In short, our job is to correct the 1,000 short bibs so to make this important collection accessible to users!

THE PROBLEM ANALYZED

• All bibs are short, with no title information, but instead only a generic series title and a volume number (range) in title field. A container bib holds 1,000 item records each linking to one of those short bibs supposedly made for each individual title.
• All books are physically in Book Depository. Recalling all pieces will be extremely time consuming and labor intensive. Sending staff to work at the remote location is possible, but special arrangement has to be made. Considering the fact that the department has no full time Chinese cataloger, but only depends on hourly student workers, this is not very realistic. Therefore, we decide not to recall the pieces, and not to send staff unless in situations when a title is extremely difficult to figure out.
• Fortunately (or unfortunately), we have a stack of paper “Tracking cards” created at the time of initial processing. These cards do bear individual title, but all are written in Wade-Gile romanization, which make no sense at all to any contemporary Chinese reader. Nevertheless, the tracking cards are still useful in title search once we have them converted into Pinyin scheme.

THE WORKFLOW
Tracking

• The project is led by the Non-Roman Cataloging coordinator, and assisted currently by two hourly students. A Google Docs spreadsheet is designed as a real time tracking document and shared by the team.

Steps

1. Search for a matching bib in WorldCat. There are two search strategies. One is using the series title together with a number; the other is to use the title recorded on the tracking card (use Wade-Gile to Pinyin convert table. There is also a Chinese Romanization Converter on Mandrintools).
2. Once records are found, eliminate those non-English records (has $b subfield in 040) and choose one with publication year of 1960-70s. Also verify the volume number and/or range, and make sure it matches the information on the tracking cards.
3. Locate the item under the container bib, and then locate the linked bib record (the short bib).
4. Update holdings on OCLC, if it hasn’t been done.
5. Overlay the short bib that is linked to the proper volume or range.
6. Note problems if any.

However, if you cannot determine the nature of the e-resources, you can always forward it to Sherab!

Example.

Handbook of U.S. labor statistics v.2011
B69770591 O47784295

• This guideline covers online journals, web sites and databases which have free access or are open resources, requested by collection managers and subject specialists.
• Requests will be made by using an online form (login required). A request email will be generated and sent to us.

WORKFLOWS IN SUMMARY

• Requests initiated via ILL will receive a priority; otherwise, catalog them chronologically, i.e. earlier request first.
• Check the online resource URL and determine the nature of the resource (online journal or database?) and status of access (link working?).
• Follow regular cataloging procedures, i.e. search OPAC, then OCLC for matching bib. Create new record if needed.
• Build an Order record in Connexion (using the text string); or, optionally, build the Order record on Millennium manually.
• Build a special Check-in record on Millennium.
• If we have holdings of the print version as well, enhance the print record by adding the link to online resource to the bib record made for the print vesion.
• Reply to the requesters. After cataloging is done, send email notice to the collection manager (and ILL request person?), including the bib number and/or link to the record on OPAC.

DETAILED CATALOGING STEPS

1. Test the URL. If the url is broken and not remediable, STOP and mark on the processing sheet for reporting to requester.

2. Search on Millennium

• If the resource is new to OSCAR, catalog it according to guidelines for continuing resources (electronic journal) or integrating resources (databases and web sites).
• Be aware of bib record(s) made for the same title.
  

  1. If record for the print copies is found:	(1) Make a new bib record for the online version; (2) add url of the online resource to the print bib (see below for instructions)
  2. If a Serials Solutions record is found:	Leave it alone; don’t use it; make a new bib for the (free) online resource
  3. If a bib for the same online resource but with different url is found:	Use it (do NOT make new record). Add url of our free online version to the record (see below)

3. Cataloging in Connexion

• Use the URL from the request form in an 856 40 field with $z Connect to resource.
  Note that (when doing copy cataloging) the OCLC record may alreay has one or more URLs. Make sure we put in the one from OUR request form, and remove the different one(s) if necessary.
• Add a 949 __ field, and use the text string to build an Order record.

Note, there are two different text strings, one for online journal (wwj) and the other for databases/websites (www).

Fill out “receive date” (rd) and “cat date” (ct), and add “fund code” (fd=[code]).
Also enter the requestor's name before /schen

• Add a 910 __ field for cataloger's code and date in the format nnn mm-dd-yyyy [nnn=cataloger's code. Example: xx8 12/08/2011]
• Update holdings.
• Export. Pay attention to the Export status message and make sure the export went through well.

4. Steps in Millennium

Update the STATUS field on the Order record

• STATUS = c

The Order record on Millennium should look like this:

Attach a Check-in record for the LibHas statement

• In Summary display, choose View -- Checkin -- Attach New Checkin
• Fill in the following fields in the template:
  

  COPIES = 1
  Loc = wwj or www
  VENDOR = none [default]
  ID = LibHas
  CHECK NOTE = blank
  VENDOR # = blank

• When Option to Create Card displays, select CANCEL
• Add the following variable fields
  

  Call# [c]: For electronic journals with corresponding print versions, use the SAME call number from the print bib record.
  Lib. Has [h] = follow established guidelines for serials. For database and web sites, use "Connect to resource."

*** When NOT to create a new record

If the same e-resource title had been cataloged earlier and a bib record is found on Millennium/OSCAR, do NOT create a new bib, in stead, just add the URL to the existing bib. This includes the case that the existing record is one made for a non-free e-resource. NOTE:

• Make sure the record is for exactly the SAME online resources.
• Make sure the record is NOT a Serials Solutions one (we leave Serials Solutions record alone).
• Check the old URL on the record, and if it is no longer working, we can remove it.
• Build a new Order record (manually) for the new requested URL access. See e-resources guidelines for instruction on how to build an Order record manually (under Order record).
• Update the LIB HAS range on the Checkin record, if necessary.

3. Enhance the print bib (if we have print holdings)

As the last step, if library also has holdings of the print, we will add the URL to the record made for the print, so users can know there is an available online version.

• On the record for the print, add a 865 field with indicators 4 and 1.

• In the z sub field type "Connect to available online version"

BACKGROUND INFORMATION

OSUL has invested in the purchase of a number of electronic journal (e-journal) backfiles (also known as archive collections). These purchases represent thousands of titles, many of which are new, and a significant increase in access to scholarly information for our patrons.

Four of the publishers OSUL has purchased backfiles from are:

• Elsevier
• Oxford University Press
• Taylor & Francis
• Wiley

With these purchases comes the task making these resources discoverable to patrons. Acquisitions has already made all of these titles accessible and discoverable through the Online Journal List (also known at the A-Z list). However, we also need to add these titles, particularly the new titles, to our catalog.

What are backfiles?

“E-journal backfiles are early volume/year collections of journals (also known as archive collections) accessible online. [1]

For example, The Peabody Journal of Education began publication in 1923. With the purchase of the Taylor and Francis backfile, OSUL now has online access to volume 1 from 1923 through volume 71 from 1996.

E-journal backfiles play a significant role in the ability for a library to develop and maintain collections.

“What a library decides to do about print-journal retention is often influenced by what exists in digital form and how secure that availability may be long term. Library staff members are well aware of the fact that users’ preferences are for e-resources (ease of access and speed are two major factors in this preference). They are also aware that, at present, the e-environment is in a state of constant change, and files available through producers or other vendors may not always be there …” [2]

[1][2] G. Edward Evans [et. al.] Introduction to Technical Services. Library and Information Science Text Series, 2010.

PROCEDURES

Acquisition part:

• Provide CAT/Sherab a spreadsheet of titles for each publisher that needs to be cataloged. (This should be a filtered list of titles that do not already have an bib record for the electronic version, however due to the period of time between date the list was created and date of cataloging, there may be a few titles that do already have bib records.)
• Provide model Order and Check-in records (Juleah) – with change/update pertaining to each batch.

Cataloging part:

• If a backfile serial title is new, perform regular serial cataloging.
• Be aware that we might already have a bib record for the same title. If the bib record is a Serials Solutions record, or for the title in print, we need a separate bib record for the title in its electronic/online format. If there is an existing bib record for the electronic format (that is not a Serials Solutions record), no new bib is needed, only adding the MARC 956 field containing the backfile url to that record is necessary.
• Because a backfile is simply the early volume/years of a journal, there is no special format for a serial backfile record, instead we just use the bib record created for the title (in e-resource format). The only thing that tells it’s a backfile is the information in a 956 field, which usually contains range of coverage — v.1(1989)-v.13(2001), for example.

Steps

1. Bring the bib from OCLC to OPAC:

Add 910

949 _0 field |l wwj |m s |x – |d mm-dd-yy

Change the MARC 856 field to MARC 956 (956 is used for non-OhioLink paid electronic resources). The 956 field should be written as follows:
|u [URL provided in the spreadsheet] |z Connect to resource |3 [insert coverage range]

The editing result before exporting should look like:

This was how it looked like before we made the change:


2. Build Order record:

Open the bib in Millennium, create a new Order from the Summary screen.

Once a new Order record window is opened, start with the fixed field ACQ TYPE and follow Table 1 (cheatsheet kept separately) to input the correct codes in the fixed fields.

In the freeform space below the fixed field, enter the variable codes and texts as written in Table 2 (cheatsheet kept separately).

For an example of the final result in Millennium, see cheatsheet.

3. Build Check-in record:

From the Summary screen create a new Check-in record.

If boxes appear to input text, click next until the default screen remains.

Click on the Insert icon.

Search the drop down for the LIB HAS field.

Input the coverage: volume.no (year) – Volume.no (year)
Example: v.1(1990)-v.10(1999) OR v.1no.1(1990)-v.10.no.2(1999)

4. Double check the record, and test the url link in the record.

Special Guidelines

• Serial title change. Be careful some time serial title changes occur but the publisher may still inform us with the old title!

You should notice the title change when you test the url.

If title change occurs, bring in the bib record for the current (i.e. new) title.

The way to tell which record is for the old and which is for the new: (1) the title field; (2) the record for the old title should have a close date in 260, and have a 785 field for the new title; (3) the record for the new title should have a 780 field for the old title.

• URLs in 856 which already exists in the record. If it is an open access, we may keep it. But you must test the URL and make sure it’s working; If the link is not working, remove it. If the url points to a non-open access resource (i.e. OSU users cannot access it), remove it.

• Serials Solutions maintains an A-Z list of all online journals we subscribe. It also provides bib records which we purchase for those journal title we subscribe (? including everything).
• Every month we get an email from Serials Solution informing us that a three-set files are made available for us. The three sets are: (1) New; (2) Changed; (3) Deleted.
• The following three Millennium modules are involved and one needs to have III authorization to access them in addition to the Catalog module:

Data Exchange – Different loaders

Delet Records

Rapid Update

• The Serial Solutions FTP site (kept separately)

PROCEDURES

First, print out a Summary report from Serials Solutions.
[screen-shot of the report]

How to load New Records
(steps)
How to load Changed Records
(steps)
How to load Deleted Records
(steps)

• Type — To differentiate specific types of material. Use “a” (language materials)
• BLvl — Use “s” (Serial)
• S/L — “Successive” or “later entry”. Default is “0″; if see “1″ – do NOT use it.
• Desc — Cataloging standard. Use “a” (AACR) or “i” (RDA).
• ELvl
• Form — Form of item. If not microform or online etc., use blank; Use “o” for online, “a” for microfilm, “b” for microfiche, etc.
• Orig — Form of the original item. If a serial is published simultaneously in more than one physical form or if it is difficult to determine the original form, determine Orig from the first item received
• SrTp — “serial type” or type of continuing resource. Use “p” for periodicals
• Srce
• Conf — Whether it’s a conference. “0” for non-conference; “1” for conference.
• EntW — Nature of “entire Work.” Usually left blank for not specified (check for other choices).
• Cont
• GPub
• Freq
• Regl
• DtSt
• Ctrl
• MRec
• Alph — Original alphabet or script of title. Use “a” for Basic Roman; “b” Extended Roman; “c” Cyrillic; “d” Japanese, “e” Chinese; “f” Arabic, etc. (check for other choices)
• Dates
• Lang
• Ctry

Variable fields speical for serial

1. Mono bibs usually reflect either a single piece (or a few interrelated pieces); serial bibs reflect a whole run of pieces published over time.
2. Serial bib records change as the publication develops over time. Therefore, serial bibs are recataloged more often than monograph bibs.
3. Because serial records accommodate a wide range of topics and articles, subject headings and call numbers tend to be general. Call numbers and headings for bib records tend to be more focused. While individual serial items can occasionally have distinctive titles, monograph items always have distinctive titles.
4. While the year of publication is usually added to the call number for monographs, for serials chronological information is only added to call numbers when it serves as part of the unique volume identifier. Generally speaking, no year of publication is added to the call number for individual serial items.
5. Serial bibs have some different tagging and information fields– for example: 310 (frequency); 321 (former frequency); 362 (information on when the serial began and ceased). Serials have 780 (previous title) and 785 (next title) fields.
6. Serials have ISSN numbers; monos have ISBN numbers.
7. Monos often have CIP (Cataloging In Process) data on the back of the title page; serials do not typically have this information.
8. In most cases, 1xx fields are not present in serial records. An individual author, (or 100 field), will almost never be present. In some cases, there is a corporate author listed in the 110 field or a conference name listed in the 111 field. You might also find a uniform title in a 130 field, particularly in electronic journals. Generally, the title, entered in the 245 (00) field, is the main entry.
9. Serial 260 fields have a dash after the publishing year, indicating that there are more issues to come in the future. When the serial ceases the ending date is placed after the dash.
10. Serial 300 fields do not have paging. Instead there is an open v. (for volume). When the serial title ceases the number of volumes is added (if known).
11. Serial bibs often have “description based on:” notes– (current practice is to put this note in the 588 field). This note identifies the particular issue upon which the record was based at the time of input. Mono bibs rarely have this note.
12. When cataloging serials, labeling instructions are added to the 910 field in the bib record.
13. Mono item records are generally added before records are exported into the library catalog (949 fields). Serial item records are usually added to records that already exist in the catalog.
14. Most soft bound serial issues received in cataloging are not assigned item records or barcodes and are sent directly to the collections rather than to labeling. Multiple issues will eventually be bound together, and the bound item will receive a barcode and item record at that point.
15. All hard bound issues and annuals received in cataloging are assigned item records and barcodes. These items are sent to labeling from cataloging. Individual issues, received either as orders or gifts, are also processed in this manner. (Note: the cataloger has the option of creating a written label for individual gift issues). Call numbers are written on the back of the title page only when pieces are sent to labeling.
16. If the serial does not go to labeling than it will require a label printed on the Okidata printer. Many of these labels are printed at the time of check-in. However, when this label is missing, it needs to be printed by the cataloger.
17. Serials have check-in records and cards. These contain general information which will be helpful when checking in and processing issues.
18. Serial records contain LibHas (or library has) notes, which are included in the check-in record. These notes are not present if the library only has one isolated issue of a periodical.

To watch the recordings, click on the following links.

• Changes from AACR2 to RDA Part 1 (recording)
• Changes from AACR2 to RDA Part 2 (recording)
• Ask-the-experts Webinar (recording)
• RDA and Serials Catalogers: Will Our Work Really Change? (recording)
• Linked Library Data (recording)
• Preparing Copy Catalogers for RDA (recording)

Note: The links point to the .wmv files. If Windows Media Player on your computer does not play the file and in stead you receive a Codec error, go to the following web page and download the gotowebinar codec file:
https://www1.gotomeeting.com/codec?Portal=www.gotomeeting.com
The Codec acts as a patch that allows the recording, which is created with a higher version of Media Player, to play in version 7. Note: Don’t run the program from the website, instead, download it to local disc first and then install it manually.

The Powerpoint presentation files are in J:\Departments\TS\CAT\RDA

To participate the evaluation survey, click on the following links.

• Changes from AACR2 to RDA Part 1 (survey form)
• Changes from AACR2 to RDA Part 2 (survey form)
• Ask-the-experts Webinar (survey form)
• RDA and Serials Catalogers: Will Our Work Really Change? (survey form)
• Linked Library Data (survey form)
• Preparing Copy Catalogers for RDA (group survey form)

About a dozen bulbs of amaryllis are taken care of by Brian Kuru and other Technical Services staff. They live in some very tiny ceremic pots and they usually bloom in May and earlier summer when we were still in the Ackerman location. As the last “rescure” action during the move at the end of last year, Brian and I carefully packed and transported our office plant friends from Ackerman to the new building located on Kinnear. And apparently, they love the new home as we all do!

*RDA Ask-the-Experts is free Webinar, and has a submit question form

The ALCTS Webinars website