Map Cataloging Manual: Staff Cataloging Procedures

Procedures for cataloging of maps by staff

1.      Check folder every morning for new maps.

2.      Check map for presence of bib number. Note this on Map Cataloging Checklist. Verify that brief record is suppressed.

3.      Search OCLC for bib record. Do not search for an item more than one time.

         a.      If not found, return map(s) to Beth. This should be done daily.

         b.      If found, note the OCLC number on the Checklist. Enter the map into the Excel document found at: G:\Cataloging Department\Maps in Cataloging. Fill in information for the orange fields only.

4.      Catalog items in order of date received.

5.      Export record to Voyager, and replace brief bib record (if applicable). Be sure that brief record matches the item in hand.

6.      Verify that all information in the bib record is correct based on map in hand.

         a.      Check for spelling errors.

         b.      Validate subject headings.

7.      Go through list of “Fields to add, if applicable.” Add if item is found on map and not currently in bib record.

8.      Steps 6 and 7 should be done quickly but accurately.

9.      Use suggested call number or create call number.

10.  Create MFHD. Add the following, if applicable:

         a.      Include superscript in $k.

         b.      Include Locally encapsulated note in 583.

         c.       If item is in “Library-supplied envelope,” add $z note “In envelope.” (without quotes)

         d.      If item is a gift and “add to MFHD” is checked, include $z note, “Gift of [name]” (without quotes)

11.  Create item record. Scan barcode. If price is on Checklist, enter in Price field.

12.  Write bib number on Checklist. Give map and checklist to Beth.

Fields to Add, if applicable