Most Frequently Asked Questions about BIBCO Cataloging

1. Where can I find a definition of the standard for a full level PCC bibliographic record?

   The PCC Standing Committee on Standards at the request of the PCC Standing Committee on Training and the BIBCO Coordinator prepared a description of PCC full level bibliographic record standards for inclusion in the BIBCO Participants' Manual. Because of the high level of interest this description has been made available on the BIBCO Home Page

2. Is it true that all BIBCO cataloging must follow the LCRIs?

   Yes. Section B.1.3 of the BIBCO Participants' Manual states: "Bibliographic description is based on the latest edition of the Anglo-American Cataloguing Rules and on related Library of Congress Rule Interpretations. BIBCO participants agree to follow the LCRIs for all records that they code as BIBCO ... The inclusion of specific required data elements in BIBCO records is based on PCC Full and Core standards."

   Back to Questions

3. If an LCRI is labelled "LC practice" does this mean BIBCO libraries must also follow the practice?

   No. As stated in the Introduction secion of the LCRIs issued on September 1996 " ... the introductory phase "LC practice" signals a practice applicable soley to LC; it is discretionary for other libraires." It is only when an LCRI is labelled "PCC practice" or "LC/PCC practice" that bibliographic cataloging contributed to either the BIBCO or CONSER program must follow the guidance.

   Back to Questions

4. Is it possible to propose additions to the LCRIs to clarify what is PCC practice vs what is LC practice?

   Yes. When it is not clear what the PCC practice to be followed is or if there is a percieved need to harmonize PCC and LC practice suggested changes to an LCRI may be sent to the BIBCO Coordinator or to either the chairs of the SCS or the SCT. These will be forwarded to LC's Cataloging and Policy Staff Office for consideration.

5. What does the 042 MARC 21 field in a bibliographic record represent?

   The MARC 21 Bibliographic Format defines the 042 as: "[A] field [that] contains one or more authentication codes indicating that the record, existing in a national database, has been reviewed in a specific way. Field 042 is an agency-assigned data element. It is used for authentication codes associated with specifically designated authenticating agencies." Currently, there are over 30 codes that have been authorized by L.C.'s Network Development and MARC Standards Office for use as authenticating codes. A complete list of institutions is available at: http://www.loc.gov/marc/relators/relaothr.html#rela042b

6. How do BIBCO or other members of the Program for Cooperative Cataloging members use the 042 field?

   Both CONSER and BIBCO members use this field to authenticate that bibliographic records have been created within the documented parameters of these programs. To indicate that a record is an authenticated CONSER program serial record, the 042 may contain one of several CONSER specific codes including "lc", "lcd", or "msc."

   To indicate that a record is an authenticated BIBCO program record, the 042 field will contain the code "pcc".

   The Library of Congress uses the 042 "pcc" to indicate that an item has been cataloged at the core level. In the case of CIP records, the 042 "pcc" indicates that the record is "intended" to be cataloged at the core level. (Value "8" (Prepublication level) is used in Ldr/17 (Encoding level) to indicate a record is a CIP record. When the record is updated to reflect the published book, the "042 pcc" is the signal to use value "4" (Core level) in Ldr/17.)

Back to Questions

7. Is there a BIBCO policy on non-PCC libraries using a PCC record as copy; e.g., should the 042 field be deleted, especially if changes have been made to the original record?

   At the June 2004 meeting of the PCC Steering Committee the decision was taken that there should not be an official "PCC policy" on this question but that all catalogers should follow the policies, practices and procedures published by the utilities in which they work in regard to the use, modification, etc. of the 042 field in a bibliographic record. Following is a brief background and outline of policies in OCLC and RLG.

   OCLC: OCLC member libraries' ability to create, modify serial records and/or to delete the 042 is based on the level of their CONSER authorizations. Only CONSER authorized members can add or delete the 042 field in the master CONSER record.

   For BIBCO participants, the rules are somewhat different. Within WorldCat, the "pcc" code in an 042 field may be entered by a BIBCO participant when the record is originally created online. Alternately, when a BIBCO library is working online, the "pcc" code may be added when a record is upgraded using a national level enhance authorization. Also, "pcc" may appear in records that are batchloaded by contributing BIBCO libraries. In each case, the presence of the code indicates that the record is authenticated under the auspices of the program. When a BIBCO participant contributes PCC records to WorldCat via batchload processing, OCLC's policy is to treat all records in a batchload file with an 042 "pcc" as originating from the contributing institution.

   The 040 field within WorldCat, once the record has been added, has the contributing institution's OCLC symbol in subfields a and c. When an OCLC member library uses a PCC record within WorldCat as the basis of a new record, the 042 field does not transfer to the new record. OCLC member libraries are allowed to add a number of fields to an existing PCC record in WorldCat as part of OCLC's database enrichment program. Please see Technical Bulletin 246 for a complete list of fields that may be added. This includes call numbers and subject headings in schemes not already represented on the record. When fields are added via database enrichment, the OCLC symbol for the library adding these fields to the record is recorded in subfield d in the 040 field. The 042 field remains as is. It cannot be deleted by OCLC member libraries (other than BIBCO libraries with national level enhance authorizations).

   Likewise, when LC CIP is upgraded by one of OCLC's CIP upgrade partners or the 300 field is added by a member library, the 042 field remains on the record. See information regarding CIP upgrade at: http://www.oclc.org/worldcat/about/quality/cip/default.htm There are certain fields that non-PCC libraries may add to a BIBCO record and most non-PCC libraries in OCLC may make modifications to an LC CIP record coded "042 pcc". However, they are restricted from deleting the "042 pcc" in the master record.

   RLG: In the RLG Union Catalog, any RLG member library may use a CONSER or BIBCO authenticated record and derive a copy of it for use as its own record. At the RLG Users' Group Meeting in 2003, BIBCO participants expressed the desire for RLG to programmatically delete the 042 when a non-BIBCO library derived from the original record. RLG responded that determining the algorithm and the mechanism through which the 042 would be stripped were sufficiently complex and ambiguous that a decision was taken to decline the request and has instead issued the following guidelines for its users:

   • When deriving a BIBCO record and no modifications are made to the record, then retain the 042 field.
   • When a non-BIBCO library adds, deletes, or changes existing information to meet local needs, that institution must add the 040 $d with their symbol and delete the 042 field.
   • If unsure whether or not the modification is significant, delete the 042 field whenever the 040 $d is added.
8. What is the OCLC policy for creating parallel language bibliographic records based on non-English language catalog records?

   The OCLC policy is for creating parallel language records can be found in OCLC's Technical Bulletin 250: Parallel Records.

   In brief, prior to October 2003 records for the same title, but cataloged in different languages, such as English, Spanish and French, were considered duplicate records. OCLC no longer considers these records as duplicates, but instead allows catalogers to create separate records for the same item in a different language of cataloging. These are called parallel records and OCLC has instituted interim procedures until their Oracle database implementation is completed. A few highlights:

   • Only one record per language of descriptive cataloging will be allowed for each title.
   • Catalogers need to be aware that the language entered in the 040 subfield $b does not reflect the language of the item being cataloged, but, that it represents the language of the catalog for which an item is created.
   • The policy does not apply to vendor records.
9. May BIBCO libraries code a bibliographic record 042 "pcc" if one of the access points on the record is coded as provisional (008/33 = c)?

   First, let's review the three conditions under which the MARC 21 Format for Authority Data and DCM Z1 (008/33 Levels of Establishment) allow the contribution of provisional NARs.

   1. The institution lacks language expertise to make an informed choice of heading.
   2. The institution has no access to reference materials to research the name adequately. In this instance, the NAR generally would not have 675 fields citing reference titles.
   3. The institution has the language expertise, access to reference materials to research the name, etc. and cannot find information to satisfactorily establish the name. In this instance, the NAR generally would contain 675 fields citing reference sources.
      
The answer is that BIBCO members may contribute provisional NARs to the LC/NACO Authority file for any of the three reasons above, but provisional NARs created under the first two conditions above may not be used to support access points on BIBCO records. Bibliographic records with an access point coded 008/33 = c (Provisional) may be coded 042 "pcc" only if the Provisional status fits the third instance listed above.