StaffGuide: Cataloging and Acquisitions

Changes to Cataloging Routines for Content Services Statistics

 

These changes became effective on July 1, 2018.

Sierra Cataloging Procedures

Following these procedures will allow the Sierra to automatically count cataloging activity. No further action is required by the cataloger. Cataloging statistics will be posted monthly. Make certain you double-check your work if you want credit for it!

 

Cat Date

The load tables will be set to protect the Cat Date from overlay, as it will be needed for counting. This means you will need to manually change the Cat Date in two instances:

  • The item is being newly cataloged in Sierra and the Sierra record has a blank Cat Date.
  • The item is being newly cataloged in OCLC to overlay a Sierra record, and the Sierra record has a blank Cat Date.

Do not change the Cat Date when recataloging, or for any other reason.

 

Initials for New Cataloging

Enter the three initials of the person who should get credit for the cataloging in the 945 field (Innovative tag "v"). Other initials and dates may be entered in this field, but the counting algorithm will only pull the first three characters. A macro is suggested for accuracy. The following string can be copy, pasted, and edited in Sierra: %ENTER%v945  dek

For record loads, we will use the following character strings to designate the type:

 

Mullins   batch
Law   law
Marcive  mvi
360 MARC 360

 

 

 

 

 

 

Initials for Recataloging

If you would have previously counted your edits to an existing record on the recataloging stats sheet, enter your three initials in a 955 field (Innovative tag "v"). The counting algorithm will only pull the first three characters. Note this field should not be used for minor edits, but only true recataloging. A macro is suggested for accuracy. The following string can be copy, pasted, and edited in Sierra: %ENTER%v955  dek

We believe it will be very rare for an item to be truly recataloged more than once in a year. If this occurs, initials should be added to the same 955 field, even though the counting algorithm will ignore them. Existing 955 fields will be moved to field 965 on July 1 of each new fiscal year to allow gathering and sending of updated records to Backstage.

 

Withdrawing Procedures

Effective May 9, 2022, please enter all withdrawn statistics manually in LibInsight (https://uark.libinsight.com/datasetr.php?id=19356).

Statistics have been gathered for July 1-May 9 to allow the item and/or bib records to be deleted before our Alma cutover load.

Record in Sierra

Following these procedures will allow Sierra to automatically count withdrawn activity. No further action is required by the cataloger for statistical purposes. Withdrawn statistics will be posted on an annual basis. The separate procedure will be revised as soon as possible, as the other instructions still apply.

  • BCODE3. If all copies/volumes of a title are to be withdrawn, insert code "9." This will suppress the bib record and all attached records from showing. On July 1 of each year, we will gather statistics on the number of titles withdrawn and then change these BCODE3 values to "8." The records will be reviewed, and those that can be removed from the system will be changed for "d" for delete. (If there is financial information that must be retained, they will be left as "8.")
  • ICODE2. Insert code "9" in the affected copies/volumes, whether or not the BCODE3 is also set to "9." On July 1 of each year, we will gather statistics on the number of copies/volumes withdrawn and then change the ICODE2 to "8."The records will be reviewed, and the items will either be deleted or have their ICODE2 changed to "8" (if financial information is present).

Do not use code "9" in bib records that lack cat dates. If an uncataloged bib record needs to be deleted, instead enter BCODE3 "d."

Note that these withdrawn statistics will be in aggregate. If you or your supervisor want individual statistics, you should keep these manually.

No Record in Sierra

Counts must be entered manually. See below for the link to the form. 

 

Counting with LibInsight

Several categories of statistics will now be gathered with the software we use for many of our public services functions. These statistics must be entered by the cataloger, and there are instructions for doing so embedded in each form. Statistics will be posted quarterly.

For further instructions, see the procedure “Statistics and Working with LibInsight.”

Compiling Content Services Annual Statistics