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2.5. Cataloging Workflow

Last Updated 01/27/2026

When a Record Isn't Available, Bib Catalogers Create or Import One

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Bibliographic Catalogers may edit existing records to improve them, import new items using Z39.50, or upload records from OCLC or supplied by a vendor.

In NC Cardinal, the process of item cataloging involves finding a bibliographic record that matches the item you wish to catalog and attaching your item to that record.  Bibliographic Catalogers are responsible for the creation and quality of the records to which these items are attached.

Bibliographic Cataloging Process

There are four primary sources for MARC records within NC Cardinal:

1. an existing NC Cardinal bibliographic/title record (local/native catalog)
2. OCLC
3. Z39.50 service sources
4. Vendor files

General Steps:

1. Search the catalog to determine if an appropriate bibliographic record already exists for the type of item to be cataloged. Searching in multiple ways using ISBN and then also title and/or author is necessary to increase the likelihood of finding a match among existing records in the catalog. (Item and Bib Catalogers)

2. If a title record exists, do not add or import a new or additional record. (Item and Bib Catalogers)

3. If the existing record does not meet the standards as outlined in these NC Cardinal Best Practice standards and the MARC Templates specific to the type of material, overlay or edit the existing record to bring it up to the minimum standards required. (Bib Catalogers)

4. If there are multiple matching records already in NC Cardinal, evaluate and merge records as appropriate. (Bib Catalogers)

5. If a record does not yet exist, search for and import an appropriate record from OCLC or a Z39.50 service to import a title record. (Bib Catalogers)

6. Update/edit the imported title/bibliographic record to meet the standards as outlined in these Best Practices and the NC Cardinal MARC Templates. (Bib Catalogers)

7. Add volume(s) to the bibliographic/title record, as needed. (Item and Bib Catalogers)

8. Attach items to the volume/call number record(s). (Item and Bib Catalogers)

9. Delete items from the catalog when appropriate. (Item and Bib Catalogers)

10. Weed title/bibliographic records when appropriate. (Bib Catalogers)

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