Home » Categories » Policies & Procedures » Collection Development

Catalog Submissions

Criteria for Submission

Policy:

Bibliographic entries will be created within 6 months of submission for those items meeting the specified selection criteria.  The inclusion of the selection or review source is required for priority entering into the database.

Non-Fiction

Non-fiction submissions published more than five (5) years before the calendar year in which submitted will be accepted if the item meets the criteria in the library's written collection development policy, or meets the criteria in the exemptions listed below:

  • Listed in current editions of standard indexes and bibliographies, such as Public Library Catalog, Children's Catalog, Junior High School Catalog, Senior High School Catalog, Essay and General Literature Index, Reader's Advisor, etc.
  • Local history, author/artist, Jerseyana.
  • Item has been reprinted. 

When no bibliographic records are available in OCLC or other standard sources routinely used by BCCLS catalogers, submissions for these materials will be returned to the director of the initiating library for justification for inclusion in the BCCLS database.

Cassettes

VHS Cassettes and Books on Cassette will no longer be cataloged and should not be submitted.

World Language Books

Only non-fiction submissions less than 3 years old and fiction submissions less than 5 years old will be accepted.

DVDs & Blu-rays

All standard DVDs must be Region 1 or 0 and Blu-ray Discs must be Region A/1 to be submitted for inclusion in the catalog.

Recommendation:

 

Self-Published Materials

It is recommended that self-published materials be carefully considered before submission.

  • Ideally items will have been reviewed by a professional source (LJ, BL, PW, Kirkus, VOYA, etc.)
  • Items submitted without a review may be accepted if accompanied by written justification for inclusion in the catalog by the director.
  • Items without professional reviews may be linked as uncatalogued.
  • Materials by local authors or dealing with local history do not require a professional review. These items will only be entered into the database upon submission, with justification, by the director. This applies to both fiction and non-fiction.

Print-On-Demand

Libraries should refrain from requesting new bibliographic records for old titles which have become available via print-on-demand services. Libraries are encouraged to purchase editions which are already represented in the catalog. New intellectual property that meets other criteria, such as local interest / local author / local curriculum, will be accepted with written justification for inclusion in the catalog.  

AV Media

The standards for AV media mirror those for books and should reflect each library's written collection development policy and the library's responsiveness to its community. Since the cost of entering media in the BCCLS database is about 10 times more than book material, it is suggested that the following tools be used to select the most appropriate, reasonably priced high-quality items available:

  • Specialized library reviewing publications such as:
    • Booklist
    • Library Journal
    • Video Librarian
    • School Library Journal
    • VOYA
  • Mass market newspapers and magazines such as:
    • Video Review
    • Entertainment Weekly
    • New York Times
    • Village Voice
    • People
  • Specialized bibliographies listing media of merit.
  • Reputable online review sources.

In addition, the following sources are useful for specific formats:

DVDs : Catalogs and reputable online review sources specializing in serving the library video market such as The Alert (B & T), and Parents' Choice.  

Audiobooks : Catalogs from publishers specializing in the library market which have proven reliable both in terms of previously reviewed titles and durability of product such as Recorded Books or Audiofile.  

Sound Recordings (except Audiobooks): Specialized catalogs such as the Penguin Guide and reputable online resources.  

As the time and cost required to create bibliographic records for AV material is so great, it is suggested that media of transient, browsing and primarily local interest, or limited to local circulation, be entered as uncataloged material. However, local history media will be entered into the database.

The ease with which much AV material can be copied permits many companies to issue the same work. Material which exists in multiple editions should be purchased with an eye to quality of transfer and durability as well as cost. Caution is advised in selecting multiple editions as the duplication confuses users, artificially inflates the size of the database, and incurs additional costs in creating bibliographic records for duplicated material.

Procedures:

If a bibliographic record is created in error and will be removed from the catalog, the cataloging staff at the BCCLS office will move any linked items to an uncataloged bibliographic record and notify the director of the item owning library of the action taken.

Electronic Resources

Policy:

A record for paid electronic resource databases may be included in the BCCLS catalog if all BCCLS cardholders have in-library access to the database from within the owning library.

It is understood that residents of the community served by the owning library may also have remote access, which would not be available to out-of-town BCCLS cardholders. Paid electronic resources restricted to an individual library's resident patrons will not be linked to the BCCLS catalog.

Paid electronic resources must be linked to a bibliographic record in a uniform manner established by BCCLS. It is the responsibility of the owning library to maintain its listing of electronic resources holdings and to weed as appropriate.

Owning libraries are not required to link paid electronic resources to the BCCLS catalog.

Information Required to Submit Materials for Cataloging 

Policy:

All information necessary to create the bibliographic record for an item must be submitted as detailed below.

 Books

  • Photocopy of title page and verso
  • Author
  • Title
  • Publisher
  • Place of Publication
  • Copyright date
  • Pagination (last numbered page)
  • Size (if unusual, e.g. oversize, etc.)
  • ISBN
  • LC Number
  • Series information
  • Edition
  • Selection or review source (with date if possible)
  • Additionally, for non-fiction five years or older, the specific criteria for inclusion in the database.  

Periodicals

  • Photocopy of the cover and the masthead (where the ISSN and business particulars for frequency, cost, and publisher is located)
  • Title
  • ISSN
  • Publisher
  • Place of publication
  • Frequency of publication
  • Volume/number/date
  • Mergers and previous titles; subsequent titles, if any
  • ISBN, if available; selection or review source (with date if possible.) 

Audiobooks

  • Photocopy of cover of container, plus any inserts noting narrator or timing information
  • Author
  • Title
  • Publisher
  • Pressing date and place
  • Name of reader/performer
  • ISBN
  • Manufacturer's name and number
  • Timing
  • Number of pieces
  • Abridged or unabridged
  • Mono or stereo, Dolby processed
  • Unique features - e.g., adapter needed for stereo use
  • Series
  • Selection or review source (with date if possible.)

*Note: For media the primary source of information is on the media itself, not on the packaging.

DVDs

  • Photocopy of front and back of container, and photocopy of face of item label, especially if there is varying title, timing, or production information
  • Author
  • Title
  • ISBN
  • Publisher, place and date of publication, distributor
  • Manufacturer's name and number
  • Time
  • Format (DVD)
  • Number of pieces
  • Series
  • Producer
  • Sound or silent/Hi Fi, stereo
  • Color or black & white
  • Accompanying materials
  • Notes (closed captions, public performance rights, original language, subtitles, dubbed languages, etc.)
  • Edition statement 

*Note: For media the primary source of information is on the media itself, not on the packaging.

Readalongs and ESL Materials (book and AV materials packaged together and purchased as a single unit)

  • Photocopy of front of container, plus any inserts noting narrator or timing information
  • Author
  • Title
  • Publisher, place of book publication
  • Copyright date of book
  • Types of media and number of pieces (e.g., 1 compact disc + 1 book)
  • Publisher, place of media publication
  • Pressing date of media
  • Pagination
  • ISBN
  • LC number
  • Mono or stereo
  • Unique features
  • Series
  • Performer or narrator
  • Selection or review source (with date if possible.) 

*Note: For media the primary source of information is on the media itself, not on the packaging.

*Note: If a set record is unavailable link these materials to the cassette record. 

Sound Recordings (except Audiobooks)

  1. Front and back covers of container, plus any inserts containing ISBN, composer/author, narrator, etc.
  2. Composer, author and/or arranger
  3. Title from labeling on media itself
  4. Any title(s) from container that is different from title on item itself and where that title appears
  5. All performers, narrators, etc.
  6. Place and name of recording company (label) and, if needed for clarification, place and name of manufacturer
  7. Pressing date
  8. Recording date and location
  9. For CDs the SPARS (Society of Professional Audio Recording Studios) code, a consumer clarification code consisting of 3 letters
  10. Timings of the performances, readings, etc. Total time preferred, but if that does not appear on item or container, then individual timings. If in doubt, give both
  11. Full contents of the item (for classical collections include composer of each work)
  12. Notes about bonus tracks
  13. Manufacturer's name and number from item itself (if there is a different number on the box or container, give that number if it is an inclusive number for set)
  14. Number of pieces in item
  15. Notes about any significant accompanying material (program notes, libretto, manual, lyrics and/or information)
  16. Notes such as stereo, mono, Dolby processed, sound channels
  17. Size, if not standard
  18. Series information
  19. Selection or review source (with date if possible.) 

*Note: For media the primary source of information is on the media itself, not on the packaging.

Games

  1. Photocopy of front and back of container, and photocopy the cartridge or disc, especially if there is varying title, or product information
  2. Console
  3. Title
  4. UPC
  5. Publisher, place and date of publication, distributor
  6. Manufacturer's name and number
  7. Format (cartridge, disc)
  8. Number of pieces
  9. Number of Players
  10. Creators
  11. ESRB Rating
  12. System Requirements
  13. Accompanying Materials

*Note: For media the primary source of information is on the media itself, not on the packaging.

1 (1)
Article Rating (1 Votes)
Rate this article
  • Icon PDFExport to PDF
  • Icon MS-WordExport to MS Word
Attachments Attachments
There are no attachments for this article.
Comments Comments
There are no comments for this article. Be the first to post a comment.
Related Articles RSS Feed
Linking Items
Viewed 6611 times since Tue, Aug 6, 2013
New Formats and Material Types
Viewed 314 times since Wed, May 25, 2016
Currently Cataloged Formats
Viewed 78 times since Fri, Mar 10, 2017
Replacement Cost
Viewed 2173 times since Tue, Aug 6, 2013
Damaged, Incomplete, and/or Mislinked Materials
Viewed 3252 times since Tue, Aug 6, 2013
Missing Items
Viewed 964 times since Tue, Aug 6, 2013