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Cataloging and Technical

Page history last edited by Jamie 9 years, 10 months ago

 

Cataloging and Technical

Howard County

Frederick County

Carroll County

 


 

Howard County

 

Receiving Materials

  1. Unpack and count the items in each carton. Check the count against the packing slip. If books come directly from Baker & Taylor books, Perma-Bound books or Scholastic Library Publishing, do NOT shelve or circulate any of the items until you hear from Media Technical Services via email that the titles have been merged. 
  2. If there is a discrepancy, re-count the items; resolve the discrepancy or note the problem on the packing slip.
  3. Complete the "Received and Checked by" and "Date received" portions of each packing slip. 
  4. Send one copy of each packing slip to Media Technical Services. 
  5. Copy the bar code number in a second location on the item, where it can be easily found.
  6. Stamp each item, including guides, envelopes, worksheets, card pocket, and box, with the library media center stamp. 
  7. If the item is computer software, file the back-up copy of the disk (if there is one) in a back-up file. 
  8. Record the new items on a record sheet of additions and withdrawals.
  9. Tape bar code labels with heavy-duty book tape or label protectors. 
  10. Maintaining a shelf list file is optional; if shelf list cards are used by the school, remove the shelf list card from the book pocket and file.
  11. Check to be sure that the circulation system reads every bar code.
  12. If an item is not in the circulation system, follow the instructions found in "Problems with Materials".

 

Periodicals
A record should be kept of periodicals as they arrive. The library media specialist may create this record or periodical record forms can be ordered from a library supply company. This record can be used to indicate the regularity of subscriptions. The school name should be stamped on each magazine, and the latest editions may be paced in display binders. If periodicals are to be circulated, they may be entered on-the-fly into the circulation database. (See instructions above.) Single item barcodes for on-the-fly circulation should be purchased from The Library Corporation.

 

Library Media Handbook

 


 

Frederick County

 

Automation System

Frederick County uses The Library Company Corporation (TLC) automation software.

For any items that are accompanied by MARC records, simply upload the records according to the directions in the email. Do not upload the records prior to receiving the books and matching the packing slip to the open purchase order. DVDs are much more difficult to find complete records for, so FCPS school librarians aim to purchase DVD records along with the purchased DVDs.

For any items that are not accompanied by MARC records, either check for existing bibliography records in the database, enter an on-the-fly record to the catalog, or contact the cataloguer for your level. FCPS has a subscription with TLC that runs the on-the-fly data against four other databases to find matching information so as to complete the record. Most on-the-fly records are completed this way.  

 

Adding a Bibliograhic Record

How to add an item to an existing bibliographic record in the database:

 

  1. Open the LS2 Circ and select the Staff Service tab in the upper left-hand corner.
  2. Click on the Titles & Items tab.
  3. Search for a title to add an item. Please note this is the same screen that is used to add on-the-fly titles. Only add on-the-fly titles after you have searched the database thoroughly.
  4. By default, all titles in your collection matching the search will be displayed. Unclick the Home Location Only box to view the search hits for the entire collection.
  5. The search will produce the number of district-wide hits. Select the record for the book that has the matching publication date.
  6. By default, if you already have items attached to this record, they will be displayed. If you uncheck the box Show Local Items Only, you will see all of the items attached to the record. This will allow you to view the collection and call numbers of other items in the system.
  7. To add your own item record, click on the button Add New Item.
  8. Enter the item information. Item ID (barcode), Location, and Collection. Additionally, you probably want to add a call number and a price. The Circulated By section can be ignored. Click on the Save and Check in New Item button to save your changes.

 

Book Processing

  1. Check purchase order against packing slip. Indicate any back-ordered items by highlighting on packing slip and/or purchase order.
  2. Attach any loose barcodes shipped with order to school-specified place on item (i.e. upper-left hand corner on back of item).
  3. Inspect books and other items for damages.
  4. Stamp items in more than one place.
  5. Crack spines and smooth pages.
  6. Report mistakes or damages to vendor.
  7. Import/upload MARC records.
  8. Enter categories in automation system when necessary.
  9. Update consideration file.

 

Library Media Handbook
 


 

Carroll County

 

Operating System

CCPS libraries use Follett Windowns, version 6.x, software system for cataloging. 

 

Receiving Materials

When materials arrive, check the invoice carefully against the purchase order and check for the correct purchase number. If all items have been recieved and are undamaged, mark R beside each item. If the material is damaged, mark D. If something was canceled, indicate that with B/O. You should initial the purchase order so that your financial secretary knows that the order has been checked and is ready for payment. The main office will then forward the signed purchase order to the appropriate accounting clerk. The librarian should keep a copy in the Collection Development binder, and save invoices from the past three years in file folders. The same procedure should be followed for receiving materials purchased through grant money.

 

Processing of Materials

  • All materials should be marked with the name and address of the school in the front and back. 
  • Attach a 14-digit Bar Code that begins with the number 3, then your 4-digit school wide code. 
  • The materials should be added to your inventory by entering the MARC record data. This should include the copy number, date acquired, and category.
  • Shelve the item in the appropriate location for use. 

 

Library Media Handbook, Sections V-10

 

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