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GIVE A BRIEF SUMMARY OF THE CATALOGING WORKLOW INCLUDING WHAT IT IS AND, IF NEEDED, WHO THE DECISIONS MAKERS ARE. (DO NOT USE NAMES - ONLY TITLES.) |
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Level 1 - Copy Cataloging
Review and Select a Record
Search Sierra by title to locate any existing records or brief records.
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If existing record is full and correct, add a new item (see Codes for Item Records below)
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If existing record is a brief bib record, record the bib number. This will be used to overlay the new bib record. Proceed to step 2.
USU Eastern (Price) Special Collections Theatre Department Script Collection
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| Info |
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A special collection of play scripts donated to the library by the USU Eastern Price Theatre Department. These are usually cataloged remotely from a list or spreadsheet. |
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| Table of Contents | ||
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| Note |
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Major distinctions:
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Level 1 - Copy Cataloging
Review and Select a Record
Search Sierra by title to locate any existing records.
a. Check record carefully to make sure it’s a match--particularly the publisher, date, and edition. Older play scripts have typically been issued in numerous editions.
b. If existing record is full and correct, add a new item (see Codes for Item Records below) and add a 590 field to the bib record: One copy is in the USU Eastern Theatre Department Script Collection (unless existing copy is in the Script Collection).
Note that USU Eastern and USU Blanding holdings need their own Sierra record, separate from any other location’s record. Holdings for Price and Blanding, however, are put on the same Sierra record.
c. If item is physically in hand, proceed to the Physical Processing instructions below. If working from a list, let the USU Eastern Library know when the list is finished and the books are ready to go.
d. If no record is found, repeat title search with various abbreviations to ensure thorough search, then proceed to step 2.
2. Search OCLC for the appropriate record. Key searches would include:
a. Title of document (exact title if possible)
b. Author of document
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INSERT OTHER CRITERIA HERE OR DELETE PREVIOUS CRITERIA AS NEEDED
c. ISBN or LCCN
d. Publisher (in combination with other search terms)
3. Check that the following fields match the item in hand:
a. Title and author (245/246)
b. Author / Department (100/700,110/710)
c. Edition (250)
d. Year of publication (260/264)
e. Formats (338 or 538 if present)
f. Page numbers (300)
g. Print/publisher information (260/264)
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INSERT OTHER CRITERIA HERE OR DELETE PREVIOUS CRITERIA AS NEEDED
4. Check that the following fields are present
a. Subject heading (at least one)
b. Call number (050)
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INSERT OTHER CRITERIA HERE OR DELETE PREVIOUS CRITERIA AS NEEDED
Edit the Bibliographic Record Edit the Bibliographic Record
Apply the appropriate constant data, or manually add:
Insert or change the 049 field to
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:
UUSA (general stacks)
UUSD (special collections)
UUSG (art book room)
UUSH (government documents)
UUSV (art collection)
UUSW (quinney)
(CHANGE AS NEEDED)
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If overlaying an existing bib record, add a 907 field. Input a PERIOD followed by the bib record number, for example: .b38045916
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Spell check
Tools → Check Spelling OR F7
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Control headings
Edit → Control Headings → All OR Shift +F11
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Validate
Edit → Validate OR Shift+F5
Update Holdings
a. UUS8 (USU Eastern)
2. Add a 590 field
a. 590 _ _ USU Eastern Theatre Department Script Collection
3. Add a 949 field to create an item record in Sierra OR create/edit the item record in Sierra after importing
4. Spell check
a. Tools → Check Spelling OR F7
5. Control headings
a. Edit → Control Headings → All OR Shift +F11
6. Validate
a. Edit → Validate OR Shift+F5
7. After validating the record, add a 909 field: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1422721027/909+MARC+field+-+Statistics
8. Update Holdings
a. Action → Holdings → Update holding OR Shift+F8
9. Export Record
a. Action → Export OR F5
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INSERT OTHER CRITERIA HERE OR DELETE PREVIOUS CRITERIA AS NEEDED
Import and Edit in Sierra
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Once edits are made, import into Sierra using the:
INSERT BIB RECORD LOAD TABLE FOR THIS WORKFLOW LOAD/Overlay bibs & create items (.briefbiboverlay)
Codes for Item Records
Once imported, add or edit the following fields in the item records, if needed:
Field | Field Number | Indicator | Code/Data | Notes |
|---|---|---|---|---|
Copy No. | n/a | n/a | 1 | If more than one copy of this item exists, insert the copy number of the item in hand. |
Item Code 1 | n/a | n/a |
18 ( |
gift) |
This indicates the type of acquisition process through which this material was ordered. |
These are all gifts of the Theatre Arts Collection, unless otherwise noted, and should be coded accordingly | ||
Item type | n/a | n/a |
5 (Book, 5 day loan) | This indicates the item format and loan rule. |
Location | n/a | n/a |
INSERT PREFERRED CODE HERE
uthea | |||
Status | n/a | n/a | a (Available soon) |
Barcode | n/a | n/a | Scanned Barcode |
Copy and paste barcode if working from a list or spreadsheet |
Call Number |
090 | blank/blank | variable | Call number taken from the 050 or 090 field in the bib record. Add spaces between call number sections and remove subfields. For example: |
Internal Note
n/a
n/a
INDICATE TEXT FOR INTERNAL NOTE (IF NEEDED)
ADD EXPLANATORY NOTES, IF NEEDED
Physical Processing
PS 3568 .A489 S5 1973 |
Physical Processing
Theatre Department scripts are typically cataloged from a list or spreadsheet. If the book is in hand, follow these procedures for processing:
Barcoding:
For documents with a cover, place on the first page, on the right leaf, when possible. Never cover up any important or identifying information. Always try to find a blank area for the barcode. If necessary, change it to a vertical orientation. On smaller documents, or documents that do not have a cover or where the actual content starts on the top page of the item, this top page may be the best place for the barcode.
Spine Label:
Do not label
Dust Jackets:
Dust jackets, if present, should be the best place for the barcode. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
Label:
Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:
INDICATE THE LABEL TEMPLATE RECOMMENDED FOR THIS PROCESS
HEADER1ST LINE
HEADER 2ND LINE
CALL# Line1
CALL# Line2
CALL# Line3
CALL# Line4
Notes: INCLUDE ANY ADDITIONAL NOTES ABOUT THE CONSTRUCTION OF LABEL
Remove any dust jackets or coverings from the item. Similar to the barcode, do not cover information that is needed for identification of the item. Preferred location for the label is on the lower spine of larger bound items or the lower left corner of the cover on smaller individual items. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
Property Stamp
Stamp the top and the side of the book with the Merrill-Cazier Library stamp.
Tracking
Be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF
Current Location
Cataloging Status
Start Cataloging
Finished Cataloging
Out of Cataloging
Check off List
Item displays appropriately in the OPAC
All fields are completed in the CMS Item Tracker
INDICATE KEY THING NEEDED TO REMEMBER (AS NEEDED)
Handoff
When finished, send the material to INDICATE WHERE MATERIAL SHOULD GO WHEN FINISHED
Level 2 - Complex or Original Cataloging
left on the book.
Property Stamp:
Do not stamp
| Note |
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Theatre Department Script Collection materials, like all USU Eastern Special Collections, should not be stamped or labeled. |
Tracking
If working from a list or spreadsheet, it isn’t necessary to enter the books on the spreadsheet. If, however, the book is in hand, be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF
Current Location
Cataloging Status
Start Cataloging
Finished Cataloging
Out of Cataloging
Check off List
Item displays appropriately in the OPAC
All fields are completed in the CMS Item Tracker (if applicable)
Book jacket (where present) is retained.
Make sure the 590 field has been added
Shipping/Handoff
Shipping procedures are available in the Distance Library Shipping Procedures. Note that this a password protected space.
| Info |
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Finished materials should be shipped out at the end of each month – or sooner, if they reach a critical mass. |
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Level 2 - Complex or Original Cataloging
Create the Bibliographic Record
Create a new record on OCLC, choosing the appropriate template for the material type.
Apply the USU Eastern Theatre Department Script Collection constant data, or manually add:
Insert or change the 049 field to
UUS8 (Price)
b. If overlaying an existing Sierra bib record, add a 907 field. Input a PERIOD followed by the bib record number, for example: .b38045916
c. Add a 949 field to create an item record in Sierra OR create/edit the item record in Sierra after importing
d. Add any 590 notes that are needed
e. Add the following fields:
i. Subject heading (at least one)
ii. Call number (050 or 099)
Verify/manually input the appropriate fixed field codes.
Bibliographic Record Structure
Verify/input the following fields:
Field | Indicator | Code/Data | Notes |
Language | n/a | variable | Indicate 3 letter language code |
Material Type | n/ |
a (books, language material)
CHANGE FOR APPROPRIATE CODE, AS NEEDED
a | a (books, language material) | |
BLvl | n/a | m (monograph) |
CHANGE FOR APPROPRIATE CODE, AS NEEDED
One of these options is acceptableADD EXPLANATORY NOTES, IF NEEDEDs (serial) | Most of these will be monographs, but there may be an occasional serial | ||
Country | n/a | variable | Indicate 3 letter code country code |
035 | blank/blank | variable | Input/verify OCLC number is included |
049 | blank/blank |
INSERT UUSX CODE HERE
ADD EXPLANATORY NOTES, IF NEEDED
INSERT PREFERRED CALL NUMBER FIELD HERE
INSERT CALL NUMBER INDICATORS HERE
variable
UUS8 | |||
050 | blank/4 | variable | Indicates a call number that conforms to the LC class schedules, but that has been assigned by an agency other than LC |
variable |
ADD EXPLANATORY NOTES, IF NEEDED
245 | variable |
264 | variable |
300 |
variable
variable | ||
336 |
ADD CODE or VARIABLE
ADD EXPLANATORY NOTES, IF NEEDED
variable | |
337 |
ADD CODE or VARIABLE
ADD EXPLANATORY NOTES, IF NEEDED
variable | |
338 |
ADD CODE or VARIABLE
ADD EXPLANATORY NOTES, IF NEEDED
variable | ||
490 | variable |
500 | variable |
ADD EXPLANATORY NOTES, IF NEEDED
590 | blank/blank |
variable
USU Eastern Theatre Department Script Collection | |||
650 | variable | Add at least one subject heading, if possible. Refer to ClassWeb or Library of Congress Subject Headings. |
For plays, this will usually take the form of: [Subject] #v Drama. | |||
655 | blank/7 | variable | Add a genre heading, if appropriate. For example: Detective and mystery plays. #2 lcgft |
variable |
830 | variable |
ADD EXPLANATORY NOTES, IF NEEDED
856 |
ADD STRUCTURE INFORMATION HERE
ADD EXPLANATORY NOTES, IF NEEDED
variable | |
949 | blank/blank |
ADD STRUCTURE INFORMATION HERE
ADD EXPLANATORY NOTES, IF NEEDED
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call number #i barcode #l uthea #t 5 #k a |
Item Record Structure
Codes for item records
Field | Field No. | Indicator | Code/Data | Notes |
Copy No. | n/a | n/a | (as needed) | If more than one copy of this item exists, insert the copy number of the item in hand. |
Item Code 1 | n/a | n/a |
18 ( |
gift) |
This indicates the type of acquisition process through which this material was ordered. Choose the code that matches the process of the item in hand. See list of all Item Code 1 |
Item type
n/a
n/a
INDICATE APPROPRIATE CODE HERE
This indicates a EXPLAIN CODE HERE
Location
n/a
n/a
INDICATE APPROPRIATE CODE HERE
See list of Location Codes ADD EXPLANATORY NOTES, IF NEEDED
. These are all gifts of the Theatre Arts Collection, unless otherwise noted, and should be coded accordingly | ||
Item type | n/a | n/a |
Available
ADD EXPLANATORY NOTES, IF NEEDED
5 (Book, 5-day loan) | This indicates the item format and loan rule. | |
Location | n/a | n/ |
Scanned Barcode
ADD EXPLANATORY NOTES, IF NEEDED
Call Number
INSERT
blank/blank
Call number taken from INSERT APPROPRIATE CALL NUMBER FIELD
ADD EXPLANATORY NOTES, IF NEEDED
a | uthea | |||
Status | n/a | n/a | a (Available soon) | |
Barcode | n/a | n/a |
INDICATE TEXT FOR INTERNAL NOTE (IF NEEDED)
ADD EXPLANATORY NOTES, IF NEEDED
Procedures
Preparation:
INDICATE PREPARATORY ACTIVITIES SUCH AS TRACKING UPDATES, WHERE MATERIALS MIGHT BE OBTAINED, ETC.
Process:
IF NEEDED, EXPLAIN PROCESS OF CATALOGING ITEM
Physical Processing
Barcoding:
...
Scanned Barcode | If working from a list or spreadsheet, copy and paste barcode | |||
Call Number | 090 | blank/blank | variable | Call number taken from the 050 or 090 field in the bib record. Add spaces between call number sections and remove subfields. For example: PS 3568 .A489 S5 1973 |
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Import and Edit in Sierra
Bibliographic Record Load Table
Once edits are made, import into Sierra using the:
LOAD/Overlay bibs & create items (.briefbiboverlay)
Physical Processing
Barcoding:
For documents with a cover, place on the first page, on the right leaf, when possible. Never cover up any important or identifying information. Always try to find a blank area for the barcode. If necessary, change it to a vertical orientation. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
Label:
Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:
INDICATE THE LABEL TEMPLATE RECOMMENDED FOR THIS PROCESS
HEADER1ST LINE
HEADER 2ND LINE
CALL# Line1
CALL# Line2
CALL# Line3
CALL# Line4
Notes: INCLUDE ANY ADDITIONAL NOTES ABOUT THE CONSTRUCTION OF LABEL
Similar to the barcode, do not cover information that is needed for identification of the item. Preferred location for the label is on the lower spine of larger bound items or the lower left corner of the cover on smaller individual items. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
Property Stamp
Stamp the top and the side of the book with the Merrill-Cazier Library stamp.necessary, change it to a vertical orientation. On smaller documents, or documents that do not have a cover or where the actual content starts on the top page of the item, this top page may be the best place for the barcode.
Spine Label:
Do not label
Dust Jackets:
Dust jackets, if present, should be left on the book.
Property Stamp:
Do not stamp
| Note |
|---|
Theatre Department Script Collection materials, like all USU Eastern Special Collections, should NOT be stamped or labeled. |
Tracking
If working from a list or spreadsheet, it isn’t necessary to enter the books on the spreadsheet. If, however, the book is in hand, be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF
Current Location
Cataloging Status
Start Cataloging
Finished Cataloging
Out of Cataloging
Check off List
Item displays appropriately in the OPAC
All fields are completed in the CMS Item Tracker
INDICATE KEY THING NEEDED TO REMEMBER (AS NEEDED)
Tracking
Be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF
Current Location
Cataloging Status
Start Cataloging
Finished Cataloging
Out of Cataloging
Handoff
When finished, send the material to INDICATE WHERE MATERIAL SHOULD GO WHEN FINISHED
...
Book jacket (where present) is retained
Shipping/Handoff
Shipping procedures are available in the /wiki/spaces/ULC/pages/1022525564. Note that this a password protected space.
| Note |
|---|
Finished materials should be shipped out at the end of each month – or sooner, if they reach a critical mass. |