Government Documents Barcoding Project
Stage 1: Preparing the records in Voyager
The Catalog Librarian (serials) and Resource Management Staff
Assistant (monographs) will use the Government Documents shelflist, records
loaded into Voyager by Marcive and imported records from OCLC to complete
this portion of the project. The goal is to convert the information in the
shelflist to electronic form in Voyager Cataloging. (For GIB for CWAN sets, click here.)
- Search Voyager Cataloging for a span of call numbers beginning
with the first shelflist card in the drawer. This is done by entering
a partial SuDoc number (example: A 1.2). The result is an online list
that can be used to work from without searching for each shelflist SuDoc
separately. Titles on the list should coincide with the shelflists in the
drawer.
- If there are additional records, delete them
- If records for a title with a shelflist card are omitted, import
the record from OCLC
- If a shelflist card is marked missing, verify the missing status
with the Gov Docs staff and remove all records for the title from Voyager.
- Edit each bibliographic record retrieved to local cataloging
standards for Government Documents bibliographic records.
- Get Holdings or create New Holdings and set to local standards
for Government Documents holding records.
- Get Items or create New Items and set to local standards for Government
Documents item records.
- Assign barcodes to item records from a barcode sheet in sequence
according to SuDoc order.
- Assign barcodes for print and microfiche materials from separate
barcode sheets.
- For records with multiple Item record on one MFHD, set up the
first Item Record manually and select Record/Make a Copy (with the first
item displayed) for all following item records. This requires only barcode
and enumeration edits for the item records.
- Mark each shelflist complete with a note at the top of the shelflist
which includes: Voyager,(Initials),(Date)
- Mark each shelflist for which cataloging was not found with: No
OCLC,(Initials),(Date)
Report on Stage 1:
Use a completed sheet of barcodes
to run the report at: V:\Collect.&Resources\CRS_reports.
There will be separate reports for print and microfiche material.
- Select barcodes project
- Enter the first barcode on the sheet
- Enter the last barcode on the sheet
- Enter the password
- Print the results on 5 sheets of legal-sized
paper
- Proof the printouts against the barcode
sheet to verify that the numbers line up
- Cut the Barcode sheet into 5 columns
- Staple each column to the matching printout
(staple at the top and the bottom)
- Punch holes in the printouts
- Note Print or Microfiche on the report
- File the printouts in the GIB Holding-Shelflist
binder
- When the GIB Barcoding binder returns from Government Documents,
transfer the printouts from GIB Holding to GIB Barcoding binder and ship
directly to the Government Documents Staff Assistant
Stage 2: Applying barcodes to the resources
The Government Documents Staff Assistant receives the GIB Barcoding
binder from CRS-Resource Management and assigns barcoding duties to student
assistants.
The Government Documents Student Assistant will use the SuDoc numbers
on the report to locate each piece. The report has been prepared in such
a way that pieces may be barcoded in place. Barcoding in place is the method
that consumes the least staff time and maximizes public access to materials
during the barcoding project.
Barcodes are removed from the strip on the report and placed on the
piece. The barcode should be placed in close proximity with the Date Due
beeper when one is present. If there is no Date Due Beeper, follow the general
criteria for applying barcodes when possible. Barcodes for missing pieces
should remain on the strip on the report pages.
The Government Documents Staff Assistant will review the results of
the initial barcoding. She may choose to search the shelf or additional
locations for missing material at this time.
The GIB Barcoding binder is returned to the CRS-Resource Management
Staff Assistant when each installment is complete.
GIB for CWAN sets
Catalog individual monographic titles included in CWAN sets using these
guidelines:
- Use the Government Documents shelflist to request all pieces in all
formats for the SuDoc from Government Documents
- Student Assistants will unbox and put all material on a truck in alphabetical
order by title
- The Resource Management Staff Assistant will search for records for
each title on the truck.
- Search each title in OCLC Connexion
- Choose a serial record when available. Print the record and insert
it in the first book in the set.
- Set the serials aside to be filed on a separate truck or in boxes
(alphabetically by title).
- Choose a monographic record when there is no serial record available.
- Check Voyager for monographic records for the remaining titles.
Update the record in Voyager and update OCLC holdings.
- If there is no matching monographic record in Voyager, export the
most acceptable monographic record from OCLC to Voyager Cataloging. If a monographic
title is revealed as a part of or closely related to a serial after the initial
search, file it with the serials for review.
- Place a barcode on each monographic piece and return it to the truck
in SuDoc order
- The Resource Management Staff Assistant will separate the Serials
from the Monographs and send the Serials to the Catalog Librarian for review
and cataloging. Some of these titles may return for monographic cataloging
if the serial record is not sufficient.
- The Resource Management Staff Assistant will catalog and save the
monographic bibliographic records into Voyager and create holding records.
- A Student Assistant will search Voyager Cataloging for the SuDoc number
range and work from that list to create an item record for each monographic
piece.
- The Resource Management Staff Assistant will use Voyager Pick-and-scan
to set each item’s ARC status and proof the item information.
- Completed material will be boxed and sent back to the Government Documents
Staff Assistant for shelving.