Cat Seps Cataloging Procedure
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This workflow originates in Serials Acquisitions, where pieces received through standing order or memberships are received and checked in using the Millennium Serials module. Bib records for individual titles are not created at point of receipt. The Cat Seps processor must search OCLC for matching records, catalog pieces with complete records that match the "sort" criteria, and enter bib and order records into the online catalog for pieces with no available copy or incomplete records.
Receiving steps for most of these materials call for insertion of a "Serials Acquisitions" streamer, identifying the proper cataloging workflow and destination. Books received through the LC Africa plan are not flagged; all are cataloged for location MN.
Step 1. Searching OCLC using Connexion Client
Batch searching is recommended to start. If a batch search key is not successful, OCLC can be searched interactively.
For batch searching,
- Click on BATCH, then ENTER BIBLIOGRAPHIC SEARCH KEYS.
- Select the appropriate local save file in the “Local file” box.
- Type the ISBN or derived search key in the “Query” box, and press ENTER, or click on ADD.
- Continue until all search keys have been entered, click SAVE, then CLOSE.
- To run the searches, click on BATCH, then PROCESS BATCH.
- Click in the box adjacent to the proper file name in the “Local Files” box.
- In the “Process” box click on ONLINE SEARCHES.
- Click OK.
To search Interactively,
- Log on to WorldCat (click on icon, press a function key, or use drop-down menus).
- Select “search” or “browse” method (“search” allows derived and keyword searching, while “browse” allows phrase searching).
- Initiate the search by pressing ENTER or clicking OK.
To save a specific bib record to the local save file with the bib record displayed,
- type F4
- or choose ACTION, then SAVE RECORD TO LOCAL FILE.
Derived search keys and qualifiers
Title: 3,2,2,1
Type the first three letters of the first significant word of the title, a comma, the first two letters of the second title word, a comma, first two letters of the third title word, a comma, and the first letter of the fourth title word.
| Title | Search Key |
| Amazonia and the Andes | ama,an,th,a |
A title derived search must contain 3 commas even if the title includes less than four words. Initial articles are ignored, but articles embedded in the title are not.
| Title | Search Key |
| The sun also rises | sun,al,ri, |
| Ghostwalker | gho,,, |
Author/title: 4,4
Type the first 4 letters of the author’s last name, a comma, and the first four letters of the first significant word in the title.
Author/title searches have only one comma.
| Author/Title | Search Key |
| Margaret Mitchell/Gone with the wind | mitc,gone |
If either the surname or the first title word is less than four letters, key in the entire name or word.
| Author/Title | Search Key |
| Ernest Hemingway/The sun also rises | hemi,sun |
Author: 4,3,1
Type the first four letters of the author’s last name, a comma, the first three letters of the author’s first name, a comma, and the author’s middle initial.
Author searches must contain 2 commas.
| Author | Search Key |
| Anne Tyler | tyle,ann, |
| J.K. Rowling | rowl,j,k |
| Harriet Beecher Stowe | stow,har,b |
Qualifying searches
Qualifiers limit search results by specifying certain format types or date ranges for a specific search.
To restrict the search to books format:
/bks
Restricting the date range can be done a variety of ways:
/2006- (from 2006 to the present) RECOMMENDED
/2000-2006 (between 2000 and 2006)
/2006 (only 2006)
| Search components | Search Key |
| The Falls by Ian Rankin, published after 1999 | rank,fall/bks/1999- |
Step 2. Cataloging books with complete copy
If a complete bib record is found for a title and the record meets cataloging “sort” criteria (see chart), it may be cataloged and exported into the online catalog.
Cataloging is done offline using the bib record saved to the local save file during the OCLC searching process. The export step is done one record at a time, and the OCLC update step is handled through the software’s “batch” process.
First open the local save file where the records are stored using one of these methods:
- Click on the local save file icon:
- Click CATALOGING, then SEARCH, then LOCAL SAVE FILE.
- Press F3
Check each bib record field carefully and make any needed edits.
Add a 949 field including a “no overlay” command and an item creation command.
949 *ov= ;I= /loc=mn/w=aqcopymonoxxx;
Mark the record for OCLC updating using one of these methods:
- Click on the “update holdings ” icon:
- Click on ACTION, then UPDATE HOLDINGS
- Press F8
Export the record into Mil Acq using one of these methods:
- Click on the “export” icon:
- Click on ACTION, then EXPORT
- Press F5
Record call number in the book.
Transfer the book to the CP labeling truck.
Step 3. Processing books with copy that does not meet “sort” criteria
Follow these steps when an OCLC bib record has been found but the copy does not meet the “sort” criteria. Conditions that would bump a title into this category include:
- Bib records lacking call number and/or subject heading
- Bib records containg two call numbers
- Bib records representing a multi-volume work
- Cataloging location is reference or Special Collections
- Bib records with incorrect fixed field elements (MAT TYPE is not “a”, BIB LVL is not “m”)
- Call numbers that are not appropriate (Z over 5000, FC or PZ, or an “anal” number)
- Books with supplementary material
- Bib records with discrepancies in description or date (245 and 260 fields)
Bib and order records for each title in this category must be added to Mil Acq before distributing them to the proper cataloging or T Loc workflow.
In Connexion Client, add a 949 field to the OCLC bib record:
949 *recs=bo;dflt=catsep;ins=kac;rd=mm-dd-yy;br=xx;|ymmp
Export the record into Mil Acq using one of these methods:
- Click on the “export” icon:
- Click on ACTION, then EXPORT
- Press F5
The OCLC bib record will be exported into Mil Acq without a cat date in the bib, and an order record will be attached. In Mil Acq you will need to verify that the STATUS in the order record is a (fully paid). If the system suspects that the record being brought in is a dup, the status in the order record will be 1; you'll need to verify that the record is not a dup to something already in the database, and then change STATUS to a.
In Mil Acq call up the record and write the purchase order number in the book (top left gutter on the page following the title page) and on the “Serials Acquisitions” streamer.
Distribute the book to the proper workflow (see chart)
Step 4. Processing books lacking an OCLC bib record
If no OCLC bib record was found, you will have to hand key a bib record in Mil Acq and attach an order record.
Hand key a bib record:
- Click on the NEW icon:
- Choose the VACBIB template.
- Key in appropriate author/title/edition/imprint/ISBN data.
- Click SAVE.
Attach an order record to the bib:
- Click on the SUMMARY tab.
- Choose “order” from the drop-down menu.
- Click on ATTACH NEW ORDER
- Choose the CATSEP template.
- Add the correct cataloging destination, an internal note, and update the RDATE field
- Click on SAVE
Write the purchase order number in the book (top left gutter on the page following the title page) and on the “Serials Acquisitions” streamer.
Distribute the book to the proper workflow (see chart)
CATALOGING “SORT” CHART
| FIELD | OK TO CATALOG | DO NOT CATALOG |
| Destination | Most main and branch locations | Africana Biography Tools Career Coll. Closed Reference College Guides Consulting Reference FineArts – Music FundingCenter Reference Software Spec.Coll. Statistics Alcove Travel Guides |
| Fixedfield | MATTYPE = a BIBLEVL = m ENCLEVL = I, 4, (blank) or 8 |
|
| Callnumber | complete, properly formatted call number in 050 or 090 field |
|
| Extentof item (300 field) | Pagination matches |
|
| Series | 440 or 490/830 combination |
|
| Description(1XX, 245, 260 fields) | Record matches book |
|
| Subjects | Record contains at least one 6XX subject heading (600, 610, 611, 630, 650, or 651)with second indicator 0 (zero)
NOTE:No 6XX headings are required for literary works (PB-PL, PM-PT classes) |
|
DISTRIBUTION CHART
| CATEGORY | WORKFLOW DESTINATION | NOTES |
| Cataloged book (call number written in and item record created in Mil Acq) | CP labeling truck |
|
| Book lacking an OCLC bib record (hand-keyed bib record and order record created in Mil Acq) | “To be T Loc H’d” truck |
|
| OCLC bib record lacking acceptable call number and/or subject headings | “To be T Loc H’d” truck |
|
| Multi-vol work (v. instead of p. in 300 field) | Copy Cat workflow shelves | |
| Book with print supplementary material (complete copy) | Copy Cat workflow shelves | |
| Book with print supplementary material (incomplete copy) | “To be T Loc H’d” truck | |
| Book with NON print supplementary material | AV cabinet | |
| OCLC copy with unacceptable call number in 050 or 090 (Z over 5000, FC or PZ, anal) | Copy Cat Problems shelf | |
| OCLC copy with M, ML, or MT call number OR cataloging destination MU | Music cataloger in DataCat | |
| OCLC copy with series problem | Copy Cat Problems shelf | |
| OCLC copy with discrepancies in 245 and/or 260 fields | Copy Cat Problems shelf | |
| OCLC copy but cataloging destination in reference (include red reference streamer) | RUSH cataloging shelf |
