Member Copy Workflow

Pull member copy items at the PULL BOOKS FROM HERE sign on the Member Editing shelves. Each item should contain a printout. If the copy was obtained by Further Searching, the printout will be a complete MARC version of the record. If the copy was obtained by MARCADIA (RLIN's automated search software), the printout will have the 1XX, 245, 300, 6XX, and call number fields on the left side of the page.

When cataloging Member Copy, always begin with a title search in the BMC. This is done to locate the record with the In Processing item, and a title search will also locate any duplicate records that may exist. You may find a full-level record in the BMC because Acquisitions used an RLIN/OCLC or other record to order the item or another location has received the item since the order was placed. If a full-level record is found in the BMC, it should be used for cataloging. (If you have a printout of full-level copy that was PUT or exported to the Workfile but will now not be needed, you should go to the Workfile and delete it. If the printout indicates that the Workfile record is significantly better than the record in the BMC, you may proceed with Replacing the copy in the BMC.)

If you do not find full-level copy in the BMC, note the LCN of the in-processing record as you willneed it in the Replacement process (the LCN will often be on the flyer in the book).

Do a title search in the Workfile to find the record that matches the item in hand. Verify that the record matches the item in hand bibliographically. Be sure, if it is appropriate, that it has valid LCSH subject headings. Check the 1XX, 245, 260 and 300 fields and note if the item meets the Oversize criteria. If it matches, you should "f"ile the record to the BMC and delete it from the Workfile (status "23" to delete from Workfile and file to BMC). If ADVANCE gives you error messages, consult "Evaluating member copy" (78B) for instructions on various fields. If you do not need the Workfile record(s), it should be deleted (status "2" to delete from Workfile).

Note: Editing the record may be done in the Workfile or BMC. The whole record, bibliographic and item, should be scrutinized as appropriate by the time you are done with the book.

Return to the BMC and do another title search. This should locate both the record with the attached In Processing item, and the record that has just been brought over from the Workfile. Replace the ACQ record with the Workfile record by the following process, but be sure that both records are the ones you expect (that is, the full-level record and the minimal record with the In Processing item):

1. select and "r"etrieve the full-bibliographic record (the "good" bib record)
2. hit "rrr" (replace) to initiate the process
3. search by LCN for the ACQ/In Processing record (LCN= )
4. "r"etrieve that record (the "bad" bib record)
5. enter
6. "ff"ile the record and use status "3"
7. "y"es
8. "y"es
9. enter

Choose the remaining full-level bibliographic record which now has the In Processing item attached. (Note that the LCN of this record is now the LCN of the former ACQ record.) You are now ready to evaluate the bibliographic record. Consult the "Evaluating member copy" document (78B) for detailed instructions.

Once the editing is complete, you will need to check the call number against the online shelflist. The call number will usually be in 050 or 090, but sometimes the call number on an RLIN record will be found in a 950 field. If the call number has been assigned by one of the catalogers, interns, or senior copy catalogers, it will be pencilled on the t.p. verso. If the call number for the item in hand conflicts with the call number for another already cataloged item, adjust the cutter of the one in hand so that it fits in, alphabetically. If , after a perusal of the shelflist, the call number for the item in hand seems "wrong," put the item, with the printout inside, on the Questionable Call Number/Subject Headings shelf. Write "check call number" on the printout and add your initials if you would like to have the item back. If the call number on the printout is in the ML or MT class, put the book and printout onthe book truck in the Music Cataloger's office (currently Matthew Wise). Call numbers in the designated Near Eastern categories should be referred to the Middle East Studies Librarian (currently Meryle Gaston).

Another exception to the usual call number shelflisting policy involves "literary numbers." If the item in hand is a work (or selected/collected works) of belles-lettres (fiction, poetry or drama) by an individual literary author; or a work of criticism about an individual literary author's work; or the biography or correspondence of an individual literary author, the call number must be checked (or assigned if there is none on the printout) by a librarian, intern, or senior copy cataloger. Most of these call numbers will be in the PQ, PR, PS, PT and PG classes. Call numbers in one of the P subclasses that do NOT need to be checked by a librarian include those for: screenplays and journalism (classed in PN); works of literary history; works about literary forms, genres, styles, or movements; works on particular classes/nationalities of authors; and anthologies comprised of several authors' works.

The final online step involved when cataloging Member Copy is the item record for the Holdings Information.

From the retrieved bibliographic record you may choose "i"tem update. This will display all available items. Choose the number of your In Processing item. For example:

• "1" enter
• add the call number (which has already been shelflisted) (line 6)
  Class: PQ3989.2.K45
  Cutter: P48 1997
• add the appropriate circ code*** (line 11) (if you are unsure, you can hit "??" in that line and the system will prompt you with the possibilities)
• choose "s"tatus enter
• "0" enter
• "y" enter
• * enter
• "f"ile your changes
  
  

  If the item does not circulate you need to type "Non-circulating" in line 9 Call # suffix.

  ***Be sure that the circ code matches the circulation policy, e.g., BOBLU, BTAM.

  If you are dealing with branch or consortium materials, you will also need to be sure that the following lines of the Holdings are appropriate:

  Institution
  Bldg/subloc
  Collection
  Call no. prefix
  

  Once cataloged, hardcover items should be placed on the labeling carts near the corral. Paperback items should be placed on the Bindery Truck at the front of the corral. All paperbacks should have the last 9 digits of the item barcode written on the t.p. verso, in case the real barcode falls out on its way to the bindery. All items should have the call number noted, in pencil, on the t.p. verso.