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Cataloging
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Technical Services |
| ACQUISITIONS | CATALOGING | NOTIFICATION SLIP |
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If information is received regarding a title change prior to the material being received, send all printouts and reports from publisher, etc. to the appropriate cataloger.
If piece is in hand and is thought to be a title change:
1. Add a note to the record (on checkin or order) to indicate that the piece is being sent to a cataloger for possible title change.
2. Remove any claim dates for this piece. Do not receive at this point.
3. Clip barcodes to piece(s) unless it is a periodical, but do not create item records.
4. Insert appropriate flags for location and/or instructions and completed title change notification slip.
5. Stamp piece with ownership/date stamp:
periodicals-stamp on front cover
serials-stamp on verso of title page
bound pieces-if going to marking, they will stamp
6. Route piece with all print-outs and other information to appropriate cataloger.
Mark envelope "RUSH-TC"
Once the cataloger has returned the title change notification slip and it is a title change, please follow the procedure below.
1. Under the previous title,EDIT the ORDER ID to the order number-TC (ex:001AGP7266001-TC), then, go to the PARTS FIELD and change the note to TC TO aXXXXXX (insert the new order number for the title.) Next,add as the first line under additional line item information, a COMMENT stating TC TO aXXXXXX. At the bottom of the record, change # of copies (both locations) and funded copies to 0. Be sure to remove any unnecessary encumbrances on either order.
2. Go to the new title and CREATE ORDER. Fill in necessary information. If there are any important notes in the old order, add them to the new order. Add a COMMENT to indicate the old title number, date and your initials (ex:TC from AGP7266 w/ v.11;1/9/97;jl.) Paste the barcode number on the new order in the barcode field and for future reference, paste it in the comments line of extended information, if there is not a unique call number.
3. Print Display 2 Item screen from the old and new title, highlight the titles and send to data processing so can be updated on BFAS.
4. Cataloger will close out the old scr and will create the new one. Receiver should check the new scr to be sure the necessary comments are there. Also, update the order and scr with the new vendor number if the vendor issues a new one.
1. Cataloger receives from Acquisitions staff member a piece that the receiver thinks may represent a title change, with a routing slip enclosed.
2. Cataloger determines whether a new record is required.
3. If the title change requires a new record:
a. Recatalog old title. Add a note, "TC to a9999999," in a 951 field in the bib record.
b. Bring in an OCLC record for the new title and catalog. Add a note, "TC from AAA9999," to a 951 field in the bib record.
c. Update holdings record(s) for the old title. Incorporate into the holdings record both (1) issues in R or N statements in NOTIS and (2) any issues checked in in an SCR but not represented by dummy item records. (Do NOT eliminate dummy item records and add them to holdings.) Delete "scroll down" note from holdings if there is one.
d. Create holdings record(s) for the new title. In some cases you will only need to make the 852, with location, call no. and possibly the "scroll down" note.
e. "Move" item records from old to new title if necessary.
f. Close SCR on old record. Change "status" to TITLE-CHNG and change "retro-hldg" to DONE if the holdings are done, and put a note in the comments field saying "TC to a9999999."
f. Create SCR on new record. Details will depend on the type of material.
g. Check in the piece in hand. Attach barcodes to it, if necessary, create real item record, if necessary, and add it to holdings, if necessary. Add any notes or comments that are needed to the record, and put whatever flags are needed in the piece.
h. Fill in the routing slip and send it back to the receiver.
i. Route piece toward library as appropriate, with notification of title change. (In the case of an analyzed monographic series the piece will need to go back to Acquisitions with the routing slip, with a note saying to give the piece to Verification. Also, in some cases the receiver may request that the piece be returned to her/him rather than routed to the library.)
4. If the title change does not require a new record:
a. Make changes to existing bib and/or holdings record as appropriate.
b. Check in the piece, doing whatever is necessary for its type of material.
c. Route the piece toward library as appropriate.
d. Send the routing slip back to the receiver with explanation.
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