Herbarium New Acquisitions Remote Cataloging

Purpose: This workflow outlines the process for remotely cataloging newly acquired material for the Herbarium Library. This process relies on Herbarium staff to barcode and label the materials and provide data on the key cataloging elements. Merrill-Cazier Library staff will use the data to identify or create catalog records for items and communicate progress to Herbarium staff.

Herbarium Staff entry:

1. Open the Herbarium Cataloging Base in Airtable (username/password required)

2. Go to the “Add new items” view in the HerbariumNewUncataloged tab

3. Apply a barcode to the item on first leaf or page in book block, or front of CD, DVD, disc (barcodes will be provided by CMS)

4. Enter the following data on a new line

   1. Title

   2. Material Type (select from list)

   3. Barcode (please use Airtable app to scan)

   4. ISBN (if present, use Airtable app to scan)

   5. Pages (record the roman numeral or number of the last numbered page)

   6. Height (record in centimeters: CMS will provide metric ruler)

5. The following information is also needed, but can be provided by in either of two ways: Data Entry OR taking photos of the specific parts of the items.

   1. Key in:

      1. Author (if findable, from title page)

      2. Publisher (from title page)

      3. Place of Publication (from title page or title page verso)

      4. Publication/Copyright Year (usually from title page verso, sometimes Colophon)

      5. Illustrations (are there any kind of illustrations? also are there real photos glued in, any maps, or charts/tables?)

      6. Pieces (indicate only if the there are two or more items such as multiple volumes)

   2. OR Use the Airtable app to take pictures of the following parts of the item and put them in the “Images” column:

      1. Cover of item (unless blank/no text)

      2. Title page

      3. Title page verso

      4. Last numbered page (books)

      5. Back cover (unless blank/no text)

      6. Colophon (with publisher information, if it exists or is findable--usually in the back of book: may contain the only publisher information)

6. Indicate if the item has a dust jacket on the cover (CMS will need to provide extra labels, if this is the case)

7. Add Notes (optional) if needed for anything else not covered to this point

   1. For example, if you want a different treatment (for instance, when the call number is the location, such as “map” for maps), or when you need condition notes that in the record (missing pages, cover loose), etc.

8. When completed, click the “Notify Cataloger” column (this will send an email to the cataloger letting them know to expect a new item to be cataloged.

Cataloging and Metadata Services unit will do the following:

1. Use the information in Airtable base to locate the appropriate record in OCLC Connexion or create record from scratch

2. Questions or issues regarding items will be communicated via the commenting feature in Airtable. CMS staff will be sure to tag the Herbarium staff to ensure that a notification is sent via email.

3. When cataloging finished, CMS staff will record the following:

   1. Sierra hotlink

   2. Call number

   3. Finished/Cataloged date

4. Add any notes that the Herbarium should know

5. When completed, click on the Notify Herbarium column (this will send an email to the Herbarium staff letting them know the item is complete and where to find the record.)

6. Print out the record and corresponding labels, attach together with clip

7. Compile and send Herbarium [talk with Kris about interval… immediately, once per week, once every two weeks, or etc.]

Herbarium Staff finishing:

1. Once labels are received, find the correct line in the Label Attached view of the Airtable base

2. Check the Sierra OPAC link to make sure the record looks okay

3. Attach label on spine of book (and cover if present) - using the printed record to identify the item

4. Choose a Date for “Labeled in Herbarium” - this will indicate that the process is finished (CMS will conclude that the record is correct and the labels have been received)

Aberrations:

We anticipate that there will be lots of idiosyncrasies that do not fit into this workflow nicely. In these cases, we encourage the use of commenting to help keep a record of the conversation and to make it easier to identify the items with issues. We also anticipate that CMS will need to visit the Herbarium on occasion to iron out oddities.

Supplies:

• CMS will need to provide the Herbarium with the following materials:

  • Barcodes

  • Meter stick / centimeter ruler

  • Barcode scanner (if no device is available/needed)