Scanning for cataloging

Owned by MSU TechServices
Last updated: Oct 16, 2020
5 min read

A guide to creating and using scans of physical materials for remote cataloging work.

What is scanned and how

As of 6/10/20, books being scanned for cataloging are remaining on trucks. These go up to and return from TextMan, and are being numbered to help track order and status of completion.

Acquisitions has been coordinating the loading and sending up of trucks; most of the material is what would usually be placed on the copy cataloging shelves.

Special trucks of material like music monographs can also be entered into the queue.

Each truck is numbered when it is sent to TextMan; corresponding folders with the same number are used to store the scans for that truck.

Returned scanned trucks may be stored in the T Loc corridor as they await processing.

Other arrangements/storage solutions may be forthcoming as scanning workflows evolve.

Scanning or taking pictures

 

  1. Complete this cover page with requested info for each scan.

    • The cover page asks for:

      • Pagination

        • Can include Roman numeral, Arabic numeral, and other pagination systems

      • Dimensions

        • Measure in centimeters

        • Typically, only height is needed, but if the item is wider than it is tall, record that measurement too.

      • Presence or absence of certain elements present in book

        • Index, bibliography, TOC, illustrations, etc.

  2. Create one file (or scan “job”) if possible

    • Otherwise, create a folder for all pictures of one resource

  3. Use the order number provided with the piece as the file or folder name (number inscribed at head of white order streamer).

Include in each scan:

  • Books

    • Front cover, back cover and spine

      • It’s fine for these to be scanned as one image, if scanner is large enough

    • Front matter up to and including title page, title page verso, table of contents

    • Colophon (location in the back of the book for publisher and date info, ISBN, etc.) for books that lack front matter

      • common in some European imprints

  • Discs (DVDs, CDs, LPs, software disks, etc.)

    • Total number of discs/disks (write on sticky note or streamer if available)

    • If an LP, include diameter in inches

    • Disc label

    • Disc container (if any), all sides

    • Disc liner notes with any credits, distribution info, etc. (if any)

 

Cataloger access & usage

Generally, copy catalogers will perform the initial pass on all scanned materials. Depending on the source of the scanning, copy catalogers will be accessing scans in either the Acqbook shared network drive or the shared Google Drive.

In either case, each cataloger should:

  • Create a folder with your name

  • Move desired scans into your folder

    • Work in chronological order – i.e., pull from the earliest truck # folder available, and make sure that folder is cleared out before moving to the next

  • Complete cataloging in OCLC and export

    • Use the following workstat to note appropriate truck #:

      • *ov=.o ;i = /loc=xx/w=copcopymonoxxx/f=truck#

    • If the record is fully verified, add a c-date to the order record that matches the cat date

    • If the record cannot be fully verified, still proceed with export

      • Open the record in Sierra

      • Change the EncL to K

      • Add a y-tagged 901 field with notes so the processing cataloger can resolve the issue

        • Example: “Not clear if series statement is correct”

  • Delete scan once item is cataloged

Problem items

  • If the item is a serial:

  • If original cataloging is needed:

    • move the scan to the Needs original folder

    • edit the file name to:

      • include the appropriate truck #, like so:

        • o35467829_truck14

      • include any notes you would like to pass on to the original cataloger

    • NOTE: for detailed notes, use the notes tool in your PDF reader

  • If in-person verification/examination is needed:

    • move the scan to the Needs in-person work folder

    • edit the file name to:

      • include the appropriate truck #, like so:

        • o35467829_truck14

      • include any notes you would like to pass on to the original cataloger

    • NOTE: for detailed notes, use the notes tool in your PDF reader

Notes to original catalogers are only needed for unusual issues or specific info like “author has conflict in Sierra.” Original catalogers will automatically verify the usual data points like extent, dimensions, presence or absence of bibliography, index, illustrations, etc.

Processing scanned trucks

Catalogers working in-building shifts will process trucks of scanned materials, in chronological order. This involves record review, problem resolution, and barcoding.

  • Search Sierra for the order number

  • If a full-level (I or blank in the EncL fixed field) record with cat date is present:

    • Write call number in book

    • Verify or enter c-date in order record that matches cat date

    • Shelve completed books on the usual CP and shelf-ready trucks

    • Skip writing dates/initials on streamers and recycle or re-use

      • For streamers that have an unused side, draw a line through the used side and return to the shelves across from Judy Redding’s cube, where to-be-used streamers are kept

Depending on staffing and flow of books, there may be short periods where we assist CatMan with barcoding. When that is the case, follow these procedures to apply barcodes and date due slips and perform a quality check on the record. Barcoded books will need to be placed in a special holding location – check with CatMan to confirm.

In some cases, books awaiting in-person or original cataloging need more complete scans. The cataloger can choose whichever option seems most appropriate or feasible:

  • Take pictures with a phone or use copier scanner to capture missing info and email to Mike E.

  • Return to Kim W. so the book can be put back in the queue for re-scanning

Locating a book in the scanning queue

Flow chart demonstrating the movement of books through an ad-hoc scanning workflow.