General Comments and Procedures

General Comments and Procedures
  1. Acquisitions is responsible for recording the Fund information in items where this is possible.

  2. Acquisitions should pull any licenses and route them to the Acquisitions/Periodical Librarian. If they fail to do so, note the call number of the resource on the license and route it to the Acquisitions/Periodical Librarian.

  3. In general, tag 040 with DLC or tag 042 with pcc records are of very high quality and require minimal review. Non-DLC records require closer review, with non-I level records requiring the most. ZWU records should be of high quality, but please check anyway.

  4. If there is any problem with a Rush handling resource, put it on the Catalog Librarian's main problem shelf.

Cataloging at OCLC Procedure

  1. In general follow these guidelines for all materials. See the specific guidelines for different formats per the navigation menu. If a format is not covered by a specific guideline, adapt these guidelines as needed. Use the OCLC Bibliographic Formats and Standards Guide as needed, or refer the resource to the Catalog Librarian.

  2. For Books with additional media materials, use the Books with Software guidelines with necessary adjustments from the guidelines for the specific medium. nbsp;For mixed optical media items, treat all the discs as if they were the primary format with respect to the 049 and labelling.

  3. Add 006 and 007 fields when appropriate and per Schaffer Library guidelines. Use Schaffer Library's 006/007 Editing Guide or as necessary.

  4. Make sure there is a call number appropriate to the collection in which the resource will reside. This typically will be an LC style call number, but be aware of some collections which are classed per a local scheme (musical recordings, the Union Collection) or are classed in Dewey. See instructions under the specific guidelines.

  5. Verify that the bibliographic description matches the item in hand, paying especial attention to the title (tag 245), edition (tag 250), and publication data (tag 260). Also check the physical description (tag 300). If the differences lead you to believe the record does not match the resource, search for a better record. If the differences are minor or due to local policies, edit the record as needed. Differences that appear to be typos or coding errors should have a printout made and routed to the Catalog Librarian. The resource may continue in the workflow.

  6. If the date of manufacture, printing, etc. differs from the publication date, then record it in subfield g (�g) of tag 260. Adjust the date in the call number and the dates in the fixed field as needed.

  7. Make sure that there is adequate subject access to the resource. All resources should have at least one subject heading field, with the following exceptions: Sacred Scriptures and works of Literature. If subject headings are present on a record for such exceptions, keep them.

  8. Resolve any URLs to online resources per the following guidelines:

    Link Content Action
    Supplements or reproduces the main resource Follow Multiple formats instructions. Route printout to Electronic Media Librarian
    Describes the main resource -- table of contents, publisher description, reviews, etc. Keep the URL, but don't add 006, 530, 538, etc.
    Advertising or purchasing Delete the URL
    Uncertainty about content Route resource and printout to Electronic Media Librarian
  9. Check that the fixed field that it reflects the description and any edits you have made.

  10. Apply the [Alt][B] macro and edit it as appropriate to set the Bib Location.

  11. Apply the appropriate item record macro to the call number line to generate the item record data. Make edits as needed. Remember that some media items are 'stand alone' and have a shelf location for the media collection and other media items are 'supporting' and have a shelf location for the main item and an enumeration designation for the medium.

  12. Repeat this as needed and edit as needed to create item records for additional associated items -- extra volumes, supplemental media, supplemental guides, etc.

  13. Validate and export the record.

  14. Note the item record number on the item or a Linking Action slip as appropriate. Note any special processing requirements on the Linking Action slip (maps in pockets, PAL labels, etc.)

  15. Close the dialogue box and update/produce on the record.