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Cataloging Practices Manual [CPM-680]

CATALOGING BOOKS FROM THE RLIN BACKLOG AT OFFSITE

Special Materials & Procedures

Background

Uncataloged books processed in RLIN between 1979 and the early 1990's were sent to Offsite with brief records in 1998. Although most of the backlog contained books for circulating collections, many books for the non-circulating collections of Avery and Fine arts were also included. The holdings records in CLIO retained the book's originally intended cataloging location code. The item records were assigned the temporary location "off,glx" if the book was for any circulating location. The temporary location off,ave was added to the item if the book was for Avery and the temporary location off,fax was added if the book was for Fine Arts. Subsequent to the move of materials to Offsite, the holdings was automatically changed from the NOTIS "On/Order-In Process" text to "No call number assigned". The shelving number used to organize the backlog while they were on campus (called LSI) was also retained in the holdings and where possible the identifier "rlin" was added to the holdings.

Books from the RLIN backlog at Offsite for all locations that circulate (e.g. glx, bus, etc.) circulate like any other material. After circulation they are retuned to Offsite without being cataloged, unless specifically requested by a selector or the book's physical condition puts the book into the processing stream. However, Avery or Fine Arts books in this backlog at Offsite may be requested by readers for use only on-site and they are routinely cataloged after they have been used.

Selectors may place occasional requests to have these materials receive full cataloging either for a campus location or for Offsite, or just to have the cataloging information upgraded.


Procedures

  1. THE BOOK IS IN HAND AND IS TO BE CATALOGED FOR A CAMPUS LOCATION:
    1. Before cataloging, notify ReCAP that a book coming from Offsite will not be returned with the same barcode by using the notification form. [If you do not have authorization to use this form, submit your request to the designated individual within your department or contact your supervisor.]
    2. Note: Books are to receive full cataloging and should not be backlogged.

    3. Replace the offsite barcode. If the barcode can be removed without damaging the cover, peel it off. Otherwise, using a black ball-point pen, neatly cross out the Offsite barcode on the front cover of the book. Affix a standard barcode in the normal location, usually on the inside back cover. Remove or cross out the pink "RECAP" label if present.
    4. Catalog book in hand following standard procedures, making sure to update values in MFHD.
    5. In the item record:
      1. Delete the information in the Temp Loc. and Temp Type fields.
      2. Change the number in the Copy field to 0 (zero).
      3. Click on the ellipsis button next to the Barcode text box. A new box comes up. Scan the new barcode into the box and delete all old barcode numbers. (Retaining this barcode number would create a problem when Offsite reports are generated). Alternatively, use the macro Ctrl + F9 to scan the new barcode over the existing one and delete the inactive barcode number.
      4. Click on the note icon (quill pen) Delete the note DO NOT REMOVE: RECAP by clicking on the Clear button. Then click on OK. The note icon should now show a red X. (Note: This action removes RECAP accessioning information that applied to the original Offsite barcode).
    6. Mark t.p. verso with campus location/call number; charge to LABL or BIND and route to BSP for handling.

     

  2. BOOK IS IN HAND AND IS TO BE CATALOGED FOR OFFSITE
    1. Before cataloging, notify ReCAP that a book coming from Offsite will not be returned with the same barcode by using the notification form. [If you do not have authorization to use this form, submit your request to the designated individual within your department or contact your supervisor.]
    2. Replace the offsite barcode. If the barcode can be removed without damaging the cover, peel it off. Otherwise, using a black ball-point pen, neatly cross out the Offsite barcode on the front cover of the book. Affix a standard barcode in the normal location, usually on the inside back cover. Remove or cross out the pink "RECAP" label if present.
      1. If the book is being bound, affix a double-back barcode on the inside back cover.
      2. If the book is not being bound, affix a new ofsite barcode either exactly over the old barcode (if it could not be removed) or over the place where the old barcode had been.
    3. Catalog book in hand following standard procedures, making sure to change the holdings location from xxx to xxx4off [where xxx is the code that was originally in the record.]
    4. In the item record:
      1. Change Perm. Location from xxx to xxx4off
      2. Delete the information in the Temp Loc. and Temp Type fields.
      3. Change the number in the Copy text box to 0 (zero).
      4. Click on the ellipsis button next to the Barcode field, bringing up the barcode editing tool. Scan the new barcode into the box and delete all old barcodes. (Retaining the old barcode number would create a problem when Offsite reports are generated.) Alternatively, use the macro Ctrl + F9 to scan the new barcode over the existing one and delete the inactive barcode number.
      5. Click on the note icon (quill pen) Delete the note DO NOT REMOVE: RECAP by clicking on the Clear button. Then click on OK. The note icon should now show a red X . (Note: This action removes RECAP accessioning information applied to the original Offsite barcode)
      6. Mark t.p. verso with appropriate Offsite text on top of call number; insert an orange rider, charge to LABL or BIND as necessary and route to BSP for handling.

     

  3. BOOK IS NOT IN HAND AND SELECTOR REQUESTS THAT ONLY THE RECORD SHOULD BE UPGRADED
    1. Examine record in CLIO to make sure record is not full cataloging.
      1. If the record is already fully cataloged, notify selector.
      2. If the record is non-standard, search OCLC or RLIN for standard cataloging copy and overlay non-standard record.
      3. If a standard record has a full call number in 050 or 090: (a) transfer the call number to the 852 field of the holdings record, (b) remove the "No call number assigned text", and (c) change location from xxx to off,xxx (and not xxx4off; the item is already accessioned at ReCAP).
      4. If standard record lacks a full call number, (a) assign a call number, (b) remove the "No call number assigned" text, and (c) change location from xxx to off,xxx.
      5. If no standard record is available in OCLC or RLIN, recall book from RECAP or patron if it is circulating, and provide original cataloging and handle according to steps in point B above.
    2. After BIB record is replaced with standard cataloging copy, adjust the item record as follows:
      1. Change the Perm. Location from xxx to off,xxx.
      2. Delete the information in the Temp Loc. and Temp. Type text boxes.
      3. Change the number in the Copy text box to 0.
      4. Leave existing barcode number in record.
      5. Leave the note DO NOT REMOVE: RECAP in place if it is present.

      NOTE: When the record is upgraded without book in hand, the book will retain the Offsite barcode it was originally assigned. The record will have the Offsite location and the call number but the book will not. The barcode number will serve as the unique identifier for this category of materials. The note "DO NOT REMOVE:RECAP" will be indication that the book with the originally assigned Offsite barcode was accessioned at RECAP.

     

  4. IF A BOOK IS NOT GOING TO BE CATALOGED AT ALL (e. g. it is a duplicate and it is to be discarded) withdraw from CLIO following CPM765.

 


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last updated on 23 January, 2007 /{imb[cls]}