PROCEDURES FOR BIBLIOGRAPHIC PROCESSING LEVEL II BOOKS

1. Search OCLC.
   
   
2. If you find a member-input record which appears to match, check the following fields to make sure it really does match:
   
   1. Author (& co-authors) - 100, 110, 111 (& 700, 710, 711)
      
   2. Title - 245 ($a Title : $b subtitle / $c statement of responsibility.) [Note: Check the filing indicator and proofread the title to make sure it has been transcribed just like it is on the book.]
      
   3. Edition - 250 - if present on the book
      
   4. Publisher & date - 260 ($a Place : $b Publisher, $c date.)
      
   5. Pagination - 300 ($a - including pre-pages)
      
   6. Series - 440, 490 0, 490 1 combined w/ 8XX - if present on the book
      
      
3. Call up record in ALEPH and compare to the record in OCLC.
   
   
4. We always want to use the "authorized" form of names, uniform titles, subjects and series. Control headings AND search the OCLC authority file to make sure all headings are correct.
   
   REMEMBER: even though the heading changes color to indicate that it is controlled, it still may not be correct! Read scope notes (667 & 680 fields) for the $a heading and all subsequent subfields to make sure the heading is really correct. For example, usually geographic subdivisions come after $a but in some cases ($x Social aspects; $x Economic aspects), it is the subdivision that is subdivided by place; or, "Case studies" is a legitimate subfield v subheading BUT only "under names of individual corporate bodies and under classes of persons, ethnic groups, and topical headings.")
   
   (Also remember that series not established in OCLC [or in LCA10] or in our local authority file [FIU10], should be given to Mirtha to create an FIU10 authority record.)
   
   
5. If there are differences between the records or you decided to use a different record you need to overlay, follow these steps:
   
   
   1. Add 599:9 :aleph system number.
      
      
   2. Add 599: :initials.
      
      
   3. Add plates to 300 field if necessary.
      
      
   4. Proofread the contents(505)note for correct spelling and formatting.
      
      
   5. Delete or convert 6XX _1 fields (children's subject headings), unless there are no other subject headings. Click here for more information.
      
      
   6. If the record includes an 856 field, test the link by clicking on the field and click on Search and then in Browse URL. If the link does not work in ALEPH, open the library catalog and test the link. Make sure the link is accurate--check subfields, especially make sure $u is present. If the link still does not work, bring it to Maria's attention.
      When checking a link, pay attention to what is accessible and be sure it is specified in subfield 3. For example: $3 Table of contents; $3 Full text; $3 Publisher description; etc.
      
      
   7. Update holdings.
      
      
   8. Export record.
      
      
6. If the changes are minor you might want to edit record in Aleph, follow these steps:
   
   
7. Update holdings in OCLC.
   
   
8. Window back to Aleph.
   
   
9. Make necessary corrections.
   
   
10. Add 599: :initials.
    
    
11. Verify the call number. Begin by clicking on the call number field and press F3 key. Make sure the classification number puts the book with other books on the same subject and make sure that the cutter or cutters fit our shelflist.
    
    If the 090 call number lacks a date, add the date. If the cutter has only one digit (e.g., .C4), expand it to two digits using the Cutter Table from the G060 section of the "Subject Cataloging Manual : Shelflisting."
    
    If you have the first instance of a call number (including the first instance of the first cutter for a double-cuttered call number), check the LC catalog. [Click here to go the LC online catalog.] If LC has not yet used that call number, check the classification schedules. If you are still unsure that the classification number has been correctly assigned, check with Mirtha.
    
    
12. If you have the first instance of an author cutter for a literature book, first check to see if there is an authority record for the author with an 053 field. If there is, use the call number from the 053.
    
    If the authority record lacks an 053 field, search the author's name in OCLC to see if LC has assigned an author cutter to this author. If a DLC-assigned author cutter is found, use it.
    
    If a DLC-assigned author cutter is not found in OCLC, check the LC online catalog in order to shelflist the number so that it fits into both our shelflist and the LC shelflist. Click here to go the LC online catalog.
    
    If the author's name has been established in the authority file without an 053 and if you have been able to figure out an author cutter that fits both shelflists, give the book to Mirtha so that she can check your suggestion and send the suggested cutter to LC for their approval. After LC authorizes the author cutter, Mirtha will add the number to the master authority file record in OCLC [and to the authority record in LTFI] and she will return the book to you so that you can complete the cataloging. [NOTE: In the case of author & title cutters, it is not necessary to expand the 2nd cutter.]
    
    
13. Edit holdings screen, make sure the call number is the same from the Bib, add 0 to the first indicator of the 852 field, and remove 2nd lvl note. If the bib record is for a multi-volume set, create volume holdings. Click here for procedure on creating volume holdings.
    
    
14. Open item form and change Item Processing Status to blank, which means "not in process".
    
    
15. Write the call number in the book in pencil on the very first page.
    
    
16. Keep statistics for all titles and volumes cataloged.
    
    
17. Take books to the labeling area to be labeled and for final physical processing.