Types of problems encountered.

• No call number in the volume.
  • Search carefully through the book (behind title page, inside back cover, etc.) also check any flag the book may contain.
  • If no call number found, search NOTIS.
    • If a matching record is found and contains a call number, try to determine if you have that copy in hand or another, unrecorded copy.
    • If definitely the same copy, have processed with the correct call number.
    • If not same copy or unable to tell, forward to Distribution/Cataloging or Catalog Maintenance.
• No Record on NOTIS.
  • Search carefully, by author, title and call number before requesting retrospective inputting, which places previously cataloged materials onto NOTIS.
  • Consider if title is a serial or multivolume set classed together which would not require separate records for each volume.
    • Serial records are format S and have two dates in the Date Type (DT) fixed field. They also have a "v" in the 300 field on the bibl screen rather than pagination.
    • Monograph multivolume sets are format B and have two dates in the fixed field. They also have a "v." in the 300 field on the bibl screen rather than pagination.
  • Send the volume to the appropriate Cataloging personnel.
• Duplicate Records on NOTIS.
  • Select the appropriate record to use/retain.
  • Mark duplicate records for purging.
  • Send the purge request to the appropriate Cataloging personnel.
• Incorrect or conflicting call number listed on NOTIS.
  • Determine that the volumes truly conflict, examples:
    • Two different titles have the same call number.
    • Two copies of the same title but different editions have identical call numbers.
  • It is acceptable to have the same (title) edition in both Dewey and LC classifications.
  • Send the physical volumes as well as notation of the difficulty encountered to the appropriate Cataloging personnel.
• Bibliographic entry error.
  • The Searchable fields.
    • Report any misspellings in the author's name or first five words of the title.
    • Report conflicting forms of entry for authors.
    • Report any misspellings in subject entries.
  • Number of volumes in the set.
    • Report if the voluming is larger than stated on the bib screen.
    • Report if the voluming can be closed out and has not been updated to indicate the final volume count.
  • Titles bound together but not described on NOTIS.
    • Report any uncataloged "extra" titles.
    • Report any cataloged "extra" titles that are not mentioned as being bound together.
  • Dates of publication.
    • Report any errors.
    • Report dates that could close the multidate field because the set is known to be complete.
  • Language noted in fixed field.
    • Report any Judaica title that declares English but is not (ask Collection Manager to identify the language if necessary).
    • Report any title that has an obvious language identification error.
  • Provisional records.
    • Ask for retro cataloging if the title is to be filmed.
    • Supply an OCLC printout if possible.
  • Uncataloged volumes/titles.
    • Report any uncataloged volumes of a cataloged set (volumes that do not have ANY call number information in them).
    • Report any uncataloged title.
  • Incorrect holdings listed.
    • Report any copy or volume holdings known to be incorrect.
    • Report need of copy levels to account for volumes in hand.

Routines for notifying Cataloging.

• Who to approach.
  • All serials, regardless of problem identified, give to Naomi Young.
  • All monographs requiring Retro work contact Terri Smith.
  • All monographs requiring cataloging contact ????.
  • Monographs with specific problems (language, etc.) contact the Cataloger appropriate for the field of the book
  • Contact Nelda with questions before forwarding items to any Cataloging Unit.
• Handling the Volumes.
  • Discharge everything before sending to Cataloging.
  • Retain paperwork only if search (RLIN, OCLC, BIP) completed.

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TABLE OF CONTENTS Brittle Books Program Operations and Procedures Manual
REPROGRAPHICS HOME PAGE

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For more information or reference assistance contact theBrittle Books Program at brittle@mail.uflib.ufl.edu.

Last Revised: 2003 October 17