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Herbarium Copy Cataloging Workflow

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Herbarium General Cataloging Workflow

Rough Draft, suggestions for improvement are welcome

^{Extensive revision, 12/19/2022-12/22/2022}

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1. by title, author, or keyword to locate existing records or brief records.

   • After the an initial search in Sierra, you can limit by Location of Herbarium Library, which is particularly useful for large results of similar titles.

2. If there is already a Sierra Herbarium bibliographic record:

   1. Check the Sierra Herbarium Bib record against the item in hand, especially these fields:

      • 020 ISBN (if any)

      • 245 Title

      • 260/264 Publisher and date

      • 300 Pagination and height

      • 490 If in the record, title and number should match

3. Then, if all looks correct, add a new Item Record

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5. Herbarium records are kept separately from Merrill-Cazier Library items or other branch libraries, so, if there isn't a matching record for the Herbarium, but instead, a record for another Library or Merrill-Cazier location, (or no matching bib record at all), then go on to OCLC

II-Search OCLC for the appropriate record. 

1. If you found the correct edition in Sierra, but the record was in the Merrill-Cazier or another branch library, use the OCLC number to search,

   1. no:

   2. #

   3. Otherwise, OCLC searches can include:

      • ISBN, if present

      • Title of item (exact title if possible) - minus any Boolean terms: and, or, not, near

      • Author of item

      • Various combinations of the above, for example:

        • au:flowers seville ti:ferns utah yr:1939 ← author, title, and date

        • ti:cupressae yr:1946 pb:united states herbarium ← title, date, and publisher

        • ti:wildflowers yr:2020 pb:utah state university

2. Check that the following fields match the title and edition being cataloged:

   • 020 - ISBN, if any

   • 100/700 and 245/246 - Title and author(s)

   • 260/264 - Publisher and Year of publication

   • 300 - Page numbers or number of volumes for multi-volume sets/serials

   • 336/337/338 - Format

III-Edit the OCLC Bibliographic Record 

Check the fixed fields, especially:

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3. Apply the HERBARIUM949 constant data

• This creates the 049 and 949 field

  • OR create the 049 and 949 by hand as shown below:

• Insert or change the 049 field to:

  • UUS5 ← Herbarium

• Insert 949 item record information with the following codes:

  • 949  call number ǂi barcode ǂl o ǂt 7 

    • You can have more than one 949 field, if you have more than one volume or copy.

    • for example:

      • 949  call number ǂv v. 5 ǂi barcode ǂl o ǂt 7 

      • 949  call number ǂv v. 6 ǂi barcode ǂl o ǂt 7

      • etc.

5. Apply 909 cataloger statistics field: 909 MARC field - Statistics

• [FIRSTNAME LASTNAME] ǂb [YYYY-MM-DD] ǂc COPY or ORIGINAL ǂd CMS STATS ǂz [NOTES, not usually needed]

  1. if you add a completely new 505 or 520 field to the record, add the e subfield, with one of these terms:

     • 505 ADDED

     • 520 ADDED

     • [FIRSTNAME LASTNAME] ǂb [YYYY-MM-DD] ǂc COPY or ORIGINAL ǂd CMS STATS ǂe ISSUE: [505 ADDED, 520 ADDED]

6. If the item being cataloged is part of a multivolume set of books (but not a serial):

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8. 650/655 - Delete all Subject Headings with second indicators of 1, 2, 3, 4, 5, and 6.

• Delete all Subject Headings that have second indicators of 7, Except: keep Fast headings.

9. Validate; Update to show we have holdings; then Export

IV-Import from OCLC

• Import into Sierra using:   

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• Summary view; View all; click on the c-number (for card); then click on Record. 

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• Start Cataloging, if not already filled in

• Finished Cataloging, with time/date

• In Sierra, go to View, In Public Display

  • Then copy the Web Address and Paste into Sierra OPAC link

• Add comments, if necessary, such as: Holdings work needed, etc.

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• First check that all cataloged items say “Available” – if any say Available soon, fix the item record in Sierra with Item status: -

• Print off copy of OPAC record

• bring up record in Sierra (if not already done)

• Print label from item and clip to printout.

• Checkmark Label printed?

• Bring labels and printouts to Herbarium

• Remember to bring barcodes, if needed

• Label template name: Herbarium9

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• Do not stamp with an ownership stamp.

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Level 2  - Serials Cataloging

Under construction, not yet ready to use

Item is a regular serial (volumes are not individually titled) or with a Note or Comment saying: Serials cataloging

Review and Select a Record

A visual diagram of the Serials Cataloging/Decision Process: Serials Visual Workflow

 I. Search Sierra first, by title, author, or keyword to locate existing records or brief records.

• After the an initial search in Sierra, you can limit by Location of Herbarium Library, which is particularly useful for large results of similar titles.

  1. If there is already a Sierra Herbarium bibliographic record, proceed to the Item Records in Sierra section (without importing a new OCLC record).

     1. Check the Sierra Herbarium record against the item in hand, especially these fields:

        • Material type: a (Print resource)

        • Bib Level: s (Serial)

        • 022 ISSN, if any

        • 245 Title

        • 260/294 Publisher and date

        • 300 volumes

        • 110/710 Agency/Corporation issuing the serial (may vary over time)

        • 780 Proceeding title

        • 785 Succeeding title

• Add an Item Record and update Holdings Record, if necessary.

• Herbarium records are kept separately from Merrill-Cazier Library items, so, if there isn't a matching record for the Herbarium, but instead, a record for another Library or Merrill-Cazier location, (or no bib record at all in the catalog), then proceed to step 2. Search OCLC…

a-ITEM RECORDS IN SIERRA:

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Bring up the Holdings Record: Summary view; View all; click on the c-number (for card); then click on Record. 

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II-Search OCLC and select appropriate record. 

1. If you found the correct edition in Sierra, but the record was in the Merrill-Cazier or another branch library, use the OCLC number to search,

   1. no:

   2. #

   3. Otherwise, searches could include:

      • ISSN, if present

      • Title of item (exact title if possible) - minus any Boolean terms: and, or, not, near

      • Corporation or Agency issuing the title

      • Various combinations of, for example:

        • ti:contributions herbarium pb:new mexico mt:ser ← title, publisher/issuing agency, and format (serial)

2. Check that the following fields match the serial being cataloged:

   • 022 - ISSN, if any

   • 110/710 and 245/246 - Title and issuing agency

   • 260/264 - Place, Publisher, and Years of publication - HOWEVER, many serials will change publishers/places over time!

   • 300 - Page numbers or number of volumes for multi-volume sets/serials, or just the word “volumes” for currently running serials

   • 336/337/338 - Format (same as book)

   • 362 - Pattern of enumeration (volumes, numbers, dates) - if the issue doesn’t match the pattern, it may be from a different serial

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Check the fixed fields, especially:

1. Check that the following fields match, if not done already during the search

   1. 100/700 and 245/246 - Title and author(s)

   2. 110/710 - Corporate author

   3. 260/264 - Publisher and year

   4. 300 - pages or volumes

   5. 336/337/338 - Format

   6. 110/710 - Corporation/Agency issuing the title

   7. 111/711 - Conference issuing the title

2. Check that the following fields are present

   1. 050/090 - Call number

      • Search the LC call number in Sierra to make sure there are no call number conflicts.

      • If the call number needs adjusting, put the adjusted call number in the 090 field, leave any 050 fields in the record. 

      • If no call number available; either assign it, if familiar with call numbers, or mark Call number needed in Work notes on the Herbarium Airtable.

   2. 650/651 - Subject heading

3. Serial fields to check:

   1. 310 - Frequency (not always present)

   2. 362 - Dates/Volume enumeration

   3. 77x - Related titles

   4. 780 - Proceeding title

   5. 785 - Succeeding title

4. Then check for these special fields and edits:

   1. 650/655 - Delete all Subject Headings with second indicators of 1, 2, 3, 4, 5, and 6.

      1. Delete all Subject Headings that have second indicators of 7, Except: Fast headings.

5. Apply the HERBARIUM949 constant data

   1. This creates the 049 and 949 field

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1. Insert or change the 049 field to:

   • UUS5 ← Herbarium

2. Insert 949 item record information with the following codes:

   • 949  call number ǂi barcode ǂl o ǂt 7 

   • You can have more than one 949 field, if you have more than one volume or copy.

   • for example:

     • 949  call number ǂv v. 5 ǂi barcode ǂl o ǂt 7 

     • 949  call number ǂv v. 6 ǂi barcode ǂl o ǂt 7

     • etc.

3. Apply 909 cataloger statistics field: 909 MARC field - Statistics

   1. [FIRSTNAME LASTNAME] ǂb [YYYY-MM-DD] ǂc COPY or ORIGINAL ǂd CMS STATS ǂz [NOTES, not usually needed]

4. Validate; ; Update to show we have holdings; then Export

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III-Holdings Records workflow (simplified edition)

1. Bring up the Holdings Record:
   Summary view; View all; click on the c-number (for card); then click on Record. 

   • The holdings record will usually show only the top-level of the enumeration for Serials or multivolume Monographs (volumes + year, only)

2. Holdings Records steps for matching and edits 

3. Check the following fields and/or codes:

   1. Location:  o  Herbarium Library

   2. 852 field

      • The call number in |h & |i should match the item record(s);

      • For Serials, missing issues may be noted in |z. 

      • Ignore the 1, 2, a, b, and c fields which came over from the migration from Symphony to Sierra.

      • Examples

        • 852 01 |1o|2o|aUUS|bWHERBARIUM|cHERBARIUM|hQK1|i.B345|zsome missing issues

        • 852 01 |hQK110|i.F55 1993|zsome volumes have multiple copies

   3. Check the fields showing the volumes:

      1. Look over the volumes shown in either 866 or the 863 fields, and see if the item in hand will need to be added to the holdings:

      2. For a 866 field, go ahead and update the field, unless the holdings are open ended:

         • 866 31 |80|aVol. 5, no. 1 (May 1949) – to date. ← item in hand is v. 8, no. 1 (no update needed)

         • Non-open ended holdings:

         • 866 31 |80|aVol. 5, no. 1 (May 1949) – v. 6, no. 2 (June 1949) ← item in hand is v. 8, no. 1

         • 866 31 |80|aVol. 5, no. 1 (May 1949) – v. 6, no. 2 (June 1949), and v. 8, no. 1 (Jan. 1950)

      3. If the 863 field volume situation is simple, go ahead and update the 863 field:

         • 853 03 |81 |av.

         • 863 30  |81.1|a5-9 ← the item in hand is volume 10

         • Update to:

         • 863 30 |81.1|a5-10

      4. If the 863 field situation is complex, use the MARC Holdings Records Full Procedures to update them if you have been trained in Holdings work, or do a comment with @ for the current serials cataloger and add the text: Holdings work.

         • MARC Holdings Records Full Procedures

4. If uncertain about the holdings record or there is none, do a Comment then @Serials cataloger, and indicate Holdings work.

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Label:
Print the Herbarium9 label in Sierra:

• Herbarium9

Serials will often not have separate item records for the issues in Herbarium (Holdings records should cover the volumes/issues held):

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Be sure to update the following information in the Herbarium Item Tracker Database:Start Cataloging

• Finished Cataloging

• In Sierra, go to View, In Public Display

  • Then copy the Web Address and Paste into Sierra OPAC link

    • https://tahoe.lib.usu.edu/record=b4251569

• Comments added, if necessary, such as: Needs call number, Problem for Melanie, Holdings work; Original cataloging needed, etc.

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