Distance Libraries Workflows

CURRENT

Level 1  - Copy Cataloging

Review and Select a Record

1. Search Sierra by title to locate any existing records or brief bib records.

   1. If existing record is full and correct, add a new item (see Codes for Item Records below). Note that USU Eastern 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.

   2. 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.

   3. 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.

   4. 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:

   1. Title of document (exact title if possible)

   2. Author of document

   3. ISBN or LCCN

   4. Publisher (in combination with other search terms)

3. Check that the following fields match the item in hand:

   1. Title and author (245/246)

   2. Author / Department (100/700,110/710)

   3. Edition (250)

   4. Year of publication (260/264)

   5. Formats (338 or 538 if present)

   6. Page numbers (300)

   7. Print/publisher information (260/264)

4. Check that the following fields are present

   1. Subject heading (at least one)

   2. Call number (050)

Edit the Bibliographic Record 

Apply the appropriate constant data, or manually add:

1. Insert or change the 049 field to one of the designations below:

   • UUS8 (Price)

   • UUS9 (Blanding)

2. If overlaying an existing bib record, add a 907 field.  Input a PERIOD followed by the bib record number, for example: .b38045916

3. Add a 949 field to create an item record in Sierra OR create the item record in Sierra after importing

4. Add any 590 notes that are needed

5. Spell check

a. Tools → Check Spelling OR F7

6. Control headings

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

7. Validate

a. Edit → Validate OR Shift+F5

8. After validating the record, add a 909 field: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1422721027/909+MARC+field+-+Statistics

9. Update Holdings

a. Action → Holdings → Update holding OR Shift+F8

10. Export Record

a. Action → Export OR F5

Import and Edit in Sierra

Bibliographic Record Load Table

Once edits are made, import into Sierra using the:

    LOAD/Overlay bibs & create items (.briefbiboverlay)

Codes for Item Records

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

Physical Processing

USU Eastern items are sometimes cataloged from a list or spreadsheet. If the item 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.  

Books with Accompanying Discs:

Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:

• PriceBlan9 (USU Eastern general stacks, books and DVDs)

• PriceBla11 (USU Eastern general stacks, books and DVDs, larger font)

• priceBlan3 (USU Eastern general stacks, books and DVDs, smaller font)

• PricBlaCDs (USU Eastern CDs, LC call number)

• PriceANSCR (Price music CDs, ANSCR call number)

• PriceBlanS (USU Eastern special collections)

• PriceBlanSp (USU Eastern special collections, smaller font)

            USU Eastern CDs (including audiobooks), LC call number (Price or Blanding)    USU Eastern Price music CDs, ANSCR call number

 USU Eastern special collections (Price or Blanding)      USU Eastern Price Local authors collection          USU Eastern DVDs (Price or Blanding)

Dust jackets, if present, should be left on the book.  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 for both the dust jacket and the item. Blanding prefers the label to be placed on the spine, even if the spine is narrow. Labels can be paper clipped to pages of the book rather than stuck on, if placement is difficult

Property Stamp

Stamp the top and the side of USU Eastern Price books with the USU Eastern stamp.

DO NOT stamp USU Eastern Blanding books. They will be stamped after they arrive in Blanding.

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, and label is printed and affixed on both jacket and book

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

Shipping/Handoff

When finished, send the material to Price or Blanding, as appropriate. Shipping procedures are available in the /wiki/spaces/ULC/pages/1022525564. Note that this a password protected space.

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 appropriate constant data, or manually add:

  1. Insert or change the 049 field to one of the designations below:

     • UUS8 (Price)

     • UUS9 (Blanding)

  2. If overlaying an existing Sierra bib record, add a 907 field.  Input a PERIOD followed by the bib record number, for example: .b38045916

  3. Add a 949 field to create an item record in Sierra OR create/edit the item record in Sierra after importing

  4. Add any 590 notes that are needed

  5. Add the following fields:

     1. Subject heading (at least one)

     2. Call number (050 or 099)

• Verify/manually input the appropriate fixed field codes.

Bibliographic Record Structure

Verify/input the following fields:

Item Record Structure

Codes for Item Records

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.  

Books with Accompanying Discs:

Label:

Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:

• PriceBlan9 (USU Eastern general stacks, books and DVDs)

• PricBla11 (USU Eastern general stacks, books and DVDs, larger font)

• priceBlan3 (USU Eastern general stacks, books and DVDs, smaller font)

• PricBlaCDs (USU Eastern CDs, LC call number)

• PriceANSCR (Price music CDs, ANSCR call number)

• PriceBlan S (USU Eastern special collections)

• PriceBlanSp (USU Eastern special collections, smaller font)

Do NOT remove 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 for both the dust jacket and the item. Blanding prefers the label to be placed on the spine, even if the spine is narrow. Labels can be paper clipped to pages of the book rather than stuck on, if placement is difficult

Property Stamp

Stamp the top and the side of the book with the USU Eastern stamp.

DO NOT stamp USU Eastern Blanding books. They will be stamped after they arrive in Blanding.

Check off List

• Item displays appropriately in the OPAC

• All fields are completed in the CMS Item Tracker

• Book jacket (where present) is retained, and label is printed and affixed on both jacket and book

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

Shipping/Handoff

When finished, send the material to Price or Blanding, as appropriate. Shipping procedures are available in the /wiki/spaces/ULC/pages/1022525564. Note that this a password protected space.