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)

Return to Near East workflow index

Note: Some parts of this document are geared specifically to support staff.



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?

  • 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. < Catalog in Arabic and, at your discretion, add other data, or consider having a specialist in that language add the data?>

 ____    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


 _____    Is the cataloging copy for the SAME EDITION? 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

___   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. 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.

____  250    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."

____  260    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 staff.
  • 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 next centimeter.

____  4xx    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 checking.)

____ 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 librarian.

_____ 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. <Is this just SML? >

Detailed policies and procedures for member copy at: Member copy checklist.

The following steps are taken in Voyager


__ N/A


_____ 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:

Authority Control Workflow for Catalog Librarians

Authority control workflow for C&Ts


_____    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:

Shelflisting overview

LC Classification Overview

Member Copy Checklist


_____ 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.


____ 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


_____ 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:

  • Number of pieces cataloged or added
  • Number of titles cataloged (subarranged by format and source copy)

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.)

  • If a book has already been cataloged for one location and you have a copy for another location, your copy is counted in the Added copies box rather than the LC Copy Cat or Other Copy Cat box, but it is counted as another piece in the Pieces, etc. box under the appropriate format. (Added volumes for monographs and serials are counted only in the Pieces, etc. box)
  • If the book has textual accompanying material (e.g. a booklet), count it as 1 monograph title (either in the LC or Other box) and 2 pieces in the Monograph/Pieces etc. box.
  • If the book has non-textual accompanying material (e.g. an audiocassette), count it as 1 monograph title (either in the LC or Other box), 1 piece in the Monograph/Pieces etc. box, and 1 piece on the Other Format sheet under the appropriate column heading (e.g. Scores/Rec).


[Workflow TOC] | Cataloging at Yale | [TOC]

Copyright 2002 Yale University Library
Last updated:
URL: http://