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Catalog Services - Copy Cataloging Retrospective Conversion Projects

Retrospective Conversion from a Shelflist File
  1. Introduction: These instructions cover the conversion into electronic form of all records for items held by a given library, using that library's shelflist file. These items are ones which have been cataloged, but are not in DRA; OCLC copy for these records will be entered into DRA using the "update" function. Working with drawers from the shelflist file (rather than with actual books), catalogers search each card in DRA to determine whether the title has already been cataloged online. If it is in DRA, they pencil in the DRA DBCN (database control number) at the top of the shelflist card, and return it to its proper place in the shelflist drawer. If it is not in DRA, they search the record on OCLC, edit the record, then update it; next, they create a blue slip for each title updated, writing "u" on the blue slip, and circling the "u"; finally, they pencil in the OCLC number on the shelflist card, and return it to its proper place in the drawer.

  2. Preliminaries:
    1. Beware of serials:
      1. The shelflist cards for these will have the word "SERIAL" in the lower right hand corner of the card. In addition, the shelflist cards will likely have a note on them stating "For any changes in holdings, see N.C. Serials list". The physical description will have a "v." rather than an actual pagination.
      2. For serials, please place a colored tab (you will be given an easily replenishable supply of these tabs) on the shelflist card.

    2. Beware of analytics:
      1. The call numbers for these have some kind of numeration in them (e.g., Bd. 12; no. 10; zesz. 3; etc).
      2. For analytics, please search DRA (as per Step III.B.3 below) to see whether the item is in DRA. If it is not, please place a colored tab on the shelflist card.

    3. For master's theses (not honor's theses) and PhD dissertations, please place a colored tab on the shelflist card.

  3. Search DRA Netcat first:
    1. Some (if not most) of the records may already have been converted. It is necessary, therefore, to begin by searching each shelflist card in DRA.
    2. If a record is found, go to the holdings display to see whether the library whose shelflist you are converting is listed as a holding library.
      1. If that library is listed as a holding library, please pencil the DRA DBCN (looks like AWH-1043) at the top of the shelflist card. You may need to remove the shelflist card to pencil in the number; if so, please return the shelflist card to its proper place after inscribing the number.
      2. If that library is not listed as a holding library, please pencil the DRA DBCN at the top of the shelflist card, and place a colored tab on the card.
      3. Note: Please check even analytics in DRA. You won't retrocon analytics that aren't there, but you can verify the ones that are. If you find that an analytic has been cataloged, please pencil in the DRA DBCN at the top of the shelflist card. (You do not need to place tabs on the analytics you find in DRA.)
    3. If no record is found, go to Step IV.

  4. Search OCLC:
    1. If a record is found:
      1. Some (if not most) of the records on OCLC will be old and possibly incomplete. Please make sure all the information on the shelflist card is reflected in the record, particularly full title information, series tracings, physical description, subject headings and the call number.
      2. Enter the appropriate location code.
      3. If the shelflist card lists other holding locations (e.g., "Also in Main"), check the Davis shelflist to verify holdings and copy numbers. Enter that information into the OCLC record (e.g., 049 NOCL $c 1 $a NOCC $c 2).
      4. As always, be sure to check those series, first in DRA, then in OCLC. If you have any questions about the form of the series on the card or in the record, ask Doug Stewart, Carol Pekar, or Betty Waynick.
      5. Do not worry about ISBD punctuation (e.g., the space colon space between the subfield a and the subfield b in the 260 or 300 field). ISBD punctuation looks nice, but it does not affect access the way (in)complete bibliographic descriptions do.
      6. Update the record.
      7. Pencil in the OCLC number at the top of the shelflist card. Again, if you removed the shelflist card to pencil in the number, please return the shelflist card to its appropriate place in the shelflist drawer.
    2. If a record is found which says "Held by NOC" even though the record is not in DRA, update the record (that is, treat the record as if it said "No holdings in NOC").
    3. If a record is found which is an analytic or serial, please tab the shelflist card and return it to the drawer.
    4. If you are not sure whether you have found a hit, please tab the shelflist card and return it to the drawer.
    5. If you do not find a record, please pencil "OCLC=0" [zero, not the letter 'o'] on the top of the shelflist card, and return it to the drawer.
    * Note: Although we do not assign call numbers in the Forbidden Z range to new items, previously cataloged items which we retrocon are given the call numbers that appear on the shelflist cards, whether those numbers are Z numbers, lack dates, etc.

  5. Problems (a review):
    1. Note all problems with a colored tab, placing said tab at the top of the shelflist card in question.
    2. Problems include:
      1. Serials.
      2. Analytics, but only if they are not yet cataloged. Remember: Analytics are monographs and you can search DRA to see whether they've been cataloged already. If they haven't, tag the shelflist card.
      3. Master's theses and PhD dissertations.
      4. Titles with multiple records in OCLC, when you cannot determine which record to use.

  6. Make a "blue slip" for each item updated:
    1. Write the call number on the slip.
    2. Please write the first 3 or 4 words of the title on the slip.
    3. Please put your initials on the slip.
    4. Please write "u" on the slip and circle the "u".

Retrospective Conversion from a Card Catalog File
  1. Introduction: These instructions cover the conversion into electronic form of all records for items held by a given library, using that library's card catalog file. These items are ones which have been cataloged, but are not in DRA; OCLC copy for these records will be entered into DRA using the "update" function. Working with drawers from the card catalog file (rather than with actual books), catalogers search each main entry card in DRA to determine whether the title has already been cataloged online. If it is in DRA, they pencil in the DRA DBCN (database control number) at the top of the main entry card, and place it in a "DRA" pile. If it is not in DRA, they search the record on OCLC, edit the record, then update it; next, they create a blue slip for each title updated, writing "u" on the blue slip, and circling the "u"; finally, they pencil in the OCLC number on the main entry card, and place it in an "OCLC" pile.

  2. Preliminaries:
    1. Please work with main entry cards only. Card catalog files contain card sets, which are made up of main entry and added entry cards for most titles. (The added entry cards are the ones with headings at the very top of the cards.) If everyone works from just the main entry cards, there will be no duplication of effort, as each title will be treated only once.
    2. Beware of serials:
      1. The main entry cards for these will have the word "SERIAL" in the lower right hand corner of the card. In addition, the main entry cards will likely have a note on them stating "For any changes in holdings, see N.C. Serials list". The physical description will have a "v." rather than an actual pagination.
      2. For serials, please place a colored tab (you will be given an easily replenishable supply of these tabs) on the main entry card, and leave the card in the drawer.
    3. Beware of analytics:
      1. The call numbers for these have some kind of numeration in them (e.g., Bd. 12; no. 10; zesz. 3; etc).
      2. For analytics, please search DRA (as per Step III.B.3 below) to see whether the item is in DRA. If it is not, please place a colored tab on the main entry card, and leave the card in the drawer.
    4. For master's theses (not honor's theses) and PhD dissertations, please place a colored tab on the main entry card, and leave the card in the drawer.

  3. Search DRA Netcat first:
    1. Some (if not most) of the records may already have been converted. It is necessary, therefore, to begin by searching each main entry card in DRA.
    2. If a record is found, go to the holdings display to see whether the library whose card catalog you are converting is listed as a holding library.
      1. If that library is listed as a holding library, please pencil the DRA DBCN (looks like AWH-1043) at the top of the main entry card. Remove the main entry card from the drawer (if you have not already done so) and place it in a pile of main entry cards whose records are already in DRA.
      2. If that library is not listed as a holding library, please pencil the DRA DBCN at the top of the main entry card, and place a colored tab on the main entry card. Remove the main entry card from the drawer (if you have not already done so) and place it in a problem pile.
      3. Note: Please check even analytics in DRA. You won't retrocon analytics that aren't there, but you can verify the ones that are. If you find that an analytic has been cataloged, please pencil in the DRA DBCN at the top of the main entry card. (You do not need to place tabs on the analytics you find in DRA.) Remove the main entry card from the drawer (if you have not already done so) and place it in a pile of main entry cards whose records are already in DRA.
    3. If no record is found, go to Step IV.

  4. Search OCLC:
    1. If a record is found:
      1. Some (if not most) of the records on OCLC will be old and possibly incomplete. Please make sure all the information on the main entry card is reflected in the record, particularly full title information, series tracings, physical description, subject headings and the call number.
      2. Enter the appropriate location code.
      3. If the main entry card lists other holding locations (e.g., "Also in Main"), check the Davis shelflist to verify holdings and copy numbers. Enter that information into the OCLC record (e.g., 049 NOCL $c 1 $a NOCC $c 2).
      4. As always, be sure to check those series, first in DRA, then in OCLC. If you have any questions about the form of the series on the card or in the record, ask Doug Stewart, Carol Pekar, or Betty Waynick.
      5. Do not worry about ISBD punctuation (e.g., the space colon space between the subfield a and the subfield b in the 260 or 300 field). ISBD punctuation looks nice, but it does not affect access the way (in)complete bibliographic descriptions do.
      6. Update the record.
      7. Pencil in the OCLC number at the top of the main entry card. Remove the main entry card from the drawer (if you have not already done so) and place it in a pile of main entry cards whose records you have updated.
    2. If a record is found which says "Held by NOC" even though the record is not in DRA, update the record (that is, treat the record as if it said "No holdings in NOC").
    3. If a record is found which is an analytic or serial, please tab the main entry card and return it to the drawer.
    4. If you are not sure whether you have found a hit, please tab the main entry card and return it to the drawer.
    5. If you do not find a record, please pencil "OCLC=0" [zero, not the letter 'o'] on the top of the main entry card, and return it to the drawer.
    * Note: Although we do not assign call numbers in the Forbidden Z range to new items, previously cataloged items which we retrocon are given the call numbers that appear on the main entry cards, whether those numbers are Z numbers, lack dates, etc.

  5. Problems (a review):
    1. Note all problems with a colored tab, placing said tab at the top of the main entry card in question.
    2. Problems include:
      1. Serials.
      2. Analytics, but only if they are not yet cataloged. Remember: Analytics are monographs and you can search DRA to see whether they've been cataloged already. If they haven't, tag the main entry card.
      3. Master's theses and PhD dissertations.
      4. Titles with multiple records in OCLC, when you cannot determine which record to use.

  6. Make a "blue slip" for each item updated:
    1. Write the call number on the slip.
    2. Please write the first 3 or 4 words of the title on the slip.
    3. Please put your initials on the slip.
    4. Please write "u" on the slip and circle the "u".

 
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This page was last updated Monday, July 18, 2005.