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050 1 4 call numbers

Note that 050 14 and 090 are basically THE SAME! You must treat 050 14's as 090's -- i.e., check in Mondo for shelf-listing, treat rest of record as a member-contributed record.

The proper indicators to use in the 050 field when upgrading an LC level 5 record in OCLC:

Since OCLC has deleted the old 050 0's that used to say "In Process", you can use either an 050 14 or an 090 field. Either will stay as part of the master record. The 090 is clearly a locally supplied LC number, and that is basically when an 050 14 is as well.

This also applies to LC Encoding Level 7 records.

Related DLC copy


Field Variations Create Don't Create
020 Absence or presence from record   X
1xx, 7xx Variations or absence from record   X
245 |a Variation in first 5 words X  
  Interpretation of title, i.e., John Sousa's Music   X
  Variation in chief source; information from spine not t.p.   X
  Diacritics, punctuation, etc.   X
245 |b |b absent from bib record   X
  |b on bib record; not in book X  
250 Book Club edition, paperback edition   X
  Romance language edicione considered printings   X
  Variation in edition number, abridgement, enlargement, etc. X  
250 |b Do not consider when matching.    
260 |a Difference in form of name (Firenze vs. Florence)   X
  Difference in place within same country (Boston vs. New York)   X
  Variation in choice of places (London vs. London ; New York)   X
  Difference in country (Germany vs. U.S.) X  
260 |b Variation in fullness of publisher's name (Harper vs. Harper & Row)   X
  Issues or parts of a serial; multi-volume set and change in publisher   X
  Presence or absence of multiple publishers   X
260 |c Difference in [19--] or [1979?]   X
  Variations in printing, manufacture, or distribution dates   X
  Variation in copyright date, excluding renewal of 28 yrs. Affects books pre-1978; post-1978 copyright, look for other evidence of difference. X  
  Dates on t.p. are only printing dates   X
260 |e, |f, |g Do not consider when matching.    
300 |a Preliminary paging, paging, end paging, separate number paging   X
  "Significant" paging differences X  
  Index is numbered in one printing and not in another   X
  Book has plates, no 300 |b in record X  
  1 volume vs. 2 volumes X  
300 |b "Illustrated ed." on book; record has no 300 |b X  
4xx> Variation in tagging; pre-AACR2 vs. AACR2 form; change in responsibility of series; absence of series statement   X
  Different series X  

For complete information, see OCLC's Bibliographic Formats and Standards, chapter 4.


From the Cataloging Service Bulletin no. 17 (Summer 1982).

If "edicion" appears with printing information (print date, number of copies, printer name) it is probably a printing statement and not an edition statement.   Further, if there are "editions" within a short time of each other without any indication of change, then these, too, are probably printings and not editions (e.g. 1a. ed. mayo 1992, 2a. ed. julio 1992).  This philosophy seems to work well if used with a dash of common sense for the exceptional cases.

The practice varies from country to country.  Some countries are good about giving the "edicion" in a way that falls nicely into these guidelines, and, then, there are the other countries who do not.

PZ call numbers

PZ call numbers for fiction are NOT used. When a record contains a PZ 1-4 call number, use either a PR, PS or PN number. If an alternative literary call number is given in the 050, and the work is fiction, the call number can be cuttered according to the title of the work. If the work is other than one complete novel, the appropriate table must be used if the work is a collection, selected works, biography, criticism, etc.

The library DOES class juvenile belles lettres in PZ 5-90. If the work falls into this category, the record should be produced with a PZ call number.

Z call numbers

The following breakdown of the Z classification schedule should be followed:

Z 4-1121

Use Z call number

Z 1201-4980

Use subject class number, unless a national bibliography is without a topical focus. Use the Z number in this case

Z 5051-

Use subject class number


Expanded translation table


Original work


Polyglot (2 or more languages of translation)


Arabic translation


Chinese translation   (CU had .x123)*






English translation




French translation


German translation


Hebrew translation




Italian translation


Japanese translation


Korean translation




Polish **


Portuguese translation  (CU had .x168)


Russian translation


Spanish translation




Vietnamese translation

Bold from LC’s translation table CSM: Classification & shelflisting manual  G150
Colgate numbers based on translations of Ernest K. Gann’s works*

As of 2014-06-30, use .x127 for Chinese translations. Recutter older works only if there’s a conflict
** Polish translations recuttered on 2014-06-30 ak

Guidelines for adding contents notes

Colgate uses unformatted contents fields (505 0_, no subfield coding) when inputting TOC data.

Colgate does not delete formatting if the OCLC record contains it.

1.  Add a contents note if the individual chapters or essays are written by different people.

2.  Add a contents note if the essay or chapter titles are distinctive, add useful keywords, or make clear aspects of the work which would not be apparent from the rest of the record.

3.  Add a contents note if the subject matter of a portion of the work is of importance to the Colgate curriculum, but does not meet the 20% rule for assigning a subject heading

4.  Add a contents note when the parts have previously been published separately and the work has a collective title (AACR2, 1.1B10)

5.  Add a contents note if it is unlikely that the individual works will be indexed elsewhere (i.e., small-press collections of poetry or short stories, whether by a single author or several authors)

6.  Transcribe the contents note from the table of contents (in Spanish-language books often called "indice" and located at the end of the book).  Use the form of names, titles, etc. found in the table of contents.

Add the contents note to OCLC:
Add 505
Proofread carefully and run SpellCheck (if you miss something, you can replace OCLC record again).
Replace the record

In general:
Add a contents note if there are 12 or fewer chapters or essays involved.
Do not add contents notes if there are more than 20 chapters or essays involved.
Use catalogers’ judgment and your own discretion if there are 13-19 chapters or essays involved.
Exceptions are allowed to the 20 chapter guideline, but the exceptions should relate to the Colgate community (Colgate author, subject curriculum- or research-related, subject is heavily requested via ILL Borrowing).

Dates in call numbers

Assume that four books have been received in late 1989.

Only date is c1990:
260 |c c1990
Fixed field 1990
Call no. 1990

Both 1989 and c1990:
260 |c 1989, c1990
Fixed field 1989,1990
Call no. 1989

Both 1990 and c1989:
260 |c 1990, c1989
Fixed field 1990,1989
Call no. 1990

Only date is 1990:
260 |c 1990
Fixed field 1990
Call no. 1990

Dates in fixed fields

- copyright date, date published, reprint date, etc.

I. Types of dates in fixed fields:

Single publication date: Dat tp: s Date: 1992,

Multiple dates. Publication date and copyright date. The work contains both a printing date and an earlier copyright date. A book printed in 1999 with a copyright date of 1994 would appear this way: Dat tp: t Date: 1999,1994

Multiple dates. Reprint/original date. The work is a reprint or reissue, and it has been previously published. A book first published in 1875, and reprinted in 1993 would appear this way: Dat tp: r Date: 1993,1875

Multiple dates. Initial/terminal date. Usually a multi-volume set where starting and ending dates are known, or the ending date is unknown: Dat tp: m Date: 1986,1992 or Dat tp: m Date: 1986,9999

II. Examples:

In most cases, the dates in the 260 (Imprint) field, the 050 (LC call number) field, and in the fixed fields should be consistent. For conference publications with a 111 field and a |d, the date in the 050 field is the date of the conference.

A book copyrighted and published in 1993:
Dat tp: s Date: 1993,
050 1993
260 1993

A book copyrighted in 1992 but not published until 1993:
Dat tp: t Date: 1993,1992 (publication date, copyright date)
050 1993 (publication date)
260 1993, c1992 (publication date, copyright date)

A multi-volume set, the first volume published in 1986, the last volume published in 1989:
Dat tp: m Date: 1986,1989
050 1986 (publication date of first volume)
260 1986 (publication date of first volume)

A book originally published in 1875, and reprinted in 1993:
Dat tp: r Date: 1993,1875 (reprint date, original date of publication)
050 1993 (current publication date)
260 1993 (current publication date)
500 Reprint. Originally published: Boston : Little, Brown, 1875.

Usually reprints involve different publishers.

Edition statements. When a 1993 book, for example, is an edition (such as revised, 3rd, 1st U.S.), there will be an edition note in line 250:
Dat tp: s Date: 1993,
250 3rd ed.

Location chart



Checking series statements, 4XX and 8XX fields

In an OCLC record, if the book has been published as part of a series, and a series statement appears in the book, one of the following 4XX fields should be included in the record:

490 0 Title not traced
490 1 *Title traced
830 X *Form in which title is traced
800 X *Form in which author and title is traced.

*An 8XX must appear in a record that contains a 490 1 .

Search library catalog to see if an authority record for the series has already been downloaded. If not, download record from OCLC. Check for form of series entry (1XX), numbering example (642)(**below) and tracing practice (644-646). Any local variations will be explained in a 690 field.

When the authority record is found in OCLC, look for the following things:
130 tag for title of series. Must match 830 line in bib record.
642 tag for example of numbering, if any (**see below). 
643 tag for publisher. Make sure it matches information in bib record.
644 f means fully analyzed.
645 t means traced.
n means not traced.
646 s means classed separately.
c means classed together.
670 Source from which information in record is taken.
691 Local variations. Includes date and initials of person augmenting authority record as well as notes. May be present with identical 690 field
$5 VVC follows a field which Colgate library staff changed/or added 

If the authority files are not yet in library catalog
490 1 - search OCLC and, if found, download.
490 0 (not traced), search OCLC. If the authority record is found in OCLC, and it's an f-n-s, download it but leave the 490 0 in the bib record. If the record turns out to be an f-t-s and matches the series in the book, change the bib record to 490 1 / 830 X and download authority record.

Classed Together Series (f,t,c) - All will use the same 050 call number as in the OCLC AF, just the volume number will be different. Use the stem and delete the |a cutter in the bib record. Check the series authority in library catalog to see if we really use the LC form.

If there is no authority record in OCLC for a series, give the book to a professional cataloger to create one.

**Abbreviations in series numbering

LCRI and AACR2 B.5B (also published in Cataloging Service Bulletin no. 93, p. 30)

B.5B. Terms used with numbering in the series statement

B.5B1. Abbreviate words, or substitute one form of abbreviation with the prescribed abbreviation, for terms used with numbering in the series statement, according to B.9-B.12.

One of the purposes of this rule is to eliminate the need for 490/8XX combinations when the only difference between the series statement and the> series added entry is the form of abbreviation found in the numbering. The rules now mean that if an item uses the abbreviation "vol." in its series numbering, you may now record that in the 4XX series statement as "v.", since the prescribed abbreviation for the word "volume" is "v." If the item uses "rep." for "report," substitute the prescribed abbreviation "rept." If an item uses "nbr." in numbering, substitute "no." if the series title is English or Malay, since "no." is the abbreviation for both the words "number" and "nombor."

You may NOT substitute an abbreviation for one word with the abbreviation for another, or the abbreviation of one word for the word's symbol. For example, if an item uses "no." in its series numbering but the 642 pattern given in the series authority record says to use "v.", you will still have to have a 490/8XX combination. Also, if the 642 in a series authority record has just a number without a term in front but the item you have has a term in front of the number, you will have to use a 490/8XX combination. You also may not substitute "no." for "#" since "#" is a symbol, not a word or abbreviation.

Do not substitute the abbreviation for a word in one language, with the abbreviation for a word in another language. For example, do not change "Nr.", the abbreviation for Nummer, into "no."

Quick catalogers

Quick catalogers should check each record for the presence of 440, 490, and 800/810/811/830 fields. Change the abbreviation found in the subfield v of fields listed above only in the following cases:

Subfield v contains

Change to
























LCs handling of series

[excerpted from January 2007s email from LCs cataloging in publication program specialist G. Kinnaly]

Newly-created bibliographic records for LC original cataloging (040 $a is solely "DLC"): series will be given as 490 0#.

Newly-created bibliographic records for CIP-partnered cataloging (040 $a is XXX/DLC; XXX = partners code): existing series statements/access points will be accepted as is and "passed through."

LC CIP record (040 $a is solely "DLC") upgraded in OCLC with series work added or modified is subsequently imported to LC for use as LC upgraded CIP record: existing series statements/access points will be accepted as is and "passed through."

PCC member copy used by LC (040 $a is a single code other than "DLC"; 042 contains "pcc" for monographs/integrating resources and various possible codes for serials): existing series statements/access points will be accepted as is and "passed through."

Non-PCC copy cataloging (040 $a is a single code other than "DLC"; 042 contains "lccopycat"): existing series statements/access points will be accepted as is and "passed through."

LC has modified slightly the definition of its 042 code "lccopycat" to indicate that not all series access points have been validated against the authority file.

Appendix A: Sources for cataloging rules

1. Descriptive Cataloging - Choice and Form of Heading
Anglo-American Cataloging Rules, 2nd ed., 1988 rev. (AACR2)
Library of Congress Rule Interpretations
Cataloging Service Bulletin
Notes for Catalogers
Notes for Serials Catalogers
Conser Cataloging Manual (Serials)
LC-ALA Romanization Tables
LC Authority Files - Names

2. Subject Analysis
Subject Cataloging Manual: Subject Headings
Free-Floating Subdivisions
Period Subdivisions under place
Subject Cataloging: A How-to-do-it Workbook
Cataloging Service Bulletin
Library of Congress Subject Headings: Principles of Structure and Policies for Application
LC Authority Files - Subjects

3. Classification
Library of Congress Classification Schedules
LCCS Additions and Changes
Gale Cummulation of Additions and Changes
LC Subject Classification Manual: Classification
LC Subject Classification Manual: Shelflisting
Immroth's Guide to Library of Congress Classification by Chan
Subject Cataloging: A How-to-do-it Manual
Geographic Cutters
Cataloging Service Bulletin

4. Non-Book Cataloging
Music Cataloging Bulletins
Music Coding and Tagging
Cataloging Music

5. Marc Coding
US Marc Bibliographical Format
US Marc Authority Format
US Marc Codes: Languages
Relators, Sources, Descriptive Conventions
Geographic Areas
US Marc Concise Formats
OCLC Bibliographic Formats and Standards
OCLC Code Lists

6. Users' Manuals
Innopac Manual
OCLC Cataloging Users' Guide
OCLC Authorities Users' Guide
OCLC Bibliographic Input Standards (In OCLC Bibliographical Formats and Standards)

United Nations documents not cataloged or classified

These United Nations documents are not currently cataloged or classified. Send them to GovDocs office if encountered in cataloging.

United Nations Documents in documents stacks:
General Assembly Official Records
Security Council Official Records
Economic & Social Council Official Records
Trusteeship Council Official Records
Trade & Development Board Official Records 

UN Documents in vertical files:
General Assembly Official Records
First Committee
Second Committee
Third Committee
Fourth Committee
Fifth Committee
Sixth Committee
General Committee
Ad Hoc Committee
Amendments to Annexes
Economic & Social Council Official Records

Load tables

4 tables for loading authority records into Mondo:

- STANDARD authority (m2btab.a)
Default. Used by the system when there's no command invoking a specific load table.
Used when downloading from LC, or OCLC if no 949 is present
Not used in batchloading authorities
Indexing determined by MARC tags
No overlays

- NAME authority (m2btab.anam) -- Also used for titles
Used when 949 includes *atab=anam
Used when batchloading Name authority records
Indexing always either author or title, determined by MARC tag
Author = x00, x10, x11 (and x50, x51 if you make a mistake!)
Title = x30
Overlays on the 010 unless blocked by a 691 field in the existing record (then loads as dup)

- SUBJECT authority record (m2btab.asub)
Used when 949 includes *atab=asub
Used when batchloading Subject authorities
Always indexed as a subject, regardless of MARC tags
Overlays on the 010 unless blocked by a 691 field in the existing record (then loads as dup)

- GENRE authority
Used when 949 includes *atab=agenre
Used when batchloading Genre authorities
Always indexed as a genre heading, regardless of MARC tags
Overlays on the 010 unless blocked by a 691 field in the existing record (then loads as dup)

There has always been some question about the "persistence" of load tables -- e.g., if you download an authority from OCLC with the 949 *atab=asub, does the Subject authority load table stay in use until you give a different command? I just experimented, and the answer is NO -- if you export an authority with a 949 command in it, that load table is used. If you then download an authority without a 949 in it, the STANDARD authority load table is used (no overlay, indexing based on MARC tags). So the specific load table invoked with a 949 command is used only for the record with that command in it. Authorities with no 949 always use the Standard authority load table.

The system will always obey your command to use a specific load table. Thus, if you add a 949 *recs=b command to an authority record, it will be downloaded as a bibliographic record; conversely, if you include 949 *atab=asub on a bib record and export, the system will treat it as a subject authority. Some fields may be stripped and there will be a lot of illegal codes in the 008, etc., but MilCat will do it's best to comply with your instructions!

[the following is from a September 2007 e-mail from A. Kebabian]

...Starting with a subject authority, III tags d, e, f and MARC tags 150, 450, 550, I 'copy as' or 'change authority type' to form/genre, and the III tags convert to j, k, l. The MARC tags stay 150, 450, 550. When I change the MARC tags to 155, 455, 555, the III tags morph to d, e, f! 

... Changes to ... authority tables:

Generic authority table, used when you download without a command line (e.g., from LC) or when editing an authority. The x55 fields were added to this table, associated with the proper III field group tags (j, k, l).

As I understand it, using this table, any record that has an x55 field will have that field indexed in the form/genre index. NOTE that any x50 or x51 field in a genre authority record is automatically a subject field.

Command line required to direct a record into the subject index. Only useful when downloading from OCLC (or batch loads). For some reason, getting things to work correctly required adding the x55=form/genre to this table as well, In other words, a 555 field in a subject authority will automatically be indexed as a form/genre field, NOT as a subject. III tags can be manually changed if necessary.

Command line required to direct a record into the form/genre index. Used in downloading from OCLC or batch loading. The existing functionality remains the same – x50 fields are changed to x55, and indexed in III field groups j, k, l. 

If you copy a subject authority as a form/genre authority and change the x50 fields to x55, the proper III field tags will be assigned. However, if you change a field to x50 from x55, I believe it will be indexed as a subject. (Converse of the action of the m2btab.sub table).

I don’t think there’s much of a problem with the strict association of x55 with j, k, l and x50 & x51 with d, e, f because I don’t expect to see authority records that mix subject and genre headings. And if they did, it might not be a totally bad thing, for instance a subject search for short stories might generate “see also the form/genre Short stories” if there were a 555 in the 150 record.

Requests for CASE MAIN titles which are order, in processing, not yet cataloged, or listed as 'status available' but with no LASR request button

1. Check the new book shelf.
2. If not on the new book shelf then compose an email…. highlight author/title/imprint/description from the Mondo record and copy and paste this into the email.
3. State whether or not you have checked the new book shelf.
4. List the requestor's full name.
5. Address the email to all three members of FASTCAT. This insures that if one person is out then someone else will do what needs to be done.
6. Tell the patron we will track down the book and put it on the hold shelf at the circulation desk.

Initial articles: Maori

The most common Maori language articles are (with translations adn guide to MARC filing indicatore):

He = a ; an (filing indicator 3)
Ko = used before definite article, no particular meaning (no filing indicator)
Nga = the [plural] (filing indicator 4)
Ta = the ; of (filing indicator 3)
Te= the [singular] (filing indicator 3)

OCLC batch searching and downloading

Rev. 07/28/11

Select file:

In OCLC>File>>Local file manager
Click Create File…[button]
In "File name:" [type in file name]
Click "open" button
Highlight the file name you just created by clicking on it
Click "Set as Default" button
Click "Close" button

Enter searches
In OCLC>Batch >> Enter bibliographic search keys

Make sure your file name matches the one in the "Local file" box

Make sure your index [i.e. "Publisher number (mn):"] is selected in the pull down menu under "Use default index:"

Make sure "Apply default WorldCat qualifiers:" is checked if you want it
Here’s an example of a text string:
[space] and mt:lps and ll:eng

Add searches to "Search Keys. Query:"
type your search
for example, the numbers and letters of the music publisher's number; don't add spaces or hyphens, even if spaces and hyphens appear on the item in hand.
Type "Enter" or click "Add"

If you made an error, double click on the wrong entry in the list. Click "Delete" button. Re-enter the search in the 'Query' box by highlighting the text in the "Query" box and overtyping in that box

When you've completed entering searches for the box, click on the "Save" and "Close" buttons.

Process searches

In OCLC>Batch >> Process batch
Click in the checkbox that has the "File Name": you just created and/or entered searches
Example: "Z:\Blackmore Exports. box ###.bib.db"
Process. Click in the checkbox: "Online Searches"
Click "OK" box
Searching will automatically run

Batch search report: Look at this report to see if your searches were successful or not; reenter searches for the "errors". You can copy the errors and paste them into a word document. Then you can shrink the word document window and the OCLC window so they appear side by side. You can enter the revised searches and "process batch" again. There will probably still be errors, but you may not be able to do anything about those errors.

Close the window by clicking the lower 'x' in the upper right hand corner

To reopen the batch search report, got to Batch>View reports>Bibliographic search report

Close OCLC

NOTE: Prefixes in searches are peculiar. Sometimes you use them, sometimes you don't.

Find your records

Type "F3" [function key]

"Local File" pull-down menu should read:
Z:\Blackmore exports\box###
Select the box number from the pull down menu that matches the box you're working from
Click "Save" and "Close"

Type "F3" function key.

NOTE: if you type the <F3> function key, a message window may appear about whether or not you want to make that file Z:\Blackmore exports\box### [number you selected from the pull down menu]. You want to click "yes"; you do want that as the default.

You may search several different ways.

If you wish to search by music number, you must enter the music number as written on the item you have in hand. For example, you must enter dashes and spaces. However, that search is not case sensitive (capitalization does not matter.) Make sure "standard number" appears in the drop down menu beside your entry. This search can be truncated, or abbreviated

Search for: [enter publisher's number]
[pull down menu should show "Standard number"]
Click "OK" or type enter

For a title search: enter one or two whole words of the title without using articles like: "The" or "A" or "An".
For example
You're trying to find a record for an album in your hand called: "The Billie Holiday Songbook"
"Billie" in the title box
"Billie Holliday" in the title box
But not
"Billie H"
Nor can you type anything with an accent. Try a hyphen or a slash if either appear on the item. Those searches, in some cases, do retrieve a record.

Once you've found your record--and there should be one record. You're ready to download records.

Downloading records
If the record opens up.
Validate the record: Type <SHIFT> <F5>
Type "Ctrl A" {here ctrl A is “constant data”}
949  *recs=blackmore/bn=1saj-/loc=1saj-/ty-1/i=
[Place your mouse cursor after the last "=" and scan in the barcode placed on the upper left hand corner of the clear album cover]
Type <F5> function key. Type "Enter" or click "Close".
Go back to:
Find your records
Type F3, …if a dialogue box will show up with a question: would you like to save changes. Click "yes."
And continue finding records and downloading them

Library's copy project - procedure

  1.  Acquire relevant books.
  2.  In Millennium, within “create lists”, work with records in list called 'Library’s copy.'
  3.  In OCLC-Connexion, search for records based on information obtained from the book, not from the record in Millennium.

     Use F2 (Cataloguing—Search WorldCat) to get your search intake boxes.  Probably best to fill in the author’s last name and a few significant words from the title and a word from the name of the publisher for your three fields. 
     Have the “language of cataloguing” set for English.  (Do this once.)
      From the list of records retrieved choose the best.  It must match on the following points:

  1.  Author
  2. Title  (apparent subtitles may sometimes be included in title; that does not automatically disqualify)
  3.   Date of publication  (check back of title page for authoritative date—reprint dates are of no interest, and dates on front of title page can also be misleading.)
  4.    Publisher  (different forms of publisher’s names are OK; if in doubt, ask)
  5.     Edition.  Edition numbers from things published in Spanish are misleading—pay them no mind unless they also say something like “revised” (revista) or “enlarged” (aumentada)
  6.     Page numbers should match; if they don’t there’s probably something else wrong, somewhere.

     If you find a couple of records that match, prefer records which have DLC in the 040 field.  If you meet more than one of these (you usually won’t), prefer the one with the most holdings attached to it (see top of screen).  In practice, this means, it’s often more efficient to examine the DLC records first.  (You can sort records in a list by clicking on the column with an L on it, and looking for the D in that column.)
When you have the right record, do the following things:

  1.  Copy the OCLC control number from the record (top left in a box next to the OCLC link) and paste that number into the 001 field in the record in MONDO, completely replacing what was there.
  2.   If the 245 field in MONDO, does not have all the information that the 245 field in OCLC does, make it so that it does.  Watch spacing.
  3.   If the 260 field in MONDO does not match what is in OCLC, make it so that it does.  (Delete final periods)
  4.   If the 250 field in MONDO does not match what is in OCLC, make it so that it does.  (Delete final periods)
  5.   If  600, 650, and 651 fields in MONDO do not match what is in OCLC, make it so that they do.  (Delete final periods)
  6.   If there are 700 fields in OCLC, copy them into MONDO also.  (Delete final periods)
  7.    In OCLC, set holdings  (Action—Holdings—Update Holdings)
  8.    In MONDO, delete 590 field from record.
  9.    Save changes in MONDO, and remove record from list.

Remember to change the “double dagger” character to a “|” [vertical line] in MONDO, if you copy and paste from OCLC, because the system isn’t smart enough to know it should do that.  (Also remove extra spaces before “|” and after the letter following the vertical line)

Barcode placement on book boxes from the preservation lab

Brittle, etc., books in M & M boxes will have the barcode, date due slip, etc. on the outside of the box (book spine to the left, open side to the right). The barcode will also be written (in ink) in the book itself. This will be done in the book where the barcode would normally have been placed. Fold the bottom flap first, the top flap second, the left flap third, and the right flap is folded last. Processing: spine label, 'pocket' label are placed on the outside, front of the box.

Processing from conservation

First step is to check all items in. (They are checked out to the conservation lab)

Then, find out the eventual destination of the item by reading checking the item record's location field. The most likely 4 results are:
lmain, lmain2

1. MAIN. Make a duplicate barcode, place in back of book (or on front of box), as if freshly catalogued, leaving front innocent of barcodes. Place on processing truck for processing.

2. LMAIN, LMAI2. Treat these the same as each other. Make duplicate barcode, place on front of box (or in back of book, in not boxed). Collect on truck. Every few days have processors make labels. Tell them to change item field to "main" before issuing the print label command, then exit the record without saving changes.

3. LPER. Make dup barcode. Place on front of box. Give to Ian.

4. LGDOC. Make dup barcode. Place on top of box. Give to Mary Jane.

Other locations may require slightly different treatments.

--submitted by A. Williams, 14 April 2008

Processing Books for Colgate Faculty Spotlight Display

The library will be setting up a new display (near the new books) of Colgate faculty publications.  The plan right now is for items to be there for a year.

Books for the Faculty Spotlight will have:

  • Flag placed in them by Tami.  The flag will stay with the book through processing
  • Rush cataloging
  • Item notes:
    • p - Faculty Spotlight [year]
    • m - Faculty Spotlight [year]
  • Hand carry to Rikki Mueller 

 For the moment they will go to Ann Kebabian for cataloging to see if there are any kinks in the process.

-- Email from AK on 7-22-14

Books with computer disks and/or CD roms

I. Upon receiving a request for a book which has accompanying software, the Head of Acquisitions will contact the publisher to determine:
A. What the exact copyright agreement is:
        1. if use is limited to one computer work station
        2. if a network license is available and at what cost

B. What the technological requirements of the software are.
Note: No software will be purchased for use on hardware which is not supported by the University.
If the software use is not limited by copyright to one computer workstation, then the order will go through as usual. When the book and software are received they will be checked in and paid for as a unit. The book and software will then be forwarded to the Systems Librarian who will make a copy of the software. The original disk will remain in that office. The book and the circulating copy of the disk will then be returned to the Cataloging Dept.
If the software is limited to one terminal and a network license is not available, the request will be returned to the selector. If the selector wishes, the software will be sent directly to the selector and will not be cataloged.
If software is limited to one terminal but a network license is available, this information will be communicated to the selector. The Head of Acquisitions will attempt to find out from the selector what the planned use of the software is and whether more than one person is likely to make use of the software. If several users are likely and the use of the software is central to academic research or curricular support, then ITS will be consulted by the Systems Librarian to determine whether space is available on the network, and if the technological support is there. A decision to purchase networked software will be made jointly by the Head of Acquisitions and the Systems Librarian based on the following factors:
     - the cost of the software and the network license
     - the number of users who will be using the software
     - whether technological support exists within the university
     - if space exists on the network for the software

II. Once the copyright status of the computer disk is ascertained, the Head of Acquisitions will open the container for the disk and have it copied. Our assumption should be that any book which arrives in Cataloging with the disk container opened is not a copyright problem.

III. The copying will always be done now by the Systems Librarian and the master copies will be kept in the System Librarian's Office. Only the copies circulate.

Books with accompanying materials

*** See samples at the processing table for accomanying materials***

I. Cases requiring one item record (parts do not circulate independently). The most common instance is books with maps or plates in back pocket. For example, see .b15959922.

A. Bibliographical record
1. Include + |e in collation with the description of the accompanying materials.
e.g., + |e 3 folded leaves of plates.
2. Include a 500 note indicating the location of the accompanying materials.
e.g., Plates in back pocket.

B. Item record
1. Set IMessage "a"
2. Insert message field, <M>, enumerating accompanying materials.
e.g., 3 maps in back pocket
(Although this repeats information available in the bib record, only item messages display at circulation, enabling the Circulation staff to check for the presence of the accompanying materials.)

C. Physical processing
Write barcode number on each loose piece if there is no other adequate means of identification. The barcode in this case serves only to reunite accidentally separated pieces; if some other identification will serve this purpose, the written barcodes can be omitted.

II. Cases requiring more than one item record (parts are shelved or circulated separately). These instances can include books with accompanying sound recordings, books with portfolios of plates, etc. For example, see .b14031383
A. Bibliographical record
1. Location is usually the location of the book (or the most important of the pieces).
2. Include + |e in collation with the description of the accompanying materials.
e.g., 100 plates (some col. ; 30 cm. in portfolio.)
3. If necessary, include a 500 note further describing or identifying the accompanying materials. A 505 contents note may be useful if it is necessary to assign volume numbers in order to distinguish the items.

B. Item records
1. Use the location appropriate to each piece.
2. Some Volume information must be included. This can be a word to distinguish the parts (e.g., Text, Maps, Tape 1, etc.). If no easily understandable and under 9-character word can be used, assign arbitrary volume numbers and explain in a 500 or 505 note in the bib record.
3. Use IMessage "a", and a message field <M> to briefly indicate if there are multiple pieces on one item record.
3. Use "Accompanying material shelved separately" sticker

C. Physical processing
Write barcode on separate pieces in a container only if they are not adequately identified. The barcode in this case serves only to reunite accidentally separated pieces; if some other identification will serve this purpose, the written barcodes can be omitted.
The following procedures apply to books with disks which have no copyright problems and may be copied or CD ROMS both of which can circulate.

III. Books with computer disks
A. Bibliographic record
The two parts should be cataloged on one bib record. The 300 (description) field should have +|e1 (or more) computer disk(s). All copies made by the Systems Librarian will be on 3 1/2 in. disks. ONLY copies will circulate. The master will be kept by the Systems Librarian.

B. Item record
1. Book - No I-Message set; use "Accompanying material shelved separately" sticker. 
2. Disk - Location should be either "crom" (CASE Computer Files) or "srom" (Cooley Circulation Desk). Add volume field - Disk (or Disk 1 if there is more than one disk).

C. Physical processing
The circulating disk will not be barcoded. Use a floppy jewel case (no black insert; blank liner paper; copyright warning label; "Do not desensitize" label; barcode). See the sample disk kept on the processing table for a model.
Make two sets of labels from the disk item. SET 1: Use the horizontal "pocket" label on the circulating disk, placing it in the indented label area on the front of the disk. You may need to trim the width slightly so that it will fit within the depression in the plastic. Use the vertical "spine" label on the master disk, applied on the back, upper left corner. When applying labels to disks, DO NOT cover the holes near the edge. SET 2: Use the vertical "spine" label on the jewel case front, upper left corner (hinge up). Put the horizontal "pocket" label on the upper center back of the jewel case, above the copyright warning label. (See sample kept at the processing table). Master disks are not barcoded or itemized, and are returned to the Systems Librarian's office after getting a label.

IV. CD ROMS which come with books cannot be duplicated on campus. The master copy will have to be the circulating copy.
A. Bibliographic record
Will need the 300 field +|e1 CD ROM.
B. Item record
1. Book - No I-Message set; use “Accompanying material shelved separately" sticker. 
2. The CD ROM item record should have location set to either "crom" or "srom" and a volume field which says CD ROM (or CD ROM 1 if there is more than one). Set the IMessage field to "o" (Open Case). Insert variable Message field <M> Check for [# of CDs and booklet, if any]; Handout [letter of appropriate handout based on "Identified CD ROM categories]. Most CD's issued with books will not be installed on Library machines, so the Handout will be E. CDs which accompany Reference materials will be installed, so route to Systems Office after Processing.
C. Physical processing
DO NOT put barcodes or labels on the CD ROM. With an ultra- or extra-fine black Sharpie pen, write "Colgate University" in the clear area at the center of the CD. Barcode and labels must go on the CD ROM container. Run a label set for both the book and the CD ROM container.
Barcode and label the jewel case: Horizontal "pocket" label on the upper left front corner (hinge left); vertical "spine" label on the center upper left (hinge up). Barcode lower left corner, with "Attention Check for CDs" sticker above it. Use a blank pocket label as a date due slip, applied vertically on the lower right corner area. See the sample CD ROM on the processing table

CDs (audio)
Location = MUSIC
Process with hinge side at left, using sample with a full call number

CD-ROMs (computer files)
Location = CROM (for Case)
Process with hinge side at left, using CD-ROM sample

Location = SROM (for Cooley) even though they are shelved behind the Circ. desk
Process with hinge side at left, using CD-ROM sample

Glue the spine and pocket labels only.

Audio CD Audio CD (sound disc) can be played back on a stereo system CD player
CD-ROM (computer file) needs a computer to access files

Bibliographic records and item record for book *




"538" field


Book comes with audio CD





# sound disc ; 4 3/4 in

Book will be kept in Ref/Sref; comes with CD





# CD-ROM ; 4 3/4 in

Book has Cooley call number; comes with CD





# CD-ROM ; 4 3/4 in

Book has Main call number; comes with CD





# CD-ROM ; 4 3/4 in

Book has Cooley call number; comes with floppy





# Disk

Book has Main call number; comes with floppy





# Disk

* Place "accompanying material shelved separately" label inside back cover


Accompanying material (CD/CROM) item records **

Item location





Audio CD; comes with a book





1 new piece, sound rec.

CD-ROM; comes with a book with Ref/Sref location


see below



1 new title; or 1 A/V computer files

CD-ROM; book has Cooley call number


see below



1 new piece: computer files

CD-ROM; book has Main call number


see below



1 new piece: computer files

Disk (floppy); book has Cooley call number


see below



1 new piece: computer files

Disk (floppy); book has Main call number


see below



1 new piece: computer files

** Write "Colgate Library" in permanent maker on center of disc; Example is on the processing table




Issues addressed/decisions made at CD-ROM task force meeting 1/27/98
N.B. "CD" in this memo refers to CD-ROMs, not musical CDs. Please verify that disks are 'computer laser optical disks' and not sound recordings!!
1. Docs CDs: MJW will make decisions whether or not a CD should be installed in the Reference area, and docs staff will code the item record with the appropriate message.
2. Purchased CDs: Cataloging will notify DWH or new CD-ROMs. DWH will make decisions whether or not a CD should be installed in the Reference area. DWH and cataloging will communicate regarding required coding in item record.
Catalogers: This category refers to CD-ROMs purchased separately, not to those which come accompanying books. All CD-ROMs which accompany books will be category E, not installed in library.
For stand-alone CD-ROMs:
Catalog as usual, following guidelines in CatSMEOW.
Check order record for any decisions:
Networked -- Send to Cindy Harper for networking. Locations (bib & item) will be NET. The URL on the local server will have to be added to the bib record, so have Cindy notify AKebabian when networking is complete
Installed in Library -- Select appropriate category for handout. If multiple platforms are available on the CD-ROM, use the Windows handout (B)
No decision indicated -- Catalog as if an ordinary circulating CD-ROM. Use Handout E (not installed) in Message field. Process as usual and file in cabinet. Send printout of the bib record to David Hughes, who will make decisions as to whether the CD-ROM will be installed. He will change the Message if necessary.
3. CDs to be installed will be given to systems, who will have a student assistant install the CD. All CDs will be loaded on workstations 1-4 in Reference.

CD-ROM categories (for most recent revision):
A - Go software
Message: Check for CD; Handout A
Message: Check for CD & booklet; Handout A
B - Installed workstations 1-4
Message: Check for CD; Handout B
Message: Check for CD & booklet; Handout B
C - Installed, Macintosh
Message: Check for CD; Handout C
Message: Check for CD & booklet; Handout C
D - Installed workstations 1-4 (no longer used)
Message: Check for CD; Handout D
Message: Check for CD & booklet; Handout D
E - Not installed (Use for CD-ROMs which come with books)
Message: Check for CD; Handout E
Message: Check for CD & booklet; Handout E
F - Needs additional software to be useful
Message: Check for CD; Handout F
Message: Check for CD & booklet; Handout F
G - Works in Internet browser
Message: Check for CD; Handout G
Message: Check for CD & booklet; Handout G
H - "Beats me Claude"
Message: Check for CD; Handout H
Message: Check for CD & booklet; Handout
I - Installed workstations 8-9
Message: Check for CD; Handout I
Message: Check for CD & booklet; Handout I
J - Auto Run
Message: Check for CD; Handout J
Message: Check for CD & booklet; Handout J

Policy on CDs that are not installed: if users want to use in the reference area, they must contact Systems, who will, if possible, install the CD within 7-10 working days. Users may also check-out the CD to use elsewhere.

Processing microfilm

Processing of microfilm (research), not microfiche (Location = cmfmr)
Pocket label goes on left side of the microfilm box (looking at the box with the thumb cut out facing you, or with box top open and barcode under the flap)
Write reel # on pocket label. The pocket label is the long label. I.e.: Reel #17
On outside of the top flap, place duplicate barcode
Place spine label on front upper left corner of the box (on the side of the thumb-cut out)
Write on one side of the reel: Colgate (permanent ink marker)
Write on the other side of the reel: the last 5 digits of the barcode (permanent ink marker)
Refer to sample box on processing table.

Processing periodical microfilm (location = cmfmj)
With thumb cut out facing you, at top:
Barcode inside of box opening flap
Place duplicate barcode on outside of box top flap (unless the title/reel number information is on this surface; if so, write barcode digits on the left box side, or any unused side)
Write last 5 digits of barcode on one side of reel
Write: Colgate on other side of reel
Use thick permanent ink markers to write with; write as large as possible; write as clearly as possible

Processing videos

VHS cassettes will be kept in LASR.
DVD and VHS—all “Colgate only”; I TYPE =2

Videotapes cannot be sensitized or desensitized. 
Barcode the videotape cassette at the top of the lower spindle window using a mini-barcode. Put a green "Do not desensitize" label in the upper spindle window. Try to keep the labels in the recessed portion of the cassette housing and obscure as little as possible of the title.
Cassettes must be in a plastic case. If the videotape came in a cardboard slip case, cut the cardboard case and insert it into the sleeve of a plastic case.
Put a "Do not desensitize" label on the outside of the case. On the inside "front cover," put the horizontal pocket label at the top and the date due slip below it.

VHS cassette
Barcode is on window of tape
Cut the original box down so it fits in the clear pocket of the video case (3 slices on the paper cutter will accomplish this)
Spine label on spine—outside, glued
Apply 3 “Do not desensitize” labels on outside front cover, outside back cover, and on tape itself (on the window).
Affix pocket label to the top portion of the date due slip and affix to inside front cover of video case (or the date due slip won’t stick)

Barcoded inside
little space write “Colgate University”; so use a very fine point permanent black marker
Does not get “Do not desensitize” sticker (unnecessary )
Pocket label is applied to spine showing call # on spine
Spine label goes on booklet if DVD contains booklet
Date due label outside
Duplicate barcode added to spine
Add DVD volume information from item record BY HAND to the horizontal label before you apply it to the ‘spine’ of the DVD case.

Volume information in label printing

In the printing of III labels, some volume information won't parse correctly. Here are guidelines to cover the situations we've analyzed so far.

First, OMIT the commas we have been inserting in order to separate levels of enumeration.
NOT vol. 1, pt. 3 BUT vol. 1 pt. 3

Second, the labeling program recognizes an 8-character width for spine labels in ALMOST all cases. Thus, vol. numbers up to 999 are ok in most cases.
vol. 123 prints as vol. 123 BUT vol. 1234 prints as vol. 123 with 4 on the next line

In the case of vol. numbers with 4 digits, omit the space: vol.1234 prints as vol.1234

Single letters and digits seem to print correctly, as long as the comma is omitted:
t. 1 bd. 1 prints as t. 1 with bd. 1 on the next line and: bd. 1 t. 1 prints as bd. 1 with t. 1 on the next line

Since no., bd., t., etc. have fewer letters than vol., more digits can be used in the ennumeration without running into problems:
no. 1234 prints as no. 1234 t. 12345 prints as t. 12345

With dates, there appears to be no problem: Sept. 1992 prints as Sept. with 1992 on the next line

The biggest glitch so far seems to be the following case:
vol. 123 no. 123 prints as vol. with 123 no. on the next line and 123 on the next line after that

There is no apparent reason why this combination of 8 characters and 7 characters will not parse correctly.

DVDs: If you have a DVD with a volume field in the item record, you have to add that information BY HAND to the horizontal label before you apply it to the ‘spine’ of the DVD case

Rush, flags, oversize, errata slips

I. RUSH BOOKS: Rush books should be cataloged as soon as possible. After cataloging a rush book, one should try to get it processed immediately. This means making a label and processing it yourself if necessary. Rush books should go out to circulation on the same day they are received by the cataloging department.

All flags should remain in the rush book so circulation can identify for whom it is on reserve. Rush books should go to the circulation desk directly and no where else. If there is a student processor in cataloging, ask them to process the book before any other books are begun.

II. FLAGS: There are several flags that may appear in a book that comes from Acquisitions:
rush: red
science: pink
science reference: light pink
reference: yellow
Colgate author: orange
special book plate: blue
circulating/non-circ lavender
hold: green

III. OVERSIZE BOOKS: All processing is the same except the spine label will be put at the top of spine rather than the bottom. The size criteria is: 35 cm. or larger as recorded in the 300 $c. (This means that the actual measured size of the book is greater than 34 cm.) Note that the oversize Locations are used only in the item record.

IV. ERRATA SLIPS: Errata/Erratum slips may appear loose inside a book indicating that the publisher has made corrections to the text. These slips should be glued in on the edge and inserted either on the particular page of error when single or just before the title page for multiple errors. Make sure if the errata/erratum slip is larger than the size of the book, that you cut edges to match up size of book.

Rush, ILL purchase on demand procedures

Procedures for Interlibrary Loan books on demand Spring 2010 Pilot 

Interlibrary loan is a service provided for students and faculty of Colgate.  The service provides access to materials not held by the libraries to facilitate study and research conducted by these individuals.  On occasion, it may be appropriate to purchase rather than borrow some of the items requested through interlibrary loan.   


  1. The interlibrary loan department will make the initial determination for which loan requests may qualify for purchase. 
  2. ILL will send an email to the Acquisitions Dept. 
    1. Acquisitions supervisor; with copy to collection development librarian. 
    2. A note in the subject line will read “ILL purchase on demand”.
    3. Provide author, title, ISBN, and link for each purchase request in the body of the e-mail. 
    4. Provide name of student requestor.
  3. The acquisitions department will reply whether or not the book will be rush ordered.  They will order from the fastest supplier, usually in-stock, via two-day shipping
  4. Acquisitions supervisor will download a bibliographic record from OCLC and  attach an order record:
    1. using ORD NOTE code “r” (rush) a
    2. FUND code IOD
    3. insert an internal Note (z): “Rush ILL on demand”
  5. Upon receipt of item, process payment then
    1. Acq Dept will insert green flag with name of requestor and give item immediately to cataloging department.
    2. Cataloging will deliver the cataloged item to the borrowing services department
    3. A hold will be placed on the book for the patron and e-mail sent as notification. 
  • NOTE: If the available cataloging record is problematic, Cataloging staff will create a brief bib and item:
      1. Bib – suppress
      2. Item - Imessage fixed field: "c" (Send to Cataloging) 
                 Message (m) field: "Send to [name] when RETURNED"
      3. Full cataloging will be done after the book has circulated."  

Placing holds

[excerpted from June 2008 e-mail from head of cataloging]

-Create item
-Select “item level holds” tab
-Click “Add patron”
-Change “Patron barcode” to “Name”
-Enter name
-Click Search button
-Choose “Place Hold” between selections : “Place hold and change status to Missing” or “Place hold”
-Pickup location should be main (alert head of cataloging if "main" is not the location)
-Dates can be left blank
-Click OK
-Repeat to add another hold if there are multiple people requesting the new item.

Overlaid suppressed authority record

If you overlay a suppressed authority record, it stays suppressed.  This means that you don’t need to flag suppressed records as locally-edited.

Former undifferentiated personal names and automatic authorities

[from January 2008 e-mail from A. Kebabian, head of cataloging]

Since the install Automatic Authorities (starting week of 01-28-08) the 400s will generate automatic changes to the bib records. In most cases (death dates!) this will be a good thing, and save us hours of work, but in the case of formerly undifferentiated names (as in these 4) there’s potential for a lot of misattribution. I have yet to figure out a way to find and deal with these cases. Sometimes there’s a note in the new record (“Formerly included on undifferentiated name record n 80131073”) but not always. Sometimes the original, undiff. name record becomes the one with distinguishing additions, and the plain heading gets a new record (and record number), which I find confusing. (see for example, the records for Wagner, Roy in LC).

In any case, I think that as we find these (a ‘processing’ 400 supplied by Marcive which conflicts with a valid form of entry for someone else) we should remove them. Hopefully, if LC later updates the record, the Marcive field won’t persist, but I don’t know that for sure (I’ll ask). In the mean time, any time you find a case like this (4xx with |5MvI which conflicts with a 1xx) DELETE IT, and mark the record ‘locally edited’ (ACode1=e, 691 w/ date & your initials). It may help as we get used to this: add a 690 with a note like “Marcive 400 deleted; conflicts with established heading”.

Individual cataloging statistics

1. New Titles: OCLC records downloaded for new books into MONDO database; items cataloged on the MONDO Acq. record.
2. Updated Records: Editing done on MONDO bib. records; overlay of existing Mondo records.

1. Updated Records: Editing such as correcting typos or adding a field (from MilCat: Authority modified)

1. New Copies/Volumes: Counted whenever an item record is attached to an existing bib record in MONDO. Includes, added copies replacements, and added volumes.
2. Updated and Retro: Editing of an item record. Retro items are updates because they are not new pieces added to the Colgate collections.

Previously located in a different classification in the existing collection.

Sent to OCLC or LC


At the end of every month, an inventory is taken of departmental supplies

Spine label printer kit (labels and ribbons)
Duplicate barcode labels and ribbons
Tattletape, long / short / mini
Date due slips
Barcodes, small
Glue (1 gallon jug)
Spine label protector
VHS case
DVD case single
DVD case double
CD case single
CD case double
CD case quad


At the end of every month, supplemental statistics, an inventory of the total number of items left uncataloged in the department, is taken. This total divides into the following categories:

A. LC titles
B. member/original titles
C. non-Roman titles
D. sound recordings
E. scores
F. microforms
G. audio-visual materials: DVDs and VHS

Re: ethnographies - refworks bibliography

[excerpted from head of cataloging, A. Kebabian's comments from February 2008 e-mail]

“Ethnography” is not used in the LC subject headings (it would be a form subdivision if it existed, but it doesn’t). The closest LCSH term would be “Ethnology”, used as instructed in the scope note:

Here, with appropriate local subdivision, are entered works on the discipline of ethnology, and works on the origin, distribution, and characteristics of the elements of the population of a particular region or country. Theoretical works on the concept of groups of people who are bound together by common ties of ancestry and culture are entered under $a Ethnic groups. $i Works on the subjective sense of belonging to an individual ethnic group are entered under $a Ethnicity. $i General works on racial, religious, ethnic, or other minority groups are entered under $a Minorities

Unfortunately, this is somewhat broader than “Ethnography” would be (requiring fieldwork, etc.) but we use that narrower definition when we add the “Ethnology” heading here.

Copy cataloging records often omit this heading, limiting subject access to the name of the group (e.g., Fang (West African people)) so that students who have a place in mind but not a specific culture would be at a loss. To supplement this, and at the request of the Reference Dept., the Cataloging Dept. began adding the “Ethnology -- [place]” subject heading where appropriate. We did not, however, limit it to “cultures in crisis” although I don’t think we ever bumped into an ethnography of fashion designers. 

The authority records for specific cultures usually include a “See also” reference from “Ethnology -- [appropriate place]” so that an exact subject search for “Ethnology -- Ghana” gives the 8 related exact subjects.


-- See Also the narrower term Abron (African people)


-- See Also the narrower term Akan (African people)


-- See Also the narrower term Anlo (African people)


-- See Also the narrower term Dagaaba (African people)


-- See Also the narrower term Efutu (African people)


-- See Also Gã (African people)


-- See Also Krobo (African people)


-- See Also the narrower term Twi (African people)

Again, however, since the term “Ethnology” is broader than “Ethnography” would be, there’s not necessarily a true ethnography of each group listed in Mondo.

Pre-Encore, I would suggest that perhaps the See Also references would be enough, and we could drop adding the “Ethnology -- [place]” headings, but since authority records are not in Encore this pre-existing structure will be lost there. (Of course, since students search for “ethnography” (the type of literature), rather than “ethnology” (the discipline), they’re going to be pretty lost in Encore regardless…)

Dropping the “Ethnology” headings would make Clarence’s routine of maintaining the list with an automated search impossible. Let me know what you decide -- we’re happy to provide the added value of the Ethnology headings if they are useful, but will drop it if it’s of no use or interest. --ann

BCode3 value 'd'

which used to have the meaning "delete" now has the definition "supp & OCLC dl". The 'd' code will suppress the bib and all attached records from display in the public catalog, indicate that VVC holdings have been deleted from OCLC, and prevent contribution to ConnectNY

[excerpted from head of cataloging, A. Kebabian's comments from a November 2001 e-mail]

Withdrawing items

[excerpted from head of cataloging, A. Kebabian's comments from an October 2006 e-mail]

The BCODE3 "n" in the bib record is the key -- if the bib is suppressed, then the holdings should be deleted.

In withdrawing items:
Change the ICode2 to 'w'
Make sure that *all* items attached are withdrawn
If, and only if, all items are withdrawn, suppress the bib (BCode3=n)

This *doesn't apply* to keyed records for Reserves, where the bib is suppressed even though the items are not withdrawn.

Replacement copies

[excerpted from head of cataloging, A. Kebabian's comments from a December 2004 e-mail]

IF the previous copies were all withdrawn & bib suppressed:
Count as new titles
Change catdate

If the previous copies were not all withdrawn (BCode3= - )
Count as added copy
Do not change catdate


Circulation will accept a replacement for books that are lost, damaged, etc.  Patrons who replace a book do not incur replacement costs, although any overdue fines are collected.

Circ staff will bring the replacement and the damaged book (if available) to Cataloging.  Fines should have been cleared.

Is the replacement the SAME EDITION? 

  • If the original book is available, use it to create “duplicate” barcodes (keep the original barcode number) and send the replacement for processing.  The replacement uses the same item record as the original
  • If the original book is NOT available, give the replacement a new barcode.  Use the same item record.  Put the old barcode number in an x-note “Replacement for 30692xxxxx”.  Put the new barcode in the b-field.

The aim is to keep all circulation & use information from the original. Statistically, nothing has happened (no withdrawal, no added volume counted).

Is the replacement a DIFFERENT EDITION?

  • Catalog the replacement normally. 
    • Give the replacement a new barcode.
    • Add an item x-note “Replacement for 30692xxxxx” [old barcode]
    • Count as a new title in statistics
  • Withdraw the original
    • Give Tami the call number and volume count for the withdrawal
    • Change BCode3 to ‘n’, item Status to ‘w’, and ICode2 to ‘n’
  • CNY Shared Print Archive wrinkles.  IF the original record has CNY Retention notes:
    • Check the CNY union catalog for the replacement edition
    • If there are no or only 1 other holding libraries, move all CNY retention notes to the new record
    • If there are many other holding libraries, check with the Head of Collection Management to determine what to do about retention responsibilities


Colgate's IType codes

[excerpted from head of cataloging, A. Kebabian's comments from a January 2002 e-mail]

000=Circulating (to both CU and CNY)
001=Non-circulating (to either CU or CNY)
002=Colgate only (no CNY circulation)
003=In-house use (CU only; no CNY or 'guest patron' loans)
004= Non-Circulating Storage (in library use only)

Just a clarification of IType 4:
This is used for items in Storage that DO NOT circulate (are in-house use only). The vast majority of IType 4 items are Cooley periodicals, indexes, etc. -- the paper copies are in storage, but there is an online equivalent available. 
So IType 4 = non-circ (for either CU or CNY). 

While we had originally thought we would lend more 'funny format' material, we have decided to be more restrictive in order to be in line with what the other institutions appear to be doing. AS OF JAN. 31, 2002, OUR DECISIONS ARE:

Monographs and annuals
Musical scores
Government documents

Oversize material (35 cm. or larger in any dimension)
Special Collections material
Reference works, Indexes and abstracts
Newspapers, periodicals
Items currently on reserve
Documents pamphlets
CD-ROMs, floppy disks, etc.
Sound recordings
Materials in Colgate's ALANA Cultural Center (most of these titles are duplicated in the Libraries' collections)

We encourage users of Connect NY to use Interlibrary Loan for items which are not available for direct patron request, or to visit Colgate University.

I-type meanings

[from a June 2008 e-mail from A. Kebabian]

Prior to CNY, the loan rules were generally controlled by a combination of Patron types and Item locations. However, once we got into CNY, there were categories of material that Colgate folks could check out but others could not request, and at that point we started using IType codes more extensively.

IType codes control circulation for our patrons and the ability to request items by other CNY patrons. They are almost totally tied to the item locations. The Bib Location / Item Location / IType / ICode2 chart is in the Cataloging Dept. manual (

IType 0 is for material that circulates, or for material for which the circulation is controlled by the Patron type. So PER and SPER locations have IType 0, and the Patron type (student or faculty) controls whether or not it can be checked out.

IType 2 (Colgate only) is a code that was set up originally for CNY -- it makes the item “non-requestable” in CNY. Since we don’t loan videos or music through CNY, locations CVID, LVID, MUSIC, and LMUSIC always have IType 2. Nor can CNY patrons ‘request’ anything that’s online, so all NET items are also IType 2. Even freely-available websites have IType 2, since you can’t request the material as you would a book. For Colgate patrons, however, it functions just like IType ‘0’.

IType 1 is non-circulating, and includes ATLS, COATLS, SPECL, SPOVR, FOVR, CMFCG, CMFCR, CGREF, REF, ROVR, CBSTK, CINX, SINX, etc., etc. etc. (including Cooley micro-collections) -- see the location chart for the complete list. Basically, it’s anything that does not circulate and does not live in LASR.

IType 3 is used for anything that would be non-circulating except for the fact that it lives in LASR, and has to be checked out when it’s picked up. It uses a 24-hr., no overnight loan rule, and is meant to keep the item in the building. All Case MicroFILM has IType 3, since it gets picked out of LASR and the system is waiting for a checkout / return / store sequence. (Plus we want to know who has it once it moves out from behind the desk).

The IType code can also be used to “over-rule” the normal Patron type / Item location loan rules on an individual basis. If we have things on the open shelves (MAIN) which are “library use only” (for example, vols. moved from the Reference stacks) the IType is set to 1 (non-circulating).

There is, however, one ‘exceptional’ LASR location -- LREF. If a Reference vol. is moved to LASR, the IType stays ‘1’ but the item can be checked out for 24 hrs. (In other words, a Colgate Patron + LREF location + IType ‘1’ invokes the same loan rule as would Colgate Patron + any location + IType ‘3’).

HK old barcode/new barcode problem

[L. Derhammer's September 2005 e-mail]

If you change a barcode before you remove the record in ASRS mode, and you discard the old barcode and now only have the new barcode, this is what you need to do to get the new barcode into the ASRS system.  This problem can occur if [the conservation technician] rebinds or boxes an item and we give it a new barcode and throw away the old barcode without removing the record from ASRS first.

  1. Call up the record in Milcat and display the item record.  Copy the call number from the bib summary above (this call number display lacks the subfields and is more ASRS friendly).
  1. Search in the HK system by call number.   If you have a volume of a set you must include the volume number in the call number search.  The call number search has proven to be more reliable than an author search or title search.  If you must search by title, your search must include initial articles and consist of the full title, the slash (but not subfield c), and any words after the slash up to 35 characters, but no more!
  1. Copy the old barcode number from the Edit screen of the record in HK.
  1. Paste the old barcode number in the item record in [Millennium], to temporarily restore the item record to the way it exists in the ASRS/HK system.
  1. Go to ASRS mode and paste the old barcode number in here to remove it from ASRS.
  1. Go back to the item record in [Millennium], delete the old barcode, and wand in the new barcode that is now on the item.

Form/genre headings

[the following document from AK 10/5/2015]



For each work of fiction, drama, poetry, etc. include a genre heading for the broad category of national literature, subdivided by the century of original publication. 
            655 _7  English fiction |y 19th century |2 local
            655 _7  Short stories, American |y 20th century |2 local
            655 _7  Spanish drama |y Classical period, 1500-1700 |2 local
If a collection spans two centuries, use two headings, one for each century
If a collection spans more than one broad category, use a “Literature” heading
            655 _7  Armenian literature |y To 1800 |2 local (includes prose and poetry)

If appropriate, subdivide for translations
            655 _7  Spanish drama |y Classical period, 1500-1700 |v Translations into English |2 local

If necessary, subdivide for the race/ethnicity of the author
            655 _7  English poetry |x Irish authors |y 21st century |2local
                        (since Irish poetry is for poetry written in Gaelic, and Irish poetry (English) is invalid)
            655 _7  Short stories, American |x African American authors |y 20th century |2 local
            655 _7  French-Canadian fiction |y20th century |2local

For these “local” main literary categories, use LCSH terms, valid subdivisions, and subdivision order. Use the |2 local, though, as the headings are not being used in a standard way.

In addition to the broad literary category, assign as many specific genre headings as apply.  Do not subdivide. 
            655 _7  Historical fiction |2 lcgft
            655 _7  Humorous poetry |2 lcgft
            655 _7  Ghost stories |2 lcgft
Note that LC does not appear to differentiate between fiction (as novel-length) and stories (as in shorter works).  Use them without regard to the length of the work – e.g., Historical fiction can apply to a collection of stories, and Ghost stories can apply to a novel-length work.

Prefer lcgft terms, but use lcsh terms if necessary, with the appropriate |2 lcsh.  Do not use an LCSH term solely in order to apply nationality – use an appropriate major category local heading instead.
            655 _7  Love stories |2 lcgft
            655 _7  Love poetry |2 lcsh  (no lcgft heading yet for this genre)
But not
            655 _7  Science fiction, American |2 lcsh



Apply valid LCGFT genre terms for non-fiction works, if they exist.
            655 _7  Autobiographies |2 lcgft
            655 _7  Essays |2 lcgft
            655 _7  Personal correspondence |2 lcgft
Do not subdivide, either by century or by author’s ethnicity.

Do not use LCSH genre-like terms for non-fiction.
Do not use       655 _7  Reportage literature |2 lcsh


[the following is excerpted from FastCat meeting notes, 25 April 2006]

Use a general form genre term, with national qualifier if appropriate, subdivided by century of composition, and |v if necessary. Other, more specific headings could also be added.

Interview with the vampire / Anne Rice
American fiction |y 20th century
Horror tales, American

By the lake / by John McGahern
Irish fiction |y 21st century
Pastoral fiction

Song of the Chang River : poem / by Yuan Chang-ching
Chinese poetry|y20th century|vTranslations into English

The 'major' form/genre headings for literary works are
Fiction: use for novels. Qualified by linguistic, national, ethnic, or regional terms, e.g. British fiction, Algerian fiction (French)
Short stories: including novellas if 3 or more works in one volume. Qualified by linguistic, national, ethnic, or regional terms, e.g. Short stories, German
Poetry: qualified by linguistic, national, ethnic, or regional terms, e.g., Chinese poetry
Drama: qualified by linguistic, national, ethnic, or regional terms, e.g., English drama
In general, don't use a form/genre heading for non-fiction books. The only exception is Essays, which can also be qualified by linguistic, national, ethnic, or regional terms, e.g., Latin American essays.

All form/genre terms are LCSH terms, and should be coded 655 _0, in which case |2lcsh is not necessary.

[the following is from a July 2007 e-mail from head of cataloging, A. Kebabian]

There's a genre heading for Graphic novels (.a16365331), so you can assign the genre heading to records for these. The subject heading is geographically subdividable, and I suppose we can subdivide the genre heading if the country of origin appears to be relevant. Don't use "Translations into English" as I doubt that we'll be buying these in their original languages. And (perhaps) the language is less relevant when half of the 'intellectual content' is non-lingual.


[excerpted from head of cataloging, Ann Kebabian's June 2006 e-mail]

All videos (VHS or DVD) are in Case Library / LASR. That will also apply to cases where there is a Cooley-classed book that has an accompanying DVD -- book will be SMAIN, but video will be CVID / LCVID. There are no video players at Cooley and they have no spot to designate for video storage, so in the case of a book with accompanying video the two will have to be split up. In the case of independent videos they all go to CVID / LCVID, regardless of classification.

I don't think we've ever had a science-classed book that has an accompanying audio CD or cassette, although I suppose it's possible. Should we get one, the audio piece will have to go to MUSIC or LMUSI) while the book goes to Cooley. If we ever had a stand-alone audio that is in a Cooley class number, then the audio CD or cassette would go to MUSIC / LMUSI. Again, there's no spot in Cooley to keep a few odd pieces like this and no players.

There have been a number of CD-ROMs that accompany science-classed books or journals, or which are issued independently. Since Cooley does have computers where these things can be used, there is a spot designated behind their Circ desk for SROM materials. Note that the "exploded" text for the SROM location is actually "Cooley Circ Desk." The SROM location is a viable one for accompanying materials as well as stand-alone CD-ROMs.

Cooley has locations for other 'funny formats' like maps and microforms. Video and audio formats are the only ones that do NOT go to Cooley, as far as I can see.

ISBNs tagged 024

In Mondo, 020 data will be in the ISBN index. 024 data will be in the numerics index.

Now that we can use 020 for the 13-digit ISBNs, we don't *need* to have both 020 and 024 for the same number, but I don't think that it will cause too much confusion in the 024. So you don't have to remember to delete the 024 if the 020 is present.

I believe that OCLC's auto conversion will take care of adding the 13-digit 020 in any case where a 024 3 is present, so you don't need to change those tags before you download.

GDocs books to be LC classed

[original email from head of cataloging to head of government documents April 2007]

Since you print the record (bib and item?) we have a critical date to use for shelving. If you all would just write the item record 'Created' date on the top of the printout and shelve with other member/original books by that date, we'd get to them in appropriate order.

If you don't have the item record in the printout, use the bib 'Created date'. Since the bibs and items are loaded at the same time, both dates should be the same. Writing the date on the top of the printout helps keep things in order.

Withdrawals from storage

[excerpted from a June 2007 e-mail by A. Kebabian]

Even withdrawn items should have the 'correct' location restored in the item record, since at some point I'm going to be going through the database looking for obsolete locations (cs2yr, cssum, parts of LMain, etc.) and it will be problematic if there are withdrawals that have to be weeded out. Also, for withdrawal statistics, it's essential to have the pre-storage location associated with the discarded piece.

Basically, if you have your hands on a piece that was in storage, the location should be changed. Since Case withdrawals come to Tami, you won't have to be doing this yourself, but you should be aware of the procedures


[original June 2007 e-mail by head of cataloging, A. Kebabian]

... OVERSIZE cut-off is 35 cm. *in the 300 |c*. This means that an *actual* measurement of anything over 34 cm. makes a book oversize, since we always round up in the collation.

Dewey call numbers and 'specl' location

[from a July 2007 e-mail from A. Kebabian]

Some Dewey books may come up to us with "specl" as the location, even though they are not at all special. They are remnants of old things that used to be part of Special Collections, and got the specl location in Mondo based on the OCLC 049. Carl will have looked at them and okayed the transfer to Main, but if you are looking for a check or perhaps trying to sort out specl & main locations, look at the 049 field. In the data manipulation for the original Mondo load, item record creation was based on the 049 codes, and one item was created for each |a. VVCA, VVCC, VVCF, VVCN, VVCP, and VVCR were all part of Special Collections. Probably only VVCP and VVCR would be today.

Colgate theses

[from a September 2007 e-mail from A. Kebabian]

A group met today to decide what to do with some of the CBSTK (CASE Special Collections Storage) materials that are coming back from East End.

One category was the Colgate thesis collection – about 2000 pieces that had brief bib records, and items & barcodes done before the stuff was moved out of the old basement. These had never been in Mondo before, so there was no real old locations or circulation rules to fall back on.

The group agreed to make the bib location CSTOR, but to display that code as “CASE LASR Misc Coll” – it can be a location that can be used for any odd-ball ‘being stored in LASR’ stuff that doesn’t fit in any other category.

We had thought to use the LLIBU (LASR Library Use Only) location for the items but that has not been added to the list of locations valid in the ASRS mode. So in order to get these things done, I’ve made the ‘old’ location for the theses “cstor” and sent them to the HK database with the new location LSTOR. I changed the display for LSTOR to “LASR Misc Coll” and given the theses the IType 3 (In house use only)

If you object to the CASE LASR Misc Coll or LASR Misc Coll terms, they can be changed. Mike P. suggested avoiding the use of “storage” in the names, since for 2 years “storage” has meant “unavailable” to our users. “STUFF” seemed insufficiently academic to me, so we agreed that Miscellaneous Collections would do. There won’t be a whole lot of interest in any of the dregs in CSTOR or LSTOR in my opinion, and these 2 locations will enable us to keep the dribs and drabs out of lists, rapid updates, etc.

Let me know if you have any questions about any of these decisions. If you want to see what any of these look like in Mondo, search for Author = Colgate University. Masters Theses Collection.

Acquisitions audio-visual retention policy

General Guidelines for accepting audio-visual materials
Into the permanent Colgate History Collection in Case Library

Until Colgate University has an archivist and adequate space for archives, materials will be added to the Colgate History collection on a limited basis. The Head of Special Collections will make decisions on what materials are added to this collection in conjunction with the Head of Collection Development.

Materials should be previewed by the [digital media services department] to make sure that the sound is audible before consignment to the Colgate history collection.

Materials of the highest importance:

Presidential inaugurations.
Commencements & Baccalaureate events with important speakers.
Lectures or speeches by important speakers, or lectures hosted by Colgate centers such as the Center for Ethics and World Societies.
Literary readings by published poets and writers.
Panel discussions or conferences hosted by Colgate faculty.
Concerts given by Colgate Faculty, but not concerts by the Colgate Chorus or Orchestra [see section below].
Reminiscences and overviews of college life if historically important.
Materials that will be accepted at the discretion of the Head of Special Collections or the Head of Collection Development:
Recordings of college events will be retained if they are likely to have historical significance. Examples might include Martin Luther King Day celebrations, or material about the college’s response to national disasters such as 9/11.

Other items if their content and anticipated use is important to the curriculum or known student research topics and they are not duplicated by other materials. Examples might include a concert of Persian music which will continue to be important to students in Core Iran, lectures/concerts by the Manhattan String Quartet, important student conferences on racism, anorexia or binge drinking unless these topics fall under the category of general orientation.

Honors ceremonies,
Founder’s Day Convocations
Graduation activities aside from the main event.
Student ceremonies and dinners. For example LASO banquet.
Conferences outside the day-to-day activities of the college;
Dance, music, or theatrical performances by student groups (Colgate 13, Swinging Gates, Resolutions, Children’s theatre)

Materials that will not be added to the Colgate history collection:
Admissions events.
General on-campus concerts by groups, whose recordings are already commercially available, will not be collected.
Orientation activities for students including annual programs on hazing, binge drinking, and sexual harassment.
Building dedications.
Memorial services.
Student carnivals or fairs.
Conferences held at Colgate but not directly related to the current curriculum.
Human Resources events.
Sporting events.
Dress rehearsals.

Policy on selected withdrawal of materials from the Colgate history collection:
Audiovisual materials that are withdrawn from the collection will be offered to the student groups or departments that initiated the recording. 
Audiovisual material that is in poor condition or that contains out dated information will be considered for withdrawal from the collection.
The library generally will not retain items that are no longer playable on commonly available hardware.

Books with accompanying discs

[from a June 2008 e-mail from A. Kebabian, head of cataloging]

We in the Cataloging Dept. are receiving more books which come with accompanying digital discs of some sort -- CDs (sound recordings), DVDs (video recordings), CD-ROMs (computer discs).  Unfortunately, there’s no straightforward way to tell *which* format any particular disc might be.

We’ve struggled with the situation for a while now.  Some that clearly say “DVD” on the disc surface will not play in a video player.  Some are definitely sound recordings, given the description of contents, but are MP3 files and do not play in a standard CD player.  For some, we have absolutely no clue what the contents might be and run around trying to find a player it will/will not play in.

Since all three formats (sound, video, computer files) *will* play in a computer, we’re proposing to save ourselves time and trouble (without seriously inconveniencing our users) by describing *all* these accompanying discs as “digital discs”.  We will not include a “System requirements” note in the catalog record, although we will include a note transcribing any information that appears on the disc surface.  Since all formats will play in a computer, we are proposing the location “Case Computer Files” (i.e., LASR Computer Files) for all accompanying discs.

Note that this proposal pertains ONLY to discs issued with books.  We will continue to describe 4 3/4” discs containing stand-alone sound recordings as CDs, those with stand-alone videos as DVDs, and those with stand-alone computer files as CD-ROMs.

Here are 3 sample records, with the pertinent fields in bold.  Please let me know if you see any difficulties with this proposal.  We appreciate your feedback.  --ann

Record 1 of 3

TITLE        The hidden world : survival of pagan shamanic themes in European fairytales / Carl A.P. Ruck ... [et. al.]
IMPRINT      Durham, N.C. : Carolina Academic Press, c2007.
DESCRIPT     ix, 415 p. ; 23 cm. + 1 digital disc (4 3/4 in.)
CONTENTS     Overture : remnants of a forgotten world / Carl A.P. Ruck, Mark Alwin Hoffman -- Heretical visionary sacraments -- Carl A.P. Ruck, Blaise Daniel Staples -- Roses, apples, and the fairytale mushroom / José Alfredo González Celdrán, Carl A.P. Ruck, Mark Alwin Hoffman, Blaise Daniel Staples -- Wily bears / Carl A.P.  Ruck, José Alfredo González Celdrán, Mark Alwin Hoffman, Blaise Daniel Staples -- Conniving wolves / Carl A.P. Ruck, Blaise Daniel Staples, José Alfredo González Celdrán, Mark Alwin Hoffman -- Consuming passions / José Alfredo González Celdrán, Carl A.P. Ruck, Blaise Daniel Staples, Mark Alwin Hoffman -- The sleep thorn / José Alfredo González Celdrán, Carl A.P.  Ruck, Blaise Daniel Staples, Mark Alwin Hoffman -- Into the eye of the beholder / Carl A.P. Ruck, José Alfredo González Celdrán, Blaise Daniel Staples -- Fairy weddings / Carl A.P. Ruck, José Alfredo González Celdrán, Blaise Daniel Staples, Mark Alwin Hoffman -- Stewed in god's brew / Carl A.P. Ruck, José Alfredo González Celdrán, Blaise Daniel Staples --Familiar foods / Carl A.P. Ruck, José Alfredo González Celdrán, Mark Alwin Hoffman, Blaise Daniel Staples -- Melusina of Plain courault / Carl A.P. Ruck, José Alfredo González Celdrán -- Coda : the kiss of the Green Knight / Blaise Daniel Staples
NOTE         Titles on DVD: Heretical visionary sacraments amongst the ecclesiastical elite : a DVD video slideshow / written by Carl A.P. Ruck and Blaise Daniel Staples ; produced by Peter Webster; narrated by Carl A.P. Ruck. Melusina of Plaincouralt : a DVDvideo slideshow / written by Carl A.P. Ruck, Blaise Daniel Staples, and José Alfredo González Celdrán ; produced by Peter Webster ; narrated by Carl A.P. Ruck
BIBLIOG.     Includes bibliographical references and index.
SUBJECT      Fairy tales -- Europe -- History and criticism.
SUBJECT      Fairy tales -- Europe -- Classification.
SUBJECT      Shamanism in literature.
SUBJECT      Symbolism in fairy tales -- Europe.
ADD AUTHOR   Ruck, Carl A. P.
ALT TITLE    Heretical visionary sacraments amongst the ecclesiastical elite.
ALT TITLE    Melusina of Plaincouralt.
OCLC #       60341516.
ISBN/ISSN    9781594601446 (pbk. : alk. paper)
ISBN/ISSN    1594601445 (pbk. : alk. paper)
1 > CASE Main       GR135 .H53 2007                           AVAILABLE
2 > CASE Computer Files GR135 .H53 2007 Disc                      AVAILABLE
Connect to Table of contents

Record 2 of 3

AUTHOR       Dalle Vacche, Angela, 1954-
TITLE        Diva : defiance and passion in early Italian cinema / by Angela Dalle Vacche ; foreword by Guy Maddin.
EDITION      1st ed.
IMPRINT      Austin : University of Texas Press, 2008.
DESCRIPT     xviii, 310 p., [8] p. of plates : ill. (some col.) ; 26 cm. + 1 digital disc (4 3/4 in.)
BIBLIOG.     Includes bibliographical references (p. 282-296) and index.
NOTE         Title of accompanying digital disc: Diva dolorosa / a film by Peter Delpeut.
SUBJECT      Women in motion pictures.
SUBJECT      Motion pictures -- Italy -- History -- 20th century.
ALT TITLE    Diva dolorosa.
OCLC #       168722633.
ISBN/ISSN    9780292716612 (cl. : alk. paper)
ISBN/ISSN    0292716613 (cl. : alk. paper)
ISBN/ISSN    9780292717114 (pbk. : alk. paper)
ISBN/ISSN    0292717113 (pbk. : alk. paper)
1 > CASE Main       PN1995.9.W6 D35 2008                      AVAILABLE
2 > CASE Computer Files PN1995.9.W6 D35 2008 Disc                    AVAILABLE
Connect to Contributor biographical information
Connect to Publisher description
Connect to Table of contents only

Record 3 of 3

AUTHOR       Gardner, Robert, 1925-
TITLE        Making Forest of bliss : intention, circumstance, and chance in nonfiction film : a conversation between Robert Gardner + Ákos Östör.
IMPRINT      Cambridge, Mass. : Harvard Film Archive : Distributed by Harvard University Press, c2001.
DESCRIPT     135 p. : col. ill. ; 27 cm. + 1 digital disc (4 3/4 in.)
SERIES       Voices and visions in film.
NOTE         Transcription of a conversation held toward the end of Apr. 1987.
BIBLIOG.     Includes bibliographical references (p. 134-135)
NOTE         Title of accompanying digital disc: Forest of bliss / a film by Robert Gardner.
SUBJECT      Forest of bliss.
SUBJECT      Vārānasi (Uttar Pradesh, India) -- Social life and customs.
ADD AUTHOR   Östör, Ákos.
ADD AUTHOR   Harvard Film Archive.
ALT TITLE    Forest of bliss.
ALT TITLE    Forest of bliss.
OCLC #       47289482.
ISBN/ISSN    0674007875.
ISBN/ISSN    9780674007871.
1 > CASE Main       DS486.B4 G38 2001                         AVAILABLE
2 > CASE Computer Files     DS486.B4 G38 2001 Disc              AVAILABLE


Directions for dealing with withdrawn items in HK

Periodic check that if item is withdraw in in Mondo, the record was removed from the HK database.

1.  Make a list of all the items with status w and location beginning with "l" (as in LASR)

2.  Check the HK database to make sure the items are still in it.  (They may not be, even though location is still lcvid or whatever)
            Items not in HK can have the location changed manually in MONDO.  Also delete 'm field'; OLDLOC cannot be deleted.

3.  Check bib-suppression if applicable.  If bib suppressed, assume count went to the acquisitions supervisor.  If not, give the acquisitions supervisor the call # of bib to be suppressed.  Check item suppression if applicable.  If item suppressed, assume count went to acquisitions supervisor.  If not, give acquisitions supervisor call # of bib, and say that this was an item that got withdrawn without suppressing the bib.

4.  Change item status to "t" (from w).  use global update if big file

5.  Remove items (by review file) from HK.
            If you get "error removing item", it's usually because of hanging transactions.  Give to cataloger to delete hanging transaction and remove.

6.  Change item status in review file back to "w".  Sort list by bcode3 just to give a final check of suppression.  Make sure all is well.

Do at the beginning of each semester

AK/AW as of 5-1-2009

Transfers from the reference collections to the main collection

Transfers from the Reference to Main collections will become somewhat more complicated due to the cancellation of so many standing orders. The acquisitions supervisor will be receiving on a firm-order record rather than the standing order record, and most likely will miss the disposition instructions that were part of the standing orders.  Also, there are no "non-circulating" items in the Main collection -- they are either IType 0 (normal loan period) or IType 3 ("In-House use, or a 24-hr. loan period).  The difference is not always noted on transfer slips.

Some suggestions:
- Check All attached records, to see if there's an old standing order that will give you instructions
- If a Standing Order record says "transfer to Main, non-circ", use the IType 3 (In-house), not 1 (non-circ)
- If a transfer slip just says "Send to circulating collection" check to see what IType other items have and use that
- If it's a "one-off" (no other items) and only instruction is "Send to circulating collection" use IType 0 (normal loan rules)
- Either way, the IType must be changed for *all* items moving from Ref to Main

You can always check with a reference librarian or the collection development librarian if you're completely unsure what to do about the IType.

Policy: authors of graphic novels who also write in prose

We decided (Feb 2016) to unify these into PR, PS, or whatever rather than have them split between there and PN.

aw as of 2/25/2016

Policy: 130s for the sake of uniqueness

We decided (Feb 2016) to remove 130s produced only so as to give a 245 uniqueness



Daily heading reports


Protecting local edits with Marc indicators

Tag    Ind 9
010     2nd
043     2nd
050       1st
053       1st
090       None-always protect
093       None-always protect
360     2nd
400     2nd
410     2nd
411     2nd
430       1st
450     2nd
451     2nd
455     2nd
500     2nd
510     2nd
511     2nd
530       1st
550     2nd
551     2nd
555     2nd
642     2nd
643     2nd
644     2nd
645     2nd
646     2nd
667     2nd
670     2nd
675     2nd
678     2nd
680     2nd
780       1st
781       1st
690       None-always protect
691       None-always protect

ACode1 = e

Add |5VVC to end of edited fields


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