Cataloging Yankee titles

The process for cataloging Yankee titles has recently changed. We are now batch updating and overlaying, which decreases the steps catalogers need to take. Here are two sets of procedures, the first is for the person who does the batch work, the second is a general list of steps for the cataloger

                     THE BATCHING (like The Shining)
                           Part 1
                       ISBNs in action

THE ISBN A list of ISBNs covering this week’s load is emailed to Cataloging. Save the list of ISBNs as text file in Word.

In OCLC Create a local folder with the date of load. Make that your default folder. Batch search the ISBNs in OCLC using the import button.

Open your OCLC local file, which should contain the records for your batch search. Delete all the duplicates. If there is one LC and one UKM, delete the UKM, If there are two UKM delete the more incomplete record. Sometimes the UKM and the LC have varying titles. Check the 020 field so you know the records are for the same ISBN, then delete the UKM.

In your OCLC local save file select all the records and export them.

If you want to make sure that worked go into the voyager cataloging module. Try to Import from a new file. Change your expected character set to the Unicode set. (there is only 1 choice that will work) Select the file on the drive you created as an export file. Don’t actually import anything, but you should be able to read that file.

Email ILSM and tell them that the load is ready to batch overlay. And tell them the location of the file.

ILSM will tell us when that is done and any records that failed to load. Investigate the failed records. Usually it means that multiple records in Summit have the same ISBN, that being the match point for the overlay. This may involve talking to Acquisitions.



All the titles we receive on approval we have decided to keep. They all may be batch updated during that process. Select all titles in the file and under action choose update.

Under batch – Process batch choose the file with those records and check the Online actions box. Then say OK. This should begin the batch updating of holdings. Check the report to make sure no errors were reported. Your work here is done.

       When cataloging approvals you do NOT log onto OCLC. 
       Verify that the record and the book match.
       Save the record to the database
       Add the call number to the MFHD
       Create an item record.
       If your record is in capital letters and is short and ugly, this means there was no OCLC record with which to overlay.  
       If your record has no call number, take the proper steps to find or create one.

This should be a quick and painless process. If you have a problem which is not easily solvable, pass it onto your supervisor.

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