Sometimes one of the self-cataloging units other than the Main Cataloging Department does special language or format cataloging for another shelving location. This procedure outlines creation of records to track where the material is, and which unit is responsible for what elements.
Catalogers who create records for other units can be given the Technical Services scope (if requested via the Millennium Authorization and Training form), which will allow them to edit records for any unit except NRLF.
- If the Shelving Location (ie, the owning unit) has the material in hand:
Follow the (currently Draft) On The Fly procedures designed for sending material to the Main Cataloging Department for cataloging, including creation of On The Fly bib and item records. The In Process status will make it clear this item is not available, and the date in the tracking note will enable a list to be run of items that may have fallen through the cracks.
- If the material was received directly at the Cataloging Unit (ie, it did not go to the Shelving Location first):
The Cataloging Unit will complete the bibliographic record, including addition of a Cat Date if not supplied by the OCLC download process. The Cataloging Unit will create a provisional item record including a barcode, mainly for the purpose of tracking the material.In both cases:
- BEFORE mailing the material to the Shelving Location, each item should be CHECKED IN in the Circulation Module to put it In Transit to the Shelving Location.
- Upon receipt, the shelving location is responsible for checking in the item so it is no longer In Transit, creating any required holdings record, linking items to any holdings, and finalizing the item to verify the correct item type, location, and OPACMSG values, etc. are in place. Labeling is the responsibility of the Shelving Location.
Author: Charis Takaro
Approval Group: ILSSC, BTech, Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 06/20/13