Workflow for Everglade Online:

Notes on new workflow:

Whereas we used to catalog things before they were digitized, the new workflow is for the Digital Collections Center (DCC) to digitize whatever they want and we don't find out what has been digitized until it appears on the FCLA listserv list.

When Sue sees and FI record number, she prints out a copy of the record.

She then gets the hard copy from DCC staff.

The cataloger catalogs both the hard copy in FI (working with Mirtha) and the digitized copy in QF (working with Sue)--unless, of course, we do not own the hard copy.  If that is the case, the cataloger prepares only a QF record.

If we don't own the item, we may need to change the 533 so that it reads:  |n Electronically reproduced by Florida International University.

Right now (May 2005) things are in flux.  Some of the materials on the FCLA listserv have already been cataloged except for the "after digitization" fields.  If we have already done a complete record for the FI copy, it won't be necessary to have the hard copy in hand.

When we initially set up the MARC fields and the workflow, we were cataloging only technical reports.  We are now cataloging other types of Everglades materials.  Many special technical report fields are no longer needed--including the HUC code in an 035 and a 651 with 2nd indicator 7.

Also, Megan told us to assume code "g" for "gray scale" in the 007 field.  Now DCC staff will let us know which of 4 codes to use:  1) black & white; 2) color; 3) gray scale; or 4) mixed.  They'll also indicate if the item is, for example, personally owned by Gail.

Also, when we cataloged before digitization, a file number was input into the 598 field.  Now that field appears to be unnecessary.  The file number now appears in an 035 field.  EXAMPLE:  035: : |a (IID)FI05050901 and as part of the PURL in the 856 field.

In some cases, we may decide to describe the pagination and illustration of the QF copy in more detail that we describe the FI copy.  For example, when the pagination is broken up into sections, the print copy will be 1 v. (various pagings); however, for the benefit of the users of the online copy, we may list the pages in each section:  300:: x, 15, 8, 6, 10 p. : |b ill. (some col.), maps (some col.) ; |c 28 cm.

Workflow from 5-23-03:

1. Catalog the hard copy of the technical report in FI first. Search in LTRF to see if 1) there's already an FI record and 2) if there are other records with information that should be "borrowed" for your FI record.
   
   
2. If there's a record already in FI, check it for accuracy and to see whether it should be augmented based on the list of possible fields to use in technical reports. Run CLARR to check the access points. Resolve any problems revealed by the CLARR report.
   
   
3. Once the FI record is complete, open another session of Notis--log in this time to work in the QF partition (use "fcasbdb" and password "fiucat".)
   
   
4. Copy the title from the FI record and paste it in order to search QE. We're searching QE because sometimes there's a QE record with fairly decent 520 information. We will C&P good 520s from QE records or we will look for abstracts on the documents themselves. We will add 520s to both FI & QF records.
   
   
5. Then paste the title again in order to do a QF title search. If there is already a QF record, bring it to Sue's attention.
   
   
6. If there's no match in QF, derive the record from FI into QF. Be sure to delete the OCLC number for the hard copy.
   
   
7. Once we're sure that we're done with the QE record, we will log in to QE [once we get a QE authorization] and we will suppress the QE record so that it does not appear as a duplicate to searchers of the PALMM webpage.
   
   
8. We will set up macros to add the following fields to the QF record:
   
   1. Key Alt m to add the project group tickler and then Cont d to add the date. For example: 035: : (dnx)EOL S FI 2003-04-09
      
      
   2. Key Cont h to add subfield h to the 245 (add after $a and before $b or $c, if these subfields are present). Position your cursor where the subfield is to be added. For example: Miami |h [electronic resource] / |c City of Miami.
      
      
   3. Key Alt 8 to add the beginning of the 598 field. For example: 598/1: : |a fi________. Key in this 8-digit number, which is called the "metadata number" on the printouts from Megan.
      
      
   4. Key Alt 2 to add 852 with project code eol in subfield b. For example: 852/1: : |b eol
      
      
   5. Key Alt 6 to add also this field: 856:0 : |x inzprocess |z NOT YET AVAILABLE; in process for electronic access.
      
      
   6. Key Alt g to add the genre term: 655 _7 Technical report. |2 marcgt
      
      
9. Once the QF record is complete, hit enter until the record is updated. Write the QF number into the empty box on the printout.
   
   
10. Do not send the report for labeling because it is going to be disbound for digitization. It will be rebound after digitization and then it will be labeled. See notes below on how to handle barcodes.**
    
    
11. After digitization, both the FI and the QF records must be augmented. Thus, Megan will bring the hardcopy to us for augmentation and uploading of the QF record to OCLC. (See the list of MARC fields for complete information.)
    
    
12. We will then pass the disbound hardcopy to Johnnie and ask her to send it to the bindery.