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.

Contact	Joshua Barton & Autumn Faulkner
Team	CMS
Updated	January 2023
Created	July 2021

General instructions

Record element	How to handle

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. (With Morning Glory, some job profiles will do this automatically.)
Location	Permanent destination → holdings permanent location Interim destination → item permanent location Examples: New Books, Browsing, Faculty Books, Chavez, etc. Staff workflow destination → item temporary location Examples: T Loc, reserves, to bind, etc.
Holdings statements	For non-serials multiparts: Should be present in both MARC 86Xs and Folio holdings record (holdings statement field). 866/7/8 $a → holdings statement 866/7/8 $z → statement public note 866/7/8 $x → statement staff note Job profiles CAT1 and CAT2 will automatically map 86Xs to appropriate holdings record fields. For serials: Should be present in Folio holdings record (holdings statement field); must be manually added to Folio holdings record after its creation Where possible, should be formatted according to Z39.71 standard for textual holdings (i.e. as would be composed in 866)
URLs	Should be present in both MARC 856 and Folio holdings record (electronic access section)
Call number (applies only to monographs)	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 in bib record 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 When using 099 in a record imported via Data Import, must be accompanied by 949 $h Other scheme in order to supply correct call number type 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 (applies only to monographs)	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.

Back to top

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 94X fields to populate holdings and item record fields
- See below for a generic template of the 94X fields
- Consult the Location chart for correct location codes,
Export as usual

In Data Import

New instances → use job profile CAT1
Overlaying on existing Acq instances → job profile CAT2
New serial instances → job profile CAT3
Overlaying on existing Acq serial instances → job profile CAT4
Updating instance only → job profile CAT5
New E-resources → job profile CAT6
Overlaying on existing E-resources → job profile CAT7

In Inventory

Unsuppress instance if necessary
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

Back to top

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

Back to top

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
See Add volumes - checklist for more information

Back to top

Updating an instance only

Coming soon.

Back to top

94X template and instructions

Applies to Data Import cataloging only.

Template

947  OCLC number ǂb POL number ǂc Instance HRID
948  perm loc ǂc holdings type
949  mat type ǂb copy number ǂc volume ǂd loan type ǂe permanent loc ǂf workstat ǂg item status ǂh call number type ǂi temporary loc ǂj temporary loan type

How to use

Each subfield maps to a field in the Folio holdings or item record.
The 94X template text above can be copy/pasted into a Connexion constant data record and/or Connexion text strings. Either can be customized for particular workflows or materials.
Some values will be set to a default by job profiles unless the cataloger enters something different in the assigned subfield. Other values MUST be specified by the cataloger. Consult the chart of all required fields below.
Some fields are not required, but available to catalogers if needed:
- 947 $a and $b, OCLC and POL numbers
- 949 $c, volume number
- 949 $e, item permanent location
- 949 $i, item temporary location
- 949 $j, temporary loan type
Delete all unused 94X fields/subfields before export.

Required Folio field	94X	Defaults if available	Suggested values aside from default (see all available values in the item record edit screen for the field)

Required Folio field	94X	Defaults if available	Suggested values aside from default (see all available values in the item record edit screen for the field)
Holdings type	948$c	"Default"	Serial
Mat type	949$a	cataloger must supply	Printed Material Audio/Visual Electronic Resource
Copy number	949$b	1
Loan type	949$d	"Can Circulate"	Non-circulating 14 Day Loan 21 Day Loan Restricted
Workstat	949$f	cataloger must supply
Status	949$g	"In process"	Restricted Available
Call number type	949$h	"Library of Congress classification"	Other scheme

Back to top

Checklist for general cataloging in Folio

General instructions

Data Import cataloging

Single record import cataloging

Adding holdings/items

Updating an instance only

94X template and instructions