Cataloging+Procedures

=Procedures= //These procedures describe general operations. For information regarding specific instructions for processes refer to the documentation for the required system.// //Documentation for// //OCLC Connexion and CONSULS is available on-line.//

 //The following 8 steps illustrate the general cataloging workflow; specific procedures follow://
 * 1) Receive material, create item records and forward invoices for payment
 * 2) Review bibliographic records for each item and edit appropriately
 * 3) Verify LC subject headings, add headings as necessary
 * 4) Edit item record to include correct fixed field codes and free text notes
 * 5) Check call number against CONSULS shelf list, verify using LC schedules if necessary
 * 6) Update OCLC holdings
 * 7) Process materials (i.e. apply labels, date due slips, tattle-tape, ownership stamps)
 * 8) Send trucks to shelving areas.

RECEIVING

 * 1) Materials is received as delivered to the Library (gift books are received from selectors, having been distributed for approval decisions at the time of donation)
 * 2) Shipments are checked against invoices
 * 3) Items are “received” using the III Acquisitions module
 * 4) Appropriate attention “flags” are inserted in books according to “raction” notes
 * 5) Item records are attached to bibliographic records
 * 6) Material is delivered to cataloger shelves, placed in order by date.
 * 7) Invoices are forwarded for payment

EDITING
//Bibliographic records must be edited for use in Buley Library's catalog. While the entire record should be reviewed the following steps in particular should be taken://


 * 1) Check "Material Type" for accuracy (in fixed field area)
 * 2) 050 or 090 Check against LC schedules for correct classification; check call number index to insure unique number.
 * 3) 090 Assign LC type call numbers if missing or inadequate. Use 099 for local call numbers.
 * 4) 100 Check against title page for spelling and general accuracy.
 * 5) 245 Check against title page for spelling and general accuracy.
 * 6) 260 Check against title page or verso for publisher date.
 * 7) 300 Check pagination, size of book, descriptive abbreviations (ill., por., etc.)
 * 8) 6XX Scan subject headings for sensibility, and spelling accuracy.
 * delete 653s
 * add 655 _7 for electronic books and other genre in anticipation of a genre index in the future. (When exporting from OCLC, delete $2.)
 * allowable subject headings and indicators (controlled by load profiles) are: 600, 610, 611, 630, 650, 651, 690, 691
 * allowable second indicator values regardless of 6xx tag (contralled by campus-specific holding symbol table) are blank, 0 (zero), 7.
 * Add 690 if necessary (especially for theses)
 * 1) 856 check links and edit as necessary
 * copy and paste contents of $3 note into $z (to create a public link)
 * change other $3s to $zs (which will not retain indexes but will correct public display)

CONSULS item record values
//Note: To see options for field values "double-click" the field or the field label in question.//
 * Copy #
 * copy # of the book in hand
 * ICODE1
 * 0 for circulating monograph books
 * 311 for gifts (note: This code is no longer in use. Beginning in 2010 gift books have order records)
 * 312 for reference being added to database but not new
 * 313 for regular books being added to database but not new
 * ITYPE
 * 101 for circulating (double-click field for other ITYPE values).
 * Price
 * No edit necessary; entered at item creation
 * Location
 * sbm for circulating main collection (double-click field for other location code values).
 * Status
 * blank for circulating books, (double-click field for other values).
 * Call number
 * enter LC call number (add suffix "eb" for ebooks).
 * Volume
 * use if appropriate. This is a free-text field.
 * Barcode
 * No edit necessary; attached at item creation.
 * Note
 * use $x for internal notes, $n for public notes
 * Any "weirdness": Be sure to use the NOTE field to describe anything unusual about an item record. (ex. Bib record is for one publisher, our copy has same edition with a sticker from another publisher in it. Attach to record with a note about our particular copy.)

Note: These are very general procedures. Be sure to check cataloging rules and system documentation for specific information.

DETERMINING DATES
Use copyright date that is in the book, even if the year is not yet here. Correct dates if OCLC record and book do not match. If OCLC record contains a subfield g with print date do not delete; however, it is not necessary to add a $g print date even if the title in hand has such information. Add a note about print date to the item record if print date is different from copyright date when appropriate. (ex. 2nd printing in honor of bicentenial.)

UPDATING RECORDS
When the record is determined to be edited correctly the holdings are "updated" in WorldCat. Buley Library is committed to the concept of a shared bibliographic database so there are no situations where a book or item new to the library would not be cataloged on the OCLC database. There are instances where a record is edited for inclusion in CONSULS (ex. strip $2 data from 655 _7 field)

DE-ACCESSIONING
Items sent to cataloging for de-accession should be placed on a book truck, clearly labeled and delivered to TS staff for processing as outlined below. Items sent to cataloging for review (often older editions or duplicate copies) should be placed on designated "review" shelves. The Collection Development/Acquisitions librarian will contact subject selectors for review (books may be brought to selectors if requested). After review, books should be placed on the designated "deaccession" shelves or returned to the collection. Items chosen for deaccession will be processed by TS staff as outlined below. Shelves should be checked on a regular basis.
 * If the book being deaccessioned is NOT the last copy:
 * 1) Mark the item record field ICODE2 with "d" (mark for deletion)
 * 2) Update check-in records accordingly
 * 3) Stamp books "withdrawn" and make slash mark through spine label
 * 4) Shelve books with book sale stock or discard
 * If the book being deaccessioned IS the last copy:
 * 1) Mark the item record field ICODE2 with "d" (mark for deletion)
 * 2) Mark the BCODE3 field in the bibliographic record with "n" (suppress)
 * 3) Delete holdings from OCLC to indicate "not in CTN"
 * 4) Update check-in records accordingly.
 * 5) Stamp books "withdrawn" and slash through spine label.
 * 6) Shelve books with book sale stock or discard.

At fiscal year end create a list of records marked for discard, include statistics in annual report and add manual stats to total. At close of fiscal year materials marked for discard will be deleted from the system.

REPLACEMENT COPIES
Add replacement copies of books using the same copy number as the original. (i.e. If a copy 1 was lost the replacement is also copy 1.) Add an internal note ($x) to the CONSULS record indicating "replacement copy". If the original is ever found the record should be adjusted accordingly.

RETROSPECTIVE ADDITIONS (not newly purchased)
Records for which there are holdings in WorldCat but not in CONSULS may be exported (not updated) from WorldCat Reference collection: ICODE1=312 (949 $q) Circulating collection: ICODE1=313 (949 $q) If there is no bib record in CONSULS the book should be searched in WorldCat and the record exported Once a bib record is located in CONSULS--either it has been exported from WorldCat or it exists in the system and has other items attached--an item record should be attached to the bib record.

REFERENCE ADDED COPIES, CONTINUATIONS, SERIALS, ETC.
Many reference materials are issued annually or at other regular intervals. These materials are included in the on-line catalog in 3 ways: bibliographic record, check-in record, item record. //Note: If one of the five consortium libraries has a check-in record, no item records will show to the public. If any library has added a check-in record, then Southern must add a check-in record.// Instructions for Creating Item Records at the Point of Check-In > Example of open serial record: > 008 840822c 19841996 miuuu hb 0 a0eng d > 3. Right-click on the check-in box. Choose “Box Menu”, then “Create Item” for box. (You can also highlight the box and type +). > 4. Type in the appropriate fields in the item record
 * The bib record describes the item
 * The check-in record allows the user to see what issues have arrived or are missing
 * The item record allows the reference librarians to monitor in-house use statistics by use of a barcode.
 * 1) Make sure the title on the screen matches the title on the title page in hand.
 * Briefly review the marc record to see if any information is missing or different. e.g.: Publisher doesn't match (260 and 500 fields), title is slightly different (245 and 246 fields)
 * Do not attach a new check-in box or item record to any title that has a 785 in the marc record.
 * Do not attach a new check-in box or item record to any title that has an ending date in the 008 field.
 * 008 840822c 19849999 miuuu hb 0 a0eng d Example of closed serial record:
 * d. If anything is missing or different, search for a better record in consuls or send the item to the cataloger.
 * 2. Follow the normal procedure to check in the item.