Encoding Levels at Harvard Library (historical page)

This page has been superceded as of July 13, 2020.  Please see Encoding Levels at Harvard Library (current)

Best Practice

The Metadata Standards Working Group recommends that Harvard catalogers use OCLC definitions for encoding levels (see below) for all cataloging.

NB: As of June 2018, Harvard recommends that all MARC bibliographic records be created in OCLC Connexion (please see Aligning the use of OCLC service offerings with Harvard Library organizational goals, approved by the Library Leadership Team  in 2017). However, for those working in Alma, please note that these instructions apply to both systems.

Encoding Levels

Although Harvard catalogers doing copy cataloging may accept encoding levels as given in OCLC, when creating or enhancing records in OCLC, Harvard catalogers are limited in the encoding levels we may choose (details below), including I, # (blank), K, 7, and 3. 

• Full-level cataloging. Records that contain all the applicable core-designated elements in RDA
  • Use I (or # (blank) for PCC level records)
  • Please note that this may be a change in policy for some units
• Minimal-level cataloging. Records that lack one or more applicable core-designated elements in RDA 
  • Use K (or 7 for CONSER)
• Abbreviated-level cataloging. A brief record that does not meet Minimal-level cataloging specifications. 
  • Use encoding level 3
• Preliminary level cataloging. Brief records that do not meet the requirements of Minimal-level cataloging specifications. 
  • Do NOT use Encoding level 5: this may only be used by national libraries in OCLC
  • Per OCLC instructions to Harvard Library, preliminary level cataloging should be coded encoding level 3 with a required 500 note: "Partial (preliminary) level record" 

Note on batch process records

• M is automatically assigned to batch-loaded records; it cannot/should not be manually assigned by catalogers. Staff editing M-level records should adjust the encoding level as appropriate.

References

For further clarification on input of Full-, Core-, Minimal- and Abbreviated-level cataloging, see

• OCLC's Bibliographic Formats and Standards, 4th edition, section 2.3, Full, Core, Minimal and Abbreviated-Level Cataloging

• OCLC's list of Encoding Levels