Original Cataloging Workflow

Original Cataloging of Monographs

This workflow includes complex copy cataloging and upgrading of OCLC records.

With book in hand:

Perform the first three steps of Copy Cataloging Workflow, especially if it has been several weeks since searching was done.  In particular, it is sometimes possible to catch added volumes or copies at this stage.  Always search the title in OCLC in case a record has been updated or added since it was last searched.

If the OCLC record is Minimal level, it needs to be upgraded by adding notes, subject headings or added entries. Add the new fields and Replace and Update the master record. (If the fields are not present, it often does not require an Enhance login to replace the record.)  It is preferable to upgrade the OCLC record for the benefit of the whole network rather than make changes only in Voyager.  A call number that conforms to the current edition of Dewey can also be added to the master record.

If there is an OCLC record for a related work, derive a new record from it.  It is usually helpful to derive the Fixed Field as well as the variable fields.  New records must conform to AACR2, so edit accordingly and put Desc a in Fixed Field.  Be sure that the ISBN and date(s) are the correct one for the current edition.

If there is no usable record, create a new record in OCLC.  Get a blank workform by going to Cataloging>Create>Single Record>(choose format, usually Books).

Fill in the Fixed Field (MARC leader).  Some fields have already been filled in.  The fields represented by fill characters are required.  Desc should be a for AACR2.

The variable fields 245 (Title and Statement of Responsibility), 260 (Publication Information), and 300 (Physical Description) are required in OCLC records.  Be sure to add the ISBN in field 020.  Either the 10-digit or 14-digit ISBN can be entered.  OCLC supplies the other form when the record is validated.

Add series title, notes, and added entries from information in the book or other resource according to AACR2.  Add uniform title and other forms of title.  Add Library of Congress subject headings unless the work is a single work of literature.  All fields should have correct MARC tags and subfield codes.

A Dewey call number should be added to the master record unless it falls into a UIUC local scheme (particularly literature).

Save the record to the local Save file.  An indivdual local Save file should be set up in the shared OCLC Connexion folder if possible, using the cataloger's netid.  Use File>Local File Manager  to create a local Save file.

All name headings should be checked in the Authority File.  Establish headings not in the Authority File according to AACR2.  You may control the headings;  this is a signal to other catalogers that the headings match the forms in the Authority File.

It is strongly advised to wait till the next day ( or at least several hours) to finish the record.  Check to see whether all needed fields are present and that there are no typos.  Validate the record; this is a check of the MARC formatting.

Update to add it to the OCLC database with UIUC holdongs. Export the record.

Replace the record in Voyager if necessary according to the Voyager Exporting Procedure.

If Voyager show headings that are not in authorized forms, check the OCLC Authority File and correct any incorrect forms.  Make any necessary NACO authority records in OCLC if you have had NACO training or put the book on the NACO shelf if you have not.

Add holdings and item record(s). Make labels and put book(s) on labeling truck.

 

GPH 11/27/2006; rev GPH 9/18/2008