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Summary: These procedures detail temporary cataloging workflows for the interim period in which cataloging continues in Sierra while Acquisitions work is done in FOLIO. These workflows will be in effect until cataloging functions are also switched over to FOLIO (expected in December 2021)a general overview of the Folio cataloging process, whether for copy or original. The instructions here are relevant to any workflow in which cataloging of a monographic resource is done (but some of the steps, like adding item records, will be pertinent to serials cataloging as well). More details about Folio-specific processes related to editing and importing records can be found in Bringing single bib records into Inventory and Working with records in Inventory. See also the chart showing how to use holdings and item record fields.


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Overview of changes

  • For materials ordered after July 1, 2021, order records will be created by Acq in the FOLIO Orders app (not in Sierra).
  • For shelf-ready YBP firm and approval orders created post July 1, 2021, brief order bibs will still be created in Sierra; for all other titles, no brief bib will exist in Sierra.
  • The migration of Sierra order records to FOLIO includes anything ordered in the last two years (from July 1, 2019). 
    • The first round of migrated records contain open orders only.
    • Order records migrated to FOLIO will also remain in Sierra.
  • Materials ordered after July 1, 2021 can be identified by their order slip: the number will have a dash in it.

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Shelf-ready vs. general cataloging

For shelf-ready:

  • Acq staff will load bibs into Sierra as usual and enter the Sierra bib number in the matching FOLIO Instance record
  • Catalogers should be careful to overlay on the same bib record in Sierra, instead of creating a new Sierra bib and moving order records
    • If this isn't possible, enter the new Sierra bib # in the FOLIO Instance as described below

For other materials:

  • No brief bib will be brought into Sierra
  • Catalogers will export from Connexion without overlaying
Info

This is true for anything ordered in the last two years. 

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Logging into FOLIO

Production tenant

  • Nearly all interim work in FOLIO needs to happen in the production tenant
  • Login at this URL with the username and password issued to you: https://michstate-lm.folio.ebsco.com/
  • If you don't have or don't know your username, contact Kay Granskog

Test tenant

  • You may be instructed to contribute to testing in our FOLIO test tenant; we are using this only during the interim period for testing purposes.
  • Login to the test tenant with the username and password issued to you: https://michstate-lm-test.folio.ebsco.com/
  • The test tenant login is distinct from the production tenant login
  • If you don't have or don't know your username, contact Kay Granskog

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Linking Sierra bibs to FOLIO

For any cataloged title with a FOLIO order record, it is crucial to connect the Sierra bib to the corresponding order and instance records in FOLIO. There are two slightly different methods to accomplish this, depending on the nature of the FOLIO instance record.

1. Determine the type of instance record in FOLIO

  • In the FOLIO Orders app, click the "Order lines" button above the search bar.
  • Choose "PO line number" from the dropdown menu and enter the POL number from the order streamer.
  • Verify the resulting order record matches the piece in hand.
  • Click the title of the order record to navigate to the linked instance record.
    • Under administrative data, note the Source of the record's data – it will be either MARC or FOLIO.
    Screenshot of instance record in FOLIO with Source data circled in redImage Removed

    2. If Source = MARC

  • Click the blue Actions menu in the top right
    • Choose "Edit in quickMARC"
    Image Removed
  • Copy the Sierra bib record number of the cataloged title
  • In the quickMARC interface, locate the 907 field (if none exists, skip to the next step)
    • Add the Sierra bib number like so: $y .b########
    • Image Removed
    • To add a new 907, click the plus sign at the end of any field and enter 907 \\ 
  • Remove the $a automatically inserted by FOLIO
    • Add the Sierra bib number like so: $y .b########
    Image Removed
    Image Removed
  • Click "Save & close"
  • You will be returned to the FOLIO instance record view. 
    • Scroll down to the Identifiers section of the instance and verify the Sierra bib number is now present (you may need to refresh your browser to get the record to display its most recent version).
    Image Removed

    3. If Source = FOLIO

    Click the blue Actions menu and choose Edit
    Screenshot of instance record in FOLIO showing Action menu with highlighted Edit commandImage Removed
  • Scroll to the Identifiers section of the instance record
    • Click Add identifier and choose Sierra bib number from the menu
    Screenshot of editing interface for instance record in FOLIO showing Add identifier button and Sierra bib number optionImage Removed
  • Enter the Sierra bib number in the box like so: .b########
  • Click Save & close
  • You will be returned to the instance record view
  • Navigate to the Identifiers section of the instance to verify that the new Sierra bib number field is present (you may need to refresh).

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    Moving existing Sierra order records

    • Once created and linked to a FOLIO instance, FOLIO order records cannot be moved to a different instance
    • Rather, if a Sierra order must be moved to a different Sierra bib, catalogers should:
      • Copy/paste the bib # from the Sierra bib to which the order was moved
      • Enter that bib number into the corresponding instance in FOLIO using the process above

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    Web cats 

    • TBD

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    Add cats

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    Add vols, add copies, add locs, & analytics

    Info
    • For titles cataloged pre-July 1, 2021, any new volumes or copies ordered will have an order and instance record created in FOLIO.
    • Add vols, add copies, and add locs
      • Acq staff will enter the existing Sierra bib # for the title in the newly created FOLIO instance record
      • Cataloging work on the Sierra bib and item records can proceed normally; changes to the bib, new item records, etc., will be overlaid on the FOLIO instance record when cataloging migration occurs
      • In cases where a new bib record is needed in Sierra, instead of an add, follow the "Moving existing order records in Sierra" steps above
    • Analytics on standing order
      • Acq staff will create a FOLIO order record for the volume and an instance record for the overarching analyzed title
      • Cataloging work in Sierra on the overarching bib and the analyzed volume can proceed as usual
      • No follow-up from the cataloger is required regarding the Sierra bib number of the analyzed volume
        • Linking between the overarching bib and its analyzed volumes on the FOLIO side will be handled during cataloging migration
    • Analytic firm order
      • Don't expect this to happen, but if it does, check with Lisa S., Joshua, Autumn, etc.

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    T Locs

    • TBD

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    General instructions


    Warning


    Record elementHow to handle
    Suppression
    • Until Morning Glory and possibly after, Acquisitions will need to suppress all instances created at point of order or receiving to resolve display issues on the EDS side.
    • At point of cataloging, catalogers must unsuppress the instance manually.
    Location
    • Permanent destination → holdings permanent location
    • Interim destination → item permanent location
      • Examples: New Books, Browsing, Faculty Books, New Books, Chavez, etc.
    • Staff process destination → item temporary location
      • Examples: T Loc, on exhibit, bind prep, etc.
    Holdings statements
    • Should be present in both MARC 86Xs and Folio holdings record (holdings statement field)
    URLs
    • Should be present in both MARC 856 and Folio holdings record (electronic access section)
    Call number
    • Belongs in the item record
    • Format like so:
      • DA70 .R38 1990
      • QK495.G74 H52 1968
      • Space should be inserted before either the single or the final cutter of the call number
    • For new instances/holdings/items generated via Data Import or single record import, job profiles will automatically populate the pertinent item fields, choosing among multiple call numbers using this logic:
      • If 099 is present, use in favor of 090 or 050; if 090 is present, use in favor of 050; otherwise use 050
    • For items created manually:
      • Choose call number type (usually "Library of Congress" for 090s and 050s; "Other scheme" for 099s)
      • Enter call number in the above format
    Copy number
    • If the resource uses the same call number as holdings in other MSUL locations, it is considered an additional copy.
    • Check across multiple MSUL holdings records as needed to determine correct copy number.
    • For instances shared with LoM or LAW, the first MSUL copy in any location is considered copy 1.


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    Data Import cataloging


    Info

    Involves bringing a .mrc file into the Data Import app. Allows local edits in Connexion to carry over into Folio. Depends on use of 9XX fields to set values in holdings and item records. See these instructions for details on how to set up and facilitate this process.


    In Connexion

    • Check for multiple 050s; if more than one exists, delete undesired
    • Insert desired 9XX fields to populate holdings and item record fields
    • Export as usual

    In Data Import

    • New instances → use job profile CAT1
    • Overlaying on existing Acq instances → job profile CAT2
    • Updating instance only → job profile CAT5
    • E-resources → [coming soon]

    In Inventory

    • Unsuppress instance
    • Add cat date & status if missing
    • Check SRS and holdings – is everything present?
      • 590, 86Xs, and 856 (if needed), in MARC
      • Instance notes, holdings statements, and holdings electronic access/resource type (if needed) in Folio

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    Single record import cataloging


    Info

    Uses "Import" or "Overlay on source bibliographic record" from within Inventory app. Choose "CAT Single record import + HI." Pulls master record from OCLC and generates generic print holdings and item. See these instructions for details on how to set up and facilitate this process.

    After import

    • Edit holdings/item as needed for location, loan rules, status, etc.
    • Update workstat in item
    • For multi-vol sets, ensure 866/holdings statement are up to date
    • Add items as needed for volumes, copies, etc. (see below)
    • Check call number – if duplicate 050s created weird formatting, copy paste from OCLC and ensure proper formatting as shown above

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    Adding holdings/items


    Info
    In general, we encourage duplication of existing items when adding copies or volumes, both for expediency for staff and to prevent human error introduced through manual entry (especially as regards the call number). Note that holdings records can also be duplicated if desired, though these are much less time-consuming to create manually.


    General steps for item duplication

    • Former identifiers → delete all
    • Copy number → adjust as needed
    • Call number → replace if needed and check formatting in either case
    • Volume → add or adjust if needed
    • Item notes → delete all
    • Permanent loan type → add or adjust if needed
    • Check in/out notes → clear or adjust as needed
    • Workstat note → add your workstat or adjust existing (see QuickTextPaste program to set up text strings and keyboard shortcuts)
    • Location codes → clear or adjust as needed
    • Save and close
    • Set status to "In process" or other desired status (Item record view → Actions → Mark as [desired status])


    Add copy for a new MSUL location

    Applies to any instance record, whether shared with LoM/LAW or not.

    • Create new holdings record for the new location (large blue "Add holdings" button in instance view)
      • Holdings type → usually "Default"
      • Permanent location → desired destination
      • Holdings statement → if needed for multivol set, score, supplemental materials, etc.
    • Determine correct copy number for your item (check across all MSUL holdings)
    • Duplicate last item record on existing holdings record following general instructions
    • Close item record view
    • In Instance view, Actions → Move items within an instance
    • Drag and drop new item onto new holdings record

    Add copy to same location

    • Determine correct copy number for your item (check across all MSUL holdings)
    • Locate correct holdings record for your copy
    • Duplicate last existing item on that holdings following general instructions
    • Save and close


    Add volume to existing set record

    • Locate correct instance record
    • Update MARC SRS record, either editing in QuickMarc or overlaying the instance only via Data Import
      • ISBN for added vol
      • 505 contents note → entry for added vol
      • 86X fields / holdings statement → update to include added vol
    • Duplicate last item record on appropriate holdings following general instructions
      • Adjust volume number, of course (smile)

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    Updating an instance only


    Note

    Coming soon.



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    ContactJoshua Barton & Autumn Faulkner
    TeamCMS
    UpdatedNovember 2021August 2022
    CreatedJuly 2021