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Tracking materials
Notes and fields from Acquisitions and locations in CatalogingMary O’Donnell, Senior Cataloger
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Gift books and books with accompanying materials
Gift books from an endowment are specially flagged and have a gift plate
Unplated gift books may be lower priority We need to keep track of how long gift books
have been in the Catalog Dept. When books have accompanying materials,
we need to know what was received and what is missing
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Acquisitions notes
Acquisitions will add a note in the holdings record (MFHD) telling the date the item was received
Subfield |z will display in the OPAC |z substitutes for a system-generated
message
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Note in the MFHD
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Resulting note in the OPAC
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Acquisitions notes con’t
After the item is cataloged, the |z is changed to |x (which doesn’t display in the OPAC)
In addition, Acquisitions adds a 948 field to the bibliographic record to alert the Catalog Dept. to earlier or similar editions
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948 note alerts cataloger to earlier edition
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Tracking within the Catalog Department
Non-public notes in the MFHD
Using notes and temporary locations in the item records
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Non-public notes
Notes in the MFHD may indicate the status or location of items which don’t have cataloging copy Provisionals shelf Original cataloging shelf
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Item to be given original cataloging
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Notes for problem books
Notes in the MFHD can be used when an item must be returned to Acquisitions for some reason The MFHD will be suppressed until the item is
replaced or returned
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Note that MFHD is suppressed
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Using the item record to track items in the Catalog Dept.
When book is received in Catalog Dept., Processing changes “item status” in the item record to “In process”
Patrons can request that an “In process” book have a “rush” put on it
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OPAC record before arriving in Catalog Dept.
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Changing the item status to “In process”
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Book can now have a “rush” request
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Finding an “In process” book
Checking the “history” tabs on the bib record and/or MFHD to see if anyone in cataloging has worked on it
Checking the item status to see if “In process” has been changed to “Labeling”
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This book has been cataloged by Mary
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“In process” has been removed…
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…and Temp Location is now “Labeling (Processing)”
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Final process
When labeling is completed, Temp location is changed to “Office review” and books are placed on the area pickup shelves
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Summary
Notes from Acquisitions Help the Catalog Dept. to keep track of how long
an item is in the Dept. before cataloging
Alert the catalogers to earlier editions
Tell the catalogers of items which came with (or are missing from) a book
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Summary, con’t.
MFHDs and item records Inform the catalogers of the location of an
uncataloged item
Help the Catalog Dept. to locate a rush item by telling who is working on it and at where it is in the processing procedure