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Cataloging

Page history last edited by ACPL Staff 14 years, 11 months ago

 

 

Cataloging/Adding Instructions

 


 

Use these cataloging tools:

Familiarize yourself with these by taking time to look through them regularly.


 

 

 

 

 

  • Search for a bib record-WYLD, LC, and OCLC

Search the catalog to find the proper record to attach our item to. Make sure you can match ALL of these before you use a record:

  • Author
  • Title
  • Publisher
  • Format

The ISBN is also a good tool for matching. If you cannot match by ISBN, be extra careful that you are using the right record.

 

Note that there should not be multiple records for the same item in the same format. If there are erroneous duplicates, you will need to merge them before proceeding. To see the criteria for duplicates and how to merge them, go to the Cataloging Technotes, and scroll down to __"Transferring/Merging"__.

 

If you can't find a proper record in the catalog, search LC/OCLC for a record to bring in.

 

 

  • Edit the bib record as needed

Verify our item against the MARC record in the catalog and make necessary changes to the MARC record. If a record is a brief record or has major problems with it, just overlay (replace) it with an OCLC record and then make any changes to that record that need to be made.

 

 

Check especially to make sure that you fix issues with CIP records. Technote 29 gives more information about this. Remember to check Encoding level (must not stay "8"), 263 (Delete it) and 300 (make sure it has details).

 

 

 

Always make sure that the item has the correct "GMD". See Technotes 59 and 72 for this.

 

If the item is a board book, add these tags to the MARC record if they are not already there:

  • 245; ; |h[text (board book)] – (this subfield must immediately follow subfield a)
  • 250; ; edition statement (transcribe as found on item)
  • 630; 00; Board books.

 

If the item is large print, add these tags to the MARC record if they are not already there:

  • 245; ; |h [text (large print)] – (this subfield must immediately follow subfield a)
  • 250; ; Large print ed. (transcribe as found on item)
  • 300; ; 245 p. (large print)
  • 650; -0; Large type books.

 

If the item is a CD book, add this tag to the MARC record if they are not already there:

  • 245; ; |h [sound recording (CD book)] – (this subfield must immediately follow subfield a)

 

If the item is a DVD, add this tag to the MARC record if they are not already there:

  • 245; ; |h [videorecording (DVD)] – (this subfield must immediately follow subfield a)

 

If the item is classified as LIT, add this tag to the MARC record if it is not already there:

  • 650; -0; Readers for new literates.

 

If the item is classified as SP, add this tag to the MARC record if it is not already there:

  • 650; -0; Spanish language materials.

 

These are examples of various types of MARC records (do a general search in the catalog to find items using these numbers).

  • AET-6196 = 2 books in one
  • AFN-9860 & 2004231833 = computer file (electronic resource)
  • 0793807034 = interactive multimedia
  • ABV-9018 = sheet music
  • AFM-1480 & AGA-0421 = book on CD
  • AGA-2631 = music CD
  • 1419317172 & 1419303783 & 1419366394 = book on tape

 

 

  • Add the Call No and item information

 

Determine the classification of the item (see our Classification Table for all categories).

  • If the item is fiction, determine the genre (FICTION, MYSTERY, E, E-R, etc.).
  • If the item is children's fiction big book then call no. will be E AUTHOR-NAME and in brackets write big book. e.g. E DE PAOLA, TOMIE (BIG BOOK).
  • If the item is non-fiction, determine Dewey number.
  • If the genre you think fits the item does not fit the genre given by the selector on the order card, check with the selector.
  • If the item is Spanish, use SP, SP J, SP YA etc.
  • If the item is classified as LIT, use this Dewey number: LIT 421.862

 

Author Name/Title:

Part of the call number is the author name, or the title if there is no primary author.  The author name is used in the full form, just as it appears in the 100 (or 110 for Corporate Author) field of the record.  If the title is used, then it is the full title, minus initial articles such as "A", "An", "The" etc.  If the item is classified as a biography, the subject’s full name will take the place of the author name. Some examples:

 

FICTION  KING, STEPHEN

B  ADAMS, ABIGAIL

J ROWLING, J.K. #1

YA  FICTION ALMOND, DAVID

996.9 JOESTING, EDWARD

 

If a book is longer than 28 cm. or wider than 23 cm., then the book is classified as a folio and designated with the letter “F” (children’s books are exempted from this policy). 

 

If the item is a comic book or graphic novel, it will be classified as non-fiction with the call number of COMICS AUTHOR-NAME or MANGA AUTHOR-NAME for Japanese comics.

 

ADD NUMBERING AS NEEDED:

 

If the item is part of a series, add a # at the end of the call number to designate its place in the series. (e.g., J R797HC #2 for Harry Potter and the Chamber of Secrets.)

 

If an item goes on a serial record, then the "V." for volume is used (without a space.

(e.g. J R 031 WORLD BOOK 2006 V.22 for World Book volume 22)

 

"V." for volume is never used if the item goes on an individual record, and "#" for number is never used if the item goes on a serial record.

 

See Technotes 2 and 3:

http://will.state.wy.us/wyld/technotes/note002.html

http://will.state.wy.us/wyld/technotes/note003.html

for more information on numbering format.

 

If the copy is more than six months old, place a white slip in the item and do not catalog as a new item.

 

Add item to catalog.

 

See Classification Table for item types and home locations.

 

If the book will be located in any of the following special areas of the library, type the corresponding information into the Public Note:

  • Atlas Table
  • Basement
  • Tech Services
  • Parent Shelf
  • Circ Desk
  • Ready Ref
  • Professional Collection
  • Director’s Office

 

Make sure the number of pieces in the record is correct. Enter specifics in the Public Note, for example:

  • 1 Cassette, 1 Book
  • 5 CDs
  • 1 DVD, 1 Insert

 

ADD SOMETHING ABOUT GIFT NOTES HERE.

 

 

  • Finish up by doing basic processing and checking the item out to the TS User

 

Place the barcode in the upper right corner on the back of the item. It will be either horizontal or vertical--make the choice depending on which method will cover the least information. Also put the library stamp on the cover page, add the funding pie-chart sticker, and apply the spine and title labels in their correct places before passing the book on to the processor.

 

ADD SOMETHING ABOUT PRODUCING SPINE LABELS.

 

ADD SOMETHING ABOUT AUTHOR LETTER FOR PB's.

 

Check all items you add immediately to the "New items" or "Inprocess" user. The userid (barcode) for this user is 29092004604132 .

 

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