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W.E.B.
Du Bois Library Cataloging Manual
BARCODING
CONTENTS
I. INSTRUCTIONS
FOR APPLYING BARCODE LABELS
A.
General information
B.
Materials that should NOT normally be barcoded
C.
Adding dots to barcode labels
D.
Applying barcode labels to various types of material
II. BARCODING AND
LINKING OF VARIOUS TYPES OF MATERIALS (Workflow)
A.
Newly cataloged monographs
1.
Bibliographic record on OCLC
2.
Records new to OCLC
B.
Newly cataloged serials
C.
Added copies and added volumes to existing MONOGRAPHIC titles
D.
Added copies and added volumes to existing SERIAL titles
E.
Music Materials
1.
Newly cataloged CD’s, audiotapes, videotapes, and vinyl LP’s
2.
Scores
F.
Older materials already in the collection
1.
Repairs and rebinds
a. When the volume has already been linked
b. When the volume has NOT yet been linked
2.
Phase boxes
G.
Relabels of Unlinked Volumes
I. INSTRUCTIONS FOR APPLYING BARCODE
LABELS
A. General information
During linking projects done at
Morrill and Physical Sciences, every barcode label on a volume which had
been linked had either a printed star or a manually-added dot in the upper
right-hand corner of the label. This was done so that staff could distinguish
linked from unlinked (but barcoded) volumes. Once the collections were
fully linked, all new volumes coming into those collections could be assumed
to be linked, so stars and dots on barcode labels became unnecessary.
We are now in the process of linking
materials in the Main Library, including Music materials. Many years ago,
some of the volumes in the collection were barcoded in anticipation of
future linking. In order to allow staff to know which volumes have actually
been linked and which merely have barcode labels but are not linked, we
have been adding black dots in the upper right-hand corner of each linked
barcode label. It will be many years before the entire Main Library collection
is linked, so it will be necessary to add dots to the barcode labels of
all materials going into the Main collection, unless the barcode label
has a pre-printed star or dot.
As noted above, when volumes in Morrill
and Physical Sciences were being linked, barcodes were also given dots.
This is no longer necessary (yet is permissible), but if volumes are transferred
to Main, there may be dots already on the barcode labels. If the dots are
black, they can just be left; if they are red, they should be written over
with black ink. If dots are lacking, add them.
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B. Materials that should NOT normally
be barcoded
Archives
Microforms
Periodicals for locations other
than Morrill, Phys. Sci., and Ref.
Special Collections (EXCEPTION:
Special Collections Ref. will be barcoded)
Textbooks
Uncats
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C. Adding dots to barcode labels
Dots should be black and should be written
with a ballpoint pen in the upper right-hand corner of the barcode label,
being sure not to obscure any part of the barcode. If labels are of the
laminated type, it will be necessary to break through the laminate with
the pen before the ink will reach the paper underneath. If the ink does
not reach the paper part of the label, the dot will rub off.
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D. Applying barcode labels to various
types of material
1.
Books
2.
Phase boxes and envelope binders
3.
CDs and CD ROM’s
4.
Videotapes
5.
Audiotapes
6.
Vinyl LP’s
7.
Scores
8.
Maps
Any questions concerning the proper
placement of the barcode on materials, not clearly covered below, should
be directed to a supervisor.
1. Books
a. The area designated for placement
of the barcode label on books is the upper left-hand corner of the front
cover. The barcode should be approximately 1/4 inch from the top of the
front cover and 1/4 inch from the spine, or from any crease on the front
cover that runs parallel to the spine (including a crease or ridge caused
by an extra layer of cloth, buckram, or tape over the spine). Care should
be taken to place the label straight and top side up. NOTE: Hebrew and
Arabic books are barcoded in the same physical position as books in Western
languages, even though that position is logically the back cover of books
in those languages.
b. If a title of a book is printed on
the front cover where the barcode should be placed, and the same title
is not also printed on the title page or spine (or there is no title page
or spine), the placement of the barcode then becomes 1/4 inch below the
bottom of the title, and 1/4 inch from the spine (or fold, in the case
of pamphlets) or the crease that runs parallel to it. If the author's name
is directly below the title, and it does not also appear on the title page
or spine, it is important that at least the last name remain clear of the
barcode placement. A series statement should not be covered by a barcode
unless the statement also appears on the title page, spine or another preliminary
page. Please note that the barcodes should be placed only in the upper
one-third of the book cover, next to the spine. If the top one-third of
the book's cover contains printing that appears to be essential to the
book's identification by a patron, give the book to a supervisor, who will
determine if the barcode should be placed at an alternate location.
c. If the same title, author, or series
appears on both the front cover and the title page or spine of the book
(or, in the case of series, another preliminary page), the barcode should
be placed in its most appropriate location (the upper left-hand corner)
even if it covers part of the aforementioned information. Do not cover
noticeably recessed lettering because it may cause problems when attempting
to machine-read the barcode. Prefer, though, to cover such printing if
the resulting placement of the barcode would be more than 2½ inches
below the top of the front cover, unless the raised or recessed effect
is severe. Placement of the barcode at the top 2½ inches of the
cover facilitates reading the barcode while the scanning mechanism is resting
in a stand.
d. Items that are pam bound will have
their barcodes affixed to the plastic cover 1/4 inch to the right of the
spine tape and 1/4 inch below the top of the plastic, in all cases.
e. Items that are laminated will have
their barcodes affixed on top of the laminate material.
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2. Phase boxes and envelope binders
A single barcode will be affixed
on the front cover, approximately 1/4 inch from the top and 1/4 inch from
the spine (for phase boxes) or 1/4 inch from the tape that covers the spine
(for envelope binders).
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3. CDs and CD ROM’s
Place a barcode in the lower left-hand
corner of the jewel case. See Cataloging Manual document P3 for details
and special situations.
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4. Videotapes
Place a barcode on the upper side of
the cassette (not the case), near the center of the edge that faces away
from the cassette player. Alternatively, if such placement would obscure
important information, place the barcode on the center of the edge itself
(i.e., the edge that faces away from the cassette player).
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5. Audiotapes
Place a barcode on the center of the
back side of the case.
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6. Vinyl LP’s
Place a barcode in the upper left-hand
corner of the cover, 1/4 inch to the right of the call number label and
1/4 inch below the top. Apply the directions in the document Linking,
Barcoding, and Processing of CDs and CD-ROMs analogously, if possible,
for special cases.
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7. Scores
a. Place a barcode in the upper left-hand
corner of the score itself, 1/4 inch from the top of the front cover and
1/4 inch from the spine.
b. Each of a score’s individual parts
is also barcoded. Place the barcode in the top left-hand corner if possible
without obscuring any printing. If this is not possible, then place the
barcode in the best available place that is free of any printing.
c. If a score is placed in a pocket
in its cover and not bound in, one of a double barcode will be affixed
to the upper left-hand corner of the cover and the other on the score taking
care not to cover any printing.
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8. Maps
Place a barcode in the upper left-hand
corner of the envelope containing the map(s), 1/4 inch from the side and
top edges.
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II. BARCODING AND LINKING OF VARIOUS
TYPES OF MATERIALS (Workflow)
A.
Newly cataloged monographs
1.
Bibliographic record on OCLC
2.
Records new to OCLC
B.
Newly cataloged serials
C.
Added copies and added volumes to existing MONOGRAPHIC titles
D.
Added copies and added volumes to existing SERIAL titles
E.
Music Materials
1.
Newly cataloged CD’s, audiotapes, videotapes, and vinyl LP’s
2.
Scores
F.
Older materials already in the collection
1.
Repairs and rebinds
a. When the volume has already been linked
b. When the volume has NOT yet been linked
2.
Phase boxes
G.
Relabels of Unlinked Volumes
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A. Newly cataloged monographs [Cf.
W13]
1. Bibliographic record on OCLC
Catalogers and Cataloging Assistants
create item records in Innopac with location, copy, and volume information
and forward books to a linking station in Cataloging or Information Processing,
as appropriate. Linking staff barcode books and link to the appropriate
item record.
EXCEPTION: Monographs going to the bindery
[Cf. Binding and Preservation Procedures]
Linking staff apply a piggyback barcode
to the last copy of the bindery slip (center bottom of front side) and
link the book as usual.
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2. Records new to OCLC
Catalogers and Cataloging Assistants
create an original record on OCLC and forward book to Quality Control Coordinator,
who barcodes the book and links by inserting a 949 field in the OCLC record.
EXCEPTION: Monographs new to OCLC going
to the bindery [Cf. Binding and Preservation Procedures]
Quality Control Coordinator receives
the book accompanied by filled out bindery slip with piggyback barcode,
and links the book by inserting a 949 field in the OCLC record.
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B. Newly cataloged serials
Cataloger or Cataloging Assistant catalogs
volume and forwards to Serials Cataloging Assistant who creates item record,
barcodes, and links the volume.
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C. Added copies and added volumes
to existing MONOGRAPHIC titles [Cf. Added Copies
and Added Volumes (Monographs)]
Added copies and added volumes, including
Lieferungen, are linked by the Added Copies Coordinator or the Added Volumes
Coordinator.
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D. Added copies and added volumes
to existing SERIAL titles
Serial added copies will be linked by
Information Processing staff; serial added volumes will be linked at checkin
except:
• Materials that should NOT normally
be barcoded (see I.B., above)
• Periodicals
(Morrill, Phys. Sci., and Ref.
periodicals, upon return from bindery, will be linked by Information Processing
staff. All other periodicals will not be linked.)
• Temploks and templok-like items that
are put into pam boxes
(The initial serial templok item
will be linked with open-ended enumeration data (e.g., 1- 1994- ). When
the items are removed from the templok for binding, the enumeration data
in the item record will be updated to reflect the current issues that will
be inserted into the templok.
Templok-like issues that need to be
put into pam boxes will not be linked. If necessary for circulation, they
will be linked on-the-fly.)
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E. Music Materials
1. Newly cataloged CD’s, audiotapes,
videotapes, and vinyl LP’s
a. Bibliographic record on OCLC
Music cataloger catalogs item(s), creates
item records in Innopac, and forwards item(s) to a linking station in Cataloging.
Linking staff barcode item(s) and link to the appropriate item record.
b. Records new to OCLC
Music cataloger creates an original
record on OCLC and forwards item(s) to Quality Control Coordinator, who
barcodes the item(s) and links by inserting a 949 field in the OCLC record.
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2. Scores
All scores will be forwarded
unlinked
to the score end processing shelf in Information Processing after they
have been cataloged if not needing binding, or after being cataloged and
returned from the binder if needing binding. Once they have been end processed,
they will be sent to the Linking Project for linking. Linking Staff will
link the score, set the status to ‘-’ [CHECK SHELF], and forward to the
music table for distribution.
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F. Older materials already in the
collection
1. Repairs and rebinds
a. When the volume has already been
linked:
1) Circulation will change item status
to ‘r’ [IN REPAIR] before sending the volume to the Repair Supervisor in
Information Processing.
2) After repair, the volume is sent
to checkout in Information Processing. If the existing barcode can be read,
it is left on the book and the status is changed to "CHECK SHELF". If the
barcode can no longer be read, checkout staff apply a new barcode over
the old one, change the barcode number in the item record, and change the
status to "CHECK SHELF".
3) If the volume needs to be rebound,
a piggyback barcode will be affixed to bottom center of the pink copy of
the bindery slip, which is retained in the Library, for monographs, or
to the verso of the Innopac generated bindery charge slip for serials,
the corresponding barcode number input into the item record, and the item
status set to "b" [AT BINDERY]. Upon return from the commercial bindery,
end processing staff will affix the barcode to the front cover of the volume
before sending it to checkout in Information Processing.
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page
b. When the volume has NOT yet been
linked:
1) MONOGRAPHS:
Unlinked monographs needing repair
will be sent by Circulation to the Linking Project before going to the
Preservation and Repair Supervisor in Information Processing. Linking Project
staff will link the book, set the status in the item record to "r" [IN
REPAIR], and forward the book to the Preservation and Repair Unit Supervisor.
2) SERIALS:
Unlinked serials needing repair will
be sent to the Linking Project before going to the Bindery Unit Supervisor.
Bindery Unit Supervisor will set the status of the checkin record to "TO
BIND" and the transaction date to the date the volume will go out. The
item status will be set to "b" [AT BINDERY]. The Bindery Unit Supervisor
will affix a piggyback barcode to the verso of the Innopac generated bindery
charge slip directly behind the call number, and enter the corresponding
barcode number into the item record.
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2. Phase boxes
a. If it is determined that an
item will be put inside a phase box, the volume will remain in the bindery
section in Technical Services while the box is being constructed by the
commercial binder.
b. Item record and linking procedures
for phase boxes
1) The Preservation and Repair Unit
Supervisor in Information Processing (for monographs) or the Bindery Unit
Supervisor (for serials) will set the item status to "b" [AT BINDERY] and
will insert the note PHASE BOX in tag "n" of the item record. No action
will be taken regarding the barcode in the item record.
2) When the phase box is received, Bindery
Unit staff will join the phase box with its companion volume and send it
for end processing in Information Processing. After processing, the phase
box will be sent to repair checkout. The note, PHASE BOX, will remain in
the item record. The existing barcode(s) on the volume(s) will be obliterated.
A new barcode will be placed in the upper left-hand corner of the phase
box and that barcode number will be entered in the item record. If more
than one volume has been placed in the phase box, the appropriate item
record(s) will be deleted and volume enumeration will be adjusted accordingly
in the remaining item record for the phase box.
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G. Relabels of Unlinked Volumes
1. MONOGRAPHS:
Because of the complexities of
items to be relabeled and the many sources of relabels, the Monographic
Record Corrections Coordinator, or Linking Project staff, will investigate
each volume to be relabeled and will make any corrections needed to online
records. The status in the item record will be set to "q" [IN PROCESS]
before passing the volume on for relabeling, end processing, and checkout.
2. SERIALS:
Unlinked serials will be linked by the
serials re-labeler in Information Processing, in consultation with the
Serials Cataloging Assistant in Acquisitions, if necessary, item status
set to ‘q’, and put on a shelf until physical re-labeling can be done.
I. INSTRUCTIONS
FOR APPLYING BARCODE LABELS
II. BARCODING AND
LINKING OF VARIOUS TYPES OF MATERIALS (Workflow)
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2000 University of Massachusetts, Amherst
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