Holdings record
- Edit LDR and 008 fields fully
- 852 must have first indicator 8 for Houghton call numbers, 0 for LC numbers
- For serials and multi-part items: add a 853/863 pair
- Add an H08 field with today's date in subfield b
- Add 920 field for cataloging (if newly accessioning, as from a gift collection, add a second 920 for the accession)
- Delete 989 field, if present
- For all bound-withs: add H77 field to each holdings record other than the first in the volume
When editing legacy holdings records:
- Move any 852 $$z notes to 541, 561, 562, and 563 fields as appropriate; add $$5 hou or $$5 the at end of each field
- Ensure that classification number is in a single 852 $$h (or $$h & $$i for LC numbers), with correct punctuation
Item record
Create an item record for each physical piece of all new accessions, as well as for all items cataloged (original or upgraded). Do not create item records for bound-withs other than for the first in the volume.
End-Processing
It is the responsibility of catalogers to:
- Accurately, legibly, and completely fill out a routing slip for every item. This includes:
- full call number
- accession number or, if none, the date of acquisition
- name of fund or donor
- if called for, conservation treatment, including writing "case" or "repair" at top
- for broadsides, a full entry for labeling
- any specific instructions, particularly relating to labeling and/or plating, for instance if these items are to be tipped on or affixed in a particular location
- Write the call number on the verso of all broadsides
- Put items that are going onto the shelf in prefabs into their prefabs
- Protect any delicate material going for conservation, casing, or binding either by putting it into an envelope or tying it up
- End process their own miniature books if they are too small for regular end processing; this usually involves just writing the call number on the inside of the back cover
- Indicate the need for mylar sheath (and CMI, if required) when routing rare books with dust jackets
- Create an Aeon transaction for any items lacking one, and route transactions to Technical Services - End Processing when bringing materials there
- Place items on appropriate incoming shelf; if numbers exceed space, do NOT leave books elsewhere, but speak with the Technical Services Librarian
- If reclassifying, retrieve or page book and add an explanatory note to Aeon slip; send to end-processing with routing slip AND Aeon slip in book
- If cataloging a second copy and there is a need to designate the copy already on the shelf (A), retrieve or page book and write "Reclassed/pull card" on call slip; either neatly in indelible pen write (A) onto the tab and label or send to end-processing with routing slip AND call slip in book
- Added note: If the book having its call number changed came from HD, it is important to inform the person in charge of the HD functions in the Reading Room know of this change so that the number can get changed in their inventory file (HD itself does not need informing)
Transfers
Full instructions for cataloging and processing transfers (most commonly from Widener) can be found in the document Transfers - Classified Transfers
Preservation review
For items requiring preservation review or quick repair after cataloging, fill out a preservation review slip (Preservation Review.docx) and route the item's Aeon transaction to the Preservation Review queue. Make a note on the routing slip that the item should be sent to end processing after preservation work is complete. Either leave the item on the preservation review cart, or bring it to Ramon for delivery to said cart.
After record review
- Make necessary corrections
- Take items to End Processing