them to the folder. Refile the folder in the collections.

In the upper right corner, in red, mark the printout CHANGE.

Record the cataloger’s code and date submitted.

Add a 952 note indicating the number of copies retained.

Review the record for other possible changes.

Record all requested changes in RED.

Submit the correction to the reviewer.

Accompanying Material for a Previously Cataloged Item:

Add the call number to the newly received material.

In the upper right corner, in red, mark the printout CHANGE.

Record the cataloger’s code and date submitted.

Add a note citing the accompanying material.

Review the record for other possible changes.

Record all requested changes in RED.

Be sure that the format of all descriptive changes corresponds to the rules used for the original cataloging (i.e., if cataloged under revised Chapter 6, additions and changes to the description must reflect ISBD punctuation while for earlier records, ISBD punctuation must not be used in the description).

Submit accompanying material and the correction to the reviewer.

The Collections Maintenance Unit is responsible for determining the filing location for all accompanying material and is responsible for notifying the Data Preparation and Files Maintenance Unit when the material is not files in the folder with the item it accompanies.