Monographs: additional copies added at shelving locations

Summary

This procedure outlines the process for checking whether a newly received item arriving at a shelving location from a source other than Acquisitions/Metadata Services can be added to an existing fully cataloged record or if it needs to be referred to your local Tech Lead or Cataloging Unit for records work before adding to the collection. This documentation is NOT to be used for replacements for lost copies (forthcoming).

Alma role needed: Physical Inventory Operator, sometimes Cataloger

Basic process outline

1. Search Alma
2. Verify record found in Alma
   • Verify record is fully cataloged and active
   • Verify record is a bibliographic match to item
   • Verify record is a single volume monograph
   • Verify record has a good call number field
3. Add item
   
   1. Depending on the holdings situation
      • Add to holdings already in your location
      • Add new holdings
   2. Complete item details
   3. Check your work and perform physical processing
   4. Do OCLC holdings need to be set?

Step-by-step procedure

1. Perform a physical title search in the IZ (Institution Zone) in Alma for the material in hand.
2. Verify record found in Alma
   Title is found in Alma for the material in hand, and it is held by either the same or a different location.
   • Verify that the bib record is cataloged and unsuppressed
     The Alma record should be an unsuppressed and fully cataloged monographic bib with a Berkeley (including IGS), NRLF, or LBNL holdings record and item record attached (even if that item has been withdrawn).
     • To check that the bib record is eligible for an added copy:
       • The bib must be linked to the NZ (Network Zone). If it is an IZ only bib, refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
       • The IZ Bib must not be suppressed (suppressed bibs will have an icon of a grey circle with a white eye and a red diagonal slash showing in a Physical Titles List), refer such situations to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
         
         Please note: Records with Library displayed as RES_SHARE are created as part of the ILL workflow and exist for active patron borrowing requests and borrowed material for which temporary item records have been created. They are temporary records which are suppressed from discovery and are deleted from Alma once the request and loan have closed. Ignore these records; they should never be used for attaching additional items.
          
       • If you want to attach a new item to your existing holdings record but that holdings record is suppressed (an icon of a grey circle with a white eye and a red diagonal slash showing to the left of your Library for the shelving location you want to use on the Physical information tab in a Physical Titles List), refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
       • Bib must have at least one Item record attached with a proper UCB or NRLF barcode (withdrawn items with valid barcodes are acceptable)
         • See Item and Patron Barcode Sequences for acceptable barcodes
         • If there are only Alma generated barcodes (“ucb” followed by eight numbers), refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
       • Title must be a single volume monograph. If the item has any sort of numbering, refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
       • View the Bib and check the 8th character (byte 07) in the LDR field in the bib. Monographs have “m” in this position. If there’s any other letter, refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
       • Look for MARC field 035. There may be multiple 035 fields, but only one is relevant for this requirement. The record must have an 035 starting with “(OCoLC)” followed by a number
       • Look for MARC field 948 “NO HOLDINGS IN CUY” If you see this, the record is not cataloged; refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations)
       • Look for a 996 field. Bibs migrated from Millennium will have a CatDate at the end of this field. If the field exists, but the CatDate value contains dashes instead of a date, it was not completely cataloged in Millennium prior to migration; if you cannot tell whether the record is fully cataloged now, refer to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations
       • Look for a 955 field indicating the cataloging date and cataloger’s initials for bibs cataloged within Alma or under Millennium. If you see this, the record is fully cataloged and you may proceed. Please note that absence of a 955 is not verification that the record is not fully cataloged. Records that are imported for shelf-ready materials did not get 955 fields added by the vendors prior to December 2023.
     • If the Bib you need to use does not qualify under the rules above
       • Refer the material to the Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations) so that it can be cataloged.
       • MDS is not currently (as of 4/17/2022) accepting materials to be cataloged. The process for sending normal priority materials to MDS is forthcoming. If you urgently need something cataloged, submit a BadCat form or email to csdhelp.

   • Verify the bibliographic information
     After finding a cataloged Bib record in Alma, verify that the material in hand is an exact match with the cataloged Bib, check that all of the following MARC fields in the Bib record are a match:

     • 020 = ISBN
     • 100, 110, or 111 = Author, Corporate author, Conference. Authorized forms note.
     • 245 = Title
     • 250= Edition
     • 260 or 264 = Publication Info. (place, publisher, date)
     • 300 = Physical Description (pagination, ill., size, etc.: x, 319 p. : |b ill., maps ; |c 21 cm.)
     • 490/830 = Series. Authorized forms note.
     • 700, 710, 711= Added Author, Corporate author, Conference. Authorized forms note.

     If the information on the piece does not match the information in the above fields, refer the item to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations).

   • Is the record for a multi-volume monograph or a different medium (including photocopy reproductions)?
     • If so please read Multi-volume monographs (MVMs) note and/or read Reproductions and media note.
   • Make sure the selected bib has a single 050 or 090 with a valid LC call number.
     • For clarification, read Invalid Call Numbers note.
     • If there's no, or more than one call number field, refer the item to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations).
3. Add item
   If all information is an exact match with a valid LC call number in the single 050 or 090, add the new item record to Alma.
   
   1. Is there a holdings record you can attach to?
      • If there’s already an unsuppressed holdings record for your library for the sublocation that you want to use and using the same call number that you want to use for the new item (if the only difference in the call number for the piece you want to add is that the piece in hand needs a provenance/collection prefix which is not tied to the shelving location, use this method):
        • If yours is the only holdings on the bib, Click on Items
        • If there are multiple holdings, click on Holdings, then click on the ... More Items menu next to the holdings you want to use and choose View Items
          • Once you've completed one of these steps, click on the + Add Item link in the upper right, then skip down to Fill in the following fields in the new item record.
      • If your location does not already have a holdings record or your location has holdings in a different sublocation than you want to use for this copy
        1. Click on Holdings
        2. Click Add New Holdings
        3. Alma will switch to the Metadata Editor (MDE) with a blank holdings record open
        4. You will need to edit the 852 field. $$b is the Sublocation or Collection, aka Library code (e.g., MAIN), $$c is the Shelving Location (e.g., ma), the LC call # goes in $$h (Classification part) and $$i (Item part).
           You can either type the subfield data directly into the 852 field or you can use the Form Editor
           1. To open the Form Editor, either put your cursor in the 852 field and hit Ctrl + F or click on the ...More Actions menu to the right of the field. Then select Open Form Editor from the dropdown menu that appears
           2. Choose the Library from Sublocation or Collection (b)
           3. Choose Shelving Location (c)
           4. You can enter the call number into the Classification part (h) and Item part (i) fields or leave them blank to auto-fill from the bib record when you save the holdings record
           5. Hit the Escape key or click anywhere outside the Form Editor to exit the Form Editor
        5. Now hit Ctrl-S or click on Save. If you haven't typed in the call number, the call number from the bib 050 should be copied into subfields $$h and $$i and $$a will be automatically deleted
        6. If your item needs a prefix as a folio, tiny, or other special prefix used in your library to designate a specific collection or special shelving location that is true of all of the copies you are adding, add a $$k subfield at the end of the 852 field with the prefix code and Save again
        7. If your library uses special prefixes to designate a difference (e.g. provenance, collection) in some, but not all copies that are shelved together, that should be designated by using an Item Call Number, rather than separate holdings records–one with the prefix and one without
        8. Hit Ctrl + I or Select Add Item from the Add Inventory menu
        9. If there are multiple holdings, another window will open on the right showing the various holdings; you’ll need to click on the … button and choose View Items from the for the holdings location you’ve just created, then click + Add Item
   2. Fill in the following fields in the new item record
      • Copy ID = 1 if this is the first copy at your library. Use a number one higher than the highest number your library has had if you’ve already got copies of this piece. (Don’t forget to take into account the numbering of any copies in other sublocations in your library and copies that have been withdrawn from your library or deposited at NRLF.)
      • Material Type = In the vast majority of cases this will be Book
      • Item Policy = typically Monograph - Regular Loan
      • Item Call Number = if the item needs a prefix that doesn’t apply to all of the other copies in the same Permanent Location, fill in this field with the prefix entered at the front of the call number and copy the Call Number from the holdings record with spaces in place of the subfield codes
      • If the item will be staying in Tech Processing longer than overnight, set the Process Type to Acquisitions Technical Services so it does not show as available until you’re ready to release it to the shelves
      • Put your cursor in the Barcode field and scan or paste the barcode that you have applied to the piece
      • If your barcode reader hasn’t already sent the Enter code and “clicked” Save for you, click Save or if you’re in a non-drop down field, hit Enter to save the record
      • You’ll be taken back to the List of Items for the title you’re working on, and should see your newly updated item in the list
      • If you need to add a Note about this item, click on the barcode to reopen the item record, click on the Notes tab and fill in the Public Note, Fulfillment Note, or Item Note 1, then click Save or hit Return.
   3. Finalize record checking and physical processing
      • View the record in the Discovery (Primo) to make sure the work was done as expected.
      • Write call number, adding a copy number, as necessary: c.2 (for copy 2). Copy number should precede 4-letter location. Preferred place to write the call number is on the page following title page, near the upper right corner
      • Produce spine label and attach to material
      • Complete other work, such as stamping, inserting security strip, applying location stickers, etc.
      • If you had put the item into the Acquisitions Technical Services work order by setting the Process Type, you must now mark it Done in the work order, then it needs to be scanned in at the Circ desk which will trigger any holds or set it up for reshelving
   4. Do OCLC holdings need to be set?
      If holdings are not already set in OCLC under your OCLC holdings symbol, set holdings in OCLC or refer the item to your Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations).
       

Notes

1. Authorized forms
   Depending on the authorized form of a name for a person, corporate body, or conference, names in 1XX and 7XX fields may differ from what appears on the material (and typically in the 245 subfield-c), but there should be a reasonable correspondence between the two. Similarly, the series that appears on the material (recorded in field 490) may differ somewhat from the authorized form in the 830 (or other 8XX field).
    
2. Multi-volume monographs (MVMs)
   Bib records for MVMs can usually be identified by the presence of:
   • 8th character (byte 07) in the LDR field in the bib = m
   • AND
   • field 300 with 'v.' or 'volumes', preceded by no number or a number greater than 1
     
     If there is no copy of the MVM volume cataloged for the location already, but you can see that the volume you want to add is already covered in the bib 020 and 505 fields and the 300 field is not written in a way that would exclude this volume, you may add an item record for the volume. 
     
     However, if the volume is not already covered in the bib, refer the volume to the Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations).
      
3. Reproductions and media
   Reproductions (e.g., photocopies) may not be added to original print records, and vice versa, because the Library catalogs monographs with a different record for each medium (print, CD-ROM, microform, photocopy, online version, etc.). Reproductions need separate bib records (exceptions are sometimes made for volumes in sets). If the item in hand cannot be added to an existing bib, it is new to the collection. Refer it to the Tech Lead or Cataloging Unit (submit a BadCat form or email to csdhelp for most locations).
   
   Bib records for reproductions can usually be identified by the presence of field 533 (or 500 in older records).

4. Invalid call numbers
   Some call numbers are ineligible for adding Items at shelving locations. If MDS catalogs materials for your unit and the bib has no 050 field, more than one 050 field, or the 050 field has any of the following conditions, submit a BadCat to have a call number assigned:

   • volume designation in call number, for example: v., no., pt., ser.
   • non-LC call number

   Call numbers must be formatted correctly, especially those for MAIN materials since they do not receive the same attention from staff that smaller locations can give. See Call Number Formatting in OCLC and Millennium (Warning: Millennium coding in this document does not correspond to Alma. Document to be updated. Refer to BadCat if you have any questions about the formatting of a call number you wish to use.)