Acquisitions Department

BIBLIOGRAPHIC SEARCHING PROCEDURES

Cataloging Copy Search

Except for "rush" requests, the department conducts a thorough search for cataloging copy produced by some other library prior to the placement of the order; additionally, "name authority" records may be produced during the pre-order search when available for personal or corporate main entries.

1. Basic cataloging terms (see 'Book Terms' for a fuller listing):
1. Cataloging, i.e. descriptive cataloging—the identification and bibliographic description of library material and the process of recording that information in a specified format;
2. Classification, i.e. subject cataloging—assigning subject headings (from an approved list) and classification numbers to library material;
3. Cataloging copy—the basic record produced in the process of cataloging and classification;
4. Library of Congress (LC)--the preferred source of cataloging copy; holdings symbol in OCLC database is DLC;
5. OCLC--a cooperative of over 50,000 libraries in 84 countries and territories around the world, located in Dublin, Ohio, which provides through a nationwide computer network a centralized online source for the original cataloging records of the Library of Congress and all member libraries;
6. National Union Catalog (NUC), contains miniature catalog cards produced by the Library of Congress and other cooperating libraries. Until 1983 NUC was published in book format monthly, with quarterly, annual, and quinquennial cumulations, housed in the Reference Dept. Following the onset of widespread usage of machine-readable cataloging records through computer networks such as OCLC, LC began issuing the NUC on microfiche. Titles are assigned a "register" number as they are processed; the miniature catalog cards are reproduced in order by register number on microfiche monthly; these monthly registers are never superseded and are filed numerically. Author, title, subject, and series indexes to the register are issued monthly with annual cumulations. In addition, Name Authority records, LC Subject Headings, and LC's Shelf List are issued on microfiche. A complete set of the NUC microfiche is available in both the catalog and Reference Departments. If cataloging copy is not found in OCLC for titles published prior to 1983, always search the printed editions of NUC.
7. Machine-readable-cataloging (MARC)--a detailed standardized profile for recording cataloging copy which can be processed by computers;
8. Cataloging in Publication (CIP)--the program under which publishers supply galley proofs of new books to the LC cataloging staff prior to publication; all descriptive and subject cataloging is done except for the pagination, illustrations, and size; a miniature of the cataloging copy can then be printed in the book and the incomplete record can be loaded into the OCLC database;
2. Sources of cataloging copy, in order of preference (printout):
   1. OCLC exact ed., DLC copy
   2. OCLC exact ed., member copy
   3. OCLC different ed., DLC copy
   4. OCLC different ed., member copy
   5. any cataloging record for very similar title
3. Name authorities: printout from the OCLC Name Authority database the most appropriate record for at least the main entry of the work being searched.
4. Types of cataloging copy, i.e. OCLC's bibliographic level:
1. Monographic: use for all non-serial items
2. Serial: use for all serial items, except where the library has established a practice of cataloging individually the items in a series, e.g. proceedings.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218