Monographs: Additional copies added at subject-specialty libraries

Author: Michael Meacham
Posted in: BTech

A.  Perform a title search in the Millennium client for the material in hand.

B.  Verification:Title is found in Millennium for the material in hand, and it is held by either the same or a different location.

1. Verify that the bib record is cataloged and unsuppressed:

The Millennium Bib (.b) record should be cataloged with an attached item record.  To check that the bib record is eligible for an added copy:

a. Click on View button for the MARC display.  Check the Cat. Date fixed field at the top of the bib record.  The Cat. Date field should have a date.

b. Next, look for MARC field 001.  This field will have a number.

c. Check fixed field Bib Code 3.  The value should be ‘- —‘, indicating that the bib record is unsuppressed.

d.  If the Cat. Date has no date, or if there is no 001 field with a number, or if Bib Code 3 has a value other than ‘- —‘, then the record is not an eligible, cataloged Bib (.b) record.

Send the material to the cataloging unit for your location (Catalog & Metadata Services (C&MS) for most locations) so that it can be cataloged.  If sending to C&MS: 1) attach an on-the-fly (OTF) item to the existing bib, 2) fill out and insert this flag, 3) and follow these instructions.

2. Verify the bibliographic information:

a. After finding a cataloged Bib (.b) record in Millennium, verify that the material in hand is an exact match with the cataloged Bib (.b)

Check that all of the following MARC fields in the Bib record are a match:

020                            ISBN
100, 110, or 111         Author, Corporate author, Conference
245                            Title
250                            Edition
260 or 264                  Publication Info. (place, publisher, date)
300                            Physical Description (pagination, ill., size, etc.:  x, 319 p. : |b ill., maps ; |c 21 cm.)
490/830                     Series
700, 710, 711             Added Author, Corporate author, Conference

b. If the information on the piece does not match the information in the above fields,1 refer the item for cataloging to the cataloging unit for your location.  If sending to C&MS, follow these instructions.

3. Is the record for a multi-volume monograph or a different medium (including photocopy reproductions)?  If so, see Note 2.

C.  If all information is an exact match, add a new Item (.i) record to Millennium:

  1. Existing item record DOES NOT HAVE an NRLF LOCATION (n—-):

Use the existing item record when it does not have an NRLF location.  See section C.2 below on how to add item record if the existing item record has an NRLF location.

a. Open the existing item (.i) record with valid 090 (LC call number),3 then click on Edit menu > Copy Record.

Do not copy item records with an NRLF location (location begins with n-).  Depending on your client’s template settings and the template selected, you may need to select an item record template and you may encounter prompts for data.

b. Correct the following fixed fields in the copied item record:

  • Copy No.: Change this number from ‘1’ to the correct copy number, if this is an additional copy for the same location.
  • Item Type: ‘1’ will be used for most.  Always double check that the Item Type reflects the type of material being added to Millennium.
  • Location: IMPORTANT!  This must be the code for your location.

c. Edit variable-length fields:  Label Location and Barcode:

  • Verify/Change Label Location to the 4-letter location for the item in hand
  • Affix a barcode to the material
  • Add a Barcode field in the item record
  • Wand in the barcode

d.  Proceed to section C.3.

  2. Existing item record HAS an NRLF LOCATION (n—-):

Do not copy an item record that has an NRLF location (n—-).  Instead:

a. Copy the 090 (valid LC call number)3 from the existing item record

b. Attach a new item record:

  • Next to View in the Summary of attached records (midscreen), open the dropdown menu and click on i ITEM
  • Click on button Attach New item and follow the prompts.  There may be different prompts, depending on your client’s template settings and the template selected.  Click ‘Next’ if a field is not applicable or already has an acceptable value.
  • Item Type: ‘1’ will be used for most.  Always double check that the Item Type reflects the type of material being added to Millennium.
  • Key in fixed field Location: IMPORTANT!  This must be the code for your location.
  • Affix a barcode to the material and wand barcode into Barcode field
  • Paste in copied 090 (valid LC call number)3
  • Change Copy No., if necessary
  • Add 4-letter code to Label Location field

  3.  Save edits; Review; Finish up

a. In either scenario (C.1 or C.2), the item record should end up with the following variable-length fields:

Call No. 090
Barcode
Label Location

b. Make further edits to the item record as necessary:  call# prestamp, OPAC Message or OPAC Note, sublocation, etc.  (For more info see Call Number Formatting in OCLC And Millennium ; Item Records: Fixed Length Fields ; Item Records: Variable Length Fields)

c. Save edits4

d. View the record in the OPAC to make sure the work was done as expected.

Take a good look, since some fields, e.g., OPAC Message, will persist in a copied item record, while other fields will not.

e. Write call number, adding a copy number, as necessary:  c.2  (for copy 2)
Copy number should precede 4-letter location.  Preferred place to write call number is on page following title page, near the upper right corner.

f. Produce spine label and attach to material

g. Complete other work, such as stamping, inserting security strip, checking in (to change status from ‘p’ In Process and trigger any holds), etc.

Notes

1Authorized forms:
Depending on the authorized form of a name for a person, corporate body, or conference, names in 1XX and 7XX fields may differ from what appears on the material (and typically in the 245 subfield-c), but there should be a reasonable correspondence between the two.  Similarly, the series that appears on the material (recorded in field 490) may differ somewhat from the authorized form in the 830 (or other 8XX field).

2Multi-volume monographs (MVMs):
– Additional copies of MVM volumes should only be added at the shelving location if there is already a copy of that volume cataloged for that location.  Be sure to link the item record for an additional copy of a locally added MVM volume to the correct holdings record.
– If there is no copy of the MVM volume cataloged for the location already, the volume should be sent to the cataloging unit for your location.  If sending to C&MS: 1) attach an OTF item to the existing bib, 2) fill out and insert this flag, 3) and follow these instructions.
– Bib records for MVMs can usually be identified by the presence of:
a. fixed field Bib Level ‘m MONOGRAPH’
b. field 300 with ‘v.’ or ‘volumes’, preceded by no number or a number greater than 1

Reproductions and media:
– Reproductions (e.g., photocopies) may not be added to original print records, and vice versa, because the Library catalogs monographs with a different record for each medium (print, CD-ROM, microform, photocopy, online version, etc.).  Reproductions need separate bib records (exceptions are sometimes made for volumes in sets).  If the item in hand cannot be added to an existing bib, it is new to the collection.  Send it to the cataloging unit for your location.  If sending to C&MS, create an OTF bib and item and follow these instructions.
– Bib records for reproductions can usually be identified by the presence of field 533 (or 500 in older records).

3Invalid call numbers:  Some call numbers are ineligible for copying or for use in a copied item record.  If C&MS catalogs materials for your unit and if the item record or call number you are copying has any of the characteristics given below:

– volume designation in 090, for example:  v., no., pt., ser.
– non-LC call number in 099 field
– some call numbers for some locations:  tb, ig, ir, it, jo, qa, qc, qe, qn

1) attach an OTF item to the existing bib, 2) fill out and insert this flag, and 3) send the additional copy to C&MS for LC classification, following these instructions.

Also, if item records attached to the bib have more than one call number and it is unclear which item record to copy, send the material for cataloging to the unit that catalogs for your location.  If sending to C&MS: 1) attach an OTF item to the existing bib, 2) fill out and insert this flag, and 3) and follow these instructions.

Call numbers must be formatted correctly, especially those for MAIN materials since they do not receive the same attention from staff that smaller locations can give.  See Call Number Formatting in OCLC And Millennium.

4Do not disregard a duplicate barcode window that pops up.  Immediately take steps to resolve it.  See Duplicate item barcodes.

[Prepared by: Tonette Mendoza, 01/22/13, with additions by Michael Meacham, 7/17/14]

Legacy Data

Author: Michael Meacham
Approval Group: BTech, Cataloging and Metadata Council
Update Group: BTECH
Last updated date: 09/02/15

Archived Comments

Edits after BTech meeting, 9/2/15
Wed, 09/02/2015 – 10:50 — Michael Meacham
Title: “SSLs” changed to “subject-specialty libraries”
Note 2: “New reproductions always need new bib records.” changed to “Reproductions need separate bib records (exceptions are sometimes made for volumes in sets).”
Note 3: Moved “if C&MS catalogs materials for your unit” to the beginning of the sentence

Created: April 27, 2016
Last revised: January 24, 2017
Review date: None set

Leave a comment

Your email address will not be published. Required fields are marked *