LIBRARY ASSOCIATES REINSTATEMENTS

Jan. 14, 2008

Info about the Katrina-basement flooded materials (GovDocs, Media collection, Microforms, Music, Protective Storage, Storage, and cataloging backlog)

NOTE:

All Katrina locations begin with k (koch, however, is not a Katrina location). Things from the cataloging background, however, have the location for which the pieces was ordered (plus usually a public note in Voyager regarding the probable flooding).
The previous location was added as a non-public note in the holdings record.

e.g. |x Previous location: mus,ref

If all item records were changed to the same Katrina location, the holdings record location was also changed to that location and the holdings record was suppressed. If all holdings records on a bib record were suppressed, the bib record was suppressed.

NOTE: Records were also previously suppressed when pieces were withdrawn for other reasons, so a 2-volume set may have had 1 volume that was in the basement and has now been returned, but a 2^nd volume that was previously lost by a user and subsequently withdrawn – so the item record for the returned volume should treated appropriately; the holdings record should be unsuppressed, and the 866 field needs to indicate what volumes are still held; the bib record should be unsuppressed.

We have not yet used withdrawal procedures in Voyager for titles from the basement, since many are coming back. OCLC still shows that we own these titles, so does not have to be updated as materials are returned from Belfor.

====================:.

CHECKING AND EDITING RECORDS

In performing work, first check the information in this order: bib, holdings, item record. (Some pieces do not have item records; you are to create item records for them in the process of this work.) After getting to the item record, then make changes as appropriate, first to the item record, then the holdings record, and finally, the bib record.

CHECKING RECORDS

BIBLIOGRAPHIC RECORD INFO

Compare the information on the piece to that on the bib record, to make sure that they match.

The call number in the bib record may not match that on the piece (the holdings record call number should match that on the piece).

HOLDINGS RECORD INFO

· Be absolutely certain that you are working with the correct holdings record (correct copy) – copy number is in holdings record field 852 |t.

· Check the following fields on holdings (Mfhd) records:

— Leader: Type

x = single-volume monograph

v = multi-volume monograph

y = serial

— 852

|b: location [see Appendix of locations for certain call nos.]

|t: copy number (not present for copy 1)

|h & |i: call number:

|x: nonpublic note, including indication of previous location to which this volume is to be returned

|z: public note, including a note in active serial records about pre- and post- 2006 holdings

— 866, 867 (supplements), 868 (indexes)

|a: list of volumes held (serials and multiple-volume sets)

|x & |z: staff and public notes; similar treatment to those in 852 field

ITEM RECORDS

NOTE: A piece may lack an item record at this point. Note that a piece may have a barcode but no item record.

If your piece is part of a serial or multiple-volume set, check to see that you are looking at the appropriate item record for your volume.

· The barcode (or OCR number) should match.

· Enum field should match (when appropriate)

· Chron field should match (when appropriate)

· Copy number should match

· Should not have a “Withdrawn” status or note; if it does, show your supervisor.

EDITING RECORDS

ITEM RECORDS See also online documentation on Item records:

http://www.tulane.edu/~techserv/localdoc.html#item

Each piece-in-hand should have an item record when you complete your work on it. If the item does not have an item record at this point, create one (as applicable for its location).

· Barcode:

· Barcodes should be added in the right leaf of the inside back cover near the top.

· Old OCR labels (numbers only, no “zebra-striped” barcode): replace with a barcode. Use the drop-down ellipsis in the Barcode field to enter the new barcode and save as the active barcode (leave the old OCR number as an inactive barcode number)

· Perm. Loc.: Change to the non-Katrina equivalent (see Locations list)

· Item Type: Must be a valid item type for that location (see Locations list)

· Enum and Chron (only for multiple volumes, including serials): must reflect your piece.

· Pieces: If the volume can be separated into separate pieces (e.g. 1 bound score with 2 parts in pocket), change the “Pieces” count to reflect this. Also add a note regarding this information. (See online documentation on item record “Pieces”)

· Add the Statistical category “BelforRestored” ???

· Notes: If any volume you have is listed as withdrawn or missing (not due to Katrina-related flooding), check with your supervisor. [see our “reinstatements” and “withdrawn” documentation for treatment for reinstating/withdrawing single volumes]

HOLDINGS RECORDS (See also online documentation on Holdings records)

http://www.tulane.edu/~techserv/localdoc.html#holdings

· 852 field |b: Remove “k” from beginning of location code and delete the “|x Previous location …” note.

E.g. 852 00 |b kmus |h ML100 |i .J46 1994 |x Previous location: mus

Is edited to: |b mus |h ML100 |i .J46 1994

· 866 field: If any volume is listed as withdrawn or missing (not due to Katrina-related flooding), check with your supervisor. [see our “reinstatements” and “withdrawn” documentation for treatment for withdrawing single volumes]

· “Suppress from OPAC” button (on System tab) — Deselect this, so the record will display.

Decision we still have to make:

“Suppress” button and MULTIPLE volumes:

If all pieces represented by this holdings record are present in the library, uncheck the box.

As soon as the first item record has been reinstated, uncheck the box.

?? NOTES about imperfect volumes, including missing pages

BIBLIOGRAPHIC RECORDS

· “Suppress from OPAC” button (on System tab) — Deselect this, so the record will display.

· 948 field for statistics: add … ??? or 949 in holdings record?? -- or just go with operator name which will automatically be placed in each item record??

PHYSICAL PROCESSING — (for full instructions for processing for each location, see the online documentation for Processing)

http://www.tulane.edu/~techserv/processing%20section%20manual%20rev%2020070319.html

RARE locations (including “mus,rare”): Special handling (generally, do not process)

Processing done on non-rare items:

Call number should be on piece and on all parts (OK to be penciled on musical parts)
Label creation and application, as needed
Date due slip insertion – or, for journals and non-circ items, “DO NOT CIRCULATE” stamp – on inside back cover, on left side
Security strip insertion
Property stamping, top and bottom edges

Questions about binding – see your supervisor.

APPENDIX:

LOCATIONS

NOTE:

Katrina Holdings locations have a “k” in front of the “normal” location

Katrina Item Permanent locations begin with “Katrina”, followed by the “normal” holdings location code.

Holdings Location (all lower-case)	Item Location

mic	HT Microforms
mic,estc	HT Microforms (ESTC)
mic,indx	HT Microforms (Indexes)
mic,jazz	HT Microforms (Jazz)
mic,lal	HT Microforms (LAL)
mic,lc	HT Microforms (LC)
mic,lou	HT Microforms (LA COLL)
mic,mus	HT Microforms (Music)

gov	HT Gov Docs
gov,indx	HT Gov Docs (index area)
gov,ref	HT Gov Docs (reference)

mus	HT Music
mus,av	HT Music (audiovisual)
mus,cd	HT Music (compact discs)
mus,over	HT Music (oversize)
mus,pres	HT Music (preservation)
mus,rare	HT Music (rare)
mus,rec	HT Music (recordings)
mus,ref	HT Music (reference)
mus,res	HT Music (reserves)
mus,score	HT Music (Dewey scores)
mus,tape	HT Music (tape cabinet)
rare OR lou

stx,cage	HT Protective Storage