Cataloging Practices Manual [CPM-907]


Forms and Riders


    1. All categories (except Added Volumes) should be counted by number of titles (or, more precisely, number of copy statements) and not by number of pieces.

    2. Number of pieces should be counted separately on the CHANGE IN SIZE OF COLLECTIONS forms.

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    3. Titles are counted as they are cataloged, sent to a backlog or rerouted to another TNIS department.

    4. Separate PROCESSING PRODUCTION sheets should be kept for each of the formats or subsets listed below. The name of the format or subset should be entered on the “Format” line at the top of the sheet.

    5. When two or more of these subsets overlap (e.g. Avery serial analytics or Mid-East microforms) the one appearing first in the list below takes precedence. It is not necessary to fill in a separate sheet for each combination of subsets:

      • Serial*
      • Serial Analytic
      • Non-serial Microform
      • Music Score
      • Music Recording
      • Video
      • Map
      • Computer File
      • AVE/FAX
      • Mid-East languages (includes Arabic, Armenian, Hebrew, Persian, Yiddish)
      • RBX/RBY/CLM
      • CU Dissertations
      • Monographs that do not fall into any of the categories above

      *Seriality takes precedence over format except for networked resources.


    OVERVIEW: The “box” on the PROCESSING PRODUCTION sheet in which an item is counted is chosen by first determining the item’s source, then the processing action performed (i.e. cataloged, backlogged or rerouted) and finally the priority of the item. Post-cataloging maintenance transactions (e.g. transfers) are usually counted separately.

    1. Determine whether the item should be counted in one of the NEW or one of the BACKLOG vertical columns using the definitions below:

      1. NEW

        • Count all titles as NEW unless the item was pulled from one of the processing backlogs and has not been counted "out" of that backlog by someone else. (e.g. an item pulled from Precat and then routed to MSP for original cataloging is counted as "BACKLOG/Rerouted: MSPorig" by MPS, and as "New/Original by OSMC.)

      2. BACKLOG

        • Count titles pulled from the processing backlogs. Normally, this category will be used only by MPS and Avery/Fine Arts Staff.

    2. Determine whether the item was Cataloged (NEW or from a BACKLOG), Temp Cat, Rerouted or Backlogged.

      1. Cataloged

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        • If the item was cataloged, determine cataloging copy type from the list below. Then determine priority and count in the appropriate box. Note: Materials that have no priority assignment, e.g. preservation microforms, Rare Books, should generally be counted as P2/P3.

        1. Copy

          • Count here all cataloging based on standard copy (either LC or member) from any of these sources: CLIO, OCLC or RLIN.

        2. Original

          • Count here all original, minimal-level and variant edition cataloging, including upgrading non-standard copy.

        3. Add Copy

          • Count here all copy statements added to existing catalog records, whether for new locations, formats, i.e. microfilm, or additional copies for existing locations.

      2. Temp Cat

        • Temporary cataloging. Count here serial analytics, contin. analytics and music CDal cataloging is counted as BACKLOG/Rerouted : MSPorig by’s without copy, when processing is otherwise completed (i.e. do not count titles routed to cataloging backlogs with preliminary records).

      3. Rerouted

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        • Use one of the two categories below when a title is routed to another TNIS department with a tracking code in the copy level notes field. Do not use when a title is routed to another department or staff member solely for call number assignment. Count such titles as cataloged. Count by priority group within the categories:

        1. MSP/orig

          • Count here monographs routed to MSP for original cataloging only.

        2. Other

          • Use when an item is rerouted to any other TNIS department for processing, error correction or if the item is an unwanted duplicate. This category includes items rerouted to G&E, SPS, MAS, SAS, MPS.

      4. Backlogged for

        • Count as P2 or P3 as appropriate when a title is sent to one of the backlogs with a preliminary record. In general, a Backlog book will not be sent back to a backlog. P1 books are not backlogged. Please note that only on this portion of the Processing Production sheet are P2 and P3 items counted in separate boxes.


    For the most part, these categories are used for post cataloging changes or for special project work. They may sometimes be used in conjunction with new cataloging (e.g. when cards are transcribed in order to add a new location or copy).

    1. Call no. assigned

      • Count here any title cataloged by another person for which you assign the call number. Cataloged items requiring classification only will have the cataloger's initials already present in the CLNF.

    2. Recat/Reclass

      • Use when a bibliographic record for a previously cataloged item is substantially changed (e.g. from serial to book) or when a cataloged title’s call number is changed (e.g. from Dewey to LC or because the original class number was incorrect).

      • Do not use for correction of typographical errors in call numbers or if the only change to the bibliographic record is a heading correction or update.

      • If recataloging is done in conjunction with adding a new copy, location or volume, count in those categories instead of here.

    3. Transfer

      • Use when the location for a title is changed.

      • If a transfer also entails Recat/Reclass, count only as Transfer. If a transfer also requires transcription, count also under Transcribe/Recon. For example, if a GLX title represented only by manual card is transferred to MANC, count as Transfer and Transcribe/Recon, but not as Recat/Reclass.

    4. Transcribe/Recon

      • Use when manual cards are transcribed because no online copy is available. This is usually used in combination with some other process (e.g. Add Copy or Transfer) and is counted both here and in the category for the other process.

    5. [Reinstate]

      • Reinstate is no longer a separate category. If a reinstated item has no CLIO record, count as NEW cataloging. If an item is reinstated by unsuppressing a withdrawn CLIO record, count as Recat/Reclass.

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    Last updated: 07/10/05 kmh