Yale Dissertations: Processing Workflow
(Draft)

1. THESIS LIST & PRELIMINARY RECORDS

a. Thesis list from Yale University Registrar received by Mss&A.

b. Mss&A forwards a copy to Catalog Dept. liaison. (Currently in Arts & Sciences Team)

c. Preliminary records (E/L 5) will generally be created by student using a Voyager template set up by the Catalog Dept. liaison. The preliminary record will include a local tracing indicating that the record is being filmed at ProQuest or UMI (with the date) and another local tracing indicating the graduate dept. that

d. Student will annotate each item on the list with the Orbis number.

e. For detailed procedures, go to Yale Dissertations: Preliminary Records for Microfilm Copy.

2. ARCHIVAL COPY

After microfilming, ProQuest (formerly UMI) sends the archival copy of the thesis to Mss&A.

a. Mss&A verifies receipt with its copy of the list.

b. Mss&A sends out the archival copy for binding.

c. When bound copy returns, Mss&A verifies receipt with annotated list.

d. When all items on the list have been bound and accounted for, Mss&A sends them in batches to the Catalog Dept. for minimal level cataloging.

e. Record for the archival copy (E/L 7) will generally be created by a Catalog Dept. C&T staff member. The record will follow the Guidelines for cataloging the archival copy of the Yale dissertation.

f. If a fully cataloged record has already been created by another unit, the MFHD record for the archival copy will be added to it. Local notes will be added to the bibliographic record to account for the archival copy. If necessary, the bibliographic record will be upgraded to follow the standards of the Guidelines.

g.The location entered by Catalog Dept. staff will be smlmss, but no call number will be assigned. (LSF software will flip the location from smlmss to lsfmssr upon receipt.)

h. The record will be exported to the utilities.

i. The record will NOT be suppressed from Web Voyage.

j. Catalog Dept. staff will affix a barcode to the front cover of the archival copy (or to the front cover of its container), create an item record linked to the barcode and the bibliographic record, and deliver the archival copy to the LSF processing room at SML. The newly created item record will not be charged or discharged by Catalog Dept. staff.

k. For detailed procedures, go to Yale Dissertations: Guidelines for Cataloging Archival Copy on Orbis.

3. MICROFILM COPY

After microfilming, ProQuest sends a positive microfilm copy of the thesis to Mss.&A.

a. Mss&A verifies microfilm receipt based on the archival copy list.

b. When Mss&A receives notice from the Catalog Dept. staff member or the liaison that the set of all archival copies for the semester have been cataloged, their staff send the microfilm reels in batches to the Catalog Dept. for minimal level cataloging

c. Catalog Dept. student or C&T staff upgrade the preliminary record to EL/7 or higher using the cataloging for the archival copy as the source for the bibliographic description. The description is adjusted to account for microform format according to Guidelines for cataloging microfilmcopy.

d. Catalog Dept student or C&T staff assign a sequential number, file a temp in the Dissertation Film shelflist, and use that number as the call number in the Voyager MFHD.

e. After the call number has been assigned, student./staff export the record for the microfilm to the utilities.

f. Student/staff write the call number in pencil on the box and leave the reels for pick-up by Microtext staff on designated shelf. Item record is not created by Catalog Dept. staff. Microtext staff create the label using the call number written on the box.

k. For detailed procedures, go to Yale Dissertations: Cataloging Microfilm Copy at Minimal-Level.

RELATED DOCUMENTS

YALE DISSERTATIONS: PRELIMINARY RECORDS FOR MICROFILM COPY

YALE DISSERTATIONS: GUIDELINES FOR CATALOGING ARCHIVAL COPY ON ORBIS

YALE DISSERTATIONS: CATALOGING MICROFILM COPY AT MINIMAL-LEVELl

[Workflow] | Cataloging at Yale | [Arts&Sciences]