| last updated Thu Mar-05-2009 06:41 |
CAPSEA⁄CAPSA Material processing
Currently, CatSS receives one truck per week of materials from the ASIA Collection. The material arrives already targeted with the No-Go strips (metallic strips which trigger the exit alarm gate if not deactivated during the check-out process at the Circ desk) and is already property stamped. Ideally, materials should be distributed to CatSS staff on a weekly basis. Once the materials have been distributed:
1) Search the on-line catalog (to see if we have the piece, or have a copy of it on order)
- If the on-line catalog indicates that we already own the piece:
- Determine if the piece is a duplicate, or an added volume
- If the piece is a duplicate:
- Make a printout of the expanded Hierarchy screen
- Write "DUP" on the top of the printout
- Insert the printout into the piece in hand
- Return the piece in hand to the Head of CatSS
- If the piece is an added volume:
- it may be necessary to open the existing bib record and to fetch and remark the piece from the shelves (if a single volume bib record becomes a MPI)
- update the bib record as necessary, including but not limited to:
- adding additional 020(s) as needed
- updating the 505 as needed
- checking for further bibliographical changes; they may appear on the LC bibliographic data sheet that accompanies the piece(s); Depending on the severity of the changes, it might be faster to download and overlay the existing record rather than to do manual input. If the download⁄overlay option is chosen, be sure to retain the call number from the current bib record (if different from the one in the incoming bib)
- update the MFHD as necessary
- add to correct copy number MFHD if multiple MFHDs exist
- collapse multi-line holdings as far as possible
- change the Type of Record in the leader to v
- change the Encoding Level to 4
- edit all 866 tag(s) 1st & 2nd indicators to 4 and 1, respectively
- add the new holding(s) to the MFHDs 866 tag
- Add ITEM record(s)
- include correct volume numbering on Enumeration line
- File the record into the database
- BAM the bib record, editing as necessary
- Count stats as added volume(s), and 1 Correction if the bib was opened or edited
- If UHM has the piece on order:
- Make a printout of the expanded Hierarchy screen
- Insert the printout into the piece in hand
- Return the piece in hand to the Head of CatSS
General utilities searching guidelines
- For roman script materials, search by magic number (LCCN, ISBN) if available. If no hits, or if magic numbers are not available, search by title (preferred) or by keyword
- For non-CJK, non-Thai vernacular language materials, if there is no LC preliminary bibliographic data sheet, and no in-house transliteration sheet inserted, search by magic number (LCCN, ISBN) if available. If no usable copy is found, or there are no magic numbers, return piece with your initials and date on a post-it note to Head of CatSS
- For non-DVD Thai vernacular language materials, if there is no LC preliminary bibliographic data sheet, and no in-house transliteration sheet inserted, search by magic number (LCCN, ISBN) if available. If no usable copy is found, or there are no magic numbers with which to search, route piece to Asia review shelf with your initials and date on a post-it note.
- Thai DVDs and VCDs get transliterated by Asia, then searched. If no usable copy is found, route piece to Head of CatSS.
2) Search OCLC for copy (the preferred utility)
- If matching full copy is found, update and export the record and complete the bibliographical processing
- If the full copy is for materials in any of the Science classifications (GB-GC, Q-V), process the piece(s) into the online catalog then make a printout of the bib record, initial the printout, write "SciTech?" on the printout, insert the printout into the book, and put the book on the SciTech Selector Review shelf. A Science selector will review the materials to determine if they wish to add it to the HMLTN collection, or if will go to the ASIA collection. The selector does not review the material before it arrives in CatSS. Do not count the stats for these pieces until the Permanent Location has been determined and the piece(s) returned to you. Once the material has been returned to you, change the Location in the MFHD and ITEM (if necessary). Then count stats for the appropriate Location for the piece(s). If the piece is going to ASIA, write ASIA under the barcode -- that way we know the piece has been reviewed by the selector
- If the full copy is for materials in the P classification, check the call number against our current on-line Authority record. If there is a Classification number in the Authority record, use that classification number. If there is no classification number in the Authority record, search the on-line catalog by author to see if we have other works by the same author. Some adjustment to the call number in the incoming bib record may be necessary, especially for non-LC assigned classifications of authors, to avoid call number conflicts or to adjust the filing order in our database. Cutters (for works by authors whose P classification has already been established in our database) may be assigned based on the Cutter Table. If there is no Authority record for the author, refer the piece after cataloging to Nancy for Authority work.
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Copy for the first piece in a title, 1 Added Piece for each subsequent piece on the same bib
- If full matching adaptive copy is found (microform instead of paper, for example, or earlier⁄later editions), only export the record, do not update it. Treat the exported record as a working template
- Remove from the bib record any reference to OCLC (035, 040)
- Change the Encoding Level in the Leader to 7
- Add a UHM 040 tag to the bib
- Change fixed fields to reflect piece in hand
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Orig for the first piece in a title, 1 Added Piece for each subsequent piece on the same bib
- Route piece(s) to PENDINGTOBEDETERMINED
- If incomplete matching adaptive copy is found (microform instead of paper, for example, or earlier⁄later editions), only export the record, do not update it. Treat the exported record as a working template
- Remove from the bib record any reference to OCLC (035, 040)
- Change the Encoding Level in the Leader to 5
- Add a UHM 040 tag to the bib
- Change fixed fields to reflect piece in hand
- Keep 6XX tag(s) or LC-style call number tags, if either are present
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Prelim for the first piece in a title, do not count additional pieces
- Shelve in Prelim IN CATALOGING area
3) If only incomplete copy on OCLC is found, search other databases as appropriate (LC, Univ. of Auckland, etc.)
- If fuller copy is found on another database, transfer the information into the incomplete OCLC record before updating and downloading the record from OCLC. On OCLC, the subfield delimiter can be created using the keystroke combination Ctrl+d. When the cursor is positioned at the end of a tag, hitting the Enter key will create a blank tag directly below. The screen is WYSIWYG. Diacritics may be copied from other tags in the record, added manually, or added once the record has been downloaded. I find it's easier to add the diacritics once the record has been downloaded
- If the enhanced OCLC copy is for materials in any of the Science classifications (GB-GC, Q-V), process the piece(s) into the online catalog then make a printout of the bib record, initial the printout, write "SciTech?" on the printout, insert the printout into the book, and put the book on the SciTech Selector Review shelf. A Science selector will review the materials to determine if they wish to add it to the HMLTN collection, or if will go to the ASIA collection. The selector does not review the material before it arrives in CatSS. Do not count the stats for these pieces until the Permanent Location has been determined and the piece(s) returned to you. Once the material has been returned to you, change the Location in the MFHD and ITEM (if necessary). Leave the printout with the selector's decision in the piece. Then count stats for the appropriate Location for the piece(s). If the piece is going to ASIA, write ASIA under the barcode -- that way we know the piece has been reviewed by the selector
- If the enhanced OCLC copy is for materials in the P classification, check the call number against our current on-line catalog. Some adjustment to the call number may be necessary, especially for non-LC assigned classifications of authors. Cutters for authors already established in our database may be assigned based on the Cutter Table
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Copy for the first piece in a title, 1 Added Piece for each subsequent piece on the same bib
- If fuller copy is not found on another database, update and download the OCLC record
- If the material may be reasonably assumed to be eventually cataloged under any of the Science classifications (GB-GC, Q-V), process the piece(s) into the online catalog, then make a printout of the bib record, initial the printout, write "SciTech?" on the printout, insert the printout into the book, and put the book on the SciTech Selector Review shelf. A Science selector will review the materials to determine if they wish to add it to the HMLTN collection, or if will go to the ASIA collection. The selector does not review the material before it arrives in CatSS. Do not count the stats for these pieces until the Permanent Location has been determined and the piece(s) returned to you. Once the material has been returned to you, change the Location in the MFHD and ITEM (if necessary). Then count stats for the appropriate Location for the piece(s). Then count stats for the appropriate Location for the piece(s). Leave the printout with the selector's decision in the piece. If the piece is going to ASIA, write ASIA under the barcode -- that way we know the piece has been reviewed by the selector
- Treat as an Adaptive title
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 piece under Prelim, do not count added copies or volumes
- Shelve in Adaptive IN CATALOGING area
4) If no copy is found on OCLC, search other databases as appropriate (LC, Univ. of Auckland, etc.)
- If full copy is found by subsequent searching, download and complete the bibliographical processing
- If the full copy is for materials in any of the Science classifications (GB-GC, Q-V), process the piece(s) into the online catalog then make a printout of the bib record, initial the printout, write "SciTech?" on the printout, insert the printout into the book, and put the book on the SciTech Selector Review shelf. A Science selector will review the materials to determine if they wish to add it to the HMLTN collection, or if will go to the ASIA collection. The selector does not review the material before it arrives in CatSS. Do not count the stats for these pieces until the Permanent Location has been determined and the piece(s) returned to you. Then count stats for the appropriate Location for the piece(s). Once the material has been returned to you, if the piece is going to ASIA, write ASIA under the barcode -- that way we know the piece has been reviewed by the selector
- If the full copy is for materials in the P classification, check the call number against our current on-line catalog. Some adjustment to the call number may be necessary, especially for non-LC assigned classifications of authors. Cutters for authors already established in our database may be assigned based on the Cutter Table
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Copy for the first piece in a title, 1 Added Piece for each subsequent piece on the same bib
- Route piece(s) to PENDINGTOBEDETERMINED
- If only incomplete copy is found on subsequent searching, download best copy and treat as an Adaptive title
- If the material may be reasonably assumed to be eventually cataloged under any of the Science classifications (GB-GC, Q-V), process the piece(s) into the online catalog, then make a printout of the bib record, initial the printout, write "SciTech?" on the printout, insert the printout into the book, and put the book on the SciTech Selector Review shelf. A Science selector will review the materials to determine if they wish to add it to the HMLTN collection, or if will go to the ASIA collection. The selector does not review the material before it arrives in CatSS. Do not count the stats for these pieces until the Permanent Location has been determined and the piece(s) returned to you. Once the material has been returned to you, change the Location in the MFHD and ITEM (if necessary). Then count stats for the appropriate Location for the piece(s). Leave the printout with the selector's decision in the piece. If the piece is going to ASIA, write ASIA under the barcode -- that way we know the piece has been reviewed by the selector
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 piece under Prelim, do not count added copies or volumes
- Shelve in Adaptive IN CATALOGING area
- If full matching adaptive copy is found (microform instead of paper, for example, or earlier⁄later editions), only export the record, do not update it. Treat the exported record as a working template
- Remove from the bib record any reference to the source utility (035, 040)
- Change the Encoding Level in the Leader to 7
- Add a UHM 040 tag to the bib
- Change fixed fields to reflect piece in hand
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Orig for the first piece in a title, 1 Added Piece for each subsequent piece on the same bib
- If incomplete matching adaptive copy is found (microform instead of paper, for example, or earlier⁄later editions), only export the record, do not update it. Treat the exported record as a working template
- Remove from the bib record any reference to the source utility (035, 040)
- Change the Encoding Level in the Leader to 5
- Add a UHM 040 tag to the bib
- Change fixed fields to reflect piece in hand
- Keep 6XX tag(s) or LC-style call number tags, if either are present
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 Prelim for the first piece in a title, do not count added copies or volumes
- Shelve in Prelim IN CATALOGING area
6) If no copy at all is found anywhere
- Use the General template or the Fiction template, as appropriate
- If there is an LC preliminary bibliographic data sheet inserted in the piece, transcribe only the tags used for preliminary cataloging; leave the data sheet with the piece
- If there is an in-house transliteration sheet available, use the information to fill in the appropriate tags in the preliminary record; leave the transliteration sheet with the piece
- File the record into the database
- BAM the bib record, editing as necessary
- Create MFHD (for single piece or multiple pieces; base the coding on the 300 tag in the bib)
- add 866 tag(s) if appropriate
- Create ITEM(s)
- add volume⁄part designation(s) to Enumeration line, if appropriate
- Count stats as 1 piece under Prelim, do not count added copies or volumes
- Shelve in Prelim IN CATALOGING area
Binding Processing
Put completed materials on the appropriate labeling truck (Hardcover, Softcover) or send directly to Preservation those items which need further conservation (Tip-ins, CD in volume, Mend, Stapled through spine, Loose pages, etc.) Full softcover routing instructions may be found here
