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gov_docs_transfer_project_instructions [2015/05/13 14:36]
gov_docs_transfer_project_instructions [2019/01/07 12:20] (current)
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 +====== Gov Docs Transfer Project Cataloging Instructions ======
  
 +The goal of this project is transfer the print copy to Du Bois stacks and to check if there is an electronic ​ version.
 +
 +===== Print version: =====
 +
 +Scan barcode to look up in Aleph
 +
 +Copy title from bib and search by title to see if there are other records e.g. bunker or existing record for electronic version
 +
 +Check to see if there is an LC call number in record already
 +
 +If yes, change the item and holdings record to reflect the correct location and LC call number ​
 +
 +If not, copy OCLC number from Aleph and look up record in Connexion
 +
 +Check to make sure there’s an LC call number in OCLC record
 +
 +If there’s an LC call number in OCLC record, export it from Connexion to Aleph – *make sure OCLC numbers match before exporting because some records were merged and have new OCLC numbers now
 +
 +Delete any URLs in print record
 +
 +Add 930 OCLC to record
 +
 +Add item process status PC and place on the re-label shelf. ​ (If item is flimsy - i. e. won’t stand up on its own - or falling apart give to Lorraine instead)
 +
 +**Statistics:​**
 +
 +Count each title under copy cataloging
 +
 +Count any added volumes or added copies ​
 +
 +Count the total number of volumes (NOT titles) in the gov docs withdrawn category
 +
 +
 +===== Electronic version: =====
 +
 +**For federal gov docs:**
 +
 +Check to see if print record has a 776 for online version or a URL pointing to an online version. ​ If so, either print the record out and save it in a file folder or save the record in a save folder on Connexion just in case we need to go back to these.
 +
 +**For state gov docs:**
 +
 +Check to see if print record has a 776 for online version – If yes, copy OCLC number to look up record in Connexion
 +
 +If not, search Connexion by title and limit material type to web access
 +
 +Check record according to FastCat principles
 +
 +Also make sure to check:
 +
 +That form in the fixed fields is coded with either an ‘o’ or an ‘s’
 +
 +There is a 245 $h [electronic resource]
 +
 +Export record to Aleph
 +
 +Bring up record in Aleph
 +
 +Delete all 856 fields from the bib 
 +
 +Add 910, 930
 +
 +Add item and holdings records:
 +
 +First add item record
 +
 +No barcode (obviously)
 +
 +Sublibrary: UMDUB
 +
 +Collection: UWWW
 +
 +Material type: Choose ebook, ejournal, online database, or website whichever seems to fit the best – most of these will probably be ebooks or ejournals ​
 +
 +Item status: 04 Internet
 +
 +Then add holdings record:
 +
 +Delete subfields with call number ​
 +
 +Cut and paste URL from holdings record attached to bib for print version ​
 +
 +If there’s no subfield z in the 856 with a suitable phrase, create a new subfield z, then add this text: Connect to this title
 +
 +Go back and delete existing item and holdings records for electronic version from print record
 +
 +*If there is no electronic item and holdings record attached to the print bib, check to see if URLs are available in either the print or electronic record from OCLC and cut and paste from there instead. Make sure the URL works before using it in a record.
 +
 +Delete call number from 852 field and erase the 0
 +
 +Make sure cursor is set at the very end of the 852 field
 +
 +Press the F6 button to create a new field after the 852 field
 +
 +Type 856 41 u – Paste URL
 +
 +Press the F7 button to create a subfield z – Connect to this title
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