fischer_2013_capstone_concordia processing guide

Pre Processing and Processing Guidebook

Fall 2013

What Is This?

This guidebook is designed for cataloguing assistants working at Concordia University. It

is written to be a cheat sheet, and is comprised of notes from 2012-2013 assistant

technical librarian Megan Fischer and from the MARC cheat sheet created by

The purpose is to make it easier for anyone to step into the job of cataloguing new books

at Concordia. This is by no means the be all end all of information regarding cataloguing.

It is tailored to Concordia’s needs. All questions can ultimately be asked of your

supervisor. The guide is broken into five sections

1. Checking and Preprocessing- the preparation of items for cataloguing

2. OCLC Copy Cataloguing- Finding the item in OCLC

3. Labeling- physical labeling of books

4. Add to Collection- Adding the items to Concordia collection through Voyager

Sections 1 can be taught and passed on to certain student workers.

Steps 3 and 4 can be done in reverse order.

Table of Contents

P.1 Checking and Processing Materials

Checking for duplicates

Preprocessing

Tips and Tricks

P.3 Copy Cataloguing

Logging On

Search Strategies

Things to Remember

Search Windows

Fields to Check

Things to Avoid

OCLC Buttons

Once You’re Satisfied

Short Cut Keys

P.13 Cutter Tale

P.14 Voyager

Procedures

For questions please feel free to contact Megan Fischer at [email protected]

A digital copy of this guidebook is available with your supervisor.

ConcordiaUniversityLibraryPre-ProcessingandProcessingGuidebook

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Checking and Preprocessing Materials

1. Checking for duplicates

a. Search both the author and the title portions of the online catalog (the title portion

is especially useful for non-print materials) for each requested item to determine

if the library already owns the item.

b. If a duplicate is indicated, write down the call number and double check in the

stacks.

i. If there is a duplicate notify the technical librarian and return the book.

Make sure that existing copy is in good condition and is up to date

ii. If there is no duplicate in the stacks check to see if the book is a

replacement order

c. If there is no duplicate in the system then place the book on the shelf to be added

to the collection.

2. Preprocessing

a. Hardback

i. Book Covers

1. Check to see if the information on the inside flaps are present in

the actual book. This is most common in children’s books. There

are two options for processing hardback covers

2. In the case of monographs covers may be discarded or mylared at

the end of the process

3. Inside flaps may also be cut off and pasted into the front and back

covers of the book

ii. Stamps

1. Books should be stamped on all three open sides as well as the

main title page (4 total stamps)

iii. Security Strip

1. Use the small one sided strips

2. Place 1/4th an inch on the end of the metal strap

3. Pull the stick through the book spine, sticky side to the bound

pages

4. Hold the spine down and quickly pull the stick out, the strip should


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stay within the book

5. Do not force the stick through, if it will not go through easily then

follow security strip procedures for paperbacks

iv. Return Dates

1. On the first page tape a return date flyer. Make sure that it is near

the middle of the page and taped along the top edge.

b. Paperback

i. Stamps

1. Books should be stamped on all three open sides as well as the

main title page (4 total stamps)

ii. Security

1.

iii. Return Dates

1. On the first page tape a return date flyer. Make sure that it is near

the middle of the page and taped along the top edge.

c. DVD

d. CD

Tips and Tricks

Pre-Processing can get people bogged down. Work with small sections of books, such as one

shelf length, at a time. It is easier in the long run to do similar books at one time (all JUV books,

all monographs, all Oversized etc). It is also possible to ask for help at the front desk. Student

workers can be trained on pre-processing and it can allow the cataloguer to work on the more

detailed processing while others work on the hands on pre-processing.


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Copy Cataloguing

Logging On

1. Double click the OCLC Connexion Icon

2. FILE > LOGON

3. Username and password pre-entered; just click OK

4. After reading welcome message, click CLOSE


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Search Strategies:

1. (Title) 3,2,2,1

2. (Author / Title) 4,4

3. After either of these, the /bks command can be added, to signify BOOKS

4. After either of these, the /yyyy command can be added, to signify YEAR

5. These commands can be combined (i.e., /bks/yyyy)

6. Example of title strategy:

a. The Wind Blows Fair Through My Long Curly Hair by Christopher Altnau

b. Would look like: win,bl,fa,t (ignore beginning article “The” and type first three

letters of wind, first two letters of blow and fair, and first letter of through.)

7. Example of author / title strategy: Using the above title and author: altn,wind

8. Example of appended commands: altn,wind/bks/2000


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9. You can also go to Cataloging > Search> WorldCat

10. You will have the option to fill out full forms for things like title, author, publisher, ISBN

etc


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Things to remember:

1. Title page supersedes the cover.

2. Don’t trust LC CIP (Library of Congress Cataloging in Publication) data; use only as last

resort.

3. If LC CIP data is present, the LCCN (Library of Congress Control Number) must also be

present.

4. When viewing initial search results, look for the “D” record.

5. The number of holdings is a good (but not infallible!) indication of the record’s

suitability for use; for example, a record held by 388 entities is probably more

appropriate than a record held by 2 entities. The reason being that the record with low

holdings might be a customized record, or might represent a special version of the record.

Conversely, a widely-used record is probably suitable for your purposes, and will require

much less editing.

6. Don’t mix and match; i.e., don’t use MARC 21 codes in a record that is pre-AACR2, and

don’t use AACR1 codes in a record that is MARC 21/AACR2.

7. Use only approved (AACR2 Appendix) abbreviations.

8. Always catalog the item in hand! The physical object takes precedent!


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Search Windows


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Fields to Check

1. 020 this is the ISBN. Make sure it is correct. There are 10-digit ISBNs, as well as 13-

digit ISBNs; most of the time, both will be present, but sometimes, only 1 is listed.

Check whatever appears in the record for accuracy.

2. 050 field; make sure that this is a valid LC call number. 1st and 2nd indicators should be

0. This means that the item exists in LC, and was assigned a call number by LC. If you

are catalouging a DVD change the call number to DVD ###. Check the existing DVDs in

the collection to find what number to start on. Example Call number: DVD 134

3. Make sure the year cutter is present!*** The cutter table is later on the guidebook

a. INCORRECT: HF5385 .L46

b. CORRECT: HF5385 .L46 2005

4. 049 field; is the local holding field. The Concordia holding field is LUTM. The M

changes depending on what you are cataloguing

a. M- Normal monographs, including oversize

b. J- Juvenile

c. F- reference

d. V- DVD

5. 090 field; This is the field for Local Call Numbers. AS PER OCLC 4th EDITION:

a. If you are transcribing LC copy, use field 050 for the LC-assigned call number

[…] Records may contain field 050 and field 090, but only if 050 is a word or

phrase (e.g., PAR, Newspaper, UNC, or NOT IN LC.) Field 090 is not retained in

the master record if field 050 contains a call number.

b. When assigning a call number and cutters, use the cutter list. Cutter to two

positions to avoid duplicate numbers.

c. ALWAYS ADD THE DATE


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6. 245 field; This is the Title Statement. Check it for accuracy; note the 1st and 2nd

indicators, for added entry information (1st) and non-filing characters in title (2nd.)

7. 260 field; This is the Publication / Distribution field. Check it for accuracy. Note the 1st

indicator, which describes the sequence of publishing statements.

8. 263 field; This is the Projected Publication Date. This field should not be present in a

record for a published item. If this field is present, it is a good indicator that the record

was based upon LC CIP data. If 263 is present, check entire record being wary for

changes in data between LC CIP data and actual publication data.

9. 300 field; This is the Physical Description field. Check it for accuracy. If this field is

blank, there is a good chance that the record was based on LC CIP data. If this happens,

check entire record, being wary for changes in data between LC CIP data and actual

publication data.

10. 504 field; This is the Bibliography Note. Check it for accuracy, and make sure

bibliography / index exist, and that pagination is correct.

11. 650 field; This is the Subject Added Entry. Check it for foreign language materials;

look at the 2nd indicator, and delete any fields that are marked 5,6,7,or 8.

12. 653 field; This is the Index Term (Uncontrolled) field. This represents index terms that

are not from a controlled thesaurus or subject heading system. Delete these fields when

you find them.

13. ### field: LUT is the code for Concodia university. You will notice there is an M at the

end. If you are adding a monograph, this is fine. When adding juvenile books change the

M to a J. When adding a DVD or Audio source change the M to a V


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Things to Avoid: Avoid using records with an encoding level of 8; this indicates that the record

is based upon LC CIP data.


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OCLC Buttons

Once You’re Satisfied:

1) Re-format

2) Validate

3) Update Holdings (Do Not click PRODUCE!) Do Not click this more than once!

4) Export (Be sure to select APPEND if asked! Do Not select overwrite!)

5) Label Print (Check for OVR requirement, and for additional materials such as CD/DVD)

(OVR = Oversized, i.e., larger than 28 cm. Do not round; 28.0 is not oversized, but 28.1

is.) NOTE! Types of Labels vary depending on the equipment and supplies at

hang. Ask your supervisor how to go about this.

6) Print Accessions List (HTML file)

7) Copy the text from the accessions list and paste it into NEWBOOKS.TXT in call number

order.


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Short Cut Keys

F1- Help

F2- Search

F5- Export

F8- Action update holdings

Enter- new line

Ctl D- deliminator


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Cutter Table

1. After Initial vowels

For the second letter: b d l-m n p r s-t u-y

Use the Number: 2 3 4 5 6 7 8 9

2. After initial letter S

For the second letter: a ch e h-I m-p t u w-z

Use the Number: 2 3 4 5 6 7 8 9

3. After initial letters Qu

For the second letter: a e i o r t y

Use the Number: 3 4 5 6 7 8 9

For initial letters Qa-Qt, use 2-29

4. After initial consonants

For the second letter: a e i o r u y


5. For expansion

For the second letter: a-d e-h i-l m-o p-s t-v w-z



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Voyager

Procedures:

1) Double click the Shortcut to Catalog icon.

2) Select cataloging location

3) Record > Import > From new file (to export.dat, after your initial record you will use the previous file option)


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4) Save to DB (Boat Icon) – Make sure to check for “OVR.” Once saved, item will have bib#.

*** ALWAYS SAVE BEFORE AND AFTER EACH CHANGE

*** When you first start a session in voyager you will be given the option to change your options. This is very important! Select from the holdings item default location menu. Select MAIN if you are doing MAIN collection items, JUV collection items etc. You will have to restart voyager each time you want to change the type of books you are adding to the collection


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5) New Holdings > Save to DB – Once saved, item will have holding#, tied to bib#. New holdings button looks like the books with the arrow next to them and says “New Holdgs”

6) Click the new Item icon, looks like a stack of books and says “New Items” under it

7) Click on barcode field.

8) Put barcode sticker on inside cover, center top. Avoid overlaying maps or other printed

a. images if possible.


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9) Scan Book > Save to DB

10) New Items > Enter Price > Click Pie Chart Icon > Pick Subjects (i.e., reference, sports,

a. etc.)

11) Save> close all windows and start processes for next book

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