Summary: These procedures detail 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.

General instructions

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Data Import cataloging

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

After import

• Edit holdings/item as needed for location, loan rules, status, etc.
• Update workstat in item
  • TIP – Avoid manual typing and use the QuickTextPaste program to set up text strings and keyboard shortcuts
• 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

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

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Updating an instance only