Braille Cataloging
Cataloging Books in Braille
Exceedingly drafty draft
See also this powerpoint: https://librarylearning.org/system/files/2021-03/Braille Decoding the Dots Online with the CMC pdf with notes.pdf
Or, the downloaded version below:
Level 1 - Copy Cataloging a Braille Book
Review and Select a Record
Search Sierra by title to locate any existing records or brief records.
If existing record is full and correct, add a new item (see Codes for Item Records below)
Check that Form in the bib Fixed Fields is f = Braille
Check or edit the 007 (Physical Description) to $a = t (for text) and $b = c (for braille).
Then, change the Sierra Bib Material Type to brl = Braille.
If, however, existing record is a brief bib record, record the bib number (to overlay with the new bib record). Proceed to step 2.
If no record is found, repeat title search with various variations/abbreviations to ensure thorough search, then proceed to step 2.
Search OCLC for the appropriate record. Key searches would include:
Title of document (exact title if possible)
Author of document
Agency producing the document
Call number or SuDoc number if known.
Check that the following fields match the item in hand:
Title and author (245/246)
Author / Gov. Agency / Department (100/700,110/710)
Publisher / or Gov. Agency ; Year of publication (260/264)
Page numbers (300) and size, if given:
300 439 pages of braille ;|c31 cm
300 2 volumes of braille.
Formats (338 or 538 if present)
336 tactile text|btct|2rdacontent
337 unmediated|bn|2rdamedia
338 volume|bnc|2rdacarrier
the record may also have a 341 field of some kind:
example: 341 0_ |atext|ebraille
Check that the following fields are present
Subject heading (at least one)
Call number (050)
Edit the Bibliographic Record
Fixed Fields
Check that Form = f: Braille
Add if missing:
007 field $a = t for text and $b = c for braille.
Insert or change the 049 field to one of the designations below:
UUSA (general stacks)
UUSD (special collections)
UUSG (art book room)
UUSH (government documents)
UUSV (art collection)
UUSW (quinney)
Formats (3xx)
300 xxx pages of braille or xx volumes of braille ← or something similar
336 tactile text |b tct |2 rdacontent
337 unmediated |b n |2 rdamedia
338 volume |b nc |2 rdacarrier
the record may also have a 341 field of some kind:
example: 341 0_ text |e braille
May also have:
250 [Braille edition]
500 On braille embossed pages.
655 7 Braille books. |2 lcgft
If overlaying an existing bib record, add a 907 field. Input a PERIOD followed by the bib record number, for example: .b38045916
Spell check
Tools → Check Spelling OR F7
Control headings
Edit → Control Headings → All OR Shift +F11
Validate
Edit → Validate OR Shift+F5
Add a 909 field using constant data and include your name in |a, the date in |b, and “Copy” in |c. Include actions taken and notes in |e and |z, if desired.
Update Holdings
Action → Holdings → Update holding OR Shift+F8
Export Record
Action → Export OR F5
Import and Edit in Sierra
Bibliographic Record Load Table
Once edits are made, import into Sierra using
For Circulating stacks: LOAD/Overlay bibs & create items (.briefbiboverlay)
For Gov. info: LOAD/Overlay, bibs/create items and KEEP URL (.basicswithurl)
In bib record: change the material type to brl = braille
Codes for Item Records
Once imported, add or edit the following fields in the item records:
Field | Field Number | Indicator | Code/Data | Notes |
---|---|---|---|---|
Copy No. | n/a | n/a | 1 | 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 | (blank) = gov docs 17 = firm order 18 = gift | This indicates the type of acquisition process through which this material was ordered. Choose the code that matches the process of the item in hand. See list of all Item Code 1. |
Item type | n/a | n/a | 0 = regular circulating books 30 = Government documents
| This indicates the item format and loan rule. Please see the Sierra Codes documentation for more options. |
Location | n/a | n/a | agov (most documents) agovo (oversize documents) agloc (secured, locked down, documents) asah (LC circulating books) asjp (LC circulating books) asqr (LC circulating books) assz (LC circulating books) | See list of Location Codes |
Status | n/a | n/a | a (Available soon) - (Available) if going straight to GovInfo | ADD EXPLANATORY NOTES, IF NEEDED |
Barcode | n/a | n/a | Scanned Barcode | ADD EXPLANATORY NOTES, IF NEEDED |
Call Number | INSERT | blank/blank | variable | Copy from 086 or 099 for Gov Doc, with no edits For example: A 1.10: Call number taken from the 050 field in the bib record. Add spaces between call number sections and remove subfields. For example: SF 761 .D93 2018 |
Internal Note | n/a | n/a |
| ADD EXPLANATORY NOTES, IF NEEDED |
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 the label templates according to the destination location for the item.
HEADER1ST LINE HEADER 2ND LINE CALL# Line1 CALL# Line2 CALL# Line3 CALL# Line4 |
Notes: INCLUDE ANY ADDITIONAL NOTES ABOUT THE CONSTRUCTION OF LABEL
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. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
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
Make sure Material type is brl (Braille)
Handoff
When finished, send the material to its intended designation.
Level 2 - Complex or Original Cataloging - in process, do not use yet
Bibliographic Record Structure
Verify/input the following fields:
Field | Indicator | Code/Data | Notes |
Language | n/a | variable | Indicate 3 letter language code |
Material Type | n/a | a (books, language material) CHANGE FOR APPROPRIATE CODE, AS NEEDED | ADD EXPLANATORY NOTES, IF NEEDED |
BLvl | n/a | m (monograph) CHANGE FOR APPROPRIATE CODE, AS NEEDED | One of these options is acceptable |
Country | n/a | variable | Indicate 3 letter code country code |
035 | blank/blank | variable | Input/verify OCLC number is included |
049 | blank/blank | INSERT UUSX CODE HERE | ADD EXPLANATORY NOTES, IF NEEDED |
INSERT PREFERRED CALL NUMBER FIELD HERE | INSERT CALL NUMBER INDICATORS HERE | variable | ADD EXPLANATORY NOTES, IF NEEDED |
variable | ADD EXPLANATORY NOTES, IF NEEDED | ||
245 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
264 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
300 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
336 | ADD CODE or VARIABLE | ADD EXPLANATORY NOTES, IF NEEDED | |
337 | ADD CODE or VARIABLE | ADD EXPLANATORY NOTES, IF NEEDED | |
338 | ADD CODE or VARIABLE | ADD EXPLANATORY NOTES, IF NEEDED | |
490 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
500 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
590 | blank/blank | variable | ADD EXPLANATORY NOTES, IF NEEDED |
650 | variable | Refer to ClassWeb or Library of Congress Subject Headings. ADD EXPLANATORY NOTES, IF NEEDED. | |
variable | ADD EXPLANATORY NOTES, IF NEEDED | ||
830 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
856 | ADD STRUCTURE INFORMATION HERE | ADD EXPLANATORY NOTES, IF NEEDED | |
949 | blank/blank | ADD STRUCTURE INFORMATION HERE | ADD EXPLANATORY NOTES, IF NEEDED |
Item Record Structure
Field | Field No. | Indicator | Code/Data | 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 | INSERT PREFERRED CODE(S) HERE | This indicates the type of acquisition process through which this material was ordered. Choose the code that matches the process of the item in hand. See list of all Item Code 1. ADD EXPLANATORY NOTES, IF NEEDED |
Item type | n/a | n/a | INDICATE APPROPRIATE CODE HERE | This indicates a EXPLAIN CODE HERE |
Location | n/a | n/a | INDICATE APPROPRIATE CODE HERE | See list of Location Codes ADD EXPLANATORY NOTES, IF NEEDED |
Status | n/a | n/a | Available | ADD EXPLANATORY NOTES, IF NEEDED |
Barcode | n/a | n/a | Scanned Barcode | ADD EXPLANATORY NOTES, IF NEEDED |
Call Number | INSERT | blank/blank | Call number taken from INSERT APPROPRIATE CALL NUMBER FIELD | ADD EXPLANATORY NOTES, IF NEEDED |
Internal Note | n/a | n/a | INDICATE TEXT FOR INTERNAL NOTE (IF NEEDED) | ADD EXPLANATORY NOTES, IF NEEDED |
Procedures
Preparation:
INDICATE PREPARATORY ACTIVITIES SUCH AS TRACKING UPDATES, WHERE MATERIALS MIGHT BE OBTAINED, ETC.
Process:
IF NEEDED, EXPLAIN PROCESS OF CATALOGING ITEM
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. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
Label:
Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:
INDICATE THE LABEL TEMPLATE RECOMMENDED FOR THIS PROCESS
HEADER1ST LINE HEADER 2ND LINE CALL# Line1 CALL# Line2 CALL# Line3 CALL# Line4 |
Notes: INCLUDE ANY ADDITIONAL NOTES ABOUT THE CONSTRUCTION OF LABEL
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. CHANGE ABOVE OR ADD ADDITIONAL INFORMATION ON WHERE BARCODE SHOULD BE PLACED AND OTHER INSTRUCTIONS, AS NEEDED.
Property Stamp
Stamp the top and the side of the book with the Merrill-Cazier Library stamp.
Check off List
Item displays appropriately in the OPAC
All fields are completed in the CMS Item Tracker
INDICATE KEY THING NEEDED TO REMEMBER (AS NEEDED)
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
Handoff
When finished, send the material to INDICATE WHERE MATERIAL SHOULD GO WHEN FINISHED
ADD ADDITIONAL NOTES AS NEEDED, INCLUDING REFERENCES TO OTHER WORKFLOWS THAT MIGHT BE NEEDED.