An overview of the publications from the IFAS centers that are being digitized can be seen by searching in LUIS for the title “mimeo report”. The resulting index includes local collection-level records created by Mae Clark and Jimmie Lundgren in 1994 to enable the bound-by-year volumes of these to circulate and have some access in the catalog. It was not deemed feasible to catalog the individual monographs and serials they comprised at that time.
Request from DLC
Now, the digitization process requires cataloging. The Cataloging and Metadata Department (CatMet) are asked to provide records for the print versions. These records will form the basis of automatically-created electronic version records by DLC. CatMet will enter the records into OCLC, but are not currently bringing them into Aleph.
Nelda and her team in DLC are disbanding these and putting each title in a Manila folder in preparation for scanning. She is giving them to CatMet in boxes sorted by the individual IFAS center and by whether or not they may be serials or monographs.
Each of these centers may need some name authority work since the names changed over time. The “mimeo reports” also changed name over time and require series authority records to be created. CatMet have decided to reduce efforts by classing the reports from each center together and are using the class number SB52.U63 with a cutter determined by one of the names of the center and kept consistent within the center.
Two major aspects are required for these: authority work and bibliographic work.
The corporate name and series authority work and some representative bibliographic records for the centers and series are best done in advance of having students create and save descriptive records. This will minimize changes needed during bibliographic follow-up work. Since the authors are UF faculty, full authority support is required for them. For the monographic titles, the student will use chosen bibliographic records to derive from, then change the specific 245, 260, 4xx and note field and (to some extent) author headings information. The student then saves the record to the OCLC online save file and puts a sticky note on the publication with the save number.
The cataloger who follows-up for that box then retrieves the record from the save file to complete it and put a printout of the record in the folder to return to Nelda. It is better for Nelda if completed boxes are returned. The bibliographic work of completing each record involves:
(1) Calling the record up from the online save file using the number on the sticky note;
(2) Verifying the correctness of the transcribed fields, pagination, etc. (these students have been doing excellent work with few typos);
(3) Assigning and inserting at least one subject heading;
(4) Assigning correct name headings for the author(s). This often involves creating a new name authority record and some cleanup in the catalog.
(5) The efficiency of the record completion is greatly improved if the corporate name and series authority work is correct on the records used for deriving.
(6) Updating the record in OCLC and making a printout that is placed in the folder. (We are not putting these in the record-editing basket because they are not in Aleph, but we are counting them as original records and volumes).
There is not actually a deadline with this for the DLC, but they are eager to see progress. Each record has a limited life in the save file, but can be renewed. CatMet currently have great student help that we are trying to take advantage of. The students create records much faster than current catalogers assigned to this project can keep up with them, so having additional cataloger help will be wonderful.