Vermont Centralized Card/MARC
Welcome to the Card/MARC
Service! By taking advantage of the service your library should reduce
the amount of time spent cataloging and
What It Is
The Vermont Centralized Card/MARC
Service provides standardized
catalog cards or MARC records to eligible public libraries using
several vendors. A unique four-character symbol is assigned to each
library by OCLC.
Which Libraries Are Eligible
All public libraries meeting Minimum
Standards for Vermont Public
Libraries may order, free of charge, cataloging for up to 1,000 titles
each year for current acquisitions. The period of eligibility is
January 1 through December 31. Libraries may specify whether they want
card sets or MARC records. The MARC records are available via ftp (file
Public libraries requiring
more than their 1,000 allotment have the option
of being billed for any additional cataloging provided above the
Automated libraries can also
sign up for OCLC's CatExpress,
a user friendly copy cataloging service available on the Internet. With
the service libraries can search OCLC's database, do copy cataloging
and download records into their own local automated systems. The
Department of Libraries is providing partial payment for the service as
part of the Card/MARC Service and the CatExpress libraries pay the rest
of the costs.
Card sets or MARC records may be
ordered for books and AV (audio-visual materials) for current acquisitions only. No limitation is placed on
publication dates of the materials that are newly acquired at your
Since catalogs, reviews and
other sources may have misprints and other
errors, please order cataloging only after you have received the
materials so that you provide complete and accurate information
in the most cost-effective service. Placing an order with the Card/MARC
Service means that your holdings will appear in PUBCAT, the online
database of public library holdings included in the Vermont Automated
Libraries System (VALS). You will not need to submit VUC cards for
items you receive from the Card/MARC Service.
Libraries that are automating
may use the PUBCAT records to build their
own automated databases. Contact Sybil McShane or Lorraine Lanius for
Each time you mail your order
please be sure to:
- Complete an order slip
for each title requested. We provide order
slips or you may
use a copy of commercially printed order forms. Cataloging may be
ordered at any time but a minimum of 10 order slips is required because
Brodart will accept no order for fewer than 10 items per account.
title, publisher, date.
- LC control number and
ISBN, if available.
- Your library's name and
four letter OCLC symbol.
- For AV and other types of
materials also include:
format--disk, compact disc, cassette, videocassette, cassette and book,
etc. Also include the number of disks, cassettes, CD-ROMs, videos, etc.
- Publishers' numbers, or
music publishers' numbers. For example:
ILPs 9281, CBS: CK 37575
- Producer, composer,
artist, performer, conductor, etc., in place of
- Distributor or
releasing company when given in place of publisher
- Any other information
you think is necessary to search for or identify a record that matches
- Alphabetize the slips in
- Send completed orders to:
Vermont Centralized Card/MARC Service
Technical Services Unit
Vermont Dept. of Libraries
109 State St.
Montpelier, VT 05609-0601
- Orders are placed once a
month on an assigned day for each library. Libraries can send request
slips as often as they would like, but the order is placed only once a
month. Requests will be saved and the library's order will be placed on
the assigned day. Requests need to reach the Technical Services Unit
before the day assigned to each library.
Card/MARC Record Shipment
Catalog cards or MARC records are
mailed to your library directly from Brodart or OCLC and should be
received within one to three weeks after Card/MARC Service has input
the orders. Unless there are production problems, cataloging from
Brodart and OCLC is shipped in one shipment and orders are not held. We
will keep your order slips for statistical purposes.
The Brodart status reports
you receive only confirm that we placed the
order, not that the cataloging is actually available. When you receive
your cataloging, check cataloging received against your own records to
determine what is missing. We need to know when you do not receive
cataloging for titles you have requested. Orders should be resubmitted for cataloging not received. Please note that
may find a MARC record with your library holdings attached in PUBCAT
even though you haven't received cataloging for the item. This
can occur because the record goes into PUBCAT when we receive your
order and since we do not know what you receive, we do not go back and
reconcile the records.
The majority of our cataloging is
ordered from Brodart. OCLC is used as a secondary source for cataloging
that Brodart is unable to supply. If your library has not received
cataloging within three to four weeks
after the order has been placed, resubmit order slips for items not
received in a separate pack. Order slips for resubmitted orders should
each be marked with a prominent diagonal colored (pen or highlighter)
slash for routing directly to OCLC. Resubmissions are not counted
against your 1,000 allotment.
**Procedure for Automated Libraries
Automated libraries will not
receive MARC records on disks from OCLC. OCLC records for titles not
supplied by Brodart will be downloaded into PUBCAT for libraries to
use. A library holdings symbol will be attached to each record.
Libraries using DRA/SIRSI systems will be able to overlay or download
records from PUBCAT and DOLCAT directly into their own databases.
Libraries can also opt to have records prepared by DOL to be sent via
ftp, or they can sign up for the CatExpress Service. Contact Lorraine
Lanius or Sybil McShane for information about these options. Libraries
that don't use DRA or the ftp option are asked to use the following
procedure when sending resubmits:
- Search PUBCAT and
DOLCAT. If a MARC record is found, download or if not possible, key the
MARC record into your local database.
- If a MARC record is not
found, send a Card/MARC Service request form.
- DOL will download OCLC
or Library of Congress records into PUBCAT
and attach your holdings symbol to the record.
- Search PUBCAT again.
- Download, or if not
possible, key the MARC record into your local database.
Card Format and
Brodart supplies card sets with a
book pocket, spine label and charge
card. OCLC cards are received in file ready order and are not separated
into card sets. Classification numbers and headings are printed on the
cards, but libraries using Cutter numbers will need to add those.
Dewey numbers are based
on the latest edition of Abridged
Dewey Decimal Classification.
Subject headings are taken from the Library of Congress Subject Headings. If your library receives more cards than you
wish to use, just cross out the extra tracings on your main entry
card and discard the corresponding added entry cards.
We are continually evaluating our
service and we appreciate hearing from
the public libraries so that we will know how the service is working
you. For questions, problems or concerns:
Vermont Dept. of Libraries
109 State St.
Montpelier, VT 05609-0601
December 5, 2007 by Lorraine Lanius, Head, Technical
program supported by the Institute of Museum and Library Services, a
through the Library Services and Technology Act as administered by the
Vermont Department of Libraries.