Technical Services Program Review
Cataloging First Time In - Part 2
2. "FIRST TIME" CATALOGING PROCESSES IDENTIFIED: any process needed to manage work flow for preparing and revising a cataloging record on its first time entry into Victor and ensuring that needed paperwork accompanies the piece to its final processing in readiness for the shelf. These processes include management of numerous cataloging queues, review of the paperwork accompanying the book for complete cataloging information, searching the title in Victor and searching OCLC for cataloging copy, preparing the bibliographic record for updating on OCLC, revising and making final adjustments after the record is loaded into Victor, preparing the item for processing in the End Processing Unit, and recording various statistics.
A. Cataloging Queues: (a queue may be on shelves, on book trucks, or paperwork in a box or pile, or materials locked in a cabinet).
- PromptCat titles (materials are received and cataloged in the Acquisitions Dept.)
- Rapid Cat routine queue (this queue includes firm orders, approval plan materials, monographs received on standing order, gifts, and CLIS materials. It is by far the largest of all the queues)
- Rapid Cat rush, reference, reserves
- Rapid Cat PromptCat incomplete records (problem records sent from the Acquisitions Dept.)
- Rapid Cat Mixed Media shelf
- Rapid Cat Masters theses
- Rapid Cat UMUC (arrives in boxes and placed on trucks)
- Rapid Cat Maurer, Marylandia, and Rare Books (locked in cabinet)
- Rapid Cat LAB (arrives in boxes and placed on trucks)
- Rapid Cat juvenile materials
- Rapid Cat monograph adds queue (materials are sort coded as 5s or 5n; monograph adds are to be studied by the Program Review Revisits Group)
After materials from any of the Rapid Cataloging queues have been searched on OCLC and if no cataloging record is found or if the copy needs major editing, the materials may end up in one or more of the following queues, intermingled with titles brought directly to the Monographs Unit from the Acquisitions Dept. or public service units:
- Monographs Unit rush, reference, reserves
- Monographs Unit PromptCat incomplete records (major edits from Rapid Cataloging Unit)
- Monographs Unit routine queue
- Monographs Unit Cat Ph.D. dissertations queue
- Monographs Unit preservation reformat queue
- Monographs Unit Hebrew/Yiddish queue
- Monographs Unit Rare and Marylandia titles
- Monographs Unit electronic resources queue
- Monographs Unit manuscripts
The Authorities Unit has three queues:
- Authorities Unit incoming queue for series check
- Authorities Unit Names queue
- Authorities BNA reconciliation boxes (in the basement)
(Note: the Authorities Unit's queues are studied by the Program Review Revisits Group)
The following queues are found in the Music/Audiovisual Unit. Music scores, sound recordings, and audiovisual materials are brought directly to the Music/Audiovisual Unit by Acquisitions Dept. staff. Music books were formerly cataloged in the Rapid Cataloging Unit, but due to its lack of staff, these are now cataloged in the Music/Audiovisual Unit:
- Music books
- Music scores
- Music sound recordings (in cabinet)
- Audiovisual (in cabinet)
Materials in the following queues are handled by staff who can read these languages. Cataloging these materials also requires authority work so the CJK staff work closely with the Authorities Librarian in contributing name and series authority records to NACO and subjects to SACO:
- Chinese
- Japanese
- Korean
- Prange cataloging queue in the Prange Collection(this is being cataloged by Cat. Dept. staff)
The following are queues which are out of sight, but not out of mind:
a queue for non-priority, non-routine gift materials. It includes mostly books and serials selected for backlog, but also for scores and sound recording gifts selected for routine processing and stored here until staff is available to catalog them. Some of this material is in foreign languages for which UM,CP has no language expertise; much of it is Hebrew and Yiddish for which UM,CP has somewhat steady language expertise. This queue varies in size depending on the amount of gift material received and can grow rapidly if UM,CP currently lacks staff expertise to catalog the material. When cataloging time allows, material is pulled from the backlog and added to the Rapid Cataloging routine queue unless the material belongs in any of the above queues.
Some expensive materials are hand-carried directly to the cataloger and some large purchases (e.g., large purchases of microfilm or collections shipped in boxes) are not put on shelves but processed first to get them on their way. It also includes any odd-sized or strangely packaged item which won't fit on a shelf or a title which requires someone who understands its tricky cataloging (e.g., Corpus vasorum antiquorum) and thus may be given directly to a cataloger.
is any file of records waiting to be loaded or uncataloged material not currently in the Cataloging Dept.'s queues. In the past, UM purchased files of records for titles in large microfilm sets for which loader programs needed to be written. The Monograph Unit also has made a commitment to catalog five collection level records a month. There are also large collections of materials housed elsewhere and waiting to be cataloged. UM has identified numerous uncataloged collections on the UM,CP campus. See a list of uncataloged collections at http://www.lib.umd.edu/TSD/CATDEPT/uncatlist.html and a fuller description of the uncataloged collections at http://www.lib.umd.edu/UMCP/TSD/CATDEPT/uncatdescrip.html.
Note: Sections B through I are in the form of a checklist with items listed in random order.
B. Information needed before for cataloging:
- official request from selectors/bibliographers for a title to be cataloged, using the materials request form (MRF), electronic resources request form (ERRF) standing order slip, gift slip, or approval plan form; unidentified material is searched in the Acquisitions module and if order is not found, the material is not processed and is returned to the Acquisitions Dept. or selector
- rush, hold & notify, reserve information - need patron's Social Security number
- Victor branch and location codes
- circulation decision if different from that expected of branch/location combination
- do not duplicate information (number of copies to add as maximum only appears on gift slips)
- need to know if all pieces are not received at the same time or if a staff member has pieces elsewhere
- electronic resources: usage restrictions, user ID and password, URL, individual titles in a collection, need to know when USM purchase does not include UM,CP
- transliteration of title page and other preliminaries
- need to know what's already in Victor (TCRs, bibliographic records)
- preservation issues need resolution before cataloging
- need to know whether Special Handling is required
- container needed for accompanying material
- request for 599 note; formerly used 653 field for uncontrolled subject headings
C. Bibliographic record searching, identification, and creation/preparation:
- search Victor first to see if there is a match (this probably isn't being done routinely enough)
- search OCLC for bibliographic record (done by those maintaining a particular queue)
- re-sort code material if needed and send to proper unit for cataloging/adding
- series check is done first if needed since this determines which kind of call number to use (performed in Authority Control, Music/AV, and by Hebrew cataloger)
- use OCLC copy as is if OK according to guidelines (access points are not verified); guidelines available at: http://www.lib.umd.edu/TSD/CATDEPT/RAPID/copycat_doc.html
- minor edits performed in Rapid Cataloging Unit and in Music/AV Unit
- major edits performed in the Monographs Cataloging Unit, Music/AV Unit, and sometimes in the Authorities Unit
- find record for new title in global and move it to local; lower its encoding level for overlay of Victor record with incoming, new version of the record from OCLC (mostly done by the professional catalogers if at all)
- create bibliographic record for OCLC - choose record structure (single monograph, open monograph, analyzed monograph, collection level record, analyic record) and encoding level (full, core, minimal); these are performed by original catalogers)
- verify access points (not performed on all records)
- create, edit authority records: name, series, subject (performed by original catalogers and graduate assistants with the help of the Authorities Librarian or through the NACO Hebrew, or NACO Music, NACO AV (names only) funnel projects)
- contribute for PCC (UM goal of 600 newly contributed bibliographic records per year)
- assign Library of Congress, Su Doc, UPUB, Dewey call number, Music accession number, or other local call number such as for theses/dissertations
- search call number in Victor in order to avoid duplication and to ensure author/artist cutter is consistently assigned
- verify URL on remote resources before updating the OCLC record
- add 049 using OCLC code for Branch and location when possible. UM,CP has many Branch and Locations for Victor for which there is no OCLC code, so many use the 949 override subfields instead)
- add 590s for some local information
- add 599s when requested (599 documentation available at www.lib.umd.edu/TSD/599.html)
- add 949 for item record creation or link with holding already in Victor
- bar code the piece or Special Handling flyer or clip barcodes to a flyer per barcoding instructions at http://www.lib.umd.edu/TSD/barcoding.html
- create work flow notes in 910 field (this field has been added to open monograph cataloging records by serial cataloging staff and Catalog Management staff to record complex work flow information; this field has never been entered by monograph catalogers - does documentation exist for this?)
- add cataloger's initials in 950 field
- revision of new staff member's work before updating the OCLC record
- update record on OCLC
- revision of records after loading in Victor and before the materials leave TSD
D. Link summary temporary conversion record (TCR) to or create summary for monograph record: (some titles are ordered as serials but are cataloged as monographs and will need summary work, e.g. analyzed monographs, remote databases, open monographs, new editions not cat as a serial because the title changes every year, etc.; training has been given to monograph catalogers in the past, but most prefer to take this work to Margaret Cullings in Serials Acquisitions; Yeo Hee Koh handles TCR work for analyzed monographs, monographic sets, and maintains summaries in serial records for monographic series):
- create or update summary for monograph record
- create work flow summary notes
- update management screen for statistical purposes
E. Prepare Material for End Processing:
- paperback processing instructions
- prepare for binding
- bookplates - secure, but not affix, to piece
- special handling
- free-fly form in piece for volumes which need blank page to hold date due slip
- can stand alone - no binding
- container for cdroms, diskettes, etc.
- sort materials onto separate trucks
- processing of nonprint materials is done in Nonprint Media Services
- scores flyer with binding instructions for scores with loose unbarcoded pieces
F. Revision once bibliographic record is in Victor:
- revision partners in Rapid Cataloging Unit review each other's work
- original catalogers revise their own work
- link multiple item records for "bound-with," "on reel with" titles
- add item notes if needed
- Victor loader reports - reviewed daily, reports list bibliographic records with no call numbers, no holdings, dummy barcodes, no 300 field, etc.
G. Statistics(counted monthly and submitted to Dept. Head for compilation; collection counts and individual workload counts are not taken from Victor):
- collection counts for official reporting to ARL and IPEDS
- individual work load or activity counts
- BIBCO, NACO, and SACO statistics which are reported directly to PCC (NACO statistics also include those prepared by the original serial catalogers)
H. CJK card printing:
- Catalog cards for Chinese, Japanese, and Korean materials are no longer being printed as of Oct. 1, 2000.
I. Specifications for loader programs (major microfilm collections, govdoc, etc.):
- Usually designed by Dept. Head level staff and above, sometimes with input from professional catalogers
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© 2001 University of Maryland Libraries
Last Revised: Jan. 5, 2001
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