Workflow for Digital Library Projects

FIU Libraries Cataloging

SERIALS WORKFLOW for United Nations Official Records Project

OVERALL WORKFLOW

The International Documents Librarian will give the Serials Cataloger three issues of each serial to be cataloged--the earliest issue we own and the two most recent issues.

The Serials Cataloger will make sure that there is a cataloging record on both OCLC and our local system (NOTIS) and he will assign a JZ call number. As the group agreed, the session number will follow directly after the classification number and the document number will follow the session number.

On the spine labels, we will put as many characters of the document number on one line as possible--the limit for our labels is nine characters including spaces and periods. Whenever it is necessary to break a document number, we will break after a slash mark. The document number will be followed by the dates, separated by a slash mark. If volumes are indicated, they will follow the dates.

When the Serials Cataloger is done, he will write the LC call number, including the individual item enumeration, on the three issues which he has in hand. The usual procedure is to write the call number inside the front cover, generally on the first page.

The Serials Cataloger will also barcode, create item records and create MARC holding records for the three issues so that there will be clear patterns for the student worker to follow for the remainder of the issues. The Serials Cataloger will then send the completed issues back to the International Documents Librarian.

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THE STUDENT ASSISTANT'S JOB

The student worker will make item records for each of the remaining issues of the serial. After the item records are done, the student worker will make the MARC holdings. The student worker will check the record on WebLuis to make sure the display is correct and easy to understand for our users. If the student worker has questions as s/he works, s/he will ask the Serials Cataloger.

If the International Documents Librarian feels that the MARC holdings are too complex for the student worker, she should call or email the Serials Cataloger and he will help them or do them himself. (It's probably best if the Serials Cataloger is given the NOTIS number.)

After the item records and the MARC holdings are done and it's clear that the pattern works for the whole run, the student worker will print the labels. Any old labels which were formerly on the materials should be covered over.

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EXAMPLES

Below are examples of the format to be used on the labels:

INT	INT
UN	UN
JZ	JZ
5010.2	5010.2
30th Ses	31st Ses
A/10006/	A/31/6/
Add.1	Add.1
	1978/1981
	v.1

We need to pay particular attention to titles which have an ellipsis omitting the date. These titles for sure should include the date in the call number.

Note that we will always abbreviate the session number in the call number by ordinal number abbreviation and "Ses" without a period. We will do this for general sessions (JZ5010.2), special sessions (JZ5010.3) and emergency sessions (JZ5010.5). It is not necessary to devise a fuller abbreviation--such as "Sp Ses"--because .2 means general session, .3 means special session and .5 means emergency session.

If it is possible to establish a pattern for the MARC holding records, we will use 853/863 and 899 fields. If a pattern is not possible, we will use the 866 field.

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REGULAR & SPECIAL SESSIONS WITH SAME TITLE

When the regular and special sessions have exactly the same title, one cataloging record is used for publications of both regular sessions and special sessions. In these cases, we will use two call numbers, one on each line of the copy holdings screen: JZ5010.2 for regular sessions and JZ5010.3 for special sessions.

This will be our standard note: "Issued as supplements to either regular sessions or special sessions of the General Assembly."

For an example, see AAQ8300, Report of the United Nations Council for Namibia.

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ADDENDA, CORRIGENDA, ERRATA

When addenda, corrigenda, errata, etc. are issued with a particular volume, a note will be added to the bibliographic record: "Some issues are supplemented by addenda, corrigenda, and errata. These are either tipped in at the front of the volume they supplement or they are shelved next to it."

We will prefer to tip in the addenda, corrigenda, errata, etc. Whenever they are too large to be tipped in, we will label them but we will not barcode them or make item records for them.

Occasionally separate volumes are issued with "Addendum" or its equivalent appearing as part of the title. In such cases, we will generally catalog that type of addendum separately.

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ANNEXES

Annexes do not have document numbers on them. Thus, we will use the call number for the session itself, arranged by session number and followed by the word "Annexes". Annexes are then subarranged by agenda item number. For a pattern for labeling General Assembly annexes, see NOTIS number AEY9845.

An example of the ENUM/CHRON field in an item record is: 25th Ses:Annexes:Items 3-61:v.1

The call number would appear on the spine as:

INT	INT
UN	UN
JZ	JZ
5010.2	5010.2
25th Ses	25th Ses
Annexes	Annexes
Items 3-61	Items 62-
v.1	101
	v.2

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SESSIONAL FASCICLES

Sessional fascicles do not have document numbers on them. Thus, we will use the call number for the session itself, arranged by session number and followed by the abbreviation: "Sesl Fasc" with no periods.

If the sessional fascicle supplements something other than a general session, we will use the coding for that committee as indicated in the classification schedules. For instance, the directions for the Special Political Committee say to use: A/SPC/session/SR.; the directions for the First Committee say to use: A/C.1/session/PV. See examples below.

INT	INT
UN	UN
JZ	JZ
5010.2	5010.2
32nd Ses	32nd Ses
A/SPC/32/	A/C.1/32/
SR.	PV.
Sesl Fasc	Sesl Fasc

TRADE & DEVELOPMENT BOARD

If a report of the Trade & Development Board (T&DB) to the UN General Assembly is published as an official publication of the General Assembly, it is classed in JZ5010.2. If however it is published as an official publication of the T&DB itself, it is classed in JZ5070.2, subdivided by the session number of the T&DB.

If a given document has a general T&DB document number and a more specific document number--for instance a "working party" document number--we will use only the more specific number. See examples below.

INT	INT	INT
UN	UN	UN
JZ	JZ	JZ
5070.2	5070.2	5070.2
3rd Ses	38th Ses	47th Ses
TD/B/	TD/B/WP/	TD/B/47/
COM.2/	147	11 (v.2)
CLP/24

This may be a general principle that will apply elsewhere: If a given document has a general document number and a more specific document number, we will use the more specific number.

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SECURITY COUNCIL

Security Council official publications are subarranged by year. See example below.

INT	INT	INT
UN	UN	UN
JZ	JZ	JZ
5030	5030	5030
25th Year	25th Year	48th Year
1970	1970	S/1994/
Jan-Mar	Apr-Jun	346

There is a note in the schedule under Special supplements which says: Class here special supplements beginning with the 36th year, 1981. We are going to class them in this call number previous to 1981 as well. We think that perhaps the note is misplaced and should apply only to Special Supplements No. 2 & No. 3, which did not exist previous to 1981.

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UN CONFERENCES

We will use JZ5090 for both the summary reports and the masthead documents which complement the reports. (We will not use JZ5160 for the masthead documents.) We will subarrange in the Enum/Chron field of the item record by .A/CONF, .E/CONF, etc., as printed on the document. As a consequence, the various continuing conferences will not be shelved together--the 5th will be separated on the shelf from the 6th, etc.

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TRUSTEESHIP COUNCIL

The call number JZ5060 will be sub-arranged by the regular session number and then by document number. [There is no need for adding the supplement number to the call number string.]

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ECONOMIC & SOCIAL COUNCIL

The Economic and Social Council and its subordinate commissions and committees gets the base number of JZ5050. However, Classification Web expands this number to range between JZ5050 and JZ5054.62. [To get the expanded numbers, click on the blue R in brackets following the name of the subordinate body.] We have made the following decisions:

We will use the numeric expansions.
We will follow the expanded number by the year of the publication followed by the document number.
If the document spans more than one year, we will use the first year in the call number--unless the date in the document number is different, in which case we will use the date from the document number.
If there is an annex with no document number, we will figure out which document the annex supplements and we will add that document number to the call number followed by the word "Annexes."
We will ignore supplement numbers and special session numbers because they will not be needed in a file organized by the year of publication.

Thus, the 1973 documents of the Council itself will be labeled as below:

INT	INT	INT
UN	UN	UN
JZ	JZ	JZ
5050	5050	5050
1973	1973	1973
E/SR.	E/SR.	E/SR.
1859-	1859-	1880-
1879	1879	1886
	Annexes

Thus, the 25th Session and the 8th Special Session of the Commission on Narcotic Drugs will be labeled:

INT	INT
UN	UN
JZ	JZ
5051.2	5051.2
1973	1984
E/CN.7/	E/CN.7/
555	1984/13

OTHER UN ORGANS, BODIES AND PROGRAMS, A-Z

When cataloging monographs in JZ5009.5, double cutter by main entry as usual. When cataloging serials in this call number, do not double cutter; instead, put the document number in the Enum/Chron field.