Summary: This page has information for selectors about entering materials into the general cataloging queue that are (1) gifts, (2) large or special collections, or (3) both. See the flow chart for a quick breakdown; see relevant sections for details and guidance.
In general, all newly acquired materials begin their processing journey in Acquisitions. Each resource is given an order record, which is attached to a brief or stand-in bibliographic record. This is done either at the point of order, or, in the case of individual or small groups of gifts, once the physical item is brought to the Gifts shelf.
From there, a resource is routed by multiple units through its correct workflows, based on several factors: its destination, its format, its cataloging requirements, etc. The initial point of triage in Acquisitions is an important mechanism for this workflow organization – it contextualizes and directs resources to appropriate staff, and also permits tracking of resources through various handoffs and shelving locations.
For larger groups of materials, however, this title-by-title triage beginning with Acquisitions usually isn't feasible. Instead, the Cataloging and Metadata Services (CMS) team can set up a project-specific workflow which bypasses the Acquisitions step. See the Large purchases or donations process outlined below.
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For accepted gifts of no more than 20 or so titles, selectors can use the provided Gifts shelf in Acquisitions.
Acquisitions staff will create the necessary bib and order records and enter these items into their respective workflows.
In general, do not use the Acquisitions gift shelf for SPC gifts, given the typical nature of SPC materials and the need to prevent Aeon requests for unprocessed titles. Instead:
The gift will enter the prioritization process along with other acquired SPC materials and will ultimately be sent through the SPC cataloging workflow.
If you have more than 20 or so titles to get cataloged, and they require some special cataloging requests or fields, use the CMS project queue.
CMS manages this queue for any materials best handled by batch cataloging. The project queue is appropriate for all large groups of materials: purchased or donated, SPC or otherwise.
A project approach allows for the application of special one-time procedures and ensures more consistent cataloging. Special procedures might include gift notes, local series titles, a specific instruction for added copies or duplicates, requests for certain subject heading, genre terms, provenance notes, etc.
Use the form below to enter your project into the queue. Once you submit the form, someone from CMS will be in touch!
Cataloging Project Queue (view-only) |
The form asks for:
Once your project is submitted, you can track its movement in the queue below. CMS will contact you when your project is next in line.
The Technical Services staff area has limited flex space – just enough to accommodate projects currently being worked on. Selectors are asked to make other storage arrangements until their project is at the head of the queue. For really large groups of materials, Facilities can make periodic deliveries from offsite storage locations to CMS as needed.
CMS can assist with prioritization discussions by providing info around cataloging requirements for the materials in question, current staffing and resources, estimated time investments, etc. Overall, though, project priority is entirely in the hands of selectors, in consultation with the AD for Collections, the Head of Special Collections, etc.
By default, CMS will work from the queue in its by-entry order, but we can easily reorder projects as desired. Please notify the Head or Asst. Head of CMS to adjust the queue.
If your materials require a special gift note or series title, you will need to create the desired language and include it on either the gift streamer or in the intake form for larger projects.
In general, choosing language for gift and collection notes for large donations requires coordination with the Development Office and the Head of Collections.
Here's some how-to info about constructing notes:
After this field was indexed for keyword searching in 2018, MSU Libraries is beginning to employ this instead of the 590, which was historically used for the same purpose.
For all new gifts, prefer this note over the 590. |
Historically used at MSUL for gift information
Continue usage of the 590 for any ongoing gifts which have this precedent established. For all new gifts, prefer the 541 as outlined above. |
Broadly speaking, the CMS team can accommodate most of the non-English-language material collected by MSUL. For materials that come through routine cataloging workflows, we use a special arrearage (T Loc NR) with regular searching, plus various strategies like OCR tools, consultation with language experts, and outsourced cataloging.
For large projects with significant non-English material, however, a more tailored approach is usually required. Possibilities include guided student or intern work, assistance from colleagues on campus or in the community, or outsourcing. Consult with the Head or Asst. Head of CMS to determine the best option.
Continue adding steps as needed. Step titles use Heading 2 style. Follow each step with with a "Back to top link" (just copy and paste the "Broken link" box) and a horizontal rule line (add via the plus button on command bar above). Any new step you add will automatically be included in the table of contents.
Other useful page elements are available to you in the macros found via the plus button on the command bar. Consider using the "tip" macro or the "note" macro, or the "warning" macro if you want to visually separate an important piece of info in your procedures. The grid button on the command bar is also helpful for easily creating tables. Remember to consult the documentation guidelines for instructions on making accessible tables.
CATALOGING PROJECT |
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FINAL STEPS BEFORE COMPLETING PAGE
1. Add an email link to your name. Highlight the text of your name, select the linking button on the command bar above, choose "web link" and enter: mailto:youremail@lib.msu.edu
2. Place your page in the right hierarchy. Click the page tree icon on the top left, and in the box for "new parent page" enter the name of the existing page that this page should be filed under. For example, any cataloging procedures would have CATALOGING as the parent page.
3. Add labels to your page by clicking the label icon on the top left. You can see a full list of available labels on the Find by label page.