Summary: This procedure contains a checklist of items for Catalog Maintenance staff to check in the physical processing of newly cataloged items in order to ensure quality control.

There are two primary types of book trucks that Catalog Maintenance processes material using this procedure to prepare material for circulation. There are Cataloged Processing "cp" trucks and Shelf Ready book trucks.  The "CP" trucks come from original catalogers. Catalog Processing ("CP") book trucks require full processing starting with pulling paperbacks to send to Bindery Prep. The "CP" books have no call number labels on the spine, so they need a call number label typed, ownership stamps and date due slips, and then the books are barcoded.

See the Bindery Prep for Paperbacks procedure for guidelines used to pull paperbacks off the "CP" book trucks.

Shelf Ready book trucks come from the vendor with a call number label on the spine and ownership stamps placed on the outside spine, and another ownership stamp on the inside the front cover.  Shelf Ready books also need a date due slip pasted inside the front cover and then processed with barcodes.

1.  Call up the bibliographic record using the call number

Verify call number in piece/on flag with call number in the record.

Search the catalog by the call number on the label or on the handwritten call number inside the book, omitting year at the end, any volume numbering, and the word "folio." This search retrieves all records related to the basic call number. There are separate indexes to search: for LC Call # ( c = LC Call # ) and Canadian Call # ( e = Other Call # ) and US Docs # (e =Other Call #, g = Govt Doc #).

1. Examine the index screen display for duplicate call numbers.
   • Duplicate call numbers are exact call number(s) and year, if found give the piece to trainer/supervisor.
2. If you have a PQ - PS, LC call number, search by the first three lines of the call number (classification letters and number, and first cutter number, also known as a literary call number). If an index screen comes up, verify the piece in hand is written by or about the author who owns the literary call number you have called up. Check just a couple of records within this literary call number to make a verification. If the piece you are verifying has a different author or subject matter from those listed on the index screen, give the item to trainer/supervisor.
3. If no record is retrieved when a call number search is done from the label, look inside the piece to determine if the call number written in the piece is different from the label. Search the catalog by the call number written in the book. If a matching record is retrieved, barcode the piece and set it aside for the trainer/supervisor to look at. If a record cannot be found in the catalog after doing a call number search, give the piece to the trainer/supervisor and do not barcode the piece.

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2. Verify piece has been cataloged and the correct record has been used

1. Look at the bib record, CAT DATE field, and verify there is a date in the field. The online catalog has incomplete bib records used for the ordering process that will not have CAT DATEs.
2. When the record is retrieved verify that the correct record is in the catalog.
   • Check that the record has a CAT DATE.
   • Suppression field has a dash, not a "z".
   • Each record should only have one 001 OCLC control number. 
   • Match the title on the title page of the piece with the 245 field in the bib record.
     • If the title has [electronic resource] in it, pull and give to trainer/supervisor.
   • Verify that the Copyright or print date on the verso title page matches the date on the following:
     • The call number on the piece, either the Shelf Ready printed call number on the spine or the handwritten call number inside the book.
     • The dates in the bib record fixed field (see the 008) and 260/264 fields should also match the date on the verso title page.
3. If the wrong record is used or no cat date appears, give the piece to trainer/supervisor.

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3. Verify that the location above call number on the piece matches the location in the bib and item records

1. A bib record may have the word multi in the location field. Look at the LOCATION field in the bib record to verify the location of the piece in hand matches at least one of those locations in the bib record.
2. If multiple copies are being barcoded, and if they belong in different locations, make sure "multi" is listed in the LOCATION field and all locations are listed in the LOCATION field of the bib record.
3. There must be an item record for each location, with the matching location and correct copy number.
4. Any piece with an "mc" location or a "Microguide" stamp above the call number can be barcoded, but then must be given to the trainer/supervisor for location verification.

Some locations may match in the bib, item record, and the piece, but the call number may be for a specific location. Pieces within the following list of LC call number ranges must have a specific location(s) as noted below. If not, give the piece to the trainer/supervisor.

If Music orders a title that gets classified in a call number range other than M, ML, or MT, the book should go to Main or the normal location for that classification. (Ex.: K to Business, N, TR to the Art Library). If there are any exceptions to Art call numbers, the book call number should have ART LIB typed above the call number.

Specific handling for various locations

Special handling for some Library units

• The only call numbers that are processed with folio inserted in the call number are Special Collections (see below).
  
  • After performing the other verification work, when the word folio appears at the end of the written Special Collections call number on the piece, go into "Edit" mode on the bib record.
  • The indexing call number field will have a "c" tag at the beginning of the line and needs the folio information entered by adding, |ffolio|a to the beginning of the call number.
  • If the "c" tagged call number is an 050 call number, we need to add the "|ffolio|a" followed by the remainder of the call number in a "c" tagged 090 call number field. The 050 call number should remain in the record in its original state and be tagged with a "y".
• Chavez books.
  • Pieces with a "Need Chavez Bookplate" streamer or books with a "Chavez Coll" location stamp above the written call number inside the piece may be barcoded, then a Chavez Collection nameplate must be placed on the inside front cover.
  • Also, "Chavez Coll" books ("cv" location code) must have two yellow "C" stickers placed by the call number label (above the call number label when the label is on the spine, or to the right of the call number label when the label is on the front of the book).
• Map Library books are processed according to this procedure with the exception that MAP LIB is typed above the book call number.
• Protected collection (MNPRO).These are books which the health sciences bibliographers have determined could be more vulnerable to theft. Some will also go to a protected location. All such books will carry a dark green streamer. Reserve books in this category will also carry a yellow streamer.  See also Cataloging Unique Collections.
  
  • If the green streamer says mnpro:
    • The holding's permanent location code is probably "mnmn" or the location the book transfers to when it is removed from the Protected Collection.
    • MNPRO books should already have the MSU property stamp marked on three outside edges of the text block. This is in addition to the interior property stamp on the inside front cover.
    • Use this code (mnpro) as the item temporary location.
    • In the item record, insert this note "Give to Circulation Supervisor (for return to Protected Collection)." in both a check-in and check-out note field.
    • There should be a "Protected Collection" location stamp above the written call number inside the book or stamped where the written call number would be if it were written inside the book.
    • Apply the green "PC" Protected Collection stamp above the call number on the spine or under the call number if the call number does not fit on the spine.
    • Oversize books receive the same treatment (no oversize location or stamp).
    • Deliver to Public Services staff to shelve.
  • In all other cases:
    • If the item location matches the location in the holdings, the item location can be blank, or in edit, the location is "Select Location."
    • Don't apply the location stamp or the yellow "P" above the call number.
• Special Collections
  
  • Titles in the vault will have XX, XX folio, or codex sublocations placed in a "c" tagged call number, add |fXX|a" or |fXX folio|a" (Special Collections vault) or |fcodes|a (Special Coll. manuscript collections) followed by the remainder of the call number in a "c" tagged 090 call number field.
    Example: |fXX|aKKB1610|b.B85, |fXX folio|aKKT1610|b.B385 (Vault, OV), and |fcodex|aKKB1610|b.B385
• Student Health and Wellness (MNSHI). This is a circulating collection shelved adjacent to the Browsing collection.
  
  • Bib location "mn" and item location code is mnshi.
  • Call number written inside the piece will have the "STUDENT HEALTH INFORMATION COLL." location stamp above it, or stamped where the written call number would be if it were written inside the book.
  • Piece receives a typed call number label the outside of the book.
  • Apply a purple "SHW" Student Health & Wellness sticker above the call number on the spine or under the call number if the call number does not fit on the spine.
  • Place a white 31293 barcode and shield on the back of the book.
  • Piece gets an MSU ownership stamp or sticker.
• Turfgrass (tf) processing instructions. All Turfgrass items are non-circulating. Turfgrass (tf) materials are processed differently from the Turfgrass Beard (tfbrd) collection. (See Rush Processing procedures for Turfgrass Beard instructions.)
  
  • Item and bib locations are both tf.
  • No date due slip is placed inside the book because the piece does not circulate.
  • IType = 199 and Status = "o"
  • Piece gets an MSU ownership stamp or sticker.
  • Call number inside the piece should have the Turfgrass Info. Ctr. stamp above it.
  • Piece receives a typed call number label the outside of the book.
  • Place a white 31293 barcode and shield on the book.
• Oversize criteria for Main & Art Library titles:
  
  • Main and Art Library oversize books have a bib loc "ov" and item locations ov, ovhgh, ovper, ovsup, 
  • Stamped OVERSIZE above the call number in the book and typed above the call number on the book.
  • To determine the size of the book, use the size found in the MARC 300 descriptive field.  The book is considered oversize if any of the following is true:
    • Recorded height is 31cm or more (actual height in the 300 <height> x <width> where width is greater than 30)
    • Recorded width of 31cm or more (actual depth is greater than 30cm)
    • Piece has recorded size of BOTH 24cm tall AND 24cm wide (actual size in the 300 $c is greater than 23 x 23 cm
  • Bring the book to your supervisor if it fits the measurements for an oversized book but doesn't have the location code 'ov' or doesn't have the OVERSIZE location stamp above the call number in the book.

Government Documents –You may see Canadian, International, or U.S. Documents.

1. International Documents
   • Process the same as other MSU books depending on the location.
   • Will have a Government Document date stamp instead of the usual MSU ownership stamp.
   • Location is "rs".
2. Canadian Documents
   • Will have a call number (CANADA^……) written on the piece in the upper left corner.
   • Location is usually "rs". MSU is no longer a depository for Canadian documents..
   • A Government Documents Canadian Collection stamp/sticker should appear on the piece. If not there, stamp piece with a proper stamp, or place white "Government Documents Canadian Collection" sticker, at the top of the spine if wide enough, or, top center of front cover of the piece.
3. U.S. Documents
   • Will have a call number written on the piece in the upper left corner.
     Examples: (D 1.1/3-2: ; GA 1.13:GGD-89-10, etc.)
   • Place on the Documents Final Processing shelf behind the team Gov. Docs. specialist.
4. Oversized Documents
   • These are pieces that measure 31 cm or greater (book over 30 cm round up to 31) in height or 31 cm or greater in-depth.
   • Also, books that are more than 24 cm on both dimensions. (roughly 9.5” (or 24 cm) in both depth and height). These do not fit safely on the 7” compact shelves.
   • Item location should be “gdbov” for U.S. document materials. Add sub-location, if necessary.
   • For Gov. Documents place a yellow “Oversized” sticker on the spine above the call number, if wide enough, or, on the front, to the right of the call number in the upper left corner

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4. Verify the existence of 866 (Library has field) when the piece has volume designation and volume number appears in the call number

Holdings information verification

When a call number label has a no., v., Bd., t., pt., etc., with a number representing the volume of the piece, perform call number searches excluding the volume information.

1. If an index screen displays an entry for the basic call number and entries for additional records with the basic call number plus the volume information as part of the call number, give the piece to the trainer/supervisor.
2. If a single record appears, look for an 866 field near the bottom of the bib record. If the field does not exist, or if the volume information for the piece in hand is not included in the field, give the piece to the trainer/supervisor.

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5. Verify copy number in piece with copy number in the item record

1. Lack of a copy number means it is c.1. It won't appear in the book or on the label. If a piece is a copy one the item record should reflect copy one.
2. If a copy number appears in the call number, copy two (c.2) or another number, the item record should reflect the copy number.
   • The item record to use for new pieces appears in the catalog without a bar code number displaying. Select that item record, match the copy number with the piece, and insert the barcode information in the record.
   • For re-label or old pieces, multiple item records may need to be looked at to be sure there are no duplicate copy numbers.
   • Any copy number problems should be given to the trainer/supervisor.

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6. Special handling for shelf ready materials

1. If "folio" is written where the ML call number would be found, or if the piece is stamped "Oversize Coll", the piece may be barcoded, then pull and give to Labeling. A "FOLIO" or "OVERSIZE" label must be placed on the book.
2. Watch for flags in books and pull the following:
   • Any pieces flagged "Tip-In" or "Gift Plate" may be barcoded, then given to Labeling.
   • Pieces with a “Needs Chavez Bookplate” streamer or pieces with a "Chavez Coll" location stamp above the call number written inside the book may be barcoded, then a Chavez Collection nameplate must be placed on the inside front cover.
   • Also, the "Chavez Coll" books with the "cv" location code must have two yellow "C's" placed by call number label (above call number label on spine, or to right of call number label on the front of the book). Return pieces to the truck they came from.

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