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Aleph@UF: Asian Material Cataloging and Process Guideline

Cataloging procedures and policies

Asian Material Cataloging and Process Guideline

Updated April 2006

Cataloging Workflow

There are two types of materials: (1) Materials with Aleph (or NOTIS) number; (2) Materials without Aleph (or NOTIS) number.

For (1) (with Aleph or NOTIS number usually on the back cover)

  1. Retrieve its provisional record in Aleph by Aleph number.
  2. Search an applicable bibliographic record (shared, edited, or original) in OCLC Connexion, download and overlay it into Aleph. Do not forget to add Aleph number in 599 of the Connexion record.
  3. If none, create an original record in Connexion. Follow the instruction below.

For (2)

  1. Try to find an applicable record in Aleph by title or ISBN, etc.
  2. If found, follow the instruction above. If not, go to 3.
  3. Search an appropriate bibliographic record (shared, edited, or original) in OCLC Connexion. If none, create an original record in Connexion.
  4. Export the record from Connexion, New Aleph number will be assigned.

Multi volume set cataloging

Multi volume set can be cataloged in either: (1) single record or (2) analytical cataloging. The East Asian Cataloger is responsible for making a final decision which record(s) will be found to be useful. For the holding and item record of (1), follow the appropriate guideline in AlephPro. Most of the cases will be found in HOLDINGS and ITEMS – COMPLETE MULTIVOLUME SET- ONE LOCATION.

Some Japanese multi volume sets have inserted pamphlets in each volume. If the contents of pamphlets are related to the set, send each volume with each pamphlet to the preservation department to create pockets for them. If the contents of pamphlets are not significant enough (ex. Advertisement from the publisher), discard them.

Location Guidelines

I.   Locations by volume numbers and language

If Chinese multi-volume set exceeds two shelves of one side of a truck (6 linear feet), contact Chinese collection manager, David Hickey.

For any Japanese multi-volume set, whether or not its subject varies, classify together. In that case, series authority records may need local treatment.

II.   Locations by Classification numbers: General Policy

Classification

Subject

CM Primary

CM Secondary

AC 149-150

Asian Collections

D. Hickey

  H. Nakano

AS 448-457

Asian Academic and Learned Societies

D. Hickey

 

DS 327-952

Asian History

D. Hickey

  H. Nakano

PL 501-889

Japanese language and literature

H. Nakano,
D. Hickey

 

PL 901-998

Korean language and literature

D. Hickey

 

PL 1001-(3208)

Chinese language and literature

D. Hickey

 

PL 3301-4794

Non-CJK languages in Asia

D. Hickey

 

Z 3101-3370

Asian Bibliography

D. Hickey

  H. Nakano

 

If in doubt, consult David Hickey, the East Asian Bibliographer or Hikaru Nakano, the East Asian Cataloger.

 

III.    "ASIA" location

From February 2003, all the Asian materials, except for reference materials, videos and DVDs, will use "ASIA" as the location. See Asian and African Collection Location Codes.

Barcode Placement

Chinese:  Place the barcode on the outside back cover. If the book is written up to down, place in the upper left-hand corner, following the same procedure of Judaica books. If the book is written left to right, place in the upper right-hand corner, following the same procedure as English books. Most of the cases, Chinese books require the same procedure as English books.

Japanese:  Same as Chinese books. Many Japanese books need the same procedure of Judaica books.

Korean: Always follow the rules for English books.

 (cf. Barcode Placement)

Cataloging Priorities

  1. Materials requested by faculty.
  2. Incoming acquisition.
  3. Project based materials.
  4. Gift materials.

Asian Video, DVD, and VCD Cataloging and Processing Guideline

  • All Chinese, Japanese, and Korean (CJK) videos, DVDs, and VCDs will go to Hikaru Nakano.
  • If copy found, Hikaru Nakano will bring the records into Aleph with vernacular and have them cataloged using the accession numbers.
  • For video and DVD feature films add 690: 4: Filmregion |z Asia.
    For general cataloging of feature films see: FEATURE FILM VIDEOS and DVDs with copy.

Handling CJK Dust Jackets

Refer Chinese, Japanese, and Korean book jackets to Book Jacket Handling Guideline.

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