Moore Cataloging Procedures

Definition of kit:

An item containing two or more categories of material, no one of which is identifiable as the predominant constituent of the item; also designated "multimedia item."

Example of record in Cataloging:

Bib number 459058

Basic copy cataloging procedure for the bib record:

1. Search OCLC for the record. Most of the time, we will prefer to catalog the kit with one bib record. You may find that OCLC contains individual records for each piece in the kit. If there is no record for the kit, please consult the appropriate cataloging librarian.

Please check to see if the OCLC record describes the kit accurately.

• Does the library copy have the same number of pieces and the same formats?
• If necessary, try any discs to check for format. Be careful not to confuse audio CDs with CD-ROM discs, and do not confuse DVD videos with DVD-ROM discs.
• If there are multiple discs in a container, do not assume that they are both the same kind of disc. Some discs are labeled with the format, some are not. Sometimes the OCLC catalog record has inaccurately described the format.

The steps in this procedure assumes that the kit is being cataloged with one bib record

MARC fields that commonly describe the physical pieces include:

300, 538, 500

Example of the 300

300 ‡a 6 handbooks, 1 set of flash cards, 1 sound disc, 1 videodisc, 1 CD-ROM, 1 quick start guide, 1 poster

Note that there is no use of the word kit.

2. Always make sure you include a General Material Designator (GMD) in the main title field.

245 +h [kit]

3. Other information to check for in OCLC copy includes the following. If you don't see it, add it or consult with the librarian.

• Fixed fields:

Type of Record: o

Type of Material: b

• An 020 field for each ISBN associated with the pieces in the kit

• Alternate title fields for the different titles on the pieces (246 fields)

• Genre headings and subheadings:

The OCLC record may or may not include a genre heading (655) or subheading (655 ‡v) for kits in the 6XX fields. At the present time (6/3/2008), do not use any genre headings. We are still exploring which ones to use. Let the Bibliographic Librarian know if you find any on the records.

• Correct list of pieces in the 300.

• Separate 007 fields for each non-print format included in the kit.

• A local 590 note about pieces that might be missing from our copy.

• Include a brief summary of the content in the 521

• Include a 505 contents note, if time permits. You may give it to a student staff member who knows how to do a 505.

4. After completing the cataloging and processing, hand the kit to the cataloging librarian for a final check.

Call number assignment and labels

1. Kits shall be assigned an accession number and will not be classified. The call number goes in the 099 field of the bib record.

Example: Kit 1, Kit 2, Kit 3, etc.

099 _9 +a Kit +a 1

Please note that there are 2 subfield a's in the 099

2. Add the locator term, Kit, to the call number label, to aid in shelving. All kits will be shelved together in one section at the circulation desk.

3. Add the full call number to each piece and add the designator for piece to the call number label.

Example:

Kit 1

booklet 3

Holdings Records

1. Use the holdings record template if possible, or edit the ACQ MFHD accordingly.

2. Fixed fields

Type of record, Multipart item: v

3. 852

1st indicator 8

‡b RIDKit

This location code is as of June 4, 2008, not yet established with OCLC, but it is established in our Voyager system.

‡c Circulation Desk.

Example of 852

852 8_ ‡b RIDKit ‡h Kit 1 ‡c Circulation Desk.

4. Specific holdings

Optional 866

Add a specific list of pieces in the 866 with 1st indicator blank and 2nd indicator 0

Example:

866 _0 ‡a 6 booklets, 1 set of flash cards, 1 quick start guide, 1 audio CD, 1 CD-ROM, and 1 DVD video/CD-ROM

The listing of items in the 866 should be a logical grouping but should also mirror the listing of pieces as they are found in the kit and subsequently recorded in the item records. For example, the DVD video/CD-ROM listed above is in one container--it makes sense to list this together as one item in the 866, as opposed to saying there are 2 CD-ROMs and 1 DVD video. This will help Circulation staff verify that all items in the kit are present.

Item Records

1. Create an item record for the title as a whole and a separate item record for each major piece. Assign each a barcode and affix the barcode label to the piece. Do not barcode such pieces as flashcards in a box. Barcode only the box for the flashcards, but mark the box as instructed below.

2 Assign the item type for kit to each item record. If there is more than one kind of format, such as 3 booklets, or 2 CD-ROM discs, then assign them a number: booklet 1, booklet 2, in their respective item record.

Processing

1. Use a fine or medium point pen (preferably a Sharpie) and write a list of the pieces on the container. Use a black pen unless the color of the box warrants a different color.

OR, preferably, use Microsoft Word to type and print out the same information on an Avery laser address label (different sizes are available).

Example:

Kit contains:

6 booklets

1 set of flash cards

1 quick start guide

1 audio CD

1 CD-ROM

1 DVD video/CD-ROM

2. Use a fine or medium point black pen (preferably a Sharpie) and write on the outside of the container the following in large letters. Write this on both sides of the container. Or print on a laser label:

COUNT PIECES

This will remind the circ staff to count the pieces, based on the list written on the container. They should count them when checking the title out and when checking it in. The circ policy requires users to borrow the entire container, not just individual pieces.

The same note (COUNT PIECES) should be penned on any piece that is itself a container of smaller pieces, such as a box of flash cards or a DVD box with separate photos inside. Also write the number of smaller pieces on the container (box, jewel case, etc.).

3. Stamp the container and each piece with the Moore Library stamp.

4. Security strips go on each piece, including the container for the kit.

Lost and missing pieces

If a patron cannot find a missing piece, Circ staff should give the item record a Missing status. They should also designate the piece missing on the container.

• Revised MH, 9/25/08