Bibliographic Services StaffWeb

FUNCTIONS:

• Cataloging
• Authority control
• In-Process control
• Indexing

• Item record creation
• Transfers, withdrawals

• Union catalog oversight
• Database maintenance
• Retrospective conversion

PRIOR TO BIBLIOGRAPHIC SERVICES DEPARTMENT RECEIPT:

• Provisional bibliographic record has been created
• Copy search has been performed (LC and OCLC) and copy found is transferred in the record
• In provisional records main and series entries have been searched and made compatible with the database
• Order and in-process records appear in NUcat (Voyager online catalog)
• Temporary slips are produced at item receipt and forwarded with piece (for approval plan books, vendor slip serves as the temp)

MATERIALS ROUTING IS DETERMINED BY:

1. Rush requests
2. Priority
3. Intended location
4. Language (rarely)

IN-PROCESS CONTROL:

In-process tracking is via class code (circulation system could also be used). Items with no priority and no copy may be backlogged

• Backlogged titles display in NUcat because of their provisional records; RUSH processing may be requested by catalog users

Items leave the backlog

• If a user requests it, based on the NUcat display
• At a cataloger's discretion
• If OCLC member copy is found and rejected by the Acquisitions and Rapid Cataloging Dept.

INPUT, RECORD MODIFICATION, BAR CODE LABELS:

• Catalogers perform online cataloging
• Input is handled by catalogers working online with the addition, for some tasks, of clerical or student staff
• Catalogers put paired bar code labels on pieces and temp slips
• Item records are created from bar code labels in post-cataloging processing

CATALOG:

• NUcat online catalog includes materials owned by the Library with the exception of some older materials held by Government Publications, Transportation, Dental, Law, Health Sciences, and the United Library of Garrett and Seabury seminaries

AUTHORITY FILE:

• Ca. 3.8 million authority records online in full MARC format (includes ca. 3.5 million LC name and ca. 250,000 LC subject records)
• File shared by union catalog participants
• Each processing unit inputs/modifies own records
• Not all processing units contribute authority records
• Central Authority Unit can modify authority record
• Records created or modified by Central Unit are locked against future non-Central modification

CATALOG (i.e. DATABASE) MAINTENANCE, BATCH CORRECTIONS:

• Department maintains database for all NU locations; unless special permission is given, cannot alter non-NU bibliographic records except by batch corrections
• Batch corrections program is designed to permit great flexibility in modifying bibliographic records

COOPERATIVE UNION CATALOG AGREEMENTS:

• Agreements cover minimum bibliographic record content; consistency of heading use; minimum standards for authority records

ORGANIZATION/ADMINISTRATION:

• Three sections:
  1. Monographic Cataloging: General (including Slavica), Africana, Special Collections (including Judaica)
  2. Serials Cataloging (all types)
  3. Catalog Management
• 11.5 librarians (10.5 catalogers); 9.5 assistants (plus hourly students and non-students)
• Ca. 8,000 titles/yr cataloged (5,000 original cataloging)
• 7,000 new authority records added/yr.; 6,000 bibliographic records corrected/yr.

CATALOGING RESPONSIBILITIES:

Professional level catalogers

• Do original cataloging and "copy cataloging rejects" (i.e., complex copy cataloging)
• Do local authority work for names, series, subjects
• Contribute NACO authority record headings for names and series to the national cooperative cataloging program
• Create bibliographic records for BIBCO, the national cooperative cataloging bibliographic record program
• Upgrade OCLC member library cataloging as part of OCLC Enhance

INDEXING RESPONSIBILITIES:

• A student assistant indexes individual Africana conference papers in a separate Voyager online file

LOCAL PRACTICES:

1. Copy acquisition: (as of May 3, 1993 tasks performed in Bibliographic Record Services)
   - Copy is acquired in BRS. Copy is first sought at point of order (for firm orders), or receipt (for standing orders, approvals, and gifts).
   - Most copy is transferred directly from MARC file or OCLC. If no copy is found, it is sent to the backlog; the backlog is periodically researched by Catalog or BRS staff
   - If no MARC copy is available at point of receipt, BRS searches OCLC and copy is transferred via GTO

2. In-Process Control:
   Materials are tracked in NUL Technical Services to show:
   
   • Not yet in-house
   • Arrived but not yet in Catalog
   • In Catalog but not completed
   • Cataloging complete (tracking controlled through class code)
   • More detailed tracking, if desired, can be controlled through the Circulation module.

3. Catalog Access to In-Process Materials: - All items ordered (for firm orders), and all items received (firm orders, standing order, approvals and gifts) have provisional (minimal level) record accessible in online catalog. Items in Catalog Department display a NUcat message inviting patrons to ask for rush processing (RUB).

4. Authority Control: - National cataloging standards are followed for all headings. All headings are validated against NUL/NOTIS practice in the cataloging process. Appropriate headings are also checked against NUcat, the online catalog. Online authority records are created if necessary to provide local heading control and references. Local decision is to create authority records for personal name headings with references, all series, geographic names, and corporate body headings. Catalog users have access to LC subject headings which are updated monthly and LC names which are updated weekly and are totally integrated into the online catalog.