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    Acquisitions Department > Monograph Receiving > Procedures Index

    Monograph Receiving Unit Guidelines

    Receiving and Copy Cataloging Videos/DVDs

     

    1. Open the Item Search Wizard
      1. Search WorkFlows by title
        1. De-dup title and series title
        2. Verify that the piece in hand is what we ordered (check title, edition, etc.) prior to removing the shrinkwrap
        3. Examine the piece briefly to make sure there is no physical damage
    2. Open the Modify Order Wizard <F12>
      1. Click on current title link – DO NOT USE CURRENT ORDER LINK AT THIS STEP.

      1. Check extended and additional fields in the Order tab and the Orderline tab for receiving specifications (e.g., show to selector, special processing or routing requirements, etc.)
      2. On the Orderline Tab enter your initials (lower case only) in the RECEIVER field

      1. On the segments tab
        1. Change date received = TODAY
        2. Leave date loaded =NEVER
        3. enter packing number following  packing number guidelines
        4. if there is a CLAIM segment: Change status to RECEIVED
          1. If multi volume make sure all pieces have arrived before changing claim status

      1. Click on Save Your Changes
      2. Click on Close
    3. Open the Add Ordered Items to Catalog (Load Order) wizard <F11>
      1. Click on the Current Title link
      2. At first screen, verify that the holding code is correct and that the add item box is checked
      3. Click on Add/Update items
      4. Scan barcode into the New ITEM ID field
      5. Click on Close or Alt+F4

      4. [Loading the order will create a copy structure for the location indicated in the "holding code" field of the order record]

    4. Open the Modify Title wizard <F3>
      1. Click on the Current Title link or search by Item ID
      2. On the Bibliographic Tab:
        1. Evaluate the bib record
        2. Check for 940 information.
        3. If it's an imported record make sure it meets the criteria listed in the table below.  If yes, proceed with the next steps.
        4. If it does not meet our criteria, or if it is a brief record created by search order staff, search bibliographic utilities for a better record.  If one is found that meets the criteria listed in the table below, overlay the Symphony record created by the Ordering department.  Proceed with the next steps.
        5. Make any necessary corrections to bib record (tagging, typographical, etc.)
          • Add |dCSt in the 040 field if you make any changes to the bibliographic record.
        6. Add appropriate 910 routing information. 

    Fixed field requirements:
    Rec_Type

    g
    Bib_Lvl m
    Enc_Lvl Blank, 1, 4, or K (if Enc_Lvl = 5 send to MARC)
    Date1 Verify correct
    Ctry United States is "xxu" instead of a specific state code. Country is coded for production company rather than publisher of video (e.t. a French film distributed by an American video is coded "fr")
    Lang Verify (Marc language code)

     

    Typical 007 values
    Format Physical Description 007 value Instructions
    Videocassette (VHS) b&w, sound (mono) vf bbahom Make sure that the first two codes (i.e. vd, vf) are for the correct format.
    col., sound (stereo) vf cbahos
    col., sound (unknown) vf cbahou
    b&w, silent (i.e. no sound or music track) vf bb on
    Videocassette (U-Matic) b&w, sound vf bcahru
    DVD, Videodisc b&w, sound vd bvaizu
    col, sound (stereo) vd cvaizs
    col, sound (unknown) vd cvauzu

     

    Variable Field Requirements:
    Tag Ind Description Example Instructions
    040   Cataloging source |aCLE|cCLE (add |dCSt if ANY modifications are made to the record ) Required. Must have both |a and |c.
    028   Catalog number 341604|bParamount (usually on spine of DVD box) Required in record if present on the piece. Add if everything else matches.
    245 Same as books Title statement

    Verify and correct minor typos if necessary.

    (The 245 will be cataloged using the credits from the film, not what's on the box or the disc, so there may be slight discrepancies. You should still be able to tell it's a match because everything else will match and there will be a 246 matching what's on the disc and/or container.)

    		Required
    250   Edition statement Widescreen ed., Director's cut, etc. Required if needed. Send to MARC unit if item does not match the record
    260   Imprint Imprint Required. Send to MARC unit if item does not match the record
    300   Physical description (must have |a, |b, and |c) Required. Send to MARC unit if item does not match the record
    Extent (|a)

    1 videodisc (-- min.):
    Other physical details (|b) |bsd., col;
    Dimensions (|c) |c4 3/4 in.

    538 or 500

    		   Technical information (videocassette or DVD)

    VHS format

    DVD; Dolby 2.1 sound

    		 Required. Add if not present
    546   Language note

    English dialogue, French or Spanish subtitles.

    Closed-captioned for the hearing-impaired. [Required if stated on the box or if closed-captioned symbol present, with the corresponding 650. If not in the record, add in the 546 and 650 fields. If in the record as a 500 note, change to 546]

    		 Required. Add only if everything else matches.
    511 1- Constant is "cast" Jack Lemmon, Sissy Spacek, John Shea, Melanie Mayron. Required. Send to MARC unit if on the box but not in the record
    0- No constant [narrator; host; presenter]
    500   Note

     

    Originally released as a motion picture in 1982.

    (Original production date if different from date in the 260 and not reflected elsewhere in the variable fields)

    		 Required if needed. Send to MARC if on the box but not in the record
    500   Note Special features (i.e. commentary, accompanying documentaries, bonus feature films or short films -- ignore scene selection or trailers) Required. Send to MARC if on the box but not in the record.
    505 Same as books Contents note

    Better than life -- Thanks for the memory -- Parallel universe.

    [Use contents notes for episode titles of a televisions series, or to list multiple movies contained in one set (the set has its own title)]

    		 Required. Add if present on the box but not in the record.

    650

    		- 0 Subject (can accept 655 subject)

    Documentary films

    (Not required, but if you see this note make sure there is at least one additional 6xx field with a valid subject heading)

    		 Send to MARC if there are no valid subject headings in addition to the "Documentary films" note.
    Feature films. Required if applicable. Send to MARC if on the box but not in the record.
    Video recordings for the hearing impaired. Add if applicable, see 546 above.
    700 Same as books Personal names (make sure there is at least a 700 entry for the director of the feature film) Required. Send to MARC if not in the record.

     

      1. MARC Holdings tab
        1. Create marc holdings structure for accompanying material or multi-volume (i.e. 2 or more discs) items according to the Marc holdings guidelines.
        2. For DVDs use whatever caption is on the disc (volume, part, disc, etc.)
          1. If there is no caption on the item the default is "disc"
      2. Call Number/Item tab
        1. If the record meets the criteria listed in the table above, get a call number for the item using the accession number generator
        2. Copy the call number [ctrl+c]
        3. Paste [ctrl+v] call number into the call number field
        4. Make sure that the class scheme is ALPHANUM
        5. If the record does not meet the criteria above, leave the auto generated call number.
        6. Click on Save
        7. Click on the Barcode number located in the left frame of the wizard’s window to open the item information screen in the right frame of the window
        8. Change current location to INPROCESS
        9. Click Save

    ROUTING

    • Do not barcode!
    • If the record meets the criteria listed in the table above hand deliver the item to the Binding & Finishing unit. Place the item in the white mail bin located under the clock.
      • The item must be accompanied by a campus messenger flag with the following information:
        • Space at top: title control number
        • To: Library home location
        • Instructions: call number (from accession number generator); receiver's initials
    • If the record does not meet the criteria below, rout to Marc following the guidelines listed in the Routing Audio/Visual Materials to MARC procedure.

    ARABIC/TURKISH VIDEO MATERIALS

    • All video materials from Arabic or Turkish speaking countries must be routed to the Middle East Unit for cataloging even if a good copy cataloging record is found.

    SILENT FILMS

    • All silent films must be routed to the MARC unit for cataloging even if a good copy cataloging record is found.

    Last modified: April 18, 2007
           
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