Cataloging

Series Workflow

Order Services :

Verifies all numbered series on materials that meet speed cataloging criteria after a delay of several days to take advantage of the MARCIVE service in providing SARs. (Unnumbered series records are supplied by MARCIVE-- errors are picked up by the UNAUTHORIZED reports). Codes sa& and inserts green flag if there is a problem that needs resolution or no SAR found. All green flagged titles go to series assistant. Other titles that can not be speed cataloged are routed to catalogers following established criteria. See complete OS series verification routine for further details.

Procedure for Series Assistant: New series/Overlay/ Cleanup/Referral:

New series:

1 New records are loaded daily from MARCIVE. Check treatment; tag only onto records where our policy is differs from LC's policy or where multiple treatment fields (644-646 fields) exist.
2. Check classification: for classed together SARs, send to cataloger for class decision (cl. togethers require a serial or set record).
3. Cleanup captions if necessary.
4. Watch for changes to serial standing orders; title changes, new subseries or other changes that affect a serial record (or call for the creation of a new one) need to be handled by serials cataloger first due to linkage between serial bib and SAR. Should be caught at serials receiving stage but often are not.
5. In cases where serial/set bib record exists in Acorn, add Acorn record to 014 field of SAR; add SAR number (010 field) to 951 field of serial/set bib record). Also add 090 field for class number (if classed together) as indicated by cataloger unless there is a 050 on the record.

Existing Records/Overlays:

1. Research sa& titles by checking the OCLC authority file to see if updated records resolve the problem. If not, refer title to cataloger for that subject area, charging the book to cataloger. If locally created SAR differs from OCLC SAR (heading, class policy, tracing policy) refer to cataloger for decision.
2. If SAR in Acorn needs to be updated, overlay or modify as appropriate. Use care in overlaying existing SARs. Before overlaying, carefully compare the records to see what local captioning policy is, and whether there are any locally added 4xx or 5xx fields that need to be restored after overlay. Often it is better to edit the record, copying and pasting from OCLC in incorporate a few changes. Do associated bib file cleanup.
3. Overlay can be useful when you want to change a large number of series tracings. Records will flip after adutext is run, and both 440s and 830s will be affected. Since 440s reflect descriptive information, you will want to manually change any adversely affected 440s before overlaying the SAR to protect descriptive information. It is safe, however to flip tracings in 830 fields. After adutext is run, check the bib file to be sure that all records have changed correctly. If you do not want adutext to run against the bib file (for example, if the heading is the same as the overlaid record), you can delete the 961 field that is generated by overlay. After adutext is run, check the bib file to be sure that all records have changed correctly.
4. Add transaction code, initials, and date.

Cleanup:

1. Deduping:
Ann runs the dedup auth program once a month to dedup.. Select the most complete record; combine information on records by editing SAR to preserve local notes & locally added 4xx forms ; either add 010 to local record or delete local record. Consult with the cataloger as appropriate if questions arise about which record to use.
2. Other problems as encountered: Caption cleanup, tag-ons, etc.
3. Cleanup from UNAUTHORIZED reports

Special Problems:

NetLibrary Records and the Unauthorized list:

For NetLibrary records, we want to do local cleanup as quickly and efficiently as possible as time permits. (New records are obviously a higher priority).

1. Search the Acorn authority file to correct typos, slight differences in form, traced vs. non-traced, etc.
2. Search OCLC for any SARs not in Acorn, transfer and code.
3. If OCLC records have a classed together policy, add a 646 s|5VU for our policy. Add 690 note: VU class. policy based on NetLibrary record. Reevaluate if print title in this series received.
4. If no OCLC SAR found, go on to the next title on the list.
5. Reporting errors to OCLC is entirely optional. If you wish to report errors based on a significant investment of time to resolve a problem, especially for a number of records with the same problem, use the OCLC bib change request form.

Transaction codes:

t=transfer (used before MARCIVE)
r=local revision
o=overlay
c=NACO input (use cataloger's initials -- used before MARCIVE)
n=NACO revision (use cataloger's initials -- used before MARCIVE)
i=Local input

Procedure for Catalogers:

NACO input procedure:

Create record with macro (also create NAR if needed in the SAR).

Serials catalogers do SARS for:

series with serial bibliographic records on Acorn: standing order series, cl. together series and subseries (all subseries of serial standing orders need serial bib. records)

Monograph catalogers do SARS for:

non-standing order series

If monograph cataloger decides to class a series together, or use a NACO SAR with a classed tog. decision, route to serials cataloger to catalog a serial bibliographic record.

Note whether BFM is needed (Changes to headings don't need to be reported)
LC and OCLC-- report to Ann; LC needs specific 010s for bib records
Acorn-- note for series assistant on SAR printout and put in Becky's box

Acorn work:

Untraced series or series-like phrases can be brought in by Smartport.

If there is no SAR for the series on your work due to a non-match or if you need to add a series to your record and the SAR exists in OCLC, make sure that your series heading matches the authority record, code the record with a 954 and the date, e.g., 092005, and one will be picked up by the Newmatch program on MARCIVE the next month.

Maintenance of the series authority file in Acorn is the responsibility of the cataloger. By maintenance we mean noticing needed xrefs, changes to captions, changes to publisher info, etc. Compare the OCLC SAR to the Acorn SAR on an "as needed" basis.

Original Series Input--Local:

Hit Authority shield; unauthorized series will come up in the Acorn box. Click on wizard in corner of box, which will throw you into the authority index. Then click on Propose Authority at the bottom of the screen. This will bring up an authority template (select title format if not already selected) with some information captured from the bib record which you will need to complete.
Template default is set for numbered monographic series; change ff values as appropriate.
Input data; code in 690 or comment field: i;your initials;mm /yy
Correct tracing on bibliographic record and code if you are not cataloging.
Refer bib file cleanup to series assistant.

Some local considerations:

Tracing: default on new decisions is traced, but if piece in hand is old (usually gift) title
and series has always been untraced, ok to create SAR with not traced decision for TNJ but DPCC decision must be traced.

Classification: if LC SAR is cl. tog., VU generally classes single orders sep. (there will be exceptions)
Single issues of periodicals with thematic titles are classed sep.

We originally modified Roman numerals in headings to Arabic numerals. We no longer do this, and are changing practice for existing series back to Roman numerals (report series needing modification to Ann or Becky)

If LC heading is different from the heading we wish to use, please note this in 690 field of our record to keep title from kicking out as a problem with every new receipt.

Code untraced series ser use "b" to make these kick out on the Unauthorized list if they are traced.

r;ae;10/2007