Copy Cataloging Procedure (Millennium)

Summary

1. Find book on receipt shelves.
    
2. Find the matching bib/order record for the book in Tripod. Search by Title, Author, or ISBN.
    
3. Check order record and worksheet for special instructions.
    
4. To look at bib record, click Edit on tool bar at top of screen.
    
5. Is the bib record an OCLC record? If Yes, go to Step 6. If No, go to Step 7.
    
6. Check cataloging (description and classification). Make any fixes needed. Proceed to Step 8.
    
7. Find OCLC record and overlay record in Tripod. Check cataloging (description and classification). Make any fixes needed. Proceed to Step 8.
    
8. Be sure CAT DATE is filled in.
    
9. Fill in bib record ATRTY: <g> (replace <o>, <i> or <->). Click Save at the top of the screen.
    
10. To go to order record, click Summary. Fill in order record CDATE. Click Save.
     
11. Attach item. (ICODE2: <h>, STATUS: <p>, fill in LOC:, insert call no. (c 090), barcode (b) and Donor (if present).
     
12. Write call number on the bindery card if one is present.
     
13. Give the book to student assistant for label printing.
     
14. When labels have been printed, check student's work, particularly for location on label.
     
15. Count the titles and number of volumes/added copies that have been cataloged. Enter this number on cataloging statistics sheet.
     
16. Place books on appropriate Processing shelves.
     

Details

1. The Cataloger should first confirm that there is a Tripod record that corresponds exactly to the book in hand. (If it does not, find one on OCLC and download it). Search Tripod by title or author, something OTHER THAN bib record number or OCLC number. This can help identify duplicates.
    
2. Once you have found the correct Tripod bib record, click Edit on the toolbar at the top of the screen to look directly at it. Check the 001 field. If the number is absent or indented from other lines, it is not an OCLC record. These records need to be fixed, as they are incomplete. This is always done via downloading an OCLC record, so as to have a more complete bib record (particularly the fixed fields).
   
   
   1. Check the Tripod bib number (.bnnnnnnnn) on the screen.
       
   2. Open OCLC and overlay the Tripod record (See instructions for exporting).
       
   3. Tri-College policy is that DLC records, when available, are preferable, if there is more than one record. Otherwise the Cataloger's judgment prevails. Notify the Catalog Librarian of duplicates or errors in OCLC records.
       
3. If the existing Tripod record is an OCLC record or after you download the OCLC record, you should proceed to catalog it on Tripod. Once you find the record in Tripod, click Edit on the toolbar at the top of the screen to look at the Bib record and check/edit the following fields:
    
   
   1. The Cataloger needs to be sure that the 245 field matches exactly with the title on the title page. If there are typos in the record as it came from OCLC, print out the record, photocopy the title page and any other pages needed for documentation and report them to the Catalog Librarian. Then fix the typos in the bib record.
       
   2. Examine the 260 field to be sure that it matches the book. Publisher, place, and year of copyright/publication should correspond with the book.
       
   3. Check the 300 field for the correct pagination, illustration, and size of the book.
       
   4. Check the 440 or 490/830 (series title, and volume no. where applicable) for accuracy. Right click on the 440 or 830 field and click Verify Heading to confirm series no. consistency with other items in Tripod. This will take you to the title index and show surrounding entries.
       
   5. Some fields are superfluous and should be deleted: 039, 246 (if only for an &), 263, 653, 740 (if only for an &) and/or a 020 |c, if present on Tripod. (To delete a field, right-click on the field and choose Delete Field.) If the Cataloger notices something that should be mentioned and/or traced, it is up to the Cataloger's discretion to add it. Consult the Catalog Librarian if needed.
       
   6. After you have edited the bib record, and before you move on, copy the call number. Using the mouse, highlight and copy the 050 call number. (NOTE: Cataloger must create a call number for the book if an 050 is not present or if a different call number is needed.)
       
    
4. Next, double-click the ATRTY field at the top of the bib record and select <g> for GO NEXT YR, unless it is set to <f>, <b>, <q> or <x>. Then double-click the CAT DATE field at the top of the Bib record and select OK (the default will be today's date). Click Save at the top of the screen in order to save all of the changes.
    
5. If there is no item attached to the bib record, attach a new item (if there is an item already attached, i.e., for approval books, skip to step 6):
    
   1. Click Summary at the top of the screen. Then click the Summary tab if it isn't already selected.
       
   2. On the View drop-down menu, select ITEM if it isn't already selected. This will display all of the item records that are attached to the bib record.
       
   3. Click Attach New Item.
       
   4. When the screen says: LOC none, type the location that has been indicated on the worksheet or order slip/record. (To see all available Tri-co locations, double-click inside the LOC field and all Tri-co locations will appear. Scroll to the appropriate location and double-click to select it). Click Next.
      
   5. When the screen says ICODE2, type <h>. Click Next.
       
   6. When CALL 090 0 1 appears, paste the call number copied from the bib record into the blank field. (To paste the call number, right-click where cursor is and choose Paste from the menu.) Click Next.
       
   7. The screen will say BAR. Check on the page facing the inside of the back cover, centered near the top. If there is not a Haverford barcode, insert one there. If the book is an Astronomy library book (ha), use a double barcode, including one on a sign-out card and one in the book. Wand in the barcode. There is no need to click Next.
       
   8. The item record will appear on the screen, reflecting the fields that have been completed. The STATUS field must be edited to p IN PROCESS. To do this, double-click on the dash (-) in the STATUS field. Select p IN PROCESS and click OK.
       
   9. Check the cataloging worksheet for a DONOR name. If there is a donor, you need to insert a donor field in the item record. Click Insert at the top of the screen. Select k DONOR. Type the name as indicated on the worksheet. Click OK.
       
   10. If there are no other fields to be entered, click Save at the top of the screen.
        
   11. If this is the only item you are attaching, proceed to step 7.
        
   12. If you have a multi-volume set or multiple copies to add, it is necessary to attach new separate items for the other volumes/copies. While still in the created and saved item record, click on the Edit drop-down menu at the top of the screen and select Copy Record. This will create a new item record from the existing item. The new copied item will appear automatically on the screen. Edit the new copied record to accurately reflect the new volume/copy keeping in mind the following changes for multiple volumes/copies:
        
       • ONLY the first Haverford item attached to a bib record gets <h> in the ICODE2 field. For all subsequent items, insert <i> into the ICODE2 field.
          
       • For multiple copies of the same item, don't forget to change COP to the copy number of the added copy or copies. NOTE: The same books in two different collections are NOT assigned individual copy numbers. Only if there is more than one copy of a title in the same collection is another copy number given.
          
       • If the item is an additional volume (i.e. part of a multi-volume set), change the volume number as appropriate.
          
       • To insert the new barcode number, click Insert on the toolbar at the top of the screen and select b BAR from the drop-down menu. Wand in the barcode as before.
          
       • When all changes have been made, click Save. (Repeat the above steps as necessary for subsequent volumes/copies.)
          
       • When all items have been attached to the bib record, proceed to step 7.
          
6. If there is an item already attached that can be edited to become a Haverford item (this is often the case with approval books), edit the fields as follows:
    
   1. Change ICODE2 to <h>.
       
   2. Change LOC to the location indicated on the cataloging worksheet or order record.
       
   3. Change STATUS to <p> for IN PROCESS.
       
   4. Check call number. Edit if necessary.
       
   5. Click Insert at the top of the screen. Select b BAR from the drop-down menu. Wand in the Haverford barcode found on the page facing the inside back cover.
       
   6. Click Save at the top of the screen.
       
   7. If additional item records for multiple volumes or copies need to be added to the bib record, see 5l above for instructions.
       
7. Before quitting out of the item record, write the call number on the bindery card if there is one.
    
8. When all information in the item record(s) is correct, be sure that each has been saved and then click the Summary tab.
    
9. Now the Order record must be edited with the appropriate CDATE.
    
   1. From the View drop-down menu select Order to view all of the order records attached to the bib.
       
   2. Find the appropriate Haverford order record for the item record(s) just created. Double-click it.
       
   3. Verify that the order record is the correct order record for the item(s) in hand and double-click the CDATE field.
       
   4. Click OK. The default date is today's date.
       
   5. Click Save at the top of the screen.
       
10. Cataloging is now complete and book is ready for label printing and processing.