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Aleph@UF: ECIP Cataloging at the University of Florida

Cataloging procedures and policies

Last updated February 2020 by Greg Allen

ECIP Cataloging in the University of Florida Library

A CIP cataloging partnership with the National Library of Medicine (NLM) began in 1972. With the development of ECIP (Electronic Cataloging in Publication) in 2000, NLM, followed by Cornell University and Northwestern University in 2005, became the first members of the CIP Partnership Program (previously known as the ECIP Cataloging Partnership Program), which has now expanded over the years to include thirty-two libraries across the United States.  CIP partner libraries act as virtual Library of Congress cataloging sections to catalog forthcoming titles published by an affiliated university press, selected independent publishers, or in specific subject areas.

The Cataloging and Discovery Services Department in The University of Florida's George A. Smathers Libraries creates full level PCC ECIP records for publications being produced by the University Press of Florida and uploads them to the Library of Congress Voyager database.

Logging in to the PrePub Book Link

Log on to the Library of Congress ECIP Service Portal (PrePub Book Link) at https://locexternal.service-now.com/sp/?id=landing

If you have not logged in for a while, you will be required to change your password.

Once logged in, you will be on your Self Service Home page.

In the left frame you will see links for “My CIP” and “My Group’s CIP”

My Group’s CIP will take you page listing ECIPs that have been assigned to the University of Florida, Gainesville.

In this list you will see titles assigned to the University of Florida by the publisher (University Press of Florida). This is given in a table type display. The headings at the top of the columns are as follows:

LCCN – Library of Congress Control Number unique to corresponding book.

Title – Titles of book assigned to that LCCN

Status – Almost all titles assigned to UF will indicate “Full cataloging”.

Priority – Generally listed as “Low”, but occasionally “Medium” or “High”

Subject – General subject of book, used to assign to next recipient.

Assignment Group – Group of catalogers to work on next phase. These were assigned to UF by publisher.

Assigned to – Person/Group title will assigned to for further work. When a new title comes in from publisher, this field will state (empty).

PrintMo and PrintYr– Month and year in which completed book is expected to be published.

Created – Date that pubisher created the ECIP.

Clicking on My CIP in left frame will take you to a page showing ECIPs that have been assigned to you.

At this time, nothing is assigned to the individual person.

Going back to the My Group’s CIP page, click on one of the LCCN numbers to go to the record for that title.

Scroll down

Before anyone can work on this ECIP, it needs to be assigned to an individual cataloger. Look at top right of the record for the assignment section (enlarged in next photo). Assignment group indicates University of Florida, Gainesville. The ‘Assigned to” field is blank.

Clicking on the magnifying glass icon to the right of the “Assigned to” field will open another window with a list of UF Catalogers participating in the ECIP record creation.

In this case, I will choose myself. The display will return to the previous window, with the “Assigned to” field filled in.

Then press the Save button above

Once you have assigned and saved records, in left frame click on MyCIP to bring up records assigned to you.

Click on the LCCN number of the record you wish to first work on.

At the top of the page you will see Manage Attachments (1): followed by a .pdf link (see red arrow). Click on the link.

The PDF that opens will supply the following prepublication information that will be needed in order to complete the ECIP record:

  • Full title
  • Statements of responsibility
  • Series name (if applicable)
  • Table of contents
  • Brief author biography (information for possible authority record creation)

After opening the PDF, return to the page the link was on and click the ‘Open in MARC Editor” button. This will open the record in a new window/tab to allow editing. First, it will go to a page called MARC Editor: Search ONIX by ISBN. I have not used this feature yet.

Click “Continue” to go to the MARC Editor page.

MARC Editor opens showing the “All Fields” tab.

Clicking on the other Tabs will show only the tags associated with that named Tab.

If you don’t see a tag that you wish to add, click the “Add Field” button at the top right of each of the tabbed pages.
                -You cannot add an 830 series field. You can try, but it does not show up. LOC does not use 830s.
                -The most common field to add is a 505 Table of Contents field, so let’s try that.

After clicking the Add Field button, type 505 into the “Tag” field. This new field will also appear under the Volumes tab.

To the right of each field you will see three horizontal lines. Clicking on these lines will show options for this field. For the 505 field, the options are “Remove field” and “Generate TOC”. Choose the Generate TOC field and a small “Input TOC Content” window will open. Open the .pdf file (mentioned earlier) and highlight and copy the table of contents from the .pdf and paste into the Input TOC Contents window.

Click the Continue button. The system removes chapter numbers and punctuation.

Click “Done” and the contents will now be in the MARC Editor’s 505 field. There may be some editing required (diacritics, punctuations, etc., that I generally will do after exporting the record to Connexion.

Once you feel you have filled out as much as you can, click the blue “Next” button at the bottom of the page.

The bib record will open in a new tab. If things look good, you can then download the bib file to your computer and open it with Connexion for further editing (subject heads, LC class number, authority work, etc.) to bring to PCC standards.

To download bib file, click the blue Download Bib File button at the bottom and choose the Save File option, which will place the record in your Downloads folder. The record will be saved similar to the following 2020001910_marc_record.bib, where the number section corresponds to the LCCN (Library of Congress Control Number) that was assigned to that record. Do not change this.

Open Connexion and from the File menu at the top, choose “Import Records” and browse to your download folder and choose the bib file you just saved. Click OK. You will be asked if you wish to delete your original import file. I usually do, but it does not matter.

Open the bib record in Connexion. After import, it will be in your default local save file. Look for it in there, and open it.

Observations to take note of (these done automatically – Do not edit):

  • Encoding level = 8
  • 040 field = FUG/DLC ǂb eng ǂe rda ǂc DLC
  • 263 = 2008 (to be published date, yr/mo
  • 300 = pages cm (LOC will update when book is actually published)
  • 776 for online version note
  • 9xx fields
    • Cannot validate records

Fields you need to add and/or edit.

  • 043 – if needed.
  • 050 00 --- LC Class number only with no ǂb field (cutter and date)
  • 250 --- edition statement (if needed).
  • 264  4 --- Copyright date.
  • 246   --- (if needed)
  • 6xx fields – make sure they are controllable.
  • 830 – may be left as a 490 0, because LOC does not do authority records for series any longer.
  • All fields – fix punctuation and diacritics (diacritics do not copy and paste well from the .pdfs)
  • Create authority records for all those in 1xx or 7xx fields and also for Series

Other notes on fields

  • Do not add the 588 field
  • Do not validate record, but do control headings/authorities
  • Do not edit or delete any of the fields added upon import

Uploading MARC record to Voyager

Once you have completed the record in Connexion, you will need to upload the record to the Library of Congress Voyager database.

Before you can upload the record to Voyager, it needs to be exported from Connexion to your computer as a .dat file, again using the LCCN for that record as the name of the file. For example: 2020001910.dat, but there are a few settings in Connexion’s export settings that need to be made so that the record will properly transfer into Voyager.

With Connexion open, choose the Tools menu, then Options.

  • Choose the Export tab
  • In the Destination window, click the File: (Prompt for filename)
  • Click the Record Characteristics button and change the Character Set from MARC-8 to UTF-8 Unicode.
  • Below the Record Characteristics button, check the Allow export of workforms and Display report for immediate export results. Click Close.

Note!! Before you begin cataloging/exporting other material not related to ECIPs, you will need to return these settings to what they were previously in order for records to export properly into Aleph)

Click OK.

When you believe you have completed the bib record in Connexion, click the Export arrow in Connexion to save the .dat file in your selected folder. A window will open asking to name file and destination. I have a folder on my desktop in order to save ECIP .dat files ready for upload to the LOC Voyager database. Be sure to name the file using only the LCCN assigned to the record. Click Open (which only saves it).

Return to the PrePub Book Link page for this record in your browser and click the Partner Cataloger MARC Upload button.

Another window will open, as follows:

Click the Upload .bib or .dat File button. In window that opens, browse to the .dat file you saved and click Open

You will see the message Attachment Validated Successfully if the record looks correct. Check the name of the file you uploaded to be sure it is the correct one. If you accidentally chose the wrong file, you can click the x to delete it and re-upload the correct record. If you are satisfied it is the correct record, click the Send to Voyager button.

If Voyager received the record correctly, you will get a message stating: “The record was inserted into Voyager Database successfully.”

Now that the completed record is in Voyager, you need to forward it to the next worker who will complete some items including the call number.

Return to the main screen for this title in the PrePub Book Link.

You are going to forward this record to another assignment group that will complete the record.

In the Status field, change the option from Full Cataloging to Shelflisting.

Enter the LC Class Number you assigned in the LC class number field.

Take notice of what the Subject is (red arrow). This one is Literature.

In the Assignment Group, where University of Florida, Gainesville is currently listed, click the magnifying glass next to the field.

In left picture below, click + next to Cataloger (incl. Dewey)/Technician to expand choices, as seen in right picture. For this record, choose the Literature Section (not the + sign next to it)

This will place Literature Section in the Assignment Group. Once they receive it, they will assign the record to an individual there.

     -------------->              

The page should now look like the following picture. If you are satisified that the fields look correct and that you successfully uploaded the .dat file to Voyager, click the Save button to send it on to the next worker.

 

Links

Library of Congress CIP (Cataloging in Publication) Program.

University of Florida Home Page

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