DEGOLYER Library CATALOGING

General | Notes | Genre Terms | Special Types -- Pamphlets -- Serials -- Newspapers -- Periodicals -- Broadsides -- Maps -- Microforms -- CD-ROMs -- Electronic resources as accompanying material -- Bound-with volumes | Special Collections -- Budner Collection | End Processing: -- Guidelines -- Procedures

General guidelines

· Open the Voyager cataloging module and choose the location deg for cataloging.

· When logging on to OCLC choose Deg as the session name. The OCLC symbol for DeGolyer Library is FKS.

1. For oversize materials, broadsides, miniature books, pocket maps and oversize maps, insert a |k before the call number in the holdings record.

\|k Folio	28-33 cm.
\|k Folio-2	34-43 cm.
\|k Folio-3	44-51 cm. For materials that can stand upright
\|k Folio-4	52-68 cm. For materials that can stand upright
\|k Folio-5	Flat storage for oversize materials that must lay flat
\|k Folio-2B	Width is greater than height, and width is greater than 20 cm. and height up to 33 cm. (If width is less than or equal to 20 cm. and the height is less than 28 cm., shelve with non-folios)
\|k Folio-3B	Width is greater than height, and height greater than 33 cm.
\|k Broadside	(1 page, printed on one side only)
\|k Miniature	Miniature books, usually less than 10 cm.
\|k Pocket Map	Maps stored in boxes in the Map Room
\|k Oversize Map	Maps larger than 78 x 107 cm.
\|k Oversize	For pamphlets greater than 27 x 30 cm.

(Note: For oversize materials that go in the vault, there are only Folio, Folio-2 for material greater than 34 cm., and Folio-4 for material that must lie flat)

Examples:

852:0 :	\|b deg \|k Folio-4 \|h F799 \|i .H47 1945
852:0 :	\|b deg,vault \|k Folio \|h PS1306 \|i. A1 1989
852:0 :	\|b deg,map \|k Pocket Map \|h G4180 1896 \|i .R36
852:0 :	\|b deg,map \|k Oversize Map \|h G4180 1900 \|i .R36
852:0 :	\|b deg,pams \|k Oversize \|h NK5205.C65 \|i C66 1997

2. Write the call number lightly in pencil, either on:

· the upper right of the front inside cover

· a preliminary blank leaf, if the inside cover is dark or illustrated

· on the title page verso, if there is no cover.

For a folded sheet publication, write the call number either on the verso of the title panel, or on the last panel or page. For maps and broadsides, write the call number on the back.

If there are numerous issues of a serial or pamphlets placed in a box, it is not necessary to write the call number on each one.

3. Attach the barcode to the top of an acid free flag. Do not glue in errata slips that are laid in the book.

4. In general, keep laid-in material with the item. Seller’s descriptions and research can be left in. Place items in Mylar if they might cause damage.

Notes

· Errata:

If an errata slip is present, make a note of it in the record.

500: :	\|a Errata slip laid in.
500: :	\|a Includes errata.

· Limited edition notes:

In a 500 note, give the number of limited edition copies printed. In a 590 note, give the number of DeGolyer Library’s copy.

500: :	\|a Published in a limited edition of 300 copies, with the first 100 copies being signed and numbered.
590: :	\|a Library’s copy is no. 45.

· Signed and inscribed by notes:

In general, make a note of an item signed or inscribed by the author.

590: :	\|a Library’s copy signed by author. [Signature only]
590: :	\|a Library’s copy inscribed by the author. [Text plus signature]

· Gift notes:

See CIP documentation Gift/Donor notes

Use a consistent form when adding gift notes in a 590 field. For new collections, if the form of the note is not indicated on the flag, ask a cataloger. The form used on previous items in a collection can be found by doing a keyword search on variations of the name, and usually the word gift. The following forms have been used for these collections:

590: :	\|a Gift of: Doris A. and Lawrence H. Budner.
590: :	\|a Gift of: Ebby Halliday Acers.
590: :	\|a Gift of: Mr. and Mrs. Dan Ferguson.
590: :	\|a Gift of: Adrian H. Collyns.
590: :	\|a Gift of: Donald Gallup, 1986.
590: :	\|a From the collection of Stanley Marcus, former owner. Gift of Linda Marcus, 2003.

· Laid-in material:

If significant, make notes about laid in material.

590: :	Presentation card from publisher laid in.
590: :	Manuscript notes laid in.

Genre terms

Add genre terms as necessary. Search for authorized terms from the appropriate thesaurus.

Most frequently used are:

Examples:

655: 7:	\|a Cookbooks. \|2 rbgenr
655: 7:	\|a Pop-up books. \|2 aat

For photographically illustrated books, which are books that have actual photographs mounted as illustrations, add the following genre terms:

655: 7:	\|a Book illustrations.\|2 gmgpc
655: 7:	\|a Photographs. \|2 gmgpc

Also, add a 655 for the process of photographic printing, such as albumen, collotype, cyanotype, etc. Often the process is identified on the title page, under the image, or somewhere else in the book. If it is not found, ask the curator of photographs to identify the type.

655: 7:	\|a Albumen prints.\|2 gmgpc
655: 7:	\|a Collotypes. \|2 gmgpc

655: 7:

|a Cyanotypes.|2 gmgpc

Special types of materials

Pamphlets

Pamphlets are unbound printed items less than 100 pages, stapled or stitched together and usually having a paper cover. Place them in an acid-free folder with a barcode on the flag.

The location for pamphlets is deg,pams.
For pamphlets greater than 27 x 30 cm. i.e., they do not fit in the standard size folder, use |k Oversize as the designation.

852:0 :

|b deg,pams |k Oversize |h NK5205.C65 |i C66 1997

Serials

For single issues of serials: in order to add bibliographic detail which might be of importance to the DeGolyer collection and that are particular to the volume or issue being cataloged, do the following:

· Add imprint variations in a 500 note, and other issuing body notes in a 550 field.

Be liberal with the use of the 246 field for variations in the title.

500: :	Issues for <1835-> published: Chicago : Western Printing.
550: :	Vols. for 1893-1898 issued by the Historical Dept. of Iowa.

For groups of pamphlet-like serials, if there are only a few, place them together in one folder, with the location deg,pams. Place a flag with a barcode in each one.

If there are numerous items, place them in an acid-free box with a barcode on one flag. If there are multiple copies of an issue, create additional holdings records, but keep all issues together in one box.

Newspapers

· The location for newspapers is deg. Do not use oversize designations.

· Use the following local classification scheme:

Country	Classification	Cutter Number	Cutter Number	Cutter Number
United States	AN2	State	City	Title
Mexico	AN4	City	Title
Europe	AN5	Country	City	Title

· For Cutters of countries and states, use the tables in Subject Cataloging Manual: Shelflisting (G300 and G302)

Examples:

Title	Published in	Classification number
The weekly Colorado tribune	Denver, Colorado	AN2.C6 D3W5
La aurora constitucional	Puebla, Mexico	AN4.P63 A8
Le petit journal	Paris, France	AN5.F8 P37P48

Subject headings

For United States newspapers assign the following subject headings:

651: 0:	\|a (City) \|v Newspapers
651: 0:	\|a (State or County) \|v Newspapers.
655: 0:	\|a American newspapers \|z (State) \|z (City or County).

For newspapers from Mexico, France, and Great Britain, assign the following subject headings:

651: :0	\|a (City, State, County, or Region) \|v Newspapers.
655: 0:	\|a Mexican (French, British) newspapers \|z Mexico (France, Great Britain) \|z (City, State, or County).

Add a 752 field (Hierarchical place name)

752: :

|a United States |b Ohio |d Dublin.

· Place one barcode on an acid free flag for the entire run.

Holdings record

If there are scattered missing issues in a run, you may give a compressed holdings statement with this additional 866 field:

866:41:

|z MISSING: scattered issues

Periodicals

Periodicals are not classified. On the holdings record, use the following:

852:8 :

|b deg |h DeGolyer |i PERIODICAL

If there are scattered missing issues in a run, you may give a compressed holdings statement with the following 866 field:

866:41:

|z MISSING: scattered issues

· If selected issues of a periodical title already in the collection are received as a gift for a special collection, use the following 590 note:

590: :

|a Selected issues gift of:

Broadsides

· Broadsides are usually shelved in the vault. Use |k Broadside before the call number in the holdings record. Write the call number on the back of the broadside in pencil.

Maps

The location for maps is deg,map or deg,vmap for maps that go in the vault. A pocket map, which is a map that is attached to the cover of a small pamphlet-like index, is designated with |k Pocket Map before the call number in the holdings record. For maps larger than 78 x 107 cm., use |k Oversize Map in the 852 field.

852:0 :	\|b deg,map \| \|k Pocket Map \|h G4361 .P3 1889 \|i .R36
852:0 :	\|b deg,map \| \|k Oversize Map \|h G4361 .P3 1889 \|i .R36

· Write the call number on the back of the map in pencil.

· Attach a barcode to a flag which will be placed with the map in a folder.

Microforms

· Assign a call number consisting of: |h DeGolyer |i Microfilm (or Microfiche), a space, then Mf, followed by year of cataloging, a dash and a sequential number from 1- :

852:8 :

|b deg,micr |h DeGolyer |i Microfilm Mf2001-1

The next title will be assigned Mf2001-2, the next Mf2001-3, etc.

For microfiche, add a small letter f after the number:

852:8 :

|b deg,micr |h DeGolyer |i Microfiche Mf2001-4f

For titles that have more than one reel, add |z and the # of reels in the 866.

866:41:

|a No.1-no.11 |z 5 reels

For microform periodicals, add PERIODICAL to |i :

852:8 :

|b deg,micr |h DeGolyer |i Microfiche PERIODICAL Mf2001-5f

· Do not use barcodes or flags.

· If the microform is accompanied by a book or booklet, create a separate holdings record and classify the accompanying material for deg,ref location.

CD-ROMs

· The holdings location is deg,micr.

· Assign a call number consisting of: |h CD-ROM, a space, and a sequential number from 1- :

852:8 :

|b deg,micr |h CD-ROM 1

The next title will be assigned CD-ROM 2, the next CD-ROM 3, etc.

· If the CD-ROM is accompanied by a guide that does not fit in the container, create a separate holdings record and classify the accompanying material for the main collection.

· Place the barcode on the backside of the container, and also insert a flag.

Electronic resources as accompanying material

· If a computer file such as a CD-ROM or a disk, accompanies a book, and is attached in a pocket, it can remain with the book. In this case, complete 1 Holdings Record and 1 Item Record. In the pieces field of the item record, count the book and the number of accompanying pieces to arrive at the figure for total pieces. Write the location, if other than deg and non-folio, and call number on the inner ring of the CD-ROM with a permanent marker.

· If the computer file that accompanies a book is not attached to the book, remove it and place it in a jewel case with a barcode and call number label attached to the back. Write the call number on the label, and then place the jewel case in a jewel case protector and insert a flag. Create one Holdings Record and multiple Item Records. In the Enum field of the Item Record(s) for the electronic resource add the format of the material (CD-ROM or Computer Disk).

When tallying statistics, count the book as usual on the Print statistics sheet. Count the accompanying electronic resource on the Non-Print statistics sheet in the Pieces column only. Do not count it in the Titles column.

Bound-with volumes

For separately published works bound together in one volume, follow Voyager procedures to link the item record of the first title to the bib. record(s) of the other title(s). If there are only 2 records bound together, use a 501 note to list the other title. However, if there are more than 2 titles, use the following:

Make the following 590 note, or, if it is an original record, a 500 with |5 TxDaDF

No. _ of _ works bound together.

500: :

No. 5 of 6 works bound together. |5 TxDaDF

In the holdings record add the following public note in |z:

Bound with _ other titles. To view other titles, search by call number.

852:0 :

|b deg |h PR3315.A6 |i B48 1791 |z Bound with 5 other titles. To view other titles, search by call number.

Special collections

Budner Collection

· The holdings location is deg,bud.

· Add a 590 note: Gift of: Doris A. and Lawrence H. Budner.

· For periodicals which will not be shelved in the Texana Room (usually those greater than 38 cm. high, or 23 cm. wide), add the following public note (|z) to the holdings record: Shelved in Periodicals Room

852:0 :

|b deg,bud |h DeGolyer |i PERIODICAL |z Shelved in Periodicals Room

· Add the following note: Gift of: Doris A. and Lawrence H. Budner. These issues include information related to Theodore Roosevelt.

· If DeGolyer already has the periodical in another collection, add the following note: Selected issues gift of: Doris A. and Lawrence H. Budner. These issues include information related to Theodore Roosevelt.

End Processing: Guidelines and Procedures

A. DeGolyer End Processing Guidelines:

Non-oversized DeGolyer monographs and multi-part items are those that measure in length up to 27 cm. Their labels consist of call number, e.g.,

F394

.E4R63

1999

If the item has a Volume designation, that is added as the final line, e.g.,

F1234 F1234 NK9612

.T26 .T26 .G88

1993 1993 t.1

v.1 v.2

If the item resides in the Vault, that is the first entry, e.g.,

Vault Vault

G4411 DP162

.P3G58 .P8

1883 1856

v.1

· Oversize materials, broadsides, miniature books, pocket maps and oversize maps, have a |k inserted before the call number in the holdings record.

\|k Folio	28-33 cm.
\|k Folio-2	34-43 cm.
\|k Folio-3	44-51 cm. For materials that can stand upright
\|k Folio-4	52-68 cm. For materials that can stand upright
\|k Folio-5	Flat storage for oversize materials that must lay flat
\|k Folio-2B	Width is greater than height, and width is greater than 20 cm. and height up to 33 cm. (If width is less than or equal to 20 cm. and the height is less than 28 cm., shelve with non-folios)
\|k Folio-3B	Width is greater than height, and height greater than 33 cm.
\|k Broadside	(1 page, printed on one side only)
\|k Miniature	Miniature books, usually less than 10 cm.
\|k Pocket Map	Maps stored in boxes in the Map Room
\|k Oversize Map	Maps larger than 78 x 107 cm.
\|k Oversize	For pamphlets greater than 27 x 30 cm.

(Note: For oversize materials that go in the vault, there are only Folio, Folio-2 for material greater than 34 cm., and Folio-4 for material that must lie flat)

· Non-Vault Folio materials - For non-vault Folio materials, the word "Folio" is the first entry on the label. That is followed by the call number, e.g.,

Folio Folio

E78 F784

.S7G74 .T44B89

1999 t.4

· Vault Folio materials - If the Folio item is shelved in the Vault, that is the first label entry, e.g.,

Vault

Folio

GE155

.S35D4

1899

· Folio-2 materials – Any monographs or multi-part items, which measure 34-43 cm. The first entry on the label is "Folio-2" followed by the complete call number. If they are designated for the Vault, that is the first entry, followed by Folio-2 and the call number, e.g.,

Folio-2 Vault

F780 Folio-2

.N56 .F365

1827

· Folio-3 materials – Non-vault monographs and multi-part items, which measure 44-51 cm. in length and can stand upright (See End Processing Supervisor for decision). The first entry on the label is “Folio–3”, e.g.,

Folio-3

F597 (There are no Folio-3 designations in the Vault)

.L38

1845

Folio-4 materials - Materials, which measure 52-68 cm. and can stand upright should be given a Folio-4 designation (Show to End Processing Supervisor for decision), e.g.,

Folio-4

F685

.C717

1941

Folio–5 materials – Materials that are oversize and that must lay flat, e.g.,

Folio–5

E78 (There are no Folio-5 designations in the Vault)

.D14

1946

Folio-2B materials - Monographs or multi-part items whose width measurement is greater than height with width greater than 20 cm. and height up to 33 cm. (If height is less than 28 cm., and the width is less than 20 cm., shelve with non-folios), e.g.,

Folio-2B

NK9614 (There are no Folio-2B designations in the Vault)

.G88

1981

Folio–3B materials – Monographs or multi-part items with width greater than height, and height greater than 33 cm., e.g.,

Folio–3B

F685 (There are no Folio-3B designations in the Vault)

.D77

1932

· Pocket Maps - Pocket maps are shelved in the Map Room in acid-free boxes and the label's first entry is Pocket Map, followed by the call number, e.g.,

Pocket

Map

G4751

.P3

1800

.Y4

· Maps (which are not Pocket Maps) - Maps are housed according to call number, either in the Map Room or the Vault. If they do not reside in the Vault, then "Map" is the first entry on the label. If they are designated for the Vault, the first entry is "Vault" followed by "Map" and then the call number, e.g.,

Map Vault Oversize Map

G4712 Map Map G4301

.P6 G4301 G4131 .P2

1930 .P3 .P3 1925

.R82 1870 1899 .R36

.P53 .R36 2000

Create two labels (both for Vault and for non-Vault materials) Attach one label to the flag. (The other one will be placed on the folder in which the map will be kept).

· Broadsides - All Broadsides are housed in the Vault in Mylar protective covers. Create two labels. Attach one of them to the flag. (The other one will be for the Mylar cover). The label's first entry is "Vault" followed by "Broadside" and then call number, e.g.,

Vault

Broadside

HE2791

.I663

1875

· Miniatures - All Miniatures (items less than 10 cm in length) are housed in acid-free boxes in the Vault by call number. The label's first entry is "Vault" followed by "Miniature" and then by call number, e.g.,

Vault

Miniature

F362

.S15

1944

· Newspapers - They are given an AN2, AN4, or AN5 call number. The label entry is the call number, e.g.,

AN2

.C2S32

Create two labels and include the name of the newspaper, which is typed under the call number. A run of newspapers takes only one flag with one barcode. If the newspapers are bound together in more than one volume, then a flag is needed for each volume.

· Periodicals- They will be marked on the yellow flag “Periodical”. No flags or barcodes are used. They are returned to DeGolyer Library.

· Microfilm - DeGolyer microfilm is stored in acid free boxes in the assigned cabinets of the DeGolyer Microform Room (deg,micr Voyager location). Neither acid-free flags nor barcode labels are used. The call number is “Mf, the current year, and an accession number that increases successively. If there are several reels of the same title, the reels get numbered,” e.g.,

DeGolyer

Microfilm

Mf 2001-2

Reel 1

Print a label for the call number, and place it on the side of the box. Another label should be created with the name of the microfilm on it if it doesn’t already have one. Since there is neither a flag nor a barcode label, the bibliographic record number is written in pencil on another small label to be placed on the container.

***When the year ends, the accession numbers restart with one***

· Microfiche - DeGolyer microfiche is processed in a similar way to microfilm. Items are stored in original envelopes in the assigned cabinets of the DeGolyer Microform Room. Neither acid-free flags nor barcode labels are used. The call number is a simple computer printed label with an “f” after the number, e.g.,

DeGolyer

Microfiche

Mf 2001-3f

Fiche 5

Print a label for the call number, and place it on the sleeve or envelope. Another label should be created with the name of the microfilm on it if it doesn’t already have one. Since there is neither a flag nor a barcode label, the bibliographic record number is written in pencil on another small label to be placed on the sleeve or envelope.

NOTE: Call numbers for microfilm and microfiche are continuous according to order of acquisition.

· CD-ROMs - CD-ROMs are housed in a designated box of the DeGolyer Microform Room. The barcode label goes on the backside of the CD-ROM's casing, on the lower right corner. An acid-free flag is either inserted in the casing when feasible or taped to the backside of the casing. The acid-free flag takes a label with the call number and a relevant portion of the title, e.g.,

CD-ROM 8

Revolucion Mexicana…

(Original title: La Revolucion Mexicana atraves de sus imagenes)

· Material in archival boxes- There will either be one flag for a group of materials, or there may be a flag for each item. Print a label for each flag, and print one label to be placed on the outside of the box.

If there are flags for each item, the labels will have enumeration. The label on the box will not have enumeration, e.g.,

Labels on flags: Label on box:

HS515 HS515

.C66 .C66

no.1 [2, 3, etc.]

Texana Room Shelf Limits – 15” height = 38.1 cm.

9 5/16” depth = 23.65 cm.

Budner Collection only

Classify Folios and Folios-2Bs as such for the Texana Room.

(Will be placed on taller adjusted shelf facing out)

Avoid archival boxes on books (not showy…); use preferably a Mylar “wrap.”

Periodicals don’t normally take call numbers, unless it has already been used in the collection.

Broadsides go into Texana Room and the Director of DeGolyer Library will decide what protective covers to put on them.

Music scores are handled as regular items.

Call number label sample:

Texana Rm

Budner Coll.

HE817

.W245

1856

B. DeGolyer End Processing Procedures:

Printing DeGolyer Labels:

· Choose Port B (DEG) for Printer

· Log onto Voyager Cataloging

· Cho