Procedures for Receiving and Cataloging Kits
Procedures for Receiving and Cataloging Kits
Department: Technical Services
Rev. 28 January 2009
Purpose: This procedure describes how we will receive, catalog and process kits. As much as possible, we will treat kits the same as print and other media. Exception: We cannot guarantee 24-hour “rush” service with kits, as we do with other library materials. That is because we may need to order special containers to allow the kit to circulate.
Overview: “Kits may be defined as a set or collection of various material types intended for use as a unit. . . . The glossary of AACR2R (1998) defines kits as ‘an item containing two or more categories of material, no one of which is identifiable as the predominant constituent of the item’.”—Mary Beth Webber. Cataloging Nonprint and Internet Resources, p. 217. Kits may come to us as purchases, gifts, or through the GPO depository program. Note; not everything labeled 'kit' by GPO meets this definition of kit.
Required Knowledge/Skills: Knowledge of Sierra and OCLC Connexion. Cataloging requires knowledge of AACR2rev and MARC 21. Processing requires knowledge of MS-Word.
Equipment/Supplies: PC with network connection, Sierra and OCLC Connexion. Special boxes or other containers may be required for final processing.
Procedure
Receiving. These procedures apply to all kits, regardless of source. Gifted kits must have a gift form indicating 'add' and signed by a librarian.
1. Review the shipping container for bibliographic information that may not be available elsewhere. Compare the container against the item itself, if necessary.
• If you are concerned that important information may be lost, keep all the pieces of the kit in the original shipping container. If in doubt, error on the side of keeping the shipping container.
• Otherwise, dispose of the shipping container as usual.
2. If there is a packing list, check kit contents against the list to make sure all pieces have been sent.
• The packing list may or may not itemize the contents of the kit.
• Sign, date and route the packing list as usual.
3. Add the received date to the Sierra order record.
4. Fill out yellow search slip. Search OCLC for possible records to use and add record numbers to search slip.
5. Put kit on media cataloging shelf.
• Purchased and GPO kits go on the shelves labeled 'Catalog Purchases.'
• Gifts go on the shelves labeled 'Catalog Gifts.'
• If the kit will not fit on the selves, put it on truck near the shelves.
• If the kit cannot be cataloged soon, it may be stored in the locked storage room temporarily.
Cataloging
1. All kits will be cataloged by the Media Cataloging Librarian, or another professional librarian in her absence.
2. If no OCLC record can be found, and the kit has not been designated PRIORITY:
• Store the kit for a maximum of 4 weeks.
• Search OCLC weekly.
• If there is still no OCLC record after 4 weeks, or it has been designated RUSH or PRIORITY in the meantime, create an original OCLC or Sierra record for it.
• An OCLC K-level record is acceptable, if that proves to be more expedient.
3. Create a bibliographic record with required descriptive fields as defined by OCLC.
• Use the GMD \[kit\] in the 245 subfield h.
• Use the OCLC bib level code c (b1=c in Sierra).
• Use Sierra material type code k (b2=k) in the 949 field.
• List the contents of the kit somewhere in the record, in either the 300 field or a 5XX field.
• Use the OCLC holding library IVUC in the 049 field.
• Add an appropriately coded 007 field.
4. Add bibliographic and subject access fields as appropriate, including an LC classification number.
• Add the suffix 'kit' to the LC classification number.
5. For GPO kits:
• Add an 086 field (Innopac tag g) with the SuDocs number.
• Add an 974 field (Innopac tag m) with the GPO item number.
• Add an 037 field (Innopac tag y) with the GPO stock number.
6. Decide on a case-by-case basis how many item records to create and how to code them. Consult with Circulation Managers if needed.
• The preferred option is to keep all the components together in a single container with one item record for the container.
• The kit may be broken down into separate containers with an item record for each container, if each container can hold a stand alone group of component.
• Add a message field to the item record that either lists the pieces in the kit, or references the list in the bibliographic record.
• Code Item records as follows: Itype=27, Loc=cmeki, Status= -, Imessage=p. There is no provision for non-circulating kits at this time.
Processing
1. The Media Cataloging librarian and designated Technical Services staff will decide on a case-by-case how to barcode, label and tattle-tape the kit, in consultation with Circulation Managers as needed. Try to follow the guidelines listed below as much as possible.
2. If part or all of the processing is to be done by student workers, provide them clearly written instructions.
3. Additional media container or boxes may be purchased as needed.
• Scan something from the kit to provide a coordinating image for the box.
• Ask either the Marketing Services Librarian or the Administrative Assistant to print the scanned image on a color printer.
• Laminate the image on to the new container.
4. Mark all kit components with some kind of Library ownership mark.
5. Attach a call number label to all major kit components.
6. On the major container, attach call number and barcode labels near the UPC code if there is one.
7. For large boxes, attach two call number labels, one on each side, so the box can be shelved either perpendicular or parallel to the shelf.
8. For large boxes, use double-dumb barcodes and put one near each call number label.
9. Attached tattle-tape to the major container on the bottom end nearest the UPC code or other labels. Tape plain paper over the tattle-tape to hide it. Do not apply tattle-tape to items inside the container.
10. For kits with more than three pieces,
• Create a laminated list of the pieces by cutting and pasting the description from the bibliographic record into a Word file.
• Attached this list to the container in an appropriate place that does not cover up useful information.