Herbarium Copy Cataloging Workflow

Herbarium General Cataloging Workflow

Rough Draft, suggestions for improvement are welcome

^{Extensive revision, 12/19/2022-12/22/2022}

Herbarium Collection
Copy Cataloging will be done via a remote workflow using Airtable. The Herbarium's small library is used by the Herbarium staff, faculty, and students for identification of specimens, classwork, and miscellaneous research.  This is a reference collection: items do not circulate. If the same item is held by the Herbarium and the Merrill-Cazier Library, or another Branch Library, import another separate bib record; do not attach Herbarium items to another library's bib records.

Level 1 - Copy Cataloging (books)

Review and Select a Record

 I-Search Sierra first, 

1. by title, author, or keyword to locate existing records or brief records.

   • After the an initial search in Sierra, you can limit by Location of Herbarium Library, which is particularly useful for large results of similar titles.

2. If there is already a Sierra Herbarium bibliographic record:

   1. Check the Sierra Herbarium Bib record against the item in hand, especially these fields:

      • 020 ISBN (if any)

      • 245 Title

      • 260/264 Publisher and date

      • 300 Pagination and height

      • 490 If in the record, title and number should match

3. Then, if all looks correct, add a new Item Record

5. Herbarium records are kept separately from Merrill-Cazier Library items or other branch libraries, so, if there isn't a matching record for the Herbarium, but instead, a record for another Library or Merrill-Cazier location, (or no matching bib record at all), then go on to OCLC

II-Search OCLC for the appropriate record. 

1. If you found the correct edition in Sierra, but the record was in the Merrill-Cazier or another branch library, use the OCLC number to search,

   • no:

   • #

   • Otherwise, OCLC searches can include:

     • ISBN, if present

     • Title of item (exact title if possible) - minus any Boolean terms: and, or, not, near

     • Author of item

     • Various combinations of the above, for example:

       • au:flowers seville ti:ferns utah yr:1939 ← author, title, and date

       • ti:cupressae yr:1946 pb:united states herbarium ← title, date, and publisher

       • ti:wildflowers yr:2020 pb:utah state university

2. Check that the following fields match the title and edition being cataloged:

   • 020 - ISBN, if any

   • 100/700 and 245/246 - Title and author(s)

   • 260/264 - Publisher and Year of publication

   • 300 - Page numbers or number of volumes for multi-volume sets/serials

   • 336/337/338 - Format

III-Edit the OCLC Bibliographic Record 

Check the fixed fields, especially:

1. Check that the following fields match, if not done already during the search

   1. 100/700 and 245/246 - Title and author(s)

   2. 110/710 - Corporate author

   3. 260/264 - Print/Publisher information and date

   4. 300 - pages or volumes

   5. 336/337/338 - Format

2. Check that the following fields are present

   • 050/090 - Call number

     • Search the LC call number in Sierra to make sure there are no call number conflicts.

     • If the call number needs adjusting, put the adjusted call number in the 090 field, leave any 050 fields in the record. 

     • If no call number available; either assign it, if familiar with call numbers, or mark Call number needed in Work notes on the Herbarium Airtable.

   • 650/651 - Subject heading

3. Apply the HERBARIUM949 constant data

• This creates the 049 and 949 field

  • OR create the 049 and 949 by hand as shown below:

• Insert or change the 049 field to:

  • UUS5 ← Herbarium

• Insert 949 item record information with the following codes:

  • 949  call number ǂi barcode ǂl o ǂt 7 

    • You can have more than one 949 field, if you have more than one volume or copy.

    • for example:

      • 949  call number ǂv v. 5 ǂi barcode ǂl o ǂt 7 

      • 949  call number ǂv v. 6 ǂi barcode ǂl o ǂt 7

      • etc.

5. Apply 909 cataloger statistics field: 909 MARC field - Statistics

• [FIRSTNAME LASTNAME] ǂb [YYYY-MM-DD] ǂc COPY or ORIGINAL ǂd CMS STATS ǂz [NOTES, not usually needed]

  1. if you add a completely new 505 or 520 field to the record, add the e subfield, with one of these terms:

     • 505 ADDED

     • 520 ADDED

     • [FIRSTNAME LASTNAME] ǂb [YYYY-MM-DD] ǂc COPY or ORIGINAL ǂd CMS STATS ǂe ISSUE: [505 ADDED, 520 ADDED]

6. If the item being cataloged is part of a multivolume set of books (but not a serial):

7. 504 - Includes bibliographical references. Check for a matching b in the fixed fields Cont: b

8. 650/655 - Delete all Subject Headings with second indicators of 1, 2, 3, 4, 5, and 6.

• Delete all Subject Headings that have second indicators of 7, Except: keep Fast headings.

9. Validate; Update to show we have holdings; then Export

IV-Import from OCLC

• Import into Sierra using:   

Bibliographic Record Load Table: LOAD/Overlay bibs & create items (.briefbiboverlay)

Item Records for Monographs (or multi-volume monographs):

• Item Record table

For Multivolume Monographs, check or create Holdings Record. Otherwise, skip this step.

• Summary view; View all; click on the c-number (for card); then click on Record. 

HOLDINGS RECORDS for multivolume books:

Tracking

Be sure to update the following information in the Herbarium Item Tracker Database:

• Start Cataloging, if not already filled in

• Finished Cataloging, with time/date

• In Sierra, go to View, In Public Display

  • Then copy the Web Address and Paste into Sierra OPAC link

• Add comments, if necessary, such as: Holdings work needed, etc.

Check off List

• Item is on its own separate record in Sierra (does not share a record with Merrill-Cazier Library or SCA locations, or other branches)

• Bibliographic record fixed field Location is: o (Herbarium)

• Item displays as in Herbarium appropriately in the OPAC

• Tracking is completed in the CMS Item Tracker, and

• Item now shows up in the Completed Cataloging view.

Creating labels and printouts to transfer to Herbarium

see also: Herbarium Label printing

Click on OPAC link

• First check that all cataloged items say “Available” – if any say Available soon, fix the item record in Sierra with Item status: -

• Print off copy of OPAC record

• bring up record in Sierra (if not already done)

• Print label from item and clip to printout.

• Checkmark Label printed?

• Bring labels and printouts to Herbarium

• Remember to bring barcodes, if needed

• Label template name: Herbarium9

Keep the dust jacket, if the item has one.  Print labels for both the item and the dust jacket and place on both.  

Marking

• Do not stamp with an ownership stamp.

Level 2  - Serials Cataloging

Under construction, not yet ready to use

Item is a regular serial (volumes are not individually titled) or with a Note or Comment saying: Serials cataloging

Review and Select a Record

A visual diagram of the Serials Cataloging/Decision Process: Serials Visual Workflow

 I. Search Sierra first, by title, author, or keyword to locate existing records or brief records.

• After the an initial search in Sierra, you can limit by Location of Herbarium Library, which is particularly useful for large results of similar titles.

  1. If there is already a Sierra Herbarium bibliographic record, proceed to the Item Records in Sierra section (without importing a new OCLC record).

     1. Check the Sierra Herbarium record against the item in hand, especially these fields:

        • Material type: a (Print resource)

        • Bib Level: s (Serial)

        • 022 ISSN, if any

        • 245 Title

        • 260/294 Publisher and date

        • 300 volumes

        • 110/710 Agency/Corporation issuing the serial (may vary over time)

        • 780 Proceeding title

        • 785 Succeeding title

• Add an Item Record and update Holdings Record, if necessary.

• Herbarium records are kept separately from Merrill-Cazier Library items, so, if there isn't a matching record for the Herbarium, but instead, a record for another Library or Merrill-Cazier location, (or no bib record at all in the catalog), then proceed to step 2. Search OCLC…

a-ITEM RECORDS IN SIERRA:

Single Item Records with a summary of volumes held in the VOLUME field

Holding Records:

Bring up the Holdings Record: Summary view; View all; click on the c-number (for card); then click on Record. 

• The holdings record will usually show only the top-level of the enumeration for Serials or multivolume Monographs (volumes + year, only)

HOLDINGS RECORDS for serials

If the 863 field situation is complex, use the MARC Holdings Records Full Procedures to update them if you have been trained in Holdings work, or do a comment with @ for the current serials cataloger and add the text: Holdings work.

II-Search OCLC and select appropriate record. 

1. If you found the correct edition in Sierra, but the record was in the Merrill-Cazier or another branch library, use the OCLC number to search,

   1. no:

   2. #

   3. Otherwise, searches could include:

      • ISSN, if present

      • Title of item (exact title if possible) - minus any Boolean terms: and, or, not, near

      • Corporation or Agency issuing the title

      • Various combinations of, for example:

        • ti:contributions herbarium pb:new mexico mt:ser ← title, publisher/issuing agency, and format (serial)

        •  

2. Check that the following fields match the serial being cataloged:

   • 022 - ISSN, if any

   • 110/710 and 245/246 - Title and issuing agency

   • 260/264 - Place, Publisher, and Years of publication - HOWEVER, many serials will change publishers/places over time!

   • 300 - Page numbers or number of volumes for multi-volume sets/serials, or just the word “volumes” for currently running serials

   • 336/337/338 - Format (same as book)

   • 362 - Pattern of enumeration (volumes, numbers, dates) - if the issue doesn’t match the pattern, it may be from a different serial

III-Edit the OCLC Bibliographic Record 

Check the fixed fields, especially:

1. Check that the following fields match, if not done already during the search

   1. 100/700 and 245/246 - Title and author(s)

   2. 110/710 - Corporate author

   3. 260/264 - Publisher and year

   4. 300 - pages or volumes

   5. 336/337/338 - Format

   6. 110/710 - Corporation/Agency issuing the title

   7. 111/711 - Conference issuing the title

2. Check that the following fields are present

   1. 050/090 - Call number

      • Search the LC call number in Sierra to make sure there are no call number conflicts.

      • If the call number needs adjusting, put the adjusted call number in the 090 field, leave any 050 fields in the record. 

      • If no call number available; either assign it, if familiar with call numbers, or mark Call number needed in Work notes on the Herbarium Airtable.

   2. 650/651 - Subject heading

3. Serial fields to check:

   1. 310 - Frequency (not always present)

   2. 362 - Dates/Volume enumeration

   3. 77x - Related titles

   4. 780 - Proceeding title

   5. 785 - Succeeding title

4. Then check for these special fields and edits:

   1. 650/655 - Delete all Subject Headings with second indicators of 1, 2, 3, 4, 5, and 6.

      1. Delete all Subject Headings that have second indicators of 7, Except: Fast headings.

   2.  

5. Apply the HERBARIUM949 constant data

   1. This creates the 049 and 949 field

OR create the 049 and 949 by hand

1. Insert or change the 049 field to:

   • UUS5 ← Herbarium

2. Insert 949 item record information with the following codes:

   • 949  call number ǂi barcode ǂl o ǂt 7 

   • You can have more than one 949 field, if you have more than one volume or copy.

   • for example:

     • 949  call number ǂv v. 5 ǂi barcode ǂl o ǂt 7 

     • 949  call number ǂv v. 6 ǂi barcode ǂl o ǂt 7

     • etc.

3. Apply 909 cataloger statistics field: 909 MARC field - Statistics

   1. [FIRSTNAME LASTNAME] ǂb [YYYY-MM-DD] ǂc COPY or ORIGINAL ǂd CMS STATS ǂz [NOTES, not usually needed]

4. Validate; ; Update to show we have holdings; then Export

IV-Import from OCLC

• Once edits are made, import into Sierra using:   

Bibliographic Record Load Table: LOAD/Overlay bibs & create items (.briefbiboverlay)

In Sierra:

Item Records for SERIALS

• If the SERIAL record is completely new, check or use these codes or values:

III-Holdings Records workflow (simplified edition)

1. Bring up the Holdings Record:
   Summary view; View all; click on the c-number (for card); then click on Record. 

   • The holdings record will usually show only the top-level of the enumeration for Serials or multivolume Monographs (volumes + year, only)

2. Holdings Records steps for matching and edits 

3. Check the following fields and/or codes:

   1. Location:  o  Herbarium Library

   2. 852 field

      • The call number in |h & |i should match the item record(s);

      • For Serials, missing issues may be noted in |z. 

      • Ignore the 1, 2, a, b, and c fields which came over from the migration from Symphony to Sierra.

      • Examples

        • 852 01 |1o|2o|aUUS|bWHERBARIUM|cHERBARIUM|hQK1|i.B345|zsome missing issues

        • 852 01 |hQK110|i.F55 1993|zsome volumes have multiple copies

   3. Check the fields showing the volumes:

      1. Look over the volumes shown in either 866 or the 863 fields, and see if the item in hand will need to be added to the holdings:

      2. For a 866 field, go ahead and update the field, unless the holdings are open ended:

         • 866 31 |80|aVol. 5, no. 1 (May 1949) – to date. ← item in hand is v. 8, no. 1 (no update needed)

         • Non-open ended holdings:

         • 866 31 |80|aVol. 5, no. 1 (May 1949) – v. 6, no. 2 (June 1949) ← item in hand is v. 8, no. 1

         • 866 31 |80|aVol. 5, no. 1 (May 1949) – v. 6, no. 2 (June 1949), and v. 8, no. 1 (Jan. 1950)

      3. If the 863 field volume situation is simple, go ahead and update the 863 field:

         • 853 03 |81 |av.

         • 863 30  |81.1|a5-9 ← the item in hand is volume 10

         • Update to:

         • 863 30 |81.1|a5-10

      4. If the 863 field situation is complex, use the MARC Holdings Records Full Procedures to update them if you have been trained in Holdings work, or do a comment with @ for the current serials cataloger and add the text: Holdings work.

         • MARC Holdings Records Full Procedures

4. If uncertain about the holdings record or there is none, do a Comment then @Serials cataloger, and indicate Holdings work.

Physical Processing

Label:
Print the Herbarium9 label in Sierra:

• Herbarium9

Serials will often not have separate item records for the issues in Herbarium (Holdings records should cover the volumes/issues held):

• (If there isn't a Holdings Record, @ the current serials catalog, or if familiar with holdings work, create one: see above directions for more details)

HERBARIUM         
               
QK
1
.B6

Keep the dust jacket, if the item has one.  Print labels for both the item and the dust jacket and place on both.  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.   Do not cover serial's volume, numerical or date information with the label.

Marking

• Do not stamp with an ownership stamp.

Tracking

Be sure to update the following information in the Herbarium Item Tracker Database:Start Cataloging

• Finished Cataloging

• In Sierra, go to View, In Public Display

  • Then copy the Web Address and Paste into Sierra OPAC link

    • https://tahoe.lib.usu.edu/record=b4251569

• Comments added, if necessary, such as: Needs call number, Problem for Melanie, Holdings work; Original cataloging needed, etc.

Check off List

• Item is on its own separate record in Sierra (does not share a record with Merrill-Cazier Library or SCA locations, or other branches)

• Bibliographic record fixed field Location is: o (Herbarium)

• Item displays appropriately in the OPAC

• Tracking is completed in the CMS Item Tracker, and

• Item now shows up in the Completed Cataloging view.

Handoff

 When finished, copy online catalog link to Airtable and update Finished/Cataloged

Creating labels and printouts to transfer to Herbarium see also: Herbarium Label printing

Click on OPAC link

• Print off copy of OPAC record

• bring up record in Sierra (if not already done)

• Print label from item and clip to printout.

• Bring labels and printouts to Herbarium