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y_federal_documents_cataloging [2015/05/13 14:36]
y_federal_documents_cataloging [2019/01/07 12:20] (current)
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 +**Procedures for Cataloging Y federal documents**
 +
 +
 +Search Aleph in FCLO 1 by title (or other field(s) if title is not distinct). Are there any other copies in the
 +5C? If so, put on Y doc discard shelf. (Note: titles listed at Mt Holyoke "​limited access"​ should not be discarded but cataloged.) If not:
 +
 +
 +Search WorldCat by title. Look for a record for the print resource cataloged in English, not microform or
 +electronic. If no record for the print, but another format, a print record can be derived. See supervisor for
 +instructions. Catalog the print version, if it is the only print version in 5C, even if there is a 5C electronic version. ​
 +
 +
 +Examine print record to be sure it is identical to the piece in hand. SuDoc number or other special
 +numbers on the piece are useful for this, as well as pagination, date, and author(s). If the bib record lacks a SuDoc number, add it: 086 0[blank] [SuDoc number]
 +
 +
 +Examine record for presence of minimal FastCat standards. Do not normally question forms of name,
 +choice of added entries beyond presence of main author, or choice or form of subject headings.
 +
 +
 +Search OCLC no. in Aleph before exporting to be sure you will not overlay a cataloged record, then if no
 +record in Aleph found, export record to Aleph.
 +
 +Add 928 AUTHORITY, 930 OCLC, and 910 [3 initials(lower or upper case) and date: mm/dd/yyyy (use 0 in month if need be)  example: abc mm/dd/yyyy] in bib record.
 +
 +
 +Delete any 776 field relating to alternate record for online version [this provides no access and is
 +potentially confusing to users]
 +
 +
 +Create item record with SubLibrary UMDUB, Collection USTOY, Material Type BOOK, Item Status 27,
 +and Item Processing Status [blank], and call number type 3 for SuDoc classification system. Statistic code is 02.
 +
 +
 +Apply barcode to upper left hand comer of front cover of piece in hand. Be careful not to cover the
 +SuDoc no., usually written in the same area. It is OK to cover part of the title if it is also on the title page,
 +but if not, do not cover the title with the barcode (or any other information not on the title page)
 +
 +
 +Create holdings record. If there is a LC call number in the bib, this will migrate to the holdings record.
 +In that case, leave the LC number in the bib record, but delete it from the holdings record, and copy and
 +paste the SuDoc no. (086 with first indicator 0) from the bib record into the 852 subfield h. Change the
 +852 first indicator to 3 (to indicate SuDoc no.). Verify that the call no. in the item record has the SuDoc
 +no. If there is no SuDoc no. in the bib record, enter the SuDoc no. written on the piece into the 852 3
 +subfield h. [see supervisor for instructions on formatting SuDoc numbers].
 +
 +For U.S. Superintendents of Documents Classification numbers, enter one space between any letter or number not separated by punctuation or by symbols, such as ampersands.
 +  * 086 0    ITC 1.12:TA-503 (A)-18 AND 332-279
 +  * 086 0    FS 5.1:
 +  * 086 0    94-2:​H.rp.1625
 +  * 086 0    D 5.317:​221(2300-C)/​988
 +
 +
 +__
 +NOTE: Serial vs. Monograph__
 +
 +Some of these titles are such that they might normally be treated as serials (e.g. annual or quarterly
 +report). However, for many of these, a good monograph cataloging record exists on OCLC for the piece
 +in hand, and it is simpler and preferable to use the monograph copy. If there is no good monograph
 +record, or if it seems necessary to treat as a serial, give the volume(s) to a supervisor.
  
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