PRACTICE OF CATALOGUE CARDS

COURSE CODE-5504
-------------------------------------------------------------------------------------------Malik Muhammad Aslam, Ex-Lecturer, Ajman University of Technology, UAE
Ex-Chief Librarian, Education Department,(Jinnah Library),City District Government,Gujranwala.
Ex-Chief Librarian, Municipal Corporation, Gujranwala. Ex-Librarian, Govt.College, Gujranwala.
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Call
No.

Author name.
Title proper [GMD] : other title information /
statement of responsibility. Edition statement. Place
of publication : publisher, date of publication.
Extent of item : Other physical details;
dimensions. (Title proper of series; series
numbering).
Notes as required
Standard number : price.
Tracing
Cataloguing for Books

Call
No.

Title [GMD] / statement of responsibility. Edition

Statement. Statement o scale, Statement of
Projection. Place of publication : publisher,
Date of publication.
Number of maps : col., or b&w. Material ; Size
(Series).
Notes.
Tracing.
Cataloguing for Non-Book Material

Call
No.

Gregory, Mary.
jt. author
Stevenson, Andrew.
Macroeconomic theory and stabilization policy /
by Andrew Stevenson and Mary Gregory. Oxford :
Philip Allan, 1998.
x. 490 p., : ill. ; 24 cm.
Includes Index.
ISBN 0-86003-048-2
1. Macroeconomics. 2. Economic Policy.
I. Gregory, Mary. jt. author
II. Title.

Book by two authors

Call
no.

Research Journal : Research Journal of Oriental

College / Faculty of Islamic Studies and Oriental
Learning, University Oriental College. - Vol. 1,
No. 1 (Sep. 1978). Lahore : University Oriental
College, 1978.
v.
: 30 cm.
Quarterly.
Editor : 1978 Usman Danish.
1. Oriental Learning 2. Islamic Studies Periodical

I.Faculty of Islamic & Oriental Learning II. Danish,

Usman
Book authored by research body / institute

Book
date
of

Call
no.

Thompson, Samuel.
Elements of Physical Chemistry / Samuel
Thompson edited by Garry Thompson. [s.l.] : Royal
Academic , [n.d.].
xvi, 411 p. ; 28. cm.
1. Chemistry-Physical 2. Physical Chemistry

by editor
having no
publication
and place
publication

I.Thompson, Garry ed.

(no
[s.n.]

publisher =
sine
nomine)
(no place = [s.l.] sine loco) (no date [n.d.] no date)

Call
No.

International Economic Conference (1952 : Paris)

New economic order : proceedings of the
International Economic Conference held at Paris, April
3-12, 1952 / edited by Homer Tope Rossenbergh.- New
York : Academic Press, 1952.
X, 425 p. ; 26 cm.

Named Conference

Call
No.

Library catalogs : changing dimensions : the twenty8th annual conference of the Graduate Library
School, August 5-7, 1963 / edited by Ruth
French Strout,- Chicago : Univesity of Chicago
Press, 1964.
127 p. ; 25 cm.

Unnamed Conference

Call
no.

Oxford economic atlas of the world / prepared by the

Economic Intelligence Unit and the
Cartographic Department of the Clarendon
Press. 3rd. ed. Scale varies ; Oxford equalarea proj. London ; New York : Oxford
University Press, 1965.
1 atlas. (viii, 286 p.) : col. ; 27 cm.
Includes statistical index.

Atlas

Call
no.

The Merchant of Venice [video recording] / BBC and

Time-Life Television : executive producer,
Jonathan Miller. New York : Time-Life Video,
1980.
3 video cassettes (sony U-matic) (157 min.) :
ed., col. : in. (The Shakespeare plays).
Cast : Warren Mitchel, Gemma Jones, John
Frenklyn-Robbins.

Video recording

Call
no.

Journal of American Libraries [microfiche] / American

Library Association. vol. 1 no. 1. (Jan. 1970) Chicago : University Microfiche, 1971.
Microfiche : negative; 11x15 cm.

Tracing:

Journal on Microfiche

Letter by letter
Newark (N.J.)
Newcastle (N.S.W.)
Newfoundland
New Hampshire
New Heaven
Newman
Newspaper
New York (N.Y.)
New York (State)
New Zealand

Standard format for a card catalog entry

There is a standard format to follow for a card catalog entry that looks like this:
025.32
Gorman

Gorman, Michael
The concise AACR2, 1998 revision / prepared by Michael
Gorman. Chicago : American Library Assoc., 1999.
168 p. ; 23 cm.
Includes index
ISBN 0-8389-3494-3
1. Anglo-American cataloguing rules. 2. Descriptive
catalogingRules. I. Anglo-American cataloguing rules.
II. Title. III. Title: Concise Anglo-American cataloguing
Rules, 1998 revision.

Title Main Entries

Main entries may also be the title of a work, if there are too many people responsible
for the creation of the information contained in that work. The cataloging rules allow
for up to 3 authors to be listed together as the creators of a work of information. If
more than 3 people are involved in writing or producing something, then the item is
listed as a title main entry. Works that are compilations of existing stories or poems or
essays, gathered together by one person but written by many different people, are also
listed as title main entries. Here is an example of a title main entry card catalog record:
398.2
Beauties
York:

Beauties, beasts and enchantment : classic French fairy tales /

translated and with an introduction by Jack Zipes. New
New American Library, c1989.
598 p. : ill. ; 24 cm.
A collection of French fairy tales originally written in the 17th
and 18th centuries.
ISBN 0-4530-0693-0
1. Fairy talesFrance. 2. French fiction17th century. 3.
French fiction18th century. 4. Fairy tales. 5. FolkloreFrance.
I. Zipes, Jack.

The main entry is: Beauties, beasts and enchantment : classic French fairy tales.
Whether an entry is an author or a title main entry, the TITLE is listed at the
beginning of the first paragraph of information on the card. If the item is a book, the
title is taken from the title page. It is taken from the actual item in the case of a video,
cassette, compact disc or other non-book item. The title must be written just as listed on
the item itself, including any additional title information as a subtitle (separated by a
colon) after the main title.

In looking at the bibliographic part of this entry, we find the author, listed last name first,
at the top of the entry. This is called the MAIN ENTRY. The main entry is usually the name
of the author, but may also be the name of a business or corporation, government or
department within a government, church, music group, or any other group of people who
may have created a unique work of information. In this example, the main entry is
Gorman, Michael.

General material designation and other record elements

In the case of non-print materials the title area should also include the GMD, or
GENERAL MATERIAL DESIGNATION, which is used to indicate to the patron that the
record he/she is looking at is not for a book. The GMD is one of the areas standardized in
the cataloging rules, and a list of acceptable terms is found in the rulebooks. Terms that are
used include videorecording or sound recording or electronic resource, as examples.
Use of these terms is recommended as a way to let the patron know the format of the item
being looked at. The GMD in the following example is [videorecording].
VIDEO
#142

Humpback whales [videorecording] / a BBC production in association

with Thirteen/WNET New York. -- [s.l.] : PBS Home Video
(distributor), c2000.
1 videocassette (60 min.) : sd., col. ; in.
Producers, Andy Byatt and Rick Rosenthal ; series producer, Keith
Scholey.
VHS format
This program follows the humpbacks closely and uncovers revealing
details that add to the growing knowledge of these creatures.
ISBN 1-5624-7592-4
1. Humpback whale. 2. Whales. I. Byatt, Andy. II.
Rosenthal, Rick. III. Scholey, Keith. IV. Thirteen/WNET

The title is separated from the STATEMENT OF RESPONSIBILITY by a diagonal slash,

and then followed by a statement of the person or group that is intellectually responsible
for the item . This is usually an author statement. It may consist of just the authors name
or may include explanatory information, which is taken just as it is listed on the item being
cataloged. Whether the word by is listed in this statement depends on whether it appears
on the title page, for example. The statement of responsibility in the above example is / a
BBC production in association with Thirteen/WNET New York.
One to three authors may be listed in the statement of responsibility. If there are more than
three authors named, the first one is listed, followed by an ellipse and the term et al. to
indicate that some were omitted (for example: by Barbara Tuchman et al.).
After the statement of responsibility, a period, space, two hyphens and another space
indicate the start of the EDITION AREA. Any information listed on the item about this
particular edition, such as 1st ed., Rev. (for revised) ed., 7th ed., New American ed., etc. is
listed here. There is no edition area in this record, but if there was it would appear
immediately after / a BBC production in association with Thirteen/WNET New York.
After the edition area comes another period, space, two hyphens, space and the
PUBLICATION AREA. This is where the city of publication, the name of the publisher,
and the date of publication are listed. The city of publication is listed just as shown on the
item being cataloged, either on the title page or on the item itself if it is not a book. The city
can be followed by the abbreviation for the state if the city is not a well-known one. The
name of the publisher is also listed just as on the item. Words such as publications,
publisher, incorporated, associates, etc. can be abbreviated using standard abbreviations.
The date used in the cataloging record should be the publication date shown on the title
page or on the item. If no date is shown, the copyright date is used instead. The publication
area in the above record is [s.l.] : PBS Home Video (distributor), c2000. The [s.l.] is an

abbreviation for Sine loco (without place), which indicates that the cataloger could not find
the place of publication.

Physical description
The title, statement of responsibility, edition, publisher and date comprise the first
paragraph of bibliographic information in a cataloging record. The next area of
information is the PHYSICAL DESCRIPTION area. The purpose of the physical
description area is to help give an idea of the physical make up and format of the item
being cataloged. For a book, this involves things such as the size and number of pages.
CD
Chapin

Chapin, Tom.
Around the world and back again [sound recording] / Tom Chapin.
New York : Sony Music, p1996.
1 sound disc : digital ; 4 in.
Lyrics on insert.
Vocals, guitar, banjo, autoharp, mandolin, ukulele by Tom Chapin with
accompanying musicians.
Around the world and back again (ATWABA) What is a didjeridoo?
The wonderful world of you In an elephant world I papaveri Dance,
dance, dance The troubadour Its gonna be dinner soon A forest in
the rain Howd you like to do that? Gonna go to Borneo Wheels
Heartache to happy Another busy day By-ush ki by-u Song of the
Earth.
1. Childrens songs. I. Title. II. Sony Music.

For a non-book item, such as one with a GMD of sound recording, this area provides the
chance to indicate whether it is a cassette or compact disc, stereo or mono, digital or analog,
etc. The physical description area for this item is: 1 sound disc : digital ; 4 in.
The physical description area is made up of three sections: extent of item, other details, and
dimensions. In the extent of item section, the number of pages is listed for a book, and the
number of items is listed for a non-book entry, along with the length of the playing time if
applicable. If the item is a book, the other details section contains information about
whether or not the item is illustrated. It tells whether a non-book item has such features as
sound, color, analog, digital, stereo, mono, etc. Dimensions are measured in centimeters for
books. This is the measured along the length of the spine, as in 25 cm. For non-book items it
is the standard measure for the item, either diameter or speed, such as in. VHS for a
video, or 4 in. for a compact disc, or 1 ips (inches per second) for a cassette tape. The
punctuation in this area consists of a colon before the other details section, and a semicolon
before the dimensions section. If either of these sections is missing, the punctuation that
precedes that section is omitted.

Series information, Notes and ISBN

CAS
Tripp

Tripp, Valerie
Happy birthday, Josefina! [sound recording] : a springtime story /
Valerie Tripp. Winter Garden, Fla. : Magnetix Corp., c1999.
1 sound cassette : mono. ; 1 ips. (American girls collection)
Josefina hopes to become a "curandera" or healer like T`ia Magdalena,
and she is tested just before her tenth birthday when a friend receives a

potentially fatal snakebite.

1. HealersFiction. 2. Ranch lifeNew MexicoFiction. 3. Mexican
AmericansFiction. 4. AuntsFiction. 5. New MexicoHistoryFiction.
I. Title.

After the physical description, on the same line, comes information about any series that
the item might belong to. This is separated from the physical description by the same
punctuation set of a period, space, two hyphens, space, that is seen in the first paragraph of
cataloging information. The SERIES AREA is enclosed in parentheses and lists the title of
the series and, if there is a number, it is always listed as a further identifier, after a space,
semicolon, space, within the parentheses. In the example above, the series area is (American
girls collection). This finishes the parts of the bibliographic description that are considered
to be required and that are fairly inflexible as to format and content.
The remaining bibliographic-related information in the cataloging record consists of the
NOTES AREA. Notes can be any information that is relevant or interesting to the library
staff or patrons using the catalog. Notes include information such as a summary of a work,
credits for performers, lists of contents of various kinds, indicated age levels, special format
information, system requirements for computer files, and the ISBN number if there is one.
Notes can be created by the cataloger to give additional information about the item being
cataloged, or can be more formal. The notes area can be used to include information that
there is no specified area for in the previous cataloging rules. The notes area for this
example includes: Josefina hopes to become a "curandera" or healer like T`ia Magdalena,
and she is tested just before her tenth birthday when a friend receives a potentially fatal
snakebite.

Computerized Catalog Displays

All of the above examples were shown in the traditional card catalog style of informational
presentation. For computerized catalogs, the information may be presented in a different
style, a slightly different order, or some information may be omitted in the display seen by
the patron. Here is an example of how the same information may look on one type of
computer catalog display.
AUTHOR

Tripp, Valerie

TITLE

Happy birthday Josefina! : a springtime story / by Valerie

Tripp ; illustrations, Jean-Paul Tibbles

EDITION

1st ed.

PUBLISHER

Middleton, WI : Pleasant Co., 1998.

DESCRIPT

69 p. : col. ill. ; 22 cm.

SERIES

The American girls collection

SUMMARY

Josefina hopes to become a "curandera" or healer like T`ia

Magdalena, and she is tested just before her tenth birthday
when a friend receives a potentially fatal snakebite.

SUBJECTS

1) HealersFiction
2) Ranch lifeNew MexicoFiction
3) Mexican AmericansFiction

Depending on the abilities of the cataloging program and the choices specified for display
in the parameters set up when the program was installed in the library, the style of display
may vary considerably from library to library. The basic information that should always be
shown is the call number, author, title, publication information, series and/or edition, and
ISBN number.
Many times this information is listed with the same punctuation as in a card format, but
the order and spacing of the areas of information may differ slightly. Notes will often be
listed, and subject headings and other access points will also often be shown. All the
required information is given in the cataloging records, but the format of the display for
the patrons is determined by options in the access portion of the catalog. How information
is entered into a computerized catalog will be addressed further in the MARC section of
this course.

Sources for Cataloging Information 1

It is important to know what information is needed in a cataloging record, and where the
various types of information go in the arrangement of a cataloging record, but as
librarians, our intent is to catalog items as infrequently as possible.

Cataloging is a very time intensive job, and since most librarians have several jobs to do in
the course of a day, being able to cut down the time needed for one job can make a
difference in the level of service for the library as a whole. For this reason, most libraries
choose to purchase or obtain their cataloging from other sources. Whether a library is
entering their cataloging into a computer database or filing cards into a card catalog,
cataloging can be purchased or found from other sources for most of the items added to a
librarys collection.
Many libraries purchase materials through a jobber, a company that collects materials
from a variety of publishers and makes them available in one location at a discounted
price. These jobbers will often provide the cataloging along with the item, if requested,
when purchases are made. This cataloging may be in the form of cards ready to file or in
the form of a computer disc ready to download into the catalog. Specific information such
as the call number may be accepted as listed in the provided cataloging, or may be changed
by editing the cataloging information after the purchase arrives at the library.

The cost for purchasing the cataloging from the jobber is usually just $1-2 per item, adding
a reasonable amount to the purchase price when one considers the time of library staff to
do the same job.

Sources for Cataloging Information 2

Another source of cataloging is the existing catalogs of other libraries. Many libraries now
have their catalogs on the Internet, and it is possible to search through these catalogs and
find out basic cataloging information and suggested call numbers for items where the
cataloging can not be purchased from the jobber, or for some other reason records are not
available.

Information found this way will take staff time, because it must still be copied by typing
into the computer or onto cards.
The Library of Congress also makes its cataloging records available through the Internet,
and its records can be viewed in either a card-style of format or in the computerized
MARC record format. Cards can also be bought from the Library of Congress with space
to type in the call number and headings.
Searching in these various computer sources takes some time and diligence to find the
records, but for a small library that is not completely comfortable with its cataloging skills,
being able to see what Dewey number or subject headings that the Library of Congress
assigned to an item can be a great help.
With all of these computer sources, it must be remembered that the items that are available
are those that have been cataloged or purchased by other libraries. Specialized local items
or unusual things will probably not be found in a national database.

Sources for Cataloging Information 3

A third source of cataloging information is a subscription to a cataloging database that
provides access to cataloging records for the purpose of downloading or copying them into
your catalog.

An example of this type of database is OCLC, which contains over 46 million cataloging
records. The libraries that are members of OCLC contribute the cataloging records for
their holdings into the database, which is then accessible by anyone who becomes a

member. In this way, libraries can save on cataloging time by copying the records they
need, editing them for local call numbers and subject headings, and entering them directly
into their own catalogs.

There are many advantages to this service, but the cost is fairly high for most small
libraries.
OCLC does offer various levels of participation, and has a service for smaller libraries that
want to access the cataloging records, but do not wish to enter their catalog into the OCLC
system. Another available cataloging database is Lasercat, a CD Rom product that is issued
quarterly through subscription by OCLC-Western. This is a listing of the cataloging
records for libraries participating in this northwest regional cataloging network. WLN
(formerly the Western Library Network), which originated Lasercat, merged with OCLC
and the availability of Lasercat may change in the future, but currently it is an option for
cataloging information. If you add many materials to your library each year, you may wish
to check into the cost of minimum participation in a cataloging network and compare it
with the staff time and costs for doing the same work.

Sources for Cataloging Information 4

A fourth source of cataloging information is what is called CIP, or Cataloging In
Publication. This is available only for books and is usually found on the reverse, or verso, of
the title page.

This information is the preliminary cataloging record from the Library of Congress. It is
usually not complete, as the cataloger has not had the item in hand to create a physical
description from. Sometimes the title or subtitle will have changed slightly from the
preliminary proofs that the Library of Congress has worked from. Rarely are as many
notes included as most libraries desire. While not always the most complete record, it at
least gives subject headings, classifications numbers, and basic bibliographic information
for the book. This source is probably the least helpful of these choices for copying
cataloging from, but it is often better than having to do the work from scratch.

And finally...

There are many sources of cataloging information available for most libraries today, so
while it is important to know how to recognize cataloging that is done correctly, we do not
expect to spend our time as librarians working on cataloging each item in the library on
our own. Knowing the information that should be in a cataloging record will insure that
you can tell the difference between correctly done cataloging and cataloging that is just
thrown together quickly to get a record done.

All cataloging entered into a library catalog today should meet AACR2 standards and be
thoughtfully done, but libraries should feel free to obtain that cataloging from the easiest
source available to them. If we make sure that the cataloging we place in our catalogs is
carefully and professionally done, the job of converting catalogs to computerized form, or
merging several catalogs into a small network, or of joining a larger network to share
resources, will be easier and more smoothly accomplished.

Todays libraries are becoming less isolated, tending to share information whenever
possible, and library catalogs are one of the areas where this happens most often. Quality
cataloging helps our patrons and gives a boost to the sharing of resources for the future.