Procedures for Cataloging & Processing Stager Collection Materials

Department: Technical Services

Process: Cataloging:

Procedure: Cataloging & Processing Stager Collection Materials

29 October 2019

Purpose: Materials in the Stager Collection are considered recreational. Although materials may be transferred to the regular collection, the intent is that this be a short-lived, high-use collection. As such, it does not need the same level of treatment as materials in the regular collection. At the same time, we need to put full records into the system and add holdings to OCLC to allow for full access.

Required Knowledge/Skills: This procedure assumes a basic familiarity with editing on OCLC Connexion, Sierra and MARC tags.

Equipment/supplies: PC with OCLC Connexion software, OCLC FULL authorization number, and the Sierra application.
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Cataloging

1. Any OCLC record can be used for the Stager Collection. Prefer DLC records over member input records. Prefer full records (Enc. Lvl= blank, 1 (one) or I (letter) over other encoding levels. If there is no OCLC record, flag the book for Stager Collection and put in on the appropriate shelf for a librarian to work on. We will input K level records into OCLC for Stager Collection materials without call numbers. (Subject headings are optional on K level records and the only 5XX fields required are those needed to identify the item.)

2. Check these fields prior to downloading OCLC records:

a. 020 (ISBN) –If everything on the record matches the book except the 020, the
variant 020 field may be added. Later printings and variant binding often have different ISBNs.

b. 245 (Title)--Make sure every record has a “245” field and that it matches the
title as it appears on the title page.

c. 250 (Edition statement)–Make sure edition statements match what appears on the book. If they do not match, use a different record. Exception: Absence or presence of “Book Club edition”, “First edition” or “Paperback edition” if that is the only difference.

d. 260 subfield b (Publisher) – Make sure the publisher is the same as on the book, although it does not have to be worded exactly the same. Different publishers
require different records.

e. 260 subfield c. (Year of publication) – Date in the record must match the date in the field. Catalogers use dates in this order of preference: publication date (usually on the title page, but may be on the t.p. verso if it is associated with a particular edition), copyright date, printing date. Ignore printing dates when other dates are present. Ignore dates that are part of the CIP [cataloging in publication] description.

f. 300 (Description)--Make sure every record has pagination and size. Absence of this data indicates CIP cataloging, which is done by LC from galley proofs. Insert
the number of pages before the “p”, and the height of the book before the “cm” in
this field. You may accept records where the only difference is the size, if the
size in the record is within two centimeters of the actual size.

g. 4XX/8XX fields (Series) – If the series appears anywhere on the book, and there are 4xx/8xx fields in the record that seem to be the same series, accept series
statements and headings as is. If the series is on the piece, but not in the record, you may need to look for another record. If you can’t find one, accept the record as is. Do not add 4XX or 8XX fields.

h. 505 (Contents) – If contents notes are present, check them for accuracy. If not, do not add contents notes for any Stager Collection materials.

3. Accept 1XX, 6XX and 7XX fields as they are in the record.

4. Apply constant data coded cgest (<ctrl> u). Copy and past the Sierra bib record number of the record to be overlayed into the 949 field. Make sure you close the record in Sierra before exporting the new record. Add the barcode to the second 949 field.

5. Update holdings in OCLC (F8) and export the record (F5).

Processing

1. Retain all book jackets.

2. Apply Stager Collection generic labels to both the jacket and the book spine.

3. Apply tattletape and stamp the top and bottom of the book .