Veterinary Medicine Collection

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 (exact title if possible)

   2. Author

   3. Series Title

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. Verify or change the 049 field to:

   • UUSA (general stacks)

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 an 830 field:

   1. 830 _0 Veterinary Medicine Reserve Collection.

4. Spell check

   1. Tools → Check Spelling OR F7

5. Control headings

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

6. Validate

   1. Edit → Validate OR Shift+F5

7. Update Holdings

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

8. Export Record

   1. Action → Export OR F5

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:

For books with discs:

In the Item Record, change the “Number of Pieces” to 2 (or however many pieces there are, calculated at Book + Number of discs, etc.=?)

Create a public note that reads “Disc  included”

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:

• MClmcVetM9

• MClmcVetmd

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. 

If there are discs:

Print an additional label (detailed below) and attach it to the front right bottom corner of book:

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

• (If needed) books with accompanying discs are flagged and labeled

Handoff

When finished, send the material to Circulation.  Flag any books that have DVDs that are not in permanent pockets in the back or front of book.  Circulation staff will create pockets.