These procedures outline the processes involved in cataloging the multi-part Y 4 congressional hearings that Gov Info has been working on during their current retrocataloging project.

Tools Needed

• Sierra (local catalog) 

• OCLC Connexion 

• Web Browser 

Quick Navigation

Procedures

Receive multi-part documents from where they are stored by student staff as they come across them in their inventory work. 

1. Place as many as you plan to work on at the moment on your desk. 

2. Sort the documents into separate piles based on the title so that all parts of a title are together. 

3. Choose a pile to begin with. 

Search the title of the documents you chose to start with in CGP. 

1. The title should appear in the results. 

2. Select the correct title and verify that it is correct and contains an OCLC number. 

3. If the title does not appear on the results page or there is no OCLC number, search for the title in WorldCat. Every WorldCat result has an OCLC number, but it is preferred to find the OCLC number from CGP as sometimes the WorldCat OCLC record lacks an 086 field.  

Enter the OCLC number you found into OCLC Connexion. 

1. Verify that the record on OCLC Connexion has an 086 field (call number) and all the information appears to be correct for the document you have in hand. 

2. If the OCLC record matches the documents you have, copy the 086 field and paste it into Sierra. 

3. Make sure your Sierra is searching for “g Gov’t Doc no.” rather than for titles in the dropdown for the search field. 

4. Most multi-part documents already have a record in Sierra. 

5. If there is no record in Sierra, copy catalog it from the OCLC record you already have pulled up. 

Open the Sierra record for the documents. 

1. Most Sierra records have the call number formatted as “Y 4.L 11/2:C 43/10/”or something similar where the call number ends in a slash.  

2. Add “/PT.1” or whatever part or volume the first document in your pile has written on it at the end of the call number in Sierra. Use “/V.1” format for volumes.  

3. Add a barcode field into Sierra and scan a barcode into it. Put that barcode in the inside cover of the document and write a checkmark and the letter S beside it.  

4. Make sure to keep track of how many documents you barcode/label and how many you attach as items. The majority of documents in this workflow are both barcoded/labeled and attached. 

5. Print out a label for the document and set it aside.  

Attach the other parts as items in the record. 

1. Select “Summary” in the Sierra Record, then select “Attach New Item”. 

2. When you select this it should pull up another small window that will ask for various information about the document. 

3. The item type should be “30 government documents”. 

4. If it already says this just press enter or select next. 

5. The location should be “agov Merrill-Cazier Government Documents (Lower Level)” 

6. If it already says this just press enter or select next. 

7. The next field is for the barcode. Scan a barcode into the empty space and place it inside the front cover of the document. 

8. Be sure to mark a check mark and the letter S beside it.  

9. The next field is for volume. We leave this field blank and instead attach the volume number or part number at the end of the SuDoc call number. 

10. When you press next for the final time after leaving the volume blank it will bring you to the Sierra record for the item you just attached. 

The new record will have a blank space after Call No. 086. 

1. Paste the 086 field you copied from the OCLC record here and alter whatever you need to so it is correct for the document you just barcoded. 

   1. An example might include something like the OCLC record having the 086 field as “Y 4.L 11/2:C 43/10/975/”. In this situation you would need to change that number after pasting it to include the proper part or volume number. For example, “Y 4.L 11/2:C 43/10/975/PT.7”. 

2. After you have the correct call number in Sierra, press the Save button and print a label for the document. 

3. Set the document aside.  

Complete this process as many times as needed for all of the documents you have. 

1. I tend to print out all my labels first and then go back and apply the labels to my documents once I finish a pile. It is also fine to label as you go if you prefer. 

Once you have finished with a title, grab the next stack of documents and begin the process again.