Cataloging: AES

Purpose: To copy catalog and create items for the materials of the Maine Agricultural and Forest Experiment Station and other state agricultural experiment stations.

All new materials will be integrated with regularly cataloged materials. They will be sent up to Copy Cataloging from Government Documents. Materials received from AES will no longer be bound prior to their arrival in the Department.

For Maine

Retrospective Materials

  1. Beginning with 1970, all materials currently shelved in the GovDocs reference area will be cataloged.
  2. Unbound materials will be sent to Cataloging. These will be treated as classed together, cataloged separately. [Exceptions: Research in Life Science and Official Inspections will be treated as unclassed periodicals. If they are NOT bound with any other title, they will remain in their original bindings.]
  3. Check URSUS for existing records for these materials.
  4. Series statements for the materials already on URSUS and those currently being processed will be brought up to date in accordance with series authority records found on OCLC.
  5. If records not found on URSUS, search OCLC for a record.
  6. A call number will be assigned by series according to the scheme shown below. Use the 092 field for call number tag. Call number configurations as follows:
    • Maine AES Ann. Rpt. [no.]
    • Maine AES Bull. [no.]
    • Maine AES Mark. Rpt. [no.]
    • Maine AES Misc. Pub. [no.]
    • Maine AES Misc. Rpt. [no.]
    • Maine AES Off. Insp. [no.]
    • Maine AES Tech. Bull. [no.]

Item Records 

The following field defaults should be:

  • Mat type = 5
  • Itype = 1 (even though mat type 5)
  • Item loc = odoco
  • Status = – (available)
  • Volume = add if available
  • Month/year = add if available

Barcode the volume; but no strip or bookplate.

For Remaining States and Territories

  1. Check URSUS for existing records for these materials. If a record is found add item record as per Adding item records to URSUS procedure.
  2. If record not found on URSUS, search OCLC for a record as per Copy Cataloging procedure.
  3. Just as with Maine materials, use the 092 field for call number. Call number configurations remain consistent with Maine materials, substituting the appropriate state to identify materials.
    • [State spelled out completely] AES Ann. Rpt. [no.]
    • [State] AES Bull. [no.]
    • [State] AES Mark. Rpt. [no.]
    • [State] AES Misc. Pub. [no.]
    • [State] AES Misc. Rpt. [no.]
    • [State] AES Off. Insp. [no.]
    • [State] AES Tech. Bull. [no.]
  4. For any other series, use the abbreviation written in the upper left-hand corner of the item to determine a precise abbreviation for a consistent call number for all items in the series.

Item Records 

The following field defaults should be:

  • Mat type = 5
  • Itype = 1 (even though mat type 5)
  • Item loc = odoca (AES) (this is the one difference between these and Maine materials.) 
  • Status = – (available)
  • Volume = add if available
  • Month/year = add if available

For unbound materials do not barcode, strip or bookplate the item.

For bound materials, follow the established procedure for cross linking. Barcode and strip the volume but no bookplate.

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Contact: um.library.technical.services@maine.edu