Technical Services Procedures
Cataloging - Approval plan materials: Rittenhouse 85 Procedures
Page Editor: Kim Wiljanen
Last Updated:
October 13, 2006
Processing the Rittenhouse Approval Plan :
Once the bibliographers have completed their review :
1. Match the books to the invoice and place them in order according to the invoice.
2. Open a session in both Millennium and Connexion
3. Proceeding book by book, follow steps 4-6 until all the isbns for titles
that need to be searched in OCLC have been added to the Connexion Search Query Box
4. Search Millennium with “book in hand”
a. Identify “Rush” books and process as soon as possible after you have
the OCLC records in the local saved file of Connexion.
b. Remove dups and rejected items from books to be processed and mark
them on the invoice.
c. Identify “adds” (locs, copies and eds) with a yellow sticky note.
d. Add “Supplemental Streamers” to books with CD-ROMS
e. Do a “pre-order” search to check against standing orders and materials
received through memberships.
5. Contact selector if there is any problems or questions regarding duplicates.
6. If the book is not a duplicate or an add :
a. Switch to Connexion (Alt + Tab)
b. Select the Batch Query Pop-up Window
(Batch => Enter Bibliographic Search Key)
c. Enter the book’s isbn in the “query string box”
d. Click the “add” button.
e. Return to Millennium (Alt + Tab) and search for the next book.
7. After the last isbn has been entered in the Connexion Search Query Box :
a. Save the list
b. Close the Query box
c. Process the the batch of isbns.1. (Batch => Process )
2. Select the default local bib settings
3. Select online searches
4. Processing Order should be set at Date/Time Added
5. Select OKd. Once the OCLC records have been downloaded
1. The program will list the number of unsuccessful searches that might
be helpful.
2. All records with the isbns will be sent to the local bibliographic save filee. Press F3 and look at the index.
f. Click on the index listings for the book that you have in hand
Determine which is the best record to use. DLC and PCC are the best.
UKM may be the only one you have to use.
8. Once you have selected the bibliographic record that you wish to use, go to
the bottom line of the record
a) add a line
b) paste in the textstring* for the 949
c) complete the order information given by the selector
d) textstring for approval =949 *recs=bo;dflt=books;ins=kac;at=b;c2=;;vd=;fd=;br=;rd=;<delimiter character>r
* c2 = geographic * vd = vendor * fd = fund
* br = branch * rd = today’s date * r = requestor.*The delimiter character is made by typing the combination keystrok <ctrl + d>
*Be careful not to erase the semicolons
*Ask for help with initial text string creation, key mapping and textstring use
e) (Alt + Insert) = Copy
f) (Ctrl + V) = Paste
g) (Alt. + Delete) will delete a line
h) (Ctrl + D) = Delimiter
9. Once the textstring has been set, export the bibliographic
record (F5). Return to Millennium (Alt + Tab) and process the record
Processing the Record
10. Apply the PromptCat “sort” criteria to determine which books you can
catalog.
11. If the record includes a series (440 or 830), verify the series entries by
searching Millennium for the series authority record.
12. If you can process the record, add the call number, location and the proper
code for the 049 field to the bibliographic record.
13. Complete the order record (cdate, external/internal notes). Double check the
rdate, requestor code, fund and location for acuracy after export to Millennium)
14. Create an item record
15. Write the call number in the book and be sure to use the location stamp if
needed. Also add the .o number int the gutter of the page following t. p. and
to the invoice.
16. Return to Connexion (Alt + Tab) highlight the record you just cataloged and
press (F8). This will mark the record to be updated in OCLC.
17. Begin processing the next book.
18. Once the last book has been completed,
a. Connect directly to OCLC, highlight all items that have been marked for update and press (F8) the program will make the updates in OCLC.
b. Distribute books:1. Place processed books on the Current Processing Labelling truck,
2. Place the books with CD-ROMs in the locked cabinet near TLoc H
3. Place the books that were rejected by the bibliographers on the shelf for approval material returns.
4. For special cases, see the section on special handling notes.Special Handling Notes :
For adds, find the proper record in Millennium and create an order. Do not download bib & orders.
For "add copy" and "add location" titles, attach an item record to the existing bib for the title. Alter the "location" field in the bib record for "add locs" to indicate "multi" (see separate procedure).
For REFERENCE titles selected for SS, insert a wide red 'reference' flag (do not check any boxes) and transfer to the "reference review shelf" in Current Processing. All other reference locations (including any Main sublocations and all branch locations) should be cataloged as "rush". Use two-character location symbols only; specific 5-character locations will be added in DataCat. Finished books should be placed on the "rush" labeling truck in Acquisitions.
For "no call number" copy: Transfer to the "To be T Loc H'd" truck in Acq. unless "rush". For "rush" no call number, give to Leah.
For books that do not meet the 'PromptCat' sort criteria that have complete copy transfer to 090/copy cat workflow shelves.
If no OCLC copy found, key a brief bib record into Online Cataloging in Millennium, add an order record and update the order record with all appropriate notes and codes, and transfer to book to the 'to be T Loc H'd' truck (if published within the past two years) or the 'to be T Loc A'd' truck (if published more than two years ago).
For no copy "rush" titles, key in a brief bib, add an order and complete the order with all appropriate notes and codes, insert an Innovacq streamer listing p.o. number and location code, and transfer to John Kloswick in Cataloging and Metadata Services.
Paying the Invoice and Creating the Voucher:
Pay invoice. Choose "I" for 'process invoices' from the Ordering menu. Follow prompts to enter invoice number, date, and the p.o. number and price for each piece. Process.
Prepare the voucher. Use the Word template to prepare a voucher, following the "How to type a voucher" procedure. Make green and blue copies; affix green copy to the original Rittenhouse invoice and blue copy to the second copy of the invoice (Place the invoice and voucher sheet back to back and staple in both upper corners). The original (white) voucher copy goes on top of the set.
After payment is posted, look up invoice number in the notebook and verify that it matches the voucher total. Initial the entry in the book. Write the voucher number on the green sheet only and give to Huei.