Proposal

 

CATALOGING FOREIGN RELATIONS OF THE UNITED STATES

 

To provide better access to the series and standardize cataloging for the four CONSORT schools.  Following current docs cooperative cataloging practice, one school takes primary responsibility for the cataloging of this set (item number 872-B).  Denison volunteers to take the lead on the clean-up and to set up the ongoing procedure.  After this is done, it will be discussed who will take the lead for ongoing cataloging.

 

1.  Main series bib records

            Use three OCLC bib records for the whole series for all 4 schools

            (because there are title changes)

                        9592030 (1861-1868) DEN & WOO ok, move KEN & OWU

                        6699241 (1870-1931) DEN, OWU & WOO ok, move KEN

                        7809779 (1931-9999) DEN & WOO ok, move KEN & OWU

                                    will need individual copies of the bib for each school because of                                                 large # of item records (per documents cataloging standard)

 

                                    NOTE: for those who were wondering, a x-link moves and corrects                              itself when a record is moved from one bib to another

 

                        1768341 (1861-9999) KEN & OWU, transfer items and delete holdings

 

            Holdings on OCLC added or deleted as needed for all four schools

                        DEN will do the clean-up OCLC work for all if that is ok with the others

 

2.  All volumes for all 4 will be linked to the main series record, in order by year and volume (multiple copies of the main records) 

 

            This will include both the volumes already in the collections and new ones as they           arrive

            DEN will transfer existing records for all 4

            After the clean-up is completed, it will be important for each school to do a       catalog/shelf inventory

            Each school will add their own new volumes to the main record as they arrive

 

            For volumes with no subtitle, this completes their cataloging

 

3.  Volumes with subtitles - SERIES will also have individual records:

 

            OCLC serial record added to CONSORT, or DEN will create a new bib if no record is available. 

            Agreed: a sub-series record is preferred over individual monographic records for a        title with multiple volumes.

            DEN will x-link current holdings for all 4

            To be decided: who will do the bib work for new series as they come in.

            For new volumes each school will link their own volume and do OCLC updates            following current cataloging practice.

            After a series is established and existing records are attached, each school will   handle their own added volumes.

 

            Sample, existing bib from OCLC: The Far East .b26216796  o36895463

            Sample, bib created by DEN when no series bib available on OCLC:

            .b26241936 (DEN holdings not complete as of 6/28/06)

 

4. Monograph volumes with subtitles will also have individual records:

 

            OCLC monograph record added to CONSORT or DEN will create a new bib if no     record is available. 

            DEN will x-link current holdings for all 4.

            To be decided: who will do the bib work for new monographs as they come in.             For new volumes each school will link their own volume and do OCLC updates           following current cataloging practice.

 

            Sample, existing bib from OCLC: The assassination of Abraham Lincoln

            .b26216577   o51049848

 

5.  Newly created bib records will follow the style of .b26241936.  They will include:

            SuDocs # in 0860

            Item number (is there anything in addition to 872-B?) in 074

            Series  in 440

            They will not include LC call numbers if they are uploaded to OCLC

 

6.  Volume and call number format in item records

            For x-linking to sort and display correctly, all item records need to have call       number and volume information entered in a consistent format (both for SuDocs             and LC classification).  Therefore, even for monographs the following format            needs to be used:

 

            Call numbers should include the stem but not the volume specific info

                        Eg. SuDoc                                            S 1.1:

                        Eg. LC classification                             JX233.A3

 

            Volume fields

                        Eg. for both SuDocs and LC                 1954 v.3

 

                        For those with SuDocs classification, should the year be a three digit year?                    What does this do if we use the system sorting feature? 

                                    Eg. 1954 is entered as 954 in the volume field

                       

 

           

 

 

7.  Questions

 

            OK for Ellen/DEN to do OCLC clean-up for all?

            OK for Ellen/DEN to do CONSORT clean-up for all, bib and item?

            Does anyone have order or check-in records that will need clean-up?

            Should new records go to OCLC?

            OK to use the three bibs in #1 above for all?

            Agreed: a sub-series record is preferred over individual monographic records for a        title with multiple volumes.  Is this indeed “agreed”?

            Eventually: who takes the ongoing lead

            How are SuDocs years to be entered in the volume field in item records

 

 

Ellen Conrad, Denison University

6/28/06 rev.