Appendix A: Catalogers’ Checklist

Owned by Vernica Downey
Last updated: Oct 11, 2023 by Linda Isaac

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 appropriate 85X/86X pairs per Harvard Library Best Practices (extensive examples are found here)
  • Add 920 field for cataloging (if newly accessioning, as from a gift collection, add a second 920 for the accession)
  • For all bound-withs: add 977 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; additional shelving information can be added to $$m (e.g., "$$m (Shelved in P1 Case Range 4)")

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 adhere to these procedures before routing items to end-processing:

  • add additional instructions on Aeon slips, particularly relating to labeling, plating, tipped in or laid in items
  • put items that will remain onsite and require prefabs housing into prefabs
  • protect any delicate material going for conservation, casing, or binding either by putting it into an envelope or tying it up
  • protect items that are oddly sized (e.g., miniature books that are too small for regular end-processing) by putting it into an envelope and handing them directly to the end-processor
  • indicate the need for mylar sheath (and CMI, if required) when routing items with dust jackets
  • create an Aeon slip for any items lacking one, and route transactions to "Technical Services - End Processing"
  • place routed items on appropriate end-processing shelf; if numbers exceed space, do NOT leave books elsewhere, but speak with the end-processor
  • if reclassifying, retrieve or page book and add an explanatory note on Aeon slip for the end-processor to re-label the item
  • if cataloging a second copy and there is a need to designate the copy already on the shelf as "(A)" for an item with older classification scheme, change the holding record to add "(A)" and retrieve the item from shelf and neatly add "(A)" on the call number tab in indelible pen (or send the item to end-processing with instructions added to an Aeon slip)
  • DO NOT leave items deemed offensive or sexually explicit materials on end-processing shelves; those items must be handed to the end-processor directly

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 in Aeon to the Preservation Review queue. Make a note on the Aeon 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 if necessary (and route the item to end-processing in Aeon)