Checking Cataloguing Copy

Introduction

Main Subject Heading

Subject Subdivisions

Introduction

All subject headings and subdivisions on cataloguing copy should be checked as part of the ongoing process of cataloguing the material.

Normally, you will use the CLARR Utility to check your bibliographic record. When you do so, CLARR will provide you with a report detailing what it found out about all of the headings, including the various subject headings. Use this report as a guide for accepting headings, or for doing further checking and updating.

Please note that CLARR only checks subject headings that are coded 0 for Library of Congress subject headings. If you wish CLARR to check a Canadian subject heading, you must first change the indicator from 5 to 0. Otherwise, you must check these headings manually.

In all cases, review the bibliographic copy and the CLARR report with an eye to catching anything that doesn't make sense. Use your judgement to check and question anything that appears strange.

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Main Subject Heading

CLARR will provide one of four alternatives for the status of the main subject heading(s).

1. CLARR found a matching authority record for the heading and everything checks out. In this case, accept the heading without further checking.

   Accepting the heading in this manner may mean that there are bibliographic records with old forms of the heading that are not caught and updated; however, this is a compromise that allows us to process material in a timely fashion without getting caught up in too much authority checking. We will hope to catch the problems through other records or through the conflict and error detection programs.

2. CLARR will report that the subject heading matches a cross-reference, or something else "improper". Manually recheck the heading in the index. If the heading is an "old heading", fix this and any other bibliographic records to the correct form of the heading.

   For more information, see Checking the Subject.

   If you are unable to determine what the correct form of the heading should be, refer the item to a librarian.

3. CLARR locates and claims a new authority record matching your heading. In this case, you should manually call up the heading in the index, and fully check the new authority record. Update any bibliographic records that may use any old forms of the heading.

   See also the document Interpreting the Subject Record.

4. CLARR cannot locate a matching authority record.

   Recheck the heading manually. Search the heading using a shorter search string in case of misspellings or typographical errors.

   If the heading is an Inverted Heading, check under the heading in direct order.

   Double-check to see if the heading is a Phrase Heading, and therefore not established.

   If you are unable to determine the correct form of the heading, refer the item to a librarian.

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Subject Subdivisions

CLARR will also do its best to check the subject subdivisions.

1. If there is an authority record matching the heading and subdivision combination, CLARR will report this as a match. Accept this report and do not do any more checking.

2. If the heading includes a Geographic Subdivision, CLARR will attempt to reconstruct the format that would be used for the place as a main heading, and check that form. If CLARR finds a match, normally you will accept the form of geographic subdivision without further checking.

3. CLARR may not find a matching authority record for your heading and subdivision combination. It may however, indicate the subdivision matches one it contains on its own internal list of Freefloating Subdivisions, and that the heading is probably all right.

   While there are different rules about when it is appropriate to use certain of the freefloating subdivisions, we will normally assume that the subdivision has been used correctly. It is not therefore necessary to check this heading further.

4. In some cases, CLARR will report that the subject heading matches a cross-reference, or something else "improper". Manually recheck the heading in the index. If the heading is an "old heading", fix this and any other bibliographic records to the correct form of the heading.

   If you are unable to determine what the correct heading should be, refer the item to a librarian.

5. CLARR locates and claims a new authority record matching your heading and subject subdivision combination. In this case, you should manually call up the heading in the index, and fully check the new authority record. Update any bibliographic records that may use any old forms of the heading.

6. If CLARR is not able to match the heading and subdivision combination to an authority record, a cross-reference, or to a freefloating subdivision, recheck the heading.

   Manually search for the heading under a shorter version, in case the record contains an error. If you are able to determine the correct form of the heading, correct the record.

   Check the list of Pattern Headings. If your heading matches one of the categories listed, double-check under the appropriate pattern heading to see if the heading and subdivision combination is permitted in this manner. If it is, accept the heading without further checking.

   If you are unable to justify the heading and subdivision combination using one of the above methods, refer the item to a librarian.

   Do not consider the fact that CLARR was able to find another bibliographic record with the same combination justification for using the subject heading.

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