Cataloging in CATME during the NOTIS Freeze
Mar. 29 - May 3, 2004
If you have a multivolume set, multiple copies, or a copy or volume add that is not "RUSH", put it aside until May when Aleph comes up.
If you have a single volume monograph that has OCLC copy available, proceed as follows:
- Load the record from OCLC into CATME.
- Perform these functions in LUIS just as you normally would: Searching, loading records, completion of bibliographic, holdings, and items records in LUIS.
- When LUIS cataloging is completed, make any changes that were needed to the bibliographic record in LUIS also to the copy of the record in CATME.
- Make sure that call number used appears in 090 or 050 of record (delete any other call numbers)
- If the master record in OCLC needs to be changed, do so by connecting to OCLC, clicking on the validate button, pulling down the action menu and choosing "Replace", and clicking the print button on the CATME toolbar. Click the CATME toolbar logoff button.
If there was a LUIS record before the freeze date
- Add the NOTIS number to the CATME record as follows: 035:9blank:APC0588. That is put the LUIS number of the record into an 035 field with first indicator 9 and second indicator blank. This will allow the record to overlay the version of the record already in ALEPH in May.
- Put the location code and bar code number into the CATME record also as follows: 049:: |a flga |l (el) 31262057281338 (Where the correct 4-digit code corresponding to the location of the book is entered in the subfield a and the bar code number is entered in the subfield l (el)) This will allow the holdings and item record to be entered correctly in ALEPH in May. (For 049 codes see 049 Code List in CatPro or short list below)
- Add your initials in a 599 field to each bib record.
- Save the record to the folder in the server designated for records to OVERLAY in ALEPH as follows: display the completed record, click the CATME Edit menu, choose "Copy record" and select the file displayed in the list called: overlay.bib of //smathersnt2r\departments\rs\catme\
- Charge out and put on appropriate shelf in Processing.
If there was not a record in LUIS before the freeze date
Follow the same steps as above except for the following:
- Do not include the LUIS number in the CATME record 035 field.
- Upon completion save the record to the folder in the server designated for records to enter as new records in ALEPH as follows: display the completed record, click the CATME Edit menu, choose "Copy record" and select the file displayed in the list called: newbib.bib of //smathersnt2r\departments\rs\catme\
- All records (shared and originals, new and overlay) should be printed for subsequent record-editing and tracking. Any work done in LUIS in April can be seen by the public then, but will later be lost if not saved through CATME and loaded to ALEPH.
- Charge out and put on appropriate shelf in Processing.
If you have a single volume monograph that requires original cataloging, proceed as follows:
- Perform these functions in LUIS just as you normally would: Searching, loading records, completion of bibliographic, holdings, and items records in LUIS.
- When LUIS cataloging is completed, use the CLARR N-arrow button to send the completed record to a file, then import this record into the CATME local bibliographic file. This is done by opening CATME and using the "Import" on the "Tools" menu to bring the record into the CATME local bibliographic file.
- Make sure that call number used appears in 090 or 050 of record (delete any other call numbers)
- Records that are original cataloging will need to be entered in OCLC at this point by connecting to OCLC, clicking on the validate button, the update button, and the print button on the CATME toolbar. Right click with the mouse and choose save OCLC control number so that you can later paste it into LUIS. Click the CATME toolbar logoff button.
If there was a LUIS record before the freeze date
- Add the NOTIS number to the CATME record as follows: 035:9blank:APC0588. That is put the LUIS number of the record into an 035 field with first indicator 9 and second indicator blank. This will allow the record to overlay the version of the record already in ALEPH in May.
- Put the location code and bar code number into the CATME record also as follows: 049:: |a flga |l (el) 31262057281338 (Where the correct 4-digit code corresponding to the location of the book is entered in the subfield a and the bar code number is entered in the subfield l (el)) This will allow the holdings and item record to be entered correctly in ALEPH in May. (For 049 codes see list of Location Codes in CatPro or short list below)
- Add your initials in a 599 field to each bib record.
- Save the record to the folder in the server designated for records to OVERLAY in ALEPH as follows: display the completed record, click the CATME Edit menu, choose "Copy record" and select the file displayed in the list called: overlay.bib of //smathersnt2r\departments\rs\catme\
- Charge out and put on appropriate shelf in Processing.
If there was not a record in LUIS before the freeze date
Follow the same steps as above except for the following:
- Do not include the LUIS number in the CATME record 035 field.
- Upon completion save the record to the folder in the server designated for records to enter as new records in ALEPH as follows: display the completed record, click the CATME Edit menu, choose "Copy record" and select the file displayed in the list called: newbib.bib of //smathersnt2r\departments\rs\catme\
- All records (shared and originals, new and overlay) should be printed for subsequent record-editing and tracking. Any work done in LUIS in April can be seen by the public then, but will later be lost if not saved through CATME and loaded to ALEPH.
- Charge out and put on appropriate shelf in Processing.
Rushes
If you have a single volume monograph, follow the instructions above.If you have a multivolume set, multiple copies, volume add or copy add, catalog in LUIS, but do not save the information to the server. Instead make a printout and put it in the Freeze Rush basket in Copy Cataloging.
OCLC Location Codes for 049 fields most often used:
(Others available in CatPro under 049 Code List)Main FLGA
Main, Reference FLGB
Latin America FLGC
LAC, Reference FLGX
Science Library FLGE
Science, Reference FLGJ
Judaica FBGA
AFA Library FLGD
Journalism/Communications FLGG
Music Library FLGH
Education Library FLGK
Afri FYGA
Asia FWGA
Mead FLGN
Indexed: Cataloging Freeze
Cataloging Freeze
Prepared by: Jimmie Lundgren and Priscilla Williams
Created: March 20, 2004
Last updated: April 3, 2004
