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SCUA Cataloging
Obtaining materials from SCUA
Contact Steve Robinson a few days before picking up a book truck of materials to be cataloged. This will give Steve time to create labels for each collection.
Search to see if we already have a copy of the book in the general collection in the stacks
Check to make sure the record is an exact match for the book in hand
* NOTE - If book is held by SCUA, catalog a second copy only if it has a special feature (signed, limited edition, has dust jacket, etc.) Otherwise set aside for Steve Robinson to decide whether to keep the second copy or not.
Call Numbers
Go to Edit Text – New Field (User-defined) or press the F6 key
500 (formerly 590 note)
Hit F6 and add the 500 note according to this format: 500_ _ |a [Information unique to the item within SCUA (SCUA call number for the set of which the item is a part). Gift information.] |5 MU
710 (formerly used 793)
Hit F6 and add the 710 note. The first indicator of this field must be “2” for “name in direct order”. Use this format: 710 2_ |a [SCUA Collection Name] |5 MU
910
Use F6 again to enter your initials and date. Hit Control L to save. Click continue and then Click Override. The field should look like this:
Step 2 - Creating the item record:
Click on ITEMS (left side of screen)
Click New (top right side of screen)
Scan in barcode
Click arrow next to sublibrary and select UMSCA (UM Special Coll & Archives)
Click arrow next to collection select USPC (UM Special Collections)
Click arrow next to material type and select BOOK
Click arrow next to Item status and select 02 (Library Use Only)
Click Add
Step 3 - Creating the Holdings record:
Click on HOL Links tab
Click create new
Step 4 - Adding flag to book
Add flag with label on one side and barcode on other side
Write in pencil the call number in pencil on the top corner of the last blank page of the book
Done!
Open Connexion
File > Logon
Click Cataloging > Search > WorldCat
We only accept English language records.
Make sure the box next to Apply Language of Cataloging is checked off and set to English
Search by title or ISBN number. We want to search the Title Page, NOT the Cover Title.
Book-in-hand must be an exact match to the record exported into the catalog.
Click on top of the data column to sort search results by year
Look for the record with the most holdings.
Check to see if UMass already holds a copy
Double click on the record you want to open up
Check the following fields
Call numbers:
090 Delete this field
050 Leave this in the record. Do not evaluate, edit or check.
099 Click enter to create a new field type 099 then RB 038 No.5
Call numbers for Multi-volume titles and serials
Each volume or issue gets its own number. The range of numbers used for that title goes in the 099 field.
For example, let's say a Parker collection title has three volumes, and the next three numbers to be assigned are RB 038 No.8, No.9, and No.10:
Bib Rec: 099 $a RB 038 No.8-10
Author field:
1XX Check that the author is correct
Exact transcription from title page, title page verso, colophon, covers, or other:
Edition statement:
Field 250 is the place to look for help identifying matching editions. RDA records will have the edition spelled out in full, which is what we want the record to have. Older records may still have abbreviated edition statements (ex: 3rd rev. ed.).
Record accurate imprint information from title page, title page verso, colophon, covers, or other:
Copyright dates are always in brackets with no period, followed by an additional 264 field showing that the inferred date is a copyright date.
If no place of publication or publisher is identified anywhere on the piece:
RDA records may also use several other 264 fields for Production, Distribution, or Manufacture. See a cataloger if you have questions.
Physical Description:
Carrier fields:
Each record must include carrier fields. Example for books/monographs/serials:
Subject fields:
6XX At least one subject must be present unless it is a book of literature. Do not evaluate, edit or check any subject entry.
Creators/contributors/authors/editors:
7XX If a person is named in 245 $c, either a 1XX or 7XX entry must be present in the record. Do not evaluate, do not create addition entries, do not evaluate for main entry.
Adding additional fields to the record:
500 (formerly 590 field)
500 __ $a UMass Amherst Special Collections copy shelved as part of the John M. Whitcomb Collection (RB 038). Gift of Wilde and Gabrielle Whitcomb. $5 MU
If signed by author:
EXAMPLE: 500_ _ |a Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
If it has a dust jacket:
EXAMPLE: 500_ _ |a UMass Amherst Special Collections copy with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
If it has a dust jacket and it is signed:
EXAMPLE: 500_ _ UMass Amherst Special Collections copy signed by the author W.E. Burghardt Du Bois with dust jacket. Shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
710 (formerly 793 field)
710 2_ $a John M. Whitcomb Collection $5 MU
The 710 needs a first indicator of two for “name in direct order.”
910
Enter a 910 field like this MBB 03/25/2019 SCUA
928
Enter a 928 AUTHORITY
Updating holdings
Go to Action → Holdings → Update holdings
049 field
Change AUMM to AUMDDR
In Connexion:
In Aleph:
Adding additional Item records for Multi-volume titles and serials
Click duplicate
In the description field Change v.1 to v.2 and so on
Add a barcode and scan into barcode field
Click add
Processing Instructions
We will attach barcodes and the call number labels on ID strips supplied by SCUA and inserted into each book.
Also, lightly write in pencil the accession / call no. on the inside rear cover, but avoid putting it on decorated end papers or on illustrated pages. If the rear cover is decorated use the last page of the item instead.