SWIFT
Cataloging Practices Manual [CPM-900]

STATISTICS

Forms and Riders

  1. BACKGROUND

    In August 2005, the BCD switched from manual to automatic recording of processing statistics using the 948 field. The Processing Production forms will no longer be used. At that time the following practices were discontinued either because such counts are no longer needed, because pick & scan has made an accurate production count unrealistic or because the statistic can be gathered and reported by reports using data elements in the record.

    The following practices are new:

  2. PRODUCTION STATISTICS AND CHANGE IN SIZE OF COLLECTIONS STATISTICS

    1. Production Statistics are kept for Precataloging, Cataloging and Postcataloging activities using 948 fields in the bib record. Production Statistics are counted by number of titles and not by number of pieces.

    2. Although the manual counting of newly processed pieces was discontinued in July 2010, and are since based on counts of newly created item records, certain piece counts (e.g.rare books and microforms) will continue to be recorded manually on the Change In Size of Collections forms. For manually counted categories it is still necessary to use a separate sheet for each format.

  3. PROCEDURES AND DEFINITIONS FOR RECORDING STATISTICS

    See also Using Macros for Production Statistics CPM901

    Input each statistic using the appropriate macro in a separate 948 field. Except for added copies/locations, one 948 field is added for each processing activity even when an activity has multiple components. For example, when adding subjects or classification to a record you are cataloging, it is counted only as a cataloging statistic (codes c,f,o,p,s).

    The 948 field is structured so that the first indicator indicates whether the activity was part of pre-cataloging, cataloging or post-cataloging. Subfield a has the date of transaction automatically supplied. Subfield b has a code for the activity and subfields c and d have the UNI and cataloging department automatically supplied. Over time, it will be possible to see the history of the record by "reading down" the list of 948 fields. Example:

    1. Precataloging Statistics

      Precataloging activities take place before an item is cataloged

      • BACKLOG = (ALT + SHIFT + 1)

        Used for items processed for Precat or the Avery backlog.

        Example: 948 0 $a 20050801 $b b $c mw18 $d MPS

      • TRACKING RECORD (ALT + SHIFT + 2)

        Used for creating or modifying a tracking record to track material to another department.

        Example: 948 0 $a 20050801 $b x $c rad1 $d MPS

      • TEMPCAT (ALT + SHIFT + 3)

        Used for temporarily cataloging a title, e.g., serial analytics.

        Example: 948 0 $a 20050801 $b y $c ink2 $d MPS

    2. Cataloging Statistics

      Cataloging activities are activities that result in a new title being cataloged in CLIO. No matter how many times you edit a record in your cataloging session, there should be only one 948 field added.

      Note: BIBCO and CONSER records that result from recon should also have a 965 RECON marker added to the bibliographic record.

      • COPY CATALOGING (CTRL + 1)

        Used for new titles cataloged using standard copy. Includes reinstates.

        Example: 948 1 $a 20050801 $b c $c fra1 $d SCMC

      • PCC FULL LEVEL (CTRL + 2)

        Used for PCC original cataloging at the full level.

        Example: 948 1 $a 20050801 $b f $c jef1 $d OSMC

      • ORIGINAL/NON PCC (CTRL + 3)

        Used for all types of original cataloging that is not PCC or CONSER.

        Example: 948 1 $a 20050801 $b o $c kmh33 $d OSMC

      • PCC CORE LEVEL (CTRL + 4) **DISCONTINUED**

        Used for PCC original cataloging at the core level.

        Example: 948 1 $a 20050801 $b p $c scs5 $d OSMC

      • CONSER (CTRL + 5)

        Used for serials cataloged for CONSER. Categories of CONSER cataloging will continue to be recorded manually for now.

        Example: 948 1 $a 20050801 $b s $c cc179 $d OSMC

    3. Postcataloging Statistics

      Post cataloging activities are record maintenance activities that take place after cataloging. In all cases, the title has previously been counted as new to the collection.

      • ADDED COPY/LOC (CTRL + SHIFT + 1)

        Used whenever a new MFHD is created or reactivated as part of new cataloging. Includes reinstates. DO NOT use if adding a new holdings to CLIO when converting holdings information from cards or performing follow-up work on previously reconned records. For those situations count as Transcribe/Recon but do not add the RECON marker..

        If you are cataloging multiple copies at the same time, e.g., for reserves, record one title as new and using the added copy macro create a separate 948 for each of the additional titles.

        Example: 948 2 $a 20050801 $b a $c wh196 $d SCMC

      • TRANSCRIBE/RECON (CTRL + SHIFT + 2)

        Used when transcribing a catalog card or downloading a WorldCat record to convert cataloging information from cards to online. Includes adding copies or locations for the first time or adding other copies or locations as part of follow-up for previously reconned records. In these instances, a bib record will be in CLIO already. The added copy/location statistic is not appropriate because the copy is neither new nor being reinstated to the collection.

        The statistics macro will automatically supply the RECON marker in 965. If you are processing an added copy/added location delete the RECON marker as you have not reconned the title.

        Example: 948 2 $a 20050801 $b e $e ar34 $d OSMC

        Note: If a book with previous Columbia ownership markings comes to cataloging from acquisitions among other new materials to be cataloged, it is probably a reinstate and should be counted as such even if there is no record in CLIO.

      • ORIGINAL RECON (CTRL + SHIFT + 5)

        Used when reconning a title requires original cataloging because cards are missing or there is no record in CLIO and there is no cataloging copy in OCLC. Do not use this code for reinstating previously withdrawn copies. If, however, the original cataloging is for CONSER, count as CONSER so that the statistic can be reported to the Program for Cooperative Cataloging (PCC).

        Example: 948 2 $a 20070214 $b g $e ac2724 $d OSMC

        The statistics macro will automatically supply the RECON code in 965.

      • RECAT/Reclass (CTRL + SHIFT + 3)

        Used when recataloging. Recataloging must be substantial, e.g., a format change or closing a serial record. If recataloging is done in conjunction with adding a new copy/location count it in that category.

        Note: SPS uses this category for:

        • minor title changes
        • frequency changes
        • numbering changes
        • issuing body changes
        • addition of supplement or index note
        • closing a dead serial

        Example: 948 2 $a 20050801 $b l $c dm820 $d MPS

      • CALL NUMBER & OR SUBJECT HEADING ADDITIONS (CTRL + SHIFT + 4)

        Used for adding LCSH and/or a call number and should only be counted if you are doing it for someone else who is counting the title in their cataloging statistics. If it is done as part of your cataloging, it is not counted separately.

        Example: 948 2 $a 20050801 $b n $c rjb57 $d SCMC

    4. Special Categories

      • TITLE CHANGES--Count the new title as new cataloging. Count editing the old title as Recat/Reclass.

      • SPECIAL PROJECTS--There are some cataloging projects for which bibliographic records are created in OCLC and loaded into CLIO at a later date through automatic processes. This includes prospective cataloging for some grant materials that will be microfilmed and some cataloging that will be picked up by Serials Solutions. For these cases, make a suppressed personal bibliographic record in CLIO for the purpose of recording 948's. The record should be in the correct format and have your name as a 100 field and a descriptive title. It can be used over and over again for the sole purpose of generating monthly statistics.

        Example:

        100 1 Summer, Susan.
        245 10 Template record for counting serial records.

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    Last updated: 02/10/10 mdw