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CEO document contents:
There have been several messages posted on Maps-L regarding use of the GMD
map in OCLC database records.  OCLC's policy on use of GMDs changed in
1993, and new guidelines were issued in the new Bibliographic Formats and
Standards document.
 
Previously, if LC used a particular GMD in current cataloging, OCLC users
were expected to use that GMD in I-level records when creating original
catalog records for the same kind of material.  Use of GMDs in K-level
records was entirely optional.  Use of all other remaining GMDs (including
map) was optional as was use of GMDs in other access points.  Some
institutions included brackets in the GMD while others conformed to OCLC
documentation and omitted them.  In theory, it was legitimate to include a
GMD as follows:
 
     245 10  Map of Africa $h map / $c drawn and engraved ...
 
For current cataloging, this policy resulted in inconsistent records.
Users could not anticipate which GMDs would be found in records nor which
fields would necessarily contain GMDs.  OCLC users complained about having
to edit in brackets, edit out brackets, edit in GMDs, and edit out GMDs in
copy cataloging workflows due to the inconsistancies of records in the
database.
 
OCLC staff consulted with the OCLC Cataloging and Database Services
Advisory Committee and other user groups to revise the GMD policy.  CDSAC
members expressed support for restricting input of GMDs to field 245 only,
using GMDs used by LC, eliminating those specifically not used by LC for
materials LC catalogs (this would include map), and making the GMD standard
the same for both I-level and K-level records.  In addition, OCLC staff
examined the question of inclusion of brackets and decided it would be best
to conform to USMARC specifications and require brackets in GMDs.
 
It has been pointed out that LC does not use the GMD map because map
records reside in a separate file.  However, an author, title, or subject
search of the LC MUMS system can retrieve a mix of map and non-map records
similar to any system where bibliographic records of all types reside in a
single file.  Since use and placement of GMDs in non-book materials has
varied from one set of cataloging rules to another, online system designers
may want to make use of the record type code and other fixed-field
information in designing some online system displays for these materials.
 
The current GMD policy is outlined in section 2.1, Original Cataloging and
Copy Cataloging, in the Bibliographic Formats and Standards document.  The
guidelines are written from the standpoint of current original cataloging
under AACR2 rules.  The guidelines specify inputting the GMD in field 245
only, in lowercase letters, with brackets around the GMD, whether I-level
or K-level input.  The list of GMDs given in the document is based on those
found in Library of Congress rule interpretation for AACR2 rule 1.1C.  The
GMD map is omitted from the list in accord with LC practice.
 
Although past practice permitted inclusion of the GMD map, only 16% of OCLC
map records have a GMD.  Presumably, the majority of libraries creating map
records do not use the GMD map and are forced to edit map cataloging copy
when 245 $h is present.  OCLC staff believe most users will benefit by
having consistent records following a single GMD policy.
 
As always, users are free to locally edit records to add, remove, or change
GMDs as needed for their local catalogs.  The card print program will still
supply brackets if they are not present when a record is produced.  OCLC
staff are investigating possible database scans to add, remove, and correct
GMDs in existing records.
 
The current policy on GMDs eliminates the conflict between LC and OCLC
practice and will result in greater consistancy via a single simplified
standard.
 
--Robert Bremer
  OCLC Online Data Quality Control Section