LCLS: CAP Manual: Cataloging:

Instructions For Cataloging Gifts


        In terms of cataloging procedures, the major difference between gifts and brand-new (ordered) items is that gifts are cataloged after they arrive whereas the ordered items are cataloged prior to receipt.


        Otherwise, gifts follow the same cataloging standards and methods as ordered items. See Basic Cataloging Procedures and Instructions.


        When the gift item is added (by being added to an existing title, exported from OCLC, or created as a brief record), the actual call number, price, barcode, number of pieces are entered immediately.


        Gift items are placed on special GIFT book trucks. GIFT trucks may contain groups of items from various libraries or departments. Barcodes are applied during the Receiving process.


Steps for Searching and Exporting Gift Titles


1. As you arrive at each group of items, examine the notes and barcode to determine the owning library or department.


2.Take note of any accompanying instructions/note.  Glance over the group of items on the truck from that library and pay attention to patterns (e.g.; items in a series, a lot of biographies, numerous juvenile readers). Work on the items one-by-one along the shelves of the truck. Maintain the established order. As you complete each item, turn it sideways on the shelf with the stamp facing outward and the spine upwards. This signals to the processing staff that these items have been added and labels will be forthcoming.


IMPORTANT:  Please work on a shelf at a time, searching then exporting. Try to make sure you complete a contiguous group of consecutive items. Try to avoid situations in which one item has been completed and the item after it remains undone.


3. Open CatExpress.

4. Open Workflows.  (Both Workflows and CatExpress will be open at the same time to allow for searching, adding, and batch searching items not in the catalog.)

5. Right-click on the Call Number and Item Maintenance wizard and set Properties. Search Type should be set to KEYWORD. Search Index should be set to GENERAL. Library should be set to the library associated with the order. Finally, the volume/call number defaults should be set. Make sure to set Item Category1 to GIFT.  





5. Invoke the Modify Title wizard and enter the ISBN of the first item. (You can scan or type the ISBN which may be on the jacket or inside the title page of books, or on the case of talking books, videos, CD's, or DVD's.) If no ISBN is on the item, enter the UPC code or the title. 



6. If a screen of headings is retrieved, this indicates that the ISBN/UPC is not in the catalog. You will need to search for and then export the title.  Do this by searching and exporting from OCLC. See Adding Titles from CatExpress.


If a single record is found, modify the bibliographic record as needed and invoke the Call Number and Item Maintenance wizard.  


IMPORTANT:  Make sure the title matches the item in hand. Also, determine if the library already owns a copy of the title.


If more than one record is found, a list will display. Examine these titles to find a match. (HINT: Look at the ISBN or UPC, date, physical description, publisher.)



7. Now you are ready to add the gift item.  If the library does not own a copy, click on the Add Call Number button. If the library already owns a copy, click on that copy and then click on the Add Item button. A dialog box opens to confirm the library.  Click Save (or press Enter).


A screen opens requesting item specific information. Enter the price and scan in the barcode. Price can often be found on the item itself. If none is listed, look in the bib record by clicking the “Bib” tab and looking at the 020 ISBN tag, subfield c. If no price can be found, refer to Default Prices or If the item has multiple pieces, update the "Number of pieces" field. Click on Save. Review your work and click the Return to Search button.


IMPORTANT:  A price must be entered for EVERY item.





Creating Brief Records

        Gift items that can’t be added to existing catalog records or exported from OCLC will require a brief record.  See Brief Record Creation Instructions for more information.