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Level 1  - Copy Cataloging

Review and Select a Record

1. 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 typically have been issued in numerous editions.

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USU Eastern (Price) Special Collections Theatre Department Script Collection

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Level 1  - Copy Cataloging

Review and Select a Record

1. 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).

c. If item is physically in hand, proceed to the Physical Processing instructions below. cproceed 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

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

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INSERT OTHER CRITERIA HERE OR DELETE PREVIOUS CRITERIA AS NEEDED

/264)

4. Check that the following fields are present

a. Subject heading (at least one)

b. Call number (050)

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Edit the Bibliographic Record 

Apply the appropriate constant data, or manually add:

1. Insert or change the 049 field to:

a. UUS8 (USU Eastern Price)

2. Add a 590 field

a. 590 _ _ USU Eastern Theatre Department Script Collection. 3

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

45. Control headings

a. Edit → Control Headings → All OR Shift +F11

5. Validate

a. Edit → Validate OR Shift+F5

6OR 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

79. Export Record

a. Action → Export OR F5

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Import and Edit in Sierra

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Once edits are made, import into Sierra using the:

    LOAD/Overlay bibs & create items (.briefbiboverlay)

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Once imported, add or edit the following fields in the item records, if needed:

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. 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.  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  

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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 left on the book. 

Property Stamp:

Do not stamp

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.

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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:

  1. 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:

Item Record Structure

Item Record Structure

Codes for item records

Procedures

Preparation:

• INDICATE PREPARATORY ACTIVITIES SUCH AS TRACKING UPDATES, WHERE MATERIALS MIGHT BE OBTAINED, ETC.

Process:

1. IF NEEDED, EXPLAIN PROCESS OF CATALOGING ITEM

Physical Processing

Barcoding:

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.  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.

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

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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. 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

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

Handoff

 When finished, send the material to INDICATE WHERE MATERIAL SHOULD GO WHEN FINISHED 

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• 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.