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dissertations_cataloging_task_list [2014/12/03 12:10]
kdion created
dissertations_cataloging_task_list [2020/10/14 14:44] (current)
mbanach
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-====== ​**DISSERTATIONS AND CATALOGING TASK LIST** ​====== +====== ​PAGE OUTDATED ARCHIVED ​======
- +
-===== Establish Base Cataloging Templates and Tracking Spreadsheets: ​=====+
  
 +====== DISSERTATIONS CATALOGING TASK LIST ======
 + 
 + 
 +== Establish base cataloging templates and tracking spreadsheets:​ ==
 + 
   * Create/​update Connexion cataloging templates for dissertations and theses. Incorporate any new fields and/or changes as needed in both Fixed fields and bibliographic fields.   * Create/​update Connexion cataloging templates for dissertations and theses. Incorporate any new fields and/or changes as needed in both Fixed fields and bibliographic fields.
   * Create/​update Aleph template. This can be used interchangeably with dissertations and theses.   * Create/​update Aleph template. This can be used interchangeably with dissertations and theses.
   * Create/​update Excel spreadsheet for 1- and 5- year campus-only titles. ​   * Create/​update Excel spreadsheet for 1- and 5- year campus-only titles. ​
   * Create/​update Excel spreadsheet for embargoed titles on a monthly basis.   * Create/​update Excel spreadsheet for embargoed titles on a monthly basis.
 +  
 + 
 ---- ----
  
- +   
-== Basic instructions for creating a RDA catalog record == +  
 +== Basic instructions for creating a RDA catalog record== 
 + 
   * Receive packing list of names etc from Grad School and create an Excel spreadsheet for this list.  The cataloger’s list must have columns for each author’s name, degree program, degree, year of birth, whether the work is campus only and for how long, whether there are supplemental files, whether it has been entered into Connexion and/or Aleph, whether it has been exported to OCLC, whether it needs subject headings and the date of embargo, if any.   * Receive packing list of names etc from Grad School and create an Excel spreadsheet for this list.  The cataloger’s list must have columns for each author’s name, degree program, degree, year of birth, whether the work is campus only and for how long, whether there are supplemental files, whether it has been entered into Connexion and/or Aleph, whether it has been exported to OCLC, whether it needs subject headings and the date of embargo, if any.
-  * Use above information as well as Scholarworks metadata page plus PDF of work to create a RDA cataloging record including but not limited to the author/​title,​ abstract, keywords, any other necessary 5xx field (i.e., 546), degree and degree program, degree supervisor and URL into the template.+  * Use above information as well as Scholarworks metadata page plus PDF of work to create a RDA cataloging record including but not limited to the author/​title,​ abstract, keywords, any other necessary 5xx field, degree and degree program, degree supervisor and URL into the template
 +  * If the work is in a language other than English, use the appropriate code in the Lang fixed field. Dissertation abstracts are generally in English as well as the original language; if this is the case, add a 546 field with the appropriate note (i.e., "Text in German; abstract in German and English"​). ​ Include the appropriate 041 field codes (i.e., 041 0_ ger |b eng |b ger).
   * Check each PDF for any illustrations,​ maps, etc and note in the record whether they are in color. If there is no color, make sure the record reflects this in the 007 |d subfield as well as the 300 |b subfield. If there are no illustrations etc, make sure the Ills Fixed field is blank.   * Check each PDF for any illustrations,​ maps, etc and note in the record whether they are in color. If there is no color, make sure the record reflects this in the 007 |d subfield as well as the 300 |b subfield. If there are no illustrations etc, make sure the Ills Fixed field is blank.
-  * If there are any supplemental files, add a 300 |e subfield accordingly. Add a 500 field noting that said files can be accessed ​through the same online resource.+  * If there are any supplemental files, add a 300 |e subfield accordingly ​as well as note: 500 __ Accompanied by [number, type] files which are accessible ​through the same online resource.
   * If there are supplemental files of any type other than .pdf,  change the 007 |h subfield accordingly.   * If there are supplemental files of any type other than .pdf,  change the 007 |h subfield accordingly.
   * If author/​title information does not show on its appropriate Scholarworks list, search the SW series. If not found, notify the Scholarworks group. If found, notify group that name is not visible on list (or has been placed in the wrong list).   * If author/​title information does not show on its appropriate Scholarworks list, search the SW series. If not found, notify the Scholarworks group. If found, notify group that name is not visible on list (or has been placed in the wrong list).
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   * Check spreadsheets every month for any embargos which may have been lifted.   * Check spreadsheets every month for any embargos which may have been lifted.
   * Once a title is no longer under embargo, remove the 590 field embargo note in the Aleph temp record and add a 300 field. ​   * Once a title is no longer under embargo, remove the 590 field embargo note in the Aleph temp record and add a 300 field. ​
- +  
-----+ 
 ---- ----
  
 +  ​
 + 
 +== For records which were uploaded to OCLC and Aleph without subject headings: ==
  
- +  ​* Add subject headings to the OCLC record then call up its corresponding ​Aleph record ​and insert the same subject headings. ​ OR add subject headings in OCLC, overlay the record in Aleph, and add a 928 AUTHORITY field while removing the 856 field. 
-== For Records Which Were Uploaded To OCLC And Aleph Without Subject Headings: == +  
- +  
-These records were cataloged under the old AACR2 cataloging rules but their temp records in Aleph are “RDA upgraded” via the Backstage conversion project. ​ Therefore:​ + 
- +
-  ​* Add subject headings to the OCLC record then call up the temp Aleph recordinsert the same subject headings, and remove the TEMP in the original 910 field.  OR add subject headings in OCLC, overlay the temp record in Aleph, and add a 928 AUTHORITY field while removing the TEMP in the original 910 field. +
-  * If this is done by a professional cataloger, the original record in Connexion must be marked “SHs added - OCLC/​OPAC” to notify the dissertation cataloger that both bib records have been updated. +
-  * The Excel spreadsheet is marked as appropriate to show which records now have subject headings and thus are completely done. +
- +
 ---- ----
  
 +  ​
 + 
 +== For works received from or uploaded to Scholarworks by LARP: ==
  
-== For Works Received From LARP (Landscape And Regional Planning) == +No spreadsheet is kept for the Terminal Projects (M.L.A, M.R.P.) from the Department of Landscape and Architecture ​although there is an Excel file on the W drive which keeps track on whether each work is a print resource, an e-resource or both so we know what has been cataloged. ​  The LARP office typically does not always notify the dissertation cataloger whenever a new work is added to the LARP Scholarworks collection. ​  The dissertation cataloger must check for these new works on a regular basis.
- +
-No spreadsheet is kept for these although there is an Excel file on the W drive which keeps track on whether each work is a print resource, an e-resource or both so we know what has been cataloged. ​  The LARP office typically does not always notify the dissertation cataloger whenever a new work is added to the LARP Scholarworks collection. ​  The dissertation cataloger must check for these new works on a regular basis.+
  
 PRINT COPIES: PRINT COPIES:
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   * Notify the professional catalogers that it needs subject headings.   * Notify the professional catalogers that it needs subject headings.
   * Once the subject headings are added, the record is uploaded and exported as above. ​   * Once the subject headings are added, the record is uploaded and exported as above. ​
 +  
 + 
 ---- ----
  
-== Unbound ​Print Copies Received From ILL Or ProQuest ==+   
 +  
 +== Unbound ​print copies received from ILL or ProQuest==
  
   * Search Aleph for a record of the original copy.   * Search Aleph for a record of the original copy.
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   * Add a duplicate barcode to the unbound copy and a specific Sent to Bindery date.   * Add a duplicate barcode to the unbound copy and a specific Sent to Bindery date.
   * Give the copy to the Bindery Supervisor with the appropriate cover color/​lettering and spine title information for input into the bindery database.   * Give the copy to the Bindery Supervisor with the appropriate cover color/​lettering and spine title information for input into the bindery database.
- +  
 + 
 ---- ----
  
-== Special ​Requests For Digitizing A Work ==+   
 +  
 +== Special ​requests for a newly digitized older work: ==
  
   * When notified by Scholarworks that the digitization of an older print version has been done and added, search Aleph for the print version.   * When notified by Scholarworks that the digitization of an older print version has been done and added, search Aleph for the print version.
-  * Catalog the e-resource version using information from the print version record, upload to OCLC and export to Aleph. Add 530 field note about print copy.+  * Catalog the e-resource version using information from the print version record, upload to OCLC and export to Aleph. Add 530 field note about print copy in the Aleph record only.
   * Update bib record of print version with 530 note about e-resource version.   * Update bib record of print version with 530 note about e-resource version.
   * Pull up ETD Digitization project spreadsheet and note this dissertation has been cataloged.   * Pull up ETD Digitization project spreadsheet and note this dissertation has been cataloged.
   * Notify Lisa Persons.   * Notify Lisa Persons.
 + 
 + 
 +----
  
 +  ​
 + 
  
----- +== Other dissertation/thesis work: ==
- +
-== Other Dissertation/Thesis Work ==+
  
   * At the end of each month, check all files under the Theses directory in Connexion. Make a note of how many records in each file are ‘available’ (ready for subject headings), how many are for ISEL, whether there are any specific records for Peter Shea (music, German lang) or Sharon Domier (Asian lang, Asian topics), and how many are still under embargo. ​   * At the end of each month, check all files under the Theses directory in Connexion. Make a note of how many records in each file are ‘available’ (ready for subject headings), how many are for ISEL, whether there are any specific records for Peter Shea (music, German lang) or Sharon Domier (Asian lang, Asian topics), and how many are still under embargo. ​
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   * Maintain wiki list of department program codes which are used by the Grad School.   * Maintain wiki list of department program codes which are used by the Grad School.
   * Maintain paper files of Excel spreadsheets and any other information pertinent to these files (form of name clarifications,​ embargo notes, degree program verifications,​ etc.). These are valuable archival tools! ​   * Maintain paper files of Excel spreadsheets and any other information pertinent to these files (form of name clarifications,​ embargo notes, degree program verifications,​ etc.). These are valuable archival tools! ​
 + 
 + 
 +----
 +
 +  ​
 + 
  
  
  
  
dissertations_cataloging_task_list.1417626611.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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