What are the cataloguing guidelines for ELMS?
Explanations for common terms
Field
A field is an element of a record. A catalogue record will contain fields such as Author, Title, Publisher, Class number.
Tag
This is a word that is used frequently in MARC cataloguing. A tag is a number which identifies each individual field. A MARC tag comprises three digits which make up the main part of the tag number . e.g. 100 Personal Author (Main Entry) 245 Title (Main Entry)
Alphabetical O and Numerical 0
It is important not to confuse O (upper case letter O) and 0 (zero) when inputting data. This is particularly important where there could be confusion within alphanumeric classification systems, such as NLM.
Script
Sentence case should be used for titles (titles, series titles, etc), even if appearing in full capitals on the title page. If the last digit of an ISBN/ISSN is X it is always written in upper case. Bibliographic data should be entered as it appears on the title page of the book (not the cover).
Entering resources on KOHA
Before you begin cataloguing it is most important to check that the resource is not already on the catalogue. Check a minimum of two elements, particularly if one is the ISBN. Although many publishers list both hardback and paperback ISBNs in both works, not all do. Therefore, if you have one version, the other one may already be on the catalogue. You may only need to add your copy’s ISBN to the original record. Catalogue records should contain the paperback and hardback ISBNs for the publication, and not just the ISBN for the copy which you have in your library (e.g. the paperback). You may need to add a different class number or additional subject headings to the original record.
There should be separate catalogue records for e-books and print books.
Three methods for cataloguing on Koha
This can be done by:
- Adding an additional item record to an existing catalogue record; or
- Importing a new catalogue record via Z39.50 and editing it, which will then have an item record added to it (recommended method); or
- Creating a new catalogue record which will then have an item record added to it
Method 1 – to add an additional item to an existing record
Using the Cataloguing function search for the item using the search function. Be sure to check the ISBN not just the title.
NB – Additional items should not be added to existing ILL records.
Select the title, select “New” and then “New item” from the drop down menu.
This brings up Add item – complete the fields as below.
Ensure 2 – Source of classification or shelving scheme says NLM.
Complete the following fields:
Field Number
Field Title
Description
2
Source of classification or shelving scheme
This field is automatically set to “National Library of Medicine”
5
Use Restrictions
Select if the item has restricted access.
7
Not for Loan
Select relevant option if the item is not for loan, e.g. Staff Collection.
For e-books choose Available Online
8
Collection Code
Select the relevant collection code for the item if appropriate, e.g. Brighton Health Promotion Collection.
a
Permanent Collection
This should be set to the appropriate library
b
Current location
This should be set to the appropriate library
c
Shelving Location
This field is required. Select from the dropdown the location where the item is shelved within the library
For e-books choose Electronic
d
Date acquired
Click to automatically enter today’s date
g
Cost, normal purchase price
Enter the purchase price of the item (optional).
o
Full call number
Enter the item’s shelfmark, e.g. WA 100 or WH 100 BUT
For e-books choose ONLINE
Note: include a space between letters and numbers – WA 100
p
Barcode
For print books, enter the barcode number assigned to the item.
v
Cost, replacement price
Optional
x
Non-public note
Optional
y
Koha item type
This is a required field. It should pre-fill with ‘Book’.
For e-books choose Ebook
z
Public note
Optional
Click Save
Method 2 – downloading catalogue records via Z39.5
Go to “Cataloguing” and use the “New from Z39.50” button. Choose the ‘Book – RDA’ framework option. This allows you to search for a catalogue record from any or all of the given locations. We recommend that the British National Bibliography option be used. If other sources are used editing may be required, eg. to ensure title case is used.
Also be sure to check the details pulled via Z39.50 are accurate with the resource (notably ISBN – ensure both ISBNs are catalogued).
Choose a catalogue record to import and then edit it in line with the instructions below for creating a catalogue record from scratch.
TO NOTE: Please check the ISBN is accurate – use the ISBN for print items if cataloguing a print item and the ISBN for electronic items if cataloguing an electronic item.
Method 3 – for resources with no existing record
If an item is not already on the LMS and is not available to import from the other sources you will need to catalogue the item from scratch.
From the home screen select “Cataloguing”. Under “New Record” select “Book-RDA”.
TO NOTE: Please catalogue multivolume sets individually (1 record per volume). Use the wording: vol. 1 etc. Complete full bibliographic records for each volume.
On the Add MARC Record screen complete the following information (all mandatory fields should show in yellow):
Field Number
Field Title
Description
000
Leader
This field is automatically generated when you click into the field and must be completed.
008
Fixed-Length Data Elements – General Information
This field is partially auto filled when you click into it. You then need to enter the year of publication by clicking on the tag editor icon, located at the end of the field. A pop-up box will be displayed. Enter publication year in the 07-10 Date 1 field. Select Save.
020
ISBN
ISBNs for hardback and paperback editions should be given if they are available. Input each known 10 and 13 digit ISBNs if they are available. A separate 020 field should be created for each ISBN. Click on the “Repeat this Tag” icon next to the ISBN field to create extra lines.
If there is no ISBN, leave this field blank.
Ignore any punctuation, eg hyphens. X should always be in upper case, eg 123-4567-890X should be 1234567890X
100
Main Entry – Personal Author
Enter the first named author/editor only. Additional authors/editors should be entered in the 700 field. Up to five additional authors/editors can be added. Names should be entered in long hand – Smith, John, unless only initials are available, in which case Smith, J
245a
Title
This field is compulsory. The title should be taken from the title page or equivalent. If the title on the book cover is different, you can enter this as a 246 variant title, and make an appropriate note in the 500 field. Use sentence case, i.e. capitalise only the first letter of the first word of the title. Proper nouns should also be capitalised.
If there is a subtitle, the title should be followed by a space and a colon.
If there is no subtitle, the title should be followed with a space and forward slash.
245b
Subtitle
The subtitle should be taken from the title page or equivalent and should not begin with a capital letter (unless this is a proper name or acronym).
The subtitle should be followed with a space and forward slash.
245c
Statement of responsibility
Do not add by or edited by unless it is written on the title page.
Add authors as they appear on the title page.
Corporate authors are not added to this field.
246
Generic alternate title
Add any generic titles here e.g. Pathology of the liver would sit here whilst ‘Macsween’s pathology of the liver’ would sit in the 245 field.
This field is also used when a book title has changed the wording in its name with a newer edition. This can also be cross-referenced in the 500 field with a ”previously published as…” note.
250
Edition
Use for editions and revised editions. Use long hand – first edition / second edition.
264a
Place of publication
Enter place of publication, e.g. London. Use town or city and not county or country.
Overseas place names should be followed by an abbreviation of their state, e.g. Cambridge, MA.
The location should be followed by a colon.
264b
Publisher
Enter the name of the publisher as given on the title page. Suffixes such as “Ltd”, GmbH, LLC or “Plc” should be left off. Change & to and
Add a comma after the name.
264c
Date
Enter the year of publication. If this is not stated use the copyright date. If there is no date of publication or copyright, try to work it out and enter e.g. circa 2015. An approximate date is preferable to no date.
300a
Pages
Click on Pages and enter the number of pages in the book in field 300b, e.g. 245 pages
Only the main Arabic numerals page total should be entered in this field. Where the pages are not clearly or continuously numbered enter an estimated number of pages.
For any introductions which use Roman numerals include the last number e.g. x, 245 pages
336a
Content type: Source
Insert ‘Text’ into field.
This is mandatory.
337a
Media type: Source
Insert ‘Unmediated’ into field.
This is mandatory.
338a
Carrier type: Source
Insert ‘Volume’ into field.
This is mandatory.
500
General Note
This can be used for entering such information as series information.
May be useful to include information about previous editions e.g., first edition, 2012.
505
Contents listing/chapters
Include in the same field all contents in the following format:
PART 1: Anatomy -- 1. The thorax -- 2. The abdomen, pelvis and perineum -- 3. The upper limb and breast
Note: Only the first word of each is capitalised.
Text box can be opened by clicking on ‘contents’ hyperlink. Do not create a new line for each section.
526
Reading List
Click on Reading List and add the title of the list into field 526a
650
Subject headings
Use NLM headings and subheadings only here. Include Americanised spellings.
690
Local Subject
This is optional. Input the overall subject here.
700a
Added personal author
Use for additional authors and editors – up to a maximum of five. Additional fields can be added using the “Repeat this Tag”
Names should be entered as Smith, J. A.
780
Earlier Title
Enter any earlier title names for the item here
785
Later Title
Enter any later title names for the item here
856
Online Resource
If you need to link to a webpage or e-book insert the web link and display text in the appropriate fields as outlined below.
A separate 856 field should be used for each individual Trust’s electronic access. Click on the "Repeat this Tag" to create extra lines.
856 – u
Uniform Resource Identifier
Insert the web link here including the http://
856 – z
Public Note
Add information here about access to electronic items, eg. NHS OpenAthens account required.
Click on “Save” and complete the following fields to add item data:
Field Number
Field Title
Description
2
Source of classification or shelving scheme
This field is automatically set to “National Library of Medicine”. Make sure you check it.
5
Use Restrictions
Select if the item has restricted access.
7
Not for Loan
Select relevant option if the item is not for loan, e.g. Staff Collection.
For e-books choose Available Online
8
Collection Code
Select the relevant collection code for the item if appropriate, e.g. Brighton Health Promotion Collection.
a
Permanent Collection
This should be set to the appropriate library
b
Current location
This should be set to the appropriate library
c
Shelving Location
This field is required. Select the location where the item is shelved within the library
For e-books choose Electronic
d
Date acquired
Click to automatically enter today’s date
g
Cost, normal purchase price
Enter the purchase price of the item (optional).
o
Full call number
Enter the item’s shelfmark. Eg. WA 100 or WH 100 BUT
For e-books choose ONLINE
p
Barcode
For print books, enter the barcode number assigned to the item.
v
Cost, replacement price
Optional
x
Non-public note
Optional
y
Koha item type
This is a required field. Select the loan type. For e-books choose Ebook
z
Public note
Optional
Once a record and item has been made there is an option at the end to duplicate the item per number of copies
Extra help:
Add extra Subject Headings by clicking the Repeat this Tag gadget to get an extra line and repeat the steps above to access Authority checking. (The gadget with a red x can delete a spare line you do not require). Add up to a maximum of six headings.
Once finished click Save.
Follow the same process to add a corporate author (field 710) or a series (field 490).
Authorised options when editing the record:
650
Subject
490
Series
710
Additional Corporate author
After cataloguing an item check it looks correct using the OPAC view.
If a subject heading, corporate author or series title needs adding to the authority list please email Rebecca.bradshaw@nnuh.nhs.uk
Version Control
Version 3.0
Approved on
01.08.2023
Author
RBR
General note: The cataloguing instructions contained in this guide are based on the Anglo American Cataloguing Rules (AACR2) and RDA cataloguing standards.