Copy Cataloguing Workflow:  A Summary

Document sections

Introduction Workflow steps


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Workflow steps

Select book Check and edit bib record Holdings record(s)
Check routing slip Proofread bib record editing Item record(s)
Call up Voyager bib record "Boat" bib record Proof holdings and item records
Confirm matching record Mark piece 948 field
Determine copy level Deal with stickups, etc. Place on truck or shelf

  1. Select the book.

    This step is in effect done for you whenever you are handed a Rush, Notify, Reference, or In-Process request book.  These categories should all be treated as Rush, top priority, and should be catalogued as soon as possible, ideally immediately, at the most within 48 hours.

    For other books, consider:

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  2. Check the routing slip      (when one is available):

    • OCLC-member copy:  Check the most recent searching date.  If the title has not been searched in some time, it may be worth searching OCLC again for possible better or upgraded copy.

      Alternatively, you may prefer to wait until you have begun the cataloguing itself.  If you encounter complications in cataloguing a title that has not been searched in some time, re-searching may result in finding a better or upgraded record that resolves the complications.

    (Please note:  You can also check the copy level on the routing slip while selecting the book, but information about copy level in the bib record itself is more reliable.)

  3. Search Voyager and call up bib record

    See "Searching in the Voyager Cataloging Module."  Based on level of copy, your trainer's recommendations, and the situation, this search may be by Voyager bib record number, author, or title.  If you do not find the record with your first search, keep trying using another method or another possible interpretation of the author and/or title.

    If you find:

    You may also have a printout of the record located in the book.

    OCLC-member copy only:  If you have printouts for more than one record for your editionSee below.

  4. Compare the bib record with the book to confirm a match.  Quickly check salient information for:

    (For more information on matching editions, consult "Editions and Printings. Pt. 1, Matching Editions:  Selecting the Best Matching Record."

    OCLC-member copy only:  If you have printouts for more than one record that matches your edition:

    Decide which record is the more or most appropriate.  Consider:

    • Level and category of copy (see also "Choosing Between Duplicate Matching OCLC Records")
    • Any notes provided by the sorter or by your trainer.
    • For records in the same category:  Quality of record.
    • Format of record.

    If you have any questions about the best record to use, check with Bruce or your trainer.  Once a record has been selected, make sure that it is the one in Voyager; otherwise, replace the record.

    Position the book and any printout where they will be easy for you to check as you work at your workstation.  If there is a book jacket on the book, remove it -- to facilitate checking information on the cover and spine.  Retain the jacket during cataloguing.

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  5. Determine the bib record copy level

    To confirm the copy level of the record, check:

    For definitions of each level of copy, consult the appropriate editing guidelines:

    If the copy level turns out to be one that you have not yet been trained to handle, give the book and record to Bruce.

    Otherwise, you are ready for the next step.

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  6. Check and edit the bib record

    In reviewing and proofreading the bib record, remember to:

    Please note:  Some people can quite effectively perform all these reviewing functions simultaneously.  Others benefit from dividing the proofing into separate stages, one concentrating on content-related aspects of the record and another (a "second pass") on format aspects.  Whatever approach works best for you is fine.

    If you made any changes in the bib record, go on to proofread and store the bib record.

    If you made no changes in the bib record, go on to mark the piece.

  7. Proofread any editing to the bib record.

    Whether you worked directly online or first annotated a printout, make sure that all the corrections and additions are in the bib record itself -- and that they themselves are correct.  Make any changes needed.

  8. Store the bib record to the database:  "boat" the record.

    Please note:  If the editing is complex, you may want to "boat" the record more than once, while you are editing, to reduce the risk of data loss.

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  9. Mark the piece.

    Note:  You may do this step earlier, as you review the book, but you should avoid doing it too early, before you have confirmed that the piece is:

    Consult:  "The Physical Piece:  Writing Numbers, Stickups, Etc."

  10. Deal with stickups, etc.:

    Book jacket:  Retain, slipped inside the book, for all locations except regular HT Stacks.  Jackets from stacks books may be disposed of.

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  11. Create or edit the MARC holdings record(s).  Consult:

  12. Create the item record(s).  Consult:

    Exception:  For a book that was a returned in-process request:  Use the existing item record(s) rather than creating any new one(s).  If a returned In-Process-request book needs to be bound, it needs a new, piggyback barcode; add the second barcode number to the item record.

  13. As you create or edit each holdings and item record, or after you have completed all of them, proof each holdings and item record in Voyager to ensure correct information and coding.  Remember to check that the following are correct:

    Once all records have been created, it can be helpful to check the record hierarchy ("Show associated records").

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  14. Provide a 948 field at the end of the bib record.  Be sure to:

    For further information on the 948 field and its individual subfields, see Voyager Cataloguing Statistics:  Voyager 948 Field

    If necessary, count manual statistics.

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  15. Place the item(s) on the appropriate truck or shelf -- based on whether or not the items are to be bound and on the specific location.  Consult:

    Rush books should be put on the Rush/Reference shelf right away.

    Hardbound Reference books not requiring repair or rebinding should be put on the Rush/Reference shelf right away.  Remember to stamp them "Do Not Circulate".

    Any books designated for rush binding should go to the Preservation Dept. right away.  Remember to stamp Reference books "Do Not Circulate".

    Books not designated for locations that have special shelves:  It may helpful to save up a stack, then put them on the appropriate truck(s) as a group.

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Draft, 14 February 2003; rev. 4 March, 11 March 2003, 13 February 2007, 15 January 2008, 9 August 2010

HTML document last reviewed:  12 August 2010