RBT Basic Copy Cataloging Workflow Checklist

CONTENTS: A. Pre-Cataloging Examination -- B. Descriptive Verification -- C. Fields to Delete -- D. Authority Verification -- E. Call Number and Location -- F. Materials Processing -- G. Export Queue -- H. Statistics -- I. Workflow and methodology -- J. Problems -- K. Detailed Policies and Procedures

A. PRE-CATALOGING EXAMINATION

Criteria for C&T copy cataloging

1. Imprint is post 1900.
2. Item is in the Roman alphabet.
3. The item is being added as a copy to an Orbis record, or , full level (encoding level = blank, 1, I, or L) or core level (encoding level = 4) cataloging copy for the exact edition is available in OCLC.
4. The cataloging appears to be straightforward.
5. If the catalog record is CIP or less than full, check OCLC for a full-level record. If none, consult a catalog librarian.

If the exportQ window is red, set aside the book for a week or two until the exportQ window is no longer red.

When to create a separate record.

Below are guidelines on when to create separate records for every printing. Occasionally a curator will request exceptions to these guidelines.

See Different Printing for changes to be made when deriving from a record for a different printing.

FIXED FIELDS

Verify that the fixed fields are correct.

VARIABLE FIELDS

Verify the following:

020 Verify that the same ISBN number on the book is recorded in the 020 field. A 020 for the paperback edition may also be on the record

240 Not part of the descriptive verification. See D. Authority Verification.

245 Every word in the 245 must be on the title page unless the word is in [brackets]. The converse is not true; not every word on the title page will appear in the 245 field. Not all punctuation in the 245 field will necessarily appear on the title page.

250 Check for information about the edition on the title page, the verso of the title page, and the colophon. If the edition information on the book differs from the edition information on the record, the cataloging copy is not the same edition. A different printing is generally considered the same edition, but only if there is no evidence of revision, e.g. "Second printing with corrections.

260 Make sure your record has the same place of publication and publisher. The date of publication must be the same.

• Separate Records:
  If the book is a later printing and the date differs, all relevant dates must appear in the 260. See: transcription of dates in 260 field for instructions. The 008 Publication Status is r: Reprint/Reissue Date and Original Date. Date 1 will be the later printing date; date 2 will be the original date.
• One Record:
  Follow instructions in transcription of dates in 260 field. Follow MARC guidelines for 008 in the Cataloger's Desktop.

300 Check pagination, illustrations, and size.

• ‡a: the last page of each pagination sequence should be recorded in subfield ‡a.
• ‡b: illustrations will be recorded in subfield ‡b. Verify that there are illustrations if there is a ‡b subfield, but do not re-count the illustrations if numbered.
• ‡c: Measure the book. Accept variations up to a centimeter; remember that size is always rounded up to the next centimeter.

4xx Verify that the series statement in a book is transcribed in a 4xx field. For series access, classification, etc., see D. Authority Verification.

5xx If there are notes about accompanying material (e.g. Errata slips for insertion, plates in pockets) verify to make sure the accompanying material is present.

Reproduction vs Original. If you are cataloging a photocopy for a location, do not consider the photocopy to be the equivalent of the original. If the bib record is for the original, consult with a catalog librarian. Conversely, if you have a copy of the original, and the cataloging is for a reproduction (microfilm, photocopy, electronic resource), do not consider your book as matching the bibliographic record. The copy for the reproduction may form the basis for a new record by removing the fields that pertain only to the reproduction. Consult with a catalog librarian.

Notes on Printings
Make a note on the printing. For more information on the number line, see Number Line in Modern Trade Editions.

• Separate Records:
  Make a 500 note, quoting from the item.
  
  

  500

  ‡a "1st printing, March 1972 ... 8th printing, July 1978"--T.p. verso.

  500

  ‡a Number line on t.p. verso indicates 3rd printing: "8 7 6 5 4 3 88 89 90 91 92."

  
  
• One Record:
  Make a 590 note for each printing.
  
  

  590

  ‡a BEIN Zc35 +975bLb: "Second printing - April 1976."

  590

  ‡a BEIN 1997 1330: Number line on t.p. verso indicates 2nd printing: "10 9 8 7 6 5 4 3 2 "

Limited Edition Notes
Transcribe any limited edition notes, in full if feasible (even if parts of the note do not apply to the copy in hand); these are usually found either in or near the colophon or on the t.p. verso. Do not transcribe the number or letter of the copy in hand here; it goes in the copy-specific note.

Copy-Specific Notes
Add a copy-specific note (590) if applicable, noting any of the following conditions of the piece. The Beinecke Library In-Process Sheet (BLIPS) usually indicates this information; double-check the BLIPS notes against the copy in hand.

Example:

Different Printing

When creating a record for each printing and deriving from a catalog record for a different printing, follow the guidelines for specific fields below. Other fields will not change.

Provenance
Add name tracings for provenance information. More complete information can be found in the Provenance Notes and Tracings

The coding for provenance tracings is 692 14 for personal names, 693 24 for corporate names, or 693 14 for corporate headings beginning with a jurisdiction, followed by a subdivision indicating the nature of the provenance evidence.

The following subdivisions are authorized for provenance tracings:  

Private Press Tracings
Beinecke collects certain private presses and designers and would like printer/publisher tracings made for all private presses. For presses, the coding is 710 2#; for individuals, it is 700 1#. For more information see Private Presses.

Examples:

Ethnic Literature
If indicated on the BLIPS, add special local tracings for ethnic genre:

C. FIELDS TO DELETE

Delete superfluous fields from the record. For more information see:

035 Field: Delete, Retain, or Add

Variable Field Deletion Policy

D. AUTHORITY VERIFICATION

Series
Search the series as a title and a series title. If there is a series authority record or a classed together analyzed serial record in Orbis, determine if the series is classed together. If no series authority record is found, or if there are any questions, consult a catalog librarian. Follow the policies in Yale Policies for NACO Series Authority Records.

If the bib record is LC, only the series needs to be verified.

Names
If the bib record is not LC, search Orbis. If there is no authority record in Orbis, search LCDB. If a personal name with a prefix or a compound surname does not have a corresponding authority record, consult a catalog librarian.

See Authority control workflow for C&T staff for detailed policies and procedures.

E. CALL NUMBER AND LOCATION

For details see documents pertaining to individual collections in the Beinecke Cataloging Manual

The size boundaries for Beinecke books and serials are:

    Octavo:
           up to 25 cm. high
           up to 23 cm. wide
    Quarto:
           between 25 and 37 cm. high
           between 23 and 32 cm. wide
    Folio (Class in Year/number folio sequence with correct location code):
           over 37 cm. high
           over 32 cm. wide

F. MATERIALS PROCESSING

For Beinecke policies on marking, see Marking.

After the book is cataloged, recycle all paper travelling with the book except for BLIPs and Blue flags for multivolume sets.

G. EXPORT QUEUE

Enable the OCLC and MARS options in ExportQ. Export the record if it is the only MFHD with a call number. If there are multiple MFHDs, but this is the first with a call number, export it. For detailed policies and procedures see:

Policy on exporting bibliographic records from Orbis

Using the ExportQ Program

H. STATISTICS

Keep track of items cataloged. Follow the latest Catalog Dept. policies on statistics.

I. Workflow and methodology

• The cataloging assistant searches the books, pulling cards as necessary. Any book not fitting the criteria for copy cataloging is put aside for original cataloging.
• If adding a copy to an RLA record, follow the instructions in Revised Procedures for adding copies to RLA records.
• If the book is an added copy to an Orbis record, there should be indication in some way on the searching slip that it is a duplicate that is being kept. If the added copy is going into the General Collection, assign a new Year/Number call number.
• Do not reclassify the YCAL copy if the classification does not follow current conventions, except to rearrange printings, editions. If there is no other YCAL copy, classify according to the YCAL instruction page.
• Check the Fixed Fields; check the record in the OPAC. Export the record to OCLC and MARS using ExportQ.
• Write the call no. on the BLIPS.
• If your work is being revised, make a printout of the bib. record. Note on the printout any problems you think need particular review and put the book with its BLIPS on a designated review shelf.

J. Problems, or, When to Consult a Catalog Librarian

• authorized form has a birth date and the heading in the utility does not;
• authorized form does not have a birth date and the heading in the utility does have one;
• authorized heading is slightly different from the heading in the record;
• heading is a common one (e.g., Tate, James; Cox, Elizabeth);
• heading does have an authority record but record needs a cross reference (e.g., NACO: Burdick, Carol; book: Carol Burdick Hudson)

Series. If there are questions on whether a phrase is a series, a series-like note, a series is traced, etc., consult a Catalog Librarian. If there is not series authority record, consult a Catalog Librarian.

Uniform title. Uniform titles are used mainly for translations or for collections (e.g., Poems, Works). Consult a Catalog Librarian if there are any questions.

Incomplete Multipart Monographs. Consult with a Catalog Librarian.

Complicated Comparison Sheet. If there is a complicated comparison sheet, consult with a Catalog Librarian.

Classification. Any questions or conflicts regarding classification should be referred to a Catalog Librarian.

K. LINKS TO DETAILED POLICIES AND PROCEDURES

Cataloging at Yale

SML Catalog Dept.