Technical Services Procedures
Cataloging - PromptCat: Shelf-ready YBP approvals and firm orders
Page Editor: Leah Black
Last Updated:
January 22, 2008
STEP 1: Documentation present with the truck should include the YBP invoice and a copy of the PromptCat Cataloging Report. To verify that records have been loaded, in Millennium Acquisitions go to IMPORT INVOICES and click on the ACCEPT/REJECT tab. Look for the invoice number on the list.
If invoice number is there, the records have been loaded and you are set to proceed.
If the invoice number is not there, the records for that invoice have not been loaded. Check with Kim in Mono Acq.
STEP 2: Page through the PromptCat Cataloging Report to find the lists of "no record supplied" and "no OCLC record found" titles. Locate the "no record supplied" and "no OCLC record found" titles on the truck. (Click here for online catalog screen print examples.)
STEP 3: Search Millennium Acquisitions by title to find the order. (Click here for online catalog screen print examples.)
- Compare the online catalog and YBP invoice p.o. numbers -- they should match.
- Write the purchase order number in the gutter of the page following the title page.
- Check the title off the invoice.
- If a dup is suspected, check with Kim in Mono. Acq. to see if duplicate records are present because of a YBP credit memo. If a credit memo has not been issued, advise Huei of the duplicate order.
STEP 4:Update Millennium Acquisitions (Click here for catalog screen print examples.) :
FOR FIRM ORDERS |
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| RECORD | FIELD | NOTE |
| Order | R date | May use macro function in Millennium |
| Order | Note | For nonprint supplementary material, indicate number and form of supplementary items (i.e., book + 1 CD); initial and date |
FOR APPROVALS |
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| RECORD | FIELD | NOTE |
| Order | Requestor | Use initials from selection slip |
| Order | Internal note with processor's initials | -- |
| Order | External note with selector or requestor/approver initials | Use initials from selection slip |
| Order | Fund | FUND from selection slip |
| Order | Rdate | -- |
| Order | Vendor | For 1077 and 1098 plans, adjust vendor code |
| Order | Location (for locs other than MN) | DEST from selection slip |
| Order | Geographic code | Use u for United States, f for all others |
| Order | Order note (Ord note) | For RUSH titles only; use code r |
| Order | Note | For nonprint supplementary material, indicate type of material received (i.e., book + 1 CD); initial and date |
| Order | Note | Indicate workflow to which the piece has been transferred; initial and date |
STEP 5:Prepare streamers:
- Complete a receiving ("MAGIC") streamer.
- Write or check-mark "no record supplied" on a PromptCat streamer.
- Put both streamers in the book.
STEP 6:Transfer the books to the COPY CATALOGING workflow shelves in Current Processing.
EXCEPTIONS:
SUPPLEMENTARY SOFTWARE: transfer to the software cabinet in Acquisitions. EXCEPTION: for location MU, transfer to Sue Levy in DataCat.
PATRON NOTIFY: complete the notify streamer, insert a red flag, and transfer to the Current Processing RUSH shelf.
REFERENCE location SS:
- If the selector or approver of the order is AMW, insert a red "reference" streamer and transfer to the "rush" cataloging shelves
- If AMW is NOT listed as selector or approver, insert a red "reference" streamer and transfer to the "reference review" shelves.
OTHER REFERENCE LOCATIONS (SSQRF, SSBIO, IRCAT, SSFOU, SSML, SSSTT, IRTRV, and CA): check the appropriate box on the red reference streamer and transfer the book to the "rush" cataloging shelves.
MUSIC (destination MU): transfer to Sue Levy in DataCat.
GOVERNMENT DOCUMENTS (destination GD): transfer to the DOCUMENTS shelf in Acq.
STEP 7: For the remaining titles on the truck, a cataloged bib record should be present in the online catalog.
- Search the online catalog by title to locate the correct bib record.
- If a dup is suspected, check with Kim in Mono. Acq. to see if duplicate records are present because of a YBP credit memo. If a credit memo has not been issued, advise Huei of the duplicate order.
- Record the order number in the gutter of the page following the title page.
- Update Millennium Acquisitions:
FOR FIRM ORDERS |
||
| RECORD | FIELD | NOTE |
| Order | R date | Type t for today's date |
| Order | Note | For nonprint supplementary material, indicate number and form of supplementary items (i.e., book + 1 CD); initial and date |
FOR APPROVALS |
||
| RECORD | FIELD | NOTE |
| Order | Requestor | Use initials from selection slip |
| Order | Internal note with processor's initials | -- |
| Order | External note with selector or requestor/approver initials | Use initials from selection slip |
| Order | Fund | FUND from selection slip |
| Order | Rdate | Type t for today's date |
| Order | Vendor | For 1077 and 1098 plans, adjust vendor code |
| Order | Location (for locs other than MN) | DEST from selection slip |
| Order | Geographic code | Use u for United States, f for all others |
| Order | Order note (Ord note) | For RUSH titles only; use code r |
| Order | Note | For nonprint supplementary material, indicate type of material received (i.e., book + 1 CD); initial and date |
| Order | Note | Indicate workflow to which the piece has been transferred; initial and date |
STEP 8: APPLY SORT CRITERIA to determine if you can proceed with cataloging steps for the book (Click here for online catalog screen print examples.) :
| Field | OK to catalog | Do NOT Catalog (click HERE for instructions) |
| Destination | All main and branch locations (including MU books lacking supplementary CDs) |
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| Fixed field | MAT TYPE = a |
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| MARC Leader (Expand field with ctrl+r keystroke) | BIB LEVL = m ENC LEVL = I, 4, (blank) or 8 |
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| Call number | complete, properly formatted call number in 050 or 090 field (including M, ML, and MT books lacking supplementary CDs) |
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| Extent of item (300 field) | Pagination matches |
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| Series | 440, 490 0 (no subfield v), or 490/830 combination |
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| Description (1XX, 245, 260 fields) | Record matches book |
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| Date (260 |c) | Record matches book or there is a 1-year date discrepancy (click here for instructions) |
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| Subjects | Record contains at least one 6XX subject heading (600, 610, 611, 630, 650, or 651) with second indicator 0 (zero) NOTE: No 6XX headings are required for literary works (PB-PL, PM-PT classes) |
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STEP 9:Catalog the books matching the sort criteria.
| Bib record component | What to do |
| Fixed field |
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| MARC Leader |
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| Call number (050 or 090 fields only) |
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| Author (100 (personal author) or 110 (corporate author) field) |
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| Title (245 field) |
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| Translations (240 field) |
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| Edition (250 field) |
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| Publisher/Date (260 field) |
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| Extent of item (300 field) |
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| Series (440, 490 0, or 830 field) |
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| Subjects (650, 651, 600, 610, or 630 fields) |
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| World-wide web URL (856 field) |
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- For unlabeled books, write the call number in the book (verso of title page for paperbacks, inside front cover for hardbacks). Do not write call number in the book if the book contains a spine label.
- For branch locations (locations other than MN), use the appropriate stamp (inside front cover for hardbacks, verso of title page for paperbacks).
STEP 10: Attach an ITEM record. Include appropriate WORKSTATS code.
- When you attach the item record, be sure you are using the itm item template. If you are prompted to choose a template when you are attaching an item, take care to choose itm. It used to be the first one listed, but that is no longer the case -- you have to scroll down an alphabetical list. If you are not prompted to choose a template and you're not sure how to check which template you're using, ask Linda or Leah to show you how to check. DO NOT CHOOSE TEMPLATES BY NUMBER -- numbers may change as new templates are added or obsolete templates deleted.
- The "w" code you put in the item record should be either dccopymono[your initials] if you're a DataCat cataloger, or cpcopymono[your initials] if you're a Current Processing cataloger.
STEP 11:Update the CDATE field in the order record (type t for current date).
STEP 12: Process invoice for payment through the Millennium Acquisitions "accept/reject" process.
STEP 13:Transfer completed books to a labeling/barcoding truck.
- Books with call number labels are placed on the Shelf-ReadyBarcoding Truck in Acquisitions.
- Books without call number labels are placed on the CP Labeling Truck in Current Processing.
- For books transferred to the CP Labeling Truck, be sure a blue PromptCat streamer is inserted in the book.
STEP 14: Record invoicing statistics and submit form to Kay at the end of the month.
SPECIAL NOTE ON RETURNS: |
| Because these books are arriving pre-processed we may only return if the book is so heavily damaged structurally as to make it unusable (detached cover), for defects in manufacturing (pages missing or bound upside down), or in the case of an error on YBP's part (wrong book supplied). If in doubt, consult with Leah. |
PromptCat shelf-ready procedure for 1-year date discrepancies:
- If the difference between the publication or copyright date in a PromptCat shelf-ready book and the date on the spine label is 1 year (and all other bibliographic fields match), the book will not be relabeled.
- Shelf-ready processors will edit the bib record to include both the call number date and the publication/copyright date in the 260 |c field.
EXAMPLE |
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| Here's what you see when you begin to process the title: | |
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DS 786 .P253 2004 |
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|c 2004 |
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2005 |
| Here's what you need to do to fix it: | |
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|c 2005, [2004] |
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date type = t date one = 2005 date two = 2004 |
Do not change the call number field in the bib record or alter the book in any way. The only changes needed are in the 008 and 260 fields of the bib record. |
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To see an example of a correctly modified 260 field in an online catalog record, call up the title British Empire and Tibet, 1900-1922 (.b46737297).
Include a completed receiving ("MAGIC") streamer for all books transferred to cataloging or problems workflows.