| last updated Tue Dec-02-2008 07:26 |
ORIGINAL CATALOGING UHM THESIS PROCEDURE
Contents
I. Outline of cataloging procedures for UHM theses
II. FAQ on cataloging UH theses:
III. Detailed step-by-step procedures for creating UH theses records in OCLC
I. Outline of cataloging procedures for UHM theses
FINAL RESULT: a single bib record in Voyager describing the original manuscript, with separate MFHDs for it (and a second MFHD if electronic copy exists). Following OCLC input guidelines, catalogers contribute separate records to OCLC for the manuscript; optionally, the cataloger may choose to contribute a second record for the electronic version. In the Voyager shared database, catalogers follow "master record" policy, and hang print and electronic holdings records on a single bib.
1. Retrieve the preliminary thesis bibliographic record from LIVE and upgrade to full cataloging.
2. Tagging and coding guidelines
a. Code Leader-Type as "t" in print bib.
b. Change encoding level in leader from "5" to full level
c. Electronic version bib in OCLC:
If cataloger chooses to contribute a record to OCLC for the electronic ProQuest version of the thesis, the record in OCLC should contain these elements:
Leader Enc lvl: _ [underscore = Full level]
006 codes for computer file (prompt = 'n006com")
007 codes for remote electronic resource
008 form of item: s [s = electronic]
GMD in 245 field: ‡h [electronic resource]
533 reproduction note (taken info from prelim MFHD 843 field):
856 41 ‡ u with URL (taken from 856 in the prelim's remote electronic resource MFHD)
3. Cataloging guidelines (Voyager)
a. Perform authority verification; establish headings as needed
NOTE: It is not required to create an NAR for all theses authors, especially those for whom it is likely that the full form of name on the thesis will differ from the form chosen by the author in later publications. Use judgment.
NOTE: If a student has the same name as another author in Voyager or in the LC name authority file, resolve the conflict by adding the year of birth. To obtain the year of birth, send an email message to the UHM Graduate Records Office: records@grad.hawaii.edu
We would like to request the year of birth for this student, to distinguish him [or her] from another author with the same name:
Student name
month and year
type of degree
discipline
When creating the name authority record, cite the source as follows:
670 Email from Graduate Division, University of Hawaii at Manoa,
[date] #b (b.[date])
(Per message of 6/15/04 from Grad. Div., e-mail is preferred over phone call requests. If there is no response after a reasonable time, follow up with a phone call or another email.)
b. Assign subject heading(s)
c. Edit the IN CATALOGING [LC-style call number] MFHD call numbers for the paper copy:
Unbound paper copy ----- Change to UHM thesis analytic call number.
d. If the thesis is available electronically through our ProQuest subscription, ADD a MFHD for the electronic format and supply bib note and URL in the MFHD for the particular thesis. Follow MFHD guidelines for restricted electronic resources. NOTE: Also search non-UH theses and dissertations which we are cataloging in ProQuest, and supply links to them also if available. For procedures see: ProQuest
e. Add the OCLC record numbers for the two bibs to the Voyager bib in two separate 035 fields.
f. Leave the two 007 fields in the final Voyager bib record. The MFHDs for the electronic version (if any) will also have appropriate 007 fields. (NOTE: Even though the Voyager records describes the original print manuscript, presence of the 007s may, or should, enable format limit searching in the future. As of 2004, the presence of the 007s apparently does not connect with this function in WebPAC searching.)
g. Check that description and FF coding of the Voyager record is for the print version (except as noted above for 007 fields).
a. Place completed, bound paper copies in Special Collections Pickup box.
b. Statistics:
Count each thesis as one new title cataloged for Hawn Collection
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II. FAQ on cataloging UH theses:
Q. Is it ok to upload records with our 440 made-up series statement?
A: No, use only the 830. We will not strictly follow OCLC Bibliographic formats and standards at: http://www.oclc.org/oclc/bib/3_1.htm which says:
· Omit added entries for advisors, the institution, made-up thesis collection or series titles in fields 246, 700-740, and 8xx. Use 79x fields for these kinds of added entries.
Q: Do we count UH theses as 2 prelim records or 1?
A: Count as 1 prelim monograph title since you are adding only one record to Voyager shared DB.
Q: What are the requirements for full encoding level?
A: (see AACR2 quoted below:)
Appendix B: Full Level Record - Book
The record contains the basic bibliographic information fields (fields 100, 245, 260, and 300), as well as additional fields (e.g., fields 020 (International Standard Book Number), 050 (Library of Congress Call Number), 082 (Dewey Decimal Classification Number), 246 (Varying Form of Title), 500 (General Note), and 650 (Subject Added Entry-Topical Term)).
Appendix C: Minimal-Level Record - Book
The record contains fields for the basic bibliographic information: field 100 (Main Entry-Personal Name), 245 (Title Statement), 260 (Publication, Distribution, etc. (Imprint)), and 300 (Physical Description).
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III. Detailed step-by-step procedures for creating UH theses records in OCLC (rev. Nov. 2008)
PROCEDURE NO. 1: Upload one Voyager record for paper (To upload one record for electronic if there is already a record in OCLC for paper, follow Procedure no. 2 below.)
1. Complete cataloging in Voyager from CatSS prelim
- Change Leader encoding level to: K
- Add 6xx
- Save record to database
- Use Toolkit to BAM record, correct any errors
2. Export record to file
- Use Toolkit to export to disc:
MARC output, Unicode, one file per type, path: c:\v-import\import.bib
- Click 'save' icon on Cataloger's Toolkit
<To set up the 'save' icon In Toolkit, click 'configuration' icon, select button details, click icon for 'save record to file #1' (looks like a floppy with #1), add 'c:\oclcapps\import.bib' in Bib box, select 'Unicode' in Character set, and select 'One file per type, containing only last record exported' in File options.>
- Or click: file, save as, path: C:\v-import\import.bib
3. Import record into OCLC Connexion
- Click: file, import, local save file, path: C:\v-import\import.bib
- Do not delete original import file
- Or use macro [get instructions from Nancy]
4. Edit and update record for paper in OCLC Connexion
5. Edit Voyager record
- Add 035 field and paste OCLC number preceded by (OCoLC)ocn
- Save record to database
PROCEDURE NO. 2: Upload two Voyager records, electronic and paper, one at a time
1. Complete cataloging in Voyager from CatSS prelim
- Change Leader encoding level to: K
- Add 6xx
2. Edit Voyager record to reflect electronic resource
- Check fixed field form of item code for electronic resource
- Check 006 codes for electronic resource
- Check 007 codes for electronic resource
- Check 245 subfield ‡h [electronic resource]
- Check 530 note: Also available by subscription via World Wide Web
- Check 533 reproduction note for electronic resource
- Check 856 URL
- Save record to database
- Use Toolkit to BAM record, correct any errors
3. Export record to file
- Use Toolkit to export to disc:
MARC output, Unicode, one file per type, path: c:\v-import\import.bib
- Click 'save' icon on Cataloger's Toolkit
<To set up the 'save' icon In Toolkit, click 'configuration' icon, select button details, click icon for 'save record to file #1' (looks like a floppy with #1), add 'c:\oclcapps\import.bib' in Bib box, select 'Unicode' in Character set, and select 'One file per type, containing only last record exported' in File options.>
- Or click: file, save as, path: C:\v-import\import.bib
4. Import record into OCLC Connexion
- Click: file, import, local save file, path: C:\v-import\import.bib
- Do not delete original import file
- Or use macro
5. Edit and update first OCLC record to reflect electronic resource
- Delete 050 _4
- Delete 530
- Delete 830
6. Edit and update second OCLC record to reflect paper original
- Change fixed field form of item 's' to 'blank'
- Delete 006
- Delete 007
- Delete 050 _4
- Delete 245 subfield ‡h [electronic resource]
- Delete 533
- Delete 830
- Delete 856
7. Edit Voyager record
- Add two 035 fields and paste OCLC numbers preceded by (OCoLC)ocn
- If other 035 fields are present, change (OCoLC)ocm to (OCoLC)ocn
- Delete 245 subfield ‡h [electronic resource]
- Delete 533
- Delete 856
- Save record to database
PROCEDURE NO. 3: Upload the same Voyager record twice to OCLC Connexion; edit one for electronic and the other for paper
1. Complete cataloging in Voyager from CatSS prelim
- Change Leader encoding level to: K
- Add 6xx
2. Edit Voyager record to reflect electronic resource
- Check fixed field form of item code for electronic resource
- Check 006 codes for electronic resource
- Check 007 codes for electronic resource
- Check 245 ‡h [electronic resource]
- Check 530 note: Also available by subscription via World Wide Web.
- Check 533 reproduction note for electronic resource
- Save record to database
- Use Toolkit to BAM record, correct any errors
3. Export record to file
- Use Toolkit to export to disc:
MARC output, Unicode, one file per type, path: c:\v-import\import.bib
- Click 'save' icon on Cataloger's Toolkit
<To set up the 'save' icon In Toolkit, click 'configuration' icon, select button details, click icon for 'save record to file #1' (looks like a floppy with #1), add 'c:\oclcapps\import.bib' in Bib box, select 'Unicode' in Character set, and select 'One file per type, containing only last record exported' in File options.>
- Or click: file, save as, path: C:\v-import\import.bib
4. Import record into OCLC Connexion
- Click: file, import, local save file, path: C:\v-import\import.bib
- Do not delete original import file
- Repeat steps and import same record again
- Or use macro
5. Edit and update first record to reflect electronic resource
- Delete 050 _4
- Delete 530
- Delete 830
6. Edit and update second record to reflect paper original
- Fixed field form of item = blank
- Delete 006
- Delete 007
- Delete 050
- Delete 245 subfield ‡h [electronic resource]
- Delete 533
- Delete 856
7. Edit Voyager record
- Add two 035 fields and paste OCLC numbers preceded by (OCoLC)ocn
- If other 035 fields are present, change the 'ocm' to (OCoLC)ocn
- Delete 245 subfield ‡h [electronic resource]
- Delete 533
- Delete 856
- Save record to database
