Project specs by 5hScx2HE

VIEWS: 2 PAGES: 12

									DGI Project specs (draft)                                                  15 Oct. 2008

Initial set up by YUL

Set Voyager preferences
      Default holdings/item location – set to muddgdc
      Call number hierarchies – set to US Docs
      Import/Replace profiles
      Validation rules
             Turn validation off for title, name/title, subject and subdivision
      Item default – set to circ
      Define import file path
      Character mapping to MARC UTF-8
      Color/font preferences

Set OCLC Connexion preferences
      Input authorizations and passwords
      Define export path
      Set record characteristics
      Set field export options

Set up networked printers

Load OCLC file delete program

Load current MacroExpress file and DGI macros


DGI Workflow

For items with barcodes:

Call up barcode search using macro key F7
Scan in barcode and retrieve item record
Open bib record and verify item in hand matches record
Update holdings as appropriate if a serial or MPM
       Add $x DGI to MFHD field 852 (macro: Shift+F4)
       If item is marked as oversize, add $m Oversize (macro: Ctrl+F5)
       If item is marked as Folio, enter in $k following $b <location code>
Update item record(s) as appropriate
       Update enum/chron fields in item records if a serial or MPM
       Add “DGI Project Edit/Copy” item stat cat (macro: Ctrl+Alt+S; select from list)
Route to barcode replicator, if barcode
       Affix duplicate barcode to outside front cover in upper left corner




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Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff


For items without barcodes:

Search Orbis first:
       Use Title index
       Key in the title from the item in hand
       If a record is found in Orbis
               Verify that the record matches the item in hand
               Use record as is, and update holdings if a serial or MPM
               Add $x DGI to MFHD field 852 (macro: Shift+F4)
               If item is marked as oversize, add $m Oversize (macro: Ctrl+F5)
               If item is marked as Folio, enter in $k following $b <location code>
               Update enum/chron fields in item records if a serial or MPM
               Add “DGI Project Edit/Copy” item stat cat (macro: Ctrl+Alt+S; select
               from list)
               Affix barcode to outside front cover in upper left corner

       If a record is found for an electronic version of the item in hand
               Close all open windows
               Retrieve the record for the online version
               Click the New Record button on the toolbar to retrieve template
               Use the Window Tile command to display the records side by side
               Copy the parts of the record for the online version that apply to the print
               version.
               Do not copy the 856 from the online to the print record

Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff




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If no record in Orbis:
        Search OCLC using Connexion client
                Use Ctrl+F2 to bring up search box
                Copy title Voyager search box, paste into Connexion search box
                Use “Title phrase (ti=)” index
        If copy is found:
                Review record for minimal matching criteria (see below)
                If usable, import record into Orbis using F5 key
                Open imported record using Shift+F11 macro
                Save record to Orbis database
                If any changes made to bib record, add $d CtY (macro: Shift+F12)

               Create holdings record
                      Update holdings if a serial or MPMs
                      Add $x DGI to MFHD field 852 (macro:Shift+F4)
                      If item is marked as oversize, add $m Oversize (macro: Ctrl+F5)
                      If item is marked as Folio, enter in $k following $b <location
                      code>

               Create item record(s)
                       Update enum/chron fields if a serial or MPM
                       Add “DGI Project Edit/Copy” item stat cat to item record(s)
                       (macro: Ctrl+Alt+S; select from list)
                       Affix barcode to outside front cover in upper left corner

Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff


Minimal matching criteria for bib records found in OCLC:

Acceptable encoding levels: blank, 4, 7, I, K, L, M
Matching records found in OCLC should at least contain the fields included in the
supplied templates for new records:

086 SuDoc number (not required for matching record)
110 Corporate body (may not be present if title is main entry)
245 Title
260 Publication information


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300 Physical description

Most additional fields can be left in the record.

When importing records from Connexion client, selected fields will be stripped out when
exported from OCLC.


Requirements for records created by DGI:

If no record is found in Orbis or OCLC, then create new record using supplied template

For monographs, including multi-volume sets (MPMs):

Leader: prepopulated
008: prepopulated; add date of publication, or dates if MPM

020              $a <add if available>

If an ISBN is readily available, add a 020 field and transcribe ISBN.

040              $a CtY $c CtY

In template, prepopulated with Yale institution ID.

086      1       $a <SuDoc number>

In template; transcribe SuDoc number from item in hand using prescribed punctuation
and spacing.

110      1       $a United States. $b <add subordinate body>

In template; transcribe subordinate body as it appears on item to $b if appropriate. Use
abbreviation Dept.

245      1       $a Title <transcribed from item> : $b <add if appropriate>

In template; transcribe title as it appears on the item. Transcribe subtitle, if present. Do
not transcribe statement of responsibility.

250              $a <edition statement>

If an edition statement is found on item, add a 250 field and add using abbreviations 1st
ed., 2nd ed., etc.

260              $a Washington : $b U.S. G.P.O., $c <add date>


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In template; add date of publication.

300             $a ; $c cm.

In template; add pagination and size.

490     0       $a

If series is found on item, add 490 0_ field and transcribe series statement as it appears
and numeration, if present, in $v.

500             $a Shipping no.: <add>

In template; transcribe number.

710     1       $a

Add other names of corporate bodies as appropriate if item is issued by more than one
body.


After keying in bib record
       Create MFHD and update holdings, if MPM
               Add $x DGI to MFHD field 852 (macro: Shift+F4)
               If item is oversize, add $m Oversize (macro: Ctrl+F5)
               If item is folio size, enter $k Folio following $b <location code>
               Add 866 field(s) for vol. Holdings if MPM

       Create item record(s)
               If MPM, add enumeration
               Add “DGI Project Original” item stat cat to item record(s) (macro:
               Ctrl+Alt+S; select from list)

       Affix barcode to outside front cover in upper left corner

Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff



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For serials:

Leader: prepopulated
008: prepopulated; add dates of publication

022              $a <add if available>

If an ISSN is readily available, add a 022 field and transcribe ISSN.

040              $a CtY $c CtY

In template, prepopulated with Yale institution ID.

086      1       $a <SuDoc number>

In template; transcribe SuDoc number from item in hand using prescribed punctuation
and spacing.

110      1       $a United States. $b <add subordinate body>

In template; add subordinate body to $b if appropriate. Use abbreviation Dept. (others?)

245      1       $a Title <transcribed from item>

In template; transcribe title as it appears on the item. Do not transcribe subtitle, if present.
Do not transcribe statement of responsibility.

250              $a <edition statement>

If an edition statement is found on item, add a 250 field and add using abbreviations 1st
ed., 2nd ed., etc.

260              $a Washington : $b U.S. G.P.O.,

In template; no date of publication required.

300              $a v. ; $c   cm.

In template; add size.

310              $a <frequency>

Add frequency if readily determined using term from supplied list.

490      0       $a



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If series is found on item, add 490 0_ field and transcribe series statement as it appears
and numeration, if present, in $v.

500              $a Description based on: vol. , no.       (date)

In template; add vol., no. and date, if available, from earliest issue in holdings.

710      1       $a

Add other names of corporate bodies as appropriate if item is issued by more than one
body.


If it is readily determined that there has been a title change in the serial, create a second
record for the later title and add the following linking fields:

If serial was entered under corporate body use:

780      0   0   $a<corporate body>. $t <earlier title>

In the record for the later tile add a 780 field and transcribe the name of the corporate
body and title of the earlier serial.

785      0   0   $a <corporate body>. $t <later title>

In the record for the earlier tile add a 785 field and transcribe the name of the corporate
body and title of the later serial.

If serial was entered under title use:

780      0   0   $t <earlier title>

In the record for the later tile add a 780 field and transcribe the title of the earlier serial.

785      0   0   $t <later title>

In the record for the earlier tile add a 785 field and transcribe the title of the later serial.

After keying in the bib record:
       Create MFHD and update holdings
               Add $x DGI to MFHD field 852 (macro: Shift+F4)
               If item is oversize, add $m Oversize (macro: Ctrl+F5)
               If item is folio, enter $k Folio following $b <location code>




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        Create item records
                Add enumeration and/or chronology
                Add “DGI Project Original” item stat cat to item records (macro:
                Ctrl+Alt+S; select from list)
                Affix barcode to outside front covers in upper left corner

Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff


Procedures for bound-with material

Search Orbis first:
       Use Title index
       Key in the first title from the item in hand
       If a record is found in Orbis
               Verify that the record matches the item in hand

        Edit record, as needed:
                Add $d CtY (macro: Shift+F12)
                Change 300 field pagination to: $a 1 v. (various pagings)

        Add 590 (local note) using supplied macro, and insert number of additional titles
        in vol.

590              $a Bound with <number of additional titles> other titles.

Create title added entries for other titles in vol.
        Transcribe additional titles in vol. into 740 fields
        Omit initial articles; use 1st indicator 0, 2nd indicator 2

740      0   2   $a <title>.

        Update holdings record
        Add $x DGI to MFHD field 852 (macro: Shift+F4)
        If item is marked as oversize, add $m Oversize (macro: Ctrl+F5)
        If item is marked as Folio, enter in $k following $b <location code>




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If no record in Orbis:
        Search first title in volume using OCLC Connexion client
                Use F2 “Title phrase (ti=)” search
        If matching record is found
        Review record for minimal matching criteria
        Open imported record using Shift+F11 macro
        If usable, import into Orbis using F5 function key
        Save to Orbis database
        Add $d CtY (macro: Shift+F12)
        Change 300 field pagination to: $a 1 v. (various pagings)

        Add 590 (local note) using supplied macro, and insert number of additional titles
        in vol.

590              $a Bound with <number of additional titles> other titles.

Create title added entries for other titles in vol.
        Transcribe additional titles in vol. into 740 fields
        Omit initial articles; use 1st indicator 0, 2nd indicator 2

740      0   2   $a <title>.

        Create holdings record
               Bring call no. from bib using Ctrl+N
               Update holdings if an MPM
               Add $x DGI to MFHD field 852 (macro: Shift+F4)

        Create item record
                Update enum field if an MPM
        Add “DGI Project Original” item stat cat (macro: Ctrl+Alt+S; select from list)
        Affix barcode to outside front cover in upper left corner

Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff

If creating new record:
         Use supplied template for monographs
         Transcribe issuing body into 110 field


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        Transcribe first title in vol. in the 245 field
        For 300 field pagination use : $a 1 v. (various pagings)
        Transcribe all other field information as appropriate

        Add 590 (local note) using supplied macro, and insert number of additional titles
        in vol.

590              $a Bound with <number of additional titles> other titles.


Create title added entries for other titles in vol.
        Transcribe additional titles in vol. into 740 fields
        Omit initial articles; use 1st indicator 0, 2nd indicator 2

740      0   2   $a <title>.

        Create holdings record
               Update holdings if an MPM
               Add $x DGI to MFHD field 852 (macro: Shift+F4)
               If item is oversize, add $m Oversize (macro: Ctrl+F5)
               If item is folio size, enter $k Folio following $b <location code>

        Create item record
                Update enum field if an MPM
        Add “DGI Project Original” item stat cat (macro: Ctrl+Alt+S; select from list)
        Affix barcode to outside front cover in upper left corner

Assess for preservation action
       Criteria for preservation action:
               All paperbound material
               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
       Insert preservation flag for items requiring treatment
       If item has loose pages or covers, wrap with paper band
       Return item to the shelf and place binding down with the preservation flag
       extended and clearly visible for retrieval by YUL preservation staff



Preservation workflow

For DGI staff
      Flag items requiring preservation treatment
      Flags will be provided by DGI
      Criteria for preservation action:
              All paperbound material


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               Any damaged material (e.g., brittle paper, cracked bindings, loose pages)
               Items with spiral bindings
               If item has loose pages or covers, wrap with paper band

       Items flagged for preservation will be returned to the shelf and placed binding
       down with the preservation flag extended and clearly visible for retrieval by
       preservation staff

For YUL preservation staff
      Items that have undergone preservation treatment will be routed to GDIC staff
      for re-shelving or for transfer directly to LSF

Labeling of envelopes or boxes?


Workflow for material that circulates

For items pulled from areas that DGI has processed:
       GDIC staff pulls item
       If not flagged for preservation, then send to Eli Express

       If flagged for preservation, leave flag in item
       Place a hold/request from preservation pseudo-patron to generate routing slip
       on return of item
               In Circulation module, search item by barcode
               Click the Place request icon (Book with the “+” sign)
               Enter preservation pseudo-patron barcode (TBD)
               Select “Hold” Request type
               Select *Mudd circ desk” from the “Pickup At” drop down list
               Click OK
       Send to Eli Express

       When item is returned to Mudd Access Services staff:
       If preservation routing slip is generated, place routing slip in item
       If preservation flag is missing, place another one in item
       Route to GDIC staff
       If not flagged for preservation, GDIC staff re-shelve
       If flagged for preservation, GDIC staff route to preservation (?)


For items pulled from areas that DGI has not processed:
       GDIC staff pull item
       If not in need of preservation, then send to Eli Express

       If in need of preservation, place flag in item




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      Place a hold/request from preservation pseudo-patron to generate routing slip
      on return of item
              In Circulation module, search item by barcode
              Click the Place request icon (Book with the “+” sign)
              Enter preservation pseudo-patron barcode (TBD)
              Select “Hold” Request type
              Select *Mudd circ desk” from the “Pickup At” drop down list
              Click OK
      Send to Eli Express

      When item is returned to Mudd Access Services staff:
      If preservation routing slip is generated, place routing slip in item
      If preservation flag is missing, place another one in item
      Route to GDIC staff
      If returning to an area that has still not been processed, then re-shelve

      If returning to an area that has been processed while item was circulating
              Route to DGI staff for processing
              If item is part of a serial, update holdings and item record
              After processing, route to GDIC staff for re-shelving


Workflow for problems/questions
      Charge items to problem pseudo-patron status (TBD)
      Route to problem shelf
      Review daily (Weekly? As needed?)




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