Michigan State University

Monograph Copy Cataloging Troubleshooting Guide

 

Contents

Call number reminders

Call number category Cataloging notes
PZ, FC, and Z over 5000 Classes not used by the Libraries; bib records with call numbers in these classes go to "no call number" workflows (such as COPY CAT PROBLEMS in Copy Cataloging)
055 field call numbers May be used as long as they are not classes PZ, FC, and Z over 5000; LC class numbers should be verified in ClassWeb; catalogers must copy the call number into the 090 field in the bib record either before or after export into the online catalog.
050/090 call number has a letter at the end of the final Cutter For Copy Cataloging workflow, remove the letter from the call number field and catalog as usual.

For SkyMatch shelf ready unlabeled books, remove the letter from the call number field and catalog as usual.

For SkyMatch shelf ready labeled books, ignore the letter -- do not remove the letter in the call number, and do not send the book to Catalog Maintenance to be relabeled.
050/090 call number has a letter following the date For Copy Cataloging workflow and SkyMatch shelf ready unlabeled books, remove the letter from the end of the date in the call number field if the letter is an x. If it is any other letter, leave the call number as is and catalog as usual.

For SkyMatch shelf ready labeled books, ignore the letter -- do not remove the letter following the date in the call number, and do not send the book to Catalog Maintenance to be relabeled
050/090 call number year conflicts with year on piece For Copy Cataloging workflow, if off by one year, edit call number year and mark accordingly for labeling (See also: 260 and 264 dates in Bib Record Problems). If off by more than one year, consult Head of Copy Cataloging.

For SkyMatch shelf ready unlabeled books, if off by one year, edit call number year and mark accordingly for labeling (See also: 260 and 264 dates in Bib Record Problems). If off by more than one year, consult Head of Copy Cataloging.

For SkyMatch shelf ready labeled books, if off by one year, edit call number year, mark accordingly for labeling and send for relabeling in CatMan (See also: 260 and 264 dates in Bib Record Problems). If off by more than one year, consult Head of Copy Cataloging.
Lit classes PC, PG, PJ, PH, PL, PQ, PR, PS, and PT indicate works of literature; no subject headings are necessary on bib records with call numbers in these classes
M, ML or MT call numbers and location MU Go to the MUSIC section.
N-NX and TR call numbers all items in these classes are cataloged for location AR regardless of original order location
K-KZ call numbers items in these classes are cataloged for location BU if original order location is MN
Anal call number Follow the instructions in the "Series searching for LAII copy catalogers" procedure to determine if the series is analyzed. If it is not, transfer the piece to the COPY CAT PROBLEMS shelf in Acquisitions as a "no call number" piece.
No call number on literature records
  • Search the online catalog for an authority record for the author and use call number in 090 field
  • Search National Authority File in SkyRiver for the author and use call number in 053 field
  • Search by author's name in the online catalog and use lit number found on other works
  • Consult authority procedures for more information

Avoiding overlay (ov=.o) command problems

Category Notes
More than one piece received on a single purchase order number Consult with team manager. This could be a set. If it is, the pieces will be cataloged on one bib record. If it is not, the pieces will be cataloged as separate monographs and the ov=.o command in the 949 field should be used for only one of the bib records exported into the online catalog. Receivers, do not transfer to regular Copy Cataloging shelves without manager's OK.
More than one order record is attached to the same bib record; no ADD note in order. Consult with team manager to determine if this is an ADD. Receivers, do not transfer to regular Copy Cataloging shelves without manager's OK.
Book ordered as a separate monograph includes a volume number near the title Consult with team manager. This could be an "add" to an existing set record in the online catalog. Receivers, do not transfer to regular Copy Cataloging shelves without manager's OK.

Bib record problems

Category/Field Notes
No call number in record Check local catalogs of via Sierra Remote or OCLC holding libraries (via FirstSearch or WorldCat.org); if a call number is found copy it to the 090 field in the bib record

Transfer to COPY CATALOGING PROBLEMS shelf
Both mono and ser copy found in SkyRiver for a title
OR
Order record has SERCAT note 		Transfer to Joshua in Copy Cataloging or Emily in CMS for a serial decision.

260 |c or 264 |c date conflicts with date on the piece

If the difference is no more than 1 year (i.e., 2002 vs. 2003) and all other bibliographic fields match, change the date in the record to match the date on the piece. For greater differences in dates, flag as a problem and transfer to the appropriate problems workflow.
300 field lacks paging/size (no 300 |a-|c) Enter the paging in |a (i.e., 325 p.)  According to current BIBCO standards, |c measurements are not required.
490 with indicator "0" Follow instructions in the "Series searching for LAII copy catalogers" procedure. If no authority record is present in Sierra transfer the piece to the COPY CAT PROBLEMS shelf in Current Processing.
490 field with indicator "1" and no 8XX field For SkyMatch shelf ready workflows, insert streamers and transfer to the SkyMatch PROBLEMS shelf.

For Copy Cataloging workflow, search the online catalog and SkyRiver for a series authority record. If found, add the appropriate 8XX field to the bib record. If not found, change coding of the field to 440 b0.
Subtitle on record doesn't match piece If all other fields match (including the ISBN in the 020 field) and the encoding level is 8 (Elvl in the SkyRiver record fixed field or ENC LEVL in the MARC LEADER field in the online catalog record), edit the bib record to match the book.

If any other field does not match the book, transfer to COPY CAT PROBLEMS (for Copy Cataloging workflow) or SkyMatch PROBLEMS (for YBP shelf ready workflows, both approvals and firm orders).
Multi-volume works For SkyMatch shelf ready workflows,
  • DO NOT update bib record or attach an item record
  • Update the order record as instructed in either firm order or approval procedures
  • insert completed order no. and SkyMatch streamers and transfer to the COPY CATALOGING shelves.

For Copy Cataloging workflows,

  • Add or edit the 866 field in the bib
  • Edit the 505 field to include new volume title information
  • Attach an item record for each volume
  • Complete the volume field in the item record(s)
  • Use addv workstats code for added volumes
  • Add proper caption and volume number under the date in the call number

If you're cataloging a book that includes volume information of any kind, before cataloging as a separate monograph check the online catalog (Sierra) to be sure the piece is not an added volume to an existing set.

 

Book is oversized (31+ cm high or 30+ cm in depth)

If cataloging location is MN, the book will be cataloged for OV.
  • In SkyRiver, change the 049 code to QEMS and make sure the 949 field reflects loc OV
  • In Sierra, change location codes in bib and item records to OV

If cataloging location is MU or AR,

  • No changes are needed in 049 codes (in SkyRiver) or bib and item record locations (in Sierra).
  • The word folio is added to the call number written in the book (on the line beneath the date).
  • For SkyMatch shelf-ready books that are already labeled, just write the word folio underneath the location stamp in the book.
Record contains an 856 field (internet URL link) Do not delete the field from the bib record.

Subject headings problems

Category Notes
6XX field with 2nd indicator "4" Check to see if the field exactly duplicates a 6XX field with 2nd indicator "0". If it does, delete the 6XX with 2nd indicator "4". If it does not, do not alter the field.
No subject headings in record For Copy Cat workflow, transfer to COPY CAT PROBLEMS in Current Processing.

For SkyMatch Shelf Ready workflow, transfer to SkyMatch PROBLEMS in Current Processing.
Subject headings are not in English Transfer to COPY CAT PROBLEMS in Copy Cataloging. If English language subjects cannot be identified by checking the online catalogs of other OCLC holding libraries (via FirstSearch or WorldCat.org), the book will be transferred to Cataloging and Metadata Services for cataloging.

SkyMatch shelf ready

Category Notes
Book is damaged If damage is minor (for example, cosmetic or not severe enough to weaken the binding) it will NOT be returned; proceed with processing.

If damage is major (for example, cover separating from binding) we will return it to YBP.

If in doubt consult with Lisa Smith or Kay Granskog.
Bib record lacks call number Prepare streamers and transfer to SkyMatch PROBLEMS shelf in Copy Cataloging
Bib record is incomplete Prepare streamers and transfer to SkyMatch PROBLEMS shelf in Copy Cataloging
No bib record in online catalog (approvals)
OR
Firm order book is labeled but only a brief bib exists in the online catalog 		Check with Kim in Acquisitions. She will load the SkyMatch files.

Check the ACCEPT/REJECT file. If your invoice is not present, check with Kim.
Cataloged bib record not supplied (a bib record is present in the online catalog, but it is an all-caps brief bib)
Prepare streamers and transfer to the SkyMatch PROBLEMS shelf in Copy Cataloging.
Book title is listed on the invoice but is not present on the truck Is a credit memo attached to the invoice? Check with Kim in Acquisitions to be sure a credit memo was not supplied with the shipment, and/or to check with YBP to make sure the book was actually supplied.

Was the title checked off by the person who unpacked the box? If yes, consult with Lisa Smith. If no, check with Kim in Acquisitions.
Book supplied in error If a book is supplied through a firm order or approval plan as a result of Yankee Book Peddler's error, we can return it. Check with Lisa Smith or Kim to verify that YBP is in error. Follow appropriate MR (material returns) procedures.
Incorrect call number If the call number is incorrect because the wrong bib record was supplied through SkyMatch, complete streamers and transfer the book to the SkyMatch PROBLEMS shelf.

If the call number is incorrect because it is an anal call number and we don't analyze that series title, complete streamers and transfer the book to the SkyMatch PROBLEMS shelf.

If the selector, requestor or bibliographer has indicated that the call number is wrong (and the call number matches the 050 or 090 field in the bib record), consult with Head of Copy Cataloging.

Labeling

Category Notes
Barcoding truck This is the truck labeled SHELF READY BARCODING that sits along the aisle in the center of Acquisitions. Only SkyMatch shelf ready books with call number labels attached should go on this truck. When full this truck is transferred to Catalog Maintenance for the barcoding/quality control processing step.
CP Labeling truck This is the truck that sits next to John Stone's work area. Cataloged monographs from SkyMatch and copy cataloging workflows go to this truck. Monographs from SkyMatch shelf ready workflows that arrived without labels go to this truck after cataloging is complete (with blue SkyMatch streamer inserted). When full this truck is transferred to Catalog Maintenance for labeling and barcoding.

Music

Category Notes
M, ML or MT call numbers and location MU For Copy Cat workflow: Do not catalog. Transfer to MUSIC shelf in Acquisitions.

For SkyMatch Shelf Ready workflows:
  • OK to catalog if labeled and there is no CD included.
  • If a bib record has not been supplied or is incomplete, or if a CD is included, transfer to the MUSIC shelf in Acquisitions.
Book is oversized See Book is Oversized in Bib Record Problems section.

Adds

Category Notes
Added locations and added copies
  • An addl or addc note should be present in the order record and placed on the ADDS shelf when received.
  • Carefully check the bib record to be sure the book in hand matches; consult with your team manager if in doubt
  • When attaching the item record be sure to assign the correct copy number; consult with staff in Catalog Maintenance if in doubt
  • When writing the call number in the book, add the copy number on the line beneath the date
Added volumes
  • An addv note should be present in the order record and placed on the ADDS shelf when received.
  • The monograph addv workflow is handled by Lisa Bosman in Acquisitions (straight-forward addv) and Loretta Fiacco in Copy Cataloging (complex addv)
  • If you suspect that the book in hand is an added volume to an existing set but the order record lacks the addv note, consult your team manager or Loretta in Copy Cataloging