Tally Specifications

Guidelines

Tally one time for each new MARC record created or exported into the library catalog database per month. New copies may be added and linked to different collections but not tallied.

COOK LIBRARY: (Gold Flag)

Collections housed in COOK LIBRARY (CookLib) include:
Regular (Books) Atlases/Maps (Maps)
Serials (Ser) Government Documents (GovDoc)
Microform (Micro) Juvenile (Juv)
Reference (Ref)

Tally by TITLE one time for respective collection if it is a new MARC record into library catalog database regardless of the number of pieces or volumes each title represents. Do not tally accompanying materials regardless of format.

McCAIN LIBRARY: (Blue Flag)

Collections housed in McCAIN LIBRARY (McCain) include:

    Mississippiana (Miss) - monographs, serials and state documents, maps, theses/theses B and oral histories
    de Grummond (deGrum) - monographs and serials
    Special Collections (SpCol) - subdivided by prefixes Walen, Brooks, Woods, or Manuscript
    Genealogy (Genea) - monographs

Tally by TITLE one time for respective collection if it is a new MARC record into library catalog database regardless of the number of pieces or volumes each title represents OR media or format of the item.

Cox Library: (Apple green Flag)

Collections housed in Cox Library (GulfPark) include:
Regular (Books) Serials (Ser)
Reference (Ref) Microforms (Micro)
Curriculum Lab (Curr) Media (Media)

Tally by TITLE one time for GULFPARK if it is a new MARC record into library catalog database regardless of the number of pieces or volumes each title represents OR the media or format of the item. Do not tally accompanying materials regardless of format.

GUNN Materials Center: (Dark Green Flag)

Collections housed in GMC (Owings/Gunn) include:
children's literature activity books transparencies
textbooks pictures globes & maps
kits big books games
textbooks pictures globes & maps
multimedia sound recordings curriculum guides

Tally by TITLE one time for the collection if it is a new MARC record into library catalog database regardless of the number of pieces or volumes each title represents OR the media or format of the item. Do not tally accompanying materials regardless of format.

Media Center(formerly TLRC): (Red Flag)

Items housed in Media include all kinds of media, primarily non-print materials:
videorecordings sound recordings 16mm film film strips
computer software CD-ROM media equipment slides

Tally by the TITLE once under MEDIA if it is a new MARC record into library catalog database regardless of the number of pieces or volumes each title represents. Primary item must be non-print. Do not tally accompanying materials

MRC:

Items housed in MRC (MusicLib/Music) include:
music scores mini scores sound recordings (CDs, LPs, and cassettes)

Tally by the TITLE one time for MRC if it is a new MARC record into library catalog database regardless of the number of pieces or volumes each title represents.


Secondary Tally

Pre-order end processing:

Pre-order items include all materials which have been received and verified as a result of successful pre-order searching and exporting. Tally by TITLE once under Pre-order regardless of the number of pieces or volumes each title represents and tally again for the collection in which the item will be housed.

USM Dissertations/Theses:

Items in typescript are the intellectual product of USM graduate students in Doctoral, Masters, and Honors programs and require original cataloging. Tally by TITLE twice. One time under Dissertations/Theses and once again for the collection in which the item will be housed. (Dissertations=Cook/Books; Thesis=McCain/Miss); the microfilm copy of USM dissertations is linked to the print record as an added copy and is not tallied.

    *NOTE: Non-USM dissertations are tallied by collection ONLY.

New/Original Cataloging:

NEW=When a similar or related MARC record can be found for a title in OCLC but requires some modification to reflect a significant difference. Example: an OCLC MARC record for a title in a different format, or a different publication date and/or edition from the item in hand.

    (For specific guidelines when to create a NEW record, please consult the BIBLIOGRAPHIC FORMAT and INPUT STANDARDS published by OCLC or contact SOLINET).

ORIGINAL=Indicates a MARC record cannot be found in OCLC for the item to be cataloged (aka "not in database") i.e. dissertations, oral history manuscripts, and new materials requiring original cataloging or "cataloging from scratch."

Tally by TITLE twice. One time for new/original and tally again for the collection in which the item will be housed. (see above collection descriptions)

ReCon/ReClass:

Items include titles which have undergone retrospective conversion (ReCon) from printed catalog cards to MARC format, and items which have been reclassified (ReClass) from DDC to the LCCS. Tally by TITLE twice. One time for ReCon/ReClass regardless of format and tally once again for the collection in which the item will be housed.

Withdrawn:

Items which have been de-selected and removed from the collection(s) must have their MARC and/or item records deleted from the local database, and the OCLC holdings symbol must be updated/canceled from OCLC to reflect the deletion, as well. Items which are damaged beyond repair, missing or declared "Lost and paid," are also withdrawal items. Tally once for Withdrawn.

Authority:

Tally once for each authority record (series, name, or subject) downloaded into library catalog database or created in the local Authority file.

Preservation:

Tally once for each operation done on an item. If more than 5 procedures are done to one item, tally as a complex repair. Refer to the Mending-Monthly Statistics sheet for further details on categorizing each tally.

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