Procedures for Copy Cataloging

Procedures for copy cataloging a book with an order record:

1. After receiving the book from the Serial Assistant, Check the title in OPAC to see what the order record number is.

2. Look through the ORDER RECORDS binder for the record and insert the slip into the book. Double check the bib record number on the slip against the bib record number in the OPAC.

3. If the book has an order record, search in RLIN by the RLIN id number under SET FUN CAT MAI command.

4. Once you found the record, check the copy to make sure it is consistent with the item in hand.

5. Copy the call number assigned to the item in the RLIN record and check it against the shelf-list in the OPAC.

6. If the number is not consistent with previous titles, or with making sure the item falls in alphabetical order, or other problems against the shelf-list, adjust the call number in RLIN first and then transfer the record into the OPAC using the PUT command.

7. Since we load RLIN records daily, hold on to the book for one day to double check the record for any mistakes the next day in the OPAC.

8. Once the book is cataloged, send it to processing.

9. Books go to the reference librarians who decide whether or not any changes to the record should be made (such as location changes, retention decisions, etc…)

10. The books then return to Cataloging with the original yellow order slips. Pull all the order slips and check them for notation changes and update the OPAC records with any changes. Pull the order forms and save them. Pull also any order forms that have a "NOTIFY PROFESSOR_______" note on them and give them to Lee who then notifies the professor named for delivery.

11. When changes are done all books go to the Technical Services assistant who gives them to students for shelving.

Procedures for copy cataloging a book without an order record:

2. Any incoming book without an order record (these include books such as GPO publications, Human Rights Watch, and gifts) first gets a title check in the OPAC to look for previous editions, Call#, and/or like titles.

3. Check the call # in the RLIN record against our OPAC to make sure the call # is not duplicated in our OPAC and that the book falls on the shelf with like subject matter.

4. Check also the call# in Cataloger's Desktop, to make sure that the call number in as correct as possible.

5. Once satisfied with the record enter in the PUT command and insert a yellow processing flag.

Follow steps 7 to 11 as mentioned above: copy cataloging a book with an order record.

Procedures for Rush Items:

Rush items that have copy, including a call no.:

1. If copy has been located, the Cataloging Assistant will catalog rush items within one day if possible.

2. Ask the Systems Librarian any questions; if he is not available, do your best.

3. Route a printout of the finished record to the Systems Librarian, and anything that needs to be fixed can be fixed later.

4. Put the book on the cart to be labeled, with a note to route to Lee or Steve to be held for the patron.

Rush items that lack copy, or lack a call no.: Route immediately to the Systems Librarian. If he is not available that day, Cataloging Assistant will process the item as follows:

1. Prepare descriptive cataloging of the item (fields 1XX-5XX, 7XX, 8XX)

2. Include a note:

590 Brief record for reserve/circulation purposes; item will be fully cataloged at a later date.

090/Call number: Either do your best to assign a call number, or key the following into the 090 field:

Temp. call no. [today's date without punctuation], e.g., Temp. call no. 071796

3. Update the opac record (key/update these fields in the opac only, not in RLIN).

4. Include a cat date in the opac record (it will get a new, proper cat date when cataloged on RLIN)

5. Attach an item record to the bib record

6. Make a printout of the record, and route it to the Cataloging Librarian

7. Note: the absence of a 998 field will prevent the item from being reported on the New Acquisitions list. When the item is cataloged properly on RLIN, code the CIN field ACQ, and it will be reported on the New Acquisitions list then.

8. Put the book on the cart to be labeled, with a note to route to Lee or Steve to be held for the patron.

If neither the Systems Librarian or Cataloging Assistant are available (i.e., out for more than a day), process as follows:

1. Do not key a marc record, use Innopac tags only.

2. Make sure the TITLE field matches the words on the item exactly; don't worry about punctuation.

3. Key in a NOTE that says: Brief record for reserve/circulation purposes; item will be fully cataloged at a later date.

4. Key in a CALL NO. that says:

Temp. call no. [today's date without punctuation], e.g., Temp. call no. 071600

5. Make a printout of the record, and route it to the Systems Librarian

6. Put the book on the cart to be labeled, with a note to route to Lee or Steve to be held for the patron.

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