Historic LofM Searches
Summary:
Historic searches are derived from Library of Michigan records. Historic records are records the LofM agreed to take from GPO. Historic records are received periodically from LofM. Records are printed and put in work tray. We started searching LofM Historic records on June 1, 2010. Historic records are identified by the 001. The 001 starts with "hsl" and a number precedes hsl (001 starts with hsl).
Historic records area processed similar to Retrospective searches with a few processing differences. Both work flows for Historic and Retro searches involve searching stacks. The difference is that Historic records are loaded in batches from GPO and have an 099 field, and are loaded suppressed; while Retrospective records are cataloged individually by LofM and do NOT have an 099 and are NOT suppressed.
START
Pull sheets from the Historic Records work tray.
The tray is labeled "Historic SEARCHES."
Identify Historic records from the 001 starts with hsl followed by a number.
Search Gov. Docs stacks for paper, fiche, oversize, and CD if needed. Do not forget to look on the sorting shelves on 2 West.
Bring all found pieces and NF sheets back to the office.
Found piece place the printout inside the books you find.
NOT Found: Write "nf" on the printout. If there are a lot of printouts, stack the NOT FOUND printouts together and write "nf" initial and date on the top sheet.
Separate the found and not found pieces.
Pieces NOT found SEE step number 15
Piece FOUND:
Search Millennium for other records
Search by both "g" and "e" call numbers, and title search.
ALSO do a TITLE Search to find full bib records with LC call number instead of "g" or "e" docs call numbers.
Sort through Multiple Records found in Search:
Ignore CIS records that duplicate these titles.
Duplicate pieces, ask trainer about withdrawing duplicate copies. Usually we ONLY keep one copy, but if the record has two gd copies it has probably already been established that two copies are OK to keep.
If Possible, ADD Gov Docs. Location to one of the following Records instead of the HISTORIC Record.
Shipping list records (GPO will send a record that will overlay the shipping list records)
OCLC Records
SkyRiver Records
When adding one of the above records instead of the Historic record.
Exception: If Library of Michigan is ALREADY on the full bib that we are adding to, only then can you delete the Historic record. Lib. of Michigan is also using full bibs instead of historic records, we only removed them from the historic record when they are ALREADY on the full bib.
Click EDIT > get to the Bib Record
Leave the LofM bib record suppressed.
CHANGE "c" tag 099 to "c" Tag 086 0 (SAVE Chgs. TWICE.)
Show Lisa if you have any questions about duplicate records.
Leave Library of Michigan on the Historic Records even if we are not using the Historic record.
Removing from the Historic Record when either nothing is found in stacks or we are using a different type of record instead of the Historic record.
ADDing To the Historic Records In Millennium
Click EDIT > GO to the BIB Record you are adding to (Historic record ,or other record OCLC or SKY).
Compare title and verifying information from the BOOK to the printout, to the Millennium Record.
Change the BIB record Suppression field FROM an "N" (Suppressed) TO "-" DASH.
Add gd to the BIB record location field:
Double click on LOCATION (Loc. is in the fixed fields on the top left side of the bib record)
7f should already be in the bib location BOX,
Double click on "Add Location"
Enter "gd" in the open field.
Click "Ok" to get out of add location box.
CALL NUMBER CHECKS:
The tags are wrong in the example below not the call number.
Correct: g 086 0 Y 4.ED 8/1:UN 3/3 WRONG: c 086 0 Y 4.ED 8/1:UN 3/3
c 099 Y 4.ED 8/1:UN 3/3 g 099 0 Y 4.ED 8/1:UN 3/3
Verify that the call # on the piece matches our 099 call number in the bib record.
Verify that both the (g tag) 086 and (c tag) 099 call numbers are present and that they match each other.
Iif both call numbers match SKIP to MULTI VOLS (step 6) (the 086 ("g" tag) and 099 ("c" tag).
If the 086 and 099 do NOT match, you need to copy and paste the 086 ("g" tag) call # from the bib record and PASTE as a "c" 086 into the LofM item record.
Leave Library of Michigan's "g 086" in the bib record (The "g 086" that does not match our 099 in the bib record.)
Make sure there is ONE 086 call # for each call number variation, ours and LofM's call numbers.
7XX fields: Retype name editor (7XX) fields in bib record if it is in ALL CAPITALS
Retype in lower case: 7xx is a name field, capitalize the first letter of each word.
Example From: b 710 HEALTH, EDUCATION, AND WELFARE DEPARTMENT.
To: b 710 Health, Education, and Welfare Department.
If the LofM Historic (001 hsl) bib record is displayed (NOT suppressed, suppression has a dash), leave the LofM item record alone.
If the LofM (001 Hsl) bib record is suppressed "N" that means LofM has not searched for pieces;
Suppress the LofM ITEM record, IF the record was suppressed when you first went into the record. \
However, IF the bib record was displayed when you went into it that means either LofM has added to the record or we have. There will be very few records that the LofM has added to, but you will have to watch for this.
Suppress LofM (7f) item record: IF we are in the process of removing the "n" suppression from the bib record to add gdus. Except, if Lib. of Michigan has not barcoded the piece and it was displayed you will still suppress the LofM item.
Click on Summary.
Click on Item RECORD tab to get into the LofM item record.
Double click on the ICODE2. '
In the ICODE2, change the "-" dash to an "s".
Click EDIT bib box.
Yes, save changes.
Is the title a MULTI VOLUME. (Look at the 300 field for v. or # v. and look on title page for numbering)
If MULTI vol. insert "h" and add 866 if the title is a multi vol.
Item record has a vol. field.
Click Summary to get to item records. Create Item record
Do NOT touch LofM 7f items unless you are adding a "c" tag 086 field.
If no gdus item record,
OR if needed make changes to the gd__ item: You could have transferred an item from a keyed-in record or duplicate record.
From View select ITEMS
Click "ATTACH an item record,"
Item location U.S.: gdus (most searches are for U.S. docs)
Insert barcode
MULTI VOL., insert vol. field. ex. pt.1, fiche have one item record with combine hldgs pt.1-5
DO NOT put the Workers Stats code (dcgdprnt) Stats codes are only for new materials.
Dup the barcode If the piece already has a barcode inside.
Place dup barcode on back cover.
Click Summary.
Move gdus item above the 7f LofM item record.
CHANGE VIEW to ITEMS, can't have ALL Records displayed.
Type envelope and Dup barcode if the pieces are thin paper pieces.
Processing:
These should already be on the physical pieces, but if not add to the pieces.
Stamp "cataloged" and place near barcode.
Place clear barcode cover over barcode.
Check for call #, Depository stamp under call number, and Gov. Docs date stamp.
Write "FOUND" initial and date on the printout.
Place printout inside book and
Place book on your CHECK WORK SHELF.
Work NOT being checked, always double check your work.
Finished work NOT get checked goes on book truck labeled "GOES to SORTING shelves."
FOUND Searches END HERE
Pieces NOT FOUND:
Go to the bib record.
Change the "c" tag 099 to a "c" tag 086 and save it twice.
After the first click of save the "c" tag switches back to "g." Change the "g" tag back to a "c" and save a second time.
Remove gd from the bib location, IF it has been added.
When GDUS is NOT adding to the historic Record:
Library of Michigan Remains on the Historic record. Unless the Lib. of Michigan item is barcoded.
Leave the record suppressed
As mentioned above, CHANGE "c" tag 099 to "c" Tag 086 0 (SAVE Chgs. TWICE.)
On printout write "Not Found" initial and date.
Sorting Sheets when done: Keep the not found sheets and after you've finished steps 15-18 put in the FINISHED work tray, trainer if your work is being checked.
**Finished work goes to Trainer if your work is being checked.
lme 1/3/11