Queen's Logo

Derived Cataloguing Procedures

[*   Introduction  |  *   Bibliographic Record  |  *   Holdings Record  |  *   Item Record  |  *   Completing the Process  |  *   Table of Contents (Descriptive Cataloguing)  |  *   Table of Contents (Top)]

Introduction

Here are the procedures for handling derived cataloguing, revised for use with the Voyager System at Queen's University. The order in which many of these steps are done can vary to suit the individual.

[Top  |  Table of Contents (Descriptive Cataloguing)  |  Table of Contents (Top)]

Tricolour Line

Bibliographic Record

  1. Check that the material and the order slip(s) agree. If there is a serious discrepancy, check with Acquisitions. Note: We are phasing out the use of paper order slips with Coutts and Nijhoff. Instead, if there is no order slip, check that the material matches the bibliographic record

  2. Check that the material and the cataloguing copy agree. You may need to make some changes to the cataloguing copy so that it agrees with the book, especially if it is CIP copy. (If there are major differences, you may need to search for more appropriate copy, or pass the item on to a librarian.)

  3. Check that the Encoding Level in the Leader is set to Full Level.

  4. If you have made changes to the bibliographic record, you may also need to make changes in the 008 field as well.

  5. The 050, 055 or other call numbers that are in the bibliographic record should not be altered. If the call number you intend to use differs more than just a date correction or a minor correction to the cutter, add a 050 tag, with indicators 1 4 to the record, containing our call number. Adding the call number to the bibliographic record before moving on to the holdings record will allow you to use the CTRL-N command to insert the call number in the 852 field. (If there is another 050 that you are not going to use, you can prevent it from being inserted by deleting its |b subfield code.)

  6. Check that all the fields which use non-filing indicators are set correctly.

  7. Keep all subject entries which have a second indicator of 0 or 2. Note that you will not be able to check the subject headings with a second indicator of 2 for validity.

    Any subject entries which have a second indicator of 4 or 5 should be searched for a matching authority record. If there is an authority record, and the indicator is 4, change it to 0. If there is an authority record, and the indicator is 5, leave the subject entry as it is. If the subject heading coded 4 or 5 duplicates an LC subject heading, simply delete it. If there is no authority record, and the heading matches one of the categories described in Canadian Subject Headings, pass the material on to a librarian; if the subject heading does not match any of those categories, delete it.

    Subject entries with any other second indicator should be deleted. (If this deletion would leave the record without subject entries, or with only subjects coded 2, pass the material on to a librarian).

  8. If the cataloguing copy has a 040 with subfield |b fre, you may need to translate the 300 and/or 500 fields from French to English. Delete the fre and replace with eng. If you cannot find the appropriate translations in CANMARC Copy Cataloguing, pass the material on to an original cataloguer.

  9. If there seems to be any problem with the classification number, subject entries, or any other part of the record that requires you to pass the material on to an original cataloguer, put your initials, and the initials of the person to whom you are passing it, in the 948 field.

    If there is no problem that requires you to pass the material on to an original cataloguer, put your initials in the 948 field. Then go to the System tab and click on OK to Export. (Ideally this should be your last action in the Bibliographic record, because it creates system statistics, but if you discover later that there is something else you need to do, go ahead and do it without worrying about the Export.)

  10. Save the record to the database.

[Top | Table of Contents (Descriptive Cataloguing)  |  Table of Contents (Top)]

Tricolour Line

Holdings Record

If there is no problem that requires you to pass the material on to an original cataloguer, go to the holdings record and perform the following steps:

  1. In the MARC tab, check the 008 field. Make sure that the first subfield Receipt status is set correctly. For monographic material, this will normally be set to 2 for Completed. Serial records, or material not yet completly received should be set to 4 for Currently received.

  2. Use the key combination CTRL+N to put the classification number that is in your bibliographic record into the 852 field. If necessary, make changes to the date or cutter number. If the number in the 852 field comes from a 055 or 090 field, you may need to correct spacing and periods to match the format used by the Library of Congress.

  3. If there is a |t 1 in the 852 field, delete it.

  4. If you need to add sublocation information for the spine label, add the appropriate |k information. (See the document on Call Number Format for details).

  5. Save the record to the database.

[Top | Table of Contents (Descriptive Cataloguing)  |  Table of Contents (Top)]

Tricolour Line

Item Record

Whether or not you need to pass the material on to an original cataloguer, you should create an item record.

  1. Apply the barcode to the item as described in the document Barcodes.

  2. Create an item record and wand the barcode.

  3. Save the record to the database and close.

[Top  |  Table of Contents (Descriptive Cataloguing)  |  Table of Contents (Top)]

Tricolour Line

Completing the Process

Make sure all records have been saved and closed.

If you do not need to pass the material on, you should check your call number in the call number index. Use the browse mode of the index.

Count the title on the statistics sheet.

Pass the material on the the appropriate original cataloguer, or take the material to Processing, as appropriate.

[Top | Table of Contents (Descriptive Cataloguing)  |  Table of Contents (Top)]

Tricolour Line

Section 2, Part D5
Created Feb. 20, 2001 by H. Coffey
Revised Oct. 8, 2003 by D. Rutherford
Revised August 16, 2007 by E. Read

Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 16-Aug-2007 03:37 PM