The form and accompanying guidelines are based on the North Carolina Literacy Resource Center's Catalog Entry Form, which in turn was based on the following:
The guidelines for the form are intended to assist non-librarians in cataloging their materials. The numbers in parenthesis refer to MARC (Machine-Readable Cataloging) format developed by librarians to help computers understand library records.
The form and guidelines are the product of extensive collaboration among members of the literacy community. We especially want to thank Sarah Tourville of the North Carolina SLRC, and Thomas Eland and Virginia Heinrich of the Minnesota/South Dakota Regional Literacy Resource Center, who created the initial versions of these documents. Additional contributions were made by a committee consisting of Virginia Heinrich, Cynthia Shockley and Diane Boehr of Logistic Management Institute (LMI), and Linda West of Outreach Technical Assistance Network (OTAN), California. Technical work on the form itself was provided by Bryon Kelly, Alan Galbraith and Caroline Dobison, OTAN and Hub IV Staff , and Stephen Tobin, LMI.
Books, booklets, pamphlets: The title page is the primary source of information for book materials. The verso (back side) of the title page is used as well. The cover, spine, and back of the item are all secondary sources. If there isn't a title page, use a secondary source.
Periodicals: The cover is the primary source of information for periodicals. Use cover, caption, masthead, editorial page, colophon, or any other page in that order of preference.
Audio recordings: The label on the item is the primary source, unless accompanying textual materials (a booklet or the container) furnish a collective title and give information about parts, and the labels do not.
Video recordings or motion pictures: The title frames and credits provide the primary source of information. If there are no title frames, labels on a video cassette can be the primary source. If there is no other primary source, use accompanying material, the container, or other sources, in that order, to get the information.
Computer files: The title screen(s) are the primary source. If there is no title screen, use other "internal" information such as the main menu or program statements. If the information is not available, or if it isn't practical to get it, use the following sources (in order of preference): the physical carrier (the diskette, for example) or its labels, accompanying documentation, or the container in which it came.
Realia, games, three-dimensional objects: The object itself, accompanying textual materials, and the container issued by the publisher/manufacturer of the item provide the primary source of information. Prefer information on the item itself to information from the other sources.
Get the title from the primary source of information . The title proper should be keyed exactly as seen in the material -- everything should be in the same order, wording, spelling, accentuation, and other diacritical marks (if possible). Use lowercase except for the first word of a title and proper names. If the material does not have a title page, then you will need to create a title by using some part of the work as a substitute.
If there is a subtitle, which may appear as expansion of the title proper, then it should be recorded the same as the title proper. A subtitle can be defined as a secondary title which is used to modify the title proper. An example of a title proper and a subtitle would be:
Example:
The midnight patrol: the story of a Salvation Army lass who patrolled the dark street of London's west end on a midnight mission of mercy.
Example:
Hayden's Symphony 94 in G Major is also known as the "Surprise Symphony."
Edition statements indicate changes, deletions, or other modification that may have been made to earlier versions of the material. Such statements may read, for example, "revised and enlarged," "abridged," "expurgated," or may provide numbered information such as "5th edition," or "version 2.0."
If the item being cataloged belongs to a series, or is an article or issue of a serial or periodical, enter here the title of the series, periodical, or serial. If the item being cataloged is the entire series or serial enter the title in the title field (245).
A series title represents a number of separate works, usually related in subject or form, that are issued successively. They are usually issued by the same publisher and in a uniform style. The series title may appear on the title page of each work, or it may appear on the front or back covers of each work.
Serials and periodicals are closly related. A serial is issued in successive parts at regular or irregular intervals and is intended to continue indefinitely. This category includes newspapers, reports, proceedings, and annuals. A periodical/journal is a publication with a distinctive title which appears in successive numbers or parts at stated or regular intervals. Periodicals are intended to be continued indefinitely. Usually each issue contains articles by different contributors.
Examples:
ETS Applied Skills Series
Adult Education Quarterly
Vocational Education Journal
If the series/serial/periodical is numbered, put the volume/issue number and specific date (if given) in parenthesis here.
Examples:
v. 2, no. 5 (April 25, 1996)
no. 2, issue 3
Enter here names of individuals responsible for creating the item. This information should be derived from the primary source of information. A compiler or editor would also be included in this field. If an organization as a whole is responsible, that organization would be entered as a corporate name, in a different field. Because names are often listed in different ways, it is helpful to consult an "author authority" where "official" names are listed to help ensure consistency. Enter the name with the last name first, then the first name, then the middle name or initial. If there is more than one author enter the names in separate fields.
Names should be entered as: Last name, first name (space) middle name (or middle initial).
Examples:
Mair, Alice Joy
Bedington, A.
De Filippino, Peppino
Pardo, Donald E.
Enter here names of corporate bodies associated with the creation of the item. Generally use the name as it appears on the item you are cataloging. If the name is a common one or likely to be used by other organizations, add the name of the local place where the body is located or does its work after the name of the organization. Because names are often listed in different ways, it is helpful to consult an "authority list" where "official" names are listed to ensure consistency.
Examples:
American Library Association
Canadian Literacy Thesaurus Coalition
Literacy Council (Des Moines, Iowa)
If the organization is a government agency that contains a word implying subordination (e.g. Dept., Division, Section, Branch, etc.) use the name of the government as the first element of the Corporate field, followed by a "." and then the name of the agency/bureau.
Examples:
United States. Dept. of Health and Human Services
Florida. Wildlife Division. Southwest Branch
This required field includes information about the place of publication, the name of the publisher, and the date of publication, or if the material is a serial or periodical, the date the publication started.
Enter the city and state (using postal abbreviation) of publication here. If no location can be determined, enter "unknown" in the field.
Example: Sacramento, CA
The publisher or source is the person, corporate body, or organization responsible for issuing the material. Don't confuse the publisher with the distributor of the material, which may be different from the publisher. When the publisher is different from distributor, materials are acquired from the distributor. If no publisher can be determined, enter "unknown" in the field.
Example: California Department of Education
Enter the year the item was published here, e.g. 1992. Enter the date of a serial or periodical with a hyphen to indicate continuation [1994-]. Occasionally, a date will not be given. Use other information such as a bibliography or other enclosed materials to make a "best guess" then enter it with a question mark [1994?] and add a note to explain the source. If no date can be determined, enter "unknown" in the field.
This field will provide information on how to access, or purchase the material. If there are any restrictions in acquiring the material, it should be noted in 037c. This field should be entered, even if the information duplicates that in the Publication area (260).
Enter here the full name, address, and phone number (if known) of the agency distributing the item.
If known, check the appropriate box if the item is available for purchase or free. If details of availability such as price or restrictions are known, enter them here.
Examples:
$22.00
Free to members; $5.50 for non-members
If the material results from a funded project, put that information in this field. Enter all information regarding sponsors or funding agencies, contract numbers, grant numbers, and project, task, work unit numbers .
Examples:
Sponsored by the World Health Organization
Contract number R15586634
Grant number 95628
Project 009
For printed material, give the number of pages if the item consists of a single volume. Give the number of volumes if the item is in more than one physical volume.
Example:
114 p.
3 v.
For non-print items, give the number of physical units along with a specific description of the item.
Examples:
2 videocassettes
53 slides
1 computer disk
A statement of material type provides additional information about the material in hand. For example, a CD-ROM (the physical medium) could contain music, a computer game, or software (material type). Select the type that most accurately describes the material:
Printed Materials: Annual Report, Article, Bibliography, Book, Brochure, Catalog, Conference Paper, Conference Proceedings , Contractor Report, Descriptive/Project Description, Dictionary, Directory, Flyer, Government Document, Guide, Historical , Material, Information Analysis, Instructional Material, Journal, Legal Material, Notebook, Pamphlet, Play/Theater Production, Poem, Position Paper, Proposal, Research/Technical Report, Serial, Short Story, Speech, Statistical Data, Teaching Guide, Test/Evaluation Instrument, Testimony, Textbook, Thesis/Dissertation, Workbook;
Non-printed Materials: Audiovisual, Computer game, Database, Microform, Print or photograph, Software or freeware, Video material, or Don't Know.
A statement of physical medium is included to further identify the material. It also serves to distinguish printed works from audio-visual or other formats. Select the medium that most accurately describes the material:
CD-ROM, Chart, Diorama, Diskette, Flash Cards, Game, Kit, Microform, Model, Motion Picture, Print, Realia (Tangible objects), Silent Filmstrip, Slides, Sound Cassette, Sound Filmstrip, Transparencies, Videocassette, Videodisc, or Don't Know.
For videocassettes, indicate the type of machine necessary to play the cassette: VHS, Beta, or U-matic.
For computer files, give the following information, if known, in the order shown: make and model of the computer(s) on which the file is designed to run; amount of memory required; name of the operating system; software requirements; kind and characteristics of required or recommended peripherals.
Examples:
IBM PC or 100% compatible computer
128k RAM, DOS 3.0 or higher
VGA color card and monitor, printer optional
Most commercially published materials have standard identification numbers assigned to them, and those should be included here. They are most often found on the verso of the title page or on the back cover of print material, or on the container of non-print material. The ISBN (International Standard Book Number) is a ten-digit number assigned to books, often shown with hyphens. In the cataloging form, enter the ISBN without hyphens. The number can be used to identify and order a copy of the material. The ISSN (International Standard Serial Number) is an eight-digit number, shown with four numbers, a hyphen, then four more numbers. Enter the ISSN with the hyphen. The EDRS (ERIC Document Reproduction Service) is a six digit number that signifies a unique item in the ERIC Database. The GPO (Government Printing Office) Item Number is a twelve-digit stock number assigned to an item by the GPO. Enter the GPO Item Number without hyphens.
The types of individuals who may be most interested in the material, or for whom the material is most suitable, can be recorded here.
There are three basic skill levels that can be recorded in this field and are to be used at the descretion of the person cataloging the material. Choices are also given for instances where no skill level is indicated, or when it is not possible to discern the level.
These are terms entered to describe the topic of the material. Because people have many different ways of describing the same things, a controlled vocabulary of terms should be used.
You may include up to five subject headings. Use at least one suitable term from the draft NIFL Adult Literacy Thesaurus--ALT-- (under development) at http://www.pmei.com/alt. If a suitable term is not available, select a term from the Thesaurus of ERIC Descriptors (ERIC ), Library of Congress Subject Headings (LCSH), Sears Headings (Sears), and locally-assigned subject headings (Local). If none of these listings contain a suitable term, use whatever term seems most appropriate and be sure to --
Use this field to note the source of the controlled vocabulary for each subject headings. The following abbreviations are used: NIFL Literacy Thesaurus (NIFL-ALT),Thesaurus of ERIC Descriptors (ERIC), Library of Congress Subject Headings (LCSH), Sears Headings (Sears), and locally-assigned subject headings (Local).
Notes can consist of statements quoted from the work or other sources, or a combination of the two. Notes serve to augment the identification or description of the work. Notes should also include information about any sources used for obtaining cataloging information if those sources were not the primary source of information.
Abstracts and summaries of the material content should be entered here.
This is the physical location where the item resides and whether the owning organization is willing to loan it to others.
Examples:
Location, (852a) Outreach and Technical Assistance Network
Location address, (852e) 9738 Lincoln Village Drive, Sacramento, CA 95827
Location telephone numbers, (852e) 916-228-2580 and 916-228-2563 (fax)
Indicate if the material is available for loan from the agency (852z).
If the material is available online (e.g., over the Internet), that information is supplied here.
Example:
http://www.otan.dni.us/otan forum/current documents/
This field includes any local identification numbers, such as a call number or an accession number, assigned to the material to aid in its retrieval. If you use the Library of Congress or Dewey Decimal classification systems, enter the information in this field. Text information can also be used, if materials are arranged by subject area rather than call number.
This field holds the date the record was entered. Enter the date in yy-mm-dd format.