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Cataloging

Special Poilcies

  1. Aandahl - book jacket is retained; two spine labels are typed, one for the book and one for the jacket
  2. Authority work.
    • a) any literary person for whom no call number exists in ODIN, enter the name according to AACR2 and call number according to Authority file, tag 053 or Literature Schedule
    • b) any music person for whom no known call number exists for a type of music, enter the name according to AACR2 and call number according to authoritative resources see Music
    • c) any person or agency (especially from North Dakota, UND, etc.) for whom no authority record exists in OCLC, generate a draft NACO record, photocopy the name and pertinent identifying information, and label photocopy
    • d) all entries on a bibliographic record for main entry, added entry, subject, and series will be verified.* All series should be checked on OCLC. "Older" series should also be checked in ODIN to verify that all records have the current format* Subject headings should match OCLC and follow standards of AACR2 and the LC Subject Heading manual and other applicable standards.* Main and added entries should match OCLC and follow standards of AACR2 and other applicable standards.
  3. 3M strips will be placed in everything leaving ABC (except RARE BOOKS) that is to be shelved in CFL. Materials processed by BNA will be stamped and already stripped. If not stamped, the item must be stripped and stamped.
  4. To keep track of where a book is until it is processed and out of ABCz
    • All uncataloged non-serials items should be accessible by term search through an acquisitions record.
    • New books are handled according to "Who gets what" (see below for list)
    • Each cataloger will have a specified location for materials given to them.
    • For all cataloged books, new or recataloged, the processing status will be set appropriately.
    • Staff/Students are responsible for verifying that an item record exists, determining that information download correctly for new books, and detecting mismatches. The staff that processed the items are generally responsible for making corrections for those items. Materials identified as containing possible errors will be returned to the staff by the person creating the item.
    • Staff/Students, for new books follow proceedures at: New Books The processing status for other items should be set appropriated and delivered to Access Services or appropriate location.
  5. When a new title is cataloged that should have a contents note, make sure the contents note is as complete as you can make it. If you have an added volume, use the cataloging workform to add to the contents note on the existing record.
  6. Conferences that are numbered will have holdings: N_Y____
  7. Index table materials:
    • a) Bibliographic records will contain the input stamp: INDEX TABLE ## (to include the table number and letter designation). Example: UNDB[INDEX][TABLE][11a]
    • b) No note is to be added to the item record regarding index table location.
  8. Oversize. Materials in sets where some items are oversize and some are not, each item should be treated by how it fits on the shelves. Use OVER as the Collection on the oversize materials and the other pertinent locations for the standard (30 cm. or less) materials.
  9. Federal government documents being cataloged for Geology:
    1. if a monograph catalog with SUDOC number in 086 0
    2. if a serial or part of a series, catalog together using ANA LKRs with the exception of Open-file reports which are cataloged individually. A subscription record is used for checkin.
  10. No item is cataloged without approved accompanying forms indicating location, status, and/or other special requirements.
  11. No change in location or status contrary to what is indicated on order slips for new materials is made without consultation with appropriate bibliographers.
  12. No change in location or status is made to already held materials without Change-in-location or Withdrawal forms being completed.
  13. We follow national, regional and local standards for cataloging. Changes in these standards or concomitant procedures that affect other departments and branches are communicated as appropriate. Similary, changes related to ODIN are also communicated.
  14. Departmental staff scheduling is to be designed such that staff is always present during work hours to handle nearly any situation.
  15. An ordered item with no OCLC record is originally cataloged after three months.
  16. One issue of a journal, especially a gift, is not cataloged unless the whole issue is specific topic or a particular article has been ordered.
  17. All items leaving the department are DIR'd; non-UNDA items checked out to special ID's are discharged.

See also Advanced Cheat Sheet

Who gets what

General new books

  • Tony primarily handles these
  • Elise will handle rushes for these

Books that have something special should go to the staff members below:

  • Teji - Art and Reference monographs
  • Elise - Addeds and CDROMs and AANDAHL and Replacements
  • Shelby - ND and serials - anything with a number associated with the title or possibly even the series, Energy
  • Joan - Childrens Books - fixed field j or 650s with Juvenile 
  • Shelby - Old/Rare
  • Beth - Reference, Titles in sets/analytics - 300 v. or 362 present -- any book with a title with vol. or year in it or series with vol. or year in it (to check on set/analytic decision in Aleph); special projects related to serials
  • Laurie - Popular reading, theses, Energy
  • Beth/Laurie - Fiction PR-PZ on OCLC 050/090, Popular Reading

New books in general go to new books shelves in order by invoice

  • Shelby or Joan - K-level records
  • Helen or Shelby - paid online journals
  • DPDT or Shelby - Marcive problems, esp multiple temp or wrong/mixed formats
  • Felecia - Music

Special projects

  • Teji - digital projects
  • Tony - online state docs, monographs and serials; online journals as assigned