AlephPro

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 equivalent 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 DLC copy or PCC copy
  • DLC copy
    • Has both 040  DLC |c DLC and Enc Lvl: [blank] 
• PCC Cataloging Material
• 042 |a copycat or 042 |a: lcnccp, 042 |a: pcc, etc. and Enc. Lvl: [blank] or 4. Encoding level 4 is correct but [blank] is sometimes seen.
• A 042 with a code containing UKM should be treated as shared copy.
• Has a usable call number in 050 field
  • Not PZ3 or PZ4 (Place on "w/o call number" shelf)
  • Not LAW (Supervisor)
  • Z classification numbers
    • Not Z1201+ for location main,ref
    • Not Z5000+ for other locations
  • 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. Be sure the year is also added to the end of the call number in the subfield i| of the holdings record.
• Is not an atlas or a map (no cartographic material)
• Print format only. 

  2) Procedure for Verification/Cataloging

•  Search for the ALEPH record in the Cataloging Module by title.
• 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 or HC :

  • 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.
  • Staff cataloging DLC/PCC material should change the OWN field to PUBLIC and treat the item in hand as an add to an existing title.

• 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), go to Step 3.
• If the record in ALEPH is a full bibliographic record:
  • 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.
• If the record in ALEPH still has provisional status:

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

Search for OCLC record and overlay 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, 490/830 and 7XX fields.
• If 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 is functioning properly and links to the correct 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.
    • Run the macro under F1 that says "TOC link cleanup 856->505/520.
    • Verify that 856 TOC links have been converted to 505s (the macro deletes these if a 505 already exists) and other 856s have been converted to 520s (publisher description, author/title information or full text).
    • Count full text resource in the cataloging statistics macro as RemoteER under Additional Material.

     

  3) Authority Work  (See Reading Series Authority Records for more information)

• For DLC and PCC records you are required to check the authorities for:
• 440, 490 or 490/830
• main (subfield a) subject headings

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.
• If no series authority is found in ALEPH or Connexion:
  • If you are a student assistant, check with your supervisor
  • If you are a staff member, create a local series authority
• 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.
• Other important fields that must be checked in the series authority: 644, 645, 646
  • 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. 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 490/830 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.
    • 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.
• If subject headings have not been controlled in Connexion (controlled subject headings are underlined), go into Connexion and control all headings (Shift F11).
  • If one or more subject headings are not controlled in Connexion:
    • If you are a student assistant, show your supervisor
    • If you are a staff member, verify that the main subject heading 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.
• If subject headings are absent but required (generally all non-fiction works should have at least one subject heading), place on distribution table for the Humanities or Science/Social Science units. This is unusual for DLC/PCC material. Staff may attempt to add subject headings on their own if they are deriving them from other records, but this is purely optional. If you add subject headings, verify them in Connexion or ALEPH.
• 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 or author.

  4) Creating and Cataloging Holdings

• Open Holdings in Cataloging Module (CTRL O):
  • If there are no holdings records listed in the lower half of the Holdings List window (this will be the typically be the case), click on the Add Record button, be sure the new holdings record is highlighted and click on the Edit button to open the new record.
    • If there is already an item record present (the typical case), you should now see the subfields b and c in the 852 field displaying the location of the item (pulled from the item record) and subfields h and i (pulled from the bibliographic record) that display the call number.
      • Typically when you create the holdings record, the subfield a| FU will not automatically be created. Highlight the 852 (the number only) and press F7 (allows you to create a new subfield).  Type in FU, the code for Smathers Libraries.
    • If you opened an existing holding record, you may need to copy the 050 or 090 subfields and paste them into the 852 of the holdings record. There are two ways to do this:

      1) Press F9 and choose the 050copy macro. This will copy and paste the subfields for you.

      2) Or highlight the two subfields in the 050 or 090 of the bibliographic record and press CTRL S or choose copy subfields from the EDIT menu. In the holdings record place the cursor on the subfield c and press ALT S. This will copy

    • If the owning location is not present, you must add it to the 852 in subfields a| (FU), b| (sublibrary) and c| (collection). If you wish to avoid having to type in the location, you can either create the item record first (with location) or use the cataloging macro suite which makes adding the location information somewaht easier.
  • If the title is a single monograph, save to the server.
  • 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."
  • If the title, has multiple volumes or accompanying supplemental material (such as CD-ROMs, sound discs, DVDs, etc.) or indices, see listings under "Holdings and Items" in ALEPHPRO.

  5) Item Record Creation, Barcode Placement, Call Number Proofing

• Click on the Item Module icon on the tool bar in the Cataloging Module
  • Typically there will be anitem record. Let your supervisor know if you encounter bib records without an item record attached. 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.
    • Verify that the call number has been brought in from the holdings record (fifth text box down from the top). If it has not been pulled from the holdings, check the Holdings Link text box. If it is blank, click on the arrow next to the box and select the correct holdings number. Be sure you know the number before selecting.
    • 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. The item record should update itself.

   

  • If there is no item record listed in the Item List, press the ADD button and create an item record. Complete the following:
    • sub-library and collection
    • material type: Material Type: always use BOOK regardless of actual format (unless doing a serial in which case this is the wrong procedure)
    • 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:
      • If placing in Processing area for labeling/tattle taping use PP.
      • If placing in Processing an already labeled, fully processed item to be boxed, use TR.
      • If placing on the binding shelf in Processing, use BS. Check Preservation Department’s web site for the criteria for sending material to Preservation/Binding.
    • 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.
  • 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 LAC. Remove the book jacket and place it inside the book.

  6) Post Cataloging Procedure

• Count titles for statistics using statistics macro.
• Sort books by location for Processing.
• Put books on processing shelves.

Indexed:Copy Cataloging - DLC/PCC Material

                 DLC/PCC Cataloging Procedures

                 Library of Congress Copy Cataloging           

Prepared by:Doug Smith

Updated: February 14, 2007

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