Cataloging Materials for the German House

Cataloging Materials for the German House

Department: Technical Services

Procedure: Cataloging Materials for the German House

Rev. 9 July 2010

Purpose: The German House contains a small collection of German language materials for use by its residents and German language classes taught on-site. The materials are represented in the library catalog so that we can track the collection and avoid duplicate purchases.

Overview: The procedures for treating this collection are a hybrid of what we do for the Stager Collection and the Career Center collection. The German House collection will have full MARC records and holdings in OCLC, but we will not interlibrary loan them. The collection will have labels similar to Stager Collection labels, but no security strips. Like the Career Center collection, German House staff will be responsible for doing periodic inventories.

Required Knowledge/Skills: Reading knowledge of German, OCLC Connexion, Sierra, MARC tags, current cataloging codes and LC applications.

Equipment/Supplies: PC with Sierra and OCLC Connexion, German House labels, circular ownership labels accompanying media.

Procedure

Cataloging

1. Edit and download a MARC record for each title with full description and subject headings if appropriate. Classification numbers are not required. Include a barcode. Use OCLC constant data “khaus” to put correct codes in the item record. These are:

2. If the book includes accompanying media, make sure it is noted in the 300 |e. Do add 007 or 538 notes to the bibliographic record if they are not already present.

3. Add holdings to OCLC.

4. Records will get full monthly authority work.

5. Records will not be included in the monthly “New Titles List.”

Processing

1. Stamp as usual.

2. Do NOT apply security strip.

3. Do NOT print out call number label.

4. Label with German House collection label, either on spine or in upper left corner of cover.

5. Keep accompanying media in its sleeve in the back of the book. Open the sleeve from the top so the disk does not fall out. Apply only the circular ownership label to the center of the CD-ROM.

6. If a large number of German House materials are processed at once, collect them in a box. When the box is full, notify the German House director to make arrangements for pickup or delivery. If there are only one or two small books, send them in campus mail to the German House director.

Periodic inventory and weeding

1. Library staff:

•Prepare a bibliographic list in Sierra of the titles in the German House collection.(item loc=khaus)
•Export the list to an Excel spreadsheet. Include primary author, title, publisher, date, ISBN, item record number and OCLC number.

2. German House staff:

•Check the collection against the list. If the item is found and to be retained, remove it from the spreadsheet.
•Return the spreadsheet with only the missing titles or titles to be withdrawn
•Send to Technical Services any books to be withdrawn,flagged as such.
•Send to Technical Services any books that were not on the list that should be added, flagged as such.

3. Library Staff:

•Delete records from Galileo.
•Batch upload OCLC numbers to OCLC for holdings deletion.
•Flag additions for the German House collection and put into the cataloging workflow.