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Aleph@UF: DLC/PCC Print Cataloging

Cataloging procedures and policies

DLC/PCC Print Cataloging

Copy created by the Library of Congress (DLC) and institutions participating in the Program for Cooperative Cataloging (PCC) is generally considered to be of high quality. For this reason, DLC and PCC material is handled as expeditiously as possible.The only caveat to this statement would be the recently implemented UKM copy cataloging program through PCC. In the 042, you will see UKM as part of the code and also see UKM in the 040. These records are not generally of the same quality as other PCC records and should be checked under the guidelines for member copy, not under these guidelines/procedures.

1) Criteria for DLC/ PCC Cataloging Material

  • Is the record DLC copy or PCC copy?
  • PCC Cataloging Material
  • DLC copy
    • Has both 040  DLC |c DLC and Enc Lvl: [blank]  or 4
    • 042 |a copycat or 042 |a: lcnccp, 042 |a: pcc, etc. and Enc. Lvl: [blank] or 4.
    • A 042 with a code containing UKM should be treated as shared copy even if it is full level [blank].
  • Has a usable call number in 050 field Print format only.
    • Do not catalog books with only PZ3 or PZ4 call numbers (Place on "w/o call number" shelf)
    • Z classification numbers The call number field should have both a subfield a| and a subfield b|. Records with only subfield a| are considered to be without call number and should not be cataloged under this procedure. If the year is missing from the call number, add the year given in the 260 unless the book is based on conference proceedings. If based on conference proceeding, use the year of the conference. Be sure the year is also added to the end of the call number in the subfield i| of the holdings record.
      • Not Z1201 or greater for location main,ref
      • Not Z5000 or greater for other locations
    Do not catalog:
    • Atlases or maps (no cartographic material)
    • Any books with loose maps 
  • Parallel and RDA recods
    • Always check the 040 before you begin cataloging. Ocassionally parallel records are brought in by mistake. Double check that there is no |b with a foreighn language code (fre, ger, dan). If there is a |b with eng, this is OK. If you find that the record is parallel, give to your supervisor.
    • You may also encounter RDA records (the new cataloging rules proposed to replace AACR2), indicated by |e in the 040. Refer these records to your supervisor for the time meaning.

  2) Procedure for Verification/Cataloging

    •  Search for the ALEPH record in the cataloging client by title. It is prefered in most cases that you use a browse search; although in some cases the find search is preferable.
    • Check OWN field in Bibliographic record.

      If only one record for the item in hand is found and that record has an OWN location of LL, HC, CA, EN, HB, JX, LF, ML, NR, PI, UD, UF, and UI, treat the book as an add.

      • Student assistants doing DLC cataloging should put the item whose bibliographic record shows an OWN code other than UF (instead you see LL (Law) or HC (Health) on the add shelf.
      • If the OWN code is UF, change to PUBLIC and treat the item in hand as an add to an existing title. Student assistants may do these adds if the bib record has been carefully checked against the item in hand.
    • Verify whether the bibliographic record has an item record attached to it.
    • Verify that the record in ALEPH is a full bibliographic record. The updated OCLC record should have FUG as a holding institution (in the 040). If there is a full bibliographic record (not a provisional or temporary record).
        • If the record in ALEPH is a full bibliographic record:If the record in ALEPH still has provisional status:
          • Check the item record to see if it has a full barcode (no hyphen present). If it does have a complete barcode, determine if you have a copy or volume add. If unsure, consult your supervisor.

Write the ALEPH number and the location on the front page of the book if not already present.

Search OCLC for the correct record and overlay the Aleph record using the Aleph number in a 599 field inserted in the OCLC record.

  • Verify that the OCLC printout of the bibliographic record describes the item in hand by comparing the 1XX, 245, 250, 260, 300, 440 (now obsolete, but still present on many records), 490/8XX and 7XX fields.
      • If the record in ALEPH is the same as the OCLC record in hand:
        • Check title (245 field) and main author (100 field) for spelling errors.
        • If there are 856 fields:
          • Verify that the URL links to the correct web page.
          • Verify that full text links have a $y and that related items have a $3. Do not use $z..
          • Translate text in $y or $3 to English if in another language (locally only). Usually the type of resource is obvious if you use the link to go to the web page.
          • If the link is broken, delete the 856 unless the phrase “full text”, "TOC" or "tabel of contents" appears in 856. Student assistants should give the item to a supervisor; staff should find the correct link and correct the record.  Staff should check with a supervisor before deleting a bad link to full text.
          • If the internet resource is full text, you will need to create an holdings record. See Section 4.
          • Count as a full text resource in the cataloging statistics macro as RemoteER under Additional Material.

  3) Authority Work 

  • For DLC and PCC records you are required to check the authorities for:
    • 440, 490 or 490/830
    • Subject headings are best checked by consulting the OCLC hard copy that accompanies the book. If all 6XX fields with a 2nd indicator 0 are underlined, the subject heading are correct. If even one 6XX field is not underlined, consult with supervisor.
  • Series
      • If a series authority is not found in ALEPH (found by highlighting the 440 or 830 and then pressing F3), use Connexion to verify that there is an authority for the series. Ask your supervisor if you do not know how to search for series authorities in Connexion.
        • If no series authority is found in ALEPH or Connexion:
          • For student assistants, check with your supervisor
          • For staff,
            • If the series is numbered, derive a NACO series authority record in Connexion from the bib record
            • If the series is unnumbered, leave as is. The default action is to leave as traced.
      • When looking at the authority record, the 440 or 830 should match the 130 field in the authority. If it doesn't, check with your supervisor. The 490 or 440 should match what is on the book.
    • Other important fields that must be checked in the series authority are: 642, 644, 645, 646
      • 642: This field displays how the numbering appears on the piece.
      • 644: Is the series fully analyzed? There are three possible codes: f, p, n. For student assistants, If the 644 has f (fully analyzed), procede; otherwise, give to your supervisor.
      • 645:Is the series traced? There are two possible codes: t or n.
        • If the 645 in the authority record has a code of "n", the bibliographic record should have only a "490 0_". If this is the case, procede to check the 646. If this is not the case, ask your supervisor what to do.
        • If he 645 in the authority record has a code of "t", the bibliographic record should have either a 440 OR a 490 1_/830 pair. If this is the case, procede to check the 646. If this is not the case, ask your supervisor what to do.
      • 646:How is the series classified? There are three possible codes:c, m, or s.
        • If the 646 in the authority record has a code of "s" (classed separately) and the series numbering does not appear in the call number (e.g., Q11.N5 2007), you can procede with cataloging. Otherwise see your supervisor.
        • If the 646 in the authority record has a code of "c" (classed together) and the series numbering does appear in the call number (e.g., Q11.N5 v.548), you can procede with cataloging. Otherwise, see your supervisor.  Note that captioining should match the 642. If the 642 has no captioning (e.g. 3), use v. as the default captioning when adding the series numbering to the call number.
        • If the 646 in the authority record has a code of "m", take the item to your supervisor.
        • There may be multiple 644, 645, 646 fields. In this case consult your supervisor.
        • If you see asterisks (***) in any of these three fields, consult your supervisor.
  • Subject Headings
    • If subject headings have not been controlled in Connexion (controlled subject headings are underlined), go into Connexion and control all headings (Shift F11). If subject headings are absent but required (generally all non-fiction works should have at least one subject heading), place on distribution book truck for the Contributed Cataloging Unit. This is unusual for DLC/PCC material, so double check. Staff may attempt to add subject headings on their own, but this is purely optional. If you add subject headings, verify them in Connexion or ALEPH.
      • If one or more subject headings still do not controll in Connexion:
        • If you are a student assistant, show your supervisor
        • If you are a staff member, verify that the main subject heading ( the part in the |a) is correct. You may also correct any problems with sub-headings but this is optional. As a last resort, place on distribution table to be sent to catalogers in Science/Social Science or Humanities with a clear note explaining why you are sending the book.
  • Perform any other type of “record clean up” required. This should be minimal for most records of this type. Do not correct “minor” problems such as punctuation, etc.
    • Pay special attention to any records that are encoding level 8. These may have more problems than other records, including incorrect title, author, publisher or year.

 4) Item and Holding Record Creation, Barcode Placement, Call Number Proofing

    • If there is a holding record (typical for records for G&E material):
      • On the Cataloging tab double click on Items icon under UFU50 to refresh the Items page. Notice this automatically moves you to the Item page. Typically there will be an item record attached to the bib and holdings. Let your supervisor know if you encounter bib records without an item record attached.
      • Go to upper rightmost icon to open the bib record in the Catalog tab. On the HOL records tab, highlight the holdings record listed and click the Edit button. You will need to add the call number that, in most cases, won't be present. The call nuber subfileds are h and i. Go to the bib find the call number in either an 050 or 090 field. There should be only one call number. If there multiple 050s and/or 090s, check with your supervisor.
      • Higlight the two subfields of the call number and hit CTRL S. This copies the subfields.
      • Go back to the holdings record and highlight the letter c in the third subfield of the 852. Hit ALT S. This pastes the subfields. Change a & b to h & i.
      • Important: Be sure the first indicator of the 852 is 0 (e.g., 852 0_)
      • Save to the server.
      • Run stats macro
      • Return to Items tab
      • If the item record exists, only a couple of modifications need be made:
        • Change the Item Processing Status from CT to PP
        • Verify that the Item Status is correct, given the owning location (01 is the usually Item Status).
        • Verify that the call number has been brought in from the holdings record (eighth text box down from the top on the right).
          • If the call number has not been pulled from the holdings record, check the HOL Links tab at the bottom of the page. There should be a red check mark next to the holding record when the item above is highlighted.
        • Place barcode label on the upper right corner of the outside back cover of item.
        • If the item is being sent to Preservation, Place a piggyback barcode on the back of the title page (or best approximation, not too close to the gutter) and write the call number under the barcode in pencil.
        • Scan in the barcode. The item record should update itself.
        • If you make any changes to the item record after you scan in the barcode, use the Update button to save your changes.
    • If there is an item record but no holdings record (the HOL Links list on the Items tab is empty),
        • Only a couple of modifications need be made to the item record:
          • Change the Item Processing Status from CT to PP
          • Verify that the Item Status is correct, given the owning location (01 is the usually Item Status).
          • Verify that the call number has been brought in from the holdings record (eighth text box down from the top on the right).
            • If the call number has not been pulled from the holdings record, check the HOL Links tab at the bottom of the page. There should be a red check mark next to the holding record when the item above is highlighted.
        • When there is no holdings record, it is best to create it from the Item tab.
          • Go to the HOL Links tab
          • Click the Create New button.
          • Click the Edit button. This should open the holding record in the Cataloging tab.
          • When you first create a holding record using this method, the |a of the 852 is missing. This is a required subfield and Aleph will not let you save the holding record without it.
          • With your cursor on the 852 , Hit F7. This will create a blank subfield. Type in a [space] FU
          • Save to the server
          • Run your stats macro
          • The item should link automatically to the holding record when you create it from the Item tab
    • If there is an 856 with a URL linking to the full text of the title on line:On rare ocassion you may need to create an item record. If so, press the NEW button and create an item record. Complete the following:
      • Create a holding record (no item record is required) with the following:
      • a| FU
      • b| UFER
      • c| GEN
      • Add the call number in the subfields h and i.
      • Make the first indicator of the 852 blank.
          • sub-library and collection
          • material type: Material Type: always use BOOK regardless of actual format
          • item status: Usually 01 is the correct code but for reference the code is 90, reserve varies and visual materials use 63. Check with supervisor if unsure.
          • item processing status:Place barcode label on the upper right corner of the outside back cover of item.
          • If the item is being sent to Preservation, Place a piggyback barcode on the back of the title page and write the call number under the barcode in pencil.
          • Scan in the barcode. Item record should update itself automatically and return you to the Item List window.
    • After finishing the item and the holding record:
      • If you make any corrections or additions to the item record besides scanning in the barcode, you must click on the UPDATE button to save the changes.
      • If the item record does not update, check to see if there is a message at the bottom of item record window saying “duplicate barcode.”
      • Barcodes should be about 1/4 inch from all edges. See barcode procedure.
      • When cataloging material in Hebrew or Arabic check with supervisor for instructions.
      • Click the Label button. This allows you to proof the call number formatting that will be generated by ALEPH what you have written in the back of the book. Using the Label button also helps you to anticipate any problems with call number formatting before it reaches the Processing Area.
      • Use a pencil and write the call number on the upper right corner of the back cover.
      • If appropriate, stamp the location under the call number in the book. Reference and Storage is just written in pencil in the back.
      • Book jackets are kept with the book for all locations, except Library West and LAC. If the book jacket is to remain with the book, remove it and place inside the book.

  5) When you have multiple copies of the same book

  • If the title has multiple copies, we create a separate holdings for each copy regardless of location.
    • CTRL N can be used to duplicate holdings records. Press CTRL N. A list will appear prompting you for the database (called "library" in ALEPH). Be very careful that you choose "UFU60 UNIV FLORIDA HOL", fifth from the top. A new holdings record will dispaly. Check to be sure that the title bar displays "Library UFU60 Format HO Local Record". If you have made any sort of mistake at this point, simply closing the record will remove it. The duplicated holdings record has to be saved to the server in order to become permanent.
    • In the 852 highlight the subfield i of the duplicated holdings, press F7, and add a subfield t. Type in the correct copy number. Type only the number, not the "c."
      • You must manually type in "c.#" in the Description field of the item record so that the copy number will display to the public and print on the call number label.
    • If the title, has multiple volumes or accompanying supplemental material (such as CD-ROMs, sound discs, DVDs, etc.) or indices, check with your supervisor.

 

  6) Post Cataloging Procedure

  • Sort books by location for Processing.
  • Put books on processing shelves.
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