Michigan State University

Quality Control

When a piece is bar coded, the following quality control work must be done.

Contents

  1. Verify call number in piece with call number in record
  2. Verify piece has been cataloged and correct record is used
  3. Verify copy number in piece with copy number in item record
  4. Verify location above call number in piece with location in bib and item record
  5. Verify existence of 866 (Library has field) when piece has volume designator and volume number appears in the call number
  6. Specific handling for various locations
  7. Special handling for shelf ready materials
  8. Always be alert for any damage on or in a book

Verify call number in piece with call number in record

Call number verification includes many quality control points:

Search the catalog by call number on label, omitting year at the end, any volume numbering, and the word "folio." This search retrieves all records related to the basic call number. There are separate indexes to search: for LC Call # ( c = LC Call # ) and Canadian Call # ( e = Other Call # ) and US Docs # (e =Other Call #, g = Govt Doc #).

  1. Examine the index screen display for duplicate call numbers.
    • Duplicate call numbers are exact call number(s) and year, if found give piece to trainer/supervisor.
  2. If you have a PQ - PS, LC call number, search by the first three lines of the call number (classification letters and number, and first cutter number, also know as a literary call number). If an index screen comes up, verify the piece in hand is written by or about the author who owns the literary call number you have called up. Check just a couple of records within this literary call number to make a verification. If the piece you are verifying has a different author or subject matter from those listed on the index screen, give item to trainer/supervisor.
  3. If no record is retrieved when a call number search is done from the label, look inside the piece to determine if the call number written in the piece is different from the label. Search the catalog by the call number written in the book. If a matching record is retrieved, barcode the piece and set it aside for the trainer/supervisor. If a record cannot be found in the catalog after doing a call number search, give the piece to the trainer/supervisor.

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Verify piece has been catalogued and correct record is used

  1. Online catalog has incomplete bib records used for the ordering process.
    • Look at the bib record, CAT DATE field, and verify there is a date in the field.
  2. Verify correct record is in catalog.
    • When record is retrieved, match title on title page of piece with the 245 field in bib record.
      • If title has [electronic resource] in it, pull and give to trainer/supervisor.
    • If wrong record used or no cat date appears, give piece to trainer/supervisor.

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Verify copy number in piece with copy number in item record

  1. Lack of a copy number means it is c.1. It won't appear in the book or on the label. If a piece is a copy one the item record should reflect copy one.
  2. If a copy number appears in the call number, copy two (c.2) or other number, the item record should reflect the copy number.
    • The item record to use for new pieces appears in the catalog without a bar code number displaying. Select that item record, match the copy number with the piece, and insert the barcode information in the record.
    • For re-label or old pieces, multiple item records may need to be looked at to be sure there are no duplicate copy numbers.
    • Any copy number problems should be given to the trainer/supervisor.

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Verify location above call number in piece with location in bib and item record

Verify that the bib record and the item record locations match the location above the call number written in piece:

  1. A bib record may have the word multi in the location field. Look at the LOCATION field in the bib record to verify the location of the piece in hand.
  2. If multiple copies are being barcoded, and if they belong in different locations, make sure "multi" is listed in the LOCATION field and all locations are listed in the LOCATION field of the bib record.
  3. There must be an item record for each location, with the matching location and correct copy number.
  4. Any piece with a "mc" location or a "Microguide" stamp above all number can be barcoded, but then must be given to trainer/supervisor for location verification.

Some locations may match in the bib, item record and the piece, however the call number may be for a specific location. Pieces within the following list of LC call number ranges must have specific location(s) as noted below. If not, give the piece to the trainer/supervisor.

G1000-G9999 Maps
K Business (or any location other than Main or Oversize)
M, ML, MT Music Library
N - NX Art Library
TR Art Library

If Music orders a title that gets classified in a call number range other than M, ML, or MT, the book should go to Main or the normal loaction for that classification. (Ex.: K to Business, N, TR to Fine Arts, Art).

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Verify existence of 866 (Library has field) when piece has volume designator and volume number appears in the call number

Holdings information verification

When a call number label has a no., v., Bd., t., pt., etc., with a number representing the volume of the piece, perform call number searches excluding the volume information.

  1. If an index screen displays an entry for the basic call number and entries for additional records with the basic call number plus the volume information as part of the call number, give the piece to the trainer/supervisor.
  2. If a single record appears, look for an 866 field near the bottom of the bib record. If the field does not exist, or if the volume information for the piece in hand is not included in the field, give the piece to the trainer/supervisor.

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Specific handling for various locations

Special handling for some Library units

  1. Fine Arts Library includes art and music ML call numbers (excluding M and MT call numbers) titles that have "folio" at the end of the call number on the piece require additional work, as barcoding.
    • After performing the other verification work, when the word folio appears at the end of the call number on the piece, go into "Edit" mode on the bib record.
    • The indexing call number field will have a "c" tag at the beginning of the line and must have the folio information entered by adding, |ffolio|a to the beginning of the call number.
    • If the "c" tagged call number is an 050 call number, we need to add the "|ffolio|a" followed by the remainder of the call number in a "c" tagged 090 call number field. The 050 call number should remain in the record in it's original state and be tagged with a "y".
  2. Special Collections titles in the vault will have XX, XX folio, or codex sublications placed in a "c" tagged call number, add |fXX|a" or |fXX folio|a" (Special Collections Volt) or |fcodes|a (Special Coll. manuscript collections) followed by the remainder of the call number in a "c" tagged 090 call number field.
    Example: |fXX|aKKB1610|b.B85, |fXX folio|aKKT1610|b.B385 (Volt OV), and |fcodex|aKKB1610|b.B385
  3. Government Documents –You may see Canadian, International or U.S. Documents.
    1. International Documents
      • Should have the location “Government Documents” stamped above the call number inside the book.
      • Location in the item record should be “gdidc". Add sub-location, if necessary.
      • A red “International Documents Collection” sticker should already be on the piece. If not there, place a sticker at the top of the spine, if wide enough, or, top center of front cover of piece.
      • Place a red shield over the call number label.
    2. Canadian Documents
      • Will have a call number (CANADA……) written on the piece in the upper left corner.
      • Location in the item for Canadian documents should be “gdcdo”. Add sub-location, if necessary.
      • A “Government Documents Canadian Collection” stamp/sticker should appear on the piece. If not there, stamp piece with proper stamp, or place white "Government Documents Canadian Collection" sticker, at the top of the spine if wide enough, or, top center of front cover of piece.
    3. U.S. Documents
      • Will have a call number written on the piece in the upper left corner.
        Examples: (D 1.1/3-2: , GA 1.13:GGD-89-10 , etc.)
      • Place on the Documents Final Processing shelf behind the team Gov. Docs. specialist.
    4. Oversized Documents
      • These are pieces that measure over 31 cm. in height or 30 cm. in depth
      • Item location should be “gdbov” for all collections (Int’l, Canada, and U.S.). Add sub-location, if necessary.
      • Yellow “Oversized” sticker should be placed on spine, if wide enough, or, on the front, to the right of the call number in upper left corner
    5. Special labels by the call number label are needed on some pieces.
      • Oversize Collection needs OVERSIZE label.
      • Art Library needs ART LIBRARY label, for pieces not beginning with N or TR call numbers.
      • Browsing needs BROWSING label for both hardbound and piece with a plastic book jacket.
      • Special Collections sublocations are placed above the call number.
        Example: XX KKB1610.B85, XX folio KKT1610.B385, and codex KB1610.B385

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Special handling for shelf ready materials

  1. If "folio" is written where the call number would be found, or if piece is stamped "Oversize Coll", piece may be barcoded, then pull and give to Labeling. A "FOLIO" or "OVERSIZE" label must be placed on book.
  2. Watch for flags in books and pull the following:
    • Any pieces flagged "Tip In" or "Gift Plate" may be barcoded, then given to Labeling.
    • Any pieces stamped "Chavez Coll" may be barcoded, then a Chavez Collection nameplate must be placed on inside front cover. Also, two yellow "C's" must be placed by call number label (above call number label on spine, or to right of call number label on front of book). Return pieces to truck they came from.

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Always be alert for any damage on or in a book

If you spot any rips or tears in binding, torn pages, stains on cover or pages, etc., please pull as problem. Damage note will be added so we know problems weren't result of patron usage.

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