Near East Copy Cataloging Workflow Checklist
|Modifications by Daniel Lovins to Steven Arakawa's documentation|
Date: (4/22/03 creation date/ 04/28/2003 10:10 AM revision date)
Note: Some parts of this document are geared specifically to support staff.
A. PRE-CATALOGING EXAMINATION
Conditions: Cataloging copy source for the record is LCDB, RLIN or OCLC; record is not CIP (E/L blank or 4).
____ Is there any evidence that the book is damaged? If so, add appropriate local note.
_____ Roman alphabet or not?
____ Is the Leader within guidelines? Bibliographic level: m <monograph> Encoding level blank or 4.
_____ Is the Leader coded correctly/Is the cataloging copy really standard-level? (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. This will not be an issue for Near East Team until export Q is fully implemented
B. DESCRIPTIVE VERIFICATION (for support staff)
_____ Is the cataloging copy for the SAME EDITION? Verify the following:
Detailed policies and procedures for member copy at: Member copy checklist.
The following steps are taken in Voyager
C. FIELDS TO DELETE
D. AUTHORITY VERIFICATION
_____ Is the bib record LC or member? If the bib record is LC, you are concerned only with the series authority.
_____ 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.)
_____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 procedures avalailable at:
E. CALL NUMBER, LOCATION, and HOLDINGS
_____ Usable 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. Make sure to check second indicator. It should be '0' for single volume monograph, and '1' for sets and serials.
_____ Is 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.
_____ Is 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. <it may be that libraries other than SML do not collocate; ditto the translation instructions following>
_____ Is 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:
_____ Is your book oversize? If so, add + at the end of the call number and ‡m 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.
_____ Does call number need to be shelflisted or does it use "trailing X"? If record is from LCDB 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. <is this standard for non-SML processing?>
_____ Make sure any cutter adjustments have been made where necessary. If call number is finished except for (LC) at end, try highlighting the 852 field and pressing Shft+F4. This is the macro that simply puts the (LC) at the end.
In general, do not write call number on t.p. verso.
_____ Multiple volumes? If yes, add 866 field below 852. To use macro, place pointer on gray box to left of 852 tag. Press Shift+F6, and, presto, the 866 will appear on the next line. Format holdings according to Voyager MFHD Examples
Detailed policies and procedures at:
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 things.
G. EXPORT Q
____ Does record need to be exported to OCLC? (Until further notice, neither Near East nor Hebraica should export records to MARS. ACTION ITEM: Simon and Joan need to discuss whether to export Near East records to OCLC)
_____ Export targets. 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. This is on hold, pending Simon's meeting with Joan .
Detailed policies and procedures at ExportQ Training Page
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.
_____ Have you charged/discharged the item record according to local policies and procedures?
Detailed policies and procedures at:
<Item types link>
<not sure if a standard form is used, but shouldn't all cataloging units be counting the same way?>
______ Keep track of items cataloged. On the departmental forms, you are expected to record:
For example, if you catalog a single volume book with LC copy, it is counted once under the column heading Monographs in the box for Titles: LC Copy Cat and once under the column heading Monographs in the box for Pieces, etc. (A multipart monograph in 2 v. with LC copy would be counted once in Titles:LC Copy Cat and twice in the Monographs/Pieces, etc. box.)
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