Continuing a little further with cataloging before going on to other subjects, I had decided from the beginning of taking on the role of librarian/historian that I would provide written resources for future staff who may assume the position as well as to provide standardized practices for myself to avoid straying away from benchmark practices and creating a provision for evaluation of progress. It would also be helpful as a starting point for training should there come a time when additional staff are added to the area of library resources. This will be tedious and uninteresting except for a cursory review for most. Anyway, the following is a recent revision of this document:
BHM Library Resources Procedure for Classification & Cataloging
Connecting to ILS Software (Atriuum)
1. How to connect to/access the Atriuum integrated library searchable catalog:
Go to the established URL, click on “Display” to go directly to the catalog
2. To access the LIBRARIAN FUNCTIONS of Atriuum, click on “Librarian Log On” link and provide the required log on name and password.
Note: The “Atriuum User’s Guide” and “Atriuum Quick Start Guide”, along with the HELP section of the Atriuum software itself, will be helpful in learning how to work with the database software. Book Systems, Inc. (creators of Atriuum) can also provide online training via iLinc and/or support via email or telephone per our maintenance agreement.
CATALOGING PHYSICAL ITEMS
(Reminder: Atriuum is not for cataloging electronic items in the collections, such as MS Word, PDF files, etc. These items are organized on the BHM network.)
Place item(s) on a flat surface for initial examination and note any visible damage or unusual condition.
Note: If the item is a video recording, DO NOT assume it is in the standard NTSC format as 1/2″ or VHS videos in NTSC and PAL formats look alike. PAL or SECAM formats will not work in standard American video playback machines. Notate video items in a format other than NTSC.
1. Check the OPAC to determine if the item has already been cataloged.
If so, FIRST, add a barcode label on the physical item.
To add hiss additional copy(s) to the collection, start by finding the barcode number of a copy already cataloged using the searchable CATALOG or OPAC. Once you have found an item in the catalog, write down the barcode number of the only or other existing copy.
Next, go to the log on for the librarian functions, click on the “Review an item” from the “CIRCULATION” pull-down menu, place the barcode number of the already cataloged item in the “Barcode/Title” search box, then click on the “SEARCH” button, then click the TITLE of the citation that appears, then click on the “Bibliographic Record” button, then click on the “Edit” link on the right of the last copy (or only copy if only one ) and a “Holding Record” for an already catalog copy will appear, then click on the “Make Copy” button.
When a copy of the “Holding Record” of the already cataloged item appears, place the number of additional copies you wish to catalog in the box with the default number “1″. Next, place the barcode number of the new item to be cataloged (from the barcode label you put on the new item to be cataloged) in the “Barcode” box which contains the words”next available”. Next, select the appropriate items for “Item Circulations Class”, “Item Report Class”, “Condition”, “Call Number Prefix” (see prefixes list already discussed), “Call Number” (create a call number using the Dewey Decimal Classification schedule book and the OCLC Cutter program–shortcut on my computer’s desktop), “Call Number Suffix” (place copy number here, i.e. c.1, c.2, etc. as appropriate), “Physical Location” (select from our 5 designated locations in the pull-down menu), AND finally, add any comments regarding this individual copy, I place here the precise box and storage unit numbers here for any item from that location. You can place other comments about the particular copy here as well, i.e. specifics of condition, i.e. “dented binder”, “ripped cover”, etc.
To complete the cataloging process to catalog an item for which we already possess a copy, Click on “Save”. If you do not, there will be no record of the item.
To print the spine label which contains the complete call number, click on the “Catalog” pull-down menu from the librarian functions screen, then click on “Print Spine/Pockets”. If the pull-down menu to the right of “Labels to Print”, select the option “BSI Label Set-Spine Labels Only”. Next, either input the individual barcode numbers in the left hand box or use the barcode scanner to scan in the barcode label number on each item. Click the “Add” button. Now click on the “Print Labels in Queue” option, select the appropriate print, add a sheet of spine labels to the selected printer, and select “Print”.
Apply the spine label to the item cataloged and shelve/store the item in the appropriate location.
2. It there have been no copies of the item cataloged:
- Apply a unique bardcode label to each item before beginning the cataloging process. On identical copies of an item, apply a barcode label on a 4″x4″ Post-It note and apply the Post-It note on the item–The “spine” label with the call number label will also be applied when printed at the end of the cataloging process (Reason: sometime multiple copies are needed by the Marketing Dept. or others permanently or for extended periods of circulation so the labels are not permanently affixed so the items may be used/distributed).
- Create a bibliographic record: In the librarian function screen, select “Add item” from the “Catalog” pull-down menu. if there is an ISBN on the item to be cataloged, place the ISBN in the “Quick Cataloging” box on the left and click on “Add” to see if this item is in the Book Systems, Inc. database. If it is, bibliographic data will be automatically entered in the form on the right. You can then modify the data as desired or is appropriate. If not, you will receive a red message saying it was not found.
- If the item is not found in the Book Systems, Inc. database, click on the eZcat icon on my computer’s desktop. When eZcat opens, click on the File menu and the on the “BHM Cataloging” link to begin searching to see if other libraries we can search on-line have cataloged the item. If so, you can click on the icon above that looks like an “A” to import the bibliographic data into Atriuum. You will have to enter your Atriuum password to do so. At this point, you can modify the data received for your record.
- If you still cannot locate cataloging for the item, you must proceed to produce original descriptive and subject cataloging. First, check the item to see if there is CIP (Cataloging in Publication) which can be very helpful. If it does not have CIP–found on the verso of the title page, if a book, you will have to designate an appropriate Dewey call number and complete descriptive and subject cataloging ( using the controlled vocabulary of the LCSH).
To be continued in the next post later today…