Cataloging: Copy Cataloging in OCLC with a Review Step

Purpose: To create a bib and item records for URSUS by downloading a MARC record from OCLC using the Sierra interface. In the process, OCLC WorldCat is updated to show University of Maine (MEU) holdings.

Start with approval/profile books (p), firm orders (r) and gift materials (g) ready for cataloging.

Priority items may be delivered directly to staff member’s desk for immediate processing. Otherwise, priority is given to items as follows:

  1. Rush (Red flag)
  2. Ref and SciRef (Green flag)
  3. RRR Reading Room Reserve (Purple flag)
  4. Expedite for requestor (White flag with Yellow stripe)
  5. Special projects, as they arise (in consultation with Head of Collections)
  6. Other materials, in chronological order beginning with oldest

First, search for existing bib in URSUS

If no record is found in URSUS,  open OCLC Connexion Client:

1. Search words in the title on OCLC using Cataloging>Search>WorldCat (or press F2) or scan ti=[Words in the title].  If the title is too generic other options include: search by LC control number, ISBN, author/title key, or title key for a bib record matching the book.  In all cases, check for matching information in the fields listed below.  If no matching record is found, fill out an OCLC Searching slip and put the book aside for searching at a later date. If an item comes through for searching for a third time and still no record is found, route the item to Original Cataloging.  Again, information on the book must match all fieldsbelow, except as noted:

  • Date: Triangle method recommended: the date of the book must match date in the fixed field, call number, and field 260/subfield c (exception: conference proceedings use date of conference, not date of publication, for the call number). Printing date need not match if the latest copyright date matches.
  • Title. Must match 245 field exactly. If the only available record is CIP (ELvl=8), consult with Original Cataloger as needed.
  • Publisher.
  • Last numbered page.
  • LC call number. There must be a complete LC call number. If it is tagged 050, no further action is required. If it is tagged 090, change tag to 050. If there is an ‘x’ at the end of the call number, delete the x. If the call number includes a volume number, put book aside; this may indicate the need for a classification decision. If there is any unwanted call number tagged 050, 086 or 092, change the tag to 949. If an unused call number has an indicator value of 0 or 1, delete the indicator value. If there is no usable call number, route to Original Cataloging.Note on Juvenile Subject HeadingsSubject headings assigned from the Library of Congress Juvenile Subject Headings are found in field 650 with second indicator = 1.  Orono practice is to change to regular LCSH coding if headings are identical.  If the juvenile heading does not match LCSH, it is left as is.  Procedure:
    1. Change the second indicator of all juvenile headings (650 _1) from 1 to 0.
    2. Validate control headings in Connexion Client <Shift F11>.
    3. Headings that turn blue are OK.
    4. If any headings do not turn blue change them back to 2nd indicator = 1.
    5. Proceed with preparing and downloading the record as usual.
  • Subject heading. Except for literary works, there should be at least one 65x_0 subject heading. 653 and 655 subject headings can remain in the record, but cannot be the only headings.  See below for special instructions on 650_1 juvenile subject headings. Pass to Original Cataloging if any questions.
  • Series. Series title, if applicable, should appear in the 830 field (or 440 field).

2. CIP, UKM, and NLC records. CIP (Cataloging In Publication) records represent preliminary cataloging produced in advance of publication and are identified by fixed field ‘ELvl’ (Encoding Level) = 8. Several fields may require correction or filling in (title, imprint, collation). Route all ELvl 8 items to Original Cataloging. In addition, records of any ELvl created by the agencies UKM and NLC may require special attention. If questions arise when working with these records, pass the item along to Original Cataloging as well.

3. Review step. At this point save the record to the Online Review File and note the number that Connexion has assigned to it. Contact Cason Snow or Sharon Fitzgerald at the University of Maine with the save file numbers so the records can be reviewed. Corrections will be sent back via email for the cataloger to correct and then proceed.

4. Command line. Contains local information which will be added to the bib and attached item record created in URSUS during the downloading process. TIP: Keep an electronic sheet of commonly used command lines to copy and paste repeated fields and values.  Individual elements are as as follows:

  • New field: 949 33 *
  • ov-.oxxxxxxx; [number of order record to be overlaid, from the order slip. Skip this step in the case of gifts or if there is a note on the order slip specifying “no overlay”] A bib record can be overlaid as well, use ov-.bxxxxxxx
  • b1-o; [input library code: o = orono]
  • b2-b; [mat type: b = monograph]
  • b3-e; [where e is an example of an assigned cataloger’s initial; check yours with trainer or supervisor]
  • bn-oro; [bib record branch code]
  • i-xxxxxxxxxxxxx [from sheet of barcodes provided, place barcode on book in upper right-hand corner of back cover; if book cover present remove and place in box before adding barcode.  Use a barcode reader to enter the number in the 949 field]
  • /loc-osta [item location code; osta is most common, other locations indicated by flag in book]
  • /sta is ‘-‘ the default option for available
  • /ty-1 [item type code; 1=book]
  • /i2- [acquisition type; p=approval; r=firm order; g=gift; s=standing order] – check white slip in book for circled ‘r’ which indicated a firm order.  Approval is the default status.  Gift indicated on flag
  • NOTE:  All of the fields are entered in one stream, separated by ; or /, without spaces. Example: 94933*ov-.oxxxxxx;b1-b;b2-o;b3-e;bn-oro;i-12345678990/loc-osta/ty-1/i2-p

5. Validate control headings by selecting Edit>Control Headings>All (or press SHIFT+F11).  Check that headings in all 1xx, 6xx and 7xx fields turn blue.  Correct any errors pointed out during the validation process, and repeat if necessary.  Consult or set aside for an original cataloger as needed if a field does not validate. If a field does not validate, click on that field and use Edit>Control Headings>Single (or press F11) and Connexion should provide guidance.

6. Update holdings for the record on OCLC. Use Action>Holding>Update Holdings (or press F8).  When holdings are updated, our institution symbol MEU is added to the OCLC WorldCat record.

7. Export the record to URSUS. Use Action>Export (or press F5).

8. Review record in URSUS to see that the overlay worked:

  • Toggle back to pre-cat title search and click enter a second time.  If overlayed properly, will still retrieve single record.
  • Check the item record for date, call# , location, etc.
  • Select View –> Public Display to review the record from the patron’s perspective.
  • While in public view, click call number link to insure only one record in URSUS with that call number
  • Open attached order record.  Suppress the order record by inserting today’s date in the CDATE fixed field . This removes the message “1 copy being processed…” from the public display.
  • Refresh view of public display to confirm order record suppression.
  • If present, test 856 field link.  If link is commercial in nature and does not provide additional information (eg. tables of contents or contents summary) suppress by changing MARC tag to 949.

9. Create call number label for the book using printing procedures.
– Order slips for Canadian books are filed in the box marked “for Betsy B., Canadian.” If there is no order slip, print out the catalog record and place in same box.
– Other order slips are put aside and discarded at end of the OCLC work session. Place the book on a truck or pile on the desktop.

10. Log out of OCLC at end of cataloging session.

11. Separate labels and place in corresponding book, with call number showing. Check that each label is in the right book.

12. Remove order slips from the books.  Firm order slips are recycled.

13. Record statistics of titles & volumes cataloged for each library (Fogler, Darling Center).

14. Deliver books to students for physical processing.

Return to Technical Services Table of Contents.

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