How do I catalog objects?
Purpose
Introduction
Bibliographic Fields
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
Cataloging miscellaneous or non-bibliographic objects—such as keys, signage, or other library-related tools—requires a simplified, localized approach. These items do not circulate like traditional library materials but may still need records for tracking, access, or inventory. This policy provides guidance for cataloging these “other objects” in Alma using minimal MARC fields, with a focus on practicality and consistency.
Catalog these records in Alma’s Institution Zone (IZ) only—do not use OCLC or the Network Zone (NZ). Records should be general in scope; catalogers may choose whether to group similar objects (e.g., different room keys) on a single record or create individual ones.
Definitions of Object Types
This table compares definitions of various object types found in RDA and the Bibliographic Formats and Standards (BF&S) published by OCLC. The column labeled TMat refers to the fixed field "Type of Material" code used in MARC records to identify non-print materials. Not all object types have a defined TMat code.
| Term | TMat Code | RDA Definition | BF&S Definition |
|---|---|---|---|
| Art original | a | No definition | Original three-dimensional art objects created directly by an artist, not for reproductions of such works. Use for original sculptures and statues. |
| Art reproduction | c | No definition | Three-dimensional mechanically reproduced copies of an artwork, usually one of a commercial edition. Use for reproductions of sculptures and statues. |
| Diorama | d | No definition | Three-dimensional representations of scenes created by placing objects or figures in front of two-dimensional backgrounds. |
| Game | g | A resource designed for play according to prescribed or implicit rules and intended for recreation or instruction. | Items or sets of items designed for play according to prescribed rules and intended for recreation or instruction. Includes puzzles and simulations. |
| Microscope slide | p | No definition | Transparent, usually glass, mounts containing a minute object to be viewed through a microscope or microprojector. |
| Model | q | A three-dimensional representation of a real or imagined object. | Three-dimensional representations of real things or imagined objects, either of the exact size of the original or to scale. A model may or may not be operational. Use for mock-ups. |
| Object | – | A three-dimensional artifact (or a replica of an artifact) or a naturally-occurring object. | – |
| Realia | r | See three-dimensional form. | All naturally occurring objects and any other three-dimensional item made or modified by humans that does not fit into any of the other categories. Use for machines, stitchery, clothing, rubber stamps, templates, stencils, alphabets, shapes, jewelry, pottery, instruments, fabrics, tools, sea shells, rocks, holograms, furniture. |
| Tactile Three-Dimensional Form | – | A content type consisting of content expressed through a form or forms intended to be perceived through touch as a three-dimensional form or forms. | – |
| Three-Dimensional Form | – | A form or forms intended to be perceived visually in three dimensions. Includes sculptures, models, naturally occurring objects and specimens, holograms, etc. | – |
| Toy | w | An object designed for imaginative play or one from which to derive amusement. | Material objects for children or others to play with, often an imitation of some familiar object (e.g., a plaything or something contrived for amusement rather than for practical use). Use for puppets. |
| Kit | – | RDA does not define Kit, but “kit” is mentioned a number of times. Items making up a kit are not necessarily objects. Kits are being deferred to a future guide. | – |
Bibliographic Fields
Fields marked with an asterisk (*) are required, while other fields are up to the cataloger’s decision.
| Tag | Field Notes | Examples |
|---|---|---|
| LDR 06 | r - Three-dimensional artifact or naturally occurring object | |
| LDR 07 | m - Monograph/Item | |
| LDR 17 | 7 - Minimal level | |
| 040 | Original cataloging agency $b eng $c Transcribing agency $e rda $d Modifying agency | $a XMC $b eng $e rda $d XMC |
| 245* | Title. | 245 00 $a Large group Study Room S410-N, Key #1. |
| 246 | Varying form of title | |
| 264 | $b Manufacturer | 264 #3 $a [Place of manufacture not identified] : $b [manufacturer not identified], $c [Date of manufacture not identified] |
| 300 | Physical description | 300 ## $a 1 room key |
| 490 | Series, if applicable (if there is a 490, there must be an 830) | |
| 500* | General note | 500 ## $a Key for library study room S410-N |
| 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 | |
| 830 | Series, if applicable |
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