LCLS: CAP Manual:

DATABASE MAINTENANCE

 

POLICY

 

        CAP is responsible for maintaining the integrity of the LCLS database.  New materials are added to the catalog via daily Acquisitions & Cataloging operations.  In order to be useful to staff and patrons, the catalog must also reflect changes in the status of these materials.  This goal can only be accomplished through ongoing communication between libraries / departments and CAP.   Discards, Edits, and Transfers are the main categories of database changes handled by CAP.

 

 

PROCEDURES

 

Authority Control

        Control of subject and name headings is outsourced to LTI.  Weekly (Thursday) a file of bibliographic records created during the preceding seven days is transmitted to LTI. LTI checks headings and performs other bibliographic “cleanup”.  Updated bibliographic and authority files are then retrieved from the LTI FTP server.  A more extensive clean up is performed bi-annually which includes updates to authority records based on changes made at the Library of Congress.  Please see LTI Instructions.

 

Reports

        Database quality is maintained in part via weekly reports that focus on specific bibliographic issues (e.g.; motion picture ratings, UK records, pagination). Please see the Reports Glossary for more information about these "Cleanup" and "Overlay" reports.

 

Discards

        Routine discards should be recorded directly in the catalog. Each owning library charges discarded materials to its “Discard” user. Items charged to DISCARD users are removed from Symphony monthly via a system report.  Items that have holds or bills attached cannot be removed by these reports and will appear on a “Failed Discard” report. These problem items are cleared by the Owning Library and removed item by item. Additional reports alert CAP to items/titles needing manual intervention.

 

        When discarded items are physically sent to CAP, the items should be deleted from Symphony manually. The property marks should be blacked out, and the items should be stamped “DISCARD.”  

 

        Regarding items discarded by the SPL Reference Collection, these materials are usually sent to CAP since many will be transferred to other collections.  The Reference Department attaches a printed form to each item with one of the following instructions:

          Discards to other LCLS libraries

          Discards to other District libraries

          Discards to GovDocs

          Discards to Circulation

          Discards to Trash (selected items to SPL Friends book sale)

 

 

EDITS/TRANSFERS

 

 Overview

       Libraries communicate editing needs to CAP. Edits of Title, Call Number, and Copy Level information must be handled through CAP.  These changes may be submitted to CAP via email.  If you need new spine or pocket labels as a result of these changes, indicate this clearly.  Otherwise we will not send labels. Some situations may require sending the physical item to CAP.

 

Submission Methods

        Edits / Transfers should be submitted via email. Basic information required for most edits/transfers includes Item ID, beginning of the title, and a description of the desired change.

 

Statistics

        Edits/transfers are counted “in/out” on the Misc tally sheet.  If materials are physically sent to CAP, they may be assigned to a truck and counted in & out as Tier 3 materials.

 

Paper Trail

    As edits are finished, the written requests are dated and returned.  Email requests are acknowledged by an email reply to the message.

 

 

TYPES OF EDITS:

 

Copy/Call-Level Edits

 

          Change of Collection Code

(Example: JUV to YOUNG ADULT)

 

          Change of Dewey Number

          (Example: from subject area to 92 biography)

 

          Change of Home Location or Item Type

(Examples: BOOK-JUV to PAPER-JUV, REFERENCE TO LOCAL HISTORY, NEWBOOK to BOOK-ADU) 

 

NOTE: CAP reserves the right to reject any changes that contradict current Cataloging policies.

 

        Many requested edits/transfers involve changes to multiple fields.  Example:  If a copy is being moved from the YA collection to the JUV collection of one library, CAP must change the Call Number (from YA to JUV),  the Item Type (from BOOK-ADU to BOOK-JUV), the Home Location (from STACKS to CHILDRENS), and Item Category 1 to J.  If a new label is required, more steps are necessary.

 

 

Title-Level Information

           

        Editing Titles or Adding Other Title Access Points

        (Example:  Add 246 field for Parallel Title)

 

        Editing Subject Headings or Adding Subject Access Points

        (Example: Add "local artist" Note)

 

        Adding Contents Notes*

        (Examples: Add 505 field for song titles)

 

         *Essays, Short Stories, Song Titles do not require special approval. Poetry collections require special approval because of retrieval/display problems.

 

 

Transfers

 

        Transfers between collections within a library can be handled as Edits. (See  above).  The library must indicate if new labels are needed.

 

        Transfers between libraries should be sent to CAP so all labels, stamps, and color codes.

 

        Whenever items are physically sent to CAP, written instructions must be included for each item (or group of items).