1. There are several workstreams for new book acquisitions.  Books from our primary book vendor
with WorldCat Cataloging Partners records (aka and hereafter PromptCat records); Books from our
primary book vendor without PromptCat records; and Books from other sources (which are also
without PromptCat records). 

2. The Acquisitions Librarian will alert the Catalog Librarian and the Collection Development Librarian
when trucks of books have been released for cataloging.  The Collection Development Librarian will
determine which books should be cataloged for the “Current Reading Area” collection (CRA books). 
The Catalog Librarian will download the file of PromptCat records.  After these actions are complete,
the books are ready for Cataloging staff.

3. Firm order PromptCat trucks will be sorted by students in accordance with the document:
“Procedure for Workflow of PromptCat trucks.”  Approval order PromptCat trucks will be delivered
with orange flags in the books lacking records.

4. Books may be flagged with various other colored card stock strips that require extra actions: Pink for
CRA, Yellow for Reference, Blue for accompanying software (see separate procedure), white for
“Cataloging Action”.  Also, Red strips will flag for Rush processing and green strips will flag for a hold
on an item. 

Cataloging at OCLC:

1. For those titles without PromptCat records in the database, search and select a record according to
Cataloging unit guidelines.

2. Copy and paste the OCLC record number to the local ILS record in Millennium, if necessary, to
ensure a clean overlay.

3. Check for an LC call number in tag 050 or 090.  If no call number is present, put the item on the
Catalog Librarian’s problem shelf for call number assignment.  When returned from the Catalog
Librarian, add a 090 tag to the record and enter the provided call number.

4. Position the cursor to the end of the 050 or 090 tag.  Apply the appropriate book editing and item
macro – [Alt][i] for regular books, [Alt][q] for oversize books, [Alt][r] for Reference books.  These will
perform a number of edits to the existing variable fields, removing non‐LC classification numbers
and non‐LC subject headings.  It will also add two 949 lines: 

[Alt][i]  (item)

• record loading command line with 949 __ *recs=b;bn=uc
• item record line with 949 _1 ‡a & ‡b [call number]  ‡z 090 ‡l ucg ‡t 1

[Alt][c]  (CRA)
• record loading command line with 949 __ *recs=b;bn=uc
• item record line with 949 _1 ‡a & ‡b [call number]  ‡z 090 ‡l ucr ‡t 1

[Alt][q]  (oversize—quarto)
• record loading command line with 949 __ *recs=b;bn=uc
• item record line with 949 _1 ‡f[q] ‡a & ‡b [call number]  ‡z 090 ‡l ucg1 ‡t 1

IF the item is larger than [q], immediately edit the item record line to change the following:
• ‡f[q] to ‡f[f] or to ‡f[ff]
• ‡l ucg1 to ‡l ucg2 or to ‡l ucg3

[Alt][r] (Reference)
• record loading command line with 949 __ *recs=b;bn=ur
• item record line with 949 _1 ‡f[Ref] ‡a & ‡b [call number]  ‡z 090 ‡l urr ‡t 50

IF the item is for RefBib or RefAtlas, immediately edit the item record line to change the following:
• ‡f[Ref] to ‡f[RefBib] or to ‡f[RefAtlas]
• ‡t 50 to ‡t 51 or to ‡t 52
Also edit the 049 to change the following:

5. Examine and edit the OCLC record according to the standard new book Editing Guide below.  Bear in
mind that “DLC/DLC” records are usually of very high quality – if there is a judgment call question in
such records, generally rely on LC’s action (obvious mistakes should be corrected though). 
“ZWU/ZWU” records should be expected to meet Union College’s quality and information standards
(although obvious mistakes should be referred back to the Catalog Librarian).  Other agencies’
records will vary in quality and any record with ELvl other than “blank” or “I” will warrant closer
inspection.  Any Elvl “3” records should be routed to the Catalog Librarian without further
action/review by Catalogers.

6. Reformat after all additions/changes are made and validate to make sure all edits are correct.

7. If there are multiple volumes, edit the item record line to add a subfield c (‡c) and add the text "v.1"
or other terminology as appropriate (“t.1”, Ser.I, v.2”, etc.).  Copy the entire line and add it
repeatedly for all volumes, then update the corresponding subfield c (‡c) for successive volumes

8. Reformat and Validate the record. 

9. Export [F5] the record into Millennium.

10. Update the record with our holdings symbol [F8].

11. Manually move order, etc. records in Millennium if the overlay process did not perform as expected.



Usage note:

See separate documentation for cataloging books that come with supplemental software. 

Accept “AS IS” all FIXED and VARIABLE fields not included in the tables below



Type  For book materials, verify that the code is ‘a’, although ‘t’ is acceptable for unpublished items
 like theses.  There are also codes ‘c’ and ‘e’, for scores and atlases respectively.
ELvl  Blank or ‘I’ are preferred, although others may be used if no other records exist; refer all level
 ‘3’ records to the Catalog Librarian
Lang  Check to make sure that the correct language code has been assigned.
Cont  If the item has “bibliographical references”, ensure ‘b’ is present; accept all other values
Ill  If the item has illustrations in the 300 subfield b, ensure the corresponding codes have been
 assigned here.
Indx  If the item has an index, ensure this is coded ‘1’
DtSt  ‘s’ for new editions
 ‘m’ for multiple volume sets
 ‘t’ for reprints/republications
Dates  Check date(s) to make sure they match the date(s) the item(s) were published.




A/E Column entry Action
A=Accept/Edit  Accept if present; add field or add additional information only if necessary.
E=Evaluate  A variety of actions may be appropriate; follow instructions in Comments.
S=Supply  Add as directed.
D=Delete  Delete as directed.




Field Definition A/E/S Comments
040 Cataloging    Source  E Prefer DLC/DLC records. Prefer records with no ‡b or with ‡b, if a choice must be made between records.
020 ISBN  A Accept multiple ISBNs assuming at least one matches and/or the rest of the record confirms the record   represents the item. If the record matches the item but no matching ISBN is in the record, add the ISBN  from the item.
049 Local Holdings  E Annotate for additional volumes or copies.  Adjust the ZWUU code for Reference materials (ZWUR, ZWUT, ZWUZ). See Use and Formulation of Data in the 049 field for specifics.
050/090 LC call number   E/S Accept call numbers in the 050/090 tags.   If multiple instances are in the record, accept 050 00 before 050 14 or 090.  If multiple 050 00 tags are present, check the LC catalog. If there is no 050 or 090 in the record, first check for call numbers available from the records for other editions and adapt for the date of publication.  If no numbers are available for adaptation, put the item and printout on the Catalog Librarian's problem shelf. All new monographic entries to the catalog should have a date as part of the “work mark” component of the call number.  This is usually the date of publication from the 260‡c.  For multivolume items, use the start date for the set.  For Conference proceedings however, use the date of the conference in the 11X ‡d. Do not adjust the publication date for a later printing date.
1XX Main entry  A Generally accept as is.
245 Title statement  E This is an absolute match point.  The title and subtitle should match the title page exactly.  The statement of responsibility for new records should also match the title page.  Earlier records may lack a statement of responsibility.  
246 Varying Form of Title  A Usually accept if present.  Add if not present and the addition will improve access – particularly for cover and/or spine titles that are different from the title page title or for prominent and/or distinctive subtitles.  See the OCLC Bibliographic Formats and Standards for details and coding specifics.
260 Publication, distribution, etc.  A Usually accept in the form present. 
  (imprint)   The practice of adding a printing date in ‡g is discontinued.
300 Physical description A Usually accept in the form present.  Verify against the book though and assess for record matching if significantly different.  Edit as necessary for minor changes and/or oversights.
4XX Series fields A Accept 4XX fields if they match a form of a series found on the item(s).
5XX Notes fields A Generally accept all 5XX fields, paying special attention to the fields below:
504 Bibliographical References note A Generally accept.  Verify that the presence/absence of the note accords with the presence/absence of bibliographical references in the item.  Add the pages, if lacking in the note, and bibliographical references constitute a single, continuous section.
505 Contents note A Generally accept.  Add if lacking for anthologies of less than 10 titles, do not add for more than 20 titles, and use judgment between 10 and 20 titles.  For books with chapters, use judgment when considering adding.  Consider copying from another record with the same contents if available.
541 Source of Acquisition note S Add formatted gift information as provided on any accompanying gift slip in the following format:

541 ‡a Last name, first ‡c gift ‡d  yyyy/mm/dd ‡e gift number
599 Local note S Supply as needed.  Rarely used in regular cataloging.  Individual instructions will be provided, as necessary, most likely via a “Cataloging Action” slip.
6XX Subjects and Genres E Accept all LCSH coded subject headings.  (Non‐LCSH headings will be stripped out by the Edits and Item record macros.)  Literature and sacred scriptures do not require subject headings; all other items do and should be referred to the Catalog Librarian if lacking.  Genre headings should be checked and manually deleted if they are in the form:

655 _7 [genre]. ‡2 local
7XX‐8XX Added entries A Generally accept as is.
949 Local processing information S Add using provided macros as described in the Cataloging Procedure above.