02/2006 (by Yan Liao)

SHELF LIST CARDS

Starting from 09/2003, we no longer produce shelf list cards from OCLC, with the exceptions of: 

1.      New periodical titles

2.      New serials titles (including Reference, Stacks, & Wisconsin Documents)

In order to keep statistics, add a 910 field in the Voyager bibliographic record of every new title and put in the month and year of cataloging.  A combination of letters and numbers is used, which is the first three letters of the month (all lowercase) followed by the last two digits of the year with no space between the two elements.

Examples:      910 _ _ ‡a jan06

                                    910 _ _ ‡a jul05

                                    910 _ _ ‡a nov04

This 910 field will allow the automation librarian (Carole Van Horn) to generate reports on the number of titles we have added to the collection in given time periods.  Kathy Wrycza makes a monthly report using this field for the annual library statistics.

Existing shelf list cards are filed by call number against the south wall in Rm. 12, except for those for periodicals, which are filed by title outside Rm. 012D. 

When withdrawing a title for which we have a shelf list card, pull the card from the file:

Monographs

-Write “ca” in red by the OCLC number to indicate that holding has been taken off OCLC. 

-On back of card, write the year of withdraw, plus “disc” if the item is being discarded or “lost” if the item is lost.

Serials and Periodicals

-Write “wd, date” and initial (example: wd, 11/15/05, YL) on top of card.

-Write “ca” by the OCLC number to indicate that the holding has been taken off OCLC. 

File the card by its main entry or top line in the Shelf List Withdrawal File. 

When withdrawing a title without the shelf list card (monographs we acquired after 09/2003), create a withdraw shelflist card for the title (see attached for an example) BEFORE deleting or suppressing the record in Voyager. 

In order to do this, one needs the Withdraw program on the computer, which can be installed by Rob Clint.  Currently both Joan and Kathy have the program on their computers.  The Acquisitions printer (Susan Sparapani’s) is used to print the cards.  Consult Susan when you would like to do that to make sure the printer is set up for the card printing. 

When the cards are printed:

-Write call number on card (see attached).    

-Write in red “ca” by the OCLC number to indicate that holding has been taken off OCLC. 

-On back of card, write the year of withdraw, plus “disc” if the item is being discarded or “lost” if the item is lost.

-Underline the main entry or top line (author or title) so student assistants know what they should file the card by in the Withdrawal File.

-Punch a hole on the card for filing.