Skip to Main Content

Shared Collections Cataloging Unit: Hearings--Typical

Information for and about the Shared Collections Cataloging Unit.

Cataloging Procedures: U.S. Congressional Hearings

  1. Open Aleph Prod Client and log in
  2. Scan barcode on item into Item Bar Box
    1. If no barcode or item doesn’t exist, search by title
  3. Navigate to the Bibliographic record (Paper & pencil icon in top right corner)
  4. Check the following fields:
    1. 007         Field denotes microfiche
    2. 035         Verify OCLC number is correct; no “X” at the end (If so, See Overlay Procedure)
    3. 086         If no 086, please add. First indicator is 0. (See guidelines for formatting SuDoc #)
    4. 245         Should not have a subfield h microform (If it does, See Overlay Procedure)
    5. 260
    6. 300
  5. Verify the document is “Held” in OCLC (See Examples: Typical OCLC Record and "Held" in OCLC)
  6. If BIB record is correct and does NOT need overlaying , continue to Step 10
  7. If error has been identified in ALEPH and OCLC follow the steps below on how to correct:
    1. If the OCLC record is a PCC record and changes can’t be saved, place on Jody’s problem book truck
    2. If the OCLC record is not a PCC record, make appropriate corrections and replace record.
      1. Overlay Aleph record (See Overlay Procedure)
      2. Make note of the overlay in the work logger Notes field
  8. If BIB record needs to be overlaid, check/perform the following in OCLC and then follow the Overlay Procedures:
    1. F7 – Spell check; correct any errors found unless the error is actually on the piece
    2. F11 – Controls 110 and 650 fields; correct as needed
    3. Validate whole record; correct as needed
    4. Replace record if changes were made (Under Actions)
  9. Complete Post Overlay Cleanup (See Example: DO NOT DELETE Fields)
    After you overlay the Aleph bibliographic record you will want to remove the extraneous 500 and 856 fields.  Find the 599 element.  Usually the 599 will land in the bib record at the same place you put it into the OCLC record i.e. after the last 500 field.  Highlight all of the 500 fields after this point.  Use Control F5 to delete these extraneous 500 fields. Use Control F5 to delete extraneous 856 fields.  Save record to the server.

    There are times when the 599 for which ever reason will land at the bottom of the 500 fields.  You can delete the extraneous 500 fields using the Control F5 combo.
  10. Open Holding record (See Example: Aleph Holding Record)
  11. If holding is UFSTO GEN, make the following edits:
    1. 852 should have a “3” in the first indicator (“3” represents SuDoc)
    2. Run the TKR Hearing macro
    3. Run the Stodocs Statistics macro
  12. If there isn't a UFSTO GEN holding, create a new holding
  13. Navigate to Item Record screen (See Example: Aleph Item Record)
  14. Locate existing item record
    1. if no item exists, create a new item
  15. Set Item Process Status (IPS) to GF
  16. Scan in barcode if not previously scanned
  17. Update
  18. Complete the following physical processing:
    1. If call number is not on item, write it in the top left corner
    2. Make sure item has Depository Stamp on front cover. If not, stamp item
  19. Place completed item(s) on finished cart (usually next to Paige's desk) or on cart in the Gov Docs tray area
University of Florida Home Page

This page uses Google Analytics - (Google Privacy Policy)

Creative Commons License
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.