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Aleph@UF: Looseleaf Materials in Storage

Cataloging procedures and policies

Looseleaf Materials in Storage

Quick summary: When cataloging looseleaf materials in the storage collections, use the closest match already existing in Aleph or OCLC. 

DO:

  • Use the highest-quality record available for the material. Completeness is more important than whether it's a CONSER record or not. 
  • Use a record for the main materials if we have only updates, and you can find only a record for the base volumes + updates.
  • Use textual holdings (866 fields) if it's easier to describe what we have in that way.
  • Use BibLvl m, s, or i records if they are applicable.

DON'T:

  • Upgrade, change or modify the master records on OCLC. This is NOT a category of material we will be using for CONSER contribution.  
  • Change anything in Aleph unless it's necessary for access. Assume this means "don't change anything in 99%+ of all cases."
  • Agonize and nitpick. Do the best you can, and move on. If you've provided basic access (and a SuDoc number for Federal Depository documents), that's enough. 
  • Create original records unless you CANNOT find a "close enough" match. 

Thanks to Hank Young for providing these scenarios you may encounter: 

The looseleaf materials in storage (particularly those in Documents) have been bound and shelved in a variety of ways. Here are just a few examples: 

                1. We have the original volume and we have separate updates which have not been filed.  In some cases they are still in their original plastic.

                2. We have the original volume and the updates have been added to the back of the binder.

                3. We have the original volume and some updates have been filed and superseded pages discarded.

                4. We have the original volume and some updates have been filed and superseded pages discarded, and there are additional updates added to the back.  The additional updates may be before or after the ones which have been filed.

                5. We do not have the original volume.  We have separate updates, unfiled.  In some cases they are still in their original plastic.

                6. We do not have the original volume.  We have separate updates, filed in a binder with superseded pages discarded.

                7. We do not have the original volume.  We have separate updates, filed in a binder with superseded pages discarded.   We also have separate updates, unfiled, in and out of the binder.  In some cases they are still in their original plastic.

The techniques for cataloging looseleaf materials and other integrating resources have changed significantly over the years. In OCLC and in Aleph you will find records that reflect all these practices. 

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