Procedures for Cataloging Schriften des Vereins für Reformationsgeschichte

Department: Technical Services

Procedure: Cataloging “Schriften des Vereins für Reformationsgeschichte”

Purpose: This procedure describes how to catalog pamphlets in the “Schriften des Vereins für Reformationsgeschichte” series.

Overview: In this library, issues of “Schriften des Vereins für Reformationsgeschichte” are cataloged separately, but classified together in the same call number. Many older issues are bound together. This procedure describes how we will complete retrospective conversion on the the backlog in a manor that insures each pamphlet will be treated similarly, and that the records for the issues bound together 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 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 named br300v5. The constant data will enter the call number, our preferred series statement and a basic 949 field. (Note: DLC series treatment has changed over the years. We will treat all issues as described in this document.) title will change

3. Update the call number. The volume number (Bd.) will appear in the call number as no.

4. Update the series statement. Add the volume number to the end of each field. Use Bd. Tag the series field 830 |0. Make sure there is a corresponding 490 1| field with the series as it appears on the piece. If LC has already put the Jahrg. Number in this field, leave it there. You may need to change and existing 440 or 490 0| to a 490 1|.

5. 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.

6. Edit the 949 field. Add initials. Add i=\[barcode\] if you are making an item record.

7. Check and edit the rest of the record as per our standard cataloging practices.

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

9. If the pamphlet is separate, forward for final processing or shelving. If it is bound with others, see below

Item records for titles bound together

10. Add the call number to the item record as BR300|b.V5, but without any volume numbering. Tag the call number 090.

11. Add the volume numbers to the volume field as they appears on the bound piece (i.e. no.172-177). Use “no.” even if it does not appear on the spine. This step is important in making the call number and volume numbers appear correctly in the catalog without a double number.

12. 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.

13. 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.

14. 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.