Michigan State University

Catalog Maintenance Map Project

  1. Search Sierra by “e” other call number.     Example:  “e”  100-c h-1974 (lower case)
     
  2. Click into BIB record.
     
  3. Compare the title in the Sierra record to the title and other information on the envelope and maps inside the envelope.
     
  4. Count maps and put them in numerical order, if the maps are numbered.  Example: (Map 1 of 4 or Sheet 1 of 4).
    • If the maps have an additional series numbering insert "n" and type 500 field.  Example (.b50255927): Map 1 (no.117), Map 2 (no.118), Map 3 (no.119).
    • As long as you have a 500 note, leave the series number out of the 866 and 867.
  5. In the bib record 300 field verify that the number of maps in hand matches the number in the 300 field. 
    • Information listed first in the 300 field is the primary piece for that title. Anything after the “+” is supplementary to the primary piece.
    • Example:  300    2 map + 1 text (The text is supplementary to the 2 maps.)
       
  6. Call Number: The “c” tag 099 call number in the bib record should end with “Map.” 
    • Example: c  099     050-c F-1985 (Pacific Ocean Basin) Map
       
  7. Only one map inside the envelope, skip holdings section and jump to section 9, “Writing Call Number on Envelope and Pieces.”  
     
  8. Holdings (866 field) for multiple maps in an envelope.  
    • “i” insert, hit “h” for 866 holdings if record does not already have one.
      • Examples: 
        h            866     Map 1-5       (ex. b50172293) 
        OR Map is supplementary to the book or vise versa.
        h             866                         Map|zfor use with book
        h             867                         Text|zfor use with map  OR  Text and fiche|zfor use …
        For caption write “map”, not “sheet”
         
  9. Writing Call Number on Envelope and Pieces
     
    • On the envelope all the pieces inside WRITE the map number(s) below the last line of the call number.  For envelopes write the total combine number of maps or text (ex.map 1-6). Except when there is only one map is inside an envelope, write “1 map."
      • Envelope Call Number                                   Individual Maps (inside Envelope)
        |100-C    00-C                                                                    H-1974
        (Rio Grande)                                                                  (Rio Grande)
        [Leave one space]                                                         [Leave one space]
        Map 1-4  (Combine total# maps)                           1 Map  (single map in envelope)
        1 Text                                                                               1 Text

        Multiple pieces: Map 3
         
  10. Item record for one map inside envelope
    • Use the existing item record. 
    • Location, mpcom, MSU MAP LIB COMPACT SHELVING 3 WEST.
    • Ctrl “i” to insert, “b” for barcode, scan barcode.
    • IMessage field, remove the “d” (dummy item record) if there is a “d.”
    • NO volume field.
    • Click into the existing “m” supervisor note,
    • High-lighting the old note, then type “%sup” and hit enter. Old note is replaced with new one. (Old note: “Count pieces before checking in or out.
    • Number of pieces should equal number noted on the envelope.”)
    • Make these changes to the %sup note:  “One barcoded item inside envelope. Checkout/checkin and "thump" envelope. If envelope is empty, stop and ask Supervisor before checkin or checkout.”
    • Leave “f” staff note  “GEO MAP record” in item, but DO NOT insert if note is not already in the record.
    • Duplicate the barcode on the map, placing it on the front top right corner of the envelope (NOT covering any print).   
    • Black out all GEOLOGY LIBRARY stamps. 
    • Place ownership stamp in the margin.
    • Copy the supervisor note to paste into the next title IF it also has only one map inside envelop.
       
  11. Item Record with less than 10 pieces inside envelope. 
    • Use the existing item record for the envelope.
    • If there is a “d” in the IMessage, change “d” (dummy item record) to a dash.
    • Location: mpcom
    • Vol. field for Envelope: Envelope;
    • Ctrl. “i” insert “b” barcode, scan barcode.   Place barcode in a discrete place on top right corner of envelope (NOT covering any print).  
    • Leave “f” staff note  “GEO MAP record” in item, but DO NOT insert if note is not already in the record.
    • Click into the existing “m” supervisor note.
      • High-lighting the old note and typing “%sup” and then hit enter.  (Old note: “Count pieces before checking in or out.  Number of pieces should equal number noted on the envelope.”)
    • Adjust note as needed (example:  .i69714083)
    • “Four barcoded item/s inside Envelope. Checkout/checkin and “thump” envelope and 4 item/s inside envelope as appropriate. If envelope is empty or pieces are missing, stop and ask Supervisor before checkin or checkout.”  
    • Black out all GEOLOGY LIBRARY stamps.
    • Place ownership stamp in the margin.
       
  12. Create a new item record for each individual map.
    • CLICK “Attach New Item” (From summary > find VIEW > drop down to  ITEMS)
    • Click OK past fields not mentioned below,
    • Location: mpcom
    • “i” insert Volume field: Number maps consecutively: Map 1, Map 2, etc.
    • Barcode map(s), Ctrl “i” insert “b” barcode.
      • Scan barcode and place in a margin. Do NOT cover any print. 
    •  Leave “f” staff note  “GEO MAP record” in item, but DO NOT insert if note is not already in the record.
    • Supervisor note is only for the envelope. Do NOT insert note for maps.
    • Black out “GEOLOGY LIBRARY” stamps. 
    • Place MSU ownership stamp in the margin.
       
  13. Item records, envelope with 10 or more pieces inside 
    • Use the existing item record for envelopes with 10 or more pieces.
    • Only the envelope is barcoded. Do not barcode individual maps.
      • Ctrl “i” to insert “b” barcode.
      • Scan barcode.
    • IMessage, change “d” (dummy item record) to a dash. If the IMesage had a “d.”
    • Volume field:  insert “i” then “v” volume field.    Ex.  Volume: maps 1-11 (Total maps, do not count the envelope).
      • Write on Envelope:  maps 1-11 below the last line of the call number. Enter one space between the end of the call number and map numbers.
    • Ctrl. “i” insert “b” barcode, scan barcode.   Place barcode in a discrete place on top right corner of envelope (NOT covering any print). 
    • “i” Insert %sup “m” supervisor note for TEN or more pieces.  
      • Adjust %sup note as needed:
      • “Ten non-barcoded item/s inside envelope. Checkout/check-in and "thump" envelope as appropriate. If envelope is empty or pieces are missing, stop and ask Supervisor before checkin or checkout.”
    • Leave “f” staff noteGEO MAP record” in item, but DO NOT insert if note is not already in the record.
    • Black out all GEOLOGY LIBRARY stamps. 
    • Place ownership stamp in the margin.
       
  14. Verify that the both the envelope and each piece inside have the map number written, skipping one space below the last line of the call number.