Tracking materials

Notes and fields from Acquisitions and locations in CatalogingMary O’Donnell, Senior Cataloger

mary.odonnell@okstate.edu

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

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

Note in the MFHD

Resulting note in the OPAC

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

948 note alerts cataloger to earlier edition

Tracking within the Catalog Department

Non-public notes in the MFHD

Using notes and temporary locations in the item records

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

Item to be given original cataloging

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

Note that MFHD is suppressed

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

OPAC record before arriving in Catalog Dept.

Changing the item status to “In process”

Book can now have a “rush” request

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”

This book has been cataloged by Mary

“In process” has been removed…

…and Temp Location is now “Labeling (Processing)”

Final process

When labeling is completed, Temp location is changed to “Office review” and books are placed on the area pickup shelves

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

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