02/2006 (Updated by Yan Liao)
CATALOGING WISCONSIN DOCUMENTS SERIALS
We do not keep: conference agendas, registration forms, or annual announcements. If in doubt, double-check with Wisconsin Documents Librarian (Cathy Palmini).
There are 3 DNR series that are cataloged as a series WITH analytics; 2 copies of each issue. The barcodes go on the analytic records.
** Double check the titles in Voyager before cataloging as a new serial. Sometimes student searchers in Wis. Docs miss them. Try variations of the title, keywords, call number, etc., if in doubt. If there is a monographic record for an earlier edition(s) of the same title, use the call number as a deciding factor in whether to consolidate all holdings to the serial or to start the serial with the current edition/issue.
If the call number is the same, overlay the monographic record with the serial record. Alert Wis Docs to discard their monographic shelf list. The monograph record needs to be deleted from OCLC also. Change the Holdings record to reflect an open holdings statement. Change the item record, adding the date of the earlier edition in the Chronology field.
If the call number is different, usually leave the monographic record for the earlier edition in Voyager. Usually 2 different call numbers are not kept on the same record, although there are exceptions to this policy.
** Customarily serials will come with an OCLC bib record print-out, having been searched by the cataloger (John Gallagher).
** Double check to be sure the call number on the document matches the OCLC record. If there is no call number on either the item or the record, return with the record copy to Wis Docs for a call number to be assigned. If the call number on the document doesn’t match the one on the OCLC record, send the document to the Wisconsin Documents Librarian with a printout of the OCLC record for her to decide on the call number before cataloging.
** If there is a 780 on the bibliographical record, check Voyager to see if we have the title. If so, close the electronic record (fixed fields, 260 date, 362 closing, etc.). Add the new title as a 785. Check items to be sure the inclusive dates of the editions we have match the record. Wis Docs in the past has been cavalier about putting earlier and later items on records that don=t match.
** Working with the print-out, search names and subjects (when necessary) in Voyager. Consider searching for and exporting authority records from OCLC when necessary.
** In OCLC:
086: Take the date off the call number; add ‡2 widocs to the end of the call number if necessary.
049: WISW
Correct any names or subjects as necessary
Update holdings; produce; export.
(Kathy Wrycza will send the produced cards directly to Wis Docs for their shelf list file, and it is important to change the 049 field in OCLC to WISW before producing the card so she knows the cards are for Wis Docs.)
** In Voyager:
Set the Preferences in Options:
General:
Holding/Item default location: Wis Docs
Call Number Hierarchies: SuDoc
Item Defaults:
Item Type: GovDoc (US and Wis)
Now the call number transfers to the Holdings screen automatically when a holdings record is created.
Bibliographic Record:
Insert correct OCLC number if overlaying a record in Voyager
Holdings Record:
852 8 1 ‡b WISW #h [call number]
866 _ 0 ‡a [Vol. and/or date -]
(NOTE: In the 852 field: Change the 3 to an 8; use 1 to indicate a serial; do not leave a date on the call number.
In the 866 field, record enough information that the patron will know what we have; use a dash to indicate that more might be received.)
Item Record:
Type in barcode
Be sure Perm. Loc. code is Wis Docs and Item Type is GovDoc (US and Wis).
Add sufficient information in the Enum. and Chron. fields to identify item
Formulating the call number: Put a space where there is no punctuation:
UNI 1 Pov.3:D 5/1057
ED.6/2:S 42/2/