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scua_cataloging [2020/04/27 13:33]
spease
scua_cataloging [2022/05/18 16:53] (current)
mbanach
Line 5: Line 5:
 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. ​
  
-====== In Aleph: ======+**[[https://​docs.google.com/​document/​d/​1ckeWPAOwsbo2ZkrqaAjwBOaJR-wKrtraDFBpssiRoIM/​edit?​usp=sharing|SCUA Cataloging Cheat Sheet]]** 
 + 
 +===== In Aleph =====
  
 Search to see if we already have a copy of the book in the general collection in the stacks Search to see if we already have a copy of the book in the general collection in the stacks
  
-Click binoculars +  * Click binoculars 
- +  ​* ​Click find 
-Click find +  ​* ​Set base to UMA staff cat 
- +  ​* ​Use drop down boxes to search by title, ISBN, etc. 
-Set base to UMA staff cat +  ​* ​Click OK 
- +  ​* ​Click on the record you want to open and then click catalog
-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 Check to make sure the record is an exact match for the book in hand
  
-Double click items under UMA50+  * Double click items under UMA50 
 +  * Check to see if the book is held in the general collection or SCUA
  
-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.
  
-*** 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 =====
  
-====== Process to follow if there is already a copy in General Collection UMDUB UGEN ======+==== Bib record ​====
  
-**Call Numbers**+__Call Numbers__
  
-**If both 050 & 090 are in the record:**+Go to Edit Text -- New Field (User-defined) or press the F6 key
  
-Delete ​the 050 - Click on the 050 Hit control F5+  * 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 No3)
  
-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+__500 (formerly 590 note)__
  
-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 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
  
-**If only an 090 is in the record:**+  ​* **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 ex500_ _ ** |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
  
-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+__710 (formerly used 793)__
  
-** Add 099 field for SCUA accession number/call number**+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
  
-Hit F6.  Place cursor over field. ​ Click on it.  Type 099.  Hit tab twice. ​ Type in RB 038 No3 (or whatever the label says)+  * **Ex: 710 2_**  |a John MWhitcomb Collection |5 MU
  
-**500** (formerly 590 note)+__910__
  
-Hit F6 and add the 500 note:+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:
  
-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+  * 910  MBB 03/​25/​2019 ​SCUA (NOT case sensitive)
  
-**EXAMPLE: 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+==== Item record ====
  
-**If signed by author:** +  ​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
  
-**EXAMPLE: 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+==== Holdings record ====
  
-**If it has a dust jacket:** +  ​Click on HOL Links tab 
-  +  Click create new
-**EXAMPLE: 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+
  
-**If it has a dust jacket and it is signed:**+==== Flag the book ====
  
-**EXAMPLE: 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+  ​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 
-**710** (formerly used 793) +  * File > Logon 
- +  ​* ​Click Cataloging > Search > WorldCat 
-The first indicator of this field must be "​2"​ for "name in direct order" : +  ​* ​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. 
-710 2_ |a [SCUA Collection Name] |5 MU +  ​* ​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 
-**EXAMPLE 710 2_**  |a John M. Whitcomb Collection |5 MU +  ​* ​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
- +
-**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** **Check the following fields**
  
-**Call numbers:​** +__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+  ​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** **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
  
-Each volume or issue gets its own number. +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
-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:+__Author field__
  
-Bib Rec: +  * If there is field for **1XX** check that the author is correct 
-099 $RB 038 No.8-10+  * We only accept exact transcription from title page, title page verso, colophon, covers, or other
  
-**Author field:** +245 ## $a Title $b subtitle / $c Statement of responsibility (author/​creator/​etc.)
  
-**1XX** Check that the author is correct +__Edition ​statement__
- +
-__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.). 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.).
Line 181: Line 118:
   * **250** $a Third revised edition.   * **250** $a Third revised edition.
  
-__Record ​accurate imprint ​information ​from title page, title page verso, colophon, covers, or other:__+__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.   * **264 _1** $a Place of publication : $b Publisher, $c Date of publication.
Line 210: Line 149:
 __Subject fields:__ __Subject fields:__
  
-**6XX** ​  + 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.
-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:​__ __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. 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:** **Adding additional fields to the record:**
  
-**500** ​(formerly 590 field)+__500 (formerly 590 note)__
  
-500 __  $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 the 500 note according to this format: 500_ _ |[Information unique to the item within SCUA (SCUA call number for the set of which the item is a part). Gift information.] |5 MU
  
-**If signed by author:​** ​+  ​* **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 ex500_ _ ** |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
  
-**EXAMPLE: 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+__710 (formerly used 793)__
  
-**If it has a dust jacket:** +The first indicator of this field must be "​2"​ for "name in direct order"​. Use this format710 2_ |a [SCUA Collection ​Name] |5 MU
-  +
-**EXAMPLE: 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+
  
-**If it has a dust jacket and it is signed:**+  ​* **Ex710 2_**  |a John M. Whitcomb Collection |5 MU
  
-**EXAMPLE: 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 793 field)+__910 & 928__
  
-710 2_  $a John M. Whitcomb Collection ​ $5 MU +  * 910 __ MBB 03/25/2019 SCUA (NOT case sensitive) 
-  +  * 928 __ AUTHORITY
-The 710 needs a first indicator of two for "name in direct order."​+
  
-** 910 ** +==== Updating holdings ​====
- +
-Enter a 910 field like this MBB 03/25/2019 SCUA +
- +
-** 928 ** +
- +
-Enter a 928 AUTHORITY +
- +
-**Updating holdings**+
  
 Go to Action -> Holdings -> Update holdings Go to Action -> Holdings -> Update holdings
Line 255: Line 184:
  
 Change AUMM to AUMDDR Change AUMM to AUMDDR
- +===== Exporting =====
- +
- +
-====== Exporting ​======+
  
 **In Connexion:​** **In Connexion:​**
scua_cataloging.1587994431.txt.gz · Last modified: 2020/04/27 13:33 by spease
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