WorldCat Cataloging Partners (WCP) Cataloging at the University of Texas at San Antonio Library

Transcription

1 University of North Florida From the SelectedWorks of Susan A. Massey March 16, 2010 WorldCat Cataloging Partners (WCP) Cataloging at the University of Texas at San Antonio Library Susan A. Massey, University of North Florida Available at:

2 WORLDCAT CATALOGING PARTNERS (WCP) CATALOGING Background UTSA receives WCP vendor cataloging records for print items ordered from Yankee Book Peddler (YBP). WCP records are selected from a profile that includes full, core, and CIP level DLC and BIBCO participant records. The OCLC Notification service identifies CIP records later upgraded in WorldCat and provides records for batch overlay in Voyager. The vendor records are reviewed for targeted quality control, choice of record, and label edits using a Voyager Invoice Report and MarcEdit reports. Then the edited vendor record files are sent to MARCIVE for authority control processing, and the returned file is batch loaded into Voyager. WCP records have a 915 field with record source (YBP/WCP) and order invoice number. The records also contain a unique vendor-supplied 024 field Order Key for the title, which is used as the match point for batch overlay in Voyager. If a different record is substituted for the WCP-supplied record, copy the 915 and 024 fields into the new record selected. OCLC automatically sets UTSA holdings for WCP records at the time the file is created. If a WCP-selected record is not used for cataloging, remove the OCLC holdings for the unused record, then manually update the replacement record selected. The following instructions detail how to catalog the WCP record files. Step One: Managing WCP Files Instructions for retrieving WCP files from OCLC, running quality control reports, sending cataloged files to MARCIVE, and batch loading files into Voyager are detailed in the document Instructions for WCP File Management. In general, WCP record files are manually managed through the following steps: 1. Retrieve WCP record file and WCP Report from OCLC Product Services Web Note: Autoship approval (11s) WCP record files are also automatically loaded into Voyager as order records 2. Import the WCP record file into the OCLC Connexion Client Note: Autoship approval (11s) files include brief order records that must be manually removed prior to running quality control reports 3. Send notification of the WCP filenames and associated invoice numbers to appropriate Acquisitions and Cataloging staff 4. Create quality control reports for cataloging Voyager Invoice Report MarcEdit reports 5. After WCP Connexion file quality control/cataloging is completed, create batch files to send to MARCIVE for authority work Note: Scrubbed files returned from MARCIVE are automatically loaded into Voyager UTSA Library Cataloging Dept 1 WCP Cataloging

3 6. Clean-up Voyager batch load errors 7. Retrieve authority reports (Related 2,3,4,5) from MARCIVE reports website SUMMARY OF FILES PREPARED FOR CATALOGING At the time of cataloging, there should be a full set of files prepared for each WCP date and order type as summarized: WCP Reports I:\Library\COMMON\CATALOG\WCP\WCP REPORTS\YDX.D[yymmdd].txt Connexion Files 9s: I:\Library\COMMON\CATALOG\Local Files\WCP\ SLIPS\ WCPSLIP[yymmdd] 10s: I:\Library\COMMON\CATALOG\Local Files\WCP\ FIRMS\ WCPFIRM[yymmdd] 11s: I:\Library\COMMON\CATALOG\Local Files\WCP\ AUTOSHIP_APPROVALS\ WCPAPP[yymmdd] MarcEdit files, Invoice Reports, and delivered WCP record files in folders as follows: 9s: I:\Library\COMMON\CATALOG\WCP\SLIPS\WCPSLIP[yymmdd]\ YDX.TXJ.D[yymmdd].APPR WCPSLIP[yymmdd]InvoiceReport WCPSLIP[yymmdd]Field915b WCPSLIP[yymmdd]Field050 WCPSLIP[yymmdd]Field300 WCPSLIP[yymmdd].mrk 10s: I:\Library\COMMON\CATALOG\WCP\FIRMS\WCPFIRM[yymmdd]\ YDX.TXJ.D[yymmdd].FIRM WCPFIRM[yymmdd]InvoiceReport WCPFIRM[yymmdd]Field915b WCPFIRM[yymmdd]Field050 WCPFIRM [yymmdd]field300 WCPFIRM[yymmdd].mrk 11s: I:\Library\COMMON\CATALOG\WCP\AUTOSHIP_APPROVALS\WCPAPP[yymmdd]\ YDX.TXJAP.D[yymmdd].APPR WCPAPP[yymmdd]InvoiceReport WCPAPP[yymmdd]Field915b WCPAPP[yymmdd]Field050 WCPAPP[yymmdd]Field300 WCPAPP[yymmdd].mrk (use for 915b report) WCPAPP[yymmdd]rev.mrk (use for other MarcEdit reports) UTSA Library Cataloging Dept 2 WCP Cataloging

4 Step Two: Receive and Sort Books Received From Acquisitions 1. Place books on cart in invoice order: Acquisitions delivers a cart with materials corresponding to the invoices listed on the WCP[filename] . A copy of the invoice accompanies each group of titles. Check to make sure all invoices listed under the filename in the printout are on the truck in invoice number order, and by title order within each invoice Make a processing slip to attach to the truck o Write WCP Connexion filename at top of slip o Use date the truck sorting is complete as Date In o Use date the quality control is complete for Bib Record date 2. Sort books on truck using WCP Connexion file printout Match the printout provided with the book truck to the correct WCP Connexion filename. Make a working printout of the Connexion file: o In Connexion, open File Manager and mark the selected file as default o Go to Cataloging, Search local save file (or F3). Click OK to open file list. o File is in invoice, then title, order--the same order books will arrive on cart. o Printout the list of titles to use while checking and editing the file for title match. o NOTE: When Connexion file editing is complete and labels are printed, make a final printout of the file for students to use when matching labels to title. Separate books using the Connexion title list printout o Leave items listed on printout on the truck in file list order o Remove books not on list and place on complex cataloging LA s shelf If there is any difference in the title on the book and title on the Connexion list, make a note on the list. o For autoship approvals (11s), this is the main check that the item sent matches the record received, since the Connexion and Voyager order record are the same o For autoship approvals (11s), if there is a difference in the title on the item and the Connexion file, check the Invoice printout on the cart to see if the title sent was fulfilled correctly at the YBP warehouse. If not, return the book to Acquisitions and remove the record from the WCP Connexion file. Delete the OCLC holdings. Step Three: Edits From Voyager WCP Invoice Report (Cataloging Staff) General Instructions for Editing WCP Records Special considerations: WCP records have a 915 field with record source (YBP/WCP) and invoice number. WCP records contain a unique vendor-supplied 024 field Order Key for the title, which is used as the match point for batch overlay when cataloging is complete. OCLC automatically sets UTSA holdings for WCP records at the time the file is created. UTSA Library Cataloging Dept 3 WCP Cataloging

5 Using a non-wcp record When a different record is chosen for cataloging than the delivered WCP record: Copy and paste the 915 and 024 from the delivered WCP record into correct replacement record Remove OCLC holdings from the incorrect WCP record Delete the incorrect delivered record from WCP Connexion file Save the correct replacement record to the WCP Connexion file o Check to be sure record is in the same Save file position for matching the list to the cart for student processing; if not, make a note on list printout OR o If the books are available, move the book on cart to match Save file position of the record Do a full visual review of the newly selected record it is not included in the quality control reports for batch cataloging Preserving the audit trail Occasionally the WCP Connexion record does not match the title on the Voyager order record and would obscure the audit trail if overlaid into Voyager. If a different record is selected for cataloging, follow instructions in General Instructions, Using a Non-WCP Record. In addition: Manually export the selected record into Voyager o Do not overlay the order record o For added copies/volumes, overlay the existing unanalyzed record Suppress the Voyager order record o Add 017: SUPPRESSED RECORD CATALOGED ON BR [CORRECT BIB RECORD NUMBER] o Remove 024 from order record Save the correct record to the OCLC file for label printout only Mark title Do Not Overlay on Connexion file printout o After labels are printed, remove the record from the WCP file before sending to MARCIVE and batch loading Note for 11s (autoships): The record in the WCP Connexion file is exactly the same as the order record loaded into Voyager, so there is always a match on the 024 for batch overlay. Title mismatches must be identified when the books arrive by checking the Connexion file titles while sorting the titles on the cart. The invoices are not loaded into Voyager until the items arrive and are received. The remaining quality control checks in this section can be performed from the 11s invoice report after the books are received. Voyager Invoice Report Review 1. Title mismatch In Excel, open Voyager Invoice Report corresponding to the Connexion filename. o Sort file by first level invoice number, then added level title UTSA Library Cataloging Dept 4 WCP Cataloging

6 Check the Connexion file printout against titles in the Voyager Invoice Report Highlight any titles not on the Connexion list If titles in Connexion file and Voyager Invoice Report do not match, check the two records (ISBN, YBP Order Key, title fields, analysis practice) to see the source of discrepancy. Possible reasons include o Variation in analysis practice for multi-volume sets or serials o Change in title from pre-publication title (CIP) o Wrong OCLC record delivered (e.g. YBP Order Key attached to incorrect OCLC record) o Wrong item delivered due to incorrect ISBN or other publisher/vendor error (examine the book and the invoice printout to determine this) o Incorrect language record for language of item (i.e. record is for English version but Spanish version was sent by YBP) Correct any mismatches that require a different record and/or may affect the audit trail o Search OCLC for the correct record to match the item OR If wrong item was sent by YBP, return it to Acquisitions and remove the record from the WCP Connexion file. Delete holdings from OCLC. UTSA Library Cataloging Dept 5 WCP Cataloging

7 o Follow General Instructions for Using a Non-WCP Record and Preserving the Audit Trail to replace mismatched record 2. Added Volumes, Added Copies, and Replacement Copies Sort Voyager WCP Invoice Report by notes field Look for A/C, A/V or replacement copy (ignore highlighted titles not in WCP Connexion file) Click on corresponding title in OCLC Connexion file to open record. Search title in Voyager and open corresponding record. Make sure the Voyager and Connexion records are for the same (OCLC Control Number matches) o Add 024 from WCP record to the Voyager record for batch overlay match o Edit Connexion record for label to match Voyager holdings call number and add volume/copy number If WCP Connexion record will not be overlaid on Voyager record (different choice of record, 505 fields updated in Voyager but not OCLC, etc.): o Copy 915 and 024 from Connexion record and paste into Voyager record. o Mark title Do Not Overlay on the Connexion file printout. o Edit Connexion record for label to match Voyager holdings call number and add volume/copy number o If OCLC control number differs from Voyager 035, delete OCLC holdings from WCP Connexion record o After labels are printed, remove record from file before sending to MARCIVE and batch loading Edit the MFHD in Voyager to show new volume number in 866 field, or add a 2nd MFHD for an additional copy, so students will know where to attach the Item Record. Replacement copies: check Item Record status of item being replaced to determine call number treatment o System-supplied Lost status: treat as an added copy since lost item may later be returned (create a new MFHD) o Replacement item in different location than original: add MFHD for new location. 3. Curriculum Materials Sort Voyager WCP Invoice Report by notes field Check notes field for Cat to CurMat Make printout of the WCP Connexion record: o Mark printout CurMat. o Highlight 915 field and WCP filename so cataloger will add field to record used for cataloging. o Place printout in item and forward item to CurMat cataloger Delete OCLC Holdings from delivered WCP record. Delete the bibliographic record from the Connexion file. UTSA Library Cataloging Dept 6 WCP Cataloging

8 4. Locations Check Voyager WCP Invoice Report location and note fields for locations other than jpl stx (Ref, UTSADT, UTSADT Ref, Juv Lit, ITC, SpecCol, etc.) o Sort Invoice Report by location Sort OCLC list online by call number (gives location at beginning) Make sure all Invoice Report locations are reflected accurately in Connexion for label printout o Sort Invoice Report by notes field Look for Cat to notes Edit Connexion record 049 to reflect correct location o Ignore highlighted titles not in WCP Connexion file Juv Lit: should have a PZ call number number with alphabetic cutter ITC and Special Collections -- forward to appropriate staff for cataloging: o Make a printout of the WCP Connexion record: o Mark printout [Location]. o Highlight 915 field and WCP filename so cataloger will add field to record used for cataloging. o Place printout in book and forward to appropriate cataloging staff. o Delete OCLC Holdings from delivered WCP record. o Delete the bibliographic record from the Connexion file. 5. Withdraw previous editions Sort Voyager WCP Invoice Report by notes field Check notes field for w/d prev ed. (Also check books for flags w/d prev ed. ) Search Voyager for previous edition Copy item record for previous edition into a Search Request Form and place in Search Request box for student to find item Place note in item record pop-up notes field Send to cat to w/d o EXCEPTION: Ref items --Make sure item is flagged so Ref staff can pull previous edition from shelf and return for withdrawal 6. Rush and Notify Rush books may be sent to cataloging by Acquisitions as soon as books are received. However, occasionally these arrive on the WCP cart. For Rush or Notify book delivered to cataloging: Identify whether the item in hand is a WCP acquisition o Check Voyager acquisition record to see if it is a YBP purchase o If so, look for title in WCP files using Search feature in Connexion (type in specific title) to search files prior to date of receipt If file has already been processed for cataloging (labels are printed): o Find matching label and apply to book o Mark out title as a Rush on Connexion file list for students o Export record from file into Voyager and manually check Ok to export o Delete record from Connexion file. If file has not been processed for cataloging UTSA Library Cataloging Dept 7 WCP Cataloging

9 o Do manual record review and correct any needed edits. o Printout label from Connexion record. o Export record from file into Voyager and manually check Ok to export o Delete record from Connexion file. Voyager Invoice Report: Rush and Notify items sent to Cataloging with the WCP cart may be identified from the Voyager Invoice Report notes field or from flags in the books. Notify: send items through regular workflow Rush: pull items from cart and process immediately (see above) 7. Batch Overlay Match Point (024) WCP records overlay Voyager order records during batch load by matching on the Order Key (024 field). Items that have been re-ordered, or titles with a full record already in Voyager, may not have the same 024 as the WCP Connexion record. Sort Voyager WCP Invoice Report by notes field Check notes field for B.O. (Back Ordered), AV, AC, or replacement copy, or other indications the Voyager order record may have an older 024 Order Key Search the Bib Record number in Voyager and open the order record Sort the Connexion file by title and open the corresponding WCP record Compare the 024 fields in Connexion record and Voyager order record If 024s differ, copy the Connexion file 024 and paste it into the Voyager record. Step Four: Edits From MarcEdit Reports (Cataloging Staff) General instructions for viewing MarcEdit.csv files in Excel Open the MS Excel program Open the selected report file o Go to File, Open File o On pull-down menu at top of window, browse to the correct WCP folder for file type and date in I:\Library\COMMON\CATALOG\WCP o On the pull-down menu at bottom of window, choose files of type *.csv o Highlight desired file, click Open Fields selected in the report will open in Excel file columns Expand columns and format as needed to display data Sort data according to view needed for cataloging o Go to Data tab, click Sort o If entire file is not highlighted, expand the selection to include all columns o Check file has header row button o Choose the column desired for each level of sort as indicated under each report below o Click OK After performing checkpoints and edits as described below, close the file. There is no need to save or print the file when edits are complete. UTSA Library Cataloging Dept 8 WCP Cataloging

10 050 Field Report (Multiple call numbers, classed together items) Open file [filename]field050 in Excel Review file list for missing call numbers (both 050 and 090 blank) o Select record by title in OCLC Connexion file and open record o Print Connexion record, highlight call number field, initial printout, and place in Monograph Cataloger s problem bin o Monograph Cataloger will assign a call number and return the printout o Add call number to the Connexion record and resave record Review file list for multiple call numbers in same record (090/050 or multiple 050) o Select record by title in OCLC Connexion file and open record o Shelflist call numbers or check Classification Web to select a call number o Delete unwanted call number field in Connexion record and resave record Review end of each call number for a date o If date is missing, add it to match 260 $c and Dates field 1 o Exceptions: Conferences call number date should match 111 $d Multivolume sets will have date of 1 st published volume, plus volume numbering if analyzed Classed together series should have volume numbering instead of dates (see next step) Review call numbers with volume numbering at end of field o Select record by title in OCLC Connexion file and open record o Check record for serial, classed together series, or multi-volume set. o Edit call number in Connexion as needed and resave record to file o If a different record is needed to correct analysis practice, follow the General Instructions for Using a Non-WCP Record and Preserving the Audit Trail If title is an added volume or copy to existing record in Voyager o Add volume/copy number to call number in Connexion record for label only o Copy 915 from Connexion record and paste into Voyager record. o Mark title Do Not Overlay on the Connexion file record list. o After labels are printed, remove record from Connexion file before preparing for MARCIVE and batch load 300 Field Report (Multi-part Item Records, DT Folio, Accompanying Materials) Open file [filename]field300 in Excel VOLUMES: Review file for multi-volume sets o Sort file by 300 $a and look for volume numbers (i.e. 2 v., 3 v.) or v. o Search Voyager to determine if title is part of a multi-volume set or serial already in the catalog If item is an added volume, for treatment see Added Volumes under the section on cataloging from the Invoice Report o If Connexion record is for a multi-volume set If no determination can be made from Voyager whether the entire set has been ordered, check the books on the cart If entire set has been ordered, edit the Connexion record call number label for volume numbering UTSA Library Cataloging Dept 9 WCP Cataloging

11 If volumes were ordered separately in Voyager, follow the General Instructions for Preserving the Audit Trail o For volumes with individual titles, check classification practice Review classification of previous volumes in Voyager or make a classification decision Edit call number in Connexion record as needed and resave record o For volumes with individual titles, check analysis practice Review analysis practice of previous volumes in Voyager or make an analysis decision If a different record is needed to correct analysis practice, follow the General Instructions for Using a Non-WCP Record and Preserving the Audit Trail COMPLETENESS: 300 $b and $c may be blank if record is CIP o Check titles with incomplete 300 fields for EncLvl o Do not edit Encl Lvl 8 (CIP) records these will be overlaid through the OCLC notification service o If record is not CIP, complete the 300 field from data in the item FOLIO: Sort file by 300 $c descending and check for items over 28 cm. o Check list for items over 28 cm. in location TDTM o Open title record in WCP Connexion file and edit 049 for location Folio. TDTF = dt foli If class N[x] or M(scores), do not edit location in Connexion file. If Ref location, do not edit unless 33 cm. or over If over 44 cm edit for SuperFolio ACCOMPANYING MATERIALS: Sort file by 300 $e o Flag book with yellow ACC MAT flag for student processing attention o Edit Connexion record using Accompanying Materials Instructions at: If edits must be taken from item, printout record, place in item and forward to appropriate cataloging staff for edits Remove title from Connexion file Remove OCLC holdings from record o Materials needing special pockets or enclosures for accompanying material Instruct students to forward flagged items with bulky or loose accompanying material to the preservation specialist o In Voyager, add MFHD, BI, and Item Record temp location Preservation o Make printout of Voyager record to place in item and note what needs to be done (Needs pocket, etc.) Step Five: Final Connexion File Checks (Cataloging Staff) 1. Call numbers Review the Connexion file for incorrect call number formatting (such as incorrectly placed decimal) and edit records as needed UTSA Library Cataloging Dept 10 WCP Cataloging

12 Sort Connexion file by call number o Review the file printout for Z (subject bibliography) to reclass o Review the file for PZ classes to check for correct cutter 2. Titles Held by TXJ Check Voyager to see if item is an added copy or volume (title already held) o Add volume/copy number to call number in Connexion record for label o Copy 915 from Connexion record and paste in Voyager record. o Mark title Do Not Overlay on the Connexion file record list. o After labels are printed, remove record from Connexion file before preparing for MARCIVE and batch load 3. Serial records and other OCLC formats In OCLC Connexion, choose Cataloging, Search, Local Save File With search window open, choose Format, Continuing Resources, Click OK Search all other record formats to make sure there are no records in the file with incorrect formats (follow the same steps as above). If a non-book format record is found o Make a printout of the WCP Connexion record: o Write on printout Non-Book Format. o Highlight 915 field and WCP filename o Place printout in book and forward it to cataloging staff. o Delete OCLC Holdings from delivered WCP record. o Delete the bibliographic record from the Connexion file. 4. When all edits are complete, print labels and Connexion file list Sort the edited WCP Connexion file by save file number to match items on cart Make a printout of WCP Connexion file for students to use in processing. Printout labels in same order as the file list. Place file printout and labels on cart for student processing 5. Place working printout of WCP Connexion file in File Manager s inbox File manager will remove records marked Do Not Overlay when preparing a batch file to send to MARCIVE Step Six: Physical Processing, MFHDs, and Item Records (Student Assistants) Process Rush books first Physically process items as usual Pay special attention to Accompanying Materials flags o Process discs or maps in pockets (stamp or label, tattletape) o Make sure Item Record includes correct number of pieces and note Quality control checks: o Make sure label locations match MFHD 852 $b in Voyager o Make sure multi-volume items are indicated in leader and labels Send items to Circulation and other locations for shelving o Leave W/D previous editions printouts/flags in Ref items o Leave Notify flags in items o Remove Accompanying Materials flags and return to WCP Cataloger o Remove and discard all other flags and printouts UTSA Library Cataloging Dept 11 WCP Cataloging

13 Remove processing slip from cart when sending from Circ o Place slip in WCP File Manager s inbox o File manager will weed I:\drive files periodically for completed carts Date originated May 11, 2009 Written by Monographs Cataloger Date revised March 16, 2010 Revised by Monographs Cataloger Route changes to Cataloging Staff UTSA Library Cataloging Dept 12 WCP Cataloging