Cataloging Procedures Manual

Appendix 26: Mincat Procedures

Contents:

1. Books for Mincat Shelf

2. Mincat Cataloging Procedures

3. Processing

1. Books for Mincat Shelf

   Books from the zoo or basement backlog that remain after searching OCLC and RLIN for copy, edition or literature helps:

   If the record is in VIRGO, searcher retrieves the record using the VIRGO number on the routing slip and inserts, in the 911 field, the following note:

   Mincat + [date]

   (Example: Mincat 040596)

   Place the book on the Mincat shelf.

   Original catalogers can review the material according to language expertise. If the book is to have FULL level cataloging, change the 911 field note to orig and place the book on the original cataloging shelves. The remaining books should be processed using the mincat cataloging procedures.

2. Mincat Cataloging Procedures

   If there is no record in VIRGO:

   1. Verify authority for personal names, corporate and conference headings.

   2. Create Item
      1. Choose Create Item. Keep the default value, TITLE.

      2. Tab to New call number - delete AUTO. Enter the MINCAT plus VIRGO control number on routing slip.

         Examples:

         MINCAT ABC1234

         or

         MINCAT a2606035

         Copy - leave blank

         Click on GO or press [Enter]. At this point, the ITEM is created. Message displays "Creating new title."

   3. Copy, Call Number, and Title Information
      1. Copy Information

         Tab to:

         1. Type -- Choose IVY-BOOK from the pull down menu.

         2. Home location -- BY-REQUEST

         3. Item cat1-- MINCAT

         Leave other fields blank or accept the default value, if any. Tab to:

      2. Call Number Information

         1. Class scheme -- ALPHANUM

         2. Library -- IVY

         3. Shadowed call number -- default is N.

         Tab to:

      3. Title Information

         1. Record format -- Leave default value MARC.

         2. Entries -- Leave TEMPLATE.

         3. Fixed fields -- YES.

         4. Shadowed title - default is N.

         Click on GO or press [ENTER]. Message will display "Item created."

      4. Copy Information

         Delete new barcode field and scan new barcode label.
         Go to Title Information.

      5. Title Information

         1. Created by -- add userid

         2. Date cataloged -- TODAY

         Click on [GO] or press [Enter].

   If there is a record in VIRGO:

   1. Retrieve record by using appropriate search, usually browse author/title. Check the library field. If the library is not IVY, the copy and call number must be removed and a new call number created:

      1. Click on Edit item on the control pad or use the menu bar.

      2. Verify that the record matches the piece in hand.

      3. Add a new call number to the title.
         1. Choose create item command. Change TITLE to CALL. Click on GO or press [Enter]. Message appears at bottom of screen stating "Title exists, adding new call number."

         2. Complete the following fields:
            1. Library -- IVY

            2. Type -- Usually IVY-BOOK

            3. Home location -- BY-REQUEST

      4. Click on GO or press [Enter]. Message will appear at bottom of screen "Item created."

   2. Remove the non-IVY item:

      Click on the BACK button at the bottom of the screen. Highlight the non-IVY item. Select Remove Item from the control pad or the menu. DO NOT click the "remove title" box. Click on GO or press [Enter].

      1. Verify that this is the correct copy to remove.

         Proceed with this remove: Type Y

         Click on [GO] or press [Enter].

         Message appears at bottom of screen stating "Call number and copy removed."

      2. Click on the BACK button to return to the display screen.

   3. Editing the record
      1. Click on the IVY item. Edit item.
         1. COPY INFORMATION

            New barcode--scan barcode.

         2. CALL NUMBER INFORMATION

            New call number:

            Enter call number formatted as: MINCAT [VIRGO control number]

            The control number may be the NOTIS record number or a SIRSI generated number.

            Examples:
            

            MINCAT ABC1234
            
            MINCAT a2606035

            TITLE INFORMATION

            1. Created by:

               Individual login id.

            2. Date cataloged:

               TODAY

   4. Descriptive Information

      General note: Catalogers should follow standards set below for most minimal cataloging. On rare occasions, catalogers may exercise judgement in providing additional information, when it would enhance patron access. However, OCLC guidelines for level K records must be followed in all cases.

      1. Fixed fields

         Edit the fields with the question marks:

         Enc_Lvl -- K

         Desc -- a

         Entrd -- use cataloging date

         Example:
         
         971023

         Date_Tp -- s=single date or m= multiple dates

         Date1 -- single date of publication

         Date2 -- only applicable if Date_Tp is m (publication is a set)

         Ctry -- Enter appropriate code

         Lang -- Enter appropriate code

         Source -- d

         *GovtPub -- blank=not a government publication
         

         f=federal, national publication
         
         s=state publication
         
         l=local publication
         
         u=unknown

         ConfPub -- change default value 0 to 1, if necessary and information is available

         Festschr -- change default value 0 to 1, if necessary and information is available

         *NOTE: Use these letters or numbers only if information is available or leave blank.

         Leave any other fields [blank], or 0, as appropriate.

         Variable Fields:

         020 -- retain or add (if on piece)

         040 -- VA@|cVA@

         049 -- VA@@

         099 -- Local Free-Text Call Number.

         For this special project it will be the word MINCAT and VIRGO control number.

         Examples:
         

         099 MINCAT|aABC1234
         

         099 MINCAT|aa2606035

         1xx -- Author main entry

         Include/establish if applicable in AACR2 form. NOTE: All headings must be in AACR2 or AACR2-compatible form. Use the LC Authority File to verify forms of entry.

         100 0 -- Forenames
         

         100 1 -- Single surname
         

         100 2 -- Multiple surname

         110 1 -- Main Entry, Corporate Name/Jurisdiction name
         

         110 2 -- Main Entry, Corporate/Name in direct order

         Examples:
         

         110 1 Vermont.|bDept. Of Water Resources.
         

         110 1 Berlin (Germany)
         

         110 2 British Museum.
         

         110 2 Carnegie Library of Pittsburgh.

         111 2 -- Main Entry, Meeting or Conference Name/Name in direct order.

         NOTE: The AACR2 form enters Meeting/Conference names in direct order.

         Examples:
         

         111 2 World Peace Congress|n(1st :|d1949 :|cParis, France).
         

         111 2 Festival of Britain|d(1951 :|cLondon, England)
         

         111 2 Expo 67|c(Montréal, Québec)

         245 -- Title Statement.

         Transcribe it as it is on the title page of the book.

         245 10 The tag number 1 indicates that there is an Author in the 100 field. The second tag number 0 indicates that the title begins with NO article, that is, the cursor does not have to look for spaces before the 1st word of the title. The sequence of numbers after 1 (12, 13, 14, etc.) indicates the number of nonfiling characters.

         245 00 Indicates that the title is a title main entry, that is, there is no Author Statement, therefore no 100 field. When this is the case, delete the 100 field. For work having title main entry, include one added entry access point, if applicable or available (see 7xx fields). For item entered under the name of a person or corporate body (1xx field), no added entry access points are required.

         NOTE: at the end of the title statement, leave 1 space / before subfield c and the statement of responsability.

         Example:
         

         245 10 Records /|cAmerican Colonization Society.

         260 -- Publication information

         This field is divided in 3 parts: Place of publication : Name of Publisher or Distributor, date of publication/distribution, etc.

         Example:
         

         London :|bPenguin Books,|c1950.

         NOTE: the Date of Publication must coincide with the Date1of the Fixed Field.

         300 -- Physical description of the book: the numbers of pages and its dimension, taken in cm.

         Example:
         

         iv, 120 p. ;|c20 cm.

         490 0 -- Series statement

         Series statements to be included if available on the piece. Transcribe series statements as they appear on the piece. Authority work is NOT required since the series is not traced.

         500 -- Note field

         For dubious series, or when in doubt about the presence of a series statement, use the 500 note field. Transcribe the dubious series statement in quotation ("___") marks.

         NOTE: a number at the end of a statement is always a series indication.

         590 -- Local note field

         Keyword field: a string of words that reflect the content of the book, for a "keywords" search. Use commas to separate words or groups of words.

         NOTE: Not every title needs keywords.

         6xx -- Do not assign.

         7xx Added entry access point, if applicable or available.

         NOTE: use only for works having title main entry.

         700 0 Forenames
         

         700 1 Single surnames
         

         700 2 Multiple surnames

         710 1 Added entry, Corporate Name/Jurisdiction
         

         710 2 Added entry, Corporate Name/In direct order

         Example:

         710 1 United States.|bDept. Of State.
         

         710 2 Orthodox Eastern Church.

         711 2 Added entry, Meeting/Conference Name in direct order.

         Note: The AACR2 form enters Meeting/Conference Name in direct order.

         Example:
         

         711 2 Council of Trent|d(1545-1563)
         

         711 2 Asian Games|n(9th :|d1982 :|cDehli, India)

         Comments

         Type the box number plus stored for [Library].

         Example:
         

         BOX E5-7A stored for Alderman

3. Processing
   1. Write call number on the verso of the book's title page as:

      MINCAT
      ALN2976

      or

      MINCAT
      a2606035

   2. Marking for HARD COPY BOOKS:
      1. Write call number on LABEL and affix it to the book's spine.

      2. If there is no room for the label on the spine, affix the label on upper left corner of the book.

   3. Marking for PAPERBACKS

      All paperbacks are placed in an envelope. Write the call number on the upper left corner of the envelope as well as on the verso of the title page.

   4. Bar Code

      For HARD COPY BOOKS:

      Place the bar code in the lower left corner the book using the template.

      For PAPERBACKS in the envelope:

      Place the bar code on the front of the envelope.

      Library's Property Stamp:

      Stamp the middle of the inside of the front cover of each book.

      EXAMPLE: See title: Utterings in the garden in VIRGO
      
      
      Table of Contents
      
      Appendix 27

      rev. 04/21/98