Cataloging Basics for Monographic Government Documents (U.S.)

Cataloging of Federal documents for our depository is done electronically. Current and retrospective pieces are received and cataloged by the Resource Management Staff Assistant. The steps in this process are:

• Search OCLC Connexion by SuDoc number (gn:) or title (sca ti=) for a record that matches the piece
• Edit the matching record as appropriate to meet local cataloging standards (title, publisher, and year discrepancies require review and possible new cataloging by the Catalog Librarian.)
• Update the library holdings in OCLC (F8) and export the record to an import file (F5)

Searching for Bibliographic Records (Connexion Client or Web version)

Search OCLC Connexion Client for bibliographic records matching the pieces in the shipment. Use the following searches (in this order, stopping when you get results.)

• SuDoc search from the piece (gn: and the Sudoc number, no spaces, no punctuation)
• Title search (sca ti  and the title as it appears on the piece)
• For USGS publications: use Keyword search  for the publication number in a series statement
• For maps: use a Keyword search for the map number in the lower right hand corner in a note

Matching bibliographic records to material (pieces)

035 ‡a	GPO, OCLC, GPM numbers only
049	Change to GPMD
074	Must match temp- copy from temp (in Voyager) to imported record if not present
086	Must match temp and piece- copy from temp (in Voyager) to imported record if not present
245 260 300	Must match piece- don’t edit unless there are spelling errors
500	Shipping list number note must be present
650 651	must have 2nd indicator 0 or 7, delete others (2,4,8)
856	‡3, ‡u, ‡z only, ‡z note should be: Click here to access this resource online.

Selecting Bibliographic records

Acceptable bibliographic records will be an accurate match for the material based on the criteria above and GPO, DLC or other quality cataloging. Records with higher numbers of libraries using them may be higher quality records. Edit the record as neccesary in OCLC Connexion. Update the library symbol (F8) and export (F5) all quality records found. These records will go to an import file in Voyager. When all items are completed, the file will be sent by e-mail to a Library Assistant III in Resource Management. This assistant will replace the temp records with full cataloging. The material will be returned to the Government Documents department for MFHD and Item record setup.

Some items will have brief or poor cataloging in OCLC. Encoding level K or other poor bibliographic records should be printed and filed for searching later. Note any information about the piece on the printout before filing and release the material to Government Documents for MFHD and Item setup. The printouts will be used to search for record updates each month. Export the first quality bibliographic record retrieved. Temp records will be replaced with the best available record within 6 months.

Some items will have no bibliographic record in OCLC. These items will be retained in Resource Management until full cataloging is available.

 Original cataloging for Government Documents will be done only in extreme circumstances and at the discretion of the Catalog Librarian. The Marcive Temp makes them accessible to the public until full cataloging is available.


Selecting  Bibliographic  Records (Multiple format)

The U.S. Government Printing Office (GPO) sometimes has the original, microform and electronic versions available. GPO catalogs the original (paper), sends microform to some depository libraries, and makes electronic versions available on government web sites.

The bibliographic record represents cataloging for the original but may contain item numbers for microform, electronic and the original in separate 074 fields. A note concerning availability in microform and/or electronic versions may appear in field 530.

You may enter a separate record for a government document if it is in a medium different from that in the GPO record. You may use the GPO record, but it would not accurately reflect what your library holds. See field 074 for more information.

Replacing Shipping list temps with full cataloging

If the import file is sent to you by e-mail:

Don’t try to access the file through Groupwise. Right-click on the attachment icon in the Groupwise Attachment Window and Save the file to your Voyager Marc Records folder on the C: drive. Go through Voyager Cataloging to import the records.

Logging on:

• Open Voyager Cataloging
• Select the Cataloging Happening location.

Selecting the Import file:

• Select Record/Import/From New File
• Use the yellow file folder with an up arrow on it to get a list of programs on your C: drive.
• Select your Marc Records Folder and look for a file on the list of attachments that begins with SL or MFSL and ends with .bib
• Open the file

Importing the titles and retrieving the temp:

• Select the first title on the list.
• Copy the Sudoc number from the bibliographic record (086 field).
• Search Voyager by MFHD Call number search to retrieve the Temp.
• Select Window/Tile

Preparing the Temp to be replaced:

• Copy the 035 field containing the OCLC number from the Imported record.
• Paste the 035 field from the imported record into the temp record.
• Suppress the temp record and save it to the database.

Note: If there is no temp record in Voyager, check the piece for a handwritten call number or a local barcode. If either of these are on the piece, save the bibliographic record to Voyager and create MFHD and Item records.

Editing and saving the Imported record:

• Verify that the Imported record matches the Temp to be replaced
• Copy the 074 and 500 field containing the shipping list number from the temp to the full record IF THEY AREN'T ALREADY THERE
• Save to the Database
• On the dedupe window, select OCLC replace from the drop-down menu
• Click on the Replace/Merge using profile button (your profile should be OCLCReplace)
• Confirm replace and click OK

To Return to the Import file for the next title: Select Record/Import from previous file

Added copies, Added volumes, and errata

Added copies, added volumes and errata information should be entered onto a single bibliographic record when possible.

• Added copies must be a bibliographic match for the title previously received and must be designated as an additional copy by adding "copy" and a copy number following the SuDoc number.

• Added volumes must be a bibliographic match for the set title and must be added only to a record with a 300 field containing multiple volume information. If the 300 field has pagination information, it is most likely for a single volume in the set. Many monographic sets are analyzed and should be entered into Voyager Cataloging as separate bibliographic records for each volume. Follow the precedent that GPO or other government cataloging agencies have established for the title you are working on.

• Errata pages sent for print pieces are inserted in the piece. The Temp Bib, MFHD, and Item records are deleted. Add a 590 field note to the full bibliographic record and MFHD 852 field, subfield x  that includes the piece designation and shipping list number for the errata. Follow the format: Errata for [v., pt., etc.] inserted, Shipping list no. [number here].

• Errata for MF pieces are filed following the piece for which the errata was sent. The Temp Item record is relinked to the MFHD for the main title after any enumeration is entered into the enumeration field of the Item record. The Temp Bib and MFHD are deleted. Add a 590 field note to the full bibliographic record MFHD 852 field, subfield x that includes the piece designation and shipping list number for the errata. Follow the format: Errata for [v., pt., etc.] inserted, Shipping list no. [number here].