New York School of Interior Design (NYSID) Materials Processing

All New York School of Interior Design (NYSID) cataloging is done by a Senior Copy Cataloging Assistant (currently Marion Drage).

Unpacking

NYSID items are sent 1) from the Library, or 2) directly from the distributors, such as Baker & Taylor. While unpacking, check packing lists in each box. Make a photocopy of packing lists from book distributors for your record and send back the original and the invoice, if any, to NYSID.

If there are missing items, send e-mail to Paul Glassman (paul@nysid.edu).

Bibliographic Searching

Search items from NYSID in BobCat. If the title is already in BobCat, add the NYSID item as an added location. Use the Dewey class number found in the 082/092 field in the MARC record; construct the Cutter using the Cutter-Sanborn table. Print out the complete BobCat record and insert it in the item.

If there is no matching copy in BobCat, or if the MARC record in BobCat lacks an 082/092, search the title in OCLC/RLIN. If matching copy is found, consult the document “Instructions for Further Searching” to determine criteria for accepting member copy. If acceptable copy is found, put or export it, print it out and put the printout in the item. If a Dewey call number for the title is found, construct a Cutter and write the call number on the t.p. verso of the item after checking it against the online shelflist.

If related edition copy is found in BobCat, use the “Copy Cataloguing” command in ADVANCE to create a record for the NYSID item. If no related edition copy is found in BobCat, search OCLC/RLIN for related edition copy. If found, put or export it, put a printout in the item, and edit the record to match the item in hand. If the item is not in RLIN or OCLC (0 RLIN - 0 OCLC), even for related editions, put a NYSID flag in it and put it on the Original Cataloging Shelf. If matching/related copy with no Dewey call number for the title is found, put or export it, and search RLIN for another title having the same first subject heading. Check the MARC record for an appropriate 082/092 for the NYSID item in hand. If no appropriate call number is found, construct a Dewey call number for the NYSID item.

Editing

When processing RLIN/OCLC member copy for NYSID items, edit any discrepancies in the record to match the item in hand. Create a Public Note note to accommodate copy specific information, such as printing date.

Analysis

For added copies/volumes, follow NYSID treatment decisions for analysis. For added locations, accept treatment decisions made for Bobst and/or Consortium items. (If these differ, follow treatment decisions made for Bobst items.) For new cataloging, follow LC policy.

Item Processing (other than Special Collections)

NYSID items arrive at Bobst with the Circ/Collection Code penciled on the t.p verso. The call number for these items should be written, in pencil, directly below the Circ Code. The items that are sent directly from distributors, such as Baker & Taylor, do not have a Circ/Collection Code. These items are treated as SIDM during the cataloging process, and the Circ/Collection Code is written above the call number on the t.p. verso.

Use “Non-circulating” in the call number suffix field on the Item record for items designated as SIDLU (Library Use), and SIDRF (Reference).

Each item (except those for SIDSP) will need a NYSID barcode affixed to the top of the first page that faces the inside front cover. All items taller and/or wider than 33 cms. are considered Oversize for all NYSID locations. The word “Oversize” should be written above the call number on the t.p. verso, and added one space after the last digit in the Cutter on the item record.

When an item is ready to be labeled, file its item record status as “Bobst Labelling” (status code 415). **Items that have been cataloged originally are an exception to this rule; the record status should be “In cataloging” and the item returned to the Senior Copy Cataloging Assistant for call number assignment. Once the call number is assigned, the status will be changed to “Bobst Labelling.”

Leave the NYSID flag and the printout (with Circ/Collection Code and call number written on it) in the item. Place the BobCat record in the item for originally cataloged materials.

Item processing (Special Collections)

Indication of Special Collections materials (SIDSP) will be via a 2 1/2” x 10” acid free rare book insert that marks the title page. The call number and barcode are to be affixed to this insert, not to the book itself. The call number, written in pencil, goes at the top of the insert, and the barcode should be affixed to the bottom. The item will not get a spine label, date due slip, rubber stamping, or tattle tape.

Items housed in phase boxes should always be considered Special Collections. The acid free rare book insert will be placed at the title page and call number and barcode placement are the same as above for non-boxed special collections materials. The item itself will not get a spine label, date due slip, rubber stamping, or tattle tape; however, the phase box can be labeled with a spine label, either in pencil or with a computer-generated label.

Use “Non-circulating” in the call number suffix field on the Item record for items designated as Special Collections.

Item processing (CD-ROMs)

Books with CD-ROMs

NYSID books with accompanying CD-ROMs/disks in book pockets are processed as two separate pieces; they do not follow Bobst practice to treat these items as a single “Piece.” CD-ROMs at NYSID are shelved in a closed area, but circulate on a 7-day loan period (Circ code SIDAV), unless they accompany an item that does not circulate.

Barcode the book and CD-ROM, putting the CD-ROM barcode on the top-side of the disc. Catalog as a multi-part with both book and CD-ROM Pieces.

The CD-ROM will remain in the book pocket and will not be labeled by the Senior Labelling Assistant (currently Robert McKanic). NYSID staff will remove the CD-ROM from the pocket upon check-in. The CD-ROM will be placed in a jewel case and labeled by NYSID staff.

See LCN 12106567 for an example of a NYSID book with an accompanying CD-ROM.

CD-ROMs Only

The barcode is put on the top-side of the CD-ROM. The Circ Code is SIDAV.

CD-ROMs in jewel cases are given to the Senior Labelling Assistant for labeling. CD-ROMs in cardboard containers are not labeled; the CD-ROM will be placed in a jewel case and labeled by NYSID staff.

Call Numbers

The NYSID library uses the Dewey Decimal system for its collection.

In many instances, NYSID call numbers should not extend beyond the first slash in the 082 in RLIN/OCLC records (or first apostrophe on the CIP record on the book t.p. verso if there is no 082 in the record), e.g., use 720.973 for 720/.973/0904. Check the online shelf list before extending a Dewey number beyond the first slash or apostrophe. Call numbers found in 092 fields will not contain slashes, so it is imperative that the online shelf list (and the CIP data, if present) be consulted for member-assigned Dewey call numbers. When in doubt, consult Paul Glassman (paul@nysid.edu) at NYSID.

NYSID call numbers are formatted as follows.

     Class: Dewey class number; decimal (if present)
     Cutter: Cutter

For biographies, and works about a particular artist/architect/designer, add a Cutter number for the artist/architect/designer before the Cutter for Main entry.

     Examples:
         Biography of Alvar Aalto
         Class: 720.92
         Cutter: A112 P362


         Works about an architectural firm, Greene & Greene
         Class: 720.922
         Cutter: G795 B743

After adding the item in the Pieces record, go to the Locations display and select “MARC Holdings.” Change the indicators in the 852 field from “BB” to “1B” to indicate that the class scheme is Dewey.

Labeling

When ready to be labelled, all NYSID items, including paperbacks, are put on the Priority Labeling shelves. If the NYSID book has a dust jacket, the label should be placed on the dust jacket.