PALMM Cataloging
Interim Procedure, 2006
The following procedure refers to materials which are included in the PALMM (Publication of Archival, Library & Museum Materials) Collections. As of April 2006 PALMM records should be edited in the LTQF NOTIS database which permits use of the CLARR method of loading to OCLC. Completed records are now being loaded and periodically reloaded to Aleph from LTQF by our Authorities & Metadata Unit. Records in LTQF which are not yet linked are identifiable by the 856 subfield x "inzprocess" which allows them to be omitted from the loads. It is anticipated that the NOTIS database will become unavailable later this year and a new workflow will be developed.
See also PALMM Checklist and Macros List.
PRINT VERSION RECORD (Aleph)
The print version record should be examined to identify errors to be fixed in both print and electronic version records. Addition of 856's, etc. are not needed now that PALMM records are being loaded into Aleph. There are some electronic items which will require “from scratch” original cataloging since there is no corresponding OCLC record for print version.
Tickler fields
Do not delete any 035 tickler fields including the Project Group tickler in LTQF. These become TKR fields in Aleph.
Example: 035:: |a (SNX)FHP S UF 1999-04-01
530 Additional Physical Form Available Note
Add as follows:
530::Electronic version available on the World Wide Web as part of the PALMM Project.
ELECTRONIC VERSION RECORD (LTQF & CONNEXION)
LTQF does not contain authority or holdings records. Authority checking in LTQF must be done manually or by setting the CLARR bam not to load authorities. Make modifications to fields using copy and paste from corresponding fields on the print version or on this procedure. Avoid overlaying entire record with modified version after addition to OCLC to prevent loss of data added by FCLA. LTUF may be searched when logged into LTQF, and LTQF may be searched but not edited when logged into LTUF. Add your initials in a 599 field when you begin work.
Fields to be added, deleted, or changed in the electronic version (NOTE: much of this editing will already have been done to many records):
Fixed Field:
Form of Item (REPRO in LUIS, Form in OCLC)
FCLA will change the REPRO code to "s" after the electronic version is loaded.
Target Audience (T/AUD in LUIS, Audn in OCLC)
Use g for general audience, unless the material is specifically aimed at a particular age/grade level.
Variable Fields:
006 Computer files format
Add as follows:
TYP = m
T/AUD = blank
CF/TYPE = d
GOVT = blank unless government pub
007 Physical Description Fixed Field (Computer Files)
Add as follows:
GMD = c
SMD = r
COLOR = color characteristics of the file
a=one color. A single color, other than black. Usually for monochrome display devices.
c=multicolored. More than one color. Usually for color photographic processes.
g=grey scale. Degrees of dark to light from black to gray to white.
m=mixed. Combinations of one color, black-and-white, multicolored, and/or other images.
n=not applicable. Does not involve anything visual (e.g., digitally encoded audio data)
u=unknown. Color characteristics are unknown.
z=other. None of the other codes are appropriate.
DIM = n
SOUND = sound characteristics of the file
blank=no sound (silent)
a=has sound
u=unknown
010 Library of Congress Control Number
Delete 010 (for print version record) if present after copying into 776 field.
035 System Control Number
Delete 035s unique to print version record (making sure OCLC no. is already copied into 776 field – see below).
--Add new OCLC number for electronic version manually after entering record in OCLC.
Example: 035:: |a (OCoLC)12345678
776 Additional Physical Form Entry
Add as follows:
Example: 776:1 : |c Original |w (DLC) 97155121 |w (OCoLC)35369778
note: [(DLC): LC card number will often not be available]
035 tickler fields (not retained in OCLC, but become TKR fields on loading to Aleph from LTQF)
The part of this field following the parentheses is retrievable using a “no=” search in LTQF. Do not delete the 035 tickler fields used to manage records.
Examples:
Project Group:
Example: 035:: |a (DNX)FHP C UF 1999-04-01 Project Group:
Example: 035:: |a (DNX)LFNH C UF 1999-04-01
Example: 035:: |a (DNX)JUV C UF 1999-04-01:
Example: 035:: |a (DNX)MAPFL C UF 1999-04-01
Example: 035:: |a (DNX)MAPNA C UF 1999-04-01
Internet Availability:
Example: 035:: |a (DNX)FCLA url 200000107
Item ID:
Example: 035:: |a (IID)UF90000033
035 Florida CEEUS and HUC Indexing Codes
The CEEUS should be included for FHC and LFNH project titles when appropriate; and in cases of hydrological interest also include the HUC code. These codes index the bibliographic records containing the corresponding CEEUS (FIPS) code in the 651 field (see below). Enter an 035 field to correspond with every 651 CEEUS code or HUC code field entered.
Example: 035: : |a (snx)FIPS12031 or 035: : |a (snx)HUC3090205
040 Cataloging Source
Edit as necessary to say FUG |c FUG
245 Title Statement
Add |h <electronic resource>
505 Contents Note
Add from Web content listing when chapter titles provide good keyword access.
520 Summary Note
Add summary note.
521 Target Audience Note
Derived from Sunshine State Standards. Add if supplied by selector.
Examples:
521: : |a Grades 6-8 |b FDOESSS
521:: |a College students and adults
533 Reproduction Note
This field is usually inserted by DLC before FCLA inserts links. Follow the pattern in the example below using date, etc., directly from the electronic resource content page
|d date: should match date of digitization
|f series title in parentheses when project name is established as a series
(check LTLC for series authority record – note: this will need an 830 if established.)
Example:
533:: |a Electronic reproduction. |b [Florida] : |c State University System of Florida, PALMM Project, |d 2003. |f (Florida heritage collection) |n Mode of access: World Wide Web. |n System requirements: Internet connectivity;
Web browser software; Adobe Acrobat Reader to view and print PDF files. |n Electronically reproduced from collection in the George A. Smathers Libraries of the University of Florida.
540 Terms Governing Use and Reproduction Note
Use only if supplied to the cataloger by the selector of the resource or if it appears directly on the website (usu. on Contents page). Text may come from the permission letter from the holder of the original copyright.
599 Differentiable Local Note
Add cataloger initials in a 599 field to prevent duplication of effort.
651 Subject Added Entry--Geographic Name
Florida CEEUS Codes
This should be included for FHC and LFNH project titles when appropriate. Enter CEEUS (formerly FIPS) codes as follows: If the item is about Florida in general, apply the code 12000. If the item is about a specific county or counties in Florida, apply the county's code. If there are more than three counties, apply codes for the three counties represented most prominently. Copy/paste field directly into the catalog record from Web site. Enter the corresponding 035 index field (see above).
Example: 651: 7: |a Duval |z 12031 |2 ceeus (note: lower case coding of ceeus)
651 Subject Added Entry--Florida Hydrological Unit Codes (HUC) Codes
This should be included for FHC and LFNH project titles when appropriate. Enter HUC codes as follows: If the item is about Florida hydrology, apply the code for the hydrological feature covered by the item. Copy/paste field directly into the catalog record from Web site. Enter the corresponding 035 index field (see above).
Example: 651: 7: |a |a Big Cypress Swamp |z 3090204 |2 huc
690 Local Subject Added Entry--Topical Term
Period and subperiod from Florida History Timeline. Copy/paste terms into catalog record directly from
Florida History Timeline (Tagged Version) list. Add as many timelines as needed to cover the time period of the item. Use only for titles in the Florida Heritage Collection.
Example: 690: 7: |a Discovery and Exploration |x Native Peoples |3 fh1075 |2 fhp
690 Local Subject Added Entry--Topical Term
Florida Themes are included in the PALMM Collection records only when supplied by the selector. If themes are included on the preliminary PALMM record, verify that the information matches the tagged list at http://palmm.fcla.edu/strucmeta/fhpthemtag.html.
Example: 690: 8: |a Civil rights
710 Added Entry--Corporate Name
Make an added entry for PALMM (Project)
Example: 710::PALMM (Project)
830 Series Added Entry--Uniform Title
Make an added entry for series title if project name is established as a series
(check LTLC for series authority record – check 533 |f for matching title)
Example: 830: 0:Florida heritage collection
852 Location/Call Number
Usually added by FCLA, if not then add as follows:
Example: 852:: |b fhp
856 Electronic Location and Access
FCLA adds PURLs to the record after the electronic version is loaded. Make sure established links are PURLs and each is not broken.
Previous to FCLA making each resource available on their server, the temporary record in LTQF not yet containing the actual PURL should include an 856 field to generate an “in-process” message for the users, (including the subfield x “inzprocess” not visible to the public for unique retrieval), as follows: 856:0 : |x inzprocess |z NOT YET AVAILABLE; in process for electronic access.
OCLC CONNEXION RECORD FOR ELECTRONIC VERSION
006 Computer files format
Enter the 006 for computer file format data after transferring the record into OCLC
Delete 035 fields, 690 fields, and 852 field.
049 Local Holdings
Make sure only one 049 field is present.
After updating in OCLC, add new OCLC number to LTQF record --
035::(OCoLC)
Update the project code 035 field(s) in the LTQF record to show completion by changing "S" to "F"
Examples:
035:: |a (FU)FHP F
035:: |a (FU)LFNH F
Do not load OCLC record into Aleph or LTQF.
STATISTICS
Record the LTQF cataloged record as a new original title Internet Resource with title and unit count, where each 856 link is a unit on your print statistics report as it will not be counted automatically in Aleph.
Indexed: PALMM Cataloging (Interim procedure 2006)
Prepared by: Jimmie Lundgren, April 13, 2006
Updated:
