Amherst College Library

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DLC Cataloging Procedures

PART ONE: VERIFY ITEM FOR ACCURACY

  1. Log on to III.
  2. Select D > Catalog DATABASE maintenance.
  3. Select U > UPDATE existing records.
  4. Key your initials.
  5. Key your password.
  6. Select I > ITEM record.
  7. Call up record by entering title, author, etc. (do not use purchase order number).
  8. Select S > Record SUMMARY to see if there is a summary screen.
  9. If Amherst already owns a copy, put book on added copy shelf.
  10. Verify that an Amherst purchase order is attached.
  11. Select E > EDIT BIBLIOGRAPHIC to view the bibliographic record.
  12. Make sure that the cataloging is DLC DLC and not CIP:
    • If cataloging is CIP, search the record in OCLC using the OCLC number. If the record in OCLC is now full cataloging, follow the procedures for downloading a record from OCLC. If the record in OCLC is still CIP, follow the procedures for updating CIP records.
    • If cataloging is not DLC, write the OCLC number on the control slip and put the book on the Head of Cataloging's problem shelf.
  13. Check that title, author, publisher, date, edition, series and pages match the bib record.
  14. If there is a uniform title, make sure that the 240 indicators are 00 (if not, select F > FULL Screen Editor, change indicators to 00 and select ^E > END).
  15. Check to see if the item is oversize:
      Height Width
    N Class 34 and up = x 25 and up = x
    44 and up = xx 29 and up = xx
    All Other Classes 30 and up = x 24 and up = x
    44 and up = xx 29 and up = xx
  16. Add the call number from the 050 field to the control slip. When appropriate, add a location to the call number (see branch location chart). If necessary add "x" or "xx" to the call number. Look for the following special problems relating to call numbers:
    1. We accept LC call numbers with the following exceptions:
      • We do not use PZ; put book on Head of Cataloging's shelf for alternate number.
      • If LC classes together and we class separately, put book on same shelf for alternate number.
      • If bibliography with a Z number, put book on same shelf for alternate number.
    2. For books that we catalog separately and class together:
      • Usually book will come to cataloging with call number already on control slip. Format: U162 |b .A3 no.123 (all on one line, no space between no. and 123) Note that this is different from Mount Holyoke which puts no.123 in volume field, so make sure you change for AC if using their record to create ours. Note difference between cat. sep., classed together, and multi-volume sets for placement of vol./no. (Vols. in m=v sets go in volume field)
    3. LC cataloging that had been CIP: when LC updates CIP they correct the date (if necessary) in the 260 field and the fixed field. They do not correct the date in the call number. Check that date in call number matches date in 260 field. Only exception is conference in which date in call no. is date of conference.
  17. Add the OCLC number and your initials to the control slip.


PART TWO: ADDING AN ITEM RECORD (there are two ways to do this)

  1. When another institution already has holdings:
    1. Verify that the cataloging date (04 CAT DA:) is not blank.
    2. Select an existing item record.
    3. Select N > NEW ITEM record using old info (Make sure that you choose this option or else you will change the other library's item record to ours and their information will be gone).
    4. Select 01 > item : Item for the item record default (you will only have to do this once at the beginning of each session).
    5. Change field 21 LOCATION: to the correct Amherst location (e.g. afrst); if location is REF, change the status to o.
    6. Bar code the item:
      1. Affix bar code to upper left hand corner of the front cover.
      2. Select I > INSERT a Field.
      3. Tag of new field? Choose b BARCODE.
      4. Scan the barcode.
    7. Confirm that the call number you took from the bib record is the same one in the item record (edit the call number if necessary either to change number or add "x" or "xx").
    8. Select Q > QUIT.
    9. Select A > ADD record to data base.
  2. Adding a new item record when there are no holdings:
    1. Select 04 CAT DA:
      • Press Enter
      • Use today's date? (y/n) Y
    2. Copy the call number from the bib record.
      • Use the mouse to highlight the call number.
      • From the Edit menu, choose Copy (or press ALT+E+C).
    3. Select A > ATTACH a New Record.
    4. Select I > ITEM Record.
    5. Select 01 > item : Item for the item record default and press Enter (you will only have to do this once at the beginning of each session).
    6. Press Enter twice (you will then be at the LOCATION : zzzzz prompt).
    7. Insert the correct Amherst location; if location is REF, change the status to o.
    8. Press Enter once (you will then be at the end of the MARC tag 090 prompt).
    9. Paste the call number you copied from the bib record.
      • From the Edit menu, choose Paste (or press ALT+E+P).
      • If necessary, add "x" or "xx" to the call number.
    10. Press Enter once.
    11. Barcode the item:
      1. Affix barcode to upper left hand corner of the front cover.
      2. Scan the barcode.
    12. Confirm the call number in the item record with the call number on the control slip.
    13. Select Q > QUIT.
    14. Select A > ADD record to data base.


PART THREE: UPDATING CIP RECORDS (WHEN NECESSARY)

Fields which may have to be changed:

If any other changes appear necessary, ask the Head of Cataloging.


Examples of 300 fields:

319 p. ; |c 27 cm.
319 p. : |b ill. ; |c 27 cm.
iv, 319 p. : |b ill ; |c27 cm.
319 p. ; |c 35 cm. (oversize)
319 p. ; |c 27 x 25 cm. (oversize)
319 p. : |b ill. (some col.), map ; |c28 cm.


Change fixed field for illustrations if necessary:

ill. = a
maps = b
ports = c


Examples of bibliography and index notes:

500 Includes index.
504 Includes bibliographical references.
504 Includes bibliographical references (p. 540-545) and index.


Change fixed fields for bibliography and index if necessary:

Bib. = b
Index = 1