LCLS: CAP Manual: CATALOGING

 

POLICY:

 

        CAP is responsible for entering all bibliographic data into the catalog and maintaining its integrity.  CAP places a premium on accuracy, consistency, and clarity in bibliographic entries.  CAP seeks to carry out this mission in the most efficient manner possible making maximum use of shared cataloguing resources and carrying out minimal original work.  CAP seeks to automate all processes, whenever reasonable, so as to prevent human error.  CAP seeks to maximize human involvement in processes requiring extensive judgment and creativity and seeks to train its staff to perform optimally in such situations.  CAP seeks to create a database that is of maximal pragmatic use to patrons enhancing the patron's ability to find and request wanted material.

 

 

PROCEDURES:

 

        The purpose of our catalog is to make all LCLS library resources accessible to patrons and staff and to accurately reflect the type of item, its status, and its location.

 

        Each new item ordered or received must be added to the catalog. The catalog is searched for an exact bibliographic match for the title (by ISBN, UPC, ISSN or other unique identifying number) and, if a match is found, the new copy or order is added to the existing catalog record.  If a paperback copy has the same publisher, pagination, and year, it can be added to the hardcover bibliographic record.  In this circumstance, add the ISBN with the designation (pbk.).

 

        If no match is found, a new record must be created.  For every item added to the catalog, there are three levels of data that must be created.

 

The Three Levels of Data: Title / Call number / Copy

 

 These three levels of data are present in each record in the catalog and it is of critical importance to understand their meaning.  

 

I. Title level information is the bibliographic record itself containing author, title, physical description, and subject headings.  Title-level information is derived from records in OCLC.  To match the proper record, catalogers always use an exact match by a unique identifier (e.g.;  ISBN, UPC, ISSN, Music Number).   If they find no match by these search keys, they create a "Brief Record" in the catalog  (see Brief Record Creation) which is overlaid later with an OCLC record.  

    

II. Call numbers are attached to titles and represent the location of that title in a particular library/collection. Please see Call Numbers for instructions on the creation of proper call numbers. As explained in that document, call numbers can include oversize indicators, library prefixes, Dewey classification, Cutter, and even Volume or Date information.

Each LCLS library has its own call number (though they are generally identical) and  all copies for that library are attached to the same call number. This is a critical concept in adding copies to an existing title and for editing and transferring copies.

III. Copy information is specific for a given copy.  This Includes barcode number, copy number, Item Type, Home Location, and other Item Category flags (e.g.; GIFT, JUV etc.).  Please see Copy Adding Guidelines for more information on adding copies.

 

Sample Record:

 

 

---

Special Notes:

 

Ratings

        Ratings are always added to the bibliographic record (tag 521) and R-rated videos and DVDs receive special Item Types.

 

Government Documents

        Government documents are included in our catalog. The Scranton Public Library is a federal depository and regularly receives documents in paper, microfiche, and electronic formats.  Normal cataloging procedures are followed except that a SuDoc (Superintendent of Documents) number with no cutter is assigned in lieu of a conventional call number. In addition, these items will be assigned an Item Type of GOVDOC. IMPORTANT: Sometimes we receive specific instructions to place a government document in a different specific collection (e.g.; Reference, Circulation).  In the case of Ready Reference and Reference, the items retain the SuDoc classification and the GOVDOC Item Type, but assume the READY-REF for REFERENCE Home Location. In the case of government documents placed in Adult Circulation, they receive a Home Location of STACKS and a Dewey classification number.  

 

Memorials

        Memorials are recorded in the local note (590 field) of the bibliographic record with the following information if available:  “Donated to the ____________ Public Library in memory of / in honor of _________________”.  “Purchased for the _________________ Public Library by the _____________ Fund.

 

 

Special Collections:

 

    LCLS libraries have developed special collections for a variety of purposes.  CAP formulates procedures to reflect these holding in the catalog.

 

Local History Vertical Files

        Reference maintains files of local history topics.  We have created generic records for the Buildings and Biographies sections.   Example:

 

 

Community Partners

        These library collections, with one exception, are considered part of the ALBRIGHT library for catalog purposes, but are distinguished by specific call number prefixes and locations. CAP follows the usual process of searching Symphony and then adding to existing records or exporting new records from OCLC. If no exact record is found, a brief record is created. Due to the unique and often rare nature of these materials, these records are reviewed individually by the Head Cataloger.

 

Lackawanna Historical Society

CAP maintains the Lackawanna Historical Society library collection in the LCLS catalog. The materials are assigned a special LHS prefix to call numbers and a Home Location of LACKAHIST. The collection is non-circulating.

 

Everhart Museum

CAP maintains the Everhart Museum library collection in the LCLS catalog.  The materials are assigned a special EVERHART prefix to call numbers and a Home Location of EVERHART.  This collection is non-circulating.

         

Commonwealth Medical College

CAP adds some items in the Commonwealth Medical College Library to the LCLS catalog.  The materials are assigned  a Home Location of TCMC.  The call numbers are NLM (National Library of Medicine) numbers and are assigned by TCMC staff.  This collection does circulate.

 

Lackawanna County Law Library

CAP maintains the Lackawanna County Law Library collection in the LCLS catalog.  The materials are non-circulating and are assigned a Library of LAWLIB and a Home Location of LAWLIBRARY.  This collection may be used in the Law Library by LCLS patrons.  It differs from the other community partnership collections in that the Law Library has its own Library in Symphony. The other three community partnership collections are assigned to ALBRIGHT.

 

 

 

Serials including Electronic Journals

Please see the SERIALS section of this manual for information on these items.