Procedure : Staff Development Committee Material

Scope

Gives the procedures for cataloging Staff Development Committee material. It assumes familiarity working in Millennium and OCLC Connexion.

Regular Cataloging Procedure

Introduction

Material will be ordered through Acquisitions. When the material arrives, Acquisitions will put it on the table in the In-Process area. Items are then picked up by CatMet staff member for cataloging.

It is ok if there are other bibliographic records with the same title for other copies, i.e., uncat, fully cataloged, reserve, etc.

Bibliographic Record

IMPORTANT: Look for notes in the order record, for information to supply 590 local notes.

In Millennium, make the following adjustments to the brief bib. record created by Acquisitions for the item in hand:

  1. Make any minor adjustments to the record to make it match the piece in hand. NOTE: If in doubt, ask.
  2. Do not add a CAT DATE.
  3. MAT TYPE = -
  4. BIB STATUS = s
  5. SOURCE = d
  6. In the 300 field, if there is a CD in the book, make sure it's mentioned here.
  7. Insert field y, tag 955, and enter: |u+l yymmdd [today's date].
  8. Insert field y, tag 998, and enter: |c[your initials].

Item Record

IMPORTANT: Do not create holdings or checkin records for multipart items.

  1. Create an item record using the catsdc: staffdevcomrecs template.
  2. LOC = rsstf Baker Berry Reserve Staff
  3. I TYPE = 0 monograph. NOTE: Use this regardless of format.
  4. Insert field c, tag 95004, and enter: |bSDC[accession call#]. TIP: See the chart on LibCatMet2, to assign consecutive numbering for the accession number.
  5. Insert field b, tag 950, and enter: |z[barcode].

TIP: Make sure to save the changes you have made as you close the record.

Gift Cataloging Procedures

Introduction

Gifts will either come through the mail or through Acquisitions. For gifts received through Acquisitions, follow Staff Development Committee Regular Procedures. For gifts received through the mail, follow the procedures given below.

Bibliographic Record

In Millennium, search by title and do one of the following:

If the search reveals a match, i.e., author, title, imprint, etc. match the piece in hand, do the following:

  1. Create a copy of the bibliographic record by:
    1. While in the bib. record, click on Edit menu, a drop down list appears.
    2. Choose Copy Record, a dialog box appears.
    3. Scroll down the list of templates and select: catsdcbib: staffdevecomm bib.
    4. Click Select.
  2. Delete fields 001, 007, 040, 050, 090, 590, 856, 9xx's if present.
  3. Do not add a CAT DATE.
  4. MAT TYPE = -
  5. BIB STATUS = s
  6. SOURCE = d
  7. In the 300 field, if there is a CD in the book, make sure it's mentioned here.
  8. Insert field y, tag 955, and enter: |u+l yymmdd [today's date].
  9. Insert field y, tag 998, and enter: |c[your initials].

If the search in Millennium does not reveal a match, do the following:

  1. Search OCLC for a matching record.
  2. If a match is found, then pass to nothing and export to Millennium. IMPORTANT: Do not add our holdings to the OCLC record.
  3. In Millennium, delete fields 001, 007, 040, 050, 090, 590, 856, 9xx's if present.
  4. Do not add a CAT DATE.
  5. MAT TYPE = -
  6. BIB STATUS = s
  7. SOURCE = d
  8. In the 300 field, if there is a CD in the book, make sure it's mentioned here.
  9. Insert field y, tag 955, and enter: |u+l yymmdd [today's date].
  10. Insert field y, tag 998, and enter: |c[your initials].

If the search in OCLC does not reveal a match, do the following:

  1. In Millennium, click on "New" in the toolbar a the top of the screen, a dialog box appears.
  2. Scroll down the list of templates and select: catsdcbib: staffdevecomm bib.
  3. Click Select.
  4. Do not add a CAT DATE.
  5. MAT TYPE = -
  6. BIB STATUS = s
  7. SOURCE = d
  8. In the 300 field, if there is a CD in the book, add |e.
  9. Insert field y, tag 955, and enter: |u+l yymmdd [today's date].
  10. Insert field y, tag 998, and enter: |c[your initials].

TIP: Make sure to save the changes you have made as you close the record.

Processing

If there are stickers, plates, etc. from other organizations that have donated these items, a note to Preservation should be written on the yellow binding slip to cover them. EXAMPLE: *COVER DIVERSITY STICKERS.