Workflow for art catalogs:

Procedure for Sound/Image Library staff:

1. Determine which template to use. The two templates are: a) ARTCAT1 for single artists and b) ARTCAT2 for multiple artists or thematic exhibitions. If the exhibition features a single artist, select the ARTCAT1 template, which has a 100 field for the artist's name. If the exhibition features multiple artists or thematic exhibitions, select the ARTCAT2 template which has no author field.
   
   
2. Bring up the template in the Aleph Cataloging module. Select the icon on the far left that looks like a piece of white graph paper with a red pencil. You will get a drop down menu of templates to select from.
   
   
3. If you are working from the ARTCAT1 template, enter the artist's name in the 100 field: Last name - comma - First name. Be careful to spell the name accurately.
   
   
4. Open up a session of Notis and search LTFI to see if the artist's name is already in the database. If you find the same name and you're sure that the name already in the database is the same person that you're entering in your record, use the form of the name found in the database.
   
   For example, if you enter: "Warhol Andy" and you find that his name is in the database as "Warhol, Andy, |d 1928-1987." Then use the form with the date.
   
   Search: ltfi fi jx warhol andy [Note that when searching Notis you must leave out the comma.]
   
   
5. If the name is not found in LTFI, search LTLC using the same search phrase.
   
   It's a good idea to copy and paste from your Notis session into the Aleph template so that spelling and subfields are entered exactly as the entry already in the database. However, if there is a date field or any other subfield, after you paste, you must put your cursor in the space in front of the letter of the subfield and cover up the space and the subfield symbol with two dollar signs.
   
   Example: Warhol, Andy,$$d 1928-1987. This forces the subfield D onto a separate line as required by Aleph.
   
   
6. Now edit the title field. Begin by noticing if the title starts with an article. The second indicator must be edited to tell the computer how many spaces to skip over before it begins to index the title. Count the article plus the space after the article. For instance,
   245 13 La bamba
   245 14 The boy
   
   If you are using ARTCAT2 template, note that the indicators of the 245 are "00." The first zero is because there is no author. The second zero must be edited as explained above if the title starts with an article.
   
   Very often the artist's name is also the title of the catalog. Don't worry if you end up with:
   100 1 Warhol, Andy, |d 1928-1987.
   245 10 Andy Warhol : |b 1970-1980.
   On the other hand, if there is a distinctive title, don't use the author's name as the title.
   
   
7. Continue editing the title field by keying in the title and subtitle exactly as they are found in the art catalog. (Don't worry if there is no subtitle; just delete the subtitle subfield.)
   
   
8. Then enter the publication information. The publisher will usually be the name of a gallery.
   
   
9. There are two A subfields for the 300 field in the templates.
   a)   If (as is often the case) the catalog is unpaginated, delete the second subfield A [by putting your cursor into the field and keying Ctrl + F7] and leave the first subfield A as it is--that is, "1 v. (unpaged) :"
   b)   If the catalog has page numbers, delete the first subfield A and edit the remaining subfield A, which has "XX p. :" Fill in the number of pages in place of the XX.
   
   
10. Subfield B of the 300 field has "col. ill." If the illustrations are only in black and white, edit out the "col."
    
    
11. Enter your initials into the 599 field.
    
    
12. When you've edited the record, save it to the server.
    
    
13. Create and item and holdings and you are done.