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scua_cataloging [2015/05/13 14:36]
scua_cataloging [2019/04/10 15:02] (current)
mbanach [Process to follow if there is already a copy in General Collection UMDUB UGEN]
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 +**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.  ​
 +
  
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