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--- scua_cataloging [2011/12/08 14:23]
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+++ scua_cataloging [2022/05/18 16:53] (current)
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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.
-**Processing Instructions**
+**[[https://docs.google.com/document/d/1ckeWPAOwsbo2ZkrqaAjwBOaJR-wKrtraDFBpssiRoIM/edit?usp=sharing|SCUA Cataloging Cheat Sheet]]**
-We will attach barcodes and the call number labels on ID strips supplied by SCUA and inserted into each book.
+===== In Aleph =====
-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.
+Search to see if we already have a copy of the book in the general collection in the stacks
-**Call numbers and 590/830 information for the collections:**
+  * 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
-**Parker Collection (Sarah): **
+Check to make sure the record is an exact match for the book in hand
-$a Parker $a 1
+  * Double click items under UMA50
+  * Check to see if the book is held in the general collection or SCUA
-: UMass Amherst Special Collections copy shelved as part of the Barbara Parker History of the Book Collection. Gift of Barbara Parker.
+*** NOTE** - If book is held by SCUA, catalog a second copy only if it has a special feature (signed, limited edition, has dust jacket, etc.)  Otherwise set aside for Steve Robinson to decide whether to keep the second copy or not.
-Also, 590 note on binding, marginalia, etc. (SCUA will supply)
-: Barbara Parker History of the Book Collection
+===== If there is already a copy in General Collection UMDUB UGEN =====
-**Brabançonne Collection (Sarah):**
+==== Bib record ====
-$a Brabançonne $a 1
+__Call Numbers__
-: UMass Amherst Special Collections copy shelved as part of the Brabançonne Collection. Gift of ?
+Go to Edit Text -- New Field (User-defined) or press the F6 key
-: Brabançonne Collection
+  * When the new field appears, type 099
+  * Use your cursor to move two spaces until it is in subfield a
+  * Enter the SCUA call number (**ex:** RB 038 No. 3)
-**East German Collection (Peter): **
+__500 (formerly 590 note)__
-$a DDR $a 1
+Hit F6 and add the 500 note according to this format: 500_ _ |a [Information unique to the item within SCUA (SCUA call number for the set of which the item is a part). Gift information.] |5 MU
-: UMass Amherst Special Collections copy shelved as part of the East German Collection. Gift of ?.
+  * **Collection ex: 500_ _ ** |a UMass Amherst Special Collections copy shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
+  * **Signed by author ex: 500_ _ ** |a Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
+  * **Dust jacket ex: 500_ _ ** |a UMass Amherst Special Collections copy with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
+  * **Signed by author and a dust jacket ex: 500_ _ **UMass Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
-: East German Collection
+__710 (formerly used 793)__
+Hit F6 and add the 710 note. The first indicator of this field must be "2" for "name in direct order". Use this format: 710 2_ |a [SCUA Collection Name] |5 MU
-**James Ellis Theater Collection (Sarah):**
+  * **Ex: 710 2_**  |a John M. Whitcomb Collection |5 MU
-$a Ellis $a 1
+__910__
-: UMass Amherst Special Collections copy shelved as part of the James Ellis Theater Collection. Gift of James Ellis.
+Use F6 again to enter your initials and date. Hit Control L to save. Click continue and then Click Override. The field should look like this:
-: James and Sibylle Fraser Collection
+  * 910  MBB 03/25/2019 SCUA (NOT case sensitive)
+==== Item record ====
-**James and Sibylle Fraser Collection (Sarah):**
+  * Click on ITEMS (left side of screen)
+  * Click New (top right side of screen)
+  * Scan in barcode
+  * Click arrow next to sublibrary and select UMSCA  (UM Special Coll & Archives)
+  * Click arrow next to collection select USPC (UM Special Collections)
+  * Click arrow next to material type and select BOOK
+  * Click arrow next to Item status and select 02 (Library Use Only)
+  * Click Update
-$a Fraser $a 1
+==== Holdings record ====
-: UMass Amherst Special Collections copy shelved as part of the James and Sibylle Fraser Collection. Gift of James and Sibylle Fraser.
+  * Click on HOL Links tab
+  * Click create new
-: James and Sibylle Fraser Collection
+==== Flag the book ====
-**Halpern Collection (Meghan):**
+  * Add flag with label on one side and barcode on other side
+  * Write in pencil the call number in pencil on the top corner of the last blank page of the book
+===== If there is NOT a copy in General Collection UMDUB UGEN =====
-$a Halpern $a 1
+  * 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
-: UMass Amherst Special Collections copy shelved as part of the Paul Halpern Collection. Gift of Paul Halpern.
+**Check the following fields**
-: Paul Halpern Collection
+__Call numbers__
-**McCormack Collection (Sharon):**
+  * 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)
- $a McCormack $a 1
+**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
-: UMass Amherst Special Collections copy shelved as part of the Mark H. McCormack Collection. Gift of Mark H. McCormack.
+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
-: Mark H. McCormack Collection
+__Author field__
-**Western New England Poetry Collection (Gary):**
+  * 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
- $a MS 561
+## $a Title : $b subtitle / $c Statement of responsibility (author/creator/etc.)
-: UMass Amherst Special Collections copy shelved as part of the Western New England Poetry Collection. Gift of the Florence Poets Society and the author.
+__Edition statement__
-:  Western New England Poetry Collection
+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.).
-**Athena Savas Collection (Eva):**
+  * **250** $a Third revised edition.
-$a Savas $a 1
+__Imprint information__
-: UMass Amherst Special Collections copy shelved as part of the Athena Savas Collection. Gift of Athena Savas.
+Record accurate imprint from title page, title page verso, colophon, covers, or other
-: Athena Savas Collection
+  * **264 _1** $a Place of publication : $b Publisher, $c Date of publication.
-**Science Fiction Collection (Barb and Peter):**
+Copyright dates are always in brackets with no period, followed by an additional 264 field showing that the inferred date is a copyright date.
- $a Lerner $a 1
+  * **264 _1** $a Place of publication : $b Publisher, $c [2010]
+  * **264 _4** $c ©2010
-: UMass Amherst Special Collections copy shelved as part of the Fred Lerner Science Fiction Collection. Gift of Fred Lerner.
+If no place of publication or publisher is identified anywhere on the piece:
-: Fred Lerner Science Fiction Collection
+  * **264 _1** $a [Place of publication not identified] : $b [publisher not identified], $c 2009.
-**Catalog one book, then consult with Steve and Rob before continuing on with cataloging the rest of the collection.**
+RDA records may also use several other 264 fields for Production, Distribution, or Manufacture. See a cataloger if you have questions.
-**Item records should be coded as follows:**
+__Physical Description:__
-Sublibrary: UMSCA
+  * **300** $a Pagination : $b illustrations, maps, etc. ; $c height dimension in cm
-Collection: USPC
+__Carrier fields:__
-Material type: BOOK
+Each record must include carrier fields. Example for books/monographs/serials:
-Item status: 02
+  * **336** $a text $b txt $2 rdacontent
+  * **337** $a unmediated $b n $2 rdamedia
+  * **338** $a volume $b nc $2 rdacarrier
-**Multi-volume titles and serials**
+__Subject fields:__
-Each volume or issue gets its own number.
+ 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.
-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:
+__Creators/contributors/authors/editors:__
+If a person is named in 245 $c, either a 1XX or 7XX entry must be present in the record. Do not evaluate, do not create addition entries, do not evaluate for main entry.
-Bib Rec:
+**Adding additional fields to the record:**
-$a Parker $a 8-10
-This gets automatically transferred to the Holdings Record when it is created.
-First Item:
+__500 (formerly 590 note)__
-Enum. Level.1 (A)(Vol.)  1
-Call No.:  $$hParker 8
-Description:  v.1
-Second Item:
+Add the 500 note according to this format: 500_ _ |a [Information unique to the item within SCUA (SCUA call number for the set of which the item is a part). Gift information.] |5 MU
-Enum. Level.1 (A)(Vol.)  2
-Call No.:  $$hParker 9
-Description:  v.2
-Third Item:
+  * **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
-Enum. Level.1 (A)(Vol.)  3
+  * **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
-Call No.:  $$hParker 10
+  * **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
-Description:  v.3
+  * **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.