Searching and Cataloging New Books, Collections and Technical Services - The University Libraries

Searching and Cataloging New Books

Search first for the order record in DRA

Take a book from New Books truck. Identify a matching OCLC record according to learned procedures. (Note: Any Slavic books in Cyrillic should already have their title page information transliterated. If not, give to Kathy Shore.) If there is a Special Collections flag in the book, or there is an order card with EMM or SPEC COLL as source of order (and “stacks” has not been pencilled next to it), show the book to Paul (or leave on Paul's desk). These books should never be on a new books truck, but they do slip through occasionally.
If there is no OCLC record, insert a white processing slip, mark the top of it: -OCLC. Initial and date the slip. Add a colored slip of paper according to subject area. Place book on edit shelves, distributing to cataloging teams according to color of slip. The colors of slips include:

cherry

BSM

white

BC

yellow

PH

green

LL

blue

MJC

Any books containing gold, pink, or blue processing slips should be given to the Processing Supervisor for distribution to cataloger.
If there is a matching OCLC record (or records), determine whether it is based on LC cataloging and whether it can be used as is. Examine the following elements in the record -- Fixed Field Source, 010, 040, and call number fields.
1. If Fixed Field Source is blank, there is an 010 field, 040 Øa and Øc are both DLC, and there is an 050 field, proceed to Step 4.
2. If 040 $a contains any value other than DLC, print and save record, insert a processing slip, write save number on printout, insert in book, insert colored cataloger's slip, mark the processing slip “090”, date and initial slip, and place book on 1st search edit shelf.
If the record is DLC cataloging (050), check for the following:
1. Is there a volume designation in the 050 indicating a classed together series? If so, search the online catalog for the series authority record. If there is an authority record and it indicates the series is classed together (050 or 090 is present), verify that it matches what is in the OCLC record. Then check one or more of the bib records to make certain we do, in fact, use the classed together approach. If you detect inconsistencies, print and save OCLC record for book. Add processing slip, mark it “call #?”, initial and date, add cataloger's colored slip. Put slip and printout in book and place book on 1st search edit shelf. If the authority and bib records indicates we DO use the classed together call numbers, proceed with editing according to the guidelines in the authority record.
2. Is the call number between Z1201 and Z8999 or PZ1 and PZ4? If so, print the OCLC record for the book. Save; record save number on printout. Add processing and cataloger's slips, mark the processing slip “call #?”, initial and date. Save; record save number; put slip and printout in book and place book on 1st search edit shelf.
3. Is Fixed Field Enc Lvl 5, 7, 8 or I? If so, put book on the 1st search edit shelf.
4. Be on the alert for books with DLC cataloging which lack subject headings. If your book is not a literary work (always in the P classes), and has no 6XX fields, put it on the edit shelf.
5. Is the book part of a new set (indicated by the abbreviation “v.” in 300 Øa)? If it is apparent that the set is complete in the number of volumes you have, you may proceed. Otherwise, check J+ for a bib record. If there is no record, assume the set is new. Mark the processing slip “New Set.” Print and save the OCLC record. Put processing slip, cataloger's slip, and printout in book and place book on 1st search edit shelf. If set is already in J+, add processing slip, mark it “added vol.” and give to Kathy Shore.
6. Is the book part of a series (440 or 830 in OCLC record)? Determine whether the series has been established previously in J+ and whether there is an authority record for it. Search J+ for the title of the series as shown in the 440 or 830 adding a vertical bar (|) as the final element.
7. Is there a 490 0 field (non-indexed series) in the record?
8. If the record is a serial (“Bib lvl” is “s” in fixed field), print out record. Mark the processing slip “Serial”, initial and date. Put slip and printout in book and give to Mary Jane Conger.
SUMMARY OF BOOKS GOING ON EDIT SHELVES:
- No OCLC record
- Non-DLC cataloging (090)
- Alternate call # (not in auth)
- Z1201-Z8999 call numbers
- PZ1-PZ4 call numbers
- DLC records with FF ENC lvl 5, 7, 8 or I
- New sets (not in J+)
- New series (not in J+)
- Series conflicts
- DLC/DLC without call #
If none of the above pertain, there should be no problem in cataloging the book(s). Check each field in the record to the information in the book, being sure that what is on the record agrees exactly with what is in the book. If there is a question, consult your supervisor. 5XX, 6XX, and 7XX fields are generally accepted as is and need not be questioned unless there is an obvious error.
Some things to watch for:
1. 041 1 -- Be sure language codes are separated by a Øh if the work is a translation.
2. Size - Oversize books carry special designations: “ff” for books 31 cm. through 45 cm. “f” for books 46 cm. and over Reference books do not carry oversize designations. Consult chart of locations at terminal to see code to be used in 049 field. Occasionally, a book will be designated “f” because of its weight, and the processing slip will be marked “f” (weight). NOTE: For books that are both oversize (“ff”) and heavy, the weight designation will override the oversize.
3. Location -- if not for stacks, there will be an indication of a different location on the printout, or a processing slip will already be present with location instructions. Consult chart of locations for proper codes for 049.
4. 590 -- If book is not going to regular stacks or Current Lit collection, add 590 field containing barcode(s) and any volume or copy information in cases of multiple volumes or copies.
5. If book is not to be sent through the standard processing queue, this is indicated by adding a 910 field. The following are some of the codes:
  1. nbrs (books for Reserves, usually rushed)
  2. nbrq (books requested and rushed)
  3. nbp (books sent to in-house bindery)
  4. nbbd (books sent to commercial bindery)
  5. nbn (books for patron notification)
  6. nb (often used alone for all of the above)
  7. repl (used for ordering a new shelflist card [non-stack locations only] when error was made and detected after producing records, and a new shelflist card is ordered the same day) NOTE: Initials of the cataloger should always be added to any “nb” notation in the 910.
After checking all fields carefully and having added the 590 field (if required), reformat and leave record on screen while you mark the book and processing slip.
1. Marking book: Write call number in upper right corner of title page, at least 1/2 inch from edges. It may be placed elsewhere on the title page if space is limited. A white pencil, located in a box at each terminal, may be used to write on black or dark pages. It is very important that the call number be ACCURATE and CLEAR. Use the following forms for upper case letters: I, J, O, U. Use the script to distinguish the letter “el” from the numeral one. Make careful distinction between the letter S and the numeral 5, the letter Z and the numeral 2, the letter b and the numeral 6. Be sure to distinguish between upper case and lower case letters (e.g. suppl., Index). If the third line of the call number extends beyond eight digits, place the part which makes up the second cutter on the next line. Do not begin the third line of the call number(cutter number) with a decimal.
2. Adding and marking processing slip: Write the call number at the top of the processing slip. If multiple volumes or copies are being cataloged, enumerate the volumes or copies. Separate the designations with horizontal lines.
  1. 43
  2. S27
  3. 1991
  4. v.1
  5. v.2
  6. v.3
  If a set is very extensive so that numbers will not fit on the processing slip, consult Processing Supervisor. Initial and date the processing slip at the bottom. If appropriate, make a check mark on other lines. For example, if the book is a BUO, make sure that both the "Building Use Only" line and the BUO box at the top of the slip are checked. If any line in the PROCESSING AREA block of the slip is checked, pencil an asterisk at the top of the processing slip. Leave the processing slip in the book close behind the title page with call number showing. When multiple copies or volumes are involved, the slip should be placed in first copy or volume.
3. If book jacket or slipcase is present: Book jackets are usually removed when books are cataloged unless jacket is particularly attractive or subject is timely. Write classification letters (e.g. HF, R, etc.) inside the spine area of jackets to be kept. Put these in one of the boxes on the bottom shelf to the left of the edit shelves. They will be kept by the Display Committee for possible use in exhibits. If a book is going to Current Literature, or if it is a juvenile book with a "P" call number (designated by a star [*] at the top of the processing slip) whose jacket art is not replicated on the covers, or a juvenile book going to Closed Stacks (whatever the call number or jacket art), leave the jacket with the book. Other book jackets are sorted by catalogers as books are cataloged -- glossy ones discarded, non- glossy ones recycled. Slipcases (boxes) are simply removed from books and placed on the same shelf as the book jackets unless the slipcase has been barcoded. In that event, leave it on the book.
Do a final quick revision, seeing that call numbers agree in three places: title page, 050 in bib record, and processing slip.
Complete the cataloging process.
1. Search J+ by title to retrieve the bib record to be overlaid. It may be a DLC/DLC full MARC record or a locally created brief bib (title in upper case). There will be a letter “O” in the fixed field; there will be no holdings.
2. Enter import command (“t”) in NETCAT. Respond “y” to overlay query. Enter LTA number for first transaction of your session
3. Update and export the record by pressing Function Key (ALT/F12 for stack books, SHIFT/F12 for others). Record will be updated in OCLC and exported to JACLIN+.
4. Save the record to local system database:
  1. Press the F10 function key. This sends the “cursor” to the “>>” prompt.
  2. Type “s” and press.
5. Save the record (ALT/F11) on OCLC. Write the alphanumeric J+ system control number (e.g. AAA-4444) at the top of the processing slip. Write the OCLC save number (e.g. /5678) below it. Put the processing slip in the book with call number showing. Remove any other papers except gift slips or order cards.
6. Place book(s) at appropriate location for item creation in JACLIN+, labelling, and further processing:
  1. Circulating books to “Cataloging Complete” truck near OCLC/J+ terminals.
  2. All others (e.g. BUO, Reference) to appropriately labelled “Special Materials”" shelves.
Record statistics.

The University Libraries

Searching and Cataloging New Books

Search first for the order record in DRA

SUMMARY OF BOOKS GOING ON EDIT SHELVES: