Procedures for Cataloging Remaining Smithsonian Institution Bureau of American Ethnology Bulletins

Department: Technical Services

Procedure: Cataloging Remaining “Smithsonian Institution Bureau of American Ethnology Bulletins”

Purpose: This procedure describes how to catalog the bound together issues of the “Smithsonian Institution Bureau of American Ethnology Bulletins.”

Overview: In this library, issues of “Smithsonian Institution Bureau of American Ethnology Bulletins” are cataloged separately, but classified together in the same call number. Many issues are bound together. This procedure describes how we will complete retrospective conversion on the bound-together issues in a manor that insures each pamphlet will be treated similarly, and that the records will display properly in the public catalog. 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 a bib and item record for the first bulletin, but only a bib record for any subsequent bulletins in the volume, link all the bib records to the single item record, add a volume call number to the item record and send the volume on for any final processing that may be needed.

Required Knowledge/Skills: Ability to edit records on OCLC and download them into Sierra. Ability to link bib records to a single item record.

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 named e51u6. The constant data will enter the call number, our preferred series statement and a basic 949 field. (Note: DLC series treatment may change over the years. We will treat all issues as described in this document.)

3. Update the call number. No volume designation will appear in the call number. The volume must have three digits to be consistent, so volume 41 is entered as 041.

4. Update the series statement. Now volume designation appears in the series statement. Tag the series field 830 |0. Make sure there is a corresponding 490 1| field with the series as it appears on the piece.

5. Delete extra series field. The constant data will add an extra 830 field. Delete the one you do not need.

6. Edit the 949 field. Add initials. Add i=\[barcode\] if you are making an item record. Remove the i= if you are not creating an item record.

7. Check and edit the rest of the record as per our standard cataloging practices. There may be more recent DLC copy for newer or online editions of the title. If so, update the subject headings to include the new ones.

8. Upload our holdings to OCLC and download the record into Sierra.

Item records for titles bound together

9. Add the call number to the item record as E51|b.U6, but without any volume numbering. Tag the call number 090.

10. Add the volume numbers to the volume field as they appear on the bound volume (i.e. 41-42).

11. Download the rest of the titles in the bound volume as described above except:

a. Download the record without an item record. Delete the i= from the 949 field.
b. Write down the bib record number as you download the record.

12. After all the bib records are downloaded, link the item record created above to all the bib records for the rest of the titles in the volume.

a. In Sierra, open the first bib record. Click on the Summary tab to display Item, but do not open the item record.
b. Using the drop down Edit menu, click on “Link to additional bib”, then “Find bib”.
c. Change the search box to Record no. Type in the bib record number of the first record you are going to link. Click on Search.
d. Make sure the record that is found is the right one. Then click on “Use Bib”. The screen will default back to the first bib record.
e. Cross this bib number off the list you made of the bib record numbers for the volume.
f. Repeat for each of the titles in the volume until you are done.

13. 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.