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Responsibilities and Expectations

The following is a list of what SWAN and the Cataloging Libraries have determined are the responsibilities and expectations of any library that is performing copy and original cataloging for the SWAN membership. This list is intended to help standardize the cataloging actions of the SWAN Cataloging Library membership and SWAN Bibliographic Services Team. 

  1. Before a new record is brought in, a search is done for all the ISBN(s)/UPC(s) followed by a Title search when a record is not found by the former.
    1. Merge requests are to be submitted to SWAN if found
    2. Overlay PRE-CATs even when not yours and you have a holding

  2. Proper cataloging should be followed. Cataloging Libraries are allowed to fix existing records by editing the existing WorkFlows record and adding a 946 tag or importing an updated OCLC record. If unsure to edit or overlay, please contact SWAN support. The 946 should be entered as follows:

    946   EDIT/3-LETTERCODE/INITIALS/YYYYMMDD (for records edited in WorkFlows only) 
946   3-LETTERCODE/INITIALS/YYYYMMDD (for records imported from OCLC)
  3. Check for Authorized Headings in OCLC Connexion.
  4. Remove MARC tags designated by SWAN according to documentation.
  5. 007 is required for all AV records.
  6. 020 ISBNs:
    1. Require a subfield z for set ISBNs and need to be at the bottom of the 020s
    2. Remove large print ISBNs from regular print
    3. Add Paw Prints, Penworthy, and FollettBound ISBNs to records
    4. Distinguish format of book (e.g. hardbound, paperback, spiralbound) in subfield q
  7. 520 required for Fiction books.
  8. 590 required for all materials except books smaller than 16-point. See the 590 Field: SWAN Format page for more details.

  9. 591 required for PRE-CATs that are older than two years and no items have been received so that it is known that the record is Backordered, Delayed in publishing, or Cancelled. Only one library needs to make an entry. Please use the language given by the vendor, your initials, and today's date in the format YYYYMMDD. For example, 

    591  Baker & Taylor notified of delayed publishing date of 2026. CAR/20241226

  10. 490/800 Series entries for Fiction materials that are UNAUTHORIZED will be entered as follows:
     800 with a first indicator of 1 followed by Author Name Heading subfield t Series title ;subfield v number in series

    490 1 Tales of the witcher
800 1 Sapkowski, Andrzej.|t Wiedźmin.|lEnglish (Series) ;|v1
    1.  Established series authorized headings should always be followed
    2. Number only for all (authorized/unauthorized) entries, No bk., v., no., #, or anything else.
  11. 490/830 Series entries will follow authorized headings, but the subfield v numbering will be number only, whenever possible. An exception would be items such as Reference Shelf, which uses both v., no.

      

 

Cataloging