University of Florida. George A. Smathers Libraries. Preservation Department. Reprographics Unit.

UNDERSTANDING NOTIS RECORD INFORMATION

NOTIS RECORD IDENTIFICATION

    INITIAL HANDLING OF BRITTLE BOOKS
    • All materials traveling through the Brittle Book Program have several procedures in common that utilize NOTIS records
    • Basic information must be verified or added if necessary
      • Brittleness of volume is acknowledged; non-brittle titles are rerouted to the appropriate procedure/location (the exception being a nonbrittle book in a multivolume set)
      • NOTIS is searched, and the correct bibliographic record selected including copy level and item record(s)
    • Titles that contain brittle books are then charged to the appropriate Brittle Books patron id
    FACTORS TO IDENTIFY
    • Verifying bibliographic screen information
      • Since all volumes must be charged on NOTIS, it is essential that identification of the correct record is ascertained
        • Compare author, exact title, publisher, date and pagination
        • If the appropriate record is not available on NOTIS forward volume to Cataloging for retrospective input
      • Verify that the record is in the UF partition (has a UF in upper left corner) - if not, a record must be input for the partition
    • Verifying copy holdings screen information
      • Since all volumes must be charged on NOTIS, it is essential that identification of the correct copy level and item are chosen
        • Verify the location code for the volume in hand
          • Note the stamp in the volume, if any, or bookplate
          • Carefully regard call number, as it may be a "block number" which designates location
        • If the appropriate copy level is not already available on NOTIS, input the information into the system
    • Verify the call number of the volume in hand
      • Check for the proper code (D for Dewey, L for Library of Congress, Y for Other, Z for withdrawn or accidental)
      • Check for correctness of the call number on the screen (if mistyped, correct it; if the wrong classification scheme, assume you have a different copy in hand)
      • If the appropriate call number is not already available on NOTIS, add a copy level that includes the call number of the book in hand
    • Verify the copy number of the volume in hand
      • First copies are "understood" (there is no code for c.1)
      • Other copies (2,3,etc.) are specified by the number after a slash in the location field, following the location code
      • If the appropriate copy number is not already available on NOTIS input a copy level for the volume
    • Verify the item record of the volume in hand
      • Inspect the item record(s) present if any,
        • Delete incorrect ones and the machine generated ones that do not match what you have in hand - ask
        • Add/correct information (chron/enum) if needed
        • Add barcode if necessary
      • If the appropriate item record is not already available on NOTIS, input the barcode or create a new item, whichever is appropriate
      • Note that the volume is barcoded or has a barcode assigned (i.e., a strip containing the barcode for rare materials, etc.) and that it matches the NOTIS record barcode
      • Link items that require linking

SELECTING FROM CONFLICTING INFORMATION

    MULTI-VOLUME SETS
    • Any multi-volume set that contains even a single brittle volume is treated, for reviewing/searching/reformatting purposes, as though the entire set is brittle.
    • Any title qualifying for reformatting must be complete, or proven to be as complete as possible (through InterLibrary Loan attempts) before being reformatted.
    • If there are multiple copies of any given volume, the best copy (for filming purposes) should be chosen for reformatting, even though it results in using various copy levels of the title.
    • Any multi-volume set title being placed into the brittle book backlog can be processed and searched regardless of completeness.
    • In general, incomplete sets are not currently kept or prepared by Brittle Books, do to workload and financial restraints.
    WORKS BOUND TOGETHER
    • If any title in a multi-title volume is brittle, the entire volume will be reviewed/searched/reformatted, as though the complete volume is brittle.
    • If any volume in a multi-volume volume is brittle, the entire set will be reviewed/searched/reformatted, as though the complete title is brittle.
      • Every volume handled must be carefully inspected for "hidden" volumes or titles that are bound into the one physical volume.
      • This is most easily noticed when comparing the pagination of a NOTIS printout to the thickness of the volume in hand.
      • When a multiple title or volume is found:
        • Titles Bound Together
          • Treat titles as if separate volumes, each requiring a NOTIS record and a separate search of RLIN/OCLC/BiP.
            • If separate NOTIS records are not found for each title, forward to Cataloging for retro work on the "missing" titles.
            • Flag the volume for return to Brittle Books upon completion of cataloging.
          • Each title must have a separate entry in Filmlog and be counted as a separate entity for statistical purposes.
        • Volumes Bound Together
          • Treat volumes as if separate volumes, for statistical purposes (for filming), but as single volumes for monthly body count (handling).
          • A multiple "enum" entry in FILMLOG, covering the expanse is required, not separate entries.
          • A multiple "enum/chron" on a NOTIS item record is required, not separate items.
    DUPLICATE RECORDS
      NOTIS contains many duplicate records (for the same title and edition) 
and many other records that appear to be duplicates until studied closely.
    • Monograph (book) records; format B in the fixed field
      • Must be the same edition/language/publisher to be a duplicate
      • Only worry/notice those records in the UF partition even though there may be duplicates in the LL or UD or other partitions
      • If the records in UF are for the same edition, regardless of having different locations or call numbers, consider them duplicates
      • If the records are duplicates, choose the appropriate one to use on the following basis, in order of choice:
        • Choose the one with an order record over one that has none
          • Order record information can be seen on the copy holdings screen (it is an alphanumeric code of xx-000-000 design)
          • Order records appear below the copy level (and mhld and item record statements)
        • Choose a non-CARP (or other Retro designation) over a CARP record
          • CARP is a statement appearing as an 035 in the bibliographic record
          • CARP records are input as results of highly specialized projects and are not as in depth as conventionally input records
          • Choose the CARP record if more copy levels are present than in the non-CARP record
        • Choose a full record over a provisional record
          • Provisional records have only 9xx fields on the bibliographic screen
          • Full records have all the the normal 1xx-9xx format fields
    • Serial (including Periodical) records; format S in the fixed field
      • Verify that it is a duplicate by studying the date fields and title fields, as there will usually be several title changes/agency changes that prompt new separate records
      • If a verified duplicate, choose the one to use on the following basis, in order of choice:
        • Choose the one with an order record over one that has none
        • Choose a non-CARP (or other Retro designation) over a CARP record
        • Choose a full record over a provisional record
    • Complete the procedures for identifying and marking duplicate records for purging
    DUPLICATE COPIES
    • A duplicate copy is defined as an additional copy of the exact same volume, same edition, same language; an identical twin
    • Only a single copy of any given volume will be held in the Preservation Department AFTER Collection Manager review, or Grant review. This copy will be the best copy available for reformat purposes.
    • All copies of a title being selected for review will be handled by the Brittle Books Program.
    • All duplicate copies will be released to the appropriate destination according to current library policy.
    • Any uncataloged copy level to which we attach an item must be coded 1U for the duration of the book's residence in Preservation. The original coding will be re-established when the book is released.
    • Each copy will be stamped to reflect the level of work completed on the title.
    • Any title already owned by the UF Libraries in a reformatted version will be reviewed by Brittle Books, but excluded from any searching/reformatting queues. The review will solely be aimed toward possible withdrawal of the paper format.
    VARIOUS EDITIONS/FORMATS
    • Many records can exist on NOTIS for the same title, but be vastly different in bibliographic content. Different editions, including translations, are the most common, and require separate NOTIS records.
    • Any title that is currently held at a University of Florida Library in a reformatted version will not be eligible for any action other than review for withdrawal.
    TITLES ALREADY AVAILABLE IN REFORMATTED VERSIONS
    • Any title that is currently held at a University of Florida Library in a reformatted version will not be eligible for any action other than review for possible withdrawal
    • Any title that is found to be available in a reformatted version (at any point during searching) will not be eligible for any action other than review for possible withdrawal and/or purchase

TABLE OF CONTENTS Brittle Books Program Operations and Procedures Manual
REPROGRAPHICS HOME PAGE
For more information or reference assistance contact the Brittle Books Program at brittle@mail.uflib.ufl.edu.

Last Revised: 1997 June 12