SCUA Cataloging

Obtaining materials from SCUA

Contact Steve Robinson a few days before picking up a book truck of materials to be cataloged. This will give Steve time to create labels for each collection.

In Aleph

Search to see if we already have a copy of the book in the general collection in the stacks

  • Click binoculars
  • Click find
  • Set base to UMA staff cat
  • Use drop down boxes to search by title, ISBN, etc.
  • Click OK
  • Click on the record you want to open and then click catalog

Check to make sure the record is an exact match for the book in hand

  • Double click items under UMA50
  • Check to see if the book is held in the general collection or SCUA

* NOTE - If book is held by SCUA, catalog a second copy only if it has a special feature (signed, limited edition, has dust jacket, etc.) Otherwise set aside for Steve Robinson to decide whether to keep the second copy or not.

If there is already a copy in General Collection UMDUB UGEN

Bib record

Call Numbers

Go to Edit Text – New Field (User-defined) or press the F6 key

  • When the new field appears, type 099
  • Use your cursor to move two spaces until it is in subfield a
  • Enter the SCUA call number (ex: RB 038 No. 3)

500 (formerly 590 note)

Hit F6 and add the 500 note according to this format: 500_ _ |a [Information unique to the item within SCUA (SCUA call number for the set of which the item is a part). Gift information.] |5 MU

  • Collection ex: 500_ _ |a UMass Amherst Special Collections copy shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
  • Signed by author ex: 500_ _ |a Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
  • Dust jacket ex: 500_ _ |a UMass Amherst Special Collections copy with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
  • Signed by author and a dust jacket ex: 500_ _ UMass Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU

710 (formerly used 793)

Hit F6 and add the 710 note. The first indicator of this field must be “2” for “name in direct order”. Use this format: 710 2_ |a [SCUA Collection Name] |5 MU

  • Ex: 710 2_ |a John M. Whitcomb Collection |5 MU

910

Use F6 again to enter your initials and date. Hit Control L to save. Click continue and then Click Override. The field should look like this:

  • 910 MBB 03/25/2019 SCUA (NOT case sensitive)

Item record

  • Click on ITEMS (left side of screen)
  • Click New (top right side of screen)
  • Scan in barcode
  • Click arrow next to sublibrary and select UMSCA (UM Special Coll & Archives)
  • Click arrow next to collection select USPC (UM Special Collections)
  • Click arrow next to material type and select BOOK
  • Click arrow next to Item status and select 02 (Library Use Only)
  • Click Update

Holdings record

  • Click on HOL Links tab
  • Click create new

Flag the book

  • Add flag with label on one side and barcode on other side
  • Write in pencil the call number in pencil on the top corner of the last blank page of the book

If there is NOT a copy in General Collection UMDUB UGEN

  • Open Connexion
  • File > Logon
  • Click Cataloging > Search > WorldCat
  • We only accept English language records: make sure the box next to Apply Language of Cataloging is checked off and set to English
  • Search by title or ISBN number. We want to search the Title Page, NOT the Cover Title.
  • Book-in-hand must be an exact match to the record exported into the catalog.
  • Click on top of the data column to sort search results by year
  • Look for the record with the most holdings.
  • Check to see if UMass already holds a copy
  • Double click on the record you want to open

Check the following fields

Call numbers

  • 050 or 090 required. Do not evaluate, edit or check.
  • 099 Click enter to create a new field. Type 099 then add the SCUA call number in the field (ex: RB 038 No. 5)

Call numbers for Multi-volume titles and serials

  • Each volume or issue gets its own number
  • The range of numbers used for that title goes in the 099 field

Example, if a Parker collection title has three volumes, the next three numbers to be assigned are RB 038 No.8, No.9, and No.10. Add to the bib record: 099 $a RB 038 No.8-10

Author field

  • If there is a field for 1XX check that the author is correct
  • We only accept exact transcription from title page, title page verso, colophon, covers, or other

245 ## $a Title : $b subtitle / $c Statement of responsibility (author/creator/etc.)

Edition statement

Field 250 is the place to look for help identifying matching editions. RDA records will have the edition spelled out in full, which is what we want the record to have. Older records may still have abbreviated edition statements (ex: 3rd rev. ed.).

  • 250 $a Third revised edition.

Imprint information

Record accurate imprint from title page, title page verso, colophon, covers, or other

  • 264 _1 $a Place of publication : $b Publisher, $c Date of publication.

Copyright dates are always in brackets with no period, followed by an additional 264 field showing that the inferred date is a copyright date.

  • 264 _1 $a Place of publication : $b Publisher, $c [2010]
  • 264 _4 $c ©2010

If no place of publication or publisher is identified anywhere on the piece:

  • 264 _1 $a [Place of publication not identified] : $b [publisher not identified], $c 2009.

RDA records may also use several other 264 fields for Production, Distribution, or Manufacture. See a cataloger if you have questions.

Physical Description:

  • 300 $a Pagination : $b illustrations, maps, etc. ; $c height dimension in cm

Carrier fields:

Each record must include carrier fields. Example for books/monographs/serials:

  • 336 $a text $b txt $2 rdacontent
  • 337 $a unmediated $b n $2 rdamedia
  • 338 $a volume $b nc $2 rdacarrier

Subject fields:

At least one subject (in field 6XX) must be present unless it is a book of literature. Do not evaluate, edit or check any subject entry.

Creators/contributors/authors/editors:

If a person is named in 245 $c, either a 1XX or 7XX entry must be present in the record. Do not evaluate, do not create addition entries, do not evaluate for main entry.

Adding additional fields to the record:

500 (formerly 590 note)

Add the 500 note according to this format: 500_ _ |a [Information unique to the item within SCUA (SCUA call number for the set of which the item is a part). Gift information.] |5 MU

  • Collection ex: 500_ _ |a UMass Amherst Special Collections copy shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
  • Signed by author ex: 500_ _ |a Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
  • Dust jacket ex: 500_ _ |a UMass Amherst Special Collections copy with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
  • Signed by author and a dust jacket ex: 500_ _ UMass Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU

710 (formerly used 793)

The first indicator of this field must be “2” for “name in direct order”. Use this format: 710 2_ |a [SCUA Collection Name] |5 MU

  • Ex: 710 2_ |a John M. Whitcomb Collection |5 MU

910 & 928

  • 910 MBB 03/25/2019 SCUA (NOT case sensitive) * 928 AUTHORITY

Updating holdings

Go to Action → Holdings → Update holdings

049 field

Change AUMM to AUMDDR

Exporting

In Connexion:

  • Export record using the Export button (square icon with an E and arrow)
  • Copy the number that shows in the pop-up box: FCL01.######### (copy everything after the “.”)

In Aleph:

  • Search for the new bib record in Aleph Cataloging Module, by using the number you just copied in the Connexion pop-up box
  • Paste number into top left search box in Aleph
  • Click arrow
  • Double click on Items on left side toolbar/menu
  • In the bottom pane click on General Information (1) tab
  • Stick barcode on top center of flag
  • Place cursor in barcode field to scan in barcode
  • Delete PC out of the item process status field
  • Description field type in v.1 (if you have a multi-volume title)
  • Click update

Adding additional Item records for Multi-volume titles and serials

Click duplicate

In the description field Change v.1 to v.2 and so on

Add a barcode and scan into barcode field

Click add

Processing Instructions

We will attach barcodes and the call number labels on ID strips supplied by SCUA and inserted into each book.

Also, lightly write in pencil the accession / call no. on the inside rear cover, but avoid putting it on decorated end papers or on illustrated pages. If the rear cover is decorated use the last page of the item instead.

scua_cataloging.txt · Last modified: 2020/12/07 14:42 by annk
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