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Scope:  This document provides guidelines for LTS staff for the processing of material with copy that is not eligible for fastcat treatment.

Contact:   Laura Daniels

Unit:  Cataloging

Date last updated: August 6, 2021

Date of next review: February 2022


Items lacking usable LC-type call numbers and Items in non-book formats and microforms
Multivolumes and accompanying materials
Items Rejected from Fastcat for other reasons
Final steps
LTS Conventions


A. Items lacking usable LC-type call numbers (core and full level cataloging) and Items in non-book formats and microforms

  1. In OCLC, verify that the bibliographic record matches the item in hand (including format) using LC/PCC-PS for 0.0 specifically the section called “Determining Number of Records.” If the record does not match, process as two-check original cataloging, or when necessary, return to Acquisitions Services with a problem flyer for further searching or put on the storage truck to route it to original cataloging.
  2. Scan the bibliographic record for mistakes in tags or filing indicators, and typographical errors. Correct only obvious mistakes which would affect access. Consider the cataloging rules under which the record was created (e.g., AACR2, RDA) when determining if something is truly an error. Err on the side of not making changes if there is judgment involved.
  3. Do authority searching for additional headings if needed, consulting original cataloger as appropriate.
  4. If there is no LC call number in the OCLC bib record, if there is only a series classed call number which we will not be using, or if the call number in OCLC is noticeably incorrect, add the LC call number we will be using. The 050 is repeatable in OCLC; use first indicator blank and second indicator 4. Do not delete any existing call numbers in the master record.
  5. If you add or update any fields, you must replace the master record in order for these changes to be imported to FOLIO. Do not delete any fields unless they are truly erroneous. If in doubt, consult an original cataloger before making changes to the master record.
  6. OCLC will automatically add |dCOO to the 040 field if you make any changes to (replace) the master record.
  7. In FOLIO, import the record.
  8. Edit the Instance data to add a cataloging date and instance status.
  9. Copy the LC call number from the Classification element in the instance.
  10. View Holdings. Select Actions → Edit.
  11. Select the appropriate call number type, and paste the call number from the instance (or type the call number) based on  LTS Conventions for the location in question (e.g. LC-type call number, accession number, etc.)
  12. Add the appropriate statistical notes for cataloging. (see Inventory: Cataloging workflow FOLIO documentation for more information)

B. Multivolume works and books with accompanying material (for added volumes, see   LTS procedure #6)

  1. In OCLC verify that the bibliographic record matches the item in hand (including format), using LC/PCC-PS for 0.0 specifically the section called “Determining Number of Records.”  If the record does not match, process as two-check original cataloging, or when necessary, return to Acquisitions Services with a problem flyer for further searching or put on the storage truck which would route it to original cataloging. 
  2. Scan the OCLC bibliographic record for mistakes in tags or filing indicators, and typographical errors. Be alert for additional bibliographic information appearing in later volumes that may not have been included in the bibliographic record at the time of original cataloging, for example -- a change in editor or publisher in subsequent volumes. Additional 260 or 264 fields may be on records, particularly PCC records, reflecting imprint variations with a first indicator of 3 being the most current. 500 notes reflecting imprint variations are still acceptable.
  3. If the multivol was originally cataloged as a monograph, do not convert the record in OCLC to a multivol record. If no multi-vol record is found in OCLC, derive a new record for the multivolume work and add the new record to OCLC using Produce and Update Holdings.
  4. Do authority searching for additional headings, consulting original catalogers as appropriate. 
  5. OCLC will automatically add |dCOO to the 040 field if you make any changes to (replace) the master record.
  6. In FOLIO, import the record.
  7. If necessary, delete any undesirable elements in the underlying MARC record using quickMARC. These might include foreign language subject headings, multiple 029 fields, foreign and non-functional 856 fields, 015, 016, 029, 049, 938, and 994, for example.
  8. Edit the Instance data to add a cataloging date and instance status.
  9. Copy the LC call number from the Classification element in the instance.
  10. View Holdings. Select Actions → Edit.
  11. Select the appropriate call number type, and paste the call number from the instance (or type the call number) based on  LTS Conventions for the location in question (e.g. LC-type call number, accession number, etc.)
  12. Add holdings statements in holdings records and enumeration to item records as appropriate.
  13. Add the appropriate statistical notes for cataloging. (see Inventory: Cataloging workflow FOLIO documentation for more information)

  

C. Items rejected from fastcat for other reasons (e.g. access problems on LC CIP)

  1. In OCLC, verify that the bibliographic record matches the item in hand (including format), using LC/PCC-PS for 0.0 specifically the section called “Determining Number of Records.”  If the record does not match, process as two-check original cataloging, or when necessary, return to Acquisitions Services with a problem flyer for further searching, or put on the storage truck which would route it to original cataloging. 
    1. Additionally, if there is a |n in the 245 field, it is preferred that the item be treated as a multi volume work and cataloged on an appropriate bib record, although there are exceptions, specifically if subject added entries are severely diminished, thus impeding access.
    2. If there are egregious errors in a CIP record, OCLC will not allow copy catalogers to change the encoding level from "8" so these should be passed on to original catalogers.
    3. If there are egregious errors in a PCC record, these should be passed on to original catalogers.
  2. In OCLC, scan the bibliographic record for mistakes in tags or filing indicators, and typographical errors. Fix the problem that excluded the item from fastcat treatment, doing authority searching for headings you may need to add or change, consulting original catalogers as appropriate. OCLC will add a |d COO to the 040 field when you replace the master record. Correct only obvious mistakes which would affect access, or cause possible duplication. Consider the cataloging rules under which the record was created (e.g., AACR2, RDA) when determining if something is truly an error. If in doubt, do not delete anything.
  3. Two check records, that is those items requiring an original record to be derived from another full record in which an element does not match, such as date, edition, pagination, place of publication, etc., should be created according to the rules of cataloging from which the item is derived, e.g. AACR2 or RDA. Create these records using the Derive function in OCLC Connexion. Always add 336, 337, and 338 fields (using macros) even for records that are not coded RDA.
  4. Update the Holdings record in FOLIO, assigning a call number based on LTS Conventions for the location in question (e.g. LC-type call number, accession number, etc.). Add holdings statements in holdings records and enumeration to item records as appropriate.

D. Final steps

  1. In FOLIO, make sure you have added the appropriate instance status and cataloged date (if applicable) and statistical notes in the holdings record (see Inventory: 948 replacements and LTS Procedure #26, Recording statistics ).
  2.  Create an item record if there isn't one already (see Inventory: Item records ) and follow  LTS Olin Conventions  for pre-physical processing of the piece(s) in hand. Be careful to change the copy number in item record as appropriate.
  3. Write the call number in pencil on the inside cover in the top left corner for hardcover books or in the center of the t.p. verso for paperbacks, making sure to consider legibility and allow for binder's trimming. Adjust as necessary. For examples of how to write call numbers in items, see Call Number Examples.
  4. When catalogers are sending items that should be bound together to Conservation for treatment, they should note the treatment in the appropriate area of the location flyer.  
  5. Place all items on the appropriate Physical Processing trucks.

LTS Olin Conventions 

 Barcodes on Monographs  (LTS Procedure #15) 

Classification and Shelflisting (LTS Procedure #11) 

Collection-Level Cataloging (Procedure #1)  

Computer Disk Processing (LTS Procedure #24)  

Copy Cataloging Standards (LTS Procedure #35a)  

Fastcat (LTS Procedure #4)

Microform Guides in the Olin/Kroch Collections (LTS Procedure #28) 

Oversize Chart      

Preservation Photocopies (LTS Procedure #9) 

Rare and Special Cases Processing (LTS Procedure #74)   

Sound Recordings Processing (Procedure #17) 

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