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Cataloging Best Practices

Adjusting Copy - No Change to Master Record

Follow one of these two procedures. In general, it's better to follow one procedure or another, rather than some combination of the two.

A. Edit record in OCLC.

  1. Identify and evaluate record to make sure the record and piece match.
  2. Make changes to the bibliographic record in OCLC. Use the Save file if needed.
  3. Barcode piece(s) following barcode guidelines.
  4. Add local data fields (949, 910, etc.), either using constant data or by typing it in.
  5. Validate record in OCLC.
  6. Update holdings and export record.
  7. Write call number, initials and date on travel slip or binding slip.
  8. If record does not need revising, put item on labels shelf for end processing.

If revision is necessary, make sure record codes in Millennium identify the record as being worked on (see guidelines); item record suppression codes must be added directly in Millennium ; if no corrections are needed, reviser will add cat date, remove suppression codes and put item on labels shelf for end processing.

B. Edit record locally (in Millennium).

  1. Identify and evaluate record to make sure the record and piece match.
  2. Add the local data fields for overlay (if necessary), Millennium fixed fields and cataloger's initials: 949 *ov= ;b2=n;b3=j;ct= - - ; and 910.
  3. Update holdings and export record.
  4. Update bibliographic record in Millennium.
  5. Barcode piece(s) following barcode guidelines.
  6. Add item record(s) in Millennium; be sure to add ICODE2 "n" to each item record if record will not be finished that same day.
  7. Write call number, initials and date on travel slip or binding slip.
  8. When finished, if item does not need revision, remove suppression codes, add cat date and put item on labels shelf for end processing.

If revision is needed, put on revision shelf; if no corrections are necessary, reviser will remove suppression codes, add cat date and put item on labels shelf for end processing.

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Create Local records for Local Cataloging Only

  1. Using Millennium editor, create record according to local procedures documents. Pay special attention to BCODEs and 001 field, and any other local data as specified in the local procedures.
  2. In all cases, the BCODEs assigned should cause the record to NOT be included in files sent to RLIN, OCLC, LTI or other destinations defined in the future.
  3. Under no circumstances should OCLC control numbers (001) or RLIN control numbers, or other data specific to OCLC or RLIN record structures, appear in these records.

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FastCat Cataloging

  1. Search OCLC by the ocm# on the travel slip. If there is no ocm# on the travel slip, search OCLC using Fastcat Acceptable Cataloging Guidelines.
  2. Compare the piece with the acceptable record in OCLC, making sure that the record is a match.
  3. If acceptable copy found has a URL in the record, follow URL procedures.
  4. Barcode piece(s) following barcode guidelines.
  5. Add local data fields (949, 910, etc.), either using constant data or by typing it in.
  6. Validate record in OCLC.
  7. Update holdings and export record.
  8. Write call number, initials and date on travel slip or binding slip.

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I-Level Cataloging

  1. In OCLC Client (or Browser), retrieve record using OCLC number written on travel slip.
  2. Evaluate record using appropriate I-Level copy guidelines.
  3. Modify record, following I-Level copy guidelines. Use save file if needed.
  4. Barcode item(s) following barcode guidelines.
  5. Add local data fields (949, 910, etc.), either using constant data or by typing it in.
  6. Validate record.
  7. Update holdings and export record.
  8. Write call number, initials and date on travel slip or binding slip.

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Original Cataloging

A. No similar record exists.

  1. Search OCLC to be sure no record exists.
  2. Create a record using the appropriate workform.
  3. Save the completed record in the online save file.
  4. Submit item for review.
  5. Post-review - barcode item(s) following barcode guidelines.
  6. Add local data fields (949, 910, etc.), either using constant data or by typing it in.
  7. Update holdings and export record.
  8. Write call number, initials and date on travel slip or binding slip.

B. Similar record exists (i.e. earlier ed.)

  1. Derive a new record from the similar record.
  2. Make all necessary adjustments to the record.
  3. Save the completed record in the online save file.
  4. Submit the item for review.
  5. Post-review - barcode item(s) following barcode guidelines.
  6. Add local data fields (949, 910, etc.), either using constant data or by typing it in.
  7. Update holdings and export record.
  8. Write call number, initials and date on travel slip or binding slip.

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Upgrades to Master Records in OCLC

  1. Before beginning any online editing, make a printout of the OCLC record as it existed before any changes are made.
  2. Make sure that the record can be upgraded according to DRB's current privileges: Encoding level: K, M, 7, or 5.
  3. Lock the record. Make all necessary edits and changes with the exception of #4.
  4. Never adjust the value of the Encoding Level (ELvl).
  5. Validate the record.
  6. The reviser will then change the ELvl to I.
  7. When all changes have been made, replace the record.
  8. After the reviser has reviewed the changes, update holdings, add local data fields (949, 910, etc.) either using constant data or by typing it in, and then export the record.
  9. Verify all local codes in the record.
  10. Add item records, attach barcodes and write call number (and location if necessary) on the travel slip.

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