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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.
In Aleph
Search to see if we already have a copy of the book in the general collection in the stacks
Click binoculars
Click find
Set base to UMA staff cat
Use drop down boxes to search by title, ISBN, etc.
Click OK
Click on the record you want to open and then click catalog
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.
If there is already a copy in General Collection UMDUB UGEN
Bib record
Call Numbers
Go to Edit Text – New Field (User-defined) or press the F6 key
When the new field appears, type 099
Use your cursor to move two spaces until it is in subfield a
Enter the SCUA call number (ex: RB 038 No. 3)
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
Collection ex: 500_ _ |a UMass Amherst Special Collections copy shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
Signed by author ex: 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
Dust jacket ex: 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
Signed by author and a dust jacket ex: 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 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:
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 Update
Holdings record
Click on HOL Links tab
Click create new
Flag the book
If there is NOT a copy in General Collection UMDUB UGEN
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
Check the following fields
Call numbers
050 or 090 required. Do not evaluate, edit or check.
099 Click enter to create a new field. Type 099 then add the SCUA call number in the field (ex: RB 038 No. 5)
Call numbers for Multi-volume titles and serials
Example, if a Parker collection title has three volumes, the next three numbers to be assigned are RB 038 No.8, No.9, and No.10. Add to the bib record: 099 $a RB 038 No.8-10
Author field
If there is a field for 1XX check that the author is correct
We only accept exact transcription from title page, title page verso, colophon, covers, or other
245 ## $a Title : $b subtitle / $c Statement of responsibility (author/creator/etc.)
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.).
Imprint information
Record accurate imprint 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:
336 $a text $b txt $2 rdacontent
337 $a unmediated $b n $2 rdamedia
338 $a volume $b nc $2 rdacarrier
Subject fields:
At least one subject (in field 6XX) must be present unless it is a book of literature. Do not evaluate, edit or check any subject entry.
Creators/contributors/authors/editors:
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 note)
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
Collection ex: 500_ _ |a UMass Amherst Special Collections copy shelved as part of the Catherine A. Latimer Collection (RB 031). Gift of Ruby Latimer, with assistance from Dario Bosley. |5 MU
Signed by author ex: 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
Dust jacket ex: 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
Signed by author and a dust jacket ex: 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 used 793)
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 & 928
Updating holdings
Go to Action → Holdings → Update holdings
049 field
Change AUMM to AUMDDR
Exporting
In Connexion:
In Aleph:
Search for the new bib record in Aleph Cataloging Module, by using the number you just copied in the Connexion pop-up box
Paste number into top left search box in Aleph
Click arrow
Double click on Items on left side toolbar/menu
In the bottom pane click on General Information (1) tab
Stick barcode on top center of flag
Place cursor in barcode field to scan in barcode
Delete PC out of the item process status field
Description field type in v.1 (if you have a multi-volume title)
Click update
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.