A. PRE-CATALOGING EXAMINATION
Conditions: Cataloging copy
source for the record is LCDB, RLIN or OCLC; record is not CIP (E/L
blank, I (OCLC only) or 4).
Is there any evidence that the book is damaged? If the book is damaged
and there is no OK to add note from the selector; route to your supervisor.
If there is an OK from the
selector, consult with your supervisor about an appropriate local note.
location are you cataloging for? Some locations may require special
processing. If you are not authorized to catalog for the location, route
the book to your supervisor. Once you are familiar with basic copy cataloging
processing, you may be assigned and learn how to process cataloging
copy for more specialized locations.
_____ Roman alphabet or not?
If any of the following conditions apply, consult with your supervisor.
- If the title page is non-roman,
the book is generally processed by the appropriate SML area team:
East Asia (Chinese/Japanese/Korean), Hebraica, Near East (Arabic/Persian),
- Roman alphabet Eastern
European/former Soviet bloc languages may be processed by the SML
Slavic team, e.g. Finnish, Hungarian, Romanian.
- Keep in mind that East
Asian, Hebrew, and Near East languages will often have the title page
at what would be the END of a roman alphabet book. If
there is both a roman and a non-roman title page, area team policy
may differ as to whether the book will be processed by them.
Is the Leader within guidelines? Bibliographic level: m <monograph>
Encoding level blank/I or 4. Note that there are separate guidelines
for CIP (encoding level 8). Once you are familiar with basic full-level
processing, you should learn the more advanced descriptive rules needed
to process and update CIP.
_____ Is the Leader coded
correctly/Is the cataloging copy really standard-level? Leader coded
as standard (blank) is sometimes miscoded on non-LC copy exported from
the utilities. If you notice that the 5xx notes are not in English or
that the terms used in the 300 field are not in English, or if the book
is not a novel/poetry/drama but lacks subjects, consult with your supervisor.
(See also descriptive verification section below)
_____ If the exportQ window
is red, do not perform any updates to the bibliographic record; just
update the MFHD for your location.
B. DESCRIPTIVE VERIFICATION
Is the cataloging copy for the SAME EDITION? Verify the following:
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
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. Edition information should
appear in the 250 field; series information should appear in the
440 or 490 fields; other non-title related information may appear
in the notes [5xx]. Not all punctuation in the 245 field will necessarily
appear on the title page. Note that the 240 field [uniform
title] is not part of the verification procedure.
Check for information about the edition on the title page and on the
verso of the title page.
- For non-Anglo-American
publications, the edition statement is sometimes on the colophon,
which is usually on the last page.
- Check for edition
information even if there is no 250 field on your record.
- If the edition information
on the book differs from the edition information on the printout,
the cataloging copy is not the same edition.
- A later printing is
generally considered the same edition, but only if there is no evidence
of revision, e.g. "Second printing with corrections."
Make sure your record has the same place of publication and publisher.
The date of publication must be the same.
- A later printing is
acceptable if there is no evidence of revision.
- A revised printing--e.g.
"Second printing, with corrections"--is cataloged as a separate
edition; variant edition cataloging is only performed by authorized
- If the decision is to
process the book as a later printing, leave the original publication
date "as is" in 260 if there is a later printing date
on the book.
_____300 Check pagination,
illustrations, and size.
- a : the last page
of each paging sequence should be recorded in subfield a.
- b: illustrations
will be recorded in the second (b) subfield.Verify
that there are illustrations if there is a b subfield, but
do not re-count the illustrations if numbered.
- c: glance at the
third (c) subfield to see whether the book is oversize (if
your library has an oversize designation)
- Only re-measure if you
suspect the size is incorrect. Accept variations of about a centimeter
or more either way; remember that size is always rounded up to the
Verify that the series statement on the printout appears somewhere
on the book. In some cases, the form of access used for the series
may differ from the form of the series as it appears in the 4xx field;
the access form will appear in the 8xx field and is not part of the
descriptive verification. (But access form is important for authority
____ 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.
- If the accompanying
material is not recorded on the bib record, consult with a catalog
_____ Reproduction vs
Original. If you are processing the first copy for a location,
do not consider a 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. (Serial
and multipart added volumes that are photocopies do not warrant a
separate edition, but processing of added volumes is generally done
Detailed policies and
procedures for member copy at:
C. FIELDS TO DELETE
____ Have superfluous fields
been deleted from the record? Check the OCLC batchmatching memo for
a list of fields to delete from batchmatched overlays and records imported
from the utilities and LCDB: http://www.library.yale.edu/~jscalzo/batch.html
D. AUTHORITY VERIFICATION
_____ Is the bib record LC
or member? If the bib record is LC, you are concerned only with the
_____ Is there an authority
record for the series in Orbis? If there is a series authority record
in Orbis, retrieve it to determine if the series is classed together.
Check also to see if other titles in the series have been cataloged
to determine whether the series is classed together. (Searching Web
Voyage is usually the easiest way to determine series classification
practice.) Notify your supervisor or the designated catalog librarian
if the series is classed together for your location but the treatment
has not been recorded on the series authority record.
_____If there is no series
authority record in Orbis, use the 050 call number if the bib record
is LC and search no further. If the bib record is not LC, search LCDB.
If a series authority record is found in LCDB, follow the classification
decision but do not copy the series authority from LCDB to Orbis. If
no series authority record is found, route to the designated catalog
librarian to establish the series.
_____ Are there non-series
headings requiring authority records? If the bib record is not LC and
a personal name with a prefix or a compound surname does not have a
corresponding authority record, route to the designated catalog librarian
to establish the heading.
Detailed policies and
control workflow for C&T staff
E. CALL NUMBER AND LOCATION
(ASSUMPTION: BASIC COPY CATALOGING
USES LC CLASSIFICATION. Consult local documentation for non-LC policies
call number in 050 or 090 field? If 090 call number is usable,
change it to 050 _4. In the MFHD window, use the Voyager CTRL-N key
sequence to copy the 050 number into the 852 field. This will generally
be the number to use, along with the location as entered in the in-process
b subfield, but you will need to keep in mind the following considerations.
the book analyzed by LC or your location? If so, make sure the call
number used is the Yale number rather than the number used in 050/090,
and that the call number has a volume number at the end.
your book a later edition? If so, check Orbis (tip: search in Web Voyage)
to see if earlier editions have been cataloged for your location. Use
the same call number as the earlier edition if the earlier edition used
LC classification. The call number date must match your edition.
your book a translation? (Check 240 field) If so, check Orbis to see
if the original has been cataloged for your location. If the translation
in the call number is expressed as x12-x18, you need to adjust the call
number to match the base number of the original. If the translation
is not expressed as x12-x18, check with librarian. See also the LC instructions
for assigning translation numbers, which we should be following:
your book oversize? If so, add + at the end of the call number
and m Oversize (EXCEPTION: Divinity Library uses k Oversize)
_______ Does location need
to be changed? If the selector changed the location assignment after
the book was ordered or received, the location may not have been updated
on Orbis. CAUTION: changing the location code requires an update of
the location in the item record. See ITEM RECORDS below.
YOUR COLLECTION USES "TRAILING X": Does call number need to
be shelflisted or does it use "trailing X"? If record is from
LCDB (or has 050 00) use trailing X. Do not use trailing X if the book
is belletristic or if it has a geographic cutter. For these exceptions,
and for all call numbers from RLIN or OCLC, shelflist on Web Voyage.
sure any cutter adjustments have been made where necessary.
the call number needs to be written in your book, have you checked call
number on the verso t.p. against the call number in record holdings?
Detailed policies and
F. MATERIALS PROCESSING
_____ Recycle acquisitions/processing
paper travelling with the book or retain it depending on local materials
processing policies and procedures.
______ Note in particular
that rubber bands, paper clips, yellow/colored post-its, and carbon
paper temporary slips provided by vendors, if left in or fastened to
the book, will eventually damage it. Be zealous about removing such
G. EXPORT QUEUE
____ Does the record need
to be exported? Always export if yours is the only MFHD location. If
there are multiple MFHDs, but yours is the first with a call number,
export it. If there are multiple MFHDs but another location has already
added a call number, assume that the record has already been exported
and do not export again.
_____ Export targets. Always
enable the RLIN and MARS options. Enable the OCLC option unless there
is a 928 field with an OCLC batch processing date. The presence of an
RLIN or OCLC prefix in a 035 field is not considered evidence that the
bib record has been exported. (EXCEPTION: Non-Roman cataloging export
targets should be OCLC and MARS)
Detailed policies and
on exporting bibliographic records from Orbis
the ExportQ Program
H. ITEM RECORD
_____ If you changed the
location, did you update the location code on the item record?
_____ Is the item type correct?
Format and location changes may affect the validity of the item type.
you charged/discharged the item record according to local policies and
Detailed policies and
types table (Excel format)
______ Keep track of items
cataloged. On the departmental forms, you are expected to record:
- Number of pieces cataloged
- Number of titles cataloged
(subarranged by format and source copy)