Scope: LTS staff tabulate most acquisitions and cataloging functions on a monthly basis, based on data in the FOLIO Instance Administrative Notes, Instance Status, Cataloged Date, and Instance Statistical Codes. Units and individuals may choose to record other statistics manually (e.g. NACO contributions, etc.)

Contacts:  Laura Daniels 

Date last reviewed:  

Date of next review: September 2025


Individual Processes

A. Administrative note and Statistical codes

Statistics for individual transactions are recorded in the Administrative note (sometimes referred to as a "Transaction data note") and in Statistical codes in the Instance record. The codes in these elements are very similar to those that were used in the MARC 948, but the format to record them is different.

The transaction data note (recorded in the Administrative note field) is all lower case and is formatted with text labels and colons immediately preceding each code. There are no spaces before or after the colons; there are spaces between each element.

For example,

date:20210803 ttype:c userid:lew235 ploc:lts

This means on August 3, 2021, a user in LTS (ploc=physical location) with netid lew235 copy cataloged the title.

For reference, see Transaction data notes, Statistical codes, and 948s

B. Transaction type ("ttype:") codes and definitions

We no longer have the equivalent of 1st indicators that we had in Voyager (explicitly differentiating between Pre-cataloging, Cataloging, and Post-cataloging). We do have the same codes that we used in the 948 $c to indicate the specific transaction. The type of transaction can be inferred from the code.

1. Pre-Cataloging Transactions

Administrative note

i Inputting: pre-catalog creation of online bibliographic record

mpre     Maintenance: pre-catalog update of pre-existing bibliographic record

r     Receiving: receipt of new monographs

2. Cataloging transactions

Administrative note 

c Non-fastcat copy: item with full or core level copy cataloged according to guidelines
in the Copy Cataloging (Non-Fastcat)  procedure.

f Fastcat: item with full or core level copy, cataloged according to guidelines in the "Fastcat" procedure.

k Shelf ready, vendor processed material, to be used during loading of shelf ready bibliographic records (Formerly Batchmatch/Marcadia fast processing: item processed from backlog)

l Added location: location added to existing bibliographic record

o Original cataloging, to include:

Minimal level cataloging, according to guidelines in "MLC Cataloging"

PCC original cataloging, according to guidelines in "PCC cataloging"

s Fastshelve: creation of preliminary record for items that have been pre-assigned
classification or call numbers, including Cornell theses. Items are shelved
and available to the public before a complete bibliographic record is created.

u Upgrade to PCC: e.g. copy lacking LC-style call number and/or subject
headings or minimal level copy upgraded locally to PCC core level

z Classification on receipt: to be used for printed monographic materials that, upon receipt, are ineligible for fast or copy cataloging and that are not immediately selected for original cataloging

Note: Count each cataloging transaction when a Holdings record is created, i.e. create a transaction data note for each transaction.

3. Post-Cataloging Transactions

Administrative note 

a Added copy: copy added to existing location

b Recataloging: major editing of a bibliographic record for a previously
cataloged title -- for example, a change in format from book to serial, or a
change from a single volume to a multivolume monograph

mpost Maintenance: minor post-cataloging updates to records.
Includes pieces added (i.e. added volumes, partial transfers), addition of a uniform title field, and minor updates to bibliographic, holdings and item records

w Withdrawal: of copy, piece or title -- now recorded in the Holdings record, see Withdrawals, Transfers, and Reinstatements

x Retrospective conversion: records input from CUL catalog cards.
Also includes the addition of holdings to an existing online record
from CUL catalog cards

y Reclass or SH assignment: significant changes made to call number,
or subject headings added

Note: Post-cataloging transactions require only one transaction data note to record the transaction. For example, the operator may make multiple changes in a maintenance transaction (code m) but need add only one note to the record. 

4. Statistical Codes

(data formerly recorded in 948 $h (Source of acquisition) and $f (Special format)

These codes are the same codes that were used in Voyager, but are selected from a drop-down menu instead.

Examples of these are available in the Local Field Tags Used in Voyager document. Specific values to be used are indicated in the spec documents for relevant procedures.

C. Macros

 Many macros have been created to make the addition of transaction data notes easier for staff, using MacroExpress

 Commonly used macros are documented in Transaction data notes, Statistical Codes, and 948s


Batch Processes

Batch and automated processes are recorded in a 948 in the MARC bibliographic record. This is documented in Local Fields Tags Used in Voyager