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.

Process to follow if there is already a copy in General Collection UMDUB UGEN

Call Numbers

If both 050 & 090 are in the record:

Delete the 050 - Click on the 050. Hit control F5

Then click on the just the 9 in the 090. It will turn a pretty shade of blue. Type 5. Place cursor on the right side of the line next to 050. Type 4

Hit F6. Place cursor over field. Click on it. Type 099. Hit tab twice. Type in RB 038 No. 3 (or whatever the label says)

If only an 090 is in the record:

Click on the just the 9 in the 090. It will turn a pretty shade of blue. Type 5. Place cursor on the right side of the line next to 050. Type 4

Add 099 field for SCUA accession number/call number

Hit F6. Place cursor over field. Click on it. Type 099. Hit tab twice. Type in RB 038 No. 3 (or whatever the label says)

590

Hit F6 and add the 590 note:

EXAMPLES:

Generic 590 note:

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. [F7, $5 MU]

If signed by author:

UMass 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. [F7, $5 MU]

If it has a dust jacket:

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. [F7, $5 MU]

If it has a dust jacket and it is signed:

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. [F7, $5 MU]

793

Use F6 again to add the 793 field. The first indicator of this field must be “0” for non-filing characters:

  • 793 0_ $a John M. Whitcomb Collection $5 MU

To add $5, hit F7. The subfield will already be highlighted. Change the “a” to a “5” and then type MU.

910

Use F6 again to enter your initials and date. The field should look like this:

910 MBB 03/25/2019 SCUA (NOT case sensitive can use lower or upper case letters for initials and SCUA)

Hit Control L to save. Click continue and then Click Override.

Step 2 - Creating the 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 Add

Step 3 - Creating the Holdings record:

Click on HOL Links tab

Click create new

Step 4 - Adding flag to 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

Done!

Process to follow 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 up

Check the following fields

Call numbers:

090 Delete this field

050 Leave this in the record. Do not evaluate, edit or check.

099 Click enter to create a new field type 099 then 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.

For example, let's say a Parker collection title has three volumes, and the next three numbers to be assigned are RB 038 No.8, No.9, and No.10:

Bib Rec: 099 $a RB 038 No.8-10

Author field:

1XX Check that the author is correct

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.

Record accurate imprint information 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:

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

Creators/contributors/authors/editors:

7XX 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:

590

590 __ $a UMass Amherst Special Collections copy shelved as part of the John M. Whitcomb Collection (RB 038). Gift of Wilde and Gabrielle Whitcomb. $5 MU

or UMass Amherst Special Collections copy signed by NAME with dust jacket. Shelved as part of the John M. Whitcomb Collection (RB 038). Gift of Wilde and Gabrielle Whitcomb. $5 MU

793

793 0_ $a John M. Whitcomb Collection $5 MU

The 793 needs a first indicator zero for non-filing characters.

910

Enter a 910 field like this MBB 03/25/2019 SCUA

928

Enter a 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: 2019/04/10 15:02 by mbanach
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