R. Arvid Nelsen
March 28, 2005 

BACK TO MSCL TECHNICAL SERVICES POLICIES AND PROCEDURES SUPPLEMENT  

The Mandeville Special Collections Library (MSCL) began recording cataloging statistics manually and in MS Excel in July 2004.  MSCL began this practice because statstics for the 2003-2004 fiscal year were not available through the autostats system, established and maintained by the Cataloging Department. Additionally, it was known that the autostats system would be undergoing significant changes.  It was determined that MSCL would investigate the updated autostats system when it was ready, but that we would continue to track statistics in-house until it was determined that the autostats system accurately reflected the work being done.  OCLC Passport macros currently used by MSCL in original and copy cataloging would continue to be used, because they input many important notes, name and subject headings, although the item record notes containing autostats codes would probably be outdated.  If MSCL ever determines it important or necessary to update these notes to reflect current autostats coding, it can do so through review files and global updates.

In March 2005 MSCL reviewed cataloging levels and processes and matched them up with current autostats codes.  This document contains descriptions of the levels of cataloging performed by MSCL staff and the related autostats codes to be used, as well as information about applying codes in MSCL records.  For information regarding basic construction of autostats notes, a complete list of codes use by the Cataloging Department and other information, MSCL staff ought to refer to Automated Statistics Procedure in the Cataloging Department manual.

1. Procedures for Adding Autostats Item Notes.
2. MSCL Cataloging Levels and Related Autostats Codes.
3. Alphabetical List of MSCL Catalogers by Surname.
4. Alphabetical List of MSCL Catalogers by Initials.

1. PROCEDURES FOR ADDING AUTOSTATS ITEM NOTES
 

How to Create an Autostats Note

Most autostats notes for MSCL records are added by the OCLC Passport and Connexion macros prior to export into the local catalog.  Updates to macros are completed periodically by the Coordinator of Technical Services and sent via e-mail to all current MSCL cataloging staff with instructions on saving and overlaying the file in the correct directory.

Adding a Second Autostats Note

Three cataloging levels require two autostats notes: Complex Copy, CONSER Enhance and Serial Enhance.  Current OCLC Passport macros are not able to input two autostats notes.  Efforts to add this functionality are being made only for OCLC Connexion macros.  Catalogers currently using OCLC Passport should run the macro as usual and select "Copy" to add the first autostats note.  In order to add the second note, catalogers should either: 1) manually add an additional 949 field in in the OCLC record prior to export, 2) manually add a second note field in the item record after export, 3) set up a Millennium macro to add the necessary macro in Millennium after export (see below).

Two cataloging tasks are only performed in Millennium and therefore require autostats codes to be input directly in the item record: Corrections and Added Copy.  In order to add the note, catalogers should either: 1) manually add a second note field in the item record after export or 2) set up a Millennium macro to add the necessary macro in Millennium after export (see below).

To properly create the autostats note, please refer to the Automated Statistics Procedures in the Cataloging Department manual.

Setting Up Millennium Macros

The following macros are based on macros written by members of the Cataloging Department.  Millennium macros are assigned to function keys and are written or copied into fields assigned to specific function keys.  To access these fields go to the "Admin" menu, select "Settings" and select the "Macros" tab.

Complex Copy Autostat Macro (ALL Catalogers)
Copy the text-string below and paste into an available field in the Millennium Macros dialog box.  Replace current month in mmm, last two digits of the current year in yy, and cataloger's initials in xxx. Execute macro when item record is displayed.

%CTRL+s%%PGDW%%PGDW%%ENTER%x%TAB%msclmmmyy;xxx;1;sa

CONSER Enhance Autostat Macro (Serials Catalogers)
Copy the text-string below and paste into an available field in the Millennium Macros dialog box.  Replace current month in mmm and cataloger's initials in xxx. Execute macro when item record is displayed.

%CTRL+s%%PGDW%%PGDW%%ENTER%x%TAB%msclmmmyy;xxx;1;ceh

Serial Enhance Autostat Macro (Serials Catalogers)
Copy the text-string below and paste into an available field in the Millennium Macros dialog box.  Replace current month in mmm and cataloger's initials in xxx. Execute macro when item record is displayed.

%CTRL+s%%PGDW%%PGDW%%ENTER%x%TAB%msclmmmyy;xxx;1;she

Corrections Autostat Macro (ALL Catalogers)
Copy the text-string below and paste into an available space in the Millennium Macros dialog box.  Replace current month in mmm and cataloger's initials in xxx. Execute macro when item record is displayed.

%CTRL+s%%PGDW%%PGDW%%ENTER%x%TAB%msclmmmyy;xxx;1;corr

Added Copy Autostat Macro (ALL Catalogers)
Copy the text-string below and paste into an available space in the Millennium Macros dialog box.  Replace current month in mmm and cataloger's initials in xxx. Execute macro when item record is displayed.

%CTRL+s%%PGDW%%PGDW%%ENTER%x%TAB%msclmmmyy;xxx;1;av

2. MSCL CATALOGING LEVELS AND RELATED AUTOSTATS CODES
 
   

Type of Cataloging	Description	Applicable Formats	Autostats Code(s)
Original I-Level	Cataloging from scratch, with no precedent copy (i.e. – no MFT).	ALL	IN
Original I-Level with Precedent	Original records input to OCLC but based on precedent copy (i.e. – MFT).	ALL	IP
Original K-Level	All original inputs of K level records.	Potenially ALL Commonly only Archives	K
Copy	Copy found; no or minimal changes or corrections are made to the record before export; changes ARE NOT made to the master record.	ALL	COP
Complex copy	Copy found; significant descriptive, subject, or classification work is performed; changes ARE NOT made to the master record.	ALL	COP SA
Enhance	Copy found; record is locked and replaced, significant descriptive, subject, or classification work is performed; changes ARE made to the master record.	ALL but serials	ENH
CONSER Enhance	Enhancement of authenticated CONSER records (042 present).	Serials	COP CEH
Serial Enhance	Enhancement of unauthenticated serial records (no 042 present).	Serials	COP SHE
Recataloging	Recataloging records already present in local catalog by editing in OCLC and overlaying records local records; changes ARE NOT made to the master record.	ALL	REC
Corrections	Correcting records already present in local catalog by editing directly in Millennium.	ALL	CORR
Added Copy	A new item record for another copy is added to an existing local record with no further changes made to the record.	ALL	AV

 
 

3. ALPHABETICAL LIST OF MSCL CATALOGERS BY SURNAME
 

NOTE: This list contains the names and initials of all catalogers who have ever coded autostats.   When assigning new cataloger's initials, avoid using initials that have previously been used.
 
 

Name	Initials	Current or Former Employee
Bray, Joseph	jjb	Former
Dooley, Jackie	jmd	Former
Marsh, Daved	dam	Current
Nelsen, R. Arvid	ran	Former
Westbrook, Brad	bdw	Former
Wisniewski, Chris		Former
Zroka, Ryan	rez	Former

 
 

4.  ALPHABETICAL LIST OF MSCL CATALOGERS BY INITIALS
 
 

Initials	Name	Current or Former Employee
bdw	Westbrook, Brad	Former
dam	Marsh, Daved	Current
jjb	Bray, Joseph	Former
jmd	Dooley, Jackie	Former
ran	Nelsen, R. Arvid	Former
rez	Zroka, Ryan	Former

FINAL NOTE:

The accuracy of autostats coding is absolutely necessary to create an accurate count for each individual as well as for the deparmental reports.  If you believe that an error has occurred with your autostats, please report it to Shirley Higgins and/or your Section Head as soon as possible.  Simply correcting autostats coding in the item record will not change the counts once the monthly Boolean search for autostats has been performed--so please report errors or problems rather than try to correct them yourself.  Most errors may be corrected or compensated for if they are reported.