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a_federal_documents_cataloging [2015/05/13 14:36]
a_federal_documents_cataloging [2019/01/07 12:20] (current)
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 +**Procedures for Cataloging A federal documents** ​
 +
 +1. Search Aleph in FCLO 1 by title (or other field(s) if title is not distinct). We will keep ALL A docs even if they duplicate UMass holdings in the stacks or the Depository. Do NOT discard any A docs.
 +
 +2. Check ALEPH to see if it has already been cataloged by UMass. These records will have: UMDUB and UDGEN (or something similar) as the Sublibrary and Collection code. The first time you encounter a record, ask a supervisor to show you  how to modify it, or make the item in hand an added copy.
 +
 +3. Leave any serial records for Cindy - she will decide how they will be cataloged and by whom.
 +
 +4. If no record exists in ALEPH: ​
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 +Search WorldCat by title. Look for a record for the print resource cataloged in English, not microform or electronic. If no record for the print, but another format, a print record can be derived. See supervisor for instructions or put on problem shelf. Catalog the print version, even if there is a electronic version in the 5 Colleges or Depository. ​
 +
 +5. Examine print record to be sure it is identical to the piece in hand. SuDoc number or other special numbers on the piece are useful for this, as well as pagination, date, and author(s). If the bib record lacks a SuDoc number, add it: 086 0[blank] [SuDoc number] See instructions below:
 + 
 +For U.S. Superintendents of Documents Classification numbers, enter one space between any letter or number not separated by punctuation or by symbols, such as ampersands.
 +  * 086 0    ITC 1.12:TA-503 (A)-18 AND 332-279
 +  * 086 0    FS 5.1:
 +  * 086 0    94-2:​H.rp.1625
 +  * 086 0    D 5.317:​221(2300-C)/​988
 +
 +Examine record for presence of minimal FastCat standards. Do not normally question forms of name, choice of added entries beyond presence of main author, or choice or form of subject headings. ​
 +Search OCLC no. in Aleph before exporting to be sure you will not overlay a cataloged record, then if no record in Aleph found, export record to Aleph. If a record is found in ALEPH, see supervisor for instructions or put on problem shelf.
 +Add 928 AUTHORITY, 930 OCLC, and 910 [3 initials(lower or upper case) and date: mm/dd/yyyy (use 0 in month if need be) example: abc mm/dd/yyyy] in bib record. ​
 +
 +Delete any 776 field relating to alternate record for online version [this provides no access and is potentially confusing to users] ​
 +
 +Create item record with SubLibrary UMDUB, Collection USTOY, Material Type BOOK, Item Status 27, and Item Processing Status [blank], and call number type 3 for SuDoc classification system. Statistic code is 02. Add an internal note: "A docs collection"​ in each item record.
 + 
 +Apply barcode to upper left hand comer of front cover of piece in hand. Be careful not to cover the SuDoc no., usually written in the same area. It is OK to cover part of the title if it is also on the title page, but if not, do not cover the title with the barcode (or any other information not on the title page) 
 +
 +Create holdings record. If there is a LC call number in the bib, this will migrate to the holdings record. In that case, leave the LC number in the bib record, but delete it from the holdings record, and copy and paste the SuDoc no. (086 with first indicator 0) from the bib record into the 852 subfield h. Change the 852 first indicator to 3 (to indicate SuDoc no.). Verify that the call no. in the item record has the SuDoc no. If there is no SuDoc no. in the bib record, enter the SuDoc no. written on the piece into the 852 3 subfield h. [see instructions below on formatting SuDoc numbers]. ​
 +
 +For U.S. Superintendents of Documents Classification numbers, enter one space between any letter or number not separated by punctuation or by symbols, such as ampersands.
 +  * 086 0    ITC 1.12:TA-503 (A)-18 AND 332-279
 +  * 086 0    FS 5.1:
 +  * 086 0    94-2:​H.rp.1625
 +  * 086 0    D 5.317:​221(2300-C)/​988
 +
 +Add a 590 [blank][blank] note to the HOL record: A docs collection
 +
 +NOTE: Serial vs. Monograph ​ (and there are a LOT more A docs cataloged or should be cataloged as serials)
 +Some of these titles are such that they might normally be treated as serials (e.g. annual or quarterly report). However, for many of these, a good monograph cataloging record exists on OCLC for the piece in hand, and it is simpler and preferable to use the monograph copy. WHEN IN DOUBT ask supervisor or put on problem shelf. If there is no good monograph record, or if it seems necessary to treat as a serial, give the volume(s) to a supervisor. ​
 +
 +SPECIAL Serial Ser Anal INSTRUCTIONS:​
 +
 +Add any of the following notes to the HOL record as applies/as needed:
 +
 +  * 590  A docs collection ​  (add this note for ALL serials and ser anals)
 +  * 590  Duplicates in UMass stacks (add if there are duplicate sets (not just stray individual titles in a ser anal) in SEL or Du Bois)
 +  * 590  Duplicates UMass holdings in Depository (add if there are UMass duplicate sets (not just stray individual titles in a ser anal) in the Bunker. Most likely these were sent from the PhysSci/​Morrill merge in 2003)
 +  * 590  Duplicates non UMass holdings in the Depository add if there are NON UMass duplicate sets (not just stray individual titles in a ser anal) in the Bunker.
 +
 +Show to Cindy if you notice a 856 in thee HOL record (or a separate WWW HOL record). This may be a duplicate to the Documents Without Shelves electronic version in the Bunker ADM. Cindy will deduplicate if necessary.
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