Cataloging Procedures Manual

Appendix 20: Cataloging Problem Solving

Contents:

1. Types of Problems
2. Recataloging
3. Book Not on Shelf
4. Updates
5. Shelflisting Problems
6. Books and VIRGO Do Not Match (Call Number)
7. Multiple Copies With Different Call Numbers
8. Two Different Books With Same Call Number
9. Typos in Call Number
10. Type in Access Point Other Than Call Number
11. Location Problems
12. Author Number (Fiction) Changed
13. Books Without Call Number on Verso
14. Multiple Records
15. Barcode Number Problems
16. Library Contacts

1. Types of Problems
   
   
   1. Shelflist problems.

   2. Books, and/or shelflist do not match.

   3. Multiple copies with different call numbers.

   4. Two different books with same call number.

   5. Typos in call number or access points.

   6. Location problems

   7. Author number (fiction) changed.

   8. Series conflicts (series tracing bounces against cross-ref.).

   9. Books without call number on verso sent up from Marking.

   10. Duplicate records.

   11. Circulation number problems.

   12. Name authority conflicts.

   13. Subject authority conflicts.

2. Recataloging
   1. Item is on VIRGO
      1. Obtain:
         1. book(s) (if need to be remarked)

         2. shelflist (if present)--discard after recataloging

      2. Access VIRGO (technical services mode) and edit the record.

         If more than one record for the item is present due to separate processing units (DL, UL, RB) in NOTIS, combine all copies on one record.

         1. Retrieve record and correct call number, if needed.

         2. Change locations and/or call number as needed.

         3. In copy information area, change Item Cat 1 to [RECAT] and in COMMENTS, type Recat [date][initials]
         4. If appropriate, correct the MARC holdings record.

      3. Circulation

         If no barcode number is present, place one on the piece and add the number to the record.

      4. Re-mark book, if necessary, place correction slip in book, and send to Preservation.

   2. Book is not on VIRGO, but is on OCLC.
      1. Search OCLC for matching copy.

      2. Download record.

      3. Follow procedures in I.A. for recataloging.

   3. Book is not on VIRGO, OCLC or RLIN
      1. After searching for a record, pull shelflist card (if present).

      2. Put barcode in book when necessary.

      3. Give to original cataloger as needed.

3. What To Do When the Book is Not on the Shelf
   1. Alderman books
      1. Check VIRGO record for charge information.

      2. If book is checked out or at the bindery:
         1. Print screen of item record and recall.

         2. When book is returned, proceed with correction.

      3. If book is not checked out:
         1. Fill out Search card and turn in to the Circulation desk.

         2. Write on shelflist card (if present) in pencil: initials, date, what action should be taken when book found. In addition, enter this information on the VIRGO record. Refile shelflist card.

   2. Branches
      1. Have the book recalled or searched.

      2. Check with other branches if subject matter makes that action seem appropriate.

4. Updates
   1. If the item is in VIRGO, changes in access points in the bibliographic record and location can be corrected directly on VIRGO.
      1. When the error is in location, correct the location.

      2. When error is in the bibliographic record (e.g. typos or errors in title, access points), edit bibliographic record.

      3. Edit or add MARC holdings when appropriate.

   2. When item not on VIRGO, search OCLC. If record is found, download it. If no record is found, create one using book or shelflist card.

5. Shelflisting Problems
   1. Look at call number on book -- check if there's anything obviously wrong with it.

   2. With book in hand, check VIRGO or the shelflist again. Look for correct shelflist card--slightly out of place, with or without dates, with different cutter (if that seems likely).

   3. If there is a shelflist but it doesn't match book:
      1. Decide which is correct (usually, but not always, the shelflist is correct).

      2. If shelflist card is correct, change call number on verso of title-page to match shelflist, place correction slip in book, and send book to Preservation.

      3. If book is correct and item is on OCLC and VIRGO, correct the VIRGO record. If not online, RECAT.

6. Books and VIRGO Do Not Match (Call Number)
   1. Check for obvious mismarking on verso of title page.

   2. Compare book to both possible call numbers and decide which is correct.
      1. If VIRGO is correct, re-mark book, place a correction slip in book, and send to Preservation.

      2. If book is correct, RECAT.

7. Multiple Copies With Different Call Numbers
   1. Usually this occurs because two different records were used to catalog two copies of the same book.
      1. First, try to find both records on VIRGO and/or OCLC.

      2. Print out any records with the VA@ symbol for that edition.

   2. Determine which record would be better to use.
      1. Usually, choose the Library of Congress record.

      2. Other considerations: location of copies, i.e. if one is in another library, is it easier to change Alderman copy?; neither copy is Library of Congress.

      3. Generally, books with different call numbers (except for P classification) are not recataloged. Recatalog books by request using the best record.

   3. Cancel incorrect record on OCLC and remove incorrect record from VIRGO.

   4. RECAT incorrect book as another copy of correct book.

8. Two Different Books With Same Call Number
   1. Retrieve shelflist card, if present and OCLC and VIRGO records for both items.

   2. Decide which should be corrected.
      1. Usually, if one is Library of Congress, correct the book with the non-Library of Congress call number.

      2. If neither Library of Congress:
         1. Make sure both are classified correctly.

         2. Which is easier to correct? It's easier to correct an Alderman book than to correct a book in another library.
         3. Which was cataloged first?

   3. Retrieve book to be corrected.

   4. RECAT book to new call number unless it has to be sent to original catalogers. Discard shelflist card.

9. Typos in Call Numbers
   1. Determine correct call number.

   2. Obtain book if possible, and shelflist card, if present.

   3. If book is wrong, correct title page verso, place correction slip in book, and send it to Preservation.

   4. If VIRGO record or shelflist card is wrong:
      1. Correct VIRGO record.

      2. Notify branch library by sending VIRGO print-out with instructions. Write item number, if necessary, on print-out.

      3. Place book on stacks truck for reshelving (Alderman) or on the Marking "Ready" shelf (branches).

10. Typo in Access Point Other Than Call Number
    1. Correct VIRGO bibliographic record.

    2. If record was entered on OCLC by UVa, correct the OCLC record using online or paper forms.

11. Location Problems (Location on Book Spine Does Not Match Shelf List/VIRGO)
    1. Determine correct location for the book. If there is any question, consult branch library.

    2. If necessary, obtain book.

    3. Pull shelflist card.

    4. If book is wrong, re-mark title page verso, place correction slip in book, and send book to Preservation.

    5. If VIRGO record is wrong:
       1. Correct the VIRGO record.

       2. Notify branches by sending VIRGO print-out or xerox of shelflist card with instructions. Write item number on print-out or xerox copy if necessary.

12. Author Number (Fiction) Changed
    1. Search on OCLC for current Library of Congress author number if one is not provided.

    2. Pull all items in shelflist by author in P classification under obsolete number (if file large, consult supervisor.

    3. Obtain all books.
       1. Check VIRGO record for any item not retrieved.

       2. Recall checked-out items.

       3. Fill out search cards for any missing items.

    4. RECAT all items.

    5. Update VIRGO records. Discard any shelflist cards.

13. Books Without Call Number on Verso of Title Page
    1. Search book on VIRGO--use call number in call number information.

    2. If no call number on VIRGO, search OCLC.
       1. Note call number on record.

       2. Search for that call number in VIRGO or the shelflist.

    3. If nothing in VIRGO, look for other clues (e.g. is this item a later ed.?; is it fiction?--find author number).

    4. Give to original cataloger as needed.

14. Multiple Records

    Review records

    1. Check 035 field on VIRGO for OCLC number or 040 field for CarP.

       Preference is given to the OCLC number record unless there are extensive holdings and/or linked records.

    2. Check call number information.
       1. The call number should be the same.

       2. If the call number differs, check VIRGO for both call numbers. If both numbers exist, proceed as instructed under the section "multiple copies with different call numbers."

    3. Remove the record that is not desired. Discard incorrect shelflist card.

15. Barcode Number Problems
    1. Two numbers for the same book.
       1. Retrieve the VIRGO item record.

       2. Retrieve the book, if necessary.

       3. Compare the VIRGO barcode number and the barcode number in the book.

       4. Correct VIRGO barcode number to agree with the one in the book.

       5. Dispose of the unused number.

    2. Two books with the same number.
       1. Retrieve the VIRGO record.

       2. Retrieve the books.

       3. Compare the books and VIRGO item records.

       4. Assign a new number to one of the books and change the record.

    3. No number in book or on routing slip

       Create item in VIRGO, if necessary, and place barcode number in book or attach to routing slip.

XVI. Library Contacts

Alderman - MSS - Ann Southwell 4-3138

Microforms - Alice Parra 4-3517

Rare Books - Gayle Cooper 4-0510

Reference - Bryson Clevenger 4-3871 transfers, adds, s.l. 10-12 Tues., Thurs.

Stacks - Don McCracken 4-4996

Astronomy - Math - Chris Wiedman 4-7806

Biology/Psychology/Mt. Lake - Sandi Dulany 4-3529 8-12

Chemistry - Brenda Lambert 4-3159

Darden - Henry Wingate 4-7321

Clemons - Warner Granade 4-7409

Education - Sylvia Morris 4-0871 monographs

Fine Arts - Ann Burns 4-6604

Math - Chris Wiedman 4-7806

Music - Jane Penner, Pam Howie 4-7017/4-7041

Physics - Jim Shea 4-6589

SciEngr - Marcy Rodeffer - general problems - 4-6734 8-12

Table of Contents

Appendix 21

Rev. 08/13/97