----------------------------Original message---------------------------- 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