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Monograph Receiving Unit Guidelines

Creating a Basic Bibliographic Record (outline)

• Click the Add Title wizard

• Accept defaulted values (but change format if appropriate) Choose Library. Modify Type and Home Location, if necessary. At this point, you can still back out of creating a record, but only be clicking Cancel. If you hit the X button, you will still have created a record.

• <ENTER> You have now created a record in Symphony, even though you have not yet entered any fixed and variable fields in the Title segment. You can not back out of creating a record at this point. If you need to interrupt the creation of this bibliographic record, you should either enter a barcode so you can find this record to complete it or request that the record be deleted. If the latter, the control # is required.)

• You will now be on the Bib tab of the record. Fill in the fixed and variable fields.

• Add appropriate routing note in the 910 field.

• Click on the Vol/Copies tab.

• Make any corrections to Library, Home Location, Type, Copy number and Pieces.

• Change Current Location to INPROCESS.

• Add RECYCLE to ITEMCAT1, if appropriate.

• Scan in barcode.

• Make appropriate selection from choices: Review, Add another title, Close. If you select Review, you can select Make more Changes 2 on any of the tabs.

• If  multi-volume or accompanying material, Click Title Edit (current record) Then click on MARC hldgs tab and click Add Holdings 2 and complete Marc holdings record. Be sure to check current location of ALL volumes when you are done and change back to INPROCESS if necessary.

Required Fields For the Books Format (MARC)

• call number
• class scheme
• library
• barcode
• type
• new copy number
• home location
• Item Cat1
• current location
• number of pieces

• record format

(This should have been filled in on the "preliminary screen".)

Fixed Fields

* Data required

Descriptive Info [i.e. Variable Fields]

010    LCCN

format:     yy-nnnn
example:  96-5436
misc:        |z = invalid LCCN

format:     nnnnnnnnnn
example:  0070713901
misc:       |z - invalid ISBN

format:  <surname>,_<forename>_<middle name/initial>.

245 1 0 title statement*

format:    <title proper>|h[format]_:|b<remainder of title/sub-title>.
example:   A Renaissance tapestry|h[microform] :|bthe Gonzaga of Mantua.
misc:        2nd indicator should be corrected for non-filing characters.

246 variant title statement

3 _ format: <title with ampersand spelled out in appropriate language>
3 0 format: <subtitle, if title proper is non-descriptive or generic>
3 1 format: <parallel title>
misc: Drop initial article; no non-filing indicator. See 246 procedures.

Transcribe the edition statement as found on the item.  Use abbreviations (see AACR2 appendix B and C).
    For ordinal numbers use:
    1st, 2nd, 3rd, etc. for English language.
    1., 2., 3., etc. for most non English language materials.

260 _ _ publishing information [diacritics required]

format: <place of publication>_: |b<publisher>, |c<publication date>.
Do not add |f (printing information)
    If no place or probable place of publication can be found, use "[s.l.]"
    If the name of the publisher is unknown, use "[s.n.]"

300_ _ physical description

Input pagination only: <# of pages>_p.

Example: 157 p.

format: <series statement>|n<number>.|p<part>_; |v <volume caption>_<volume designation>
    (e.g., Scottish literary studies ;|vno. 76)

misc: to describe defect in book being retained for a SUL collection, etc.

format: <surname>, <forename> <middle name/initial>.
misc:    see 100 for guidelines for 1st indicator

misc:    see 110 for guidelines for 1st indicator and subfield delimiter pairs

misc:    see 111 for guidelines for 1st indicator and subfield delimiter pairs

Required Fields for Non-Book Formats

• Be sure to set your Title Add properties to the correct record format
• For spoken work sound recordings, the Bib_Lvl field should be changed to "i" [The default is "j" for music]
• The 245 field must include the sub-field h
• The 300 field must have the description of the material

Some additional tips for Spanish, Portuguese and Italian language books.

Keep the bookmark for the USMARC Standards website handy!

Last modified: July 11, 2006