Cataloging Basics for Monographic Government
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)
|GPO, OCLC, GPM numbers only
|Change to GPMD
|Must match temp- copy from temp
(in Voyager) to imported record if not present
|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
|Shipping list number note must be
|must have 2nd indicator 0 or 7,
delete others (2,4,8)
|‡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
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
Selecting Bibliographic Records
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.
Selecting the Import file:
- Open Voyager Cataloging
- Select the Cataloging Happening location.
Importing the titles and retrieving the temp:
- 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
Preparing the Temp to be replaced:
- 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
- Copy the 035 field containing the OCLC number from the Imported
- 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
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:
To Return to the Import file for the next title:
- 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
- Save to the Database
- On the dedupe window, select OCLC replace from the drop-down
- Click on the Replace/Merge using profile button (your
profile should be OCLCReplace)
- Confirm replace and click OK
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.
- 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].