Procedures for Cataloging Games
- Import Utility
- Alison Downey
Department: Technical Services
Purpose: The library is creating a recreational game collection. This procedure describes how we will catalog and process the collection.
Overview: Games will be treated similar to the Stager Collection. There will be full records in Galileo, but we will not shelve them by call number. The call number field for all games will display “Game Collection.”
Required Knowledge/Skills: Knowledge of basic monographic cataloging practices, knowledge of basic MARC tags, knowledge of OCLC Connexion
Equipment/Supplies: For cataloging: PC, access to OCLC Connexion. For processing: ownership stamp, preprinted Game Collection labels, tattletape, blank VHS labels, clear tape.
Procedure
Searching OCLC
1. In OCLC Connexion, change the Format drop-down menu to “Visual Materials.” Search by the title of the game. Match the correct date and publisher when choosing a record.
2. If the above search does not yield any records, change the Format drop-down menu to “Mixed Materials” and repeat the above.
3. If there a multiple records,
a. choose the DLC records.
b. If there is no DLC record, prefer Encoding level I of L records over other encoding levels.
c. Prefer records with description a or i over other description codes.
d. If of the above are equal, choose the record with the most holdings.
4. If you cannot find any OCLC record, a librarian will have to catalog it originally.
Cataloging
Our general practice will be to accept quality OCLC records as is, without reinterpretation. The steps below will help assure accuracy and a level of consistency in our local catalog. If you think a record needs reinterpretation or extensive editing, refer it to a librarian. You are encouraged to do the following steps in OCLC.
1. Verify the 245 fields against the chief source of information for accuracy. The chief source of information is the game itself and its container. (See AACR2 8.0B1 and 8.0B2 for additional information.)
2. Make sure the 245 has |h \[game\] The |h field (General Material Designation) comes before the |b field (Subtitle) or the |c field (Statement of Responsibility)
3. Verify the 250 and 260 fields against the chief source of information and any accompanying materials for accuracy. (See AACR2 8.0B2).
4. Look at the 300 field, subfields |a and |b.
a. If they provide a reasonable description of the game, accept them as is.
b. Error on the side of accepting what is there. If there is no 300 field, refer the record to a librarian.
5. Look at the 300 field |c.
a. If it appears to reasonably describe the container, accept it as is.
b. If there is no |c create one.
i. Add ;|c in container.
ii. Measure the length, width and height of the container in centimeters.
iii. Add the dimensions according to the following example: ;|c in container, 39 x 19 x 4 cm.
6. Game rules.
a. Separate printed documentation should be described in the 300 field |e as +|c 1 guide (pagination). It will be assumed that the rules are included in the guide.
b. If the game rules are printed on the game or the container, that information should be included in a 500 note. Example: Game rules printed on inside of container.
7.Audience.
a. Audience information should appear somewhere on the game or the container and it should be included in the record in a 521 note.
b. If audience information in the record already and it is accurate, leave it as is. Change any 500 tags with audience information to 521.
c. If audience information not in record, transcribe it from the source into a 521 note. You do not have to put in quotes. Example: From 2 to 4 players; ages 8 to adult.
8. Summary.
a. A very brief descriptive summary of the game should appear in the 520 note.
b. If a summary in the record already and it is accurate, leave it as is. Change any 500 notes with summary information to 520.
c. If there is no summary information in the record, add one in a 520 note. Use the language that already appears in the source as much as possible, but make the note brief. You do not have to put it in quotes. Example: The object of the game is to collect the most scoring chips by completing words on the game board.
9. Subject headings.
a. As long as there is at least one subject heading with the word “games” in it, accept the subject headings on the record.
b. If there are no subject headings with the word “games,” add the heading 650 second
indicator 0 Games.
10. Author entry for the publisher.
a. If a 710 field has been added for the publisher, leave it as is.
b. If there is no 710 field for the publisher, do not add one at this time.
Downloading the record
1. Once you have reviewed and edited the record on OCLC, apply the constant data cmega.
a. Fill in the barcode and your initials.
b. Add our holdings to OCLC
c. Download the record.
2. The constant data field will add the correct material type code (z) to the bib record, and put the words “Game Collection” in the item record call number field.
3. The constant data invokes the Galileo item record template for games with the Itype code 36.
Processing
1. Use judgment in processing and labeling so that useful information on the container remains visible.
2. Add preprinted label that reads: Valparaiso University, Game Collection, in the upper left-hand corner of the container.
3. Attach barcode under the label.
4. Stamp the lid and the bottom of the container.
5. Stamp the game board and any printed documentation with the ownership stamp.
6. Tattle-tape the container as we do for kits in containers.
7. Take to the established Game Collection area.