Distance Libraries Workflows

Level 1  - Copy Cataloging

Review and Select a Record

1. Search Sierra by title to locate any existing records or brief bib records.

   1. If existing record is full and correct, add a new item (see Codes for Item Records below). Note that USU Eastern and USU Blanding holdings need their own Sierra record, separate from any other location’s record. Holdings for the libraries in Price and Blanding, however, are put on the same Sierra record.

   2. If item is physically in hand, proceed to the Physical Processing instructions below. If working from a list, let the USU Eastern Library know when the list is finished and the books are ready to go.

   3. 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.

   4. 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:

   1. Title and author (245/246)

   2. Author / Department (100/700,110/710)

   3. Edition (250)

   4. Year of publication (260/264)

   5. Formats (338 or 538 if present)

   6. Page numbers (300)

   7. Print/publisher information (260/264)

4. Check that the following fields are present

   1. Subject heading (at least one)

   2. Call number (050)

Edit the Bibliographic Record 

Apply the appropriate constant data, or manually add:

1. Insert or change the 049 field to one of the designations below:

   • UUS8 (USU Eastern)

   • UUS9 (USU Blanding)

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

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

4. Add any 590 notes that are needed

5. Spell check

a. Tools → Check Spelling OR F7

6. Control headings

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

7. Validate

a. Edit → Validate OR Shift+F5

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

9. Update Holdings

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

10. Export Record

a. 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, if needed:

Physical Processing

USU Eastern and USU Blanding items are sometimes cataloged from a list or spreadsheet. If the item is in hand, follow these procedures for processing:

Dustjackets:

Save all dustjackets--but don’t label them.

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.  

Books with Accompanying Discs:

Spine Labels:

If printing labels (see below), use one of the following templates:

• PriceBlan9 (USU Eastern and USU Blanding general stacks, books and DVDs)

• PriceBla11 (USU Eastern and USU Blanding general stacks, books and DVDs, larger font)

• priceBlan3 (USU Eastern and USU Blanding general stacks, books and DVDs, smaller font)

• PricBlaCDs (USU Eastern and USU Blanding CDs, LC call number)

• PriceANSCR (USU Eastern music CDs, ANSCR call number)

• PriceBlanS (USU Eastern and USU Blanding special collections)

• PriceBlanSp (USU Eastern and USU Blanding special collections, smaller font)

USU Eastern and USU Blanding general stacks USU Eastern and USU Blanding CDs, LC call number USU Eastern (Price) music CDs, ANSCR call number

 USU Eastern and USU Blanding special collections   USU Eastern (Price) Local authors collection          USU Eastern and USU Blanding DVDs

USU Eastern:

General stacks books, CDs, and DVDs: Attach spine labels to the items. DO NOT attach spine labels to the dust jacket (if present)

Special collections materials: DO NOT attach spine labels.

USU Blanding:

DO NOT attach spine labels to any materials. They will be labeled after they arrive in Blanding.

Property stamps:  

USU Eastern general stacks books: Stamp the top and the side with the “Utah State University Eastern” stamp.

USU Eastern special collections materials: DO NOT stamp.

USU Blanding materials: DO NOT stamp. They will be stamped after they arrive in Blanding.

Check off List

• Item displays appropriately in the OPAC

• All fields are completed in the CMS Item Tracker (if applicable)

• Book jacket (where present) is retained

Tracking

If working from a list or spreadsheet, it isn’t necessary to enter the books on the spreadsheet. If, however, the book is in hand, 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

Shipping/Handoff

When finished, send the material to Price or Blanding, as appropriate. Shipping procedures are available in the Distance Library Shipping Procedures. Note that this a password protected space.

Level 2  - Complex or Original Cataloging

Create the Bibliographic Record 

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

• Apply the appropriate constant data, or manually add:

  1. Insert or change the 049 field to one of the designations below:

     • UUS8 (USU Eastern)

     • UUS9 (USU Blanding)

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

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

  4. Add any 590 notes that are needed

  5. Add the following fields:

     1. Subject heading (at least one)

     2. Call number (050 or 099)

• Verify/manually input the appropriate fixed field codes.

Bibliographic Record Structure

Verify/input the following fields:

Item Record Structure

Codes for Item Records

Import and Edit in Sierra

Bibliographic Record Load Table

Once edits are made, import into Sierra using the:

    LOAD/Overlay bibs & create items (.briefbiboverlay)

Physical Processing

USU Eastern and USU Blanding items are sometimes cataloged from a list or spreadsheet. If the item is in hand, follow these procedures for processing:

Dustjackets:

Save all dustjackets--but don’t label them.

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.  

Books with Accompanying Discs:

Spine Labels:

If printing spine labels (see below), use one of the following templates:

• PriceBlan9 (USU Eastern and USU Blanding general stacks, books and DVDs)

• PricBla11 (USU Eastern and USU Blanding general stacks, books and DVDs, larger font)

• priceBlan3 (USU Eastern and USU Blanding general stacks, books and DVDs, smaller font)

• PricBlaCDs (USU Eastern and USU Blanding CDs, LC call number)

• PriceANSCR (USU Eastern music CDs, ANSCR call number)

• PriceBlan S (USU Eastern and USU Blanding special collections)

• PriceBlanSp (USU Eastern and USU Blanding special collections, smaller font)

USU Eastern:

General stacks books, CDs, and DVDs: Attach spine labels to the items. DO NOT attach spine labels to the dust jacket (if present)

Special collections materials: DO NOT attach spine labels.

USU Blanding:

DO NOT attach spine labels to any materials. They will be labeled after they arrive in Blanding

Property stamps:  

USU Eastern general stacks books: Stamp the top and the side with the “Utah State University Eastern” stamp.

USU Eastern special collections materials: DO NOT stamp.

USU Blanding materials: DO NOT stamp. They will be stamped after they arrive in Blanding.

Check off List

• Item displays appropriately in the OPAC

• All fields are completed in the CMS Item Tracker

• Book jacket (where present) is retained

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

Shipping/Handoff

When finished, send the material to Price or Blanding, as appropriate. Shipping procedures are available in the Distance Library Shipping Procedures. Note that this a password protected space.