Copy Cataloging: Locating and Downloading OCLC Records

Purpose: To create a bib and item record for URSUS by downloading a MARC record from OCLC using the Millennium interface. In the process, OCLC WorldCat is updated to show University of Maine (MEU) holdings.

Start with approval/profile books (p), firm orders (r) and gift materials (g) ready for cataloging.

Priority items may be delivered directly to staff member's desk for immediate processing. Otherwise, priority is given to items as follows:

1. Rush (Red flag)
2. Ref and SciRef (Green flag)
3. Expedite for requestor (White flag with Yellow stripe)
4. Special projects, as they arise (in consultation with Head of Collections)
5. Other materials, in chronological order beginning with oldest

First search for existing bib in URSUS is generally done in Acquisitions before delivery to Cataloging)

If no record in URSUS,  log on to OCLC Connexion Client or Connexion Online (http://connexion.oclc.org)

1. Search OCLC using scan ti=[Words in the title].  If the title is too generic other options include: search by LC control number, ISBN, author/title key, or title key for a bib record matching the book.  In all cases, check for matching information in the fields listed below.  If no matching record is found, fill out an OCLC Searching slip and put the book aside for searching at a later date. If an item comes through for searching for a third time and still no record is found, route the item to Original Cataloging.  Again, information on the book must match all fields below, except as noted:

   • Date: Triangle method recommended: the date of the book must match date in the fixed field, call number, and field 260/subfield c (exception: conference proceedings use date of conference, not date of publication, for the call number). Printing date need not match if the latest copyright date matches.
   • Title. Must match 245 field exactly. If the only available record is CIP (ELvl=8), forward the book to Original Cataloging.
   • Publisher.
   • Last numbered page.
   • LC call number. There must be a complete LC call number. If it is tagged 050, no further action is required. If it is tagged 090, change tag to 050. If there is an 'x' at the end of the call number, delete the x. If the call number includes a volume number, put book aside; this may indicate the need for a classification decision. If there is any unwanted call number tagged 050, 086 or 092, change the tag to 949. If an unused call number has an indicator value of 0 or 1, delete the indicator value. If there is no usable call number, route to Original Cataloging.
   • Subject heading. Except for literary works, there should be at least one 65x_0 subject heading. 653 and 655 subject headings can remain in the record, but cannot be the only headings.  See below for special instructions on 650_1 juvenile subject headings. Pass to Original Cataloging if any questions.
   • Series. Series title, if applicable, should appear in either the 440 or 830 field.

2. CIP, UKM, and NLC records. CIP (Cataloging In Publication) records represent preliminary cataloging produced in advance of publication and are identified by fixed field 'ELvl' (Encoding Level) = 8. Several fields may require correction or filling in (title, imprint, collation). Route all ELvl 8 items to Original Cataloging. In addition, records of any ELvl created by the agencies UKM and NLC may require special attention. If questions arise when working with these records, pass the item along to Original Cataloging as well.
3. Command line. Contains local information which will be added to the bib and attached item record created in URSUS during the downloading process. TIP: Keep an electronic sheet of commonly used command lines to copy and paste repeated fields and values.  Individual elements are as as follows: 

   1. New field: 949 33 *
   2. ov-.oxxxxxxx; [number of order record to be overlaid, from the order slip. Skip this step in the case of gifts or if there is a note on the order slip specifying "no overlay"]
   3. b1-b; [record type: b = monograph]
   4. b2-o; [input library code: o = orono]
   5. b3-e; [where e is an example of an assigned cataloger's initial; check yours with trainer or supervisor]
   6. bn-oro; [bib record branch code]
   7. i-xxxxxxxxxxxxx [from sheet of barcodes provided, place barcode on book in upper right-hand corner of back cover; if book cover present remove and place in box before adding barcode.  Use a barcode reader to enter the number in the 949 field]
   8. /loc-osta [item location code; osta is most common, other locations indicated by flag in book]
   9. /sta is '-' the default option for available
   10. /ty-1 [item type code; 1=book]
   11. /i2- [acquisition type; p=approval; r=firm order; g=gift; s=standing order] - check white slip in book for circled 'r' which indicated a firm order.  Approval is the default status.  Gift indicated on flag
   12. NOTE:  All of the fields are entered in one stream, separated by ; or /, without spaces. Example: 94933*ov-.oxxxxxx;b1-b;b2-o;b3-e;bn-oro;i-12345678990/loc-osta/ty-1/i2-p

4. Validate control headings by selecting "validate record" from  Edit pulldown window.  Check that headings in all 1xx, 6xx and 7xx fields turn blue.  Correct any errors pointed out during the validation process, and repeat if necessary.  Consult or set aside for an original cataloger as needed if a field does not validate.
5. Update holdings for the record on OCLC. Under 'action' menu select "update holdings" option <F8>. Click OK.  When holdings are updated, our institution symbol MEU is added to the OCLC WorldCat record.
6. Export the record to URSUS. Under 'action menu select "export record in MARC" option <F5>.
7. Review record in URSUS to see that the overlay worked:  

   1. Toggle back to pre-cat title search and click enter a second time.  If overlayed properly, will still retrieve single record. 
   2. Check the item record for date, call# , location, etc.
   3. Select View --> Public Display to review the record from the patron's perspective.
   4. While in public view, click call number link to insure only one record in URSUS with that call number
   5. Open attached order record.  Suppress the order record by inserting today's date in the CDATE fixed field . This removes the message "1 copy being processed..." from the public display.
   6. Refresh view of public display to confirm order record suppression.
   7. If present, test 856 field link.  If link is commercial in nature and does not provide additional information (eg. tables of contents or contents summary) suppress by changing MARC tag to 949.

8. Create call number label for the book using printing procedures. If book is for the Darling Center, use the OCLC labeling function.
9. "Do not overlay" books: place the order slip in the box labeled "Suppress ORDER number."
       - Order slips for Canadian books are filed in the box marked "for Betsy B., Canadian." If there is no order slip, print out the catalog record and place in same box.
       - Other order slips are put aside and discarded at end of the OCLC work session. Place the book on a truck or pile on the desktop.
10. Log out of OCLC at end of cataloging session.
11. Separate labels and place in corresponding book, with call number showing. Check that each label is in the right book.
12. Remove order slips from the books.  Firm order slips are recycled. 
13. Record statistics of titles & volumes cataloged for each library (Fogler, Darling Center).
14. Deliver books to students for physical processing.

Note on Juvenile Subject Headings

Subject headings assigned from the Library of Congress Juvenile Subject Headings are found in field 650 with second indicator = 1.  Orono practice is to change to regular LCSH coding if headings are identical.  If the juvenile heading does not match LCSH, it is left as is.  Procedure:

1. Change the second indicator of all juvenile headings (650 _1) from 1 to 0.
2. Validate control headings in Connexion Client <Shift F11>.
3. Headings that turn blue are OK.
4. If any headings do not turn blue change them back to 2nd indicator = 1.
5. Proceed with preparing and downloading the record as usual.

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