Technical Services Policies

Page Editor:Don Depoorter/Leah Black
Last Updated: November 27, 2007

A | B| C| D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

ADDS

Added copies, locations, or volumes will not be ordered on our Prompt-Cat shelf-ready accounts.

Adds for partner libraries: See Merged catalog

Staff in Technical Services will ask a selector for a decision to specifically add or retain another copy of a title or volume of a title, unless the decision is clearly documented.

ARREARAGES

Newly received print materials lacking acceptable cataloging copy will be assigned to a temporary location ("TLOC") in Technical Services.

ATTACHED RECORDS

Checkin records

A single serial checkin record will be displayed in Magic for each location with holdings information to represent the volumes. Checkin cards can be deleted when all issues reflected on the card have been bound and have been recorded in the holdings field provided the card is the oldest card attached.

Item records (see also Item Records)

An item record will be linked to each cataloged bibliographic record.

Bar codes in item records (see Bar codes)

Order records

A firm order record is required for every monograph purchase or approval plan book.

Standing orders must have an order record created for each standing order. When multiple titles are paid with a single payment, a bibliographic record listing all of the titles included as part of the payment is created and suppressed from public view.The titles will be cataloged on their own records with a separate order record attached that refers back to the payment record.

AUTHORITY RECORDS, NAME

Name authority records are not used for all name entries. Catalogers will search Magic and OCLC for a name authority record when one is needed according to these rules:

Personal name: An authority record is needed if the name is compound, contains a sub field q, or represents an author with a lit number. Corporate or conference name: An authority record is needed if there is need for a cross-reference, that is, if there is reasonable likelihood that the name might be searched under a variant form.

Copy catalogers

If no record or an incomplete record is found, the copy cataloger will notify DataCat so that a record may be created or edited. Only DataCat or Cataloging and Metadata Services staff will create or edit name authority records.

CMS catalogers

When creating new name authority records (personal, corporate, or conference), CMS catalogers will enter the records into OCLC via NACO, except in those cases where local deviation from NACO is approved.

When a name does not have an authority record, original catalogers normally should use the form found in OCLC WorldCat (if any) and should make an authority record to document any fuller form that is on the piece being cataloged. Exception: If the record already in OCLC WorldCat is for a thesis, and the cataloger has a published work using a different form, use the form from the published work and report the thesis record for bib file maintenance.

AUTHORITY RECORDS, SERIES

All series will be traced and will have an authority record. If tracing a particular series is not desired, it will be removed from the series field and treated as a note.

Catalogers will search for series authority records in MAGIC for all series included on bibliographic records.

Copy catalogers

If no record or an incomplete record is found, the copy cataloger will notify DataCat so that a record may be created or edited.Only DataCat or Cataloging and Metadata Services staff will create or edit series authority records.

CMS catalogers

May export OCLC series authority records to MAGIC or, if there is no record on OCLC, may enter a new record directly into MAGIC.

AUTHORITY RECORDS, SUBJECT

It is not necessary for every subject in Magic to have an authority record. For policy on subject authority checking, see Subjects.

For subject authority work, librarians on the Cataloging and Metadata Services team should use the procedures described in the Subject Cataloging Manual: Subject Headings, 5th ed., sections H187-H400.

BACKLOG (see ARREARAGES)

BAR CODES

Bar codes are placed on materials to enable circulation and control of the materials. New materials are bar coded after cataloging, as part of the quality control process handled in DataCat. Older materials are bar coded as needed for circulation by InterLibrary Services and as part of the project to bar code all materials in the Main collection.

Colors of bar codes

White used on pieces located in Main and most units within the Main Library
Yellow used on pieces located in outlying branch libraries
Pink used on pieces located in Fine Arts - Music

Placement

On the outside, back cover of print materials.
On the blank, front leader of a microfilm reel (done only as needed for circulation)
On an envelope for microfiche (done only as needed for circulation)
On the title label of videocassettes; or as directed by a branch
On jewel cases of CD-ROMS and DVDs

Shields

An appropriate shield is applied over the bar code on print materials to protect the barcode.

Duplicating

Pieces with a bar code on the inside front cover, should have the bar code duplicated and placed on the appropriate location on the back cover on the piece and covered with a shield.

BROWSING COLLECTION

Book jackets will be left on books for the Browsing Collection unless the books come through the shelf-ready process.

DataCat will handle maintenance of the Browsing Collection.

Materials selected for the Browsing Collection will be processed through RUSH workflows upon receipt. (Hotlink to RUSH policies)

CALL NUMBERS (see Classification Systems & Applications)

CLASSIFICATION SYSTEMS & APPLICATIONS

The Libraries will follow the Library of Congress classification system, applying the latest LC schedules, unless institutional needs justify exceptions.

The LC class number on any supplied bibliographic copy will be used unless it is a duplicate to the MSU collection or is an error.

A bibliographic record selected at the order point does not represent a cataloging treatment decision.

Call numbers must be unique.

When partner libraries have different call numbers for a title, the partner creating the record in Magic will use the indexed call number in the bibliographic record for their call number display.Item records for copies of the title held by other partners will contain the appropriate call number field to display the partner’s call number.

For copy cataloging workflows, call numbers in either 050 (preferred) or 090 bibliographic record fields will be considered acceptable without alteration with the exception of call number types and classes specifically prohibited.

The Libraries does not currently use the following call number classes:FC, JX1977.A2, LD791.9 (UCLA theses), LD1780 (Florida theses), PZ, and Z over 5000.

Call numbers are written in pencil in all print materials except Special Collections materials, Microforms, shelf-ready PromptCat books, and MSU Theses.

Locations are stamped over the call number for all locations except Main, Browsing, Special Collections, and Faculty Book Collection.See Locations

Editions – Sara to provide explanation.

Call numbers going to special locations:

K-KZ call numbers ordered for Main will be cataloged/processed for Business
G call numbers over 1000 ordered for Main will be cataloged/processed for Maps.
M call numbers ordered for Main will be cataloged/processed for Fine Arts: Music.
N call numbers ordered for Main will be cataloged/processed for Fine Arts: Art.
TR call numbers ordered for Main will be cataloged/processed for Fine Arts: Art.

For non-print materials, the format will normally be identified at the end of the call number (CD-ROM, Map CD-ROM, DVD-ROM, Microfilm, Microfiche, Videocassette, Video DVD, Audiocassette, Online). Records for electronic titles that are loaded in batches from other sources will have the word Online placed in the volume field of the item record.

Volume and copy designations are included as part of the call number in the item, except for copy 1, which is not used. Volume designations are given in the vernacular, using approved abbreviations.

Call number placement

Hardbound books: Call number will normally be written inside the front cover, in the upper left-hand corner.
Paperback books: Call number will normally be written in the center of the title page verso.
Non-print resources: Call number will be written on a yellow stickie note affixed to the resource.

Placement in bib and item records

Use 050 or 090 for monographs and serials. Use 099 for U.S. government documents, MSU theses, and microforms. SuDocs call numbers will appear in bibliographic records in the 086 field and the field indexes, but catalogers should use the 099 field for these numbers. (updated 6/23/05)

Shelf ready call numbers

Call numbers on bibliographic records supplied for PromptCat Shelf Ready materials will be accepted without review except for call number classes specifically prohibited or in cases where the call number date does not match the book in hand.
For bib records that include two different 050 or 090 fields, the call number provided to the vendor by OCLC will be accepted unless it can be demonstrated that the classification is incorrect according to LC Classification Schedules.
Shelf-ready books with spine labels affixed will be relabeled if there is a call number error involving a change in the class number or a difference in date that is greater than one year.If the call number error involves a change in the cutter or a one year difference in date the book will not be relabeled.

Duplicate call numbers

The exact same call number in monograph bibliographic records, one for an MSU title and the other for a partner library, are not considered duplicate call numbers.
Call numbers with different years at the end are not considered duplicate call numbers.

Call number spacing in Magic

All call numbers in bib, item, checkin, and authority records must have appropriate MARC field delimiters and spacing. (see Call Numbers: How to Format )

CATALOGING, GENERAL - TECHNICAL SERVICES

GENERAL POLICIES
Batch online processing is the preferred method of cataloging. Whenever possible, all catalogers will us batch processing for their OCLC work.

The MSU Libraries follow LC cataloging practice whenever possible, keeping local exceptions to a minimum.

Online catalog order records will be updated to include a CDATE when the piece is cataloged.

The CAT DATE field in the fixed field of bibliographic records reflects either the date the title was cataloged, the date the cataloged bibliographic record entered the online catalog, or the date of migration of records from the NOTIS online catalog to the Innovative Interfaces Inc. online catalog. This date should remain constant. If the bibliographic record is overlaid, the original date should be retained in the record.

A non-print version of a print title will normally be cataloged on its own bibliographic record, separate from the print record. There will be certain exceptions (eg., MSU theses).

Notes fields, General

Contents field (505)

Information in a 505 field (Contents field) will be kept in the bibliographic record regardless of whether MSU owns the volume to which the information applies. Enhanced contents fields are kept in the bibliographic record.

Local notes field (590)

590 fields will be used in bibliographic records for local information, such as signed copies and donor information. n MSU 590 fields will begin with MSU: n Law Library 590 fields will begin with MSU Law Lib.: n Library of Michigan 590 fields will begin with LM:

Series

A series authority record will be created in the online catalog:

to record analysis treatment,
to state appropriate caption and/or numbering, and
to note a change in the form of the series, captions, and/or numbering.

CATALOGING, GENERAL - COPY CATALOGING

For copy cataloging, OCLC copy will be accepted without alteration whenever possible.

When cataloging using existing OCLC copy, prefer DLC copy or member copy with "pcc" in the 042 fields, and prefer DLC or member copy to UKM copy.

Series information recorded in MARC-tagged 490 indicator 0 (zero) fields will be left in bibliographic records unaltered for copy cataloging workflows (including PromptCat) when the information accurately represents data from the piece being cataloged. Information pertinent to a series authority record may be forwarded to authority control in DataCat at the cataloger's discretion.

Bibliographic records created by a non-English cataloging agency are not used for copy cataloging workflows unless the record was created by a vendor. A new bibliographic record may be derived from a non-English cataloging agency record when exact English-language copy is not available. Notes, subject headings, and any other non-descriptive bibliographic record elements must be rendered into English or deleted for vendor-created non-English records and all new bibliographic records derived from a non-English record.

CATALOGING, GENERAL - Cataloging and Metadata Services (ORIGINAL CATALOGING)

National bibliographic resource records in WorldCat will be enhanced when the OCLC cataloging input rules gives a cataloger the permission to enhance the national bibliographic record.

Print monographs are cataloged according to LC's Core Record Standards.

Serial titles are cataloged, according to the national standards of CONSER, whenever possible.

Authorities

The MSU Libraries will follow LC practice, whenever possible.

Names

New name authority records will be created or existing name authority records revised, according to CONSER (Cooperative Online Serials Program) series standards, and contributed to the national series authority database, SARs, whenever possible.

OCLC

We will contribute our cataloging to OCLC WorldCat when possible.

We maintain holdings information in OCLC.

Overlay policy (see Overlay)

Related records cataloging

When exact copy is not available in OCLC, a new record may be derived from an existing OCLC record. This may be done when the existing record very closely matches the piece in hand in important ways, including author and title, but some descriptive elements differ or the item described in the existing record is in a different format. OCLC's input standards for new bibliographic records should be followed, including verification that entries conform to the latest AACR2 form.

Series

New series authority records will be created or existing series authority records revised, according to CONSER (Cooperative Online Serials Program) series standards, and contributed to the national series authority database, SARs, whenever possible.

Subjects

A new subject or new cross-references may be submitted to the national LC subject authority file through the SACO (Subject Authority Cooperative Project) process.

Classification

A Library of Congress classification number, from the latest LC classification schedules, shall be assigned to a work, when appropriate.

Description

Descriptive cataloging generally follows AACR2 national descriptive standards. Where AACR2 national descriptive standards permit options, generally the CMS Team catalogers will follow the Library of Congress's decisions. Local exceptions to LC practice are permitted, as needed.

Subjects assigned to a work

Library of Congress subject headings, following the latest LC subject heading guidelines, shall be assigned to a work, when appropriate.

Uncontrolled subject headings may be assigned to a work, when no specific or appropriate LC subjects have been established which apply to a work.

Final cataloging treatment decision-making is the responsibility of Technical Services cataloging staff. Technical Services staff may consult with bibliographers as needed when the qualities of a newly received item pose shelving or cataloging treatment questions.

COMMUNICATION (T.S. Communications Policy)

Individuals are encouraged to communicate directly with the person most involved or likely to have the information needed for any specific work-related or other library assignments, whether within or outside the team. Direct communication with the appropriate person is also encouraged for problem-solving. This is our primary communication pattern.
Team managers should be consulted when policies or procedures are involved, when inter-team or intra-team issues arise [which have not been successfully resolved among individuals], when information needs to be broadly shared with other team members, and when quality and/or training issues are identified.
Whenever communication problems are creating a negative impact on the ability to perform one's work assignments, this matter should be reported to the appropriate team manager for appropriate action. Team managers will follow appropriate University and Library policies in attempting to find a resolution.

COMPUTER USE [Connect to Michigan State University Libraries Workplace Rules for Computer Utilization by Library Staff]

DATE DUES

Date dues are placed on circulating materials in DataCat, except for bound volumes processed through Binding Prep and shelf ready material pulled from the Main Library New Book Shelves by Circulation. The design and any wording on date dues are established by Circulation.

Colors

Material for Main and most branches or units receives a white date due
Browsing Collection material receives an orange date due.
Fine Arts - Music material receives a pink date due.
Fine Arts - Art material does not get a date due.
Non-circulating material, i.e. Main Library Reference does not get a date due.

Placement

Date dues are not placed on the title page of a piece.
Date dues are placed on the first flyleaf of a hardbound piece.
Maps or diagrams inside the cover and covering the first flyleaf of a book, that are not duplicated on the back cover, require the date due to be placed on the inside first flyleaf.
When the title page is the first flyleaf of a title, the date due is tipped in. The edge of the date due is folded to allow a small portion of it to be glued to the inside cover, leaving the area to be stamped with the due date covering but not sticking to the title page. A special folded date due is used for this process.

DOORS INTO/OUT OF TECH SERVICES

Doors will be locked at 5 p.m. (Exception: Red Cedar door is locked at 7 p.m.). Doors will be opened by 7 a.m.

Mailroom staff is responsible for monitoring the mailroom door. Acquisitions staff provides backup when Mailroom staff are unavailable between the hours of 7:00 a.m. and 5:00 p.m. A doorbell is installed in Acquisitions. Mailroom staff can switch the bell to Acquisitions when backup is needed. It is acceptable for Technical Services' staff to sign for packages from delivery services.

FILE RETENTION SCHEDULE (Acquisitions)

Cease/Cancellations are kept for 3 years
Green sheets are kept for 5 years
Material returns are kept for 3 years
Over $200.00 orders are kept for 3 years

FOOD AND DRINK POLICY

In order to minimize accidental damage to MSU materials and equipment, staff should exercise extreme caution when consuming food and beverages in work areas. Care should be taken to ensure that food consumed in work areas does not create discomfort for a co-worker (i.e. aromatic foods and/or foods that require heating may not be consumed in work areas with the exception of such foods included in officially sanctioned team or division parties). Supervisors have a responsibility to educate staff on preservation issues related to food and may set more specific policy by team or task as needed.

490 indicator 0 (zero) series fields (see COPY CATALOGING, GENERAL)

HEADPHONES

Technical Services staff may use headphones to listen to music and/or the radio. Appropriate headphones should be small and fit inside the ear. Large headphones that cover the ears are not allowed. Use of smaller headphones should enable the user to hear any emergency announcements or alarms. It should be noted that a person wearing headphones can still be approached by other staff, and should turn down/off the music or radio to answer questions. If the noise from the headphones disturbs other staff, staff can ask the listener to turn down the volume.

ITEM RECORDS

An item record will be attached to each bibliographic record.

An item record must be created for a title even if there is no bar code in it.

A bar code will be placed in an item record even if the location is non-circulating. Special Collections material is not bar coded.

When a copy or volume of a title is withdrawn, the item record will be deleted.

Dummy items were created for the catalog change to the III system. If a bar code is added to a dummy item, the d in the Imessage representing “dummy” should be removed.

Required fields in monograph item records are:
            Copy number
            IType (system supplied at creation, unless a unique circulation rule is needed)
            Location
            Status
            Agency code (system supplied)
            Volume field (if title is a multi-volume work)

Required fields in serial item records are:
            Copy number
            Icode1 (if the title has limited circulation for a period of years)
            IType (system supplied unless a unique circulation rule is needed)
            Location
            Status
            Agency code (system supplied)
            Volume field (unless an unbound issue of the title)

Variable fields found in item records:
Bar code
Call numbers 050, 090, 092, 099, and 086 are used when a piece has a call number different then the one in the bib record
Staff note
Supervisor note
Problem note (often used with a code in the Imessage to have a piece returned to a specific staff member after circulation)
Work stats identifying the cataloger
945 fields containing information from the previous library catalog
Other fields used by Course Reserve, Inter-Library Services, Binding Prep, Circulation, and Preservation

Inventory field (INVDA) will be updated when apiece is sent to the Main New Book shelves.

All new item records for branch libraries will be placed “in-transit” before the piece leaves DataCat.

Sublocations in the location field will be filled in by the branch library receiving the piece except for the following locations: Main Library Reference and the Digital & Multimedia Center.

Records for electronic titles will have an item record. Item records for Serials Solutions titles will be suppressed from display.

4/24/07

JOURNAL (ELECTRONIC)

An "in-house" cataloged bibliographic record for an electronic journal will not include holdings information. No checkin record will be created for the title.

Bibliographic records from Serials Solutions for electronic journals will have checkin records and coverage data will be displayed to the user.

JOURNAL (PRINT) ROUTING POLICY

A journal issue may be routed to staff if:

The title is not destined for the Periodicals Reading Room vertical file. Exceptions:
1. If the vertical file received two copies, one will be routed.
2. "Choice" will be routed even though it is a vertical file title.
The title does not need to be cataloged (added and bar coded upon receipt) after it arrives. Routing is meant to accommodate current issues of journals, not annuals, etc.
The title is not destined for Special Collections.

Note: Any title can be routed to Turfgrass for inclusion in their database, regardless of location.

Labels

On what material
Location
Supply
Special labels

Library of Michigan (see also Merged Catalog)

Merged Catalog

In the merged catalog, the first partner to catalog an item normally “owns” the bibliographic record. If other partners need a different call number, they will add it in the item record. Exceptions:

K call numbers: MSU Law Library will always have the master bibliographic record.
Michigan documents: Library of Michigan will always have the master bibliographic record.
Newspapers: Library of Michigan will always have the master bibliographic record. [Are Michigan docs and Newspapers correct – LOM owns?]

Records from partner libraries will be included in MSU Magic scopes if MSU patrons can use the materials.

590 notes: See Cataloging: General policies

MSU Law Library (see also Merged Catalog)

Any electronic resource licensed to the Law Library will be restricted to Law Library users. Therefore the note in the 856 will state: Connect to online resource - Law Library authorized users.

MSU Theses

Separate records will be created in OCLC for paper and fiche copies of MSU theses. In Magic, however, there will be only one record, which will contain both paper and fiche information.

Non-English catalog records (see CATALOGING, GENERAL - COPY CATALOGING)

Overlay

When exporting a record from OCLC: State in the 949 field what record to overlay OR that you do not want it to overlay anything (*ov= ;)

Oversized Books

Monographs ordered for Main that measure 31 cm. or more in height or width will be processed for the Oversize Coll.

Protectd Fields

Related Copy

When exact copy cannot be found on OCLC, copy for closely related works (previous edition, the same work in a different format, an earlier or later conference, etc.) may be used as the basis for an original record.

Remote Resources (see Electronic Resources)

Returns

If a title was received less than 6 months before a return is requested, we will try to return it to the vendor.

Routing Journals

A journal may be routed to staff if:

The title is not destined for the Periodicals Reading Room Vertical file. Exceptions: a. If the Vertical file received two copies, one may be routed. b. Choice will be routed even though it is a Vertical File title.
The title does not need to be cataloged (added and barcoded upon receipt) after it arrives.
The title is not destined for Special Collections.

Rush

Rush Catalog and Processing

Definitions of rush for Acq., Cat., DataCat
Locations receiving rush treatment
Abuse of rush policies

Serials

Availability of copy on OCLC will be a factor when making serial vs. monograph cataloging treatment decisions.

Catalogers may continue to choose to treat serials with distinctive titles received through the gifts workflow as monographs, and to take cataloging treatment recommendations from selectors into account when making final treatment decisions.

Bar coding of serials (see Bar coding)

Checkin records (see Attached records)

Electronic serials (see Electronic resources)

Serials catalogers will follow CONSER guidelines whenever possible.

Serial catalogers will follow guidelines as found on the Technical Services website for local practices (e.g., LDRs, 853/863 holdings, serial streamers, captions)

MARC coded fields 853/863 will be use for detailed holdings, if possible, for any newly-cataloged title, regardless whether it is on standing order and regardless whether the publication has ceased. An exception is made for remote-access serials.
For serial titles, change the 3rd letter in the 049 field from M to N (e.g., EENR, QENJ).

No 510 fields will be deleted from bibliographic records already in Magic, but we will not add 510 fields to new cataloging.

Series field 490 indicator 0 (zero) (see COPY CATALOGING, GENERAL)

Software Testing

Software and supplemental software will be sent to the DMC for testing prior to cataloging only if the software/supplemental software format is a 3 1/2 in. square disk and/or the purchase price of the piece is over $500. [Should “and/or” be just “or”?]

Special Collections

Question whether Special Collections wants a title if:

It was published before 1800, or

Fewer than 500 copies were published, or

It is autographed by the author.

Statistics

We will keep statistics as required by ARL (the Assn. of Research Libraries). Cataloging statistics will be counted using a work stats note in the item record of each cataloged piece.

Student Regulations & Attendance Guidelines

Subject Headings

All records except those for literary works (fiction, drama, poetry) should have at least one subject heading with the second indicator "0" (zero). This can be a 600, 610, 611, 650 or 651 heading, as appropriate (but not 653 or 655).
No subject authority checking is required by copy catalogers. Original catalogers use their discretion.

Supplementary Materials

Printed supplementary materials will be kept with the main piece for all titles regardless of destination (includes all titles for Main and Branch locations).

Non-print supplementary materials for items going to Main will be separated from the main piece and housed separately.

Non-print supplementary materials for items going to branches will be sent to the branch with the piece.

Supplies, Ordering

T LOCS (see Arrearages)

Theses, MSU (see MSU Theses)

Transfers

URLS and 856 fields (see Electronic Resources)

Withdrawals

Discontinued Policies

Discontinue the use of S as a library location in the 049 OCLC field. (8/03)
When cataloging material with supplementary software: We will no longer add the word "book" in the volume field of the item record of the book. (10/02)
Technical Services will no longer put the covers on the books destined for Browsing that come to the library through the shelf-ready process. (9/04)
We will discontinue adding the URL of the remote version of a paid serial title to the record for the print version. From now on the URL for a paid electronic resource will appear only on the record for the remote version. (1/03)
We will discontinue adding a 530 note "Also available online" to the print record in Magic when cataloging a remote resource. (early 2003)

MSU Libraries / Technical Services / Policies