Tracking materials

1. Tracking materials Notes and fields from Acquisitions and locations in Cataloging Mary O’Donnell, Senior Cataloger mary.odonnell@okstate.edu

2. Gift books and books with accompanying materials • Gift books from an endowment are specially flagged and have a gift plate • Unplated gift books may be lower priority • We need to keep track of how long gift books have been in the Catalog Dept. • When books have accompanying materials, we need to know what was received and what is missing

3. Acquisitions notes • Acquisitions will add a note in the holdings record (MFHD) telling the date the item was received • Subfield |z will display in the OPAC • |z substitutes for a system-generated message

4. Note in the MFHD

5. Resulting note in the OPAC

6. Acquisitions notes con’t • After the item is cataloged, the |z is changed to |x (which doesn’t display in the OPAC) • In addition, Acquisitions adds a 948 field to the bibliographic record to alert the Catalog Dept. to earlier or similar editions

7. 948 note alerts cataloger to earlier edition

8. Tracking within the Catalog Department • Non-public notes in the MFHD • Using notes and temporary locations in the item records

9. Non-public notes • Notes in the MFHD may indicate the status or location of items which don’t have cataloging copy • Provisionals shelf • Original cataloging shelf

10. Item to be given original cataloging

11. Notes for problem books • Notes in the MFHD can be used when an item must be returned to Acquisitions for some reason • The MFHD will be suppressed until the item is replaced or returned

12. Note that MFHD is suppressed

13. Using the item record to track items in the Catalog Dept. • When book is received in Catalog Dept., Processing changes “item status” in the item record to “In process” • Patrons can request that an “In process” book have a “rush” put on it

14. OPAC record before arriving in Catalog Dept.

15. Changing the item status to “In process”

16. Book can now have a “rush” request

17. Finding an “In process” book • Checking the “history” tabs on the bib record and/or MFHD to see if anyone in cataloging has worked on it • Checking the item status to see if “In process” has been changed to “Labeling”

18. This book has been cataloged by Mary

19. “In process” has been removed…

20. …and Temp Location is now “Labeling (Processing)”

21. Final process • When labeling is completed, Temp location is changed to “Office review” and books are placed on the area pickup shelves

22. Summary • Notes from Acquisitions • Help the Catalog Dept. to keep track of how long an item is in the Dept. before cataloging • Alert the catalogers to earlier editions • Tell the catalogers of items which came with (or are missing from) a book

23. Summary, con’t. • MFHDs and item records • Inform the catalogers of the location of an uncataloged item • Help the Catalog Dept. to locate a rush item by telling who is working on it and at where it is in the processing procedure