Thanks Brian for proof reading and his input for the Acquisitions part.

INTRODUCTION

The Non-Roman Cataloging Section is now taking over the ordering process of Chinese materials* which was previously being done by staff under the Chinese Studies Librarian. There are also two major changes in this new move: (1) we will bring in full Bibliographic record from OCLC whenever appropriate, right at the time of making order records; (2) if the timing is not ready for bringing in full bib, we will enter title, author name and other relevant bibliographic information in both vernacular Chinese characters and transliterations.

The first change aims at higher efficiency by eliminating the redundant step of generating “un-cat” bib records and combining Ordering and Cataloging into one step. The second change is to allow users to view a brief bibliographic record with Chinese fields display. Both will allow users to search for new books even before the items are received and reach the stacks; and more important, they allow users to find a title using their own language (here Chinese), which will in turn enhance recall and encourage the use of the library catalog.

* Note: The change occurs only in ordering and cataloging, but not in payment and receiving which are done in  Acquisitions and Accounting.

COORDINATION & COMMUNICATION

• The change will involve the Chinese Studies librarian, the Cataloging coordinator for non-Roman cataloging and Order processing staff in Acquisitions.
• Coordination and communication will be crucial in facilitating the ordering, cataloging and receiving process.

THE WORKFLOW (CHANGES & NEW)

• The Chinese Studies librarian makes an initial ordering list. Information such as vendor code and fund need to be provided by the Chinese Studies librarian.
• The Non-Roman Cataloging (Chinese) staff/student will search for matching bibliographic record on OCLC Connexion. If a matching and full record is found, we will export it to OPAC and attach Order; if no matching record can be found at the time of searching, we will make a short bib with both Chinese and transliteration entries, and attach Order.
  • We will NOT update holdings on OCLC at this point, but will do it at the time of receiving the piece.
  • If we export a full Bib from OCLC, the record will be displayed on both Central and Local (bib status “-”); if we only create a short Bib, then the record will be displayed Local only (bib status “z”).
• The list now with new Order numbers will be sent back to the Chinese Studies librarian for him to communicate with vendor(s).
• Order processing unit in Acquisitions will encumber funds and receive the books. Order record status will be set as “1″ (display on the public “1 copy under consideration for THO-Thompson Library, mm/dd/yyyy); or “o” (display on the public “1 copy ordered for THO-Thompson Library, mm/dd/yyyy).
• The short Bibs (i.e., no OCLC record found at the time of ordering) will be overlaid at the time of final cataloging (i.e., when the books arrive).
• When books arrive, we set holdings on OCLC and attach Item record and this marks the completion of the whole cataloging process.

PROCEDURES AT CATALOGING

Step 1. Receiving the initial order list (a spreadsheet) for processing.

Step 2. Search OSCAR/Millennium to ensure no duplicate order. Search on Connexion for matching bib records, based on title, author name and other important publication information available on the order list.

Scenario 1: Matching bib available on OCLC

• Export the full Bib to OSCAR –
  • Do not create item record (we will add Item at the time we receive the piece)
  • Leave the CAT DATE blank
• Attach an Order record under that bib (fill in all ordering info including vendor, price, etc.)

NOTE: If the matching bibliographic record on Connexion needs improvement, we will do so before exporting (this includes assigning call number if not on record and correcting mistakes; and replace record if necessary). If the matching record is considerably poor, we will not use it but either do an original cataloging, or wait until the book arrives.

Scenario 2: No OCLC record yet

• Just build a short Bib but enter both vernacular Chinese AND transliteration in title, author name and publisher fields etc., then attach Order record.
• Change BCODE3 from “s” to “z” — in order to display the record on local OPAC — At later time, when we overlay with full Bib, the status will be changed to “-” to display on both Central (OhioLINK) and Local (OSU OSCAR).

Step 3. Send the ordering list with new Order numbers back to the Chinese Studies librarian.

Step 4. When books arrive at Cataloging,

• Update holdings on OCLC
• Attach Item records
• Update CAT DATE in the Bib record
• If the Bib is a short one, search for matching Bib again on Connexion, or create new Bib on OCLC (requires original cataloging). Then update holdings, and overlay the short bib (this time with Item record using Constant Data).

TRAINING

• Training cataloging staff/students to carry out this new task.
• All other Non-Roman Cataloging staff/students need to understand this new move when processing new receipts.

DOCUMENTATIONS

• EAC’s Training manual (Word 2MB).

Web resources for Chinese books and publications

• 亚马逊中文
• 当当图书
• 中国图书网
• 孔夫子旧书网

Others