How do I catalog equipment?
Purpose
This FAQ documents best practices for cataloging to ensure consistency across CUNY. While formatted as an FAQ for usability, it represents official guidance approved by the OLS Cataloging Policies Task Force.
Introduction
Bibliographic records for devices or equipment are general in scope. It is the cataloger’s decision if products of the same type regardless of the model are described on one record (i.e. all PC laptops on a single bib) or if records are separated by model (i.e. Dell Latitude 5420 and Dell Latitude 3510 on different bib records). Devices or equipment that are part of the same unit and are intended to circulate together as a bundle should be cataloged as kits. Create or update records for devices and equipment in Alma, not OCLC. Catalog in the Institution Zone (IZ), not the Network Zone (NZ).
Bibliographic Fields
Fields marked with an asterisk (*) are required, while other fields are up to the cataloger’s decision.
| Tag | Field Notes | Examples |
|---|---|---|
| 040 | Original cataloging agency $b eng $c Transcribing agency $e rda $d Modifying agency | |
| 245* | Device type : $b make and model | 245 00 $a Laptop : $b Dell Latitude 7300 |
| 246 | Varying form of title | |
| 264 | Manufacturer | 264 #3 $b Dell computer |
| 300 | Physical description | 300 ## $a 1 laptop with power supply |
| 336 | Content type | 336 ## $a three-dimensional form $b tdtf $2 rdacontent $3 Material Specified (NR) |
| 337 | Media type | 337 ## $a other $b x $2 rdamedia |
| 338 | Carrier type | 338 ## $a object $b nr $2 rdacarrier $3 audio recorder |
| 490 | Series if applicable (if there is a 490 there MUST be an 830) | |
| 5XX | Description note | 500 ## $a Uses 90W Large Barrel Power Supply 505 ## $a ZOOM H4ns include microphone/recorder in plastic case, windscreen, cables (splitter, attenuator, USB), AC adapter and operation manual in bag. |
| 590 | Local note, if applicable (make sure you use $9 LOCAL in Connexion or the local note extension with the house icon in Alma) | |
| 653 | Uncontrolled index term | 653 2# $a Audio components $7 Google product taxonomy 653 1# $a Microphones $7 Google product taxonomy |
| 830 | Series if applicable | Loanable equipment collection |
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