[[scua_cataloging]]
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scua_cataloging [2019/03/25 13:04]
mbanach 		scua_cataloging [2019/04/10 19:02]
mbanach [Process to follow if there is already a copy in General Collection UMDUB UGEN]
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 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. ​ 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. ​
  
-===== Process to follow if there is already a copy in General Collection UMDUB UGEN =====+====== In Aleph: ======
  
 +Search to see if we already have a copy of the book in the general collection in the stacks
  
-**Step one - Adding the call number to the bib record:**+Click binoculars
  
-Click on the piece of paper with little pencil icon (top left side of screen)+Click find
  
-You are now in the bib record+Set base to UMA staff cat
  
-Check to see if there is an 050 and an 090+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:** **If both 050 & 090 are in the record:**
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 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) 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)
- 
-Hit Control L to save.  Click Continue. Click override. 
  
 **If only an 090 is in the record:** **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 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) 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)
  
-Hit Control L to save.  Click Continue. ​Click override.+**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:** **Step 2 - Creating the item record:**
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-==== Process to follow if we do not hold a copy of the book in either SCUA or UGEN: ====+====== 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:__ __Exact transcription from title page, title page verso, colophon, covers, or other:__
Line 110: Line 207:
   * **337** $a unmediated $b n $2 rdamedia   * **337** $a unmediated $b n $2 rdamedia
   * **338** $a volume $b nc $2 rdacarrier   * **338** $a volume $b nc $2 rdacarrier
- 
-__Call numbers:__ 
- 
-All records require a well-formed Library of Congress (LC) call number, containing both $a (classification) and $b (cutter/​date). If the call number is well-formed do not evaluate, edit or check. If a record has an LC call number with a volume designation (and no alternative number), ask a cataloger. 
- 
-If a record has two LC call numbers, choose one call number and delete the other choice before exporting into the catalog. 
- 
-  * **050** $a D835.H4 $b I86 1997 
-or 
-  * **090** $a D835.H4 $b I86 1997 
  
 __Subject fields:__ __Subject fields:__
Line 128: Line 215:
 __Creators/​contributors/​authors/​editors:​__ __Creators/​contributors/​authors/​editors:​__
  
-**1XX** or **7XX** ​+**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. 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.
  
-You're done! +**Adding additional fields to the record:**
  
-====== Exporting ======+**590**
  
-In Connexion:+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 
  
-  * Add field 910 Initial and date in this format: ABC 06/​20/​2017 +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
-  * Add field 928 AUTHORITY +
-  * Update holdings ​(Action > Holdings > Update holdings). You will now see that it says Held by AUM at the top of the screen +
-  * Change the 049 field from AUM to AUMBK +
-  * 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:+**793**
  
-  * Search for the new bib record in Aleph Cataloging Module, by using the number you just copied in the Connexion pop-up box +793 0_  $a John M. Whitcomb Collection ​ $5 MU 
-  * Paste number into top left search box in Aleph +  
-  * Click arrow +The 793 needs a first indicator zero for non-filing characters.
-  * Double click on **Items** on left side toolbar/​menu +
-  * In the bottom pane click on **General Information (1)** tab +
-  * Stick barcode on top left corner +
-  * Place cursor in barcode field to scan in barcode +
-  * If update is black click it and if grayed it's already saved+
  
 +** 910 **
  
 +Enter a 910 field like this MBB 03/25/2019 SCUA
  
 +** 928 **
  
 +Enter a 928 AUTHORITY
  
-**Processing Instructions**+**Updating holdings**
  
-We will attach barcodes and the call number labels on ID strips supplied by SCUA and inserted into each book. +Go to Action -> Holdings -> Update holdings
  
-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. ​ Some items will have a SCUA internal accession number already on them, in the form of yyyy-n, and the call number can go wherever that is located.+**049 field**
  
-**Call numbers and 590/830 information for the collections:​**+Change AUMM to AUMDDR
  
-**Parker Collection (Sarah): **  
  
-099 $a Parker $a 1  
  
-590: UMass Amherst Special Collections copy shelved as part of the Barbara Parker History of the Book Collection. Gift of Barbara Parker.+====== Exporting ======
  
-Also, 590 note on binding, marginalia, etc. (SCUA will supply)+**In Connexion:​**
  
-830: Barbara Parker History of the Book Collection+  * 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 “.”)
  
-**Brabançonne Collection (Sarah):** +**In Aleph:**
  
-099 $a Brabançonne $a 1 +  * 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
  
-590: UMass Amherst Special Collections copy shelved as part of the Brabançonne Collection. Gift of ?+**Adding additional Item records for Multi-volume titles and serials**
  
-830: Brabançonne Collection+Click duplicate
  
-**East German Collection (Peter): ** +In the description field Change v.1 to v.2 and so on 
  
-099 $a DDR $a 1 +Add a barcode and scan into barcode field
  
-590: UMass Amherst Special Collections copy shelved as part of the East German Collection. Gift of ?.+Click add
  
-830: East German Collection +**Processing Instructions**
- +
- +
-**James Ellis Theater Collection (Everyone):**  +
- +
-099 $a Ellis $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the James Ellis Theater Collection. Gift of James Ellis. +
- +
-830: James Ellis Theater Collection +
- +
- +
-**James and Sibylle Fraser Collection (Sarah):**  +
- +
-099 $a Fraser $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the James and Sibylle Fraser Collection. Gift of James and Sibylle Fraser. +
- +
-830: James and Sibylle Fraser Collection +
- +
-**Halpern Collection (Marcelle):​**  +
- +
-099 $a Halpern $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Paul Halpern Collection. Gift of Paul Halpern. +
- +
-830: Paul Halpern Collection +
- +
-**Hampshire Council of Governments Collection (Meghan):**  +
- +
-099 $a MS 704 $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Hampshire Council of Governments Collection. Gift of Hampshire Council of Governments. +
- +
-830: Hampshire Council of Governments Collection +
- +
- +
-**McCormack Collection (Sharon):**  +
- +
-099 $a McCormack $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Mark H. McCormack Collection. Gift of Mark H. McCormack. +
- +
-830: Mark H. McCormack Collection +
- +
-**Western New England Poetry Collection (Gary):​** ​  +
- +
-099 $a MS 561  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Western New England Poetry Collection. Gift of the Florence Poets Society and the author. +
- +
-830:  Western New England Poetry Collection +
- +
-**Athena Savas Collection (Eva):**  +
- +
-099 $a Savas $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Athena Savas Collection. Gift of Athena Savas. +
- +
-830: Athena Savas Collection +
- +
-**Science Fiction Collection (Barb and Peter):**  +
- +
-099 $a Lerner $a 1  +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Fred Lerner Science Fiction Collection. Gift of Fred Lerner. +
- +
-830: Fred Lerner Science Fiction Collection +
- +
-**Melinda McIntosh Cookbook Collection (Kay):**  +
- +
-099  Ask Danielle to explain +
- +
-590: UMass Amherst Special Collections copy shelved as part of the Melinda McIntosh Cookbook Collection. Gift of Melinda McIntosh. +
- +
-830: Melinda McIntosh Cookbook Collection +
- +
-**Catalog one book, then consult with Steve and Rob before continuing on with cataloging the rest of the collection.** +
- +
-**Item records should be coded as follows:​** +
- +
-Sublibrary: UMSCA +
- +
-Collection: USPC +
- +
-Material type: BOOK +
- +
-Item status: 02 +
- +
-**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 and the Holdings Record. +
-When the item is created, enter the volume or issue information in the "Enum. Level" and "​Description"​ fields. ​ Check the "​Temporary Location"​ box, and enter the individual item call number in the "Call No." field. +
- +
-For example, let's say a Parker collection title has three volumes, and the next three numbers to be assigned are Parker 8, 9, and 10: +
- +
-Bib Rec: +
-099 $a Parker $a 8-10 +
-This gets automatically transferred to the Holdings Record when it is created. +
- +
-First Item: +
-Enum. Level.1 (A)(Vol.) ​ 1 +
-Call No.:  $$hParker 8 +
-Description: ​ v.1 +
- +
-Second Item: +
-Enum. Level.1 (A)(Vol.) ​ 2 +
-Call No.:  $$hParker 9 +
-Description: ​ v.2 +
- +
-Third Item: +
-Enum. Level.1 (A)(Vol.) ​ 3 +
-Call No.:  $$hParker 10 +
-Description: ​ v.3+
  
 +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: 2022/05/18 16:53 by mbanach
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