Getting special materials cataloged
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.
Background
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.
One-off or small gifts for all locations (except SPC)
For accepted gifts of no more than 20 or so titles, selectors can use the provided Gifts shelf in Acquisitions.
- Bring to shelf located just outside the office of the Head of Acquisitions
- Fill out the provided gift streamer with parameters (location, gift note, wanted for copy 1 or 2, etc.)
Acquisitions staff will create the necessary bib and order records and enter these items into their respective workflows.
One-off or small gifts for SPC
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:
- Fill out a provided SPC streamer for each piece
- Place the piece in the SPC cataloging queue downstairs
The gift will enter the prioritization process along with other acquired SPC materials and will ultimately be sent through the SPC cataloging workflow.
Large groups of materials
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!
Intake form
Cataloging Project Queue (view-only)
The form asks for:
- destination location
- estimated numbers
- current storage location
- format/nature of materials (monographs? serials? print? AV? posters?)
- language of materials
- gift note and/or local series note
- special description needs (subject, genre, physical characteristics, marginalia, ephemera, etc.)
- desired approach for copies, duplicates, etc.
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.
Storage of materials in the project queue
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.
A note on priority
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.
Other considerations
Gift notes & local series titles
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:
- Source of Acquisition note (541)
- A structured note used for donation or other source of acquisition info
- Keyword searchable
- Construct the components of the note as follows:
- Source of acquisition
- Person or body associated with acquisition
- Date of acquisition
- Examples:
- 541 __ $3 MSU: $c Gift; $a Anonymous; $d 2018. $5 MiEM
- 541 __ $3 MSU: $c Gift; $a Office of the Provost; $d 2019. $5 MiEM
- 541 __ $3 MSU: $c Purchased with funds from The Autumn Faulkner Cataloging Endowment. $5 MiEM
- 541 __ $3 MSU: Copy 2: $c Gift; $a Joshua Barton. $5 MiEM
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.
- Local gift note (590)
- A free-text note used for local item-specific info
- Keyword searchable
- Examples:
- 590 __ MSU: Gift of Ozzie Albies.
- 590 __ MSU: Copy 2 gift of Ronald Acuña.
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.
- Local series title (830)
- Searchable by keyword and also in the catalog's title index
- Generally used for focused collections on a certain subject
- Examples:
- 830 _0 Roger and Mary Bresnahan Collection for Southeast Asian Studies. $5 MiEM
- 830 _0 Jack and Susan Davis Rare Book Collection. $5 MiEM
- 830 _0 Irwin T. and Shirley Holtzman Israeli Literature Collection. $5 MiEM
- Typically, local series notes are created in consultation with the Development Office
- All newly created local series titles should be forwarded to the Head of Metadata Management for recording in the local authority file (this protects local headings from being modified or removed by automated authorities processing)
Non-English language materials
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.
CATALOGING PROJECT
INTAKE FORM
Use this link to complete the intake form for large cataloging projects (see further down for details).