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Choosing from multiple OCLC records 300 field guidelines for monographs
I. Make sure the sound recording has an Audio call number.
II. Cataloging
A. The bib record needs to show how many accompanying units there are, and what kind. We do this in the 300 field, subfield e:
However, if the title on the sound recording is not the same as the title of the book, add a 500 note, giving the title on the sound recording. Give the title on the sound recording in a 740 field.
A. Create an MHLD record. See the MHLD documentation for accompanying material.
B. Since the sound recording will be shelved in Audio, and not with the book, we need to add a note in UNLOC to tell users that there is an accompanying sound recording in Audio.
We will do this by adding a |z <Public display> note to the 852 field in the MHLD record.
852:01: |a InNd |z <Sound discs located in Audio Center with call
no.: T826-2CD>
866/1:41: |8 0 |a 1 v. + 2 sound discs
The note will read:
We see this information in two places--in the order linkages that display in the copy holdings record, and in messages in Copy Holdings note fields.
(This is just like the ITEM RECORDS that shows there is an item record linked to the copy, or the MHLD that shows there is an MHLD record linked to the copy.)
An example of an order linkage is: ZN-001-001.
An order linkage has 4 parts:
001 0A CN |a main
NOTES |a lep;rte:be
AN-001-001 AN-001-002
The other case where we will see an order with more than one division is if 2 or more copies of a book are ordered from a vendor at the same time.
001 0A CN |a main
NOTES |a lep;rte:be
AN-001-001
002 0A CN |a spcl,nd
NOTES |a lep;rte:be
AN-001-002
Sample order linkages:
AN-001-001 A = Open order/not received
DN-002-001 D = Received/not paid
ZN-001-002  Z = Completed order/received/paid
CN-003-002  C = Partially received
001 0I CN |a main
NOTES |a lep;rte:be
ZN-001-001 (Z = closed order; book received
and paid for)
001 2I CN |a main
NOTES |a wl;rte:be; |a um= v. 1-2 in
process and v. 3 on order
CN-001-001
(Vol. 1-2 have been received, but v.3 is still on order (C = partially received).
001 1L CN |a main |b BX;4700;.C375;D284;1979
NOTES
ITEMS 1
002 0I CN |a main
NOTES |a dah;rte:be;rbr
ZA-001-001 (An order for an added copy.
(rbr=Res. Bk. Rm rush)
001 0I CN |a main
NOTES
ZN-002-001 VN-001-001 (The 1st vendor
could not supply the book. A 2nd order was placed with another vendor.)
Don't delete the searcher's initials until you have the book in hand and are processing it. If there is a question about the order, Acquisitions needs to check with the person who placed the order.
o Routing information: tells Acquisitions where to route the piece when it is received.
The form of the note is: rte: with location to route to; e.g.
001 0A CN |a main
NOTES |a lep; rte:be;
Valid routing codes are:
o Hold for requester: tells Acquisitions a green 'Hold for requester' slip is on file.
Form of the code: hr
Delete hold for requester codes when cataloging the item with the hold.
o Universal messages show the status of multi-volume orders, showing which are on order, and which are in-process. Volumes that have been sent on to Cataloging will be designated as in process in the universal message.
Examples:
001 2A CN |a main
NOTES |a lep; rte:be |a um= v. 1 and
v. 2 on order
AN-001-001
001 2I CN |a main
NOTES |a lep; rte:be |a um= v. 1-3 in
process
ZN-001-001
001 2I CN |a main
NOTES |a lep; rte:be |a um= v. 1 in
process and v. 2 on order
CN-001-001
Delete the universal message, when you have all of the volumes that were ordered (as in the middle example above). The universal message will say that the volumes you have are in process.
When only part of an order is received, the universal message will tell which are in process, and which are still on order. When this happens:
Delete the part of the universal message that mentions the in-process volumes. Leave the part of the message that mentions the volumes still on order.
001 2I CN |a main
NOTES |a lep; rte:be; |a um= v. 1-2
in process and v. 3 on order
CN-001-001
would be changed to:
001 2I CN |a main |b HC;8642;.L445;1992 |v v.
NOTES |a lep; rte:add; |a um= v. 3 on
order
MHLD ITEMS RECORD 2
CN-001-001
when you process v. 1-2.
As shown in the example above, change the routing to rte:add. This will tell Acquisitions that v. 3 should be routed to CADM when it is received.
II. When TL or LDW decide that a title should be analyzed, they will assign it a priority. This priority will be based on two things, whether or not the serial or set is currently received, and whether it falls into one of ND’s high priority subject areas (listed in Appendix B).
A.
Priority 1: Currently received and falls into one of ND’s high priority
subject areas.
B.
Priority 2: Currently received and doesn’t fall into one of ND’s high priority
subject areas.
C.
Priority 3: Not currently received
TL or LDW will make a printout of the NOAH record for the series (except for priority 3 titles), and of the Copy holdings and MHLD records of the serial or set record being analyzed. They will staple the printouts together and record the priority to be given to the title, initial and date it, and give the printouts to JAC.
III. Partially analyzed serials or sets
With priority 1 and 2, a partially analyzed situation is created, with some volumes listed on the serial or set record, and others cataloged separately as monographs in a series. To make it clear what is happening, and to help the patron find all the volumes in the serial or set, it is important that complete information be recorded, as follows.
A. Do not analyze. If a title is suggested for analyzing, and the decision is made to not analyze (usually because the title falls into one of the categories listed in Appendix A), this will be recorded as follows.
** The series authority record – Not applicable.
No series authority record is created
** The Copy Holdings record for the serial
or set. LDW or TL will add the following note in the Title Level notes
field: Do not analyze [initials] [date]
** The MHLD record of the serial or set.
LDW or TL will add the following note in the 852 |x Do not analyze [initials]
[date]
** Serials Acquisitions – Not applicable.
No change to the routing in the OPR.
B. Partially analyzed– some vols. lack distinctive titles
** The series authority record – LDW will set up the series authority record with two 644 fields and a 667 field, as follows:
644 |a n |d Vols. without distinctive titles
644 |a f |d Vols. with distinctive titles.
667 |a Vols. lacking distinctive title are cataloged as a serial [or
multi-volume set]. See NOTIS <# of serial/set>
** The Copy Holdings record of the serial
or set. LDW will add the following note in the Title Level notes field:
Do not add vols. with distinctive titles. See NOAH —[initials] [date]
** The MHLD record of the serial or set.
LDW will add the following note in the 852 |x Do not add vols. with distinctive
titles. See NOAH —[initials] [date]. Add an 852 |z Not all vols. owned
listed. Search t=[Title of the serial or set]
** If the serial or set is currently
received, LDW will notify Serials Acquisitions to change the routing in
the OPR to “Cat sep”, so that newly received volumes are sent to Copy Cataloging
to be cataloged, rather than to CADM to be added. Copy Cataloging will
route any unanalyzable titles to CADM to be added.
C.
Partially analyzed. New volumes are cataloged separately. Analyzing has
not begun.
** The series authority record – The
series authority record will have one 644 field as follows: 644 |a f
** The Copy Holdings record of the serial
or set. LDW or TL will add the following note in the Title Level notes
field: Do not add. Cat. sep. NOAH —. Priority [1, 2, or 3] [initials] [date]
** The MHLD record of the serial or set.
LDW or TL will add the following note in the 852 |x : Do not add. Cat.
sep. NOAH —. Priority [1, 2, or 3] [initials] [date] Add an 852 |z Not
all vols. owned listed. Search t=[Title of the serial or set]
** If the serial or set is currently
received, LDW or TL will notify Serials Acquisitions to change the routing
in the OPR to “Cat sep”.
D. Partially analyzed. New vols. cat. sep. Analysis has begun.
** The series authority record – The series
authority record will have one 644 field as follows: 644 |a f
** The Copy Holdings record of the serial
or set. Before assigning the title to be analyzed, Jean Cane will change
the Title Level notes field to read: Do not add. Cat. sep. NOAH —. Started
analyzing [date] [initials]
** The MHLD record of the serial or set.
Before assigning the title to be analyzed, Jean Cane will change the 852
|x to read: Do not add. Cat. sep. NOAH —. Started analyzing [date][initials]
Add an 852 |z Not all vols. owned listed. Search t=[Title of the serial
or set]
** Serials Acquisitions -- Will already
have been notified to change the routing in the OPR to “Cat sep” by TL
or LDW per B.4 or C.4 above.
E. If an item already cataloged as a serial or multi-volume set is identified as having a distinctive title through linking or some other process, if the title is not currently received, the item will be linked, etc. but not analyzed. It will be returned to the shelf. The serial/set will be identified as a priority 3 analytic title, as in step 5 below.
IV. When you begin analyzing a serial or set, you will receive the following:
A.
Printout of the NOAH record.
B.
Printout of the MHLD record, showing vols. to be analyzed
C.
If one or more vols. are already analyzed, a printout of the call number
index for the serial or set, showing which vols. have been analyzed.
V. Getting Started Analyzing
A.
Retrieve volumes to be analyzed from the stacks. Take only as many as fit
on the top of your truck. Do not retrieve vols. already analyzed. Put the
Analytics 'dummy' on the shelf where the vols. being analyzed were, so
users know where to find them.
B.
Take vols. to be analyzed to OCLC. Logon in Recon mode (ALT-F1). Search
OCLC for matching copy.
C.
If a matching record is found, update (u/F11) and export the record into
NOTIS. Record the volume number and the NOTIS number on the Analytics Log
Sheet form.
[If a volume listed on the MHLD printout is not on the shelf, record the number of the missing vol. on the Analytics Log Sheet, and write "n.o.s." to show it was not on the shelf.]
D.
If no matching OCLC record is available, record the volume number on the
Analytics Log Sheet. Write "0-OCLC" to the left of the volume number. After
revision, Jean will route the item to TL, who will decide whether the item
will be cataloged on OCLC at the K or I level.
E.
When finished at OCLC, go to step VI.
VI. Analytics Editing
A. Take the pieces to your desk. Do regular NOTIS bib editing at your desk, including bar coding, and creating MHLD records, if needed. Some differences from regular editing:
** Don’t security strip items being analyzed.
** Do bar code items being analyzed
** Make sure the call number is written
on the t.p. verso of each item
** JAC will determine whether the items
will be relabeled, in consultation with the labelers
[If there are 2 or more titles bound together in the vol. you are analyzing, put a bar code for each in the back of the vol. However, if there are more than 9 titles in the vol., only barcode the first one. Put a note in the Copy Holdings Title Level notes field of all titles after the first. See the document With note for nine or more titles for information]
B.
When you have analyzed all the vols. you brought down on your truck, have
Jean revise them. Leave the printouts and Analytics Log Sheet on the truck.
When you finish analyzing all the vols. of the set that were on the shelf:
C.
Do a cl= search in NOTIS. Look at the beginning and end of the call number
index to make sure you have been consistent with your use of captions in
the call number.
D.
Do a jx= search in NOTIS on the title of the series. Page through all the
screens. Fix any typos that show up in the index.
E.
Fill in number of titles newly analyzed on the Analytics Statistics Form.
Record "1" in the Sets Analyzed slot
F.
Put the Analytics Statistics Form, the Analytics Log Sheet, and the printouts
you received at the beginning (NOAH, MHLD, etc.) in the first piece, and
route the truck to Jean for revision.
G.
At the end of the month, if you are in the middle of analyzing a set, fill
out an Analytics Statistics Form showing how many titles of the set you
have analyzed. Write "0" in the Sets analyzed slot, and give the form to
Jean, with the titles you have analyzed. This is so we know how many titles
we have analyzed that month. When you complete the set in the following
month, fill out an Analytics Statistics Form showing how many volumes of
the set you analyzed that month. Write "1" in Sets Analyzed slot.
In the record for the first title in the volume, add the following note (adjusted to fit the volumes in hand):
590: : |a With: v. 38, no. 2-7 of the series. Bound together subsequent to publication.
In the records for the 2nd and subsequent titles in the volume, add the following note (also adjusted to fit the volumes in hand):
590: : |a With: v. 38, no. 1 of the series. Bound together subsequent to publication.
[See TL if it looks like the volume with the bound-with situation was issued that way by the publisher, such as a reprint publisher.]
1. The item is an issue of a periodical, even if the issue in hand consists of a single contribution (e.g. a festschrift, proceedings of a conference) or may have a special title giving the overall theme of the issue. (From Library of Congress Descriptive Cataloging Manual, Introductory page 6). Note that some monographic series are supplements to serials. We analyze these, even though they carry numeration and chronology relating to the serial.
2. The titles consist only of the
following types of designations (LCRI 25.6A)
A.
an alphabetic or numeric subdivision ('part 1," "part 2"; "A," "B"; etc.)
B.
chronological subdivisions ("from 1918 to 1935," "from 1936 to the present";
"14th century," "15th century"; "early times," "present day"; etc.)
C. geographic
subdivisions ("Calhoun County," "Chilton County"; "the prairies," "the
mountains"; etc.)
D. phrases
that omit an essential piece of information found in the collective title
("teeth," "fossilized footprints," etc., when the collective title is "Dinosaur
relics"; "changes of state," "surfaces," etc., when the collective title
is "Treatise on solid state chemistry")
E. general
terms such as "atlas," "glossary," "index," "preface," "plates," etc.
1. Catholic theology
2. History of the early church
3. Liturgy
4. Medieval studies
5. Byzantine studies
6. Dante
7. Irish studies
8. Latin American studies from selected
countries (ask TL if not sure)
9. Catholic Americana
10. Music
11. Books designated for Special
Collections
[ Bib Edit Table of Contents ]
2. Search OCLC by scan title.
13. Overlay in NOTIS (type {xpo}, press F11).
14. Fill out RF: record NOTIS no., check {OCLC updated}, check {LC} or {NLC}, fill in {Units} slot, and check correct location on verso of RF.
15. Look at RF to see any check marks above {Return to bib edit shelf}.
[Manual Table of Contents][Bib Edit Table of Contents]
18. Make sure 245, 250, 260, and 300 are correct (tagging and typos).
23. Barcode the book and create the item record.
[Manual Table of Contents][Bib Edit Table of Contents]
A B
1. DLC (Enc lvl=[blank] DLC (Enc lvl not blank)
2. DLC (Enc lvl=[any]) Non-DLC record
3. Member input record UKM
4. Member input record Member input
record
with call no. & subj. without
call no./subj.
5. Member input record Member input
record
that is more complete that is less
complete
5. Member input record Member input
record
with lower OCLC no. with higher
OCLC no.
[ Manual Table of Contents ][ Bib Edit Table of Contents ]
Specifically, any ephemeral items newly added to the collection, such as loose leaves or pamphlets, which cannot be shelved as is because of the risk of damage or loss of pages should be placed on the Preservation Shelf in Acquisitions for pick-up and treatment by the Commercial Bindery Preparations Unit (CBPU).
- All items consisting of loose pages regardless of thickness should be sent to the CBP Unit.
- All items with loose pages held together by any means other than a permanent binding, e.g. staples, regardless of the number of staples, string, thread, paper clips, etc., should be sent to the CBP Unit.
- Exception, loose items that come in a ring binding must be determined on a case by case basis. For the time being, such items should not be sent to the CBP Unit unless the subject librarian/liaison makes specific recommendation for re-binding. If this is requested, a note from the subject librarian/liaison must accompany the item sent to CBP Unit.
- All pamphlets should be sent to the CBP Unit for additional support.
Route to Z Truck (mark "Call number revision" shelf (status=j) on Routing Form) when:
--050 has Z ________ |a [alternative call number]
--050 has PZ1-4 ____ |a [alternative call number]
--050 has _______ v. |a [alternative call number] (class tog. no.)
When 040=UKM |c UKM, route to Z Truck, even if there is an LC call number, as name authorities need to be checked. Mark "UKM" (status=q) on Routing Form.
When 040 has |b fre, route to the Z Truck (mark "French Cataloging (status=t) on Routing Form)
Route to Z Truck (mark "Needs call number" (status=n) on Routing Form) when:
--No 050 or 090 in record
--050 has "LAW"
--090 has wording "Non-LC" after call number
--090 has a class together call number, and there is no series on the
piece, or, if there is a series, it is classed separately at ND
--090 has a Cutter with lower-case letter(s) after the number portion.
For example: W873po. (Note that lower-case letters after the date
in the call number are OK (e.g. 1984a, 1900z, 1993b)
--050 or 090 has only PZ1-4 with no alternative call number
(However, if needs LC subjects, route to Z Truck (mark "Needs subject" (status=u) on Routing Form)
If a call number consists of "K" followed by a Cutter, route it to the Z truck (mark "Needs call number" (status=n) on Routing Form). Example: K .C354.
Treatment of Z call numbers
| OK | NOT OK |
| Z4-Z4980 | Z5051-Z6525 |
| Z6601-Z6625 | Z6651-Z8999 |
How to handle titles received in addition to what was selected to be cataloged
In the case of microfilm, Debby Huyvaert will have a student photocopy the table of contents of the microfilm reel, to help us identify and catalog the additional titles.
An example of this is:
LTMN DONE AGH5649 NOTIS COPY HOLDINGS V009 MN BOOK LC nuc87315262 The Jews in Nazi GermanySee Rachel or Tom for help in making the author/title or title added entries.: the factual record of their persecution by the National Socialists. -- New York : American Jewish Committee, 1933. STATUS h DT 06/18/97 AD none NOTES |a pab 001 1T CN |a mcro |b Microfilm;3756 |d 01/19/96 NOTES ZN-001-001
2. Make sure there is an 007 with |a = c (GMD in NOTIS).
3. Delete any 130 fields that have the text [Title] (CD-ROM edition).
4. Make sure the 245 has a |h [computer file]. (The brackets are required.) Some computer file monograph records have |h [interactive multimedia]. Interactive multimedia must meet the following definition:
"Media residing in one or more physical carriers (videodiscs, computer disks, computer optical discs, computer audio discs, etc.) or on computer networks. Interactive multimedia must exhibit both of these characteristics:
5. Delete 256: : |a Computer data. However, if the 256 contains more specific info., see TL.
6. The 300 field should read:
Delete any |e accompanying material information. Accompanying material will be noted in 500 and 556 fields.
7. System requirements: should be in field 538, not 500.
8. Delete: 500: : |a System characteristics: CD-ROM. Also delete: 500: : |a CD-ROM.
9. Accompanying material (500, 556 fields). In general, search and retrieval and installation software are noted in a 500 note, while documentation information is noted in a 556 field. (The following examples are not to be followed exactly as to wording. The purpose of the examples is to show what kinds of accompanying material should go in what notes field.)
12. An MHLD is required when there are 2 or more CD-ROMs or floppy disks.
The MHLD fixed field.
Frequently play and film scripts are issued in cheap editions printed on acidic paper. To make sure these scripts last, the library will have them deacidified. Because the mass deacidification process is less expensive when done in large batches, it has been decided to identify and send off for mass deacidification yearly those play or film scripts acquired the previous year.
PROCEDURE
When a selector determines that a play script being acquired needs to be deacidified, the word DEACIDIFY will be written in red on a slip that will accompany the play script.
When you receive a title with DEACIDIFY on a slip in it, add a 583 field to the bib record with the following information:
583: : |a deacidify |e queueOnce a year, a report will be run listing titles to be deacidified. The scripts will be retrieved and sent off to be mass deacidified.
This means if we are cataloging a book with an accompanying audio tape cassette or computer diskette in a pocket, we need to put a sticker on the upper right front cover of the book with the instruction DO NOT DESENSITIZE.
This does not affect CD-ROMs, which are an optical, not a magnetic medium.
If you get a book to catalog that has an audio tape cassette, or a computer diskette in a pocket, see Jean Cane. She has the supply of DO NOT DESENSITIZE labels.
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Non-print serials
Before format integration, non-print serials could be cataloged either on the serials format, or on the non-print (for example, computer file) format. Now non-print serials must be cataloged on the non-print format, with a 006 field for the serial characteristics. We will change non-print serials cataloged on the serials format in OCLC to the appropriate non- print format (e.g. computer file) and add the 006 for the serial characteristics when we bring the record into NOTIS.
We will be retrospectively correcting records for non-print serials in NOTIS, to add the 006 and correct the format. TL and the Serials cataloging team will be responsible. There are about 60 of these records.
Atlases
Map atlases were formerly cataloged on the books format. They are now to be cataloged on the maps format. We will make sure any new atlases we catalog are done on the maps format, by changing the format in NOTIS, if necessary.
We will add 006 fields to code for accompanying material in the following situations:
1) The 006 was added to the OCLC record by mistake, that is, it duplicates
information in the fixed field.
2) The 006 is for accompanying material which we do not have
Appendix B, in addition to giving the 007 for computer files, also contains instructions on adding and deleting 007 fields.
Do not delete an 007 field, unless it is incorrect, or is for accompanying material we do not own.
For manuscripts, the only information in the 260 field is subfield |c (the date). If a thesis is later published by a commercial publisher, it will have the place of publication and name of publisher in the 260 field. For commercially published theses the correct value for R/T is a.
Now the serial pattern will be followed. When the date of publication is unknown, instead of dashes, we will see us in Date 1 (197u, 19uu, etc.). In Date Type, we will see s. We will accept either method of showing unknown dates of publication.
Books
006 TYP a ILLUS ???? T/AUD ? REPRO ? CONT ???? GOVT ? CONF ? FEST ?
INDX ? FICT ? BIOG ?
Printed music
006 TYP c F/COMP ?? SCORE ? T/AUD ? REPRO ? A/MAT ?????? L/TEXT ?n
Manuscript music
006 TYP d F/COMP ?? SCORE ? T/AUD ? REPRO ? A/MAT ?????? L/TEXT ?n
Printed map
006 TYP e RELIEF ???? BME ??? CM/TYP ? GOVT INDX SP/FORM ?
Manuscript map
006 TYP f RELIEF ???? BME ??? CM/TYP ? GOVT INDX SP/FORM ?
Projected medium
006 TYP g R/TIME ??? T/AUD ? A/MAT ????? GOVT ? T/MAT ? TECH ?
Nonmusical sound
006 TYP i F/COMP ?? SCORE ? T/AUD ? REPRO ? A/MAT ?????? L/TEXT ?n
Musical sound
006 TYP j F/COMP ?? SCORE ? T/AUD ? REPRO ? A/MAT ?????? L/TEXT ?n
2-D nonprojected graphic
006 TYP k R/TIME ??? T/AUD ? A/MAT ????? GOVT ? T/MAT ? TECH ?
Computer file
006 TYP m T/AUD DF/TYP GOVT
Kit
006 TYP o R/TIME ??? T/AUD ? A/MAT ????? GOVT ? T/MAT ? TECH ?
Mixed material
006 TYP p REPRO
3-D nonprojected graphic
006 TYP r R/TIME ??? T/AUD ? A/MAT ????? GOVT ? T/MAT ? TECH ?
Serial control
006 TYP s FREQ ? REG ? ISDS ? S/T MED ? REPRO ? CONT ???? GOVT ? CONF
? OA ? SLE ?
Manuscript language material
006 TYP t ILLUS ???? T/AUD ? REPRO ? CONT ???? GOVT ? CONF ? FEST ?
INDX ? FICT ? BIOG ?
To add an 006 field to a NOTIS record, move the cursor to an open space
at the bottom of the screen. Type 006 plus the letter after TYP of the
desired 006 type. Press To delete an 006 field from a NOTIS record, put the cursor on the letter
after TYP in the 006, and press The 006 field is repeatable.
To delete an 007 field from a NOTIS record, put the cursor on the letter
after GMD in the 007, and press The 007 field is repeatable.
Put the printout of the copy holdings record in the designated box in
Labeling. Labeling will print a label, iron it on the acid-free streamer,
clip the streamer to the printout and route the printouts and streamers
to Special Collections.
Note that we are now to pencil the NOTIS number on the back cover of
these books. Do not write the call number on the verso of the t.p. or on
a scrap card for locations with LB=S.
Some locations have NOTIS oversize codes; for example: main,over life,
over. The following locations do not have oversize codes: engr, math, ref.
For oversize materials going to these locations, add |k Oversize between
the NOTIS location code and the call number in the Copy Holdings record;
for example: 1L CN |a engr |k Oversize |b TK ...
Examples:
For non-print items not in pockets that are microforms going to Microtext,
sound recordings or video recordings going to Audio, or computer files
going to Reserve Book Room, see the location in the table
above.
For non-print items in pockets see Items in Pockets in Bib Edit,
above.
Follow the instructions below for non-print items that are not in
a pocket in back of a print item and are going to a print location such
as Architecture, Chem/Physics, Engineering, Life, Medieval Institute, or
Math.
Sound recordings (audio cassettes, LPs, CDs, etc.)
Microfiche
Differences from regular cataloging:
1. Bibliographic level in the Fixed Field will be coded a
(Component, Monograph)
2. No 260 field.
3. Use 773 field to give information about book or serial issue the
title being cataloged is found in.
4. Do not confuse with the situation where an entire issue of a serial
is devoted to a topic and has its own distinctive title, and we are cataloging
the issue as a monograph. See Serials, Issues cataloged as monographs.
If a book going to the Tower needs binding or repair, we send it to
the Bindery for evaluation after cataloging, but before labeling. Put the
barcode on a piece of wax paper. Staple the wax paper to a strip of paper
and insert it in the book. Put a note in the book "Return to Labeling [initials][date]."
Change the status to "v", to show the book is in Preservation.
Branches make their own binding decisions, so we label and send books
to them as is.
There is a small exception for Medieval. If a book going to Medieval
clearly needs binding or repair (including pamphlets needing pam binding),
do not attach book plates or a bar code to the book. Paper clip book plates
to a strip of paper. Attach bar codes to a piece of wax paper, and staple
the wax paper to a strip of paper. Insert the strip of paper with the bar
code and book plate (if present) in the book. Do not put a security strip
in the book. Make sure Status=h and Class Code=L. Put the book on the Medieval
shelf.
If Medieval decides to have the book bound or repaired, they will send
book to Bindery/Preservation. The book will be charged out to Bindery/Preservation.
If Medieval decides not to have the book bound, they will attach the
book plate and bar code to the existing covers, and put the book on the
labeling truck to be labeled.
The following instructions or procedures are to help close another black
hole when trying to locate materials which are not in their home location.
Closing this hole will help improve patron service, assist searcher in
locating items, and alert the shelvers/shifters when doing major or minor
shifts in the tower.
Library searcher (Trish Kelley) will pick-up and replace cataloging
shelving cart, daily, to insure timely tracking and shelving of materials
completed by cataloging.
There is no need for "dummy" boxes or notes in copy statement or item
record if items are off the tower shelves less than 48 hrs. Remember
the 48 hr. rule.
Single items which will remain in technical services for more than 48
hrs. should have a note inserted in the note field of the item record and/or
copy statement. "Cataloging or Serials, (staff initials) desk, month/yr,
initials" ex. Cataloging, jk desk, 6/97, jk. It is the responsibility of
cataloging/serials staff to place and remove note.
Call numbers with multiple volumes should have a dummy box for removed
items placed on the shelf at time of removal. Cataloging/Serials staff
are responsible of box placement. Shelving staff will remove box when materials
returned. A note in copy statement would also be helpful, cataloging/serials
responsible for input and removal. Dummy box is to help patrons, searcher,
and shelvers/shifters. Dummy boxes are located on the bottom shelf, southeast
corner of free standing shelving range with yellow "CADM" signs on the
top. **
Items, individual or sets, which will receive a call number change should
have the call number changed ASAP. A list of these items should be sent
to Shelving Supervisor, Marcy Simons and Library Searcher, Trish Kelley.
Cataloging/Serials is responsible for placing and removing notes in item
records of items which remain in cataloging more than 48 hrs.
There may need to be some communication with Marcy or Trish if dummy
boxes are used but whole sets are not pulled or returned to tower together.
Your good judgement will be very helpful.
**Pre-labeled dummy boxes are to be used. You only need to add the call
number and volumes.
Also, include the date items were taken from the tower shelves.
8/19/97
Please call if you have any questions.
9/26/97 REVISED
The bib record can show multiple pieces in the 300 |a, or by having
a 300 |e that shows accompanying material.
Exceptions
o If the title is 2 or more bibliographic volumes in 1 physical volume,
no MHLD record is needed. (We either have all of it, or none of it.)
Situation: 2 v. in 1 (300: : |a 2 v. in 1)
o For works originally published in paper format, and reproduced in
microform, the MHLD (or lack of MHLD) record is tied to the 300 field,
which describes the original publication.
300: : |a 529 p. ...
300: : |a 2 v. ...
o Titles originally published in microform get an MHLD record whenever
there are 2 or more microform units involved. (See Creating MHLD records
for non-print items, below)
I. Call up the Copy Holdings record of the item for which you are creating
the MHLD record.
A. Type LTMN keep 1 [or 2, etc.] (where 1, 2, etc. are the copy statements
to which you are linking the MHLD record). The system responds LINK INFORMATION
KEPT.
B. Call up the MHLD template record (LTMN fi jt mhld). An index screen
appears showing 3 different MHLD template records. Call up the one for
Copy Cataloging
by typing 1 D. Display the MHLD record you are going to copy by typing LTMN dh 1
[or 2, etc.] (where 1, 2, etc. represent the copy statement with the MHLD
to be derived)
E. Copy the MHLD template record you have displayed by typing LTMN deri,
and pressing the II. Edit the MHLD record, using information in the documents that follow.
Remember to verify the MHLD fixed field.
# ACH9010 = NOTIS record number (System supplied)
RT = Record Type
MTHD = ?
G/RTN = General retention policy
CMPLT = Completeness designator
LANG = Language (Same as bib FF LANG)
GMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .t
Type of material: Microform
GMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .h
Type of material: Sound recording (includes audio CDs, but not CD-ROM)
GMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .s
Type of material: Video recording
GMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .v
Type of material: Unspecified (Use for music scores and computer laser
optical disks (CD-ROM))
GMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .z
Scope: every MHLD record must have one 852 field with a |a containing
our NUC symbol.
1st Indicator = Shelving scheme
2nd Indicator = Shelving order
2 = Alternative enumeration (Use for multi-volume sets in a class-together
series (where the vols. are shelved by the series no.))
|a = Holding library NUC symbol [InNd] (Not repeatable (NR))
Scope: every MHLD record will have one or more 866 fields containing
holdings information, except when items are not permanently retained (occurs
only with serials)
The 866 may also contain non-public and public display notes relating
to the holdings contained in that field.
Public display notes coming from an 866 field display in UNLOC after
the information contained in the 866 |a.
1st Indicator = 2, 4 [Same as E/L] (Note: 4 is used except in the situation
where serial is not permanently retained)
2nd Indicator = 1 [Holdings in ANSI Z39.44 or ANSI/NISO Z39.57 notation]
|8 = 0 [Holdings recorded only in 866-868 fields] (NR)
|a = textual holdings (NR)
|x = non-public note relating to the field (R)
|z = public note relating to the field (R)
A. Record holdings in 866 fields in the |a, by giving the caption (v.,
pt., no., etc.) if present, followed by its numeric or alphabetic designation.
(Note that there is no space between the caption and the numbering.)
866:41: |8 0 |a v.1
B. Record consecutive volumes with no gaps in a single 866 field.
Situation: we have v.1, v.2, and v.3
C. Separate elements of a hierarchy with a colon (:)
866:41: |8 0 |a v.1:pt.2:no.3
D. Indicate gaps with a comma (,)
866:41: |8 0 |a v.1-v.3,
E. Do not supply captions when there are none in the piece.
866:41: |8 0 |a A-E
II. More rules for recording MHLD holdings
A. When we have complete holdings of the parts of a volume, show holdings
only at the volume level.
Situation: we have v.1, pt.1; v.1, pt.2; v.2, pt.1; v.2, pt.2 (2 vols.,
each complete in 2 pts.)
866:41: |8 |a v. 1-v.2 not 866:41: |8 |a v.1:pt.1-v.2:pt.2
B. Do not combine different levels of hierarchy in one field. (Information
on each side of the hyphen must be at the same level of detail.)
866:41: |8 0 |a v.1-v.3 not 866:41: |8 0 |a v.1-v.4:pt.1,
III. Even more rules for MHLD holdings
A. Record alphabetic numbers in upper or lower case as found in the
piece.
no. 36B
B. When one or more parts of an otherwise numbered multipart item lack
numbers, supply the missing numbering, enclosed in brackets.
866:41: |8 0 |a [v.1]-v.3 (numbering supplied for v. 1)
C. If an item is incorrectly numbered, record the number as on the item,
and correct the numbering in square brackets, preceded by "i.e."
866:41: |8 0 |a v.1-v.2[i.e. 3] (v. 3 incorrectly numbered as v. 2;
we already have v.2)
D. When a piece contains combined numbering (e.g. 2 bibliographic volumes
in 1 physical volume) record both numbers, separated by a slash (/)
Situation: we have v.1/2, v.5/6, v.9/10, v.11/12
E. Convert all numeric information to Arabic numbers
v. VII becomes v. 7
F. Symbols with recognizable caption counterparts are converted to the
counterpart.
# 8 becomes no. 8
(Note: If book has accompanying material (such as diskettes, microfiche,
CDs) in a pocket, in the item record, change the number in the PIECES field
to the number of items in the pocket, plus 1 (for the book). Example: Book
with 3 microfiche in a pocket – PIECES = 4.)
II. If the main part does not have a caption or numbering (i.e. is complete
in one vol.), call it 1 v.
866:41: |8 0 |a 1 v. + 4 parts (music score and parts)
III. If the accompanying material is in a non-print format, give the
number of units, followed by the kind of unit. Use the following list:
866/1:41: |8 0 |a 1 v. + 3 microfilm reels
IV. For parts accompanying music scores, see II above.
V. For accompanying material in print format that is not a music score
and parts, we will use the name of the accompanying item in quotation marks.
A. If there is not a brief descriptive title on the accompanying material
that you can quote, supply one and enclose it in brackets inside the quotation
marks.
B. If the accompanying material is in more than one volume, record our
holdings after the name of the accompanying item.
866:41: |8 0 |a 1 v. + "Teacher's guide"
Example: we have an item consisting of 2 videocassettes, called part
1 and part 2.
866/1:41: |8 0 |a pt.1-pt.2
If a non-print multi-part item lacks captions (whether or not the parts
are numbered), in the MHLD 866 |a give the number of pieces, then the term
in the 300 |a.
300/1: : |a 179 microfiches
For microform reproductions of a work originally published in paper
format in more than one volume, the MHLD is linked to the information in
the 300 field (which describes the original publication).
300: : |a 4 v. ...
[ Manual Table of Contents][MHLD
Table of Contents]
A. If set is complete, and:
Example:
E. Use 505:0 : for complete contents; 505:1 : for incomplete contents. If adding a note about bibliographies or indexes, do not specify volume
or page number.
VI. Record the number of units on the Routing Form.
VII. Miscellaneous
When this happens, we supply v. before the volume number in the call
number on the verso of the t.p.
B. Sometimes, publishers use asterisks on the spine to designate volume
numbers. Treat * as v.1, ** as v. 2, etc.
Show all vols. we own in the series statement
Create a series tracing for each volume in the series. If two or more
volumes of the series are consecutive, combine them in one tracing, giving
the span of consecutive volumes in the |v.
Example: we have v. 1, 2, 3, and 4 of an incomplete set. Vol. 1 is no.
15 of the series, v. 2 is no. 23 of the series, v. 3 is no. 24 of the series,
and v. 4 is no. 36 of the series.
Situation A: The set is incomplete, or the vols. of the set are not
consecutive in the series.
001 CN 2L |a medv |b BX;2845;.B455;no.15,etc. Create an 866 field for each volume of the set we own. Give the volume
of the set in the 866 |a. Add a public display note (|z) after the |a,
showing how the volume is shelved. The only exception is when the set is
complete, and all the vols. of the set have the same series number.
Example: we own v.1-2 of a set, no. 163-164 of a class-together series
Record the last bank of the call no. in the Enum/Chron. This will be
the variable portion, which will be different for each vol. in the set.
Example: we own vol. 1 of an incomplete set, which is Bd. 27 of the
series.
006 TYP c F/COMP 1 SCORE
a T/AUD REPRO 2 A/MAT 3
L/TEXT
007 (NOT NEEDED)
MANUSCRIPT MUSIC
006 TYP d F/COMP 1 SCORE
a T/AUD REPRO 2 A/MAT 3
L/TEXT
007 (NOT NEEDED)
1. See Appendix 1.
006 TYP j F/COMP 1 SCORE
n T/AUD REPRO AMAT 3 L/TEXT
NONMUSICAL SOUND
006 TYP k F/COMP nn SCORE n T/AUD REPRO AMAT 3
L/TEXT 4
007 For commercially produced recordings only (for noncommercial
recordings, see original catalogers)
Compact disc s |b d |d f |e (*) |f n |g g |h n |i n |j m |k l |l n |m
e |n (**)
Disc s |b d |d b |e (*) |f m |g e |h n |i n |j m |k p |l n |m e |n e
Cassette s |b s |d l |e (*) |f n |g j |h l |i c |j m |k p |l n |m (***)
|n e
DAT tape s |b s |d l |e (*) |f n |g z |h l |i c |j m |k p |l n |m (***)
|n d
Reel-to-reel tape: see orginal catalogers
Use only if indicated on item:
Top of Music Document
a Microfilm
a a discography (list of recordings)
There are other codes, but these are the main ones you will need. If
you have printed material that is different from the above, consult your
supervisor.
(NOTE: Writers rarely think about these codes when they are writing
their notes. If a single "note" contains some biography, some history and
some technical information about the music, and a few bibliographical citations,
and the composer is not well known, use all the appropriate codes--e.g.,
behi)
a Autobiography
Top of Music Document
** Place items in the 3 categories listed above on Dorothy Coil's shelf
in the Approval Room. She will check the appropriate location on the Routing
form and return the items to the Serials truck in Cataloging for end processing.
** route to PACT shelf. After the items have been decisioned, Maria
Lottridge will return to Robbye on the Mondays the approval shipments are
taken down.
Example:
Book 1
No mention of a series in the book.
Book 2
Series title page of book 2:
Spiritual and Intellectual Elements in the Formation of Sisters,
... 1957.
When this happens, add a 500 note and an 830 for the series to books
with no mention of the series, but which appear in the publisher’s list
of books in the series in a later volume, as follows:
500: : |a Later vols. list this as being part of: Sister formation series.
Add the note 500: : |a Series statement from jacket. to the record
(if the note is not already there), to explain why the series is not in
the book.
Examples:
490:0 : |a [Essential poets] ; |v v. 3
440: 0: |a [Advances in discourse processes] ; |v no. 6
490:1 : |a [Report / Dept. of Natural Resources ; |v 1990/2]
Example:
500 "Models in aggressive journalism, 5"--
Jacket.
When you are searching OCLC, if the record has a series that appears
only on the dust jacket, search the series in NOAH.
If a book has a 'series preface' or a list of 'other volumes
in the series' and there is no dust jacket, and no mention of the title
of the series anywhere in the book, and the volume number of the series
does not appear anywhere in the book, delete any series fields (4XX/8XX),
any 500 notes stating that the series statement is from the dust jacket,
and any 740 or 246 fields with the title of a series in them.
The "with" note is appropriate only in the following case: two or more
works issued independently have been subsequently placed together under
one cover or comparable packaging. For two or more works that have been
issued together in one cover or other packaging, use one bibliographic
record describing all the works issued together.
For each item listed with a "with note, give the title proper (or uniform
title if one has been assigned), the statement of responsibility, and the
entire publication, distribution, etc., area. If there are more than two
works, cite all the other works in the record for the first work; in the
records for succeeding works, cite only the first work. Use ISBD punctuation,
except omit the period-space-dash-space between areas.
590 With: The Bostonian Ebenezer. Boston : Printed by B. Green &
J. Allen, for Samuel Phillips, 1698 -- The cure of sorrow. Boston : Printed
by B. Green, 1709. Bound together subsequent to publication. ("With"
note for first of 3 works bound together subsequent to publication.)
590 With: George Sand / I. Naginski. Villeneuve d'Ascq (France) :
Université de Lille, 1992. Bound together subsequent to publication.
("With" note for subsequent work. 'George Sand' is the title of the
first work.)
If there are 9 or more works bound together subsequent to publication,
make an informal note such as the following:
590 No. 3 in a vol. with binder's title: Brownist tracts, 1699-1644.
See Rachel or Tom for the form of the note to use.
For works in a serial being analyzed, use a note referring to the series
rather than the individual titles, as in the following example:
(Bound volume contains no. 187-194.)
Note in bib record for no. 187 of the series (first title in the volume)
590 With: no.188-194 of the series. Bound together subsequent to publication.
Note in bib records for no. 188-194 of the series:
590 With: no.187 of the series. Bound together subsequent to publication.
Note that older cataloging rules allowed the creation of separate bib
records for two or more works issued together by the publisher. The "with"
notes in these records should be tagged 501. They do not say Bound together
subsequent to publication.
When there are nine or more titles in one volume, Cataloging creates
an item record for and bar codes only the first title.
This can create a problem for Circulation when trying to locate a title
which is not the first title in a physical volume containing 9 or more
titles, and which is therefore not barcoded. In the worst case scenario,
the title could be withdrawn.
To make it clear that a title which is not the first in a volume of
9 or more titles is bound with other titles, in April 1995, after discussions
with Sue Dietl and Judy Kendall, Cataloging began adding the following
note in the Title Level Notes field of the Copy Holdings Record for those
bound titles which are not barcoded:
STATUS h
Note: Previously processed titles with this condition do not have these
notes. Please bring them to our attention if you discover one.
Appendix B: 007 Physical Description Fixed Field (Computer Files)
A complete list (except for the new Computer file 007) is given on pages
0.4-0.5 of OCLC's Bibliographic Formats and Standards. The Computer Files
007 information is given below.
To add an 007 field to a NOTIS record, move the cursor to an open space
at the bottom of the screen. Type 007 plus the letter after GMD of the
desired 007 type. Press
Label
Name
Values
Definitions
GMD
Category of material
c
Computer file
SMD
Specific material designation
a
Tape cartridge
b
Chip cartridge
c
Computer optical disc cartridge
f
Tape cassette
h
Tape reel
j
Magnetic disk
m
Magneto-optical disc
o
Optical disc (CD-ROM)
r
Remote (Connection by computer network)
u
Unknown
z
Other
O/R
Do not use
COLOR
Color
a
One color. A single color, not black.
c
Multicolored. More than one color.
g
Grey scale. Black to grey to white.
m
Mixed. Combinations of one color, black-and-white, etc.
n
Not applicable. No visual info., e.g. audio data
u
Unknown.
z
Other
DIM
Dimensions
a
3 1/2 in. Magnetic disk.
e
12 in. Optical or magneto-optical disc.
g
4 3/4 in or 12 cm. Optical or magneto-optical disc.
i
1 1/8 x 2 3/8 in. Chip cartridges.
j
3 7/8 x 2 1/2 in. Optical disc cartridges.
n
Not applicable. Remote computer files.
o
5 1/4 in. Magnetic disk.
u
Unknown.
v
8 in. Magnetic disk or optical disc.
z
Other.
SOUND
Sound
blank
No sound.
a
Sound.
u
Unknown
Guide to Processing of Print Materials
(Note: the middle dot (·) indicates that the part of the location
that follows goes on the next line. Also, information in parentheses is
explanatory, not part of the location.)
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
acq
Acq. · Dept.
Y
Y
Y
N
X
admn
Admin. (Library Administrative Offices)
Y
Y
Y
N
X
anas
Anastos
Y
Y
Y
N
I » L
arch
Arch.
Y
Y
Y
N
I » L
arch,flov
Arch. · Flat · Over
Y
Y
Y
N
I » L
arch,fsc
Arch.
Y
Y
Y
N
I » L
arch,over
Arch. · Oversize
Y
Y
Y
N
I » L
arch,rare
Arch. · Rare
N
S
N
N
L
aud
Audio (print only)
Y
Y
Y
N
I » L
aud,cass
Audio (cassette)
N
N
N
N
T
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
aud,cd
Audio (compact disc)
N
N
N
N
T
aud,rec
Audio (record)
N
N
N
N
T
aud,reel
Audio (reel-to-reel)
N
N
N
N
T
aud,vidc
Audio (videocassette)
N
N
N
N
T
aud,vidl
Audio (video laserdisc)
N
N
N
N
T
bic
Business · Info. · Ctr
N
Y
N
N
I » L
bind
Bind.
N
Y
N
N
X
cat
Catalog · Dept.
Y
Y
Y
N
X
cat,orig
Orig. · Cat.
Y
Y
Y
N
X
chph
Chem/ · Physics
Y
Y
Y
N
I » L
chph,res
Chem/ · Physics
Y
Y
Y
N
I » L
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
chph,over
Chem/ · Physics · Oversize
Y
Y
Y
N
I » L
cpl
CPL (Center for Pastoral Liturgy) [Important
Note ]
Y
Y
Y
N
I » L
cpl,ms
CPL · Searle
Y
Y
Y
N
I » L
docs,ec
Doc. · Ctr. (European Comm. docs only)
Y
Y
Y
N
I » L
engr
Engin.
Y
Y
Y
N
I » L
engr,ref
Engin.
Y
Y
Y
N
I » L
kell
Kellogg · Info. · Center
Y
Y
Y
N
I » L
life
Life · Sci.
Y
Y
Y
N
I » L
life,over
Life · Sci. · Oversize
Y
Y
Y
N
I » L
main
(Tower--no location designation)
Y
Y
Y
N
I » L
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
main,over
Oversize (Tower)
Y
Y
Y
N
I » L
main,edmd
(Educational Media)
N
N
N
N
X
main,sstl
(Lab for Social Research)
N
N
N
N
X
mars
(Tower--no location designation)
Y
Y
Y
N
I » L
math
Math
Y
Y
Y
N
I » L
mcro
Microtext · Reading · Room (print only)
Y
Y
Y
N
I » L
mcro
Microtext · Reading · Room (microforms)
N
N
N
N
T
medv
Med. · Inst.
Y
Y
Y
N
I » L
medv,over
Med. · Inst. · Oversize
Y
Y
Y
N
I » L
mus
Music
Y
Y
Y
N
I » L
mus,ref
Music · Reference
Y
Y
Y
N
I » L
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
pres
Pres. (Preservation Dept.)
N
Y
N
N
X
rad
Rad · Lab
Y
Y
Y
N
I » L
ref
Ref.
Y
Y
Y
N
I » L
ref,cref
Ref. (CDs diskettes)
N
Y
N
N
I » L
ref,cref
Ref. (Print materials)
Y
Y
Y
N
I » L
ref,doc
Ref. · Doc. · Ctr.
Y
Y
Y
N
I » L
res
Reserve · Book · Room (books)
Y
Y
Y
N
I » L
res
Reserve · Book · Room (CDs, diskettes)
N
Y
N
N
I » L
ser,cat
Serials · Cat.
Y
Y
Y
N
I » L
ser,dept
Serials · Dept. · Rm 219
Y
Y
Y
N
I » L
spcl,capa
Catholic · Pamphlet · Coll.
N
N
N
N
X
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
spcl,caph
Parish · History · Coll.
N
N
N
N
X
spcl,da
Dante · Coll.
N
S
N
Y
L
spcl,daov
Dante · Coll. · Oversize
N
S
N
Y
L
spcl,gill
Gill · Coll.
N
S
N
Y
L
spcl,gory
Gorey · Coll.
N
S
N
Y
L
spcl,hesb
Hesburgh · Coll.
N
S
N
Y
L
spcl,mini
Miniature · Coll.
N
S
N
Y
L
spcl,nd
Notre · Dame · Coll.
N
Y
N
N
I » L
spcl,ndov
Notre · Dame · Coll. · Oversize
N
Y
N
N
I » L
spcl,ndth
Notre · Dame · Coll.
N
Y
N
N
I » L
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
spcl,neil
O'Neill · Coll.
N
S
N
Y
L
spcl,paul
Paul VI · Coll.
N
S
N
Y
L
spcl,peng
Penguin · Coll. (Books
in the Penguin books series)
N
S
N
Y
T
spcl,peng
Penguin · Coll. (Works about, but not part of, the Penguin books
series)
N
S
N
Y
L
spcl,rb
Rare · Book · Coll.
N
S
N
Y
L
spcl,rbov
Rare · Book · Coll. · Oversize
N
S
N
Y
L
spcl,ref
Special · Coll. · Ref.
N
Y
N
N
I » L
spcl,sh
Shaw · Coll.
N
S
N
Y
L
spcl,shov
Shaw · Coll. · Oversize
N
S
N
Y
L
spcl,sp
Sports · Coll.
N
S
N
N
L
NOTIS code
Location on t.p. verso
and/or spine label BC
LB
SS
SL
LTX
spcl,sprf
Sports · Ref. · Coll.
N
Y
N
N
I » L
spcl,valt
Vault
N
S
N
Y
L
spcl,vat
Vatican II · Coll.
N
S
N
Y
L
well
Wellness · Coll.
N
Y
N
N
I » L
Special Collections marking
Oversize
Microform call numbers
001 1T CN #a mcro #b Microfiche;3;x;5
001 3T CN #a mcro #b Microfiche;4;x;6
001 1T CN #a mcro #b Microcard;3;x;5
001 1T CN #a mcro #b Microcard;6;x;9
001 2T CN #a mcro #b Microfilm;2794
001 1T CN #a life #b Microfiche;4;x;6
001 1T CN #a engr #b Microfilm;168
001 1T CN #a medv #b Microfilm;3307
001 1L CN #a medv #b CR;151;.U55;1990 (fiche in a binder that can be
shelved with books)
Processing of Non-Print Items Going to Print Locations
· Label the container (if the item has no container, pencil
the location and call number on the item s label, or if it has no label,
on a blank, self-adhesive label)
Video recordings
· Barcode the container. If there is no container, barcode cassettes,
but not sound discs.
· Do not security strip the item
· Class sound recordings in LC classification· Label the container (if the item has no container, pencil
the location and call number on the item's label, or if it has no label,
on a blank, self-adhesive label)
(Exception: Wellness Coll. videos do not get LC call numbers or barcodes)
· Barcode the container. If there is no container, barcode cassettes,
but not video discs.
· Do not security strip the item
· Class video recordings in LC classification· Do not label
Microfilm
· Do not barcode
· Do not security strip
· Classify as Microfiche 4 x 6, Microfiche 3 x 5, etc.· Pencil location and call number on the microfilm box
Computer files (computer diskettes, computer reels, CD-ROM, etc.)
· Do not barcode
· Do not security strip
· Class microfilm in LC classification· Label the container. If there is no container, pencil location
and call number on the label.
[Manual Table of Contents]
· For CD-ROM with no container, see TL.
· Barcode the container. If there is no container, barcode computer
disks, but not CD-ROM or computer reels.
· Do not security strip computer files.
· Class computer files in LC classification
"In" Analytics
---------------------------------------------------------------------------------------------
LTMN DONE AGT908 NOTIS CATALOGING V004
MN FMT B RT a BL a T/C DT 10/15/96 R/DT 12/10/96 STAT mm E/L DCF i D/S D
SRC d PLACE xx LANG eng MOD T/AUD REPRO D/CODE s DT/1 1948 DT/2
CONT ILLUS GOVT BIOG FEST 0 CONF 0 FICT 0 INDX 0
035/1: : |a (OCoLC)06065528
040: : |a DLM |c DLM |d OCL
049/1: : |a INDU
090/1: : |a PS3545.I5365 |b D48 1948
100:1 : |a Williams, Tennessee, |d 1911-1983.
245:10: |a Desire and the black masseur / |c Tennesse Williams.
300/1: : |a p. 239-246 ; |c 23 cm.
500/1: : |a Caption title.
773/1:0 : |t New directions in prose and poetry (New York, N.Y. : 1948) --
|d New York : New Directions -- |g Vol. 10 (1948)
---------------------------------------------------------------------------------------------
Medieval books needing binding
IDENTIFICATION OF ITEMS TEMPORARILY IN CATALOGING/SERIALS CATALOGING
Chris: A notification to the Shelving Unit, Marcy Simons, would be
very helpful when sets, several volume, complete multi-piece titles or
call numbers, etc are being transferred from the tower to Special Collections/Rare
Book Room . Such notification would be valuable in planning of stack maintanence.
Please include the following when notifying Marcy, 631-4566 or Marcy.L.Simons.2@nd.edu:
Call Number, Title, number of pieces, and number of inches.
MHLD PROCEDURE TABLE OF CONTENTS
When to create an MHLD record
How to create an MHLD record
The MHLD fixed field
The MHLD physical
description fixed field
The 852 field
The 866 field
Creating MHLD records
for print items
Creating MHLD records for accompanying
materials
Creating MHLD
records for non-print items
List of captions that can be appreviated
WHEN TO CREATE AN MHLD RECORD
No MHLD record needed, as there is only one physical piece
533: : ... |e 4 microfiches ; 11 x 15 cm.
No MHLD record needed.
533: : ... |e 11 microfiches ; 11 x 15 cm.
866:41: |8 0 |a v.1-v.2
HOW TO CREATE AN MHLD RECORD
MHLD Fixed Field
FMT = Format ['H' = Holdings record] (System supplied)
DT = Date record entered (System supplied)
R/DT = Revision date (System supplied)
STAT = Record Status (System supplied)
y = serial (default)
E/L = Encoding Level
v = multipart item holdings2 = No extent of holdings recorded (i.e. no 866 field present. 'Library
retains latest ... only' situation.)
R/STAT = Receipt Status
4 = Extent of holdings recorded at the detailed level2 = completed (used for single-part units and completed multipart units
and serials)
4 = currently received
5 = not currently received (incomplete multipart units and serials
not currently received)
DT/CAN = ?
0 = unknown
S/RTN = ?
3 = sample issue retained
4 = retained until replaced by microform
5 = retained until replaced by cumulation, replacement volume, or revision
6 = retained for a limited period
7 = not retained
8 = permanently retained0 = unknown
LEND = ?
1 = complete (95-100%)
2 = incomplete (50-94%)
3 = scattered (0-49%)
REPOL = ?
MHLD Physical Description Fixed Field
SMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .a
SMD: Microfilm reel . . . . . . . . . . . . . . . . . . . . . . . .d
Microfiche . . . . . . . . . . . . . . . . . . . . . . . . . .e
O/R: ?
POLAR:
Positive (dark letters on light background). . . . . . . . . .a
Negative (light letters on dark background). . . . . . . . . .b
DIM:
35 mm. . . . . . . . . . . . . . . . . . . . . . . . . . . . .f
3 x 5 in. (8 x 13 cm.) . . . . . . . . . . . . . . . . . . . .l
4 x 6 in. (11 x 15 cm.). . . . . . . . . . . . . . . . . . . .m
6 x 9 in. (16 x 23 cm.). . . . . . . . . . . . . . . . . . . .o
REDUC: ? ???
COLOR:
Black-and-white. . . . . . . . . . . . . . . . . . . . . . . .b
Multi-colored. . . . . . . . . . . . . . . . . . . . . . . . .c
EMUL: ?
GENER: ?
BASE: ?
SMD:
Sound disc (LPs or CDs). . . . . . . . . . . . . . . . . . . .d
Sound cassette . . . . . . . . . . . . . . . . . . . . . . . .s
O/R: ?
SP:
Disc (LP) - 33 rpm . . . . . . . . . . . . . . . . . . . . .b
CD - 1.4 m. per sec. . . . . . . . . . . . . . . . . . . . . .f
Audio cassette - 1 ips . . . . . . . . . . . . . . . . . . .l
SND: ?
GRV: ?
DIM:
Sound disc - 12 in.. . . . . . . . . . . . . . . . . . . . . .e
CD - 4 in. . . . . . . . . . . . . . . . . . . . . . . . . .g
Cassette - 3 x 2 « in. . . . . . . . . . . . . . . . . . . .j
WID: ?
TAPE: ?
TYPE: ?
MAT: ?
CUT: ?
R/CH: ?
C/ST: ?
SMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .f
O/R: ?
COLOR:
Black-and-white. . . . . . . . . . . . . . . . . . . . . . . .b
Multi-colored. . . . . . . . . . . . . . . . . . . . . . . . .c
V/FMT: . . . . . . . . . . . . . . . . . . . . . . . . . . . . .b
SOUND: ?
MEDIUM: ?
DIM: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .o
KSND: ?
SMD: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .z
MHLD Variable field 852
The 852 may also contain non-public and public display notes relating
to the holdings. Public display notes coming from an 852 field display
in UNLOC beneath the location and call number, with the label
NOTES:. The 852 field is not repeatable.
0 = Library of Congress classification
3 = SuDocs classification
4 = Shelving control number (Use for Microfilm and Audio call numbers)
8 = Other scheme (Use for Microfiche 4x6)
1 = Primary enumeration (Use for every other situation than the one
listed above)
|x = Non-public note (Repeatable (R))
|z = Public note (R)
MHLD VARIABLE FIELD 866
866 information displays in UNLOC beneath the location, call number,
and any 852- generated public notes, with the label LIBRARY HAS:.
The 866 field is repeatable.
Creating MHLD Records for Print Items
866:41: |8 0 |a v.1-v.3 not 866:41: |8 |a v.1
866:41: |8 |a v.2
866:41: |8 |a v.3
866:41: |8 0 |a v.5-v.8
866:41: |8 0 |a 2-5
866:41: |8 0 |a v.4:pt.1, 866:41: |8 0 |a v.4:pt.4-v.6
866:41: |8 0 |a v.4:pt.4
866:41: |8 0 |a v.5-v.6
23a
v.C
866:41: |8 0 |a v.1/2,
866:41: |8 0 |a v.5/6,
866:41: |8 0 |a v.9/10-v.11/12 (not: 866:41: |8 0 |a v.9-v.12)
First ed. becomes 1st ed.
number five becomes no. 5
*, **, *** become 1-3
12 becomes section 12
Creating MHLD Records for Accompanying Materials
microfiche(s)
III. Bibliographies and indexes.
microfilm reel(s)
sound cassette(s)
sound disc(s)
(compact discs or LPs)
videocassette(s)
computer laser optical disc(s) (CD-ROM)
computer disks (computer floppies (3.5 in. or 5 in.))
866/1:41: |8 0 |a 1 v. + 2 sound cassettes
866/1:41: |8 0 |a v.1-v.3 + 1 sound disc
866/1:41: |8 0 |a 1 v. + 1 videocassette
866/1:41: |8 0 |a 1 v. + 1 computer laser optical disc
866/1:41: |8 0 |a 1 v. + 2 computer disks
866/1:41: |8 0 |a 1 v. + 12 microfiches
866:41: |8 0 |a v.1-v.2 + "Statistical abstract"
866:41: |8 0 |a 1 v. + "[Atlas]"
Note: Item reads "A Demographic atlas of Northern Ireland."
866:41: |8 0 |a 1 v. + "Plates" v.1-v.2
Creating MHLD records for non-print items
866/1:41: |8 0 |a 179 microfiches
866/1:41: |8 0 |a 42 microfilm reels
866/1:41: |8 0 |a 2 videocassettes
866/1:41: |8 0 |a 4 sound cassettes
866/1:41: |8 0 |a 2 sound discs (use for music CDs or for LPs)
866/1:41: |8 0 |a 2 computer laser optical discs (use for CD-ROM)
866/1:41: |8 0 |a 3 computer disks (use for floppy disks (3.5 or 5
in.))
866/1:41: |8 0 |a 2 videodiscs (use laser optical discs)
533: : |a Microfiche. |b Washington, D.C. : |c Library of Congress
Photoduplication Service, |d 1992. |e 23 microfiches ; 10 x 15 cm.
List of Captions that can be Abbreviated
Abteilung........... Abt.
Note that some captions can't be abbreviated. Heft is an example. If in
doubt, ask.
argang.............. arg.
Band................ Bd.
book................ bk.
cz............. cz.
deel................ d.
edition............. ed.
fascicle fasc.
kniga kn.
Lieferung Lfg.
neue Folge n.F.
new series new ser.
number no.
numero (French) no
Nummer (German) Nr.
part pt.
partie (French) ptie.
report rept.
supplement suppl.
Teil, Theil T.
tome, tomo t.
volume, volumen v.
Multi-volume procedure
1. Published in a single year:
B. If set is incomplete:
D/CODE = s
2. Published in two or more years:
DT/1 = [year of publication]
DT/2 = [four blanks]
260 |c = [year of publication]
300 |a = [no.] v.; e.g. 300: : |a 4 v.D/CODE = m
DT/1 = [year of publication of 1st v.]
DT/2 = [year of publication of last v.]
260 |c = [year of publication of 1st v.]-[year of last v.]
300 |a = [no.] v.; e.g. 300: : |a 4 v.D/CODE = m
II. Contents note (505)
DT/1 = [year of publication of 1st v.]
DT/2 = 9999
260 |c = [year of publication of 1st v.]-
300 |a = v.; i.e. 300: : |a v.A. If vols. have individual titles, list them in a 505 field.
B. List titles we do not own, if already published, and listed in a
volume we have.
C. Include editors and joint authors in the 505, if they don't appear
in v. 1.
245:12: |a A history of Siberia / |c Igor Maslovski.
D. If the 505 is too long, create additional 505 fields as needed. Do not
use 500 fields for contents information that won't fit in the first 505.
505:0 : |a v. 1. Pre-history -- v. 2. From the age of the Tatars to
the era of the Romanovs / I. Maslovski and G. Petroski.504: : |a Includes bibliographical references and index.
IV. The volume number of the individual volume goes in the Enum/Chron field
of the item record.
500: : |a Includes index.Enum/Chron: v.1
V. See MHLD procedure for information on creating holdings records.
Enum/Chron: v.2:pt.3
Enum/Chron: Abt.2:Bd.6:T.4AA. Sometimes volumes lack a volume designation, and are called 1, 2,
etc. (instead of v. 1, v. 2, etc.)
Do not bracket the v. on the verso.
MULTI-VOLUME SETS IN CLASSED-TOGETHER SERIES
series statement
I. Series statement
series tracing
call number in the Copy Holdings record
MHLD
Enum/Chron of the item record490:1 : ... ; |v v. 7
Note that 440 can be used only if the set is complete and all the vols.
have the same series number or consecutive series numbers
490:1 : ... ; |v Bd. 26-27
490:1 : ... ; |v no. 15, 23, 38, 46
490:1 : ... ; |v v. 56, 62-65, 87440: ?: ... ; |v v. 92
II. Series tracing
440: ?: ... ; |v v. 56-62830 ... ; |v no. 15.
III. Call number
830 ... ; |v no. 23-24.
830 ... ; |v no. 36.Give the series number of the first vol. in the set, followed by ,etc.,
as the last bank of the call number.
Situation B: The set is complete, and all the vols. in the set have the
same series number
Give the series number in the last bank of the call number (e.g. BM;499.5;.E4;1984;v.7)
Situation C: The set is complete, and the vols. in the set have consecutive
series numbers
Give the span of series numbers in the last bank of the call number
(e.g. QA;76.95;.C64;1987;v.13-17
IV. MHLD
852:01: |a InNd
Example: we own v. 1, 3, and 5 of a set, which are t. 32, t. 41, and t.
57 of a class- together series
866/1:41: |8 0 |a v.1 |z <shelved as no.163 of the series>
866/1:41: |8 0 |a v.2 |z <shelved as no.164 of the series>852:01: |a InNd
Example: we own v.1-3 of a 3 v. set (complete set). All are v. 7 of the
series
866/1:41: |8 0 |a v.1, |z <shelved as t.32 of the series>
866/2:41: |8 0 |a v.3, |z <shelved as t.41 of the series>
866/3:41: |8 0 |a v.5 |z <shelved as t.57 of the series>852:01: |a InNd
V. The Enum/chron field in the item record
866/1:41: |8 0 |a v.1-v.3Call no. ... ;Bd.27, etc,
Example: we own a set complete in 3 vol., all of which are v. 104 of the
series
Enum/Chron Bd.27
Example: we own v.1-5 of a set that is not complete yet. The vols. are
Bd. 21-25 of the series
Call no.
... ;v.104
Spine:
...
...
...
Enum/Chron
v.1
v.104
v.104
v.104
v.2
v.1
v.2
v.3
v.3
Call no. ... ;Bd.21, etc.
Enum/Chron Bd.21
Bd.22
Bd.23
etc.
Manual Table of Contents
PRINTED AND MANUSCRIPT MUSIC
006 and 007 fields
2. See Appendix 2.
3. See Appendix 3.
SOUND RECORDINGS
(*) m for monophonic
s for stereophonic
q for quadrophonic
u for unknown
(**) d means the original recording (master) was recorded digitally
e means the original recording (master) was remastered for digital
u unknown
(***) a NAB standard
c Dolby-B, standard Dolby
g Dolby-C
u unknown
3. See Appendix 3.
4. See Appendix 4.
APPENDIX 1. CODING FOR F/COMP
FORM OF COMPOSITION CODES
bg Bluegrass music
an
Anthems (including antiphons, magnificats)
bt
Ballets
bl Blues
cn Canons and rounds (i.e., compositions employing strict imitation
throughout)
ct Cantatas
cr Carols
ca Chaconnes
cs Chance compositions
cp Chansons, polyphonic
cc Chant, Christian (e.g., Gregorian chant, Ambrosian chant, etc.)
cb Chant, religious other than Christian (e.g., Tibetan chant, Jewish
chant, etc.)
cl Chorale preludes
ch Chorales
cg Concerti grossi
co Concertos
cy Country music
df Dance forms (includes music for individual dances except Mazurkas,
Minuets, Pavane, Polonaise, and Waltzes)
dv Divertimentos, serenades, cassations, divertissements, and notturni
(instrumental music so designated)
ft Fantasias (instrumental music so designated. Includes fancies, fantasies,
phantasias, phantaisies, etc.).
fm Folk music (including folk songs, ballads, etc.)
fg Fugues
gm Gospel music
hy Hymns
jz Jazz
md Madrigals
mr Marches
ms Masses
mz Mazurkas
mi Minuets
mo Motets
mo Moving picture music
mc Musical revues and comedies
nc Nocturnes
op Operas, operettas
or Oratorios
ov Overtures
pt Part-songs
ps Passacaglias (includes all types of ostinato basses)
pm Passion music
pv Pavane
po Polonaise
pp Popular music
pr Preludes
pg Program notes (excluding Symphonic poems)
rg Ragtime music
rq Requiems
ri Ricercars
rc Rock music
rd Rondos (includes instrumental rondeaux)
sn Sonatas
sg Songs
st Studies and exercises (etudes)
su Suites
sp Symphonic poems
sy Symphonies
tc Toccatas (instrumental music so designated)
ts Trio-sonatas
vr Variations
wz Waltzes
APPENDIX 2. CODES FOR REPRO FIELD
b Microfiche
c Microopaque
d Large print reproduction
f Braille
r Regular print reproduction (i.e., photocopy)
APPENDIX 3. A/MAT CODING
b a bibliography (list of book or articles)
c a thematic index (a list of all the works of a composer--or all the
works in a genre, form, or orchestration--with the themes written out)
d libretto or text of sung music
e biography of the composer
h technical information about the music (e.g., analysis, "critical
commentary,")
i historical information about the music
APPENDIX 4. L/TEXT CODING
b Biography
c Conference proceedings
d Drama
e Essays
f Fiction (novels, short stories, etc.)
g Reporting (news, etc.)
h History (may include historical plays, fiction, etc.)
i Instruction ("How to...")
j Instruction in languages
k Comedy
l Lectures, speeches
m Memoirs
o Folktales
p Poetry
r Rehearsals of any nonmusical production
s Sounds (sound effects, natural sounds, bird calls, etc.)
t Interviews
z Other
Manual Table of Contents
NOTIS CATALOG STATUS CODES
b In current Recycle (Changed
to this value after temp records input into NOTIS for 0-OCLC items)
d Monographic standing order
(Code on records established by Serial Records to which they attach OPR
records.)
e In Original Cataloging.
(Changed to this value on temp record for items sent for Original Cataloging)
g Special Collections Temp
Record (Used for temp records created by Special Collections student for
items in uncataloged collections)
h Fully cataloged. (Changed
to this value after the item has been cataloged)
j Call number to be completed
or verified. (Changed to this value if the OCLC record has an incomplete
call number, or if there is an alternate call number given.)
k In Gifts backlog in basement.
m In CADM's problem shelf.
(To OCLC Coordinator for resolution.)
n In Copy Cataloging for
assignment of call number
o In series establishment
workflow. (Changed to this value if there is no record for the series in
NOAH.)
p In duplicates workflow.
(Used when Acquisitions creates a record for an item that turns out to
be an added volume or copy. Record is coded "p" prior to verification and
deletion.)
q In UKM workflow. (Changed
to this value if the only record for an item is a UKM record and name headings
need to be checked in OLAF.)
r Serial ready to be processed
on OCLC. (Changed to this value if the serial cannot be processed on OCLC
during current two working days.)
s Series problem (In CADM
for resolution)
t At desk of Head, Copy
Cataloging Section (Includes French cataloging records)
u In Original Cataloging
for assignment of subjects. (Changed to this value if the record lacks
a usable LC subject heading.)
v In Bindery/Preservation.
x Record deleted
y Call number conflict or
new call number
z On printout truck
9 Gift books on bib edit
shelves
8 On New Book trucks in
cataloging (Books that go up to New Book display on second floor)
7 Rick Jones scores temporarily
in Audio
6 In Special Collections
for original cataloging
Serials Truck Procedure
583:2 : |a deacidify |e queue
Series only appears in publisher listing in a later vol.
Title: The mind of the church in the formation of sisters.
Published: New York : Fordham University Press,1956.
Title: Prayer and renewal
Published: New York : Fordham University Press, 1970.
Series: The sister formation series
The Sister Formation Series
....
830: 0: |a Sister formation series.
Series only on dust jackets
Workflow
Put brackets around the series title in the 4xx field (if the
brackets are not already there), to show that the series does not appear
in the book.
500: : |a Series statement from jacket.
500: : |a Series statement from jacket.
500: : |a Series statement from jacket.
830: 0: |a Report (Virginia. Dept. of Natural Resources) ; |v 1990/2.Give the series in a 500 quoted note. Also give the series
title in a 740 field, without series numbering. Do not send the book out
for series establishment.
740:0 : Models in aggressive journalism.
NOTE:
Put brackets around the 4XX on the OCLC record (if not already
there), and add the 500 quoted note (see above), if the note is not present
in the record. If you made a change to the OCLC record, send the fields
you changed. After you update or produce the record, export the record
to NOTIS.
Make sure the OCLC record gives the series information in a
500 and a 246 03 field, as described in B above. Send the fields, if you
made a change. If you made a change to the OCLC record, send the fields
you changed. After you update or produce the record, export the record
to NOTIS.
"With" note
"With" note, Nine or more titles in one volume
NOTES |a Bound with. Check [NOTIS number of the 1st title] for circulation
information.
001 1L CN |a main