Chinese and Japanese Cataloging Workflow
Prepared by Jean Tzung
November 18, 1999
I. Copy searching
Copy search OCLC, EUREKA, MELVYL, InnoPac, NUC. Searching involves evaluation of the copy for additional searching and/or distribution. Check NUC for books published prior to 1983 when no copy is found on OCLC.
1. Exact LC Marc records.
2. Exact OCLC member contributed records with LC based call numbers and subject headings.
3. Records without subject headings and/or call numbers.
4. Variant LC and OCLC member contributed records.
5. No copies.
Print all appropriate records found and insert them in the books.
"Reference, serials, STO, and multi-volume sets books which lack appropriate copy for are sent to the appropriate original cataloger based on language. Other materials without copies are sent to be recycled."
II. In-Processing
1. Books that arrive for processing with book jackets will retain those jackets through processing. If book jackets were removed when books were sent to the In Process areas to "Recycle," the valuable bibliographic information found on many book jackets was lost, and catalogers had to take more time to track down information for bibliographic description and access.
2. Affix an I.P. number on the spine or jacket. For East Asia books, an East Asia label is to be added above the number.
3. The I.P. number and date is written on the flyleaf with a pencil just in case the book jacket strays away while the item is in the open area.
4. On InnoPac, attach an item record to its short bib record, and add the I.P. number on the call number field and scan the barcode for the barcode field.
5. Enter the processed date on the "cdate" field on its order record when the "status" field shows "a" and a receiving date is present.
6. Take books to Circulation Services to be shelved.
III. Cataloging
All cataloging is to-be processed on OCLC CJK Plus in order to work with vernacular.
A. Copy verification
1. Examine and verify that the correct copy was supplied:
a) Compare the copy carefully to the book and make sure that the name of author and title, and description match the information found in the book.
b) Check the fixed field.
2. Examine vernacular fields:
a) For records, which contain Romanized and vernacular fields, verify the appropriateness and correctness of each field.
3. Examine classification to:
a) Verify appropriateness of classification numbers.
4. Examine subject headings on existing copy to:
a) Check appropriateness of subject headings.
b) Recognize and update obsolete forms.
5. Examine other headings (personal and geographic names, corporate bodies, series, and
Uniform titles) to:
a) Verify appropriateness of choice of headings to item in hand.
b) Add additional headings to cataloging record for item in hand as appropriate according to AACR2 chapter 21.
c) Verify form of headings according to AACR2 rev.
B. Authority record verification
1. Verify personal, corporate, and geographic headings used as subjects.
2. Export authority records for name headings in the following cases:
a) The authority record contains a cross-reference or useful note-do not export authority records if there are no cross-references or useful notes.
b) The cataloger wants to add a cross reference or note to the authority record-in the case a 667 "add" note is also added to the authority record. Add 910 field with initials.
3. Whenever possible, authority records should be exported or keyed into InnoPac Before the
The corresponding bib record is exported.
C. LC MARC copy cataloging
All copy must have LC-type call numbers and subjects as appropriate. Accept call number as found on copy, except in the case where LC has supplied alternate class numbers for bibliographies or analyzed titles: For bibliographies, use the alternate subject classification number, assign a book cutter number, and add a date as appropriate. Search this call number in the shelflist to insure that it does not conflict with an already existing call number. For titles, which LC has analyzed, check UCSD's authority file to determine UCSD's treatment for the set. If UCSD classes the title separately, use the LC alternate classification number to construct a call number, then verify that the call number fits into the UCSD shelflist. If there is no UCSD authority record for the title, follow LC treatment, and create an authority record for the set title.
D. OCLC Member copy
All other types of exact copy, which contains LC-type, call numbers and subjects. For copy cataloging using OCLC member-input copy, UCSD generally accepts the classification, which is found on the copy. Call numbers are searched in the shelflist to insure that the classification is consistent with UCSD's shelflist, and to make sure that the book cutter number fits alphabetically. UCSD uses double-digit book cutter numbers and dates in all call numbers for current cataloging, and adjusts call numbers on copy as needed to fit this practice. If the call number is not valid, bounce the book to an original cataloger.
E. Enhance cataloging
Adapt LC call number from variant copy.
Reassign as appropriate or complete call number using UCSD shelflist and/or LC Classification Schedules.
When the copy lacks SH and/or CN, some physical description, and/or vernacular fields, assign a valid SH and/or CN, and lock the record and enhance as needed.
Add vernacular fields to correspondent romanized fields, if the record lacks vernacular fields.
However, a Marc copy needs to be enhanced without locking the record.
Rules: Generally, do not modernize description to reflect current rules and rule interpretations. Follow current rules when adding descriptive information.
F. New Input cataloging
Enter new records into OCLC for which variant or printed LC copy has been found.
Verifying process is same as above.
G. Original cataloging
When an exact cataloging record is not available online, prepare a new record for input into the database using AACR2, tagging data according to MARC formats, OCLC input standards. Assign call numbers using LC Classification schedules, Super LCCS, LC Subject Cataloging Manual: Classification, and LC Subject Cataloging Manual: Shelflisting. For bibliographies, prefer the subject, rather than the bibliography classification number. Use double digit book cutter numbers and dates. Search call numbers in UCSD's shelflist and adjust book cutter numbers as needed.
H. Serials cataloging
Consult CONSER Cataloging Manual and Editing Guide for serials. Please refer the procedure of DISC Section in detail.