last updated Fri Jan-13-2012  07:01
 
 
UHM LIBRARY, CATALOGING DEPT.
 
Reporting of Cataloging Statistics :  Definitions of categories on stats sheets
 
 
1.  ORIG
All Cataloging Dept. Personnel: Count as original a completed record which you create from scratch and file into our online catalog with a valid call number in a permanent shelving location. Original cataloging records may be input on UH local system directly, or created on OCLC and then imported into the local system. They may be full-level, core-level, or less-than-full level depending on the permanent shelving location to which they are sent.
 
 
2.  PRELIM
CatSS staff and Original Cataloging Tech VII: Count as prelim an incomplete bib record which you create and file into the UH online catalog witn an IN CATALOGING call number. Count also as prelim an incomplete or deficient record which you import from OCLC or elsewhere and file into our online catalog with an IN CATALOGING call number. The prelim category is for temporary bib records which you file into Voyager for later completion or upgrading by a cataloger or the LTVII (regardless of whether you put them in the main backlog, in a special formats backlog, or on the "adaptive" shelves in the main backlog).
 
CJK ATPs: Count as prelim an incomplete bib record with IN CATALOGING call number which you create or import and file into the UH online catalog, or which you save in the OCLC online save file for completion by the CJK catalog librarian.
 
Catalog librarians: Count as prelim any record with an IN CATALOGING call number in Voyager which you complete, update in OCLC if appropriate, and send to a permanent shelving locaion in the library with a valid call number. Use this category for every title that you remove from any department backlog that has been assigned an IN CATALOGING call number by another staff member.
 
CJK catalog librarians: Same as "Catalog librarians above plus any title that has been worked on by a CJK APT, saved for you in the OCLC online save file, and recorded as a Prelim on her stats sheet.
 
NOTE:  In calculating collection statistics, prelim count by non-librarians is excluded and prelim count by librarians included. I.e., on the statistics sheets of non-librarian staff, “prelim” is a workload count; on catalogers' sheets, it is a production count and a subset of UHM original cataloging.
 
 
3.  COPY
All Cataloging Dept. personnel: Count as copy a full, complete record imported from OCLC which you file into our online catalog as is or with only minor or cosmetic edits. Copy cataloging records are acceptable records created by LC or another library which require no or only minor corrections⁄editing. Examples of a “minor” correction: fixing a typo or mark of punctuation, correcting a subfield code, or adding a diacritic. Catalog librarians will never use this category for an item that formerly had an IN CATALOGING call number. Copy catalogers and APTs may use this category for a title that was removed from a department backlog when full-level cataloging was later found--in that case, please notify the Head of the Original Cataloging Section with the collection name or format and number and locations of added copies.
 
 
4.  ADAPT
All Cataloging Dept. personnel except Original Cat. Tech VII: Count as adaptive an incomplete or deficient record imported from OCLC or elsewhere which you complete or correct, and file into our online catalog and send to a permanent shelving location with a valid call number. Adaptive records may require addition of subject cataloging elements (subject headings and⁄or LC classification), addition or corrections of access points or notes, revision of descriptive elements, upgrading obsolete or incorrect subject headings, editing or replacing the call number, or addition of non-roman fields.
 
The person who completes the record and files it into the database and sends to a permanent shelving location with a valid call number is the one who counts it on the monthly cat. statistics sheet in this category.
 
CatSS staff: Do not use this category for prelim records that they create and place on the shelves marked "Adaptive" in the monographic backlog.
 
Librarians: Do not use this category for an tiem that formerly had an IN CATALOGING call number.
 
Origianl Cat. Tech VII: Count in this category every title taken from "adaptive" section of the IN CATALOGING backlog. (On the cumulating "ORIGT" spreadsheet, these are converted to "Prelim").
 
 
 
5.  ADDED VOLUMES⁄PIECES
 
Added volumes⁄pieces should be recorded only once, byt he person who sends the tiems to a permanent shelving location with a valid call number.
 
Preservation copies (monographs or serials) are not recorded in statistics.
 
Print monographs: Count second and subsequent additional physical vols. or pieces, when cataloging multi-part monographic print works (i.e., when more than one item record is needed). E.g., a 3-vol. work is copy cataloged for Hamilton:  make one tick mark in “copy” and two tick marks in “added pieces” boxes under the Hamilton column.
 
If copies are cataloged for more than one location, make one tick mark in “copy” [or adaptive⁄prelim⁄original, as appropriate] under the column for one location, and a tick mark in “added pieces” for the other collection. Normally, if copies are being added to Hamilton and Hawn, Pac or Asia, put the first tick mark under the non-Hamilton location, and under “added pieces” for Hamilton. This is on the principle that the subject matter is the reason it was ordered for a certain collection and a Hamilton copy would be a backup.
 
If two (or more) copies are cataloged for a single location, make one tick mark in “copy” [or adaptive⁄prelim⁄original, as appropriate] under the column for the location, and one (or more) tick mark in “added pieces” for the location.
 
 
Nonprint monographs:  Count second and subsequent physical pieces for non-print formats as in the table below:
 
Format Count each additional
computer file disk (floppy)⁄ disc (CD-ROM)
map sheet
microform reel (microfilm); sheet (fiche)
slide slide
sound recording cassette (tape), disc (CD, phonodisc, phono45)
videorecording cassette (videotape), disc (DVD, VCD, videodisc)
 
Newly added microfiche (no paper copy)
Count one for new title, remainder of fiche as Added Pieces under Non-Print Formats⁄MFICHE.
 
Newly added microfiche (added to existing paper copy)
Count every individual sheet as Added Pieces under Non-Print Formats⁄MFICHE.
 
Serials:  Count only titles cataloged, i.e., new bib records added to our online catalog. Do not count added physical issues or bound vols. If multiple copies of serials are cataloged for one or more branch⁄location destinations, count as one title cataloged. The second and subsequent copies of a serial are not recorded on the cataloging stats sheet. Normally, if serial copies are being added to Hamilton and Hawn, Pac or Asia, record the serial title cataloged under the non-Hamilton location.
 
 
6.  RECAT⁄UPGRADE⁄CONVERT
Count “major” revisions to an existing bib record in this category.  “Major” means revisions or editing which require some judgment or research. Examples include: reclassifying (changing call number); recataloging (changing main entry, upgrading old description entirely to AACR2, upgrading or adding subject headings, notes, more access points); recataloging serial records for title changes; upgrading incomplete non-roman retrocon records; upgrading rapid cat. records; upgrading brief SE Asian vernacular records (Thai, Lao, Khmer, Vietnamese). Serials de-dup work is also counted in this recat⁄upgrade category.
 
Count conversions in this category also. “Conversion” means creating or importing a bib record for an item already in the collection for which there is no machine-readable record found in the online catalog.
 
 
7.  CORRECTIONS
Count as a correction a “minor” revision of an existing catalog record, such as correcting typos, simple rewording of notes, correcting mistagged elements, fixing diacritics or punctuation, deleting an incorrect or unnecessary field.
 
 
8.  NACO⁄SACO
Count as one NACO⁄SACO item each new NAR contributed, each correction to an existing NAR or SAR, or each new subject heading proposed through SACO.
 
 
9.  WEB RESOURCES
Count as one Web resource--New each new bib record for a remote e-resource or website which you create or import and file into our online catalog, whether original or copy cataloging.
 
Count as Links added when you edit an existing bib record to add an 856 field with a URL link to a web resource.   (Don't count a newly created record with an 856 field here.)
 
10.  DUBLIN CORE METADATA
Count as one DC record each new Dublin Core record created for digitized objects whether by the cataloger or by outlying staff and reported to a cataloger. DC records are not at this point filed into the online catalog.