Cataloging Procedures/Policy

Using Pre-Existing Records When Possible:

Whenever possible, catalogers shall attempt to copy pre-existing records of materials through OCLC Connexion. If a record of the material is unavailable in MARC and/or RDA format, then the cataloger will use information listed on our approved vendors websites to complete or add supplementary information to their records.

Approved vendors include:

Main Entry – Uniform Title:

If a main entry is absent from a pre-existing record, then the cataloger should copy the information in the MARC field 245 per the OCLC MARC manual directions listed under field 130; “A title used as the preferred access point. Use field 245 for the title that appears on the cataloged work.”

Title Statement:

If the title statement is not contained within a pre-existing record, or is not evident, then the cataloger will record the identifying information listed on the material. (e.g. transcription on package, tags, ground post, etc.) See OCLC MARC manual field 245 guidelines for archival materials; “For archival materials, the title statement is defined as the name by which the material is known.”

Varying Form of Title:

In the cases of biological materials (seeds, bulbs, and saplings) the cataloger will assign a varying form of title. The varying form of title shall the scientific name (latin) of the specimen derived from the title statement. These terms can be confirmed by referencing the LC subject headings for the title statement. If the full term does not appear in the LC subject headings, then the cataloger should contain the added information within parentheses to indicate these terms are not listed as controlled vocabulary.

Edition Statement:

If the edition statement is unavailable within a pre-existing record, then the cataloger will record the year that the material was made available followed by “edition”. If this information is not available, then the cataloger will assign the year in which AJK Community Seed Library received the material. See OCLC MARC manual field 250 definition; An edition statement is a word or phrase appearing in the resource that normally indicates a difference in either content or form between the resource and a related resource. An edition statement can often be identified by the use of words such as edition, issue, level, state, update, and version, or their equivalents in other languages. Numbers and/or statements of responsibility may also appear with an edition statement. Under RDA, the edition statement is a transcribed element and no abbreviations are used unless they appear in the source used for the edition statement.” Due to the biological degradation of some materials (seeds, bulbs, and saplings) we have chosen to include an edition statement in the RDA field as well for collection maintenance purposes. See also RDA 2.5.2.2; “Take a designation of edition from the following sources (in order of preference): a) the same source as a title proper (see 2.3.2.2) b) another source within the manifestation itself (see 2.2.2) c) one of the other sources of information specified at 2.2.4.

Identifier for Manifestation:

When identifier numbers are unavailable for the 020 field catalogers will assign a unique identifier code to the material. The code will begin with the first four letters of the materials classification in reference to our catalog. These include the following options;

TOOL for tools
BULB for bulbs
SEED for seeds
SEDL for seedling

After selection the firs four encoding letters, the cataloger will assign a four-digit code to the material which indicates the order in which it was added to the catalog in reference to similar material classes. (e.g. SEED0001 for the first seed added, SEED0002 for the second seed added, BULB0001 for first bulb added, BULB0002 for second bulb added, etc.)

Finally, the cataloger will add the date that the item was acquired by the AJK Community Seed Library to the end of the code to differentiate between yearly procurements of new materials. (e.g. 2016, 2017, 2018, etc.)

Making General Notes:

In order to form a more comprehensive record with complete data, the cataloger is advised to make general notations about the material if they are not already provided in a pre-existing record. In the case of biological materials (seeds, bulbs, seedlings) the cataloger should include all relevant data such as germination periods, geographic zone for optimal growth, lighting preferences, spacing of materials, expected growth rate, expected dimensions, etc.

Terms of Availability:

All biological materials (seeds, seedlings, and bulbs) will be considered rental materials, but will specify that there is no return date for these items. See RDA 4.2.1.3; “Record the terms on which the manifestation is available. These terms consist of: the price (recorded in numerals with standard symbols) if the manifestation is for sale or a brief statement of other terms if the manifestation is not for sale.) All other materials (books, DVD, tools) will have a two week check out period, and will be also indicated as a rental material.

Subject Headings:

Subject headings will be cross-referenced through LC subject headings to ensure controlled vocabulary is used whenever possible.

Classifications:

Whenever possible, the cataloger should use pre-existing records to classify both the DDCN and the LCCN. If the classification is unavailable (as for tools, seeds, bulbs, seedlings) then the cataloger will use a general classification scheme which appropriately classifies the material;

All tree seedlings regardless of tree type will be assigned QK475 - Spermatophyta.
Phanerogams (LCCN)
All tree seedlings regardless of tree type will be assigned 582.16 – Trees (DDCN)
All seed packets regardless of type will be assigned SB113.2-118.46 - Seeds (LCCN)
All seed packets regardless of type will be assigned 631.521 - Seeds (DDCN)
All tools regardless of type will be assigned SD388.5 - Tools and implements (LCCN)
All tools regardless of type will be assigned 631.34 - Equipment for care and shelter of plants (DDCN)
All bulbs regardless of type will be assigned QK495 - Angiosperms (LCCN)
All bulbs regardless of type will be assigned 582.13 - Plants noted for their flowers (DDCN)