Library of Congress

Cataloging in Publication Program

The Library of Congress > Cataloging in Publication Program > ECIP/BIBCO Cataloging FAQ

This FAQ document is intended for use by the Library of Congress ECIP Cataloging Partnership Program members to help facilitate the ECIP cataloging workflow and to ensure the quality of catalog records.

Using Traffic Manager/TCEC:


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General Cataloging Questions:

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ECIP/BIBCO Descriptive Cataloging Practices:


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ECIP/BIBCO Practices for using Library of Congress Subject Headings and LC Classification (LCSH/LCC):


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ECIP/BIBCO Name Authority Practices:


  • When creating a name authority record, how do we cite information found in an ECIP in the 670 field?
  • Most names appear in the Data View in inverted order. How should this data be cited (e.g., Doe, John or John Doe)?
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    Using Traffic Manager/TCEC:


    What is the process for creating ECIP records using Traffic Manager/TCEC?


    ECIP partners use the On the MARC software, a Text Capture and Electronic Conversion program, to build the descriptive portion of the bibliographic record from the electronic data submitted by publishers without catalogers having to key in the information. Once the record has been assembled, clicking “Send” will a create a MARC record with the majority of the descriptive cataloging completed ready to be saved to the local cataloging client. This process can vary somewhat from one partner to another depending on the cataloging client. At this point the authorized access points should be verified or created and the subject analysis done. Completed records should be saved to the partner library’s server. The Library of Congress FTP program will pick up the completed bibliographic records from the partner library’s server and import the records to LC’s Voyager database.

    Where can partners find the information about which LC Section in the Traffic Manager they should send completed ECIP applications to for end stage processing?


    The information can be found by clicking on the Traffic Manager Section Scope Summaries link on the ECIP Partnership page of the Cataloging in Publication Program homepage. The table there shows which LC sections handle which LC Classification ranges for ECIPs. The table should be used as a guide when forwarding ECIPs in the Traffic Manager to LC for shelflisting.

    Whom should I contact if I have additional questions not covered in the FAQ?


    You should contact one of the CIP program specialists listed on the About CIP page of the Cataloging in Publication Program homepage.

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    General Cataloging Questions:


    Should ECIP partners search for duplicates before cataloging, and, if so, which system should they search?

    Yes. ECIP partners who are OCLC utility members should search in OCLC before beginning cataloging.

    If a minimal level vendor record is found in OCLC, should ECIP partners enhance this record?


    No. Unless the piece has already been published, a new original cataloging record should be created.

    If volume 1 of a work has been cataloged as a multipart item and an ECIP application for volume 2 is received, should a separate record be created?


    No. Added volumes are out of scope for the CIP Program. You should return the ECIP to CIP via the Traffic Manager. From the Data View click on “Forward CIP” on the left menu bar, select “CIP Publisher Liaison,” select “Other,” and add a note saying “Out of scope—added volume covered by [LCCN].”

    Do ECIP partners provide cataloging for e-book versions?


    No. If there is an e-book application associated with the print application, the e-book record is created automatically by another software program. Not even LC catalogers create bib records for CIP e-books.

    In a case where LC and PCC cataloging practice differs (e.g., using conventional collective titles), should ECIP partners follow LC practice because they are cataloging for LC?


    In general, partner libraries should follow PCC standards when cataloging ECIP records. For example, if the partner library’s practice is to provide an authorized series access point, they can continue to do so, whereas LC would not.

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    ECIP/BIBCO Descriptive Cataloging Practices:


    When transcribing data for ECIP, where should the data be taken from? Data View, galley, etc.?


    For transcribed data elements (title proper, other title information, statement of responsibility, edition statement, publication information, etc.) it is best to catalog from the galley (i.e., the top part of the TP Plus display).

    What is the practice regarding capitalization when capturing data from the ECIP galley?


    For capitalization of transcribed elements, catalogers are encouraged to follow RDA Appendix A. If the subject or language is unfamiliar, it is also permissible to “take what you see” on the resource.

    In non-ECIP BIBCO records, 008/39 (Cataloging source code) is coded “c” for “Cooperative cataloging programs.” How should ECIP records be coded?


    008/39 should be coded “c.”

    What information should appear in the 040 field?


    In most cases the On the MARC software will automatically supply an 040$a with the partner library’s MARC21 code, followed immediately by a slash (/) and DLC (e.g., 040$a [code]/DLC). The partner library’s MARC21 code will appear in 040$c.

    How should an e-book ISBN be recorded in the record for the print version?


    The ISBN for the e-book should be recorded as 020$z.

    The ECIP galley lists additional ISBNs that are not included in the Data View. Should these be recorded in the CIP record?


    Yes. Additional ISBNs listed in the ECIP galley should be added to the CIP record, using 020$a or 020$z as appropriate.

    The Data View screen shows “Edition: 1.” How should this appear in the CIP record?


    In general, edition statements should be recorded in the form in which they appear in the galley. Statements that only appear in the Data View generally should not be included in the CIP record.

    How should the 263 field be recorded?


    The 263 is automatically generated by On the MARC. For example:
    263## 1408--For PPD (proposed publication date) of August 2014
    263## 1501--For PPD of January 2015

    When the first place of publication listed on the galley is not in the United States (e.g., Cambridge, United Kingdom), what information should be recorded in the 264$a?


    If the first place of publication is not in the U.S., and all places of publication are not being recorded for CIP records, also record the first U.S. place of publication in a second 264$a.

    The date in the TP plus display appears as “?”[date]. Can the “?” be assumed to represent the copyright symbol? Should the date be considered as a copyright date?


    Yes. The copyright symbol doesn’t translate to ASCII text, but it is correct to consider this information as a copyright date.

    If the Data View shows PPD: January 2015 but the TP Plus display shows copyright 2014, which date should be recorded in the CIP record?


    If it is clear from the galley that only the copyright date will appear in the published item, LC prefers to use that date in brackets as the inferred date of publication (e.g., [2014]). In case of doubt, use the date in the PPD.

    If there isn’t a publication or copyright date listed in the TP Plus display, what information should be recorded in the 264$c?


    Take the date of publication from the year given in the PPD. Record the date in brackets as the inferred date of publication.

    How should the 300 field be recorded?


    For a single volume monograph use: pages cm(.). For a multipart item use: volumes cm(.).

    What do ECIP partners record in the 300 field if there is an indication of illustrations?


    Do not record illustrations in the 300 field or the 008 at the galley stage. This information will be added when the book is received for CIP verification.

    For ECIP records, should the 300 field end with a period when there is a series statement?


    Put a period after the cm if there is a series statement present in the record (i.e., “pages cm.”). If there is no series statement, record “pages cm” without the period. See LC-PCC PS 1.7.1 on Punctuation at the End of MARC Fields 245, 246-247, 250, 264, 300, 310/321, 362, 490. ECIP cataloging applies the same instructions.

    Our library doesn’t establish series authorized access points. How should we record the series statement in the ECIP record if the series has been established by another library?


    Record the series statement as 490 0.

    If there is a series statement listed on the Data View but the information does not appear in the galley, should the series statement be included in the CIP record?


    No. If a series statement appears only on the Data View, do not include this information in the CIP record.

    How should the summary provided in the Data View be recorded?


    Summary information can be copied and pasted directly into a 520 field. Use quotes around the summary and supply “– Provided by publisher” at the end of the field. For example:
    520## "Is it rainy? Cloudy? Stormy? Readers will learn the ins and outs of observing weather conditions in this book"--Provided by publisher.
    If the publisher supplies the summary data in this format, On the MARC will automatically supply the 520 field.

    How should the presence of indexes and/or bibliographical references be recorded?


    This information should be recorded as follows:
    500 Includes index.
    504 Includes bibliographical references.
    504 Includes bibliographical references and index.
    Note: Make sure to record the appropriate information in the 008/24 (bib refs) and 008/31 (index).
    The 504/500 fields can be supplied automatically by selecting the “Auto Bib/Index Note” from the Edit menu in On the MARC.

    How do ECIP partner libraries determine when it is appropriate to include a TOC note in 505 field for an ECIP record?


    Apply the following guidelines summarized from LC DCM D8.9.2.2:
    1. Key word searching – Does adding the chapter titles to the record provide improved natural language key word searching?
    2. Understanding of the contents – Does adding the chapter titles to the record provide a greater understanding of the contents of the item than what is conveyed in the title and statement of responsibility area?
    3. Degree of editing - Will the TOC data require extensive manual editing to prepare it for machine manipulation?
    4. Long TOC with many entries - If the TOC is long and contains many entries, does this dilute the value of the information once it is put into a 505 field? Exclude elements such as "Preface," "Acknowledgments," "Index," and "Bibliography."

    How should the information for the contact person listed on the Data View be recorded?


    The 963 field should be recorded as follows:
    963## [Name]; phone: xxx-xxx-xxxx; email: [email protected]; bc: [email protected]
    The 963 field is automatically generated when the “Send” button is clicked. It is not necessary to key in this information.

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    ECIP/BIBCO Practices for using Library of Congress Subject Headings and LC Classification (LCSH/LCC):


    Should ECIP partners do full subject cataloging instead of sending the record to LC to complete assigning subject headings and LC classification number?


    ECIP partners do full cataloging. Most ECIP partners supply LC classification, and LC adds the Dewey number. Currently only three partners, Northwestern University, Queens Library, and Douglas County, Colorado, add the Dewey classification. LC catalogers supply the LCC for these records.

    Should ECIP records include geographic area codes?


    Yes. Geographic area codes should be assigned in an 043 field in accordance with Subject heading manual appendix E.

    According to the BPM (BIBCO Participants’ Manual), BIBCO libraries use 050_4 to indicate that the call number was assigned by a PCC library. How should the 050 be coded in ECIP records?


    The call number should be coded 050 00.

    Should ECIP partners complete the shelflisting in the 050$b?


    No. LC staff will complete the shelflisting by adding the Cutter number and date in the 050$b.

    What should ECIP partners do about classifications by place or corporate body that are extended into the second Cutter?


    In the case when the second Cutter is needed, ECIP partners should extend the call number into the second Cutter to ensure that the shelflisting is completed correctly. For example, 050 00 HT243.U62 $b N7+ would alert LC cataloging technicians to add a digit for the main entry to complete the shelflisting.

    Where can ECIP partners who are SACO members find instructions for submitting ECIP-related Subject and Classification Proposals?


    Instructions for submitting ECIP-related Subject and Classification Proposals can be found by clicking on the ECIP-related Subject and Classification Proposals link on the ECIP Partnership page of the Cataloging in Publication Program homepage.

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    ECIP/BIBCO Name Authority Practices:


    When creating a name authority record, how do we cite information found in an ECIP in the 670 field?


    You should cite as:
    670 ## [Title, Date]: $b ECIP title page (…) data view (…)

    Most names appear in the Data View in inverted order. How should this data be cited (e.g., Doe, John or John Doe)?


    Cite the name in the 670 in the way it appears on the source. It is only necessary to cite the name from the Data View if the form differs from that on the title page galley.

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