Queen's Logo

Precataloguing Problem Solving Checklist

[*   Introduction  |  *   General Procedures  |  *   Match the Record to the Item in Hand  |  *   Check the Library Location  |  *   Check for Multiple Voyager Records  |  *   Check for Added Copies or Volumes  |  *   Check Serials Record Type and Treatment  |  *   Table of Contents (Precataloguing)  |  *   Table of Contents (Top)]

Introduction

These checks are intended for use of Cataloguing Unit technicians performing Precataloguing duties. They are intended for categorizing problems that remain after normal procedures have been tried.

In each instance, if the item does not fit in the first category, try the next.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

General Procedures

Check for Order Records

If there is no bibliographic record, or order record to be found, return the item with "problems" flag to the Order Librarian or the Serials Librarian. Serials volumes processed on Voyager should have preliminary records with the note: "Received on standing order". In this case, no order records are necessary for separate volumes.

Note that if Serials volumes are received as Gifts, you should alert Serials to see if we wish to cancel the issue on order.

Even if the problem item has no blue Serials flag, we prefer to send it to the Serials Librarian if it is published as a serial and the library has several volumes. Otherwise, return it to the Order Librarian for resolution.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

Match the Record to the Item in Hand

Once you have found an order or provisional record, check the item in hand against the record to make sure the information matches.

Verify the title, author, edition, date, publisher and series.

Ignore obvious typing/spelling errors. Correct those errors. Do not return these to Acquisitions.

Title Conflict
Ignore minor variations in subtitles; do not return these to Acquisitions.
Author Conflict
These generally occur when the title is not unique. Return these to Acquisitions. Consult with the Acquisitions Co-ordinator if in doubt.
Edition Conflict
Return these to Acquisitions if there are no staff notes regarding the discrepancy.
Series Conflict
These are treated as a new edition by Cataloguers. Do not return these to Acquisitions. Test for other categories listed below.

If in doubt regarding conflicts, consult Acquisitions. The item will be returned when the access points need to be edited significantly. Corrections and addition of notes must be made by Acquisitions staff, especially as they may affect searching for future orders and lead to possible unwanted duplications later.

In all cases, check for notes added by the Acquisitions staff which indicate that the discrepancies should be ignored.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

Check the Library Location

Check the library location assigned to the item.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

Check for Multiple Voyager Records

Check the database to see if there are multiple Voyager records for the same item.

Ignore duplicate records for the same item if they have been created by separate processing units (e.g. HS) prior to Voyager.

If there are recent duplicate records, overlay the record with the order information attached, and note the presence of duplicate records. Do not send the item back to Acquisitions. The Cataloguer will choose which record to use and delete or suppress the other(s), according to established procedures.

In the case of a Serials (open entry), the cataloguer should notify the Serials Librarian as soon as possible if not using the record with the information attached, because changes may affect the standing order record number sent to vendors. Instead of writing a memo, you may print out the record and annotate it.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

Check for Added Copies or Volumes

Check the Voyager database for added copies or volumes, via title and/or author searches. If the item is an added copy or volume, check to see whether it was ordered as such. If it was not ordered as an added copy or volume, check to see if there are any staff notes indicated that the problem has already been recognized and assessed. If in doubt, consult with the Acquisitions Coordinator.

If the item costs less than $100, treat it as a normal added copy or volume. Send a note to the Orders or Serials librarian regarding the discrepancy. It is not necessary to send back the physical item. The note should include the order record number, brief author and title information, and "cat as a/c (or a/v) to [cat. record number], not ordered as such, cataloguer's initials.

Occasional exceptions to this rule may be necessary.

If the item cost more than $100, return the item with the note to the Orders or Serials Librarian, as appropriate. Although it is not usually possible to return duplicate copies of serials, we can try for expensive items. We would prefer to return a monograph order copy, if possible.

If the item is an added copy or volume to another item already in progress, follow the instructions on Re-Searching of Copies and Volumes in Process. If you do not find the other item after a reasonable search, do not hold up the item in hand for later re-search. Send it through for cataloguing with a note. Eventually the other item will turn up.

Check to see if the copy or volume is linked to a provisional record. If the original item is an INV title, retrieve the item for cataloguing.

Education staff have used call numbers from CIP copy to update some of their brief records. The call number will have a "t" added. In the note field, the initials ed will be recorded. Additions to these titles should not be treated as added copies, but as new titles to be fully catalogued. Do not attempt to retrieve these items, but make sure the record is upgraded. The cataloguer will request new labels for the other copies, and have them sent to the appropriate locations.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

Check Serials Record Type and Treatment

Certain items that are received by Serials are treated as added volumes; others are treated as separates. These are called continuations. For instructions on how to handle this material, see the section on Precataloguing Procedures for Continuations.

[Top  |  Table of Contents (Precataloguing)  |  Table of Contents (Top)]

Tricolour Line

Section 6, Part P77
Created August 8, 1991 by V. Taylor
Revised May 6, 1997 by E. Read
Revised July 27, 2004 by E. Read with the assistance of L. Anglin and P. Hicks

Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 06/05/1997 Updated: 27-Jul-2004 04:34 PM