Distance Libraries Workflows

CURRENT

• Level 1  - Copy Cataloging

  • Review and Select a Record

  • Edit the Bibliographic Record 

  • Import and Edit in Sierra

    • Bibliographic Record Load Table

    • Codes for Item Records

  • Physical Processing

  • Property Stamp

  • Shipping

  • Tracking

  • Check off List

  • Handoff

• Level 2  - Complex or Original Cataloging

  • Bibliographic Record Structure

  • Item Record Structure

  • Procedures

  • Physical Processing

  • Property Stamp

  • Check off List

  • Tracking

  • Handoff

Level 1  - Copy Cataloging

Review and Select a Record

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

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

   1. Title and author (245/246)

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

   3. Year of publication (260/264)

   4. Formats (338 or 538 if present)

   5. Page numbers (300)

   6. 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 

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/edit the item record in Sierra after importing

4. Add any 590 notes that are needed

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:

Books with Discs

Accompanying discs are kept with the book on the shelf. The book and disc are, however, checked out individually, therefore the disc needs its own item record

• Barcode each disc

• Item type is 62 = CD-ROM

• Location code is ubks or wbks

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.  

Label:

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

• PricBlaCDs (USU Eastern CDs, LC call number)

• PriceANSCR (Price music CDs, ANSCR call number):

• PricBla11 (USU Eastern general stacks, larger font)

• PriceBlan S (USU Eastern special collections)

• PriceBlanSp (USU Eastern special collections)

Notes: INCLUDE ANY ADDITIONAL NOTES ABOUT THE CONSTRUCTION OF LABEL

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.

Shipping

Shipping procedures are available in the /wiki/spaces/ULC/pages/1022525564. Note that this a password protected space.

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

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

Handoff

 When finished, send the material to Price or Blanding, as appropriate

Level 2  - Complex or Original Cataloging

Complex and/or original cataloging follows standard cataloging processes. Please see the Level 1 - Copy Cataloging Instructions above for specific bib record notes, item record codes, and processing instructions.