Government Information Cataloging Workflow

Owned by Liz Woolcott
Last updated: Mar 09, 2022
9 min read

Government Information Cataloging Workflow

current

Collection Information

This collection consists of materials collected by the library through the Government Documents Depository program.  Materials are available in print, online, various electronic formats, and microfilm/microfiche. 

Much of the collection is cataloged through batch loading.  The remaining materials to be cataloged are selected and prioritized by the Government Information staff.  Materials need both copy cataloging and original cataloging.

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. Date of document

    3. Department or agency name (as a keyword search)

  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 (086)

Edit the Bibliographic Record 

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

    • UUSH – Government Document  (most commonly used)

    • UUSI  –  Maps

    • UUSK – Atlases

  2. Insert or verify the 099 field

    1. Copy or verify that the 099 field matches the 086 field, with the following modifications:

      1. The 086 1st indicator should be a 0, 2nd indicator is blank.  The 099 has no indicators.

      2. Rules for entering SuDocs on one line are:

        1. All letters or letter groups are followed by a space.

        2. All else is single-spaced, including : / and . (i.e., colon, slash, and period)

        3. If a number is preceded by , #, or other numbering indicator, this indicator should be deleted.

  3. (As needed) Insert a 590 field for oversized items or material that will be located in Lockdown using the following exact phrases:

    1. Oversize:

      1. “See Government Documents OVERSIZED SHELVING AREA.”

    2. Lockdown:

      1. “Located in Secure Area. See Gov Info Office Staff for assistance.”

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

    1. .b38045916

Import and Edit in Sierra

Bibliographic Record Load Table

Once edits are made, import into Sierra using the:

   (D) LOAD/Overlay, bibs/create items and KEEP URL (.basicswithurl)

Codes for Item Records

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

Field

Field No.

Indicator

Code

Notes

Field

Field No.

Indicator

Code

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

0

No item code is needed. Default is 0

Item type

n/a

n/a

30

This indicates a government document

Location

n/a

n/a

agov (most documents)               

agovo (oversize documents)

agloc (secured, locked down, documents)

Input the correct location only

Status

n/a

n/a

Available



Barcode

n/a

n/a

Scanned Barcode

Scan the barcode from the item

Call Number

086

blank/blank

Call # from 086 field

Copy and paste the call number from the 099 field in the bibliographic record 

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.

 

Write “√S”: Directly to the right of the barcode write a check mark with an S (stands for Sierra) below it.

 

Label:

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

  • MERR GovDocs Sudoc# - Most common

  • MERR GovDocs LOCK - Locked Shelves

  • MERR GovDocs LOCK X - Used for X/XC numbers

  • MERR GovDocs OVER - OVERSIZE

  • MERR GovDocs Y3exp - Used for Y3 numbers formatted like X/XC

 

MERRILL

GOV DOCS    



A

1.9:

NO.1935

MERRILL

GOV DOCS    



A

1.9:

NO.1935

Notes: in the volume field (last line), do not put a space between "NO." and "####".   Government information prefers that all letters are capitalized in the call number.

 

Similar to the barcode, do not cover information that is needed for identification of the item. Preferred location for the label is most commonly where there is already a handwritten SuDoc. Otherwise, place it on the lower spine of larger bound items or the upper left of the cover on smaller individual items.

Check off List

  • Did you write “√S” next to the barcode?

  • Do you have an 099 that meets the guidelines noted above?

  • Is the material type in the bibliographic record set to "n"?

  • If the material is in lockdown or oversize, did you include a 590 note and the correct location code in the item record?

Tracking

Be sure to update the following information in the Government Information Tracking Sheet: (insert URL here)

https://airtable.com/tbl2cVFp7l4hl3RNe/viwWVH75CkRf3lsnt?blocks=hide

Update Date Returned and Status.

Handoff

When finished, send the material to the Government Information Library Assistant.

Level 2  - Complex or Original Cataloging

Bibliographic Record Structure

Verify/input the following fields:

Field

Indicator

Data

Notes

Field

Indicator

Data

Notes

Type

N/A

a (books, language material)

m (computer file)

e  (cartographic material)

One of these three options is acceptable

BLvl

N/A

m (monograph)

s (serial)

One of these options is acceptable

GPub

N/a

f (federal, national)

s (state)

Use f except in those rare cases when cataloging a state document

074

Verify that this field appears for non-historic items. The field includes item numbers assigned by the Government Publishing Office. The item number is a four-digit number followed by a letter designation that indicates format type. Item numbers can be confirmed in the Catalog of Government Publications or the List of Classes. If you are cataloging a historic document, the 074 may not be available.

086

If there is a 086 field, check that the SuDoc in the field matches the one on the item.  If there is more than one SuDoc in the field, or more than one 086 field, use the one that matches the SuDoc on the item, but leave the other 086 fields.  Copy the one you are using into the 099 field.  If none of the numbers in the record match the one on the item, consult with the Government Information staff

If there is no 086 field, add one that matches the SuDoc number on the item.

If there is no SuDoc in the record or on the item, consult with the Government Information Staff.

  • The 1st indicator should be a 0, 2nd indicator is blank. Rules for entering SuDocs on one line are:

  • All letters or letter groups are followed by a space.

  • All else is single-spaced, including : / and . (i.e., colon, slash, and period)

  • If a number is preceded by , #, or other numbering indicator, in most cases this mark should be deleted. This number is generally a series number, which will also appear elsewhere on the cover and title page of the item preceded by a series identifying letter or letters. These letters should not be included in the 086 field, but included in the 099 field.                Example: Label on item reads: FCD 1.6/3:#3-1  The item will also include the series number TM-3-1.  The SuDoc fields should appear as: 

    • 086  0  FCD 1.6/3:3-1

    • 099      FCD 1.6/3:TM-3-1

099

The 099 field should be a duplicate of the selected 086 field except as described above.

049



UUSH – Most Government Documents

UUSI  –  Maps

UUSK – Atlases

One of these options must be present

500

Check for any identifying numbers. In particular, check if there is a Document Shipping List number in a 500 field.  If the number is in this field, check if it matches the item in hand.

Shipping list numbers should be entered in the following format: YY-###-Format abbreviation

Note: Shipping stamps may vary. The components of a shipping list are:

  • Year (either 2 digit or 4 digit)

  • # of shipping sequence (3 or 4 digits)

  • Format (Letter abbreviation)

  • P is paper (most common)

  • E is electronic

  • MF is microfiche

  • S is separates, meaning the item comes in more than one package and possibly in more than one physical format.

Example 1: The number stamped on the item is P 00-092. Enter it in the 500 field as 00-092-P.

Explanation: 00-092-P is the 92nd shipping list from the year 2000. It contained paper format materials.

Example 2: The stamped number that appears on the item is P01 270. It should be entered in the 500 field as 2001-0270-P. 

Explanation: The document arrived on the 270th shipping list from the year 2001. It contained paper format materials.

590

If the item is marked as oversize or Lockdown, enter a note (examples below). Make sure to use the appropriate location code in the item record.

  • “See Government Documents OVERSIZED SHELVING AREA.”

  • “Located in Secure Area. See Gov Info Office Staff for assistance.”

650, 651, 610

Try to make sure there is at least one subject heading.   It would be best that there is one that is not a government agency (ie. 610).

856

There will frequently be a URL to a government publication given in this field.   In general cataloging, we delete these when they are just descriptions or chapter headings of a work.  In government publication records these are most often links to an online form of the publication being described in the record. We will usually leave these intact.  However, check them first to make sure they actually work. If it doesn’t take you to the correct document or doesn’t work at all, delete it. Government publications are a free service so these links can be valuable access points for those who need them.



Item Record Structure

Codes for Item Records

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

Field

Field No.

Indicator

Code

Notes

Field

Field No.

Indicator

Code

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

0

No item code is needed. Default is 0

Item type

n/a

n/a

30

This indicates a government document

Location

n/a

n/a

agov (most documents)                       

agovo (oversize documents)

agloc (secured, locked down, documents)

Input the correct location only

Status

n/a

n/a

Available



Barcode

n/a

n/a

Scanned Barcode

Scan the barcode from the item

Call Number

086

blank/blank

Call # from 086 field

Copy and paste the call number from the 099 field in the bibliographic record 

 

Procedures:

Preparation:

  • Government Documents will supply two lists of items to be cataloged: Original/Complex Cataloging List and Copy Cataloging List.  

  • Government Documents will send email to Gov Info cataloging team telling them updates have been made to the list

  • Gov Info cataloging team members will request items, catalog them, and return by the end of the week, keeping no more than 3 at a time at their desk.

Process:

  1. Request items from Gov. Information using the spreadsheets linked above

  2. Catalog according to the color coded diagram above.  Items marked in pink should only be changed by a Cataloger

  3. Physically process the item by affixing a barcode and label (see label information below)

    1. Please do not cover up any information with the barcode or label                                                                                                                              

    2. If there is any question about the barcode or SuDoc label, paper-clip either or both to the item and let the Government Information staff determine where to place them on the item.

  4. Indicate on the spreadsheet that item is finished

  5. Return item to Government Information office

Label Printing and Call Number Information

– If there is no 086 field, add one that matches the SuDoc number on the item.

  • The 1st indicator should be a 0, 2nd indicator is blank. Rules for entering SuDocs on one line are:

  • All letters or letter groups are followed by a space.

  • All else is single-spaced, including : / and . (i.e., colon, slash, and period)

  • If a number is preceded by , #, or other numbering indicator, this indicator should be deleted.

086 SuDoc transcription examples:

A 13.92:

L 58

Mon.

1992x

Transcribe as:  086 0      A 13.92:L 58/MON./992x

 

E

1.8:

So 4/5/USER

Transcribe as:   086 0      E 1.8:So 4/5/USER



TD

4.79:

SW

2007-8-30

Transcribe as:   086 0     TD 4.79:SW 2007-8-30

 

All items in Government Information have labels.  Preference for label placement is first on the spine, when available, followed by the front cover.  Do not let the label cover over any information.

 

Potential Label Templates to use:

  • MERR GovDocs Sudoc - Most common

  • MERR GovDocs LOCK - Locked Shelves

  • MERR GovDocs LOCK X - Used for X/XC numbers

  • MERR GovDocs OVER - OVERSIZE

  • MERR GovDocs Y3exp - Used for Y3 numbers formatted like X/XC

 

MERRILL

GOV DOCS    



A

1.9:

NO.1935

MERRILL

GOV DOCS    



A

1.9:

NO.1935

Notes: in the volume field (last line), do not put a space between "NO." and "####".   Government information prefers that all letters are capitalized in the call number.


Physical Processing

Barcode:  Apply the following rules as for any other material.  On smaller documents, or documents that do not have a cover or where the actual content starts on the front cover of the item, the cover 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.

Scan or key-in the barcode.  Double check to ensure that the barcode is correctly entered.

 

Label: Print and place a label on the item.  Similar to the barcode, do not cover information that is needed for identification of the item.

Write “√S”: Directly to the right of the barcode write a check mark with an S (stands for Sierra) below it.

 

For boundwith material, please see the Boundwith procedures: https://usulibrary.atlassian.net/l/c/0HMuo1Jr