Contents
Search
W.E.B.
Du Bois Library Cataloging Manual
WORKFLOW FOR CATALOGING
MONOGRAPHS ON INNOPAC
CONTENTS
I. Acquisitions
A. Approvals
B. Firm orders
C. Standing orders (cat seps, ser anals, contin anals)
D. Books from holding shelves
E. MARC run
II. Cataloger or Cataloging Assistant
III. Linking Station
IV. Post-cataloging
V. Special cases
A. Records New to OCLC
B. Rush Books
VI. Record manipulation
All material is received, processed, and sent for cataloging as before, EXCEPT that no OCLC print-outs are made, except for related copy, and no OCLC records are saved. Daily, lists are created to rapid update "DLC/DLC" or "CIP" into an internal note field in order records of books with Library of Congress cataloging copy (DLC in |c or |d in the 040 field), which will print on packing slips.
A. ApprovalsTop of page1. Upon receipt, search for and download best OCLC record, with order record, or key brief record in Innopac with order record if no OCLC record found. Set status as "Under consideration." Books go to approval shelves for approximately 2 weeks.Top of page2. For approved books, enter invoice information into order record and print packing slips. For rejected books, return volumes and cancel orders.
3. Match packing slip to book. Search books with CIP copy again. If the record now has full cataloging, download the record, ensuring proper overlay of the CIP record in Innopac. Send books with full DLC/DLC cataloging copy to Information Processing as soon as a truck is full or the weekly shipment completed. Send books with CIP copy to Information Processing in a separate group, which will be re-searched and cataloged within four weeks. Sequence remaining books for the MARC run and send to the holding shelves.
B. Firm orders
1. Pre-order cycleUpon ordering, search and download best OCLC record, or key in brief record in Innopac. An order record is attached subsequently, with status "on order." Packing slips are printed and sent to vendor.
2. Search on receipt cycle
Upon receipt, search books with CIP copy again. If the record now has full cataloging, download the record, ensuring proper overlay of the CIP recording Innopac. Send books with DLC/DLC cataloging to Information Processing for cataloging. Send books with CIP copy to Information Processing in a separate group. Sequence remaining books for the MARC run and send to the holding shelves.
C. Standing orders (cat seps, ser anals, contin anals)Check-in the book in the Serials Section, and send to the Monographic Section. Search for and download the best OCLC record or key a brief record in Innopac if none is found. Send books with full DLC and CIP copy to Information Processing, in separate groups, for cataloging. Sequence remaining books for the MARC run and send to the holding shelves.
D. Books from holding shelves
Search all volumes again on OCLC. Download the record, taking measures to insure proper overlay. If a different OCLC record than the one indicated on the packing slip is downloaded, cross out the OCLC no. on the packing slip. If appropriate, print out up to three related records, including and DLC edition. Send books with full DLC and CIP cataloging to Information Processing in separate groups. Send reaming books to Information Processing or the Cataloging Dept., according to weekly request and the distribution guidelines. The department to which the book is sent, and the date, is entered in a note in the order record (Information Processing = IP, Cataloging Dept. = OC).
Before sending to be cataloged, at an OCLC workstation with an interface, with books and edit sheet in hand:
1. Call up OCLC record by 010 field and overlay Innopac record on III order record no.2. Check title on logging printer printout to be sure proper overlay occurred.
II. Cataloger or Cataloging Assistant
At the beginning of each day, set the current day's date and initials in a function key.
A. Retrieve Innopac record by order no. If the Innopac record is for a different edition, or otherwise the wrong record for the book, return the book to Acquisitions with a note.Top of pageB. Edit the bibliographic record as needed in Innopac and create item record:
1. Set correct bib. record location.C. Forward books, with routing slip and packing slip, to linking station in Cataloging or Information Processing.2. Set correct 4 letter OCLC holdings code in 049 field for label production.
3. Edit remainder of bib. record, including call no., as necessary (bib. record call no. must be correct for label production; also, there must be only one 090 field, etc. as at present).
4. Identify any locations that do not get computer produced labels (e.g., Spec. Coll. Ref., East Asian Ref., Map Room Ref.), and write "Hand label" on routing slip.
5. Enter initials and current day's date into 910 field of bib. record via function key.
6. Copy bib. call number.
7. Attach an item record for each copy and volume, using default set.
8. Paste call no. from bib. record into call number field in item record (tag 090 for LC classification no., 099 for local classification no.).
9. Enter volume, copy, and location information in item record if necessary.
III. Linking Station (in both Cataloging and Information Processing Depts.)
At the beginning of each day, be sure the date of the immediately following Saturday is in a function key for setting the CAT DATE.
1. Call up record for each book by order record no. from packing slip.Top of page2. Attach a dotted single barcode to each copy and volume and wand barcode no. into the appropriate item record.
3. Examine bib. and item records, and routing slip, for presence and accuracy of call no., location, copy and volume information, 4-letter holding code in 049 field, and cataloger's initials. Return any discrepancies to the cataloger or supervisor.
4. Enter the following Saturday's date as the CAT DATE in the bib. record via function key. Discard packing slip.
5. Place completed truck of newly cataloged volumes in the end processing line-up, with a workslip on the truck identifying Dept. doing the cataloging and week cataloged. Leave routing slips in volumes with call no., cataloger's initials, and special instructions.
IV. Post-cataloging
1. Volumes are end processed as usual.Top of page2. After end processing, volumes are placed on holding shelves, sorted by the week, location, and call no., to await labels, and then sent to check-out (except locations requiring hand labels will be placed on check-out trucks directly after labeling).
3. Check-out staff wand in barcode, compare call no. and location in book and record, check 245-260 fields for typographical errors or other problems, and set status to '-' [CHECK SHELF] or 'i' [NEW/IN TRANSIT], as appropriate.
V. Special cases
A. Records New to OCLCTop of page1. Cataloger creates record on OCLC and saves record. Cataloger changes BCode3 in brief Innopac bibliographic record to 'x' (Extraction for label printing will include both Saturday cat dates and BCode3 = x records ['x' will be removed later by rapid update]).Top of page2. Reviewer searches OCLC for record; if none:
3. Reviewer reviews records with book in hand and edits record or consults with cataloger as necessary.
4. Reviewer barcode volume, add 949 nn 1 field to suppress the record from the tape load (only necessary as long as tape load is continued for Special Collections recon project), adds 949 field foe item record creation, updates record, and exports record, making sure overlay was successful.
5. Leave the CAT DATE as the week-day date for that day as automatically set by the export process. (There is no need to send to OCLC, as holdings are already set.)
6. Put volume on truck for end processing.
B. Rush Books
1. Cataloger edits Innopac bib. record and creates item record as in II above, or in V.A. above for original records.2. Send book to rush station, instead of linking station.
3. Rush processor calls up record, links, and reviews for accuracy as at linking station.
4. Rush processor enters that week-day date as CAT DATE (to prevent extraction for label production).
5. Rush processor changes BCode3 to 'r', except for original records (extraction for OCLC holdings update will include both Sat. cat. dates and BCode3 = r records ['r' will be removed later by rapid update]). For original records, do not change BCode3 to 'x', since labels have already been typed.
6. Rush processor forwards for rush label typing and labeling, book gets rush check-out, and is delivered to Circulation. BORF field in Reference is cleared. [NOTE: Investigate printing labels from Innopac.]
VI. Record manipulation
A. Weekly, records with the previous Saturday as CAT DATE plus records with CAT DATE as a week-day during the previous week and having 'x' in BCode3 are extracted from Innopac and sent to Whitmore for label production. Afterwards, the BCode 3 values are re-set to '-' by rapid update.B. Weekly, records with the previous Saturday as CAT DATE plus records with CAT DATE as a week-day during the previous week and having 'r' in BCode3 are extracted from Innopac and sent to OCLC by FTP to update holdings. Afterwards, the BCode 3 values are re-set to '-' by rapid update.
C. Monthly, records having CAT DATE as any date during the previous month are sent to BNA for authority processing.
Copyright
2000 University of Massachusetts, Amherst