Moore Library Cataloging

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Moore Library Materials

The Moore Library collection includes books, kits, various non-book materials, and a few serials. The serials are not cataloged, but are sent directly to the Moore Library. Most other materials are ordered through the Follett shelf ready program, and are also sent directly to the Moore Library. The remaining materials are brought to CMS by the CMRS staff (non-shelf ready materials ordered through them) or are brought over from the Moore Library (gifts and other materials acquired directly by them, and shelf-ready problems)

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. ISBN or LCCN

   4. Publisher (in combination with other search terms)

3. Check that the following fields match the item in hand:

a. Title and author (245/246)

b. Author / Corporate body (100/700,110/710)

c. Year of publication (260/264)

d. Formats (338 or 538 if present)

e. Page numbers (300)

f. Print/publisher information (260/264)

4. Check that the following fields are present:

a. Subject heading (at least one).

All books, whether fiction or nonfiction, should have subject headings

Make sure all subject headings are LC headings, with a second indicator of “0”. Subject headings with a second indicator of “1” are LC Children’s Subject Headings and should be deleted (and replaced with LC headings, if none are

present)

Subject headings should have a form subdivision appropriate to the material:

Dogs $v Juvenile literature (for nonfiction)

Friendship $v Juvenile fiction

Christmas $v Juvenile poetry

b. Summary (520)

Edit the Bibliographic Record 

1. Insert or change the 049 field to UUSC

2. Create an appropriate call number in the 099 field (see below)

3. If overlaying an existing Sierra bib record, add a 907 field.  Input a PERIOD followed by the bib record number, for example: .b38045916

4. Add a 949 field to create an item record in Sierra OR create the item record in Sierra after importing

5. Add a 520 field, if none is present. Add a 590 or 586 field, if appropriate (see below)

6. Check to make sure subject headings are in 650 fields, with 2nd indicator 0. Second indicator 1 denotes a heading from the LC Children's Subject Headings, which we don’t use.

7. Spell check

   1. Tools → Check Spelling OR F7

8. Control headings

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

9. Validate

   1. Edit → Validate OR Shift+F5

10. After validating the record, add a 909 field: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1422721027/909+MARC+field+-+Statistics

11. Update Holdings

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

12. 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:

    LOAD/Overlay bibs & create items (.briefbiboverlay)

Codes for Item Records

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

Physical Processing

Security Strips:

Moore materials don’t need security strips

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; in the case of picture books, try to avoid covering up illustrations, if possible.  Always try to find a blank area for the barcode.  If necessary, change it to a vertical orientation. In some cases (such as board books), it might be necessary to place the barcode on the front or back cover. 

Label:

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

• MOOREdew2 (Nonfiction/Dewey class nos)

• MOOREezrea (Easy readers)

• MOOREfict2 (Chapter books/Fiction)

• MOOREholid (Holiday books)

• MOOREnonbk (Media: Kits, CDs, DVDs)

• MOOREpict2 (Picture books)

Do not remove dust jackets from the item, unless the images on the dust jacket are the same as the images on the binding.  Print two labels, one for the dust jacket (if any) and one for the book itself. 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 Anne Carroll Moore 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

• Item is barcoded, labeled, and stamped

Handoff

 When finished, notify the Moore Library staff that materials are available for pickup.

Level 2  - Complex or Original Cataloging

Create the Bibliographic Record 

Create a new record on OCLC, choosing the appropriate template for the material type.

1. Insert or change the 049 field to UUSC

2. Create an appropriate call number in the 099 field (see below)

3. If overlaying an existing Sierra bib record, add a 907 field.  Input a PERIOD followed by the bib record number, for example: .b38045916

4. Add a 949 field to create an item record in Sierra OR create/edit the item record in Sierra after importing

5. Add a 520 field, if possible

6. Add any 590 notes that are needed

7. Add the following fields:

   1. Subject heading (at least one)

   2. Call number (050 or 099)

8. Verify/manually input the appropriate fixed field codes.

Bibliographic Record Structure

Verify/input the following fields:

Item Record Structure

Physical Processing

Security Strips: Moore materials don’t need security strips

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; in the case of picture books, try to avoid covering up illustrations, if possible.  Always try to find a blank area for the barcode.  If necessary, change it to a vertical orientation. In some cases (such as board books), it might be necessary to place the barcode on the front or back cover. 

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

• MOOREbigbk (Big books)

• MOOREdew2 (Nonfiction/Dewey class nos)

• MOOREezrea (Easy readers)

• MOOREfict2 (Chapter books/Fiction)

• MOOREholid (Holiday books)

• MOOREnonbk (Media: Kits, CDs, DVDs)

• MOOREpict2 (Picture books)

• MOOREpjbx2 (Project boxes)

Do not remove dust jackets from the item, unless the images on the dust jacket are the same as the images on the binding.  Print two labels, one for the dust jacket (if any) and one for the book itself. 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 Anne Carroll Moore 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

• Item is barcoded, labeled, and stamped

Handoff

 When finished, notify the Moore Library staff that materials are available for pickup.