There is a very large book called the AARC2 which is the librarians bible. This book has thousands of rules pertaining to the correct way of cataloguing with many of them not relevent to a school library. I have taken the most used sections of cataloguing and placed the rules alongside them . These are simplified rules and have been modified from AARC2 by SCIS. Cataloging can be modified for your local needs. Please correct anything below if it is wrong or needs modification. More rules coming for different types of resources.

Books /TextTitle of work -
  • Capitalise the first word of the title proper, and use normal capitalisation rules for the rest of the title ie - proper nouns,
  • If an article begins the title (A, The, Les etc) capitalise the article and the next word.
  • If a title has seperate letters or initials without full stops between them, transcribe such letters without spaces. If they have fullstops, transcribe the same without spaces.
  • For dual language titles enter the original or main title first then an = sign and the translated title
no full stop at the end

Statement of responsibility
  • Transcribe as the statement appears on the item. (Usually Christian name first)
  • When a single statement of responsibility names more than three persons or corporate bodies performing the same function, or with the same degree of responsibility, omit all but the first of each group of persons or bodies. Indicate the omission by the mark of omission ‘…’ and add ‘and others’ in square brackets or use ‘et al.’.
  • Record subsequent statements of responsibility pertaining to those individuals and/or corporate bodies who have contributed to the intellectual content of the work and adding additional entries in between semicolon with space before and after. This includes editors and illustrators and translators, even when no added entry is required.
  • If something is a translated use the main Author in Statement of responsiblity ; translated by.......
  • If something is a retelling - original Author ; retold by .................
  • No fullstop at the Mem Fox ; illustrated by Julie Vivas

Other title:
Is the work known as something else? Could this title be well known that it is searched for? If so put it in, if not - do not.

Stands for General Material Designation
activity card
art original
microscope slide
art reproduction
motion picture
electronic resource
flash card
sound recording
technical drawing
Related URLs:
Does the resource have a supporting website?
Taken from the resources title page or other similar markings.
Surname, followed by a comma, space, then Christian names. NO FULL STOP

eg Fox, Mem
Curtis, Christopher Paul
Search the catalogue first before adding a name.
If you add a name - ensure the spelling is correct before saving.

The preferred style for the form of personal names which include initials is to omit the space between initials but to insert a space between an initial and another forename.

Authors :- Authors name who have a double last name such as Marjory Weinman Sharmat that are not hyphenated, take the first of the surnames as the classification code. ie Marjory Weinman Sharmat would be WEI. Hyphenated names would also take the first name.
You can do either first of the surmnames or the second of the surnames - just be consistent throughout the collection.

In the case of a retelling or translation : ???

Names containing two or more consecutive initials will be entered onto the database without a space separating the initials from each other.
Example Lawrence, D.HNOT Lawrence, D. H.
Names with a single initial followed by a forename will be entered with a space between the initial and forename.

Example Fitzgerald, F. Scott NOT Fitzgerald, F.Scott

Corporate Author
If a corporation has published the resource and no individual author is identifiedeg. Hong Kong Food and Environmental Hygiene DepartmentNo Fullstop

Edition2nd ed.pbk.hb.Big book
Where the resource was published, City and state if applicable or required if a small place. No FULL STOPS unless abbreviated.
If the name of the country, state, province, etc does not appear in the chief source of information and is supplied by the cataloguer enclose the name in square brackets eg Penrith [N.S.W.]
Give only the first-named place of publication. Omit all other places.
If the place of publication is uncertain, give a probable or ‘best guess’ place of publication. eg [United States?] [Great Britain?]

Publication Date

  • Only use brackets if you are unsure of the date - square brackets are for best guess.
  • Do not include c with publication dates derived from copyright dates.
  • Give the date of the edition you have in the library not every date of publication.

No fullstops

Only put in pieces if it is a kit or multi part resource. ie just a book - leave blank.

Page numbers written like this: 64 p.
Illustrated and colour 64 p. : ill., col.
Accompanying material : 64 p. : ill., col. + CD (40 min.) add no. of CD or DVD infront, e.g. 1 DVD, 1 CD ROM, 1 videocassette, 2 sound cassettes
Approximate time (ca. 60 min.)

The actual size of the resource need only be included if it is relevent.

As with the Author - type in the series, check spelling and punctuation, search or add.
If it is not part of a series, then no need to include.
No full stops

Normally after the series title, the series no. follows after a semicolon

Any important information re your library copy - missing pages, missing CD, etc.
Price should not be placed in here.
Like Monica mentioned, data about price appear here due to the conversion process

Holding notes
If the resource is held in a specific place - stacks, etc.


How you are classifying the resource - F for fiction or J for your Junior collection or whatever, with the first three letters of the authors
Non Fiction - your location (NF) plus the dewey number followed by the first three letters of the authors surname. ie NF 625.34 GUI

Decide how many decimal points you are going to stop the dewey places,
Libraries can be flexible according to the requirements and capabilities of the end users.

Give the ISBN without hyphens and spacing.
Give the ISSN with the hyphen.
If an item has both an ISBN and an ISSN, record the ISBN pertaining to the item. Where an item such as a yearbook or an individual work in a monographic series is being catalogued as a monograph, do not record the ISSN.
ISSNs should only be recorded for serial records.

Only one ISBN should be included in the field - that of the relevent copy of the record. No description such as pbk etc.