Final Item Checkover

BACKGROUND: After all the items have been physically processed by the student assistants, these items receive one "final" check by the copy catalogers (LTMA2). During this check various points are examined not only include the physical processing of the book, but also the electronic items association with the physical item. This ensures quality control.

SCOPE: This procedure now codifies what has been previous to be a "oral tradition" of final checking of items before they are sent to circulation.

  1. Physical processing. For each item that is marked for the Maag Stacks, Oversize, Reference, Special Collection, Reserves:


    1. Spine label is proper place and clear to read.
    2. Spine label protector on items that do not have book jackets.
    3. Book jacket is neatly applied.
    4. Call number is written on page after t.p.
    5. Book is stamped in all the appropriate places.
    6. Barcode is on item.
    7. Reference items and LUOs (Library Use Only) DO NOT HAVE DATE DUE SLIPS.


  2. Cataloging check. The following items should be checked with book in hand:


    1. Barcode matches
    2. Multi-volume sets have the correct enumeration in the item record. (The volume=field)
    3. Status codes in item records match the type of material in hand.
    4. Call number match.
    5. Main entry (author, title)
    6. Publication information
    7. Physical description
    8. Series. (Check for authority record. Use the "v" command in Maagnet to verify the heading is present.)


  3. Error corrections. Since each person in the Catalog Department is made up of human beings and not an androids, we do make mistakes. The final check of items attempts to resolve these errors in a peaceful and efficient manner. Below is two list of types of errors and how they should be corrected should you find them:

LIST 1
ITEMS TO CORRECT ON YOUR OWN
(Fix these on your own)		 LIST 2
ITEMS THAT NEED ASST. CATALOG
LIBRARIAN NOTIFICATION
(Do not fix these and give them to the Asst.
Catalog Librarian for further correction)
   
  • Call number has "x" on date and doesn't need "x" (DLC call number).
  • Call number lacks "x" on date and MARC record is NON-DLC.
  • Series numbering has wrong abbreviation.
  • Series tracing issues.
  • Any field in ITEM record including the Importing of Order records.
  • Filing indicators in 245, 740 and the "SKIP" character in the fixed field in MaagNet.
  • Minute description misses (300 ‡a, b, or c)
  • 504 notes incomplete. (We all miss those every so often. Make sure to match the 504 with the fixed field values (008 in MaagNet))
  • Gift notation. (See CP231)
  • Obvious missing MARC tags:
       260
       300
       4XX
       8XX
       Fixed Field incomplete
  • Call number doesn't match item.
  • Record doesn't even look related to item in hand. (Maybe wrong link or wrong record).
  • Call number has serious flaw.
  • Wrong type of record (serial vs. monograph record)
  • 6XX fields missing from a non-literature record. (Literature doesn't always have subject headings.)
  • Series statement lacking from item.
  • Tracing practices and/or analytical practice failure to follow.

This list will change as cataloging practices and procedures change in the department.

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Created 15 November 2001
Last updated 28 October 2003.
Questions or comments: email Jeffrey Trimble