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Aleph Procedural Manual

Shared Storage Documents: Guide for Cataloging with Copy


Basic steps:

  • 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 if a record has already been loaded and to check for duplicate records. Aleph records with "Carp" in the 040 field should be overlaid with current OCLC copy.
  • Verify that the correct OCLC record has been downloaded
  • Search OCLC for correct record and export to ALEPH, (overlaying any existing provisional or inferior record; usually after editing; Aleph record must have PUBLIC own code and Aleph number copied into 599 of OCLC record before export).
  • Make any needed corrections to the bib record.
  • Authority Work (click here for information on how to read an authority record)
  • Besides verifying (and making needed corrections to) the 1XX, 7XX, 24X, 250, 260, 300 4XX and 8XX fields, check the validity of the main subject headings (if any) by going to CONNEXION and using the control headings functions. Personal names are only controlled with “control all” if they have qualifiers. Use of single heading control for headings not underlined after control all is often necessary to connect to existing authority records. Correct placement of geographic terms in subject strings is not reliably indicated.
  • If some subject headings are not completely verified or are not LC subject headings, 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.
  • Check series and name authorities using Connexion. 
  • 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. [Although record maintenance is pending for discontinuing the use of 440 fields, for now in the case of a shared record having a 440 we can just leave it as 440. FCLA has not converted the 440’s and it will probably be a long time before they have time to do this. Meanwhile 440’s search as a series title just like 830’s. If you are making major changes (enhancing) a record then go ahead and change it but if no other changes are needed don’t bother. Originals of course should have the 490 & 830 pair.]
  • If no authority exists for a numbered series, create a series authority or pass along to Jackie for decision on treatment.
  • If no authority exists for a name (personal or corporate), in most cases, we do not create an authority for a personal, corporate or conference name unless one is needed to resolve a conflict. Consult with Jackie, Jorge or Hank first if you feel a new name authority is needed to resolve a problem such as a split file. 

Other Details:

  • There can be only one copy of any item retained for eventual inclusion in the Shared Storage Facility to be built, so the best copy should be selected for retention and cataloged, while others are put on truck for Terri to withdraw. Retained copy of depository items should be stamped with depository stamp.
  • Macros.
    Run StoDocs statistics macro on the HOL, indicating correct format, etc.
    Run TKR macro.
  • Classification. Classify using SuDoc numbers, usually present on the item and in the OCLC record. If not, look for the SuDoc number in Andriot’s. SuDoc numbers and other existing classification numbers should be retained in the bibliographic record. If other numbers are removed temporarily to support HOL creation with the SuDoc number, ALL class numbers should be carefully pasted back into the BIB after HOL creation. It is also important that the SuDoc number is in the BIB and that it correctly uses the zero indicator value to be represented correctly in reports.
  • Skinnies. Very thin unbound items are placed in special bins by date of completion after cataloging for possible digitization. Some may be placed in binders if there are existing holes or if suitable holes can be punched without loss of information.
  • Series. The following series were selected by Documents for analysis as monographs. Do not manage these as serials except for serials that may occur within the series. In general, work on these will be completed before other series are addressed.
    A 1.34: Statistical Bulletin / Dept. of Agriculture
    A 1.36: Technical Bulletin / Dept. of Agriculture
    A 1.38: Miscellaneous Publication / Dept. of Agriculture
    C 22.11: Information Circular / Bureau of Mines
    C 22.12: Report of Investigation / Bureau of Mines
    L 2.3: Labor Bulletins / Bureau of Labor
    NAS 1.13/2: Technical translations / NASA
    NAS 1.14: Technical Notes / NASA
    NAS 1.15: Technical Memorandums / NASA
    NAS 1.26: NASA Contract Reports / NASA
    Y 3.AT 7:8 Declassified Documents / Atomic Energy Commission
    Y 3.AT 7:22 AEC Research and Development Reports / Atomic Energy Commission
    USGS Professional Paper Series – (Generally on campus, not at ALF)
  • Bound Togethers. Bound together parts of these series will be managed by attaching the item record to the first monographic title in that bound volume and connecting to it from the other records associated with that volume using LKR fields.  

For additional information see the StoDocs Homepage.

               Documents, Shared Storage


Prepared by: Jimmie Lundgren

Created: October 12, 2010

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