Cheat Sheets

Government Document Cataloguing



J. McRee (Mac) Elrod 20 July 2011

[SLC local practices bracket]

Government publications present two major difficulties: when to
do corporate main entry, and what form the government main or added
entry should take. Otherwise, they are catalogued like any other
monograph or serial (see the monograph and serial cheat sheets).

SLC is very conservative with corporate main entry, reserving it to items
*about* the corporate body. You might want to reread AACR2 21.1B2 very
carefully, particularly categories a to c, which are common among
government documents.

In terms of form of entry, you are way ahead if LC has established an
entry for the body (which is more often than not the case). If you have
to create one yourself, start with the government jurisdiction, and end
with the smallest office/department. If the name of that
office/department is too general to be unique in that government, e.g.,
Accounting Office, Procurement Office, insert between the two the
smallest body in the hierarchy which stands a good chance of being
unique. In other words, a long string of departments within departments
should be reduced to three elements:

110/710 1 $aJurisdiction.$bSmallest Unique Dept.$bSmallest Office.

Contrary to AACR2, "Department" is abbreviated "Dept.", following LC
practice. Even I don't fuss about that one. Some software search keys
are too short to find long governmental corporate body entries, so the
shorter the better.

With RDA, "Department" will be spelled out.

The current version of MARC used in North America, Australia and
increasingly in Europe is MARC21, a harmonization of USMARC. CANMARC
and UKMARC, with adaptations for Germany.

Fixed Fields

Only the most common fields and codes for documents are given. See the
MARC21 Manual for other fields and codes. See in particular 008/28.

LDR/06 (Type):
a = language material (includes text in microform or as electronic
e = map

LDR/07 (Bib lvl):
m = monograph
s = serial (see Serials Cataloguing Cheat Sheet)

LDR/17 (Enc lvl):
blank = full record book in hand
1 = full record book not in hand
2 = less than full record
8 = CIP record (upgrade)
i = OCLC full record } Prefer MARC21
k = OCLC less than full } codes

LDR/18 (Des cat form):

008/06 (Date type):
s = single date
r = reprint dates
c = continuation (see Serial Cataloguing Cheat Sheet)
d = dead serial (see Serial Cataloguing Cheat Sheet)
m = multiple dates
n = unknown (try to use q and guess decade)
q = date in question, e.g. 194u
t = publication & copyright dates

008/07-10 (Date one):
year of publication (s,t), reprinting (r), or beginning (m)

008/11-14 (Date two):
year of ending (m), original printing (r), or copyright (t)
use 9999 if still being published

008/15-17 (Country)
at = Australia
enk = England
fr = France

States (U.S.):
alu aku azu aru cau cou ctu deu dcu flu gau
hiu idu ilu inu iau ksu kyu lau mau mdu meu
miu mnu mou msu mtu nbu ncu ndu nhu nju nmu
nvu nyu ohu oku oru pau riu scu sdu tnu txu
utu vau vtu wau wiu wvu wyu
xxu = United States, state unknown

Provinces (Canada):
abc bcc mbc nfc nbc nsc ntc nuc onc pic quc snc ykc
xxc = Canada, province unknown

Illus (008/18-21):
Up to four codes may be used for monographs.
a = illustrated
b = maps*
d = charts*
e = plans*
k = forms*
o = photographs

* use also in 300 field

Repr (008/23):
blank = can be read by naked eye
a = microfilm
b = microfiche

Cont 008/24-27):
b = bibliographies (with 504)
c = catalogs
f = handbooks
i = indexes
l = legislation
r = directories
s = statistics

Govt pub (008/28):
blank = not govt. pub.
i = international body (e.g. UNESCO)
f = federal
l = local (towns, counties)
s = state, province

[NB: Do not code 008/28 "s" for the publications of
state university presses; it results in too many false hits.]

Index (008/31):
0 = no index
1 = index

Lang (008/35-37):
language of text or predominate language
eng = English
fre = French

Source (008/39):
source of cataloging
blank = DLC
d = local library

Variable Fields

LC card order number. No usually printed in government documents,
particularly if you are doing original cataloguing for them.

International Standard Bibliographic Number (ISBN). Not often
found in government documents. In MARC record, key without

040 Cataloguing agency

Field 040 says $a who catalogued; $b in which language (LAC records
only); $c who made it machine readable; and $d who finished the record.
Today originals are usually done in one operation online, but use 040
$aCaBNVSL$cCaBNVSL$dCaBNVSL (substitute your NUC code for SLC's). For
derives, if the 110/710/830 are French, and have no English forms to
susbstitute, leave in $bfre language code (may be used by a Quebec
libary to determine display - aka print - constants generated by 246
indicators); remove $bfre if access points are changed to English;
remove $beng (since it is not added to DLC records); repeat the 040$a
code in $c if lacking; and add $dCaBNVSL (or your code) at the end.
MARC record checking software expects to find at least subfields $a
and $c.

The order of subfields is 040$a$b$e$c$d.

In derived records, remove $d other than $dDLC when adding CaBNVSL;
there is not way of know who did what.

041 Language code

Language codes for translations and multilingual items, since
008/35-47 will only contain one language code. See MARC21.

050 LC call number

Library of Congress call number (LCC). In MARC record key as
050 2nd indicator 0 (assigned at LC) or 4 (local), e.g.: 050 4
$aAB1234.5$b.D78 1998, or if two Cutters, 050 4 $aAB123.5.C6$bD78
1999. Note period for first Cutter, $b for second, both for one
Cutter, but only one of each.

[055 Canadian FC, KF, and PS 8000]

060 NLM call number

National Library of Medicine call number.

082 DDC

Dewey Decimal call number (DDC). Second indicator 0 if
assigned by DLC, 4 if local. Omit Cutter. Use " / " to indicate
natural breaks. On OCLC locally assigned DDC numbers plus Cutter
are keyed in 092.

086 Gov Doc class number

Government document classification number.
1st indicator blank = source in $2
0 = U.S. Superintendent of Documents
1 = Government of Canada

090 Local call number

Local call number. MARC tag number varies with system. [At SLC
coded with slashes for line breaks, e.g.:
090 0 $aAB/1234.5/C6/D78/1998$bMAIN$c1-2$d1-2 ($b = location,
$ccopies, $dvolumes)]
On OCLC keyed like 050 and used for locally assigned LCC numbers;
change to 050 4.

092 OCLC DDC based local number

Change to 082 4.

Choice of main entry

More often than not, government documents will have title main
entry. Only use corporate main entry (110) for works about the
agency such as annual reports (AACR2 21.1B2). Otherwise the agency
is 710. Few government documents have personal or conference main
entry, but it can happen.

100 Personal author main entry

Personal author main entry; if the work has three or fewer authors
(and that is authors, not compilers or editors) the first is given,
surname first. A compiler *is* the author of an index or
bibliography, however. In MARC records key 1st indicator 1 for
surname, e.g.: 100 1 $aSmith, Jones,$d1932- [This and all 1XX and
7XX fields are normally checked against the library's or LC's
authority file to achieve uniformity.]

110 Corporate author main entry

If the work is the annual report of a government body, the report
of a government task force, or some such, that government body is
the author. There are fewer corporate bodies as author (main entry)
under current rules than earlier.

In MARC records, key 1st indicator 1 for a corporate body which
begins with a jurisdiction, 2 for direct order, e.g.: 110 1
$aCanada.$bDept. of State. vs, 110 2 $aLibrary of Congress.

In creating the 110 or 710, for a government agency not having a
stand alone name (e.g., Dept. of State as opposed to Library of
Congress), start with the jurisdiction. Then give the smallest
distinct name (unlikely to be another of the same name in the same
government), and lastly the smallest. This means normally one $a
and no more than two $b, or three elements in all.

If working with an Amicus derived record with 110/710 in French,
check LC online authorities to see if an English form exists. If
so, substitute the English form. (Some customers want the French
form in 910.)

RDA change: Enter a treaty under the first country mentioned,
unless between one country and a group of countries. which are
entered under the one country.

111 Conference main entry

If what you have is conference proceedings, the name of the conference
is the author. In a MARC record the name is followed by
$d(number :$ddate :$cPlace), or if no number, $d(date :$cPlace).
BUT 110$aCorporate Name.$bConference$n( ...

245 Title on the item

The title as on the title page; use a ":" before subtitles, (:$b in
MARC) "=" before a title in another language; followed by "/" and
up to three authors. If more than three, give the first followed
by "... [et al.]." (The title is the main entry in this case, i.e.,
no 100.) If they did different things, use a ";", e.g. /$cby John
Smith ; illustrated by Tim Jones. Only the first word and proper
names are capitalized. Names of Acts are proper names.

In a MARC record, use 1st indicator 0 for title main entry, 1
(for title added entry) if there is a 1XX; 2nd indicator for
number of spaces to be skipped in filing, e.g., A = 2, An = 3, and
The - 4, because of the space following the initial article, e.g.:
245 04 $aThe safe water resource manual /$cOntario Provincial Water
Resources Board.

245$h[gmd] General Material Designation

If the item is nonbook (microforms and maps are the most common), a
general material designation follows the first title proper. It is
enclosed in square brackets. (Some old OCLC records will be
found without the brackets.) Common ones are:

electronic resource (formerly computer file)
sound recording

RDA change: Omit 245$h. Enter 336-338

When there is a gmd, there is also an smd, a more specific term
in 300. For example, a microform might be reel or fiche. See
examples in AACR2 1998. Consult the index under the name of the

Rules have the collation and smd omitted for remote resources. SLC
supplies it, e.g., 300 $a1 website :$bcol. ill.

Just what is the title proper is not always clear for government
documents. It is best to transcribe all title information in the
order found in the chief source (often the cover in the absence of a
title page), and repeat other phrases which might be considered as
title proper in 246 30 (see below). Having the phrase in 245 means
no note is required to justify the 246.

246 Alternate title

Alternate title which represents the whole work, e.g.:
246 30 $aPortion of title
246 31 $aParallel title
246 14 $aCover title
246 15 $aAdded title page title
246 1 $iAt head of title:$aPhrase at head of title
1st indicator 3 means added entry, no note; 1st indicator 1
means added entry and note; the second indicator says which print
constant to use for the note; if no print constant is available,
use $i$a as shown.

247 Former title

Former title for a loose-leaf service or website (integrating
entity) which changes title.

250 Edition

Edition, e.g., 2nd ed., Rev. ed. If a person other than the
original author prepared the edition, you would say so, e.g.,
2nd ed. /$bby Tim Jones.

RDA : Spell out numbers and ed. unless abbreviated
on item.

260 (AACR2) or 264 (RDA) Imprint

Imprint, e.g.:
260 $aWashington, D.C. :$bU.S. Dept. of State,$c2001.
264 1 $aWashington, D.C. :$bU.S. Department of State,$c2013.

[ SLC always adds jurisdiction if lacking, and does not transcribe
postal codes.]

RDA : Do not abbreviate unless abbreviated on item.

Field 264 is repeating, with first indicator for sequence (2 intervening,
3 current); second for function (0 production, 1 publication, 2
distribution, 3 manufacture, 4 copyright.

300 Collation
, e.g.:
300 $ax, 100 p. :$bill. ;$c23 cm.

If multiple volumes, the number of volumes is given, e.g., 3 v.
:$bill. ;$c28 cm. If the volumes are numbered right through (as
opposed to each volume starting with page 1, then, 3 v. (300 p.)
:$bgraphs ;c26 cm. Other possible variations include 1 v. (various
pagings) ;$c28 cm., 1 v (unpaged) ; 28 cm., 1 v. (loose-leaf) ; 29
cm. (Loose-leaf is only used for material to be updated, not just
anything in a binder.)

[SLC assigns 300 to remote electronic resources, e.g.,
1 website,
[Do not use RDA unit name "online resource" unless mixed media.

336-338 RDA/MARC Media terms

Multiple terms may be entered in repeating fields, in in repeating $a.
[SLC will use repeating $a.]

336 Content type

Follow each term with $2rdaontent

For systems requiring 245$h, field 336 is exported as second half of
compound GMD, , truncated as shown, e.g., 245$h[online resource : text]

cartographic dataset }
cartographic image } [SLC exports "cartographic"*
cartographic moving image } unit name is specific term.]
cartographic tactile image }
cartographic tactile three-dimensional form }
cartographic three-dimensional form }
computer dataset
computer program
notated movement
notated music
performed music
spoken word
still image [unit name is more specific term, e.g., "engraving", "painting".]
tactile image }
tactile notated } [SLC exports "tactile"*;
tactile notated movement } unit name is specific term.]
tactile text }
tactile three-dimensional form }
three-dimensional form [SLC exports "form".]
three-dimensional moving image [SLC exports "moving image"*.]
two-dimensional moving image [SLC exports "moving image"*.]

*Truncated for 245$h; exported in full for 336.

337 Media type

Follow each term except "electronic" with $2rdamedia; follow
electronic with $2isbdmedia.

Change "computer" to "electronic$2isbcarea0" if present.

Not exported as part of 245$h.

Fields 338 336 not exported as 245$h if "[volume : text]

[electronic] [SLC uses ISBD Area 0 term. rather than RDA's "computer".]
unmediated [SLC 338 336 not exported as 245$h]

338 Carrier type

Follow each term with $2rdacarrier, except equipment$2slccarrier,
and large print$2slccarrier.

For systems requiring 245$h, field 338 is exported as first half of
compound GMD, e.g., 245$h[online resource : text].

Notice an addition at Unmediated.

1) Audio carriers

audio cartridge
audio cylinder
audio disc
sound-track reel
audio roll
audiotape reel

2) [Electronic carriers]

computer card
computer chip cartridge
computer disc
computer disc cartridge
computer tape cartridge
computer tape cassette
computer tape reel
online resource

3) Microform carriers

aperture card
microfiche cassette
microfilm cartridge
microfilm cassette
microfilm reel
microfilm roll
microfilm slip

4) Microscopic carriers

microscope slide

5) Projected image carriers

film cartridge
film cassette
film reel
film roll
filmstrip cartridge
overhead transparency
slide (Use for photographic slides only)

5) Stereographic carriers

stereograph card
stereograph disc

6) Unmediated carriers

[equipment] [336 would be "form"]
[large print]
volume [Do not export; do not create 245$h if 338 is "volume" and 336
is "text".]

7) Video carriers

video cartridge
videotape reel

MARC codes for RDA carriers



440 Series as on item and traced (obsolete)

490 Series as on item.

Beginning June 1, 2006, the US Library of Congress is coding all
series as 490 0.

It has been SLC policy since January of 1979 to have no 490 0 in
bibliographic records. (Some but not all SLC customers index 490
in their series and/or title indexes, making access uneven between
customers.) When you encounter a 490 0, and it contains no subject
word, or a responsible corporate body or person, e.g., "Penguin
books", change the 490 0 to a 500 quoted pseudo series statement.

If the 490 0 transcribed series statement contains a subject word,
e.g., "Studies in chemistry", change the 490 0 to 490 1, and enter
the series in 830 with 2nd filing indicator 0-4. If the series title
is generic, e.g., "Report" or "Works", and has been established in
either the LC or LAC authority files, add the name of the responsible
body or person in curves.

Provide ";$v" issue number or year as relevant. Include ISSN in $x
if available.

All series changed from 490 0 will be under title. SLC will not
create 800/810/811. for current LC derived or original cataloguing.
Those headings in legacy and Amicus records will be left unchanged,
but 830 for the 8XX$t will be added for the benefit of customers who
do not index 8XX$t.

500 Notes

General notes. There are also specific notes. As a beginner, if
you see something which seems helpful on the title page which you
did not include in 245, just quote it, e.g., 500 $a"Reports the law
as of April 1, 1999."

504 Bibliography and index note

Includes bibliographical references (p. ) and index.

But if no bibliographical references, 500 $aIncludes index.

505 Contents
v. 1. Title one -- v. 2. Title two.

520 Summary.

SLC clients tell us that inclusion of summaries increases
use due to keyword searching. But if quoting with "--", we
attempt to screen out publisher's "puff" adjectives substituting
"...", and just include the parts which actually tell you something
about the item. When cataloguing an electronic resource from a pdf,
there is often a summary which can be cut and pasted.

525 How updated.

546 Language(s)
Text in English and French on inverted pages.

6XX Subjects.

In MARC records, subject subdivisions have subfield codes

600 Person as subject

In same format as100 person as author.

610 Corporate body as subject

Including governments. Same format as 110,

611 Conference as subject

Same format at 111.

650 Topic as subject

651 Place as subject

But not governments, e.g.: 651 0 $aCanada$xHistory$y1755-1763.

700 Person as added entry
the 2nd and 3rd of three authors, the first of more than three,

710 Corporate body as added entry.

Same form as 110.

711 Conference as added entry.

Same form as 111.

730 Uniform title as main added entry

. A related item has a 13- authority record established for its

740 Analytical or related work title added entries

Now in MARC titles which represent the whole work are coded 246,
while titles which represent part of the work or a related work,
are here.)

830 Series entered in catalogue

Series as on item is in 490 1st indicator 1, and series as entered
in the catalogue is here. If the form in 440/490/830 is French,
and LC or LAC has established the series in English only, enter the
English form in 830, change 440 to 490 1, and if wished by the customer,
move the French form to 983.

910/983 French forms of entry

If requested by customer, items in French with English forms
established by LC 110/710/830, have LAC French forms in 910/983.
If English forms are not established, and 650 6 RVM is provided,
040$b is coded "fre". Canadian federal government bodies usually
have English and French forms of name. Quebed government bodies
often have only French.

The GPO Cataloging Guidelines are helpful. You may be able to
adapt their policies for U.S. government publications to state,
local, and other government publications, available online at: