2. What Is This?
This guidebook is designed for cataloguing assistants working at Concordia University. It
is written to be a cheat sheet, and is comprised of notes from 2012-2013 assistant
technical librarian Megan Fischer and from the MARC cheat sheet created by
The purpose is to make it easier for anyone to step into the job of cataloguing new books
at Concordia. This is by no means the be all end all of information regarding cataloguing.
It is tailored to Concordia’s needs. All questions can ultimately be asked of your
supervisor. The guide is broken into five sections
1. Checking and Preprocessing- the preparation of items for cataloguing
2. OCLC Copy Cataloguing- Finding the item in OCLC
3. Labeling- physical labeling of books
4. Add to Collection- Adding the items to Concordia collection through Voyager
Sections 1 can be taught and passed on to certain student workers.
Steps 3 and 4 can be done in reverse order.
3. Table of Contents
P.1 Checking and Processing Materials
Checking for duplicates
Preprocessing
Tips and Tricks
P.3 Copy Cataloguing
Logging On
Search Strategies
Things to Remember
Search Windows
Fields to Check
Things to Avoid
OCLC Buttons
Once You’re Satisfied
Short Cut Keys
P.13 Cutter Tale
P.14 Voyager
Procedures
4. For questions please feel free to contact Megan Fischer at meganfangirl@gmail.com
A digital copy of this guidebook is available with your supervisor.
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Checking and Preprocessing Materials
1. Checking for duplicates
a. Search both the author and the title portions of the online catalog (the title portion
is especially useful for non-print materials) for each requested item to determine
if the library already owns the item.
b. If a duplicate is indicated, write down the call number and double check in the
stacks.
i. If there is a duplicate notify the technical librarian and return the book.
Make sure that existing copy is in good condition and is up to date
ii. If there is no duplicate in the stacks check to see if the book is a
replacement order
c. If there is no duplicate in the system then place the book on the shelf to be added
to the collection.
2. Preprocessing
a. Hardback
i. Book Covers
1. Check to see if the information on the inside flaps are present in
the actual book. This is most common in children’s books. There
are two options for processing hardback covers
2. In the case of monographs covers may be discarded or mylared at
the end of the process
3. Inside flaps may also be cut off and pasted into the front and back
covers of the book
ii. Stamps
1. Books should be stamped on all three open sides as well as the
main title page (4 total stamps)
iii. Security Strip
1. Use the small one sided strips
2. Place 1/4th
an inch on the end of the metal strap
3. Pull the stick through the book spine, sticky side to the bound
pages
4. Hold the spine down and quickly pull the stick out, the strip should
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stay within the book
5. Do not force the stick through, if it will not go through easily then
follow security strip procedures for paperbacks
iv. Return Dates
1. On the first page tape a return date flyer. Make sure that it is near
the middle of the page and taped along the top edge.
b. Paperback
i. Stamps
1. Books should be stamped on all three open sides as well as the
main title page (4 total stamps)
ii. Security
1.
iii. Return Dates
1. On the first page tape a return date flyer. Make sure that it is near
the middle of the page and taped along the top edge.
c. DVD
d. CD
Tips and Tricks
Pre-Processing can get people bogged down. Work with small sections of books, such as one
shelf length, at a time. It is easier in the long run to do similar books at one time (all JUV books,
all monographs, all Oversized etc). It is also possible to ask for help at the front desk. Student
workers can be trained on pre-processing and it can allow the cataloguer to work on the more
detailed processing while others work on the hands on pre-processing.
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Search Strategies:
1. (Title) 3,2,2,1
2. (Author / Title) 4,4
3. After either of these, the /bks command can be added, to signify BOOKS
4. After either of these, the /yyyy command can be added, to signify YEAR
5. These commands can be combined (i.e., /bks/yyyy)
6. Example of title strategy:
a. The Wind Blows Fair Through My Long Curly Hair by Christopher Altnau
b. Would look like: win,bl,fa,t (ignore beginning article “The” and type first three
letters of wind, first two letters of blow and fair, and first letter of through.)
7. Example of author / title strategy: Using the above title and author: altn,wind
8. Example of appended commands: altn,wind/bks/2000
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Things to remember:
1. Title page supersedes the cover.
2. Don’t trust LC CIP (Library of Congress Cataloging in Publication) data; use only as last
resort.
3. If LC CIP data is present, the LCCN (Library of Congress Control Number) must also be
present.
4. When viewing initial search results, look for the “D” record.
5. The number of holdings is a good (but not infallible!) indication of the record’s
suitability for use; for example, a record held by 388 entities is probably more
appropriate than a record held by 2 entities. The reason being that the record with low
holdings might be a customized record, or might represent a special version of the record.
Conversely, a widely-used record is probably suitable for your purposes, and will require
much less editing.
6. Don’t mix and match; i.e., don’t use MARC 21 codes in a record that is pre-AACR2, and
don’t use AACR1 codes in a record that is MARC 21/AACR2.
7. Use only approved (AACR2 Appendix) abbreviations.
8. Always catalog the item in hand! The physical object takes precedent!
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Fields to Check
1. 020 this is the ISBN. Make sure it is correct. There are 10-digit ISBNs, as well as 13-
digit ISBNs; most of the time, both will be present, but sometimes, only 1 is listed.
Check whatever appears in the record for accuracy.
2. 050 field; make sure that this is a valid LC call number. 1st
and 2nd
indicators should be
0. This means that the item exists in LC, and was assigned a call number by LC. If you
are catalouging a DVD change the call number to DVD ###. Check the existing DVDs in
the collection to find what number to start on. Example Call number: DVD 134
3. Make sure the year cutter is present!*** The cutter table is later on the guidebook
a. INCORRECT: HF5385 .L46
b. CORRECT: HF5385 .L46 2005
4. 049 field; is the local holding field. The Concordia holding field is LUTM. The M
changes depending on what you are cataloguing
a. M- Normal monographs, including oversize
b. J- Juvenile
c. F- reference
d. V- DVD
5. 090 field; This is the field for Local Call Numbers. AS PER OCLC 4th
EDITION:
a. If you are transcribing LC copy, use field 050 for the LC-assigned call number
[…] Records may contain field 050 and field 090, but only if 050 is a word or
phrase (e.g., PAR, Newspaper, UNC, or NOT IN LC.) Field 090 is not retained in
the master record if field 050 contains a call number.
b. When assigning a call number and cutters, use the cutter list. Cutter to two
positions to avoid duplicate numbers.
c. ALWAYS ADD THE DATE
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6. 245 field; This is the Title Statement. Check it for accuracy; note the 1st
and 2nd
indicators, for added entry information (1st
) and non-filing characters in title (2nd
.)
7. 260 field; This is the Publication / Distribution field. Check it for accuracy. Note the 1st
indicator, which describes the sequence of publishing statements.
8. 263 field; This is the Projected Publication Date. This field should not be present in a
record for a published item. If this field is present, it is a good indicator that the record
was based upon LC CIP data. If 263 is present, check entire record being wary for
changes in data between LC CIP data and actual publication data.
9. 300 field; This is the Physical Description field. Check it for accuracy. If this field is
blank, there is a good chance that the record was based on LC CIP data. If this happens,
check entire record, being wary for changes in data between LC CIP data and actual
publication data.
10. 504 field; This is the Bibliography Note. Check it for accuracy, and make sure
bibliography / index exist, and that pagination is correct.
11. 650 field; This is the Subject Added Entry. Check it for foreign language materials;
look at the 2nd
indicator, and delete any fields that are marked 5,6,7,or 8.
12. 653 field; This is the Index Term (Uncontrolled) field. This represents index terms that
are not from a controlled thesaurus or subject heading system. Delete these fields when
you find them.
13. ### field: LUT is the code for Concodia university. You will notice there is an M at the
end. If you are adding a monograph, this is fine. When adding juvenile books change the
M to a J. When adding a DVD or Audio source change the M to a V
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OCLC Buttons
Once You’re Satisfied:
1) Re-format
2) Validate
3) Update Holdings (Do Not click PRODUCE!) Do Not click this more than once!
4) Export (Be sure to select APPEND if asked! Do Not select overwrite!)
5) Label Print (Check for OVR requirement, and for additional materials such as CD/DVD)
(OVR = Oversized, i.e., larger than 28 cm. Do not round; 28.0 is not oversized, but 28.1
is.) NOTE! Types of Labels vary depending on the equipment and supplies at
hang. Ask your supervisor how to go about this.
6) Print Accessions List (HTML file)
7) Copy the text from the accessions list and paste it into NEWBOOKS.TXT in call number
order.
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Cutter Table
1. After Initial vowels
For the second letter: b d l-m n p r s-t u-y
Use the Number: 2 3 4 5 6 7 8 9
2. After initial letter S
For the second letter: a ch e h-I m-p t u w-z
Use the Number: 2 3 4 5 6 7 8 9
3. After initial letters Qu
For the second letter: a e i o r t y
Use the Number: 3 4 5 6 7 8 9
For initial letters Qa-Qt, use 2-29
4. After initial consonants
For the second letter: a e i o r u y
Use the Number: 3 4 5 6 7 8 9
5. For expansion
For the second letter: a-d e-h i-l m-o p-s t-v w-z
Use the Number: 3 4 5 6 7 8 9
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4) Save to DB (Boat Icon) – Make sure to check for “OVR.” Once saved, item will have
bib#.
*** ALWAYS SAVE BEFORE AND AFTER EACH CHANGE
*** When you first start a session in voyager you will be given the option to change your
options. This is very important! Select from the holdings item default location menu. Select
MAIN if you are doing MAIN collection items, JUV collection items etc. You will have to
restart voyager each time you want to change the type of books you are adding to the collection
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5) New Holdings > Save to DB – Once saved, item will have holding#, tied to bib#. New
holdings button looks like the books with the arrow next to them and says “New
Holdgs”
6) Click the new Item icon, looks like a stack of books and says “New Items” under it
7) Click on barcode field.
8) Put barcode sticker on inside cover, center top. Avoid overlaying maps or other printed
a. images if possible.
