Prepared by Caroline Kidman
March 16, 2000
Revised by Berenice Renteria
February 4, 2005
1. Newly acquired books come mainly from two sources: Acquisitions and Copy Cataloging & Searching Unit (a.k.a. CCSU).
a) If the book comes from Acquisitions there are two inserts in the book: the "New Book" slip and the "Added Copy" slip.
b) If the book comes from CCSU, it will usually just have the "New Book" slip.
2. Call up the record on MilCat by the title on the title page and then go into the item record:
a) If there are several items listed, then go to Step 3. (Note: There shouldbe another book online either from the same or a different branch)
b) If you find only one copy (the one in hand) online, check to see whether the book is an added edition or replacement. If it is neither, give to Roz in CCSU for cataloging.
c) If there is no online record that matches the title page, then try to call up the record by the barcode.
I)If a summary screen or item record appears online, check to see whether the book matches the record.
II) If there isn't any online record, the book may not be an added copy. Look up the title on OCLC. If a matching record is found, export it and create a new bib and item record. If there is no matching record on OCLC or MilCat, or if the record on OCLC does not have a Call #, bounce the book to Marilu in OCU.
3. Go into the order record. (If there isn't an order record, check the 910 field of the bib record to see if it's a standing order or gift, and the existing item records to see if it's a replacement copy provided by the patron. If it is one of these, proceed to Step 4).
In the order record, check four different places:
a) Received date (RDATE) - If there is no RDATE, bounce the book back to Jessica in Acquisitions.
b) Location (LOC) - Make sure the LOC online matches the stamp on the book and/or the location written on the "New Book" slip. When Cataloging something for Reserves, make sure to change the location to the place where it will go after it is off reserves (i.e. S&E reserves location should say S&E stacks). Also change the Item Type to 0.c) Notes - There may not be any notes in the order record, but always check for them because there may be important instructions/information.
NOTE: Any questions or concerns about order records? Talk to Jessica in Acquisitions. (See also Acquisitions' Added Copies procedures).
4. Choose Edit to go into the bibliographic record. Check the following categories online.
a) CAT DATE - Make sure that there is a cat date. If not: for added edition, search OCLC for the record that matches the book in hand and export it using the macro (see Exporting procedures below). If book doesn't match any copies online nor on OCLC, bounce to Roz in CCSU for cataloging.
b) BRANCH - See if branch listed online matches book. If branch is multi, check to see the branches listed match those of the summary items.
c) RCTL CD - Book is okay if it has a "-". If book has a "d" you must generate a new record (see separate instructions).
d) COUNTRY - Check to see if country code online matches the country of publication given in book.
e) 010-LC (Library of Congress #) - Check to see it matches the number on the verso of the title page of book.
f) 020-ISBN - Sometimes not found in old books. Usually found either on t.p. verso or back cover. If not listed in bib record, and everything else matches, the ISBN can be added:
To add ISBN: in the bib, hit enter, type 020 and tab over to where you want to start typing and then type in the ISBN number (without any spaces or dashes)
g) 050,090,099-CALL # - 050 = LC call number, 090 and 099 = local call numbers.
NOTE: the following fields (100-490) are the ones which must match in the book and online record:
i) 100 - AUTHOR
j) 240 - UNIFORM TITLE (optional field)
k) 245- TITLE
l) 250 - EDITION (optional)
m) 260 - PUBLISHER, PLACE OF PUBLICATION, AND DATE OF PUBLICATION
n) 263 - Special note (Check extra carefully if bib contains this field)
o) 300 - PHYSICAL DESCRIPTION (ie. number of pages, size of book, and CD information)
p) 440 or 490+830 - SERIES
NOTE: All bib records (except those for works of fiction or serial analytics), should contain subject headings in the 6XX fields. If it doesn't, search OCLC for a better/updated record and export and overlay it.
5. If everything matches and is okay, go back to the item summary screen. Identify the item record which matches your book and go into it. Check that the following are correct:
a) COPY #
b) LOCATION CODE
c) I-TYPE = 0
d) STATUS = i
e) CALL # - If none, hit enter, type "c" for call #, 090 (or 050) and copy and paste from the other item)
f) BARCODE - If none, add by hitting "b", and then scanning in the barcode
6. Add your autostats to the item record using a macro (added copies are coded AC).
Example: CATMAR00;cr;1;AC
7. Make sure that when you exit the record, you first save the changes you have made by choosing YES when prompted to save the changes.
Books Accompanied by CD's
If you are cataloging a book with a CD-ROM perform the same checking procedures noted above, but take special note of the following:
a) The note in the 300 field should specify that a CD accompanies the book (e.g. |e1 CD-ROM). If not, this might be a different edition.
b) Check that there is an item record for the CD. If there is no item record for the CD, create one by copying the item record for the book (go into that item record and Choose Edit -- Copy Record).
c) The location code should be the Circ Desk or Ref. Desk of the branch the book is going to (e.g. S&E CDs will go to S&E Circ Desk = "ec"; Biomed CDs go to BML Reserves = "brp". All MCL CDs go along with the book = "mkm").
d) The I Type should be 51. Make the Status = i. Double check, or add the call #, and hit enter to add a new field: Type "v" for volume, "945", Tab, & "|uDisc"
e) Take the CD out of the packaging and place it in a CD case (CD cases are located in the EV area). Attach a barcode to the outside of the CD case and throw the other one away. Enter the barcode into the item record by hitting enter, "b", Tab, and scanning it in.
BML and MCL Special Procedures
In addition to the procedures above:
a) Check the location code in the existing and the added copy item records. If both locations are BML, proceed to the next step. If locations differ, and the your book matches the bib record, make sure the branch in the bib record is "multi". (To convert it to multi double click on the branch and in the pop up box choose "Add a Branch." Type in the branch code (e.g. "bml") and hit enter.
b) Check that the bib record has an National Library of Medicine (NLM) call #. These start with 060 or 096. check that the Call # in the item record is one of these, and if not, copy it from the bib. The bib record should also have medical subject headings (MeSH), which means that at least one subject heading has a second indicator of 2 (e.g.: 650 _2 Blood-vessels)
c) If the bib did not have a NLM # or MeSH, search OCLC for a copy that does. (It might be the same one, but updated) If so, go ahead and add the information to the bib record on hand, or overlay it. If no call # or subject headings were found, bounce the item to Paul with a note: Needs NLM class # and MeSH.
Replacements are handled in the same way as newly acquired added copies, paying particular attention to the following points:
1. Replacements will have order type "y".
2. If there is a discrepancy between what is online and the book (especially in the 260 or 300 fields), then go into OCLC and look for a more accurate record. Book may be an added edition.
3. Check to see if there is another item record from the same branch that has a status of either missing, lost, billed or paid.
a) If it does, go into the item record that matches the barcode, location and call number of the book in hand. Make sure the copy # is right. There should not be a duplication of copy # at the same branch unless the book being replaced is physically in your hand and is being withdrawn. In that case you may re-use it's copy number after you have withdrawn it. Otherwise, assign the replacement copy the next available number for that branch.
b) If there isn't another item that looks like it needs to be replaced (because every other item has status "-" (for available), check in the stacks to verify that those books are really all available, then treat the book as a regular added copy.
c) If there isn't an item record other than the book in hand, the replaced copy may have already been withdrawn and the book is still an added copy. (You may check again to see if it is, in fact, an added edition).
4. Add a note to the item record. Hit enter, type "x" (for note), Tab and type "repl.". If there are more than two copies for the same branch, type "repl. for copy [#]", filling in the appropriate copy #.
5. Add your autostatsas explained in 6 above.
An added edition is a book with the same title but a different edition #, publisher or publication date.
1. Go through the same checking procedures as for a regular added copy. If there is already a matching bib record on MilCat and there are no other item records online except for the one in hand, check to make sure everything in the bib record matches the book.
2. If Bib record has no cat date, search OCLC for a record that matches the book in hand and overlay original bib record. (see Exporting from OCLC and Overlaying a Record below)
3. Go into the item record and check the same categories as you would for a regular added copy. Add a note: AD ED
4. Add your autostatsto the item record. Added editions are coded: COP.
Example: CATJUN00;ms;1;COP
An added edition replacement replaces another book with the same title but with a different edition, publisher or publication date. Do the same checking as for any other added copy/ed. But take note of the following:
1. Make sure that what you have is, in fact, a different edition of the same title.
2. The note in the item record should say: "AD ED/REPL".
3. Use the COP autostatfor ad ed replacements.
This is done when there are no matching records already on MilCat, and a matching record is found on OCLC.
1. Look up the title on OCLC by typing "sca ti [title of book]"
2. Check all bib record fields to make sure they match the book. If a match is found, go back into MilCatand double check that the OCLC # is not already there (type "o[OCLC#]".
3. If it isn't, export the record: Modify the OCLC record using the appropriate macro (be careful to select the correct item location, etc.). Then type "u;xpo" in the home position of the screen and hit F11.
4. Check in MilCatto make sure the record exported successfully.
Overlaying is done if the bib record online in MilCat is not the right one for the item records attached to it. The correct record must be found on OCLC and exported to replace the incorrect MilCat bib record.
1. Pull from the stacks all the books attached to the bib and make sure that they are all copies of the same book/edition and do not match the record online.
2. Write down the bib number and original cat date of the record you wish to replace.
3. Find the correct matching record on OCLC.
4. Export it using the appropriate macro. When prompted, type in the bib record # of the record you want to overlay. Type "u;xpo" in the home position and hit F11 to export.
5. Go back into MilCatand make sure the bib and item records are all okay.
Do any Rush, Reference, Reserves or Notify books first. There is a special in-tray for these which should be checked before doing any other work.
Other books should be handled in this order:
1. Medical cluster (BML, MCL)
2. Science cluster (CMRR, S&E, SIO)
3. SSH cluster (CUL, AAL, MUS, IRPS)
NOTE: When cataloging multiple volumes, put your stats note in only the first item record; this holds true for items accompanied by CDs.