Copy Cataloging Unit: Cataloging Member Copy with Call Number

Copy Cataloging Procedure for Cataloging of Member Copy with Call Number

All member copy with full usable call numbers is done in the Copy Cataloging Unit with the exception of:

1) Cartographic material

2) Scores

3) CJK material

4) Some especially poor foreign vendor copy

5)Copy in which subject headings are completely missing (for non-fiction material) or are not LC-type subject headings.

Procedure for Cataloging Member Copy with Call Number:

Verify that copy matches by comparing 1XX, 7XX, 24X, 250, 260, 300 4XX and 8XX fields in OCLC record to item in hand.
Search item by title in ALEPH to verify record has been loaded and to check for duplicate records.
Verify that the correct OCLC record has been downloaded

Besides verifying (and making needed corrections to) the fields listed in 1a, check the validity of the main subject headings (if any) by going to CONNEXION and hitting SHIFT F11 to control headings. The subject headings should already have been checked in CONNEXION by the student searches; however because of technical problems with the OCLC servers, this is not always possible. If any of the subject headings on the hard copy of the OCLC record is underlined, then headings have already been controlled.

Check the main subject heading (subfield a) and verify that it is correct. We are not required to verify sub-headings. You may do so, however, at your own discretion.
If you are still unable to verify any of the main subject headings, place on distribution table for distribution to staff in Science/Social Science and Humanities units.

Check series and name authorities using F3 in ALEPH. Until the ALEPH authority database can be updated regularly, it is best to check series and name authorities using Connexion. In addition, use F3 to check local series treatment, because local series treatment can differ from LC series treatment.

Always check to verify whether the series is classed together or separately. Do this by first using F3. If there is no authority in ALEPH, check in Connexion. Also search the series title in ALEPH to see how other items in the series were cataloged. If there appears to be a conflict (i.e. some titles are classed together and some separately and there is no indication on the authority record that this is the case), notify the Authorities Unit.
If the series is given in a 490 and does not have an 830, verify that the 1st indicator of the 490 field matches the information in the 645 on the authority record, (i.e. is the series traced or not?). First indicator 1 means the series is traced, 0 means that it is not traced. The 645 should be consistent with the indicator.
If no authority exists for a series, create a local series authority. There are templates provided in ALEPH for numbered and unnumbered local series authorities.
If there is a problem with the series, refer the item to the Authorities Unit or consult with your supervisor.
If no authority exists for a name (personal or corporate), in most cases, we do not create a local series authority for a personal, corporate or conference name unless one is needed to resolve a conflict. Consult with the Authorities Unit first if you feel a local name authority is needed to resolve a problem such as a split file.

If there is more than one copy "in process" or already cataloged, treat as a copy add for same location or a different location .
Add initials in a subfield “x” in the 852. Multiple occurrences of a subfield x in an 852 are not a problem.
Create the item record.

Please always use the label functionality in the Item List in the Item Module to view the way the label will print in Processing.

If needed, add an 853/863 pair for volumes or a 854/864 pair for supplemental material, including CDs, sound discs, etc. See ALEPHPRO under Holdings

Book jackets for all locations, except LAC, are kept with the book. Remove book jacket and place inside book.
Bar Code Placement:

Resource persons for the Copy Cataloging staff are: Gerald Langford for authority questions and Jackie Brown for cataloging questions.
Other questions can be addressed to the following staff based on the call number:

Indexed:
Copy Cataloging Procedures - Shared with call number

Member Copy with Call Number

Shared Copy with Call Number

Cataloging Copy with Call Number

Prepared by: Doug Smith

Created: February 22, 2006