A. Search series title in Aleph for a matching record.

Also see “OCM number’s for Standing Orders” and “Standing Order Titles” Lists are not necessarily complete, but include the most frequent Standing Orders. (if a book does not have any series title, and in Aleph, there is an un-cataloged item showing order price -- this book is not a standing order book, giving it back to the Accounting & receiving staff.)

• Find matching record for print – match ISSN, title, and publisher; 008 field date 2 is “9999”; 300 subfield a is “v.”

  • If there are more than one same location holdings, write a note and give the book to Database Maintenance Coordinator.

• Open BC holdings

• Edit summary holding 866 field

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  • To show the latest vol. received, edit subfield “a”. 

  • Read subfield x and z carefully and ask questions if there is any catalog instructions.    

• Check 852 field –

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  • If there is a call number in this field, class together for this series title, use 852 field call number.

  • If there is no call number in 852 field, class separately for this series title.

  • Use 852 subfield c for book’s location – STACK, FOLIO, or REF

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    • If the location is SSTCK, do not catalog, send the book to Serials.

B.  Search book record by using ISBN number, if not record, search title in Aleph; if no record in Aleph, search in OCLC for matching record.

• Match book title, author, publisher, publication date, page number with the record.

• To export a record from OCLC, see the list below

1. Elvl encoding level should be blank, I, 4, or K;

2. Conference proceedings should have a meeting name in field 111

3. Have a complete call number in 050 or 090 field (has both subfield a and b).

4. Have at least one OCLC subject heading -- 2^nd indicator should be “0” in 600s field.

5. 490 field’s Series Statement matches the book series titles.

6. Have parallel 830 fields for same series titles.

C. Catalog books in Aleph

• Add XPT tag.

• Create item and holding for the new record.

• For books class separately - do not add any volume numbers in the item, unless it is a volume set for the single title.

• Call number for series title: “Lecture notes in computer science”; “Lecture notes in artificial intelligence” and “Lecture notes in …” The call number will not be in series record’s holdings for specific meetings.

  • Search meetings by using book subtitle (skip numbers, years, and places) for call numbers

For example - title: Declarative agent languages and technologies VII : 7th international workshop, DALT 2009

1. In Aleph search title “international workshop DALT”

2. Click “Show” button

3. UMBC use same call number for the annual meeting.

4. Use this call number for the book, add a year to the end of the call number (QA767.7 .I5775 2011)

• Other titles use 050 field call number. if no 050, use 090 field call number, for more than one 050 call numbers, write a note include the OCLC number and give the book to Database Maintenance Coordinator.

• If a book is a 2^nd ,3^rd… edition, add the year of the meeting or publication to the end of the call# (eg. QA1.A647 v.156 2012)

• Edit 852 subfields “h” and “i” in the Holdings for class together titles (see part A), add the meeting year, if not a meeting, add publication year to the end of the call number. Some call numbers includes book’s volume number (eg. QA76.9.a25 I23 no. 2018)

• Write call number on the verso of the title page, if it’s a Reference or Folio book write REF or Folio on the top of the call number.

• Do not add any volume numbers in the item if the call number has the book’s publication year or volume number at the end of the call number.

• Insert a Green Slip in a Reference book.

D. Book with maps or CD/DVD ROMS

• Book with maps – write “Maps” on a “Mending” slip and insert it in the book

• Book with CD/DVD ROMs -  make the note “Includes 1 disc” in the item and insert a “Book with accompanying cd” blue slip in the book.

  E. Record statistics to the Monthly Individual Catalog Statistics.

  F. Place the finished books on Daily truck and the rest books on Standing Order Problem truck.