Cataloging de Grummond Collection Books

These rules describe monograph cataloging procedures unique to the de Grummond Children’s Literature Collection. For general catalogign practices, refer to AACR2 or USM Libraries’ guidelines for general edit cataloging.

Step 1: Search the catalog

Check the catalog to see if the library already has a record for the title. If a record is found, scrutinize it to see if it matches the book in hand. Remember that for de Grummond books, unlike those for other collections, different printing dates cannot be represented on the same record. If the record in the catalog matches the book in hand in all respects except for printing date, export a new record for the book in hand. If the printing date is the same, the book in hand will be an added copy, even if the printing number is different. Nevertheless, if a significant change was made to a book between printing numbers made in the same year, then you must make separate records for each printing.

If you find a matching record and the de Grummond Collection has one copy, treat the book in hand as an added copy. If the de Grummond Collection already has two copies, do not process the book. Write “Copy 3 for de Grummond” on a slip of paper, place it in the book, and return the book to the truck.

If you find a matching record for a book in a collection other than de Grummond, treat the book in hand as an added volume for that collection.


Step 2: Search OCLC

Log on to OCLC to find a matching record for your book. Remember the requirements for different printing dates (see above). If the records you find do not match the printing date of the book in hand, create a new record for your book.



Step 3: Look for an LC Call Number

Once you have selected an OCLC record, saved it to the local save file, and are ready to edit it, see if it has a recommended LC call number in an 050 or 090 field. Reformat an 090 call number to 050 _4.

If the record lacks an LC call number, assign one in the 050 _4 field. If the library already has a cataloged copy of another edition of the same book and you are creating a call number for a different edition or printing, model your new call number on the number given to the previously cataloged title unless it was seriously misclassified.

Once you have assigned an LC call number, lock and replace the record with the new call number in OCLC before editing any other fields in the record. Follow these steps to lock and replace records in Connexion.

  • Action -> Replace    then
  • Batch -> Process Batch -> v the correct file -> v Online Record Actions -> OK

After locking/replacing the record, edit the other fields.

If the record already has a recommended LC call number in either 050 or 090 field, no matter how poorly conceived it is, begin editing the record without locking and replacing it, even if you later choose to alter the call number. Never perform lock and replace procedures on original cataloging.



Step 4: Edit the Record

Edit the fixed and variable fields in Connexion. Below are the most common fixed field values used for de Grummond books. Refer to OCLC Bibliographic Formats and Standards for complete lists of fixed field codes. For variable fields, check each field for completeness and accuracy of information. For pre-AACR2 records, add ISBD punctuation and spacing. Special materials will require the use of other fixed field values and variable fields not covered here.

Fixed Fields

Type a Language material
BLvl m Monograph/Item
Desc a AACR2
ELvl I Full-level input by OCLC participants (use on original cataloging)
  blank Full-level input by Library of Congress (DLC)
    *** Do not touch ELvl for edit cataloging except to change K to I ***
Form blank None of the following
Cont blank No specified nature of contents
  b Bibliographical references (requires a 504 field)
  d Dictionaries
  f Handbooks
Ills blank No illustrations
  a Illustrations
  b Maps
  c Portraits (no longer used; delete if on an older record)
  f Plates (no longer used; delete if on an older record)
  g Music
Srce d Other (use on original cataloging)
*** Do not touch Srce for edit cataloging ***
Conf 0 Not a conference publication
GPub blank Not a government publication
Fest 0 Not a festschrift
Audn blank Unknown or not specified
  a Preschool (pre-K, ages 0-5)
  b Primary (K-Gr. 3, ages 6-9)
  c Elementary (Gr. 4-8, ages 10-14)
  d Secondary (Gr. 9-12, ages 15-18)
  j Juvenile (use when the book indicates no specific age
Biog blank No biographical material
  a Autobiography
  b Individual biography
  c Collective biography
  d Contains biographical information
LitF 0 Not fiction (includes fairy tales, folklore, and fables)
  1 Fiction
  c Comic strips
  d Dramas
  e Essays
  f Novels
  h Humor, satires, etc.
  i Letters
  j Short stories
  m Mixed forms
  p Poetry
DtSt/Dates s Single date (e.g., if 260 |c c1945, then DtSt = s & Dates = 1945,)
  t Publication and copyright date (e.g., if 260 |c 1946, c1945, then DtSt = t & Dates = 1946,1945)
  r Reprint date (e.g., if 260 |c c1945 |g (1950 printing), then DtSt = r & Dates = 1950,1945)
  q Range of possible publication dates (e.g., if 260 |c [between 1906 and 1912], then DtSt = q & Dates = 1906,1912)
  m Multiple dates (e.g., if 260 |c 1943-1945, then DtSt = m & Dates = 1943,1945)
Ctrl blank No specific type of control
MRec blank Not modified
Indx 0 No index
  1 Index present (requires a 500 note)
Lang dan Danish
  dut Dutch
  eng English
  fre French
  ger Italiah
  jpn Japanese
  nor Norwegian
  pol Polish
  por Portuguese
  spa Spanish
  swe Swedish
Ctry bl Brazil
  __c Canadian provinces
  dk Denmark
  enk England
  fr France
  gw Germany
  it Italy
  ne Netherlands
  no Norway
  pl Poland
  po Portugal
  sw Sweden
  __u United States


Variable Fields

010 LC Control Number: If the record has an LC control number, but no such number appears in the printed book in hand, just leave it in the record and assume that the creator of the record knew something you don’t know. If the LC control number in the book in hand does not match the number in the record, leave the latter number alone and add the book’s LC control number in |z. For advance reading copies, place the LC control number that refers properly to the published book in |z.

040 Cataloging Source Code: For original records, MUS |c MUS. The |d MUS is added to existing records automatically when holdings are updated.

015 National Bibliography Number: It’s foreign; delete it.

016 National Bibliographic Agency Control Number: It’s Canadian; delete it.

019 Superseded OCLC Numbers: Retain for serial records; delete for all others.

020 ISBN: If the book has ISBNs for different bindings, delete the one(s) not matching the book in hand, if it is clear which of the numbers applies to your book. If you cannot tell which number is correct, leave both on the record, with parenthetical qualifiers giving the medium.

020 1234567890 (lib. bdg.)
020 1234567890 (trade)

For advance reading copies and folded and gathered galleys, place any ISBNs that refer properly to the published book in |z.

029 Other System Control Number: It’s Canadian; delete it.

041 Language Code: Use this field if a book is multilingual or, more likely, a translation. For example, a Spanish translation of Curious George Takes a Job (Lang: spa) would appear as

041 1_ spa |h eng

042 Authentication Codes: Leave them be.

043 Geographic Area Code: Use this field if a 650 or 651 subject heading refers to a geographic area in any way.

050 LC Call Number: You may add the year to an LC call number in the 050 field, but if you change it in any other way, then you must move it to a 090 field. If you add the year to the LC call number, be sure it matches the most recent year in the 260 field and the Dates fixed field.

If you encounter any of the obsolete classification numbers listed below, delete them and create a new call number in a 090 field.

PZ 3 & PZ 4 Obsolete numbers for adult fiction; now classed in the appropriate literature number (e.g., PQ, PR, PS, etc.).
PZ 8.7 Obsolete number for juvenile humor; now classed in PN.
PZ 8.9 Obsolete number for miscellaneous stories; now classed in PZ 7.
PZ 9 Obsolete number for history and geography; now classed in the particular subject.
PZ 10 Obsolete number for science; now classed in the particular subject.

055 Call Number Assigned in Canada: It’s Canadian; delete it.

082 Dewey Decimal Call Number: We don’t use Dewey; delete it.

090 Locally-Assigned LC Call Number: Use this field whenever you create a call number from scratch or modify an LC call number in a 050 field in any way beyond just adding the year.

When editing a recommended call number that came with the record, remove any X that might be present at the end of a Cutter number. For example, QA76.23 .F55x 1985 would become QA76.23 .F55 1985.

Before assigning a brand new call number or accepting a recommended one, use the catalog to browse the call numbers in McCain, Cook and Gulf Coast libraries for the range of numbers you expect your proposed number to fall within to avoid duplication. For example, if creating a call number for an animal story by Margaret S. Johnson, browse the call numbers in PZ 10.3 until you find her author Cutter (.J67), then adjust your proposed call number to fit the book in alphabetical order among her other books. Similarly, you may have to devise a new, suitable author Cutter when cataloging the first book of a writer new to the collection.

A few classification numbers to remember when creating a new number for a work of English-language juvenile literature are

PZ 5 Collections of children’s stories by several authors
PZ 6 Children’s fiction up to ca. 1870
PZ 7 Children’s fiction since ca. 1870
PZ 8 Fairy tales
PZ 8.1 Folklore
PZ 8.2 Fables
PZ 8.3 Nursery rhymes and stories in rhyme
PZ 10.3 Animal stories
PE 1117-1130 Readers
PN 497 Collective biography of children’s book authors
PN 1008.2-1009.5 General juvenile literary history
PN 3377 Technique for children’s story writing
PN 6066 Collections of writings by child authors
PN 6109.97 Multi-national poetry for children and Poetry anthologies for children
PN 6163 Juvenile wit and humor ( U.S.) 1951-
PN 6725-6728 Comic books, strips, etc. ( U.S.)
PQ, PR, PS, etc. Children’s poetry by authors from specific countries
Criticism of children’s authors and illustrators
ML 3928-3930 Children’s literature on music
NC 965-965.9 Illustration of children’s books as a subject

When assigning a call number to a book with an uncertain date, use zeros to fill in unknown numbers of the year and follow the date with a lowercase z. For example, if 260 |c [187-?], then end the call number with 1870z. Similarly, a book published sometime in the twentieth century should have a call number ending in 1900z.

When assigning a call number to a book published or printed the same year as the first edition of the same title, copy the call number of the original book and add a lowercase b to the year. For example, the call number for the original Random House edition of River Circus by West Lathrop is PZ7.L3696 Ri 1953 . The call number for the Junior Literary Guild's version published the same year is PZ7.L3696 Ri 1953b. For advance reading copies, add a lower case r to the date in the call number. For folded and gathered galleys, add a lower case g.

When assigning a call number to a translation, use the following translation table only when the main entry is a personal author or title and a uniform title plus language(s) is provided. Do not use the table for autobiographies, correspondence, or entries with a corporate or conference heading. In some cases, these numbers are based on numbers previously used in cataloging translations for the De Grummond Collection.

.x121 Afrikaans
.x1217 Catalan
.x122 Chinese
.x125 Danish
.x128 Dutch
.x13 English
.x137 Finnish
.x14 French
.x15 German
.x153 Greek
.x154 Hebrew
.x156 Hungarian
.x158 Indonesian
.x16 Italian
.x162 Japanese
.x163 Korean
.x164 Latin
.x167 Norwegian
.x168 Polish
.x169 Portuguese
.x17 Russian
.x18 Spanish
.x183 Swedish
.x188 Vietnamese

Distinguish translations from the original work by applying an appropriate number from the table to the Cutter (.x) of the original work. If two languages are named in the uniform title field, modify the Cutter for the first language. For example, the c all number for the original English version of Sherry Shahan's The Changing Caterpillar is QL544.2 .S53 1997, but the call number for the Spanish translation entitled Los cambios de la oruga is QL544.2 .S5318 1997.

PZ call numbers are an exception to this practice. For PZ call numbers, follow the same procedures, but drop the 1 from the number representing the translation. For example, the c all number for the original English version of Ezra Jack Keats' The Snowy Day is PZ7.K2253 Sn 1962, but the call number for the French translation entitled Jour de Neige is PZ7.K2253 Sn4 1999.

For books issued as part of a series but cataloged separately, look at the 646 field in the series authority record. If |a=s , then classify the book according to the title or subject of the individual volume. If |a=c , then classify it according to the subject of the series to keep all the volumes of the series shelved together. If no authority record exists for the series, then follow the rule of thumb of classifying works of literature according to the individual title and non-fiction according to the series subject.

092 Locally-Assigned Dewey Call Number: We don’t use Dewey; delete it.

049 Holdings Code: Change to MUSD.

100 Main Entry—Personal Name: If older records have an editor’s name in this field, move it to a 700 field and make the title the main entry.

130 Main Entry—Uniform Title: Use this field when a work is entered directly under a title, has appeared under varying titles, and a single form of the title is selected to represent all variations. You will use this most often for works of folklore and fairy tales, as well as some more recent books with no named author. Remember to drop initial articles and end the 130 field with a period. Also, if a 130 or 240 field is present, then the 1 st indicator of the 245 field must be 0. For example, an English translation of selections from The Arabian Nights (Lang: eng) would appear as

130 0_ Arabian nights. |l English. |k Selections.
245 04 The Arabian nights : |b a selection of stories …

240 Uniform Title: Use this field when a work originally appeared under another title (e.g., translations) and has a named author. Give the original title in the 240 field. If the work is a translation, add the language of the book in hand in |l. Unlike the 130 field, the 240 field does not end with a period, but you still drop initial articles. If a 130 or 240 field is present, then the 1 st indicator of the 245 field must be 0. For example, a Spanish translation of Curious George Takes a Job (Lang: spa) would appear as

100 1_ Rey, H. A. |q (Hans Augusto), |d 1898-
240 10 Curious George takes a job. |l Spanish
245 00 Jorge el curioso encuentra trabajo …

If you use a 240 field to indicate the original title for a work that is not a translation, be sure to add a 500 field to the effect of “Published in 19-- under title: ---.” Do not add a 500 field note for translations.

245 Title / Statement of Responsibility: Scrutinize the Title and Statement of Responsibility field, as older records may not include complete statements of responsibility.

246 Varying Form of Title: Some older records have varying form of title information in the 740 field. Change these to 246 fields, drop any initial articles, and remember not to end the field with a period. Some common 246 field indicators are

246 3_ (Used to eliminate hyphens, spell out numbers, offer alternate spellings of words, etc. in the title proper)
246 30 (Used to provide access to the subtitle when the title proper does not adequately convey the subject of the book and to provide access to a partial form of the title proper)
246 31 (Used for a parallel title)
246 34 (Used for a differing title on the original cover)
246 35 (Used for a differing title on another title page)
246 38 (Used for a differing title on the original spine)
246 1_ |i At head of title: |a Phrase (Used for special cases when an explanation is needed for giving a varying form of title)

250 Edition Statement: Record edition statements as they appear on the book, using the abbreviation “ed.” when appropriate.

250 2nd ed.
250 Abridged.
250 Special Golden Books ed.
250 Reprinted with corrections, 1995.
250 3rd ed. / |b rev. by James L. Smith.

In the last example, the statement of responsibility for the particular edition is given in |b. For advance reading copies, insert whatever phrase the publisher used to describe the rough copy (e.g., Uncorrected proofs, Advance reading copy, etc.) in the 250 field. Do not add advance proofs to records for the published edition of a work; such advance copies are considered separate editions. For pre-publication copies that are folded and gathered galleys (unbound pages), add the phrase [Folded and gathered galleys] in brackets in the 250 field.

260 Imprint: If the same year is repeated as the publication, copyright, or printing date, do not use the same year twice. The order of preference is publication date, copyright date, then printing date. For example, if the publication and copyright dates are identical, use just the publication date in 260 |c and the Dates fixed field (DtSt = s). Similarly, if the copyright and printing dates are identical, give the copyright date in 260 |c and do not include a 260 |g. Do not record printing numbers (e.g. 5th printing) in the 260 field.

300 Physical Description: Simplify complex pagination in older records to meet AACR2 standards. For example, the description “2 p. 1., iv, 493, [4] p.” can be reduced to “iv, 493 p.” Also, count the number of pages in unnumbered books and give the count in brackets, such as [32] p.

For books in a box set, give the dimensions of the box following the size of the volumes in |c (e.g., |c 16 cm. in container 15 x 16 x 3 cm.) If a collective title is taken from the container, add “Title from container” in a 500 note.

440 Series: If the series is given in an older record in a 490 field with a first indicator of zero, change it to a 440 field, drop any initial article, and give any series number associated with the title in |v.

440 _0 Great men of Canada ; |v 19

If a series name is taken from the dust jacket, enclose it in brackets and add a 500 field stating “Series title from dust jacket.” If a series has a 490 field with a first indicator of one and there is a corresponding 830 field, do not change the 490 to 440.

500 General Note: Use the General Note field to note the presence of indexes, glossaries, and other special features. Also use it to record phrases similar to—but not exactly like—series statements. Make sure to give the source of the quotation if it is not taken from the title page.

500 “An Apple paperback”--T.p. verso.

For board books, add the following 500 field note:

500 On board pages.

504 Bibliographical References: Do not use the word “bibliography.” Always refer to “bibliographical references.” If the references are scattered throughout the book, the statement should read

504 Includes bibliographical references.

If the references are collected into a bibliography or endnotes;

504 Includes bibliographical references (p. 234-242).

If the book contains both bibliographical references and an index;

504 Includes bibliographical references (p. 234-242) and index.

If the book has an index but no bibliographical references, note the index in a 500 field. If you use a 504 field, the Cont fixed field must have a value of b. If there is an index, the Indx fixed field must have a value of 1.

505 Contents Note: Include a contents note without any formatting (subfield coding) when cataloging a collection of literature, science, or technology (i.e., works by various authors or independently titled works by the same author). Remove formatting if it occurs in a record you are editing. For collections in subjects other than literature, science, and technology add a contents note only if the item has fewer than fifteen titles. Be sure to drop initial articles from each title in the note. For example, the contents notes for Stories of Boy Scouts Courageous begins

505 0_ Wildcat ride / Irving Crump -- Reveille / E. Waldo Long -- Mounted service / Brewer Corcoran -- Trial by fire / Stephen Jay …

520 Summary: Devise a short summary statement for all original cataloging.

521 Target Audience Note: If a publisher explicitly recommended a book for a specific age or grade range, include a 521 field note. Copy the publisher’s recommendation exactly as it is written.

521 1_ Recommended for ages 8 and up.
521 2_ Grades 4-8.

Adjust the Audn fixed field if appropriate. Use value j for any recommendation employing the phrase “and up.”

546 Language Note: Employ a language note field in conjunction with a 041 field for works in multiple languages. For example, a record for a work featuring text simultaneously in English, French and German should contain

041 0_ eng |a fre |a ger
546      Text in English, French and German.

590 Local Note: Use a local note to give details unique to our copy of a book. Do not mention notations made by previous owners unless they are somehow significant.

590 Dust jacket on de Grummond copy.
590 De Grummond copy inscribed by the author.
590 De Grummond copy inscribed December 25, 1906.
590 De Grummond copy lacks title page.

If the book belongs to a named donor collection, add the following fields to the record, using the appropriate donor name, for example:

590      de Grummond copy donated with the Floyd C. and Stella T. Dickman Collection.
791 2_ Floyd C. and Stella T. Dickman Collection.

If instructed by Special Collections, add a local note and access point for the individual donor's name:

590 de Grummond copy 3 donated by Theresa B. Smith.

790 1 Smith, Theresa B., |e donor.

6XX Subject Headings: Delete subject headings with 2 nd indicators of 3-8. You probably won't find medical subject headings (2 nd indicator 2) at all, but if you do, leave them in unless they duplicate LCSH headings in the record. Check juvenile headings (2 nd indicator 1) in 650 & 651 fields to see if they are identical to ones in LCSH. If so, change the second indicator from 1 to 0. If not, use an equivalent LC subject heading. Check headings in 600, 610 & 611 fields against LC authority records if you doubt their legitimacy. Lastly, add “|v Juvenile fiction” to all applicable headings if LitF = 1 or “|v Juvenile literature” if LitF = 0. Other free floating subdivisions like “|v Juvenile drama” or “|v Juvenile poetry” may be used if appropriate.

655 Genre Index Term: Use a genre index term for works of fiction or folklore if appropriate. Do not add “|v Juvenile fiction” or “|v Juvenile literature” to genre index terms, as those additions would be redundant here. Below is a selective list of LC genre index terms applicable to many types of juvenile literature. Terms marked with an asterisk (*) also are joined by geographically specific headings in LCSH. For example,

655 _0 Adventure stories (Not Subd Geog)
655 _0 Adventure stories, American (May Subd Geog)
655 _0 Adventure stories, Australian (May Subd Geog)
655 _0 Adventure stories, Canadian (May Subd Geog)
655 _0 Adventure stories, English (May Subd Geog)

Please check LCSH before using such geographically specific headings, as the countries represented vary from term to term. Also, we do not geographically subdivide headings ending with “American,” “Australian,” “Canadian,” and so forth even though you technically are allowed to do so.

655 _0 Adventure stories (Not Subd Geog)*
655 _0 Alphabet books (May Subd Geog)
655 _0 Children’s writings (Not Subd Geog)*
655 _0 Christmas stories (Not Subd Geog)*
655 _0 College stories (Not Subd Geog)*
655 _0 Coloring books (May Subd Geog)
655 _0 Comic books, strips, etc. (May Subd Geog)
655 _0 Detective and mystery stories (Not Subd Geog)*
655 _0 Fables*
655 _0 Fairy tales (May Subd Geog)
655 _0 Fantasy fiction (Not Subd Geog)*
655 _0 Folklore (May Subd Geog)
655 _0 Flip books (May Subd Geog)
655 _0 Ghost stories (Not Subd Geog)*
655 _0 Glow-in-the-dark books (May Subd Geog)
655 _0 Horror tales (Not Subd Geog)*
655 _0 Hunting stories (Not Subd Geog)*
655 _0 Legends (May Subd Geog)
655 _0 Love stories (Not Subd Geog)*
655 _0 Musical books (May Subd Geog)
655 _0 Nonsense verses*
655 _0 Nursery rhymes*
655 _0 Picture books for children (May Subd Geog)
655 _0 Plot-your-own stories
655 _0 Readers (Elementary)
655 _0 Readers (Primary)
655 _0 Readers (Secondary)
655 _0 Scented books (May Subd Geog)
655 _0 Science fiction (Not Subd Geog)*
655 _0 Sea stories (Not Subd Geog)*
655 _0 Short stories (Not Subd Geog)*
655 _0 Sound effects books (May Subd Geog)
655 _1 Stories in rhyme (our only allowable juvenile subject heading)
655 _0 Stories without words
655 _0 Tales (May Subd Geog)
655 _0 Tall tales (May Subd Geog)
655 _0 Teenagers’ writings (Not Subd Geog)*
655 _0 Textured books (May Subd Geog)
655 _0 Toy and movable books (May Subd Geog)
655 _0 Upside-down books (May Subd Geog)
655 _0 War stories (Not Subd Geog)*
655 _0 Western stories (fiction set in the western United States)
655 _0 Wit and humor, Juvenile

700 Added Entry—Personal Name: Add “|e ill.” for illustrators, “|e tr.” for translators, “|e ed.” for editors, and “|e comp.” for compilers. Write out any designation that lacks an accepted abbreviation. Do not add 700 fields for illustrators of book covers, although you may acknowledge them in 245 |c if their names are shown prominently on the title page.

If providing access for multiple titles by a single author bound within a single work without a collective title, try to use several 740 fields to avoid the repetition of the author’s name. Use a series of 700 fields with |t only if you need to use |k or |l that the 740 field does not provide.

710 Added Entry—Corporate Name: For books issued as giveaways by corporations (e.g., fast food franchises, etc.), add a 710 field for the name of the corporation.

740 Added Entry—Uncontrolled Related/Analytical Title: For varying title information, see the note for 246. Do use a 740 field for multiple titles by a single author bound within a single work without a collective title. Also, use a 740 field for multiple titles by unnamed authors bound within a single work without a collective title. Do not use a 740 field for multiple titles by multiple authors bound within a single work without a collective title. In that case, use a series of 700 fields with |t.

800 Series Added Entry—Personal Name: USM does not use 800 fields. These usually are found in conjunction with a 490 1_ field. Instead, change the 490 1_ to 440 _0 and delete the 800 field.

830 Series Added Entry—Uniform Title: This field is used when the series is indexed in a different form than the one found on the book. A common example is two series with the same title, so that one must be distinguished by adding a qualifier—usually the place of publication. In these cases, the series as found on the book is given in a 490 1_ and the title with the qualifier in an 830 _0. Drop initial articles in 830 fields and end the field with a period.

490 1_ Nancy Drew files ; |v case 72
830 _0 Nancy Drew files ( New York, N.Y.) ; |v case 72.

856 Electronic Location and Access: Always verify the validity of URLs in records you are editing. Also check the indicators to see if they are correct for the particular URL. Finally, add a statement in |3 describing what type of information the URL leads to.

856 42 |3 Information about the author and this title available at: |u http://www...

949 Local Processing Information: Don’t add a 949 field at the time you edit the record. See Step 8.


Step 5: Let Your Supervisor Check Your Records

If you’re still being trained, let your supervisor check your records at this point and make any advised corrections.



Step 6: Write the Call Number in the Book

Whenever your call number is finalized, write it in pencil in the upper right hand corner of the first page if it is not the title page. If the first page is the title page, write the call number on the opposite page. For very fragile or unusual materials, check with your supervisor before writing the call number in the book.



Step 7: Create a Book Slip

We do not stick barcodes and call number labels directly onto books in the de Grummond Collection, but rather use acid-free slips inserted into the book. Create an acid-free slip by copying the call number (050 or 090), the main entry (1XX), and the title proper (245) and placing them in the de Grummond slip template according to the following sample arrangement, making sure to obey the margins of a slip less than three inches wide. If the book has a numbered printing, add the printing number below the call number. If the book belongs to a named donor collection, add the donor's surname below the call number or, if the book is also a numbered printing, below the printing number. The printing number and donor collection are not part of the call number, so there should be spaces between them and the call number (see example).


De Grummond PZ
Cop. 2

3rd printing

Bowen, Vernon

The Emperor’s
white horses

For books having the title as the main entry, just move the title up to the spot on the slip usually reserved for the main entry. For an added copy, add the copy number left justified on the line just below the year, as in the example above. Finally, stick a barcode on the back of the slip about 2 cm. down from the top. Use the barcode label only, not the smaller label.

If the book is a numbered printing, add a note in the Staff Notes area of the WorkFlows item record:

4th printing.

Add these notes on the item record for each copy of a book that is a numbered printing.

Create a separate book slip for each book in a boxed set if you can assign volume numbers to each volume, just as you would for a multi-volume set not in a box. If you can't assign volume numbers, then create a single slip for the entire set.

Do not create a book slip for books that have been boxed for preservation. They already will have a title label, fragile label, and barcode placed on the box by the Preservation Unit. Instead, print just a call number sticker and affix it to the spine of the box if there's room. Otherwise, affix it to the front of the box in the upper left hand corner.


Step 8: Update Holdings and Complete the 949 Field

A record must have an LC call number and an OCLC number before you can insert a 949 field for local processing information. Acquiring OCLC numbers for original catalog records is a good opportunity to update holdings on all your records, original and edit. Highlight the records on the Local Save File, then follow the sequence

Action -> Update Holdings     then
Batch -> Process Batch -> v the correct file -> v Online Record Actions -> OK

Now that you have LC call numbers and OCLC numbers for your original cataloging, add a 949 field by a Ctrl + F11 keystroke combination. Delete |v for monographs, scan the barcode in |i, and insert today's date after your initials in the second |o using your date macro.


If adding a copy 2 at the same time you're creating the catalog record, insert a second 949 field identical to the first, delete |v for monographs, scan the barcode for the second copy in |i, and insert today's date after your initials in the second |o using your date macro.


Step 9: Export the Records

Before exporting the records, you may confirm that McCain Library is the destination of the records by following the sequence Tools -> Options -> Export.

Once you’re satisfied about the destination, you may export the records by highlighting the relevant records on the Bibliographic Local File and clicking the Export button. If you happen to get the File Exists box, always choose “Append” to avoid overwriting someone else’s work.



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