Basics of Copy Cataloging Books in Voyager
Basic Bibliographic Record
1) Call the record up using a title search (Title) to detect duplicates and/or other editions. If the title search does not bring up any hits, use an ISBN or author search as a last resort.
2) Check the “enc/l” field in the leader.
a) If it is “8” or “z,” search OCLC for a better record and overlay the Voyager record.
b) If no better record is available for level “8” records, add the missing information to the 260 and change the encoding level to blank.
c) If no better record is available for level “z” records, pass the item to your supervisor for original cataloging.
3) Check the book’s publication or copyright date against the dates in the 008, call number, and 260.
a) If using the publication date, ONLY the date appears in the 260. If using the copyright date, the date should be preceded by a “c.”
b) If both a publication date and copyright date appear, use the publication date.
c) If a conference date appears in a 1xx field, the call number date should reflect the date of the conference rather than the date of publication.
4) Verify that the ISBN (020 field) matches the item in hand.
5) Compare the author(s) and title(s) to the book. The 245 should contain the title exactly as given on the title page. Use the 246 for alternate titles and/or alternate spellings of the title.
6) Compare the place of publication and the publisher (260 field) to the book.
a) If the first place given is in the United States, it should be the only one listed.
b) If a place of publication outside the U.S. is given first, the first place listed on the item AND the first place of U.S. publication should appear.
c) If the book lists two different publishers, both should appear in the 260.
7) Check pagination, illustrations, and size (300 field).
a) If plates are numbered, they do not need to be noted individually.
b) Any numbers that do not actually appear on the item should be given in brackets (e.g. [8] p. of plates).
c) If the volume contains more than 3 independent pagination systems, use “1 v. (various pagings)”
d) Be sure illustration indicators in the 008 match up with the information given in this field.
8) Check for bibliographical references.
a) If any are present, they should be referenced in a 504 note.
b) If all appear together, give the inclusive page numbers. If they are scattered throughout the book, do not list page numbers.
c) If the book contains bibliographical references and an index, note the presence of an index here as well. If the book contains an index, but no bibliographical references, use a 500 note to indicate the presence of an index.
d) Be sure the content indicators in the 008 match up with the contents of the book.
9) Scan subjects for correct use of indicators and subfields.
a) 650=general subject heading.
b) 600=personal name subject heading.
c) 651=geographic subject heading.
d) 655=form/genre heading.
e) Second indicator should always be 0.
f) $x = general subfield (indicates what the item is ABOUT).
g) $y = period of time.
h) $z = geographic subdivision.
i) $v = form/genre subdivision (indicates what the material IS, not what it’s about).
10) Check series authority (if applicable).
a) In the series authority record, the 645 and 646 will usually be “t”, “s” (traced and separate), and the series will appear in a 440 in the bib record.
b) If the series title on the item is different than the authorized title, the title on the book appears in a 490 1, and the authorized title appears in an 830.
c) If the 645 in the authority record is “n” (not traced), the series title appears in a 490 0 in the bib record.
d) If the 646 in the authority record is “c” (collective call numbering), double-check the call number in the bib record against the authorized number.
e) Special instructions for numbering appear in the 642 in the authority record.
11) Click the boat or hit CTRL-B to save, then verify that all headings are validated.
a) Look up nonexistent headings on OCLC and download as necessary.
b) If a name heading cannot be validated, and no authority record is available in OCLC, use the form of the name appearing on the title page.
c) If a subject heading is not a valid Library of Congress subject heading (LCSH), remove it from the record.
d) Check subject subdivisions to be sure they are appropriate for use with that heading, particularly geographical and other free-floaters.
i) For free-floaters, consult the LC guide to free-floating subdivisions.
ii) For geographical subdivisions, check the subject authority record. If the “geo subd” field is “i”, the heading can be geographically subdivided. If the field is blank, geographical subdivision is not permitted.
e) If a series heading cannot be validated, and no series authority is available in OCLC, pass the item to Sandy for creation of a series authority.
12) Use a MFHD call number search to verify the call number classification and cuttering.
a) If there is a question on classification, consult Cataloger’s Desktop or the printed LC schedules.
b) If the class number needs to be changed, pass recommendations to your supervisor for verification.
c) Change the cutter as needed to make the item fit our shelflist.
Basic Holdings Screen
1) Be sure that the “enc/l” field in the leader is set to “4” and that the record type is “x” for single volumes.
2) Set the 852 indicators to 00 for a single volume with LC call numbering.
3) Be sure that the call number appears in $h and $i fields. Non-public notes are $x and public notes are $z.
4) Be sure that the item location code is “Stacks.”
Basic Item Record and Processing
1) Put one accession number on the t.p. verso and one on the inside middle of the front cover.
2) Enter the accession number in the “barcode” field of the item record.
3) Initial the upper right hand corner of the first leaf after the cover.
Printing labels in OCLC
1) Verify that the call number in Voyager matches the one that will print on the label.
2) Add any special locations to the 049 in square brackets.
3) For most items, hit F7 to automatically print a label.
4) If the author or title contains diacritics, type SL6, remove them, and print with F8.
5) For a multi-volume set, add the first volume number to the call number, then print a label. Manually change the volume number and print the appropriate number of labels.
Downloading from OCLC
1) Call up the record in OCLC.
2) Use “xpo” or the export shortcut key to export.
3) Use “s” to save bib records to the save file. Do NOT save authority records in OCLC after downloading.
4) In Voyager, select Record > Import. Choose “new file” for the first import during a session, then select Export.dat. For subsequent imports, choose “previous file.”
5) Select from the list the bib record you want to import.
6) Prepare records for overlaying, if needed.
7) Use CTRL-B, or click the boat to save the imported record to the database.
Overlaying records
1) Be sure your import/replace profile is “OCLC records.”
2) In the new record, right click on the far left column by the 035 field and choose “copy this field.”
3) In the old record, right click anywhere and choose “Paste before” to insert the 035.
4) Save the old record.
5) Save the new record. You should get a message stating which record has been replaced.
Special Cases
Multi-Volume Sets
Bib record:
1) The closing date of the series should appear in the 008 if the volumes were released in more than one year.
a) The date in the call number should match the earlier number, and both dates should appear in the 260.
b) If the closing date is unknown, the 008 will read 9999, and the 260 will have only the first date.
2) The 300 should state the number of volumes in the set. If the set has not been closed, “v.” will appear in the 300.
3) The 505 should contain titles for each volume, and must be updated as new items are received.
4) You may also wish to include name/title (700+ $t) or title added entries (730 or 740) for each volume in the set. Use second indicator 2 in these cases.
Holdings record:
1) Set record type in leader to “v.”
2) Set 852 indicators to 01 for a multi-volume set with LC call number.
3) After call number, use $m to indicate how the series should be numbered. (e.g. $m v.).
4) If we have an incomplete set, add the following 866 field: 866 41 $8 0 $a Incomplete holdings.
5) For all sets, add an 866 field stating which volumes we do own. (e.g. 866 41 $8 0 $a v.1-v.10)
Item record:
1) Add accession numbers and items as usual. All first copy volumes should be attached to the same holdings record.
2) Include the enumeration and/or chronology in the appropriate fields of the item record.
Reference Materials
1) Check bib record as usual.
2) Be sure that the item location code in the holdings and item record is “Reference.”
3) Item type should be “Non-circ.”
4) In 852 $x, include any notes as marked (e.g. “Latest ed. in ref.”).
5) In OCLC, put [ref] before KSWA so that REF appears at top of label.
6) If a previous edition of the same work needs to be transferred to the stacks, fill out a pink streamer.
Folio Materials
1) Any materials over 31 cm go in folio.
2) Check bib as usual.
3) In 852, put “$k folio” before call number.
4) In OCLC, put [folio] before KWSA so that FOLIO appears at top of label.
Multiple copies
1) Check bib record as usual.
2) Create a separate holdings record for each copy. Before the call number, put the number of the copy in a $t. (e.g. $t 2 $h TT848).
3) Attach each item to the appropriate holdings record.
Gifts
1) Check bib as usual.
2) 852 $x should read “Gift.”
Manuals are updated as needed. Please, e-mail susan.matveyeva@wichita.edu with suggestions and questions.
