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OCLC ONLINE TERMINAL PROCEDURES Monographs Select the Passport icon from your desktop and open it. It will automatically log you onto OCLC. Take one book at a time from the truck to search for a matching bibliographic record. Always work with only one book at a time. Open the book to the title page. Always use the title page of the book as your source of information. Look at the information: author, title, publisher, place. Turn the page to the reverse side, or verso. Additional information here may include the copyright date (©), the LCCN (in the form 01-3586), the ISBN (in the form 0-07010664-9), etc. In some books, usually foreign publications, this information may appear on the end pages of a book. Search the OCLC database to find a bibliographic record that matches the book in hand. To search the database for a matching bibliographic record, construct a search key from the above information. Type a search key in the home position and press <F11> to send the message. Use the following search keys in the order given: LCCN (Library of Congress Control Number), e.g. ^84-12531 ISBN (International Standard Book Number), e.g. 0070106649 (omit dashes) Author/title (4,4), e.g. chap,nume Title (3,2,2,1), e.g. num,me,fo,e Personal author (4,3,1), e.g. chap,ste,c Corporate author (=4,3,1), e.g. =rese,and,d Series (3,2,2,1), e.g. dev,in,fo,s The search may retrieve one or more bibliographic record. When one record is retrieved, the screen will display a complete bibliographic record. If more than one record is retrieved, the records will be displayed in groups or in a shortened form listed by numbered lines. Try to find an author/title/publisher/place/date that matches the book in hand. Always choose the record tagged DLC first (DLC is the symbol for the Library of Congress). Type in the line number of the record you wish to view and press <F11>. If a record is found that looks like the record but is not an EXACT match, put it aside and ask librarian if it can be processed. If no record exists for the book in hand put the book aside with a note stating "NO HIT". THE BIBLIOGRAPHIC RECORD The bibliographic record is divided into two parts: fixed field (top part of the record) and variable fields (bottom part of the record). Each field is worked on separately. You will notice that the record contains both line numbers and MARC tags (040, 100, 300, etc). Many tag/field numbers are followed by indicators, for example, 100 1 Twain, Mark ; 245 14 The Pearl. You will also notice that most fields include subfield delimiters, e.g. ¦b ill. ; ¦c 23 cm. HOLDINGS STATUS Check BLvl: it must be m (monograph); if s put on aside with a note stating SERIAL. Check ELvl: blank preferred; I acceptable; 4 acceptable; J search for another record; 8 CIP acceptable (see CIP Records under Preparing the Book for Processing) MATCHING THE BOOK TO THE RECORD After checking the variable fields, compare the title page (t.p.) information with the record on the screen. All of the following fields must match the book: AUTHOR 100 field (if no author on t.p., this field is omitted) TITLE 245 field EDITION 250 field (if no ed., this field is omitted) PUBLISHER, PLACE & DATE OF PUB 260 field NUMBER OF PAGES, SIZE 300 field Check the 300 field against the book for number of pages. If the pagination differs, check with librarian. Check the 300 field for size of book. If a book is less than 15 cm. put it on the truck to go to Cataloging. If an item contains more than one format, e.g. book with a disk, be sure that both formats are indicated in the 300 field. If not put on the truck to go to Cataloging.
IT’S A MATCH
HLS and MH (Harvard University) NYG (New York State Library) RCE (Rice University) TOL (University of Toledo) TXA (Texas A & M University) WAU (University of Washington) An acceptable record must also have BOTH of the following fields:
050 or 090 This slot must be filled in with an acceptable call no. Check 300 field. If the pagination matches, proceed to CALL NUMBERS.
If the book is part of a multi-volume set, and the record indicates the set is not complete, e.g., -v., or <1, 6 >, we do not hold, and it is an acceptable record, proceed to CALL NUMBERS (if it is a volume other than v. 1 check with librarian). If the book is part of a multi-volume set and we hold on the record, it will be treated as an added volume and added to HELIN. Check 040 field. If this field is coded for a library other than those listed as acceptable, or if the record lacks a 010 and/or a 050 field, put the book on the truck to go to Cataloging. CALL NUMBERS If the 040 field is coded DLC ¦c DLC, or any other acceptable institution, check the 050 or 090 for a usable call number. If the call number looks like any of the following, check with librarian:
Most of the call numbers are Library of Congress (LC) call numbers. They are found in the record in the 050 or 090 field and follow a distinct pattern: Sample LC Call Numbers:
If the bibliographic record is a DLC ¦c DLC (or any other acceptable institution’s record) and the call number is a usable one continue with PREPARING THE BOOK FOR PROCESSING. Check 650 fields. All subject headings should be tagged 650 with the first indicator blank and the
650 0 Nursing homes Check for 856 field. If a bibliographic record contains
and 856 field (electronic location and access field) check with Librarian before
proceeding. PREPARING THE BOOK FOR PROCESSING Barcodes must be attached to all books processed. Open the book to the back end sheets. On the center top of the left hand end sheet attach the large part of the barcode. Any book that cannot be processed, whether it is a no hit, a serial or there is a problem with a record and it goes to cataloging, does NOT get a barcode. 949 INFORMATION A 949 field will be input on each bibliographic record used for cataloging an item. All information about a particular library item (e.g. videocassette, book, etc.) in our collection is included in the 949 field. A separate 949 is necessary for each item. For example, a 4 volume set will have FOUR 949 fields and 2 copies of a book with have TWO 949 fields. The 949 field has various components or subfields. The type of information to be included in each 949 depends on the item being processed. Not all 949 fields look the same. The various components of the 949 field and some examples are attached. IMPORTANT: The information entered into the 949 field will appear in our OPAC as an item record. Accuracy is very important. OTHER LOCATIONS Some items go into a collection other than the library’s main stacks. In this case there will be a flag or slip or note on an order record indicating where the item will be located (for example, Reference). Holding library codes for all locations should be reflected in the subfield l (letter ell) in the 949 field. Be sure that the abbreviation for this special location appears above the call number on the spine label and the pocket label. There is a complete list of location codes for all URI collections. OVERSIZE If a book is over 30 cm. tall or wide and going into the main collection (RIUU), it is considered "OVERSIZE" and will be shelved in a different location. Check the 300 field for the size of the book in centimeters. Not all collections use the OVERSIZE designation. For example, if a book is over 30 cm., but located in Reference, it will have only REF above the call number. Please check the location symbol list to verify if a collection uses that qualifier. CIP (CATALOGING IN PUBLICATION) RECORDS Often books are cataloged from the publisher’s proof sheets. Since the book has not been printed in final form, information may be incomplete or incorrect. A CIP DLC ¦c DLC record is still acceptable, but it must be edited to match the book. A CIP record has an ELvl 8 and the 300 field may be incomplete. Edit the record as follows: ELVL: Change the encoding level (ELvl) to I.
Title : ¦b subtitle / ¦ c Author. If there is no subtitle, enter: Title / ¦c Author. Examples: 245 10 Ulysses / ¦c James Joyce.
300 field: Fill in this field with the correct pagination of the book, etc. by following the steps below:
Examples: 504 Includes bibliographical references (p. 373-392). 504 Includes bibliographical references (p. [212]-215).
OTHER EDITING NOTES To add new fields: Entire fields may be added in the home position. Existing fields may be edited or added to by going directly to that line and typing and/or using insert. Each field must begin with a "start of message" symbol (which looks like a right pointing arrowhead and is created by pressing <Ctrl >+ <\>) and must end with an "end of message" symbol (¶ which is created by pressing <Ctrl> + <Enter>). Be sure to <SEND> any corrections made in editing the record. After making editorial changes within a given field press <F10> to register those changes. These changes are only for our purposes. When we are through with the record, it reverts back to its original form that was found in searching. Subfields: Each subfield is indicated with the proper delimiter (¦). To create a delimiter sign, type <Control> and the letter d. There is no space between the sign and the letter, but there is always a space before and after the sign and letter. Reformatting: After making all necessary changes to complete or edit a record, reformat (<F2>) the record and check your work to make sure all fields are correct and complete. Save file: To save your work, type the letter s and <F11>. This will put your record into a save file. A message will appear telling you what the number of the record is. Jot it down. To retrieve that record type </> and the number <F11>. For example, /7443 <F11>. Your edited record will appear on the screen. If you don’t have a save number you can access all the save records by typing si <F11> in the home position. A list of all records in the save file will appear, you can find the record your want and type in its number and <F11> to retrieve it. Questions: If there are any discrepancies in any of the fields that you have questions about, check with librarian before completing and producing on that record.
PRODUCING/UPDATING AND EXPORTING When a book and bibliographic record have been matched, the record appropriately edited, and the 949 added, proceed as follows:
OCLC LABELS To print labels:
If a prestamp is required for label:
If a poststamp is required for label:
When session is complete: Karen Ramsay 21mar01 |
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