Library Technical Services

Scope: This procedure provides guidelines for the inputting of bibliographic records into the Voyager system for newly acquired print monographs when no other cataloging copy is available. While all fields in our preliminary records are important, some are more critical to Batchmatch matching than others and that information is annotated in red. Also see Distribution of Non-Fastcat Books after Receiving/Inputting and CUL Locations Requiring Special Treatment ("This" Ed. and "A" Libraries).

Contact: Pedro Arroyo

Unit: Inputting

Last Updated: 03/04/08

Date of next review: March 2008

Creating a bib record

Creating a holdings record

Final steps

Marcadia matching

A. Create a Preliminary Bibliographic Record   

    See also Creating Bibliographic Records.

From menu bar in Voyager, choose Record -> New -> Inputting.tem
Add data to template as follows:

Fixed fields

• Leader - Make sure that the Encoding level is set to 5 for Partial (preliminary) level
• 008  [Correctness of data is critical for Batchmatch matching]
  • Select s for single date or m for multiple dates
  • Key in appropriate date[s] of publication
  • Select the appropriate place of publication code
  • Select the appropriate language code

Variable fields--Add the following variable fields, when the information is available

• 010 - Library of Congress control number [Required if available--Correctness of data is critical for Batchmatch matching]

        010::[space][space]2003000915

• 020 - ISBN, international standard book number  [Required if available--Correctness of data is critical for Batchmatch matching]

        020::123456789X [capital X]

• 1xx - Use authorized form, if easily identifiable
  • 100 Personal author

          100:1 : Dimsdale, Marcus Southwell.

          100:1 :Adams, W.[space]A.

          100:1 :Nash, Ogden, |d 1902-1971.

  • 110 Corporate main entry

          110:2 :Cornell University.|bDept. of Music.

  • 111 Conference main entry

         111:2 :International Symposium on Electronic Engineering |n(2nd[space]:|d1985[space]:|cSan Francisco, Calif.)

         111:2 :International Symposium on Electronic Engineering[space]|d(1985)

• 245 - Title, subtitle, and statement of responsibility [Correctness of data is critical for Batchmatch matching]

        245:10:Dangerous pursuits[space]:|bmergers and acquisitions[space]/|cW.A. Adams[space]...[space][et al.].
        245:14:The 101 dalmatians.
        245:00:Hunting[space]=|bLa chasse.

• 246 - Sometimes necessary for variant forms of the title

        246:3 :One hundred and one dalmatians
        246:31:Chasse

• 250 - Edition statement  [Required if available--Correctness of data is critical for Batchmatch matching]

        250::2nd ed.

• 260 - Place of publication, name of publisher, date of publication. Prefer forms found on the item in this order: title page, other preliminaries, colophon. [Required if available--Correctness of data is critical for Batchmatch matching]

        260::New York[space]:|bPantheon Books,|c1989.

  no imprint information:
  260::[S.l.[space]:|bs.n.,|c199-?]
  008: Date 1: 19uu

  if typescript (i.e. not published):
  260::|c[1963]
  008: Place of publication: xx

  one place, two publishers:
  260::Rio de Janeiro, Brasil[space] :|bElsevier [space]:|bEditora Campus, [space]|c1988.

  two places, two publishers:
  260::Boston[space]:|bG.K. Hall[space];|aLondon[space]:|bILS,|c1988.

  two places (1st in foreign country, 2nd place must be in U.S.):
  260::Bern[space];|aNew York[space]:|bP.Lang,|c1993.

• 300 - Pagination: Include each numbered sequence. Not necessary to include size if not provided on available copy.

        300::xiv,[space]206[space]p.
        300::16 leaves

• 440 - Transcribe the series as found on the item.

        440: 0:Harvard series in Ukranian studies[space];|vno.[space]75

• 7xx - Input only a total of 3 names : 1xx and two 7xx or three 7xx. (Use 1xx conventions as above)
  • 700 Other personal names
  • 710 Corporate bodies
  • 711 Conference

B. Create a Holdings Record

• Key an 8 in the first indicator of the 852 field and 0 in the 2nd indicator.
• Key "In Process" in the subfield h and the appropriate storage code in subfield x of the 852 field. See Storage codes chart.
      Ex:    852 80 |b olin |h In Process |x oels
  
  N.B. The first or subsequent volume of a multi-vol set that lacks a call number should be set to storage.

C. Final Steps

• Add appropriate statistics code and source code to 948 field of the bib record
          948 0   |a 20010925 |b i |d njh2 |e lts |h pl480
       Macro:   ,,i
       Source codes: see source information for the 948 field in the Local Tags used in Voyager document.
• Barcode the item according to LTS procedure #15.
• Create an item record according to the steps in Creating and editing item records. Be careful to change the copy number in item record as appropriate.
• Write the Voyager holdings id on the flyer.
• Put the item on the appropriate truck in Physical Processing.

D. Marcadia Matching

Marcadia specifications are available from MarcLink's homepage at http://www.bslw.com/fulldocumentation.html.