Cataloging Books in Braille

Level 1  - Copy Cataloging a Braille Book

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)

      • Check that Form in the bib Fixed Fields is f = Braille

      • Check or edit the 007 (Physical Description) to $a = t (for text) and $b = c (for braille).

        • Then, change the Sierra Bib Material Type to brl = Braille.

   2. If, however, existing record is a brief bib record, record the bib number (to overlay with the new bib record). Proceed to step 2.

   3. If no record is found, repeat title search with various variations/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. Agency producing the document

   4. Call number or SuDoc number if known.

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

   1. Title and author (245/246)

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

   3. Publisher / or Gov. Agency ; Year of publication (260/264)

   4. Page numbers (300) and size, if given:

      • 300 439 pages of braille ;|c31 cm

      • 300 2 volumes of braille.

   5. Formats (338 or 538 if present)

      • 336 tactile text|btct|2rdacontent

      • 337 unmediated|bn|2rdamedia

      • 338 volume|bnc|2rdacarrier

      • the record may also have a 341 field of some kind:

        • example: 341 0_ |atext|ebraille

4. Check that the following fields are present

   1. Subject heading (at least one)

   2. Call number (050)

Edit the Bibliographic Record 

1. Fixed Fields

   • Check that Form = f: Braille

2. Add if missing:

   • 007 field $a = t for text and $b = c for braille.

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

   • UUSA (general stacks)

   • UUSD (special collections)

   • UUSG (art book room)

   • UUSH (government documents)

   • UUSV (art collection)

   • UUSW (quinney)

4. Formats (3xx)

   • 300 xxx pages of braille or xx volumes of braille ← or something similar

   • 336 tactile text |b tct |2 rdacontent

   • 337 unmediated |b n |2 rdamedia

   • 338 volume |b nc |2 rdacarrier

   • the record may also have a 341 field of some kind:

     • example: 341 0_ text |e braille

5. May also have:

   • 250 [Braille edition]

   • 500 On braille embossed pages.

   • 655 7 Braille books. |2 lcgft

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

7. Spell check

   • Tools → Check Spelling OR F7

8. Control headings

   • Edit → Control Headings → All OR Shift +F11

9. Validate

   • Edit → Validate OR Shift+F5

10. Add a 909 field using constant data and include your name in |a, the date in |b, and “Copy” in |c. Include actions taken and notes in |e and |z, if desired.

11. Update Holdings

    • Action → Holdings → Update holding OR Shift+F8

12. Export Record

    • Action → Export OR F5

Import and Edit in Sierra

Bibliographic Record Load Table

Once edits are made, import into Sierra using

For Circulating stacks: LOAD/Overlay bibs & create items (.briefbiboverlay)

For Gov. info: LOAD/Overlay, bibs/create items and KEEP URL (.basicswithurl)

In bib record: change the material type to brl = braille

Codes for Item Records

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

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 the label templates according to the destination location for the item.

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

• Make sure Material type is brl (Braille)

Handoff

 When finished, send the material to its intended designation.

Level 2  - Complex or Original Cataloging - in process, do not use yet

Bibliographic Record Structure

Verify/input the following fields:

Item Record Structure

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

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

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