LMC: Downloading from OCLC (Millennium)

Purpose: For Learning Materials Center (LMC) - to create a bib and item record for URSUS by downloading a MARC record from OCLC, and to add UM's symbol to the OCLC online database for titles we own using the Millennium interface.

Start: Approval/profile books (p), firm orders (r) and gift materials (g) ready for cataloging. Precat search of URSUS has already determined that no cataloging record exists on URSUS. Dottie brings materials up to designated shelf on the central shelving area in Cataloging. Materials should have flag for LMC location.   Firm orders have highest priority.   Priority items may be delivered directly to staff member's desk for immediate processing.

1. Having pre-searched URSUS and finding no bibliographic record match proceed to
2. Log on to Connexion http://connexion.oclc.org
3. Each book:
   • Search OCLC using scan ti=Words in the title.  This is the preferred search option as charges are considerably lower.  If the title is too generic other options include: ISBN, author/title key, or title key for a bib record matching the book.  Check for matching information in the fields below. Book must match on all fields, except as noted. If no matching record is found, put book aside.
   • date (check in the fixed field, as well as 260, the imprint field). Printing date need not match if the latest copyright date matches.
   • Call number 050 in the bib record found on OCLC (eg. PZ8 ...)Use empty 090 field to enter 092 provided by Dottie.  Examples: fiction Juv |b T1257in;   Nonfiction: Juv "b 550 |b M341.  If an 050 field is present in the bib, leave as is.  When checking item record after export (step 8 below), delete the second (050) call number. 
   • title In the case of CIP records (Enc lvl=8), if the title does not match exactly, change the title to agree with the book. If the book has a subtitle that is lacking on the screen, add the subtitle to the record.
   • publisher
   • last numbered page
   • subject heading. There should be at least one 65x 0 subject heading. 650 indicator '1' change to '0'
   • CIP records.  Rarely applicable
   • Create a 949 field (local information which will be added to the records created in URSUS during the downloading process as follows:     949 33 *
   • Enter as follows:
     • Recs-b;
     • 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"]
     • b1-b; [record type: b = monograph]
     • b2-o; [campus code: o = orono]
     • b3- ; [cataloger's initial]
     • bn-oro; [bib record branch code]
     • i-[from sheet of bar codes provided, place bar code on book in upper right-hand corner of back cover; if book cover present remove and place in box before adding barcode.  Use barcode reader to wand in number in the 949 field]
     • /loc-olmc [item location code; osta is most common, other locations indicated by flag in book]
     • /sta- [status code, if other than "available". Reference books get status of 'o'; UC status of 't' (in transit). Other possibilities: 'r' (in repair), 'b' (bindery), 'c' (storage).
     • /ty-1 [item type code; 1=book]
     • /i2- [acquisition type; p=approval; r=firm order; g=gift; s=standing order]

   NOTE:  All of the fields are entered in one stream, separated by ; or /, without spaces. Example of 949 field for first record of a session: 949 33 *recs-b;ov-.oxxxxxx;b1-b;b2-o;b3-e;bn-oro;i-12345678990/loc-olmc/ty-1/i2-p

   HERC Materials: Itype = 60 for print materials or 59 for audio; location is still olmc.

    

4. After all changes are made, validate the record. Under 'edit' menu pulldown, select last option.  Correct errors if necessary.
5. Update the record on OCLC.  Under 'action' menu select "update holdings" option [Shortcut: <ctrl><shift>u]
6. Export the record to URSUS. Under 'action menu select "export in MARC" option [Shortcut: <ctrl><shift>e]
7. Create call number label for the book.
   • From view pulldown menu select "view label in label program"
   • A dialog window pops up for label program.  Check format.
   • Click the printer icon to print label from side printer label stock. Check to be sure tractor feed labels are lined up correctly
   • If more than one volume, create a label for each volume.  Edit label display if necessary (e.g. to add a location such as 'Maine', 'Ref', 'Folio' etc., or a volume or copy number.) If the second line of the call number begins with 'o', insert a space after the o. Print label. 
8. Check URSUS to see that the overlay worked:  
   • Suppress in CDATE fixed field in the order record by inserting today's date.  
   • Check date in item record: call# , location, etc.
9. Books with "do not overlay" instruction: place order slip in box labeled "suppress ORDER number." Other order slips put aside and discard at end of OCLC work session. Place book on truck or pile on the desktop.
10. Log out of OCLC. Take cataloged books and labels to work area - your own desk or the physical processing area. Separate labels and put each in the top of the corresponding book, with call number showing. Check to be sure each label is in the right book.
11. Record statistics of titles & volumes cataloged for each library (Fogler, DC).
12. Put books on processing truck for students.

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