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

Record element	How 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

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

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
- 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

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

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Updating an instance only

Coming soon.

Contact	Joshua Barton & Autumn Faulkner
Team	CMS
Updated	August 2022
Created	July 2021

Checklist for general cataloging in Folio

General instructions

Data Import cataloging

Single record import cataloging

Adding holdings/items

Updating an instance only