Procedures for Cataloging Newcomen Addresses
Department: Technical Services
Purpose: This procedure describes how to catalog pamphlets in the Newcomen Addresses series.
Overview: In this library, the Newcomen Addresses (later Newcomen Publications) are cataloged separately, but classified together in the same call number. This procedure describes how we will catalog the backlog and ongoing receipts in an efficient manor that insures each pamphlet will be treated similarly. The basic steps are: find the record in OCLC, apply the constant data, edit out fields duplicated by the constant data, complete record review and barcoding as with other cataloging, download the record, and send it on for any final processing.
Required Knowledge/Skills: Ability to edit records on OCLC and download them into Sierra.
Equipment/Supplies: PC with access to OCLC and Sierra; item barcodes.
Procedures for retrocon
1. Search the record in OCLC as usual.
• Prefer DLC records over non-DLC.
• If no DLC records, prefer the record with the most holdings.
2. When you have found the best record, apply the OCLC constant data name h11n4. The constant data will enter the call number, our preferred series statement and a basic 949 field. (Note: the series title will change from Newcomen Address to Newcomen Publication beginning with the 1974 issues. We will change the constant data at that time.)
3. Update the call number and series statement by adding the issue number to the end of each field. Take the number from the call number label attached to the piece.
4. Delete any extra call number or series fields. Extra call number fields may be tagged 050 or 090. Extra series statement fields will be tagged in a 4XX and/or 8XX fields.
5. Make sure there is an added entry for the Society.
• For pamplets published before 1983, the entry will be: 710 2_ Newcomen Society in North America
• For pamphlets published January 1983 to date the entry will be: 710 2_ Newcomen Society of the United States
6. Non-DLC copy.
• Write OCLC number on a slip of scrap paper and attached it to the piece.
• Exit out of the record.
• Click on the online save file button to the save the record to online save file. OCLC will respond with the save file number. Write the save file number on the paper below the OCLC number (i.e. save #9).
• Put in the designated spot for a librarian to review.
7. DLC copy: Complete descriptive copy review as usual.
8. Remove any reference labels and attach a barcode to the piece. You may want to put the barcode over the spot where the reference label used to be.
9. Complete the 949 field by inserting your initials and the barcode number. The 949 field will have /i2=2: after the barcode. This will code the item record with the code for paperback.
10. Upload our holdings to OCLC and download the record into Sierra.
11. Forward for final processing as needed. Since this is a retrospective conversion process, most of the pamphlets should already be labeled, but they may not be barcoded.
• If the pamphlet needs labeling or any kind of repair (some of them may need pam binding), complete the usual processing slip.
• If only tattle-taping is needed, batch a group together and attach one completed processing slip to the batch.
• All previously labeled pamphlets should be returned to the Circulation Desk for immediate shelving. If the pamphlet was never added to the collection, it can be sent to the New Book display shelves.