Rush - Hold/POD/Print DDA

Owned by Liz Woolcott
Apr 08, 2021
5 min read

Rush Cataloging Workflows for Holds, PODS, and Print DDA

Rush items take precedence over all other cataloging work - at all times.  

Rush items are materials that have been request by library patrons.  These include Holds (where the item is intended to be held for the patron), POD or Purchase on Demand (where the item was purchased after being triggered by an interlibrary loan request), and Print DDA or Print Demand Driven Acquisition (where a selection record was included in the catalog and the patron indicated they would like to obtain the material  - these are often held for the patron). 

Rush materials are indicated by a white, printed post-it note with a header of "Merril-Cazier Library Rush Book Tracking."  It will contain information about the bibliographic record number, who sent it cataloging, the final destination of the material, the type of rush item, the patron name and A# and additional information needed to process the item. The key contact for these items are the acquisition personnel listed on the form.  Additionally, the Integrated Systems Librarian should be consulted for problems or questions about Print DDA items.

Major distinctions:

  • PODS/Holds/PrintDDA all have a different Item Code 1

  • PrintDDA records look viable, but need edits + holdings updated in OCLC Connexion

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)

    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)

    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 or 090, if needed)

Edit the Bibliographic Record 

  1. Insert or change the 049 field the appropriate designation below:

    • UUSA (general stacks)

    • UUSG (art book room)

    • UUSV (art collection)

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

  3. Spell check

    1. Tools → Check Spelling OR F7

  4. Control headings

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

  5. Validate

    1. Edit → Validate OR Shift+F5

  6. Update Holdings

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

  7. Export Record

    1. Action → Export OR F5

 

Print DDA

For Print DDA records, there may be two bib records in Sierra.  Be sure to conduct a title search in Sierra prior to importing any records for Print DDA books. Print DDA books have good records already loaded in Sierra, but these records contain markers that are used in batch loading/removal processes.  These markers must be removed to prevent the record from being deleted or inadvertently edited in a batch process. Cataloger can choose either of the following methods:

  1. Overlay the existing bib record in Sierra with a record from OCLC    OR

  2. Edit the following in the record:

    1. Remove the markers:

      1. Change the Material Type from "dda - Print DDA books discovery" to "a - Books"

      2. Add the 049 field and applicable code

      3. Remove the 856 field: 

        |uhttps://library.usu.edu/services/suggest/print-dda.php|zThis book is available for the Library to purchase.  Click here to place a request.

      4. Remove the 910 field: 

        Print DDA discovery record

      5. Add the appropriate 049 field

    2. Copy the OCLC number and search for the record in Connexion; click F8 to update the libraries' holdings

In the cases where there are two records for the Print DDA title, one will be a brief bib with the order record attached.  The other will be the selection record that was previously loaded into Sierra.  Overlay the bib record that has an attached order record.  Then either, delete the remaining selection record or send the item title and the bib record numbers of the newly loaded record and the selection record to the Integrated Systems Librarian for recording and removal.

 

Import and Edit in Sierra

Bibliographic Record Load Table

Once edits are made, import into Sierra using the:

    (A) LOAD/Overlay bibs & create items (.briefbiboverlay)

Codes for Item Records

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

Field

Field No.

Indicator

Code/Data

Notes

Field

Field No.

Indicator

Code/Data

Notes

Copy No.

n/a

n/a

(as needed)

If more than one copy of this item exists, insert the copy number of the item in hand.

Item Code 1

n/a

n/a

16 (Print DDA)

17 (Firm order - hold)

21 (POD)

This indicates which type of rush process through which this material was ordered.  Choose the code that matches the process of the item in hand. See all Item Code 1 here.

Item type

n/a

n/a

0 (Book)

This indicates the item format and loan rule.  Please the Sierra Codes documentation for more options.

Location

n/a

n/a

see location chart

Location is indicated on the post-it note under "Destination."

Status

n/a

n/a

a (Available Soon)

 

Barcode

n/a

n/a

Scanned Barcode

 

Call Number

090

blank/blank

variable

Call number taken from the 050 field in the bib record

 

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. 

 

Dust Jacket:

Remove dust jackets and any other external coverings if left on before arrival to cataloging.

 

Label

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

  • MCazier10t (general stacks, larger font)

  • MCazier9t (general stacks, smaller font)

  • MCartcollt (art collection)


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. 

 

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

  • For Print DDA item, verify that there is just one record for that title. Follow instructions in Print DDA tip listed above

  • Make sure the Item Code 1 is correct for the Rush type (16=Print DDA, 17=Firm Order (Hold), and 21=POD)

  • Item displays appropriately in the OPAC

  • All fields are completed in the CMS Item Tracker

Handoff

 When finished, take the material directly to Circulation and place on the Rush cart (labeled "Purchase on Demand").

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.