STill being updated
I. Priority of Materials to be Processed
- Rush books – To be processed immediately as received
- Notify books - To be processed three times a week
- High priority books - Reference, rare materials (including LSC-SPECL materials), items to be returned to Acquisitions
- Bound periodicals
- Regular books and sound recordings
- Micromaterials and other special formats
- Changes and remarks
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- Open “Call numbers and items.”
- Click “Edit Item.”
- Set “Item ID” and default index (middle bar at top). This should only have to be be done once at the beginning of the session.
- Scan barcode.
Click on “Current Location” and change to match “Home location” (i.e. if home location is ART, change current location to ART)
EXCEPTION: If the book has “HOLDS” in the Current Location, do not change the location. - Printing the label
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- If there is any discrepancy between the call number in the record and the call number written in the book, send it back to the cataloger whose initials appear in the “Created by” section of the record (or check with your supervisor). This is currently not done. Currently, all books go to Robert and then he distributes them. Which way do we want this handled?return the item to the Metadata & Copy Cataloging Team Leader, who will in turn distribute them to the cataloger responsible.
If the call number is too wide:
some parts of the label can be split into two lines (consult your supervisor)
remove the
If the call number is too wide:
some parts of the label can be split into two lines (consult your supervisor)
remove the decimal in the Cutter number if necessary
make a patch that will have the extra characters or line
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Remove the paper or plastic cover and throw it away (except for Friends of Fondren books )or if there is a flag bearing specific instructions and the initials of a Collection Development Librarian)
Turn to the Turn to the title page, which will have the call number written on it.
Stamp the round ownership stamp in the upper right-hand corner of the title page or the nearest clear space.
If there is no barcode, send book to DBM to have one put on.
Run a glue stick along the top of the reverse side of a date slip and glue it to the left end paper in the inside back cover one-half inch from the top. If there is noroom on this page because of maps, text, or other information on the end paper, glue it to the inside back cover. If there is no room there, glue it to the last free page.
Cut pages if necessary.
Stamp all three fore edges with the RICE UNIVERSITY LIBRARY stamp.
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Books with call numbers beginning with "N" or "M" which were issued in hard cases should have labels made for both the book and the case. The case should be retained, and the book should be reinserted in the case after labeling. Currently, all slipcases get discarded. Do we want to make sure that if the book has an ART or MUSIC call number that we keep the slipcase?
I. Music Scores
These will have a single "M" as the first line of the call number. Stamp with the regular ownership stamp and treat like regular circulating books.
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2. Glue in a date slip which has been stamped with the reference stamp.
N. Bound Periodicals
These are treated as restricted books, unless there are flags that give other instructions. If there is a “Reference” flag, treat as a reference book. If there is a white flag with “Pocket” written on it, the book is treated as a regular circulating book and will need a date slip. Most of these books will have the call number already printed on them; those that don’t will need to be labeled.
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Attach the call number label (consisting of number only; delete location) on the right side opposite where the case opens. Do not try to stamp the compact disc or case. If there is room, stamp any accompanying text with the ownership stamp.
Q. CD-Roms
Circulating CD-ROMs have the location “CIRC-DESK.” Non-circulating CD-ROMs have the location “REF-DESK.” Attach the call number label to the upper left-hand corner of the case. Don’t stamp case or CD.
R. Microfiche
Stamp the envelope with the ownership stamp, and write the call number in pencil on the envelope.
S. Microfilm
Stamp the box with the ownership stamp, and write the call number in small letters in pen on the side of the box with the title.
T. Maps
1. Stamp with the ownership stamp on the upper right corner of the back of each sheet.
2. Write the call number in pencil on the lower right-hand corner of each sheet.
U. DVDs
1.DVD’s with location DVD-VIDEO1 and DVD-VIDEO2 need to be tattle taped before cataloging. The DVD’s to be tattle taped will be placed on a shelf next to the Preservation Librarian’s desk marked “DVD’s to be Tattle Taped.” Once these are tattle taped, they will be taken to cataloging. When finished, cataloging will place these items on the shelving next to the marking table to be labeled. The time needed to catalog and tattle tape will count as curing time for the adhesive used in the tattle taping process.
2.Double-sided DVD’s are NOT tattle taped. Instead, place a tattle tape strip underneath front cover. All other DVD’s will be tattle taped following the instructions below:
a. Place DVD on yellow rubber pad and wipe with alcohol.
b. Remove circular tattle taping from backing and place on DVD so that the two tattle tape are parallel with markings on the DVD.
c. Starting at the middle of the DVD, press air bubbles out toward the edges
3. Put the date slip on the back of the text.
4. Put the call number label in the upper left-hand corner of the front of the case.
5. DVD’s that are tattle taped directly need to “cure” for 3 days. Preservation staff will charge these to “REPAIR” and placed on the shelf marked “Curing DVD’s.” A slip will be placed on the bottom of the shelf and marked with a date these DVD’s are finished curing. After the third day, the DVD’s will be discharged and taken to circulation.
6. Some Foreign language DVD’s require special viewing equipment. Attach a neon-green label to the front cover which says “Non-standard video format. Requires special viewing equipment”
V. Mixed Media (i.e., titles in more than one format)
1. Titles composed of a printed volume and computer diskette
a. Above the barcode in the back of the book place a label: Do not desensitize.
b. On pocket containing diskette (or as close as possible) stamp: Diskette not checked for viruses. Use at your own risk.
c. Place a copyright warning label on the pocket also.
2. Titles composed of a printed volume and an audio recording Stamp the book above the barcode and by any existing pocket for the audio
recording: Sound recording at Circ Desk.
3. Titles composed of printed volume and a CD-ROM
a. Usually there will be a copy of the CD-ROM in a pocket in the book. If it looks like the original CD-ROM is still in the book or if there is no CD-ROM flag, check with the cataloger.
If the CD-ROM is not in the book, stamp the book above the barcode and by any pocket with a stamp showing the appropriate location: CD-ROM at Circ Desk, [Reference Desk, BIC Desk, Government Publications Reference Desk]. If no stamp exists, a notice will be hand-lettered.
b. The appropriate location is given at the beginning of the call number for the CD-ROM. The call number is placed in upper left-hand corner of jewel case.
c. A copyright warning label is placed on the case.
4. Titles composed of a printed volume and a video recording
Stamp the book above the barcode with the stamp: Video recording in Reserve. See sections on videotapes and videodiscs for placement of call number labels,stamps, and other special labels on video recordings.
5. Titles composed of a printed volume and microfiche
a. Stamp and label the book in the normal fashion, and then send it to Government Publications so that the fiche may be copied.
b. For microfiches which cannot be copied, the fiche will be removed from the book and kept in Government Publications. The cataloger will instruct the Marking Table to stamp the book above the barcode:
Microfiche held in Government Publications area. The book will be sent to Government Publications after marking.
6. Microforms with a printed guide or index
a. Put the word “Text,” “Guide,” “Index,” etc., as the last element of the call number on the printed text and stamp with ownership stamp.
b. Mark microforms according to instructions given for each individual type.
7. Software (diskette or CD-ROM) with a printed manual
a. Diskette: Call number label is placed on upper left-hand corner of jewel case, and copyright warning label and “Diskette not checked for viruses” label are attached to the case. If the guide is separate from the diskette, a label marked “Guide” is also attached to the case.
b. Guide:
(1) If it fits inside jewel case, guide is stamped with ownership stamp, but no call number label is needed.
(2) If guide is separate, a call number label is put on it, and the guide is stamped with an ownership stamp.
8. Audio or video recordings with printed guides
a. Recording: Call number labels, stamps, and other special labels are placed on the item as directed in the appropriate section of this manual.
b. Guide:
(1) If it fits inside case, guide is stamped with ownership stamp, but no call number label is needed.
(2) If guide is separate, a call number label is put on it, and the guide is stamped with an ownership stamp.
VI. Tattletaping
Most books received by the Marking Table will already be tattletaped by Acquisitions. The Marking Table must tattletape only items that have lavender flags in them. These include scores, gift books that don’t come through Acquisitions, and government documents.
VII. Miscellaneous
A. All books go to the scatter room except:
1. Rush, notify, and reserve books, which go to the Circulation Desk;
2. New hardbound books, which are taken to Circulation to check for books to go on the New Books Shelf;
3. WRC and WRC Reference books, which are taken to WRC;
4. BIC books, which go to the BIC shelf in Technical Services;
5. LSC and LSC-SPECL books, which are placed on the DBM book truck;
6. Books designated “Return to Serials,” which are taken to Serials;
7. Digital Media Center materials, which go to the DMC shelf in Technical Services;
8. Reference CD-ROMs, which are taken to the appropriate location;
9. Reserve CD-ROMs, which go to Reserve;
10. Books containing microfiche, which are sent to Government Publications to have the fiche copied (if the cataloger has not already done this).
B. Flags
Yellow--for restricted books
Red--for reference books
Brown--for rare books
Blue--for rush or BIC books
Purple--for Friends of Fondren books
Green--for notify books
Gold--for books needing repair or pages cut
White--for book plates, changes, or special instructions
Lavender--for books needing tattletaping
VII. Statistics
The Marking Table keeps a count of nonbook materials and items hand-marked. Statistics for other items can be generated by our automated system.
NOTE: Items that contain more than one type of material, such as a journal with maps or a sound recording with a text, are counted only under the main type of material. In other words, a journal with maps counts only as a journal; the maps are not counted separately. A sound recording with a separate text is counted only as a sound recording; the text is not counted separately. Mixed media materials are counted under the main type of material cataloged. If you are unsure how an item should be counted, consult your supervisor.
A. LSC-SPECL—Items going to the Woodson Research Center (WRC) will be counted in the appropriate column.
B. Audio Recordings—For phonodiscs, audio cassettes, and music compact discs, each piece is counted separately. For example, if there are four CDs in one case, this counts as four, not one.
C. Video Recordings—For videotapes and videodiscs, each piece is counted separately. For example, two videodiscs in one case count as two.
D. Microforms—Microfilm reels, microfiche sheets, and microprint cards are counted separately. Counts for microforms that do not go through the Marking Table will also be recorded on the physical count statistics sheet.
E. Maps—Map counts are recorded on the physical count statistics sheet if they are cataloged in Technical Services, whether or not they go through the Marking Table.
F. CD-ROMs--Non-musical compact discs will be counted as CD-ROMs.
G. Computer files (software disks)—Software disks are counted separately.
H. Changes and Remarks—Count in the Relabel column.
I. Withdraws—Count different types of materials being withdrawn in separate columns. For example, books, phonodiscs, and software disks should each be put in a separate column with the appropriate heading.
At the end of the month, each column will be totaled, and the statistics sheet will be turned in to the Preservation Librarian.