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Collection Services Policy and Procedure Manual: Cataloging General Instructions

Mission statement

In order to support our mission, the department strives to:

  • Catalog newly acquired materials quickly, efficiently, and accurately
  • Re-catalog retrospective materials to improve or provide access
  • Provide standardized access to names, subjects, and series titles
  • Keep current with national cataloging standards
  • Constantly review cataloging policies and procedures
  • Respond promptly to questions or requests for changes to our catalog records
  • Maintain accurate holdings in OCLC for national and international access to our Library’s materials

Cataloging tools and links

The link is to the NY Law School cataloging guide.  This guide has great links to aid in general cataloging, subject and classification help, etc. Chose the Cataloging Tools tab.

One of the links takes you to the website for Special Libraries Cataloging, Inc.  The free logon to that site is nancycowden, password payton1949.  Anybody can create a free logon to use their cheat sheet which lists many online cataloging aids.

General cataloging information

General cataloging guidelines:

Process Permanent Reserve items first, then books with notify/request slips in them, then other materials.

Copy Cataloging Procedure:

Search  in OCLC for a record that matches what you want to catalog.  OCLC has some good aids on their website

  the most helpful for catalogers being OCLC's Librarian Toolbox


 Look for OCLC records with DLC (Library of Congress) in the 040 field which means that LC cataloged the material; if none are found, use the best record available. In general, use the record with the most holdings attached.

Compare the record to the item in hand. It must have the same author, title, publisher, date, physical description (pages, volumes) and format (paper, fiche, film, electronic, DVD, videocassette, etc.) If any of these do not match the item in hand, you cannot use the OCLC record. Either continue searching for a closer match or original cataloging will have to be done.

If the OCLC record matches the item:

--Read through and correct any typographical errors (F7 to use OCLC's Spell Check)

--Remove all call number schemes other than the Library of Congress (i.e, fields 82, 92, 55, 60; keep the LC 050 and/or 090 fields).  Keep field 086 which is the SuDoc call number field.

--Subject Headings: remove any subject headings (650, 610) that do not have a zero in the second indicator position(i.e, 650 4 (UK headings or 650 6 (Canadian/French headings), 650 2 (medical/MESH subject headings)) and any 653 subject headings.

--If you have time, add the table of contents information, especially for books with essays or conference proceedings.

--Do a search on the call number in Voyager to see if the number has been used. If the item is a 2nd or higher edition, do a title search in Voyager to see if we have any of the previous editions; if we do have another edition, use the same call number (changing only the date) so that the titles will stay together on the shelf.  If the call number is OK to use and if the subject of the book seems to fit in with others in that same area, call number checking is complete. If there is not a call number in the OCLC record, or you suspect the call number is wrong, consult the LC Call Number Schedules and change if necessary. If the call number has already been used by titles in our library, change it to fit on the shelf by modifying the cutter number.

Write the call number in pencil on the right hand side of the inside front flylear. Put a barcode label on that page at the upper center edge of that page as well.

Add a 590 field to the record with the price of the book, the Purchase Order Number, and the barcode.

Produce or update the record on OCLC to finish the process, This will add our OCLC symbol (OKY) to the online record and signal to other libraries that we own the item for Interlibrary Loan (ILL) purposes. The difference between the two is that using the Produce command will put the title on our accession list.  Use the Update command for items we don't want on the list like all electronic titles, records we have previously cataloged and now are just doing revising, and microfiche GPO titles.

Import the record into the catalog database and create a holding record and item/barcode record.

Create a spine label (currently using software from Gary Strawn that works with Voyager) and physically process the item with property stamps on edges and interior, date stamp on the flyleaf, and tattle tape, and cover the spine label with book tape. Add any other special information stickers as necessary.

049 field

In 1980 when we first started using OCLC we set up field 049 to hold information about special collections.  This is no longer done but there are many records in VCAT that still show this information in the 049 field.  It can be changed to OKYC or not.






General Material Designators = GMDs

In RDA, the new cataloging rules effective in 2013, GMDs [general material designations] are no longer being used.  We still intend to use GMDs in our local catalog for videos, microforms, electronic resources, etc.  This is a great aid when searching to know what type of record you are looking at.  We have some titles that we hold in several different formats [paper, microform, and electronic for example].  If you are looking for the paper and not the microform record this GMD designation shows up on the first search results screen and helps direct you to the correct record on your first click.  In RDA the description of an item will be in the 300 field.  We intend to keep those fields in our record but to also to add the GMDs.  


The official GMD terms are -- 

   Chart, electronic resource, graphic, kit, microform, realia, sound recording, videorecording. 

There are others but these are the ones we have used the most.


These are found in the 245 (title) field in subfield h. Sample of how to enter the information into our VCAT bib record:

      245 bb  The art of war $h [microform]. 

New editions

When a new edition is received we are now trying to mark the old edition(s) "no longer being updated". The catalog record also gets a 500 field added saying "Being replaced by ...edition" if volumes are coming in slowly for the new edition. When the new edition has completely replaced the older edition the 500 field will say "Replaced by the ....edition".

At one time we had yellow stickers that said "This volume is no longer begin updated" that we put on the old editions. We also used these for items that we had cancelled the standing order. At one time we used a stamp that says the same thing. We stamped the inside first page and any supplements including pocket parts with this stamp.

Currently we are using stickers that say "NO LONGER UPDATED" that we make in-house.

Available Online stickers

In 2012 we began putting stickers that say "Available online" on the spine of books that were available in Westlaw, Lexis, HeinOnline, LoisLaw, etc.  Circulation put the stickers on the books in the stacks.  Collection Services will now continue adding stickers to serial volumes that we check in and process. 

For serial titles that are available thru Westlaw and Lexis we also put a note inside front cover that says "Law students and law faculty may have online access to this material.  Consult a librarian for assistance".  These notes are made in-house and scotch taped in the book.

A note has been added to the check-in records so we know which titles need these stickers/notes.


Cataloging links

Here are some helpful cataloging aids --


When to create a new bib record


Example of BOUND WITH

See Kathy for instructions on how to show BOUND WITH in the mfhd.  Multiple 014 fields are put in the mfhd with the bib number of all items bound together or boxed together.

800 N. Harvey Oklahoma City, OK 73102 405.208.5271