Cataloging Practices Manual [CPM-178]


Record Creation Procedures

Note: For materials being processed for AVE and FAX follow CPM-179.

Note: Non-print material is labelled.


      For firm orders, selectors should indicate that a book is wanted for Offsite by selecting the appropriate Offsite location on the order form, e.g., glx4off, leh4off, etc. Acquisitions staff will create the CLIO order record with the Offsite location. When the book is received, Acquisitions will check the Offsite box on the T2 rider.

      If the book is an approval or a gift or is routed to cataloging departments directly from Area Studies (ASX), selectors should use the appropriate Offsite location.

      In all cases, Acquisitions (MAS, SAS, BIH, ASX) will insert the orange Offsite rider.


      When cataloging a title for Offsite, cataloging staff will input or change the location in the 852 on the holdings according to the pattern "xxx4off" (xxx stands for the CLIO location code followed by "4off" which is a shorthand meaning "for Offsite")

      852 00 $b glx4off
      852 00 $b bus4off
      852 00 $b mus4off

      Note: When cataloging Butler microforms for Offsite, use location glx4off as the location, not mrr4off. Count as Butler Stacks in "Change of size" statistics.

      This location will result in the OPAC message "For Offsite". There may be additional OPAC messages once the item is charged to a status patron.

      After the piece is accessioned at RECAP and a file of records that have been accessioned automatically update the same records in CLIO, the following changes will occur:

      1. The location of the 852 field of CLIO holdings will change from xxx4off to off,xxx

        glx4off will change to off,glx
        bus4off will change to off,bus

      2. The OPAC display will change to "Offsite" and the "Request from Offsite" button will become visible in the OPAC for most locations. (Notable exceptions are Rare Book materials at Offsite which must be requested at the Rare Book Library)

      3. The holdings History will contain the date the piece was accessioned at RECAP


      Offsite barcodes are different from the other CUL barcodes in that they read "Columbia Libraries Offsite" and the barcode number is preceded by the letters CU. They come either on long sheets or on a roll. The barcodes on long sheets are affixed to the front cover of volumes that will not be bound at the time of cataloging. The barcodes on rolls are always placed on the inside back cover of books that will be bound at the time of cataloging. In this document the barcodes on rolls are called "double-backed Offsite barcodes" as opposed to the "Offsite barcodes" on long sheets.

      Offsite barcodes for Music scores/recordings have "Columbia Libraries Offsite" printed on a purple stripe followed by the words "Music-Arts Special". The barcode number is preceded by the letters MR.

      See also CPM807 for barcode placement and CPM424 for a full listing of Offsite barcode definitions.


      1. Please check the Exclusion List before processing any new material for Offsite.

      2. Materials for location EAX (East Asian materials in non-Roman alphabets) will not be processed according to this document. Cataloging staff in the East Asian Library will follow separate procedures for those materials.



      1. Process for Offsite if not on the Precat Exclusion List.

      2. Input the permanent location followed by 4off

        Example: 852 80 |b glx4off |h 3MAY |i 11091 |x Offprecat

        Then Go to Precat Procedures

        NOTE: Be certain to create regular Offsite item record for this category, no "glx,pre" in the temporary location is needed.

        Mark the verso of the title page with location OFFSITE followed by the shelving number in 852 field |h and |i in upper case letters.

        In addition to the usual Precat procedures, place a single CU Offsite barcode in the upper left of front cover if the item does not need to be bound, and a double-backed Offsite barcode on the inside of the back cover one inch from the top and one inch from the right edge if it needs to be bound.

      3. If item is not appropriate for Precat, track & route to OSMC.


      1. Determine whether piece in hand is appropriate for Offsite using the Exclusion List

      2. If item is a type on the exclusion list, process for the permanent location on the T2 or for Precat. If not appropriate for Precat, track and route to OSMC.

      3. If item is appropriate for Offsite, input the permanent location followed by 4off in 852 |a.
        If the item is accompanied by mixed media, add |z to the 852 field if the main work is a single volume monograph, or to the 866 field if the main work is a multivolume. For definition of mixed media material consult CPM-679

        852 00 |b bus4off |h HD20 |i .C34 1990g

        852 00 |b glx4off |h DK293 |i .O35 2001g |z Accompanied by 1 CD-ROM

        852 00 |b mus4off |h ML3534.3 |i .F595 2011g |z Accompanied by 1 CD
        (for single volume)

        866 41 |8 0 |a v.1-3 |z Accompanied by 2 diskettes
        (for multivolume set)

      4. When adding a volume to an already cataloged and accessioned multivolume, don't change the off,xxx in the holdings to xxx4off. Add the volume to the existing holdings and keep the location off,xxx in the item as well. Check out to a status patron right after the volume is added.

      5. ITEM RECORD-- Create and checkout item record as soon as possible after cataloging.

        • If the item will not be bound (see CPM-812 on binding decisions for paperback monographs), place the Offsite barcode in the upper left-hand corner of the cover to the right of the spine 1/4 inch from top and 1/4 inch from spine, as the book stands on the shelf. The barcode must be put in this exact position, even if it covers text or illustrations.

        • If item will be bound (see CPM-812 on binding decisions for paperback monographs), affix a double-backed Offsite barcode to inside of back cover (one inch from the top and one inch from the right edge).

        • If piece in hand is accompanied by non-print media (e.g. CD-ROM) affix ONE double back barcode to the page facing the back cover (one inch from top and one inch from edge).

          Change piece count on item record to equal the total pieces in hand, e.g. if there is a book accompanied by a CD, the piece count should be changed to 2.

          DO NOT affix a barcode to the accompanying media piece that is going Offsite.

          Insert a mixed media rider if there is none in the book.

          Since all Offsite books accompanied by mixed media have to be bound or rebound, always insert a "B" rider and charge out to Bindery.

          Note:When cataloging a multivolume set selected for Offsite, determine which volume the mixed media (e.g. CD-ROM) belongs to. If each volume is accompanied by non-print media, process according to the instructions above. If there is no indication which volume is accompanied by the mixed media, select the first volume of the set. Process it as a single volume monograph accompanied by mixed media: change the item count in the item record to 2, don't barcode the accompanying material, place the double-back Offsite barcode on the page facing the back cover, and check the volume to Binding inserting the "B" rider. Process the remaining volume(s) (not accompanied by mixed media) of the multivolume set as usual: Offsite barcode on front cover, check out to Labeling.

        • Follow special procedures for Columbia doctoral dissertations.


        1. Mark the verso of the title page with Offsite above the call number. Do not include the permanent location, e.g., BUTLSTAX. Mark DIC copies of Columbia doctoral dissertations according to procedures. Mark ave and fax copies as instructed in CPM179.

        2. Discard all book jackets.

      7. STATISTICS--Count for permanent location only.

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    Last updated: 09/27/11 ink