CRC Surrogate Cataloging

SCOPE: This instruction provides procedures for cataloging materials in which the physical item is not available to the catalog department. The cataloging is based on photocopied title pages and title page versos.

  1. Identification


    2. There are three types of materials that receive "surrogate" cataloging: Juvenile fiction, Dewey, and Textbooks. Based on the following list, each are treated in different ways.

    Type of Material Identifying Factors
    Juvenile fiction Call number is hand written and begins with "jF" or "jE"
    Dewey Call number is hand written and beings with "j000". (Zereos replaced with a Dewey Decimal number).
    Textbooks Call number has "TEXT" at beginning.

  2. Treatment and Process of Each Type.


    1. Juvenile Fiction


      2. Juvenile Fiction books are of two types. The "regular" fiction identified with 'jF' and the "easy" fiction identified as 'jE'.

      1. Search OCLC using the photocopies provided. Searching on the ISBN is the quickest and most reliable way. If too many entries appear, try the author/title combined search on OCLC. Qualify by format (bks) and/or date. Always check to see if YSU has already attached its symbol to OCLC (YNG).

        If there is not enough information to identify the item in hand, set aside. You will collect those you are not able to identify and give to a Catalog Librarian.

      2. After finding a record that matches, perform the following edits:

        1. 949 Itype (‡t) is 106. (This will change after the ITYPE project is finished)

          Replacement cost is default $100.00


        2. Transfer record.


        3. Make the following edits in MaagNet:


          1. Examine 040 field first. IF DLC, then: Change the 050 to a 950. DO NOT DELETE. DO NOT EDIT ANY FURTHER.


          2. Add 099 call number. DROP the "CRC" prefix off the call number. Parse in the following way:

            099 jF‡aCall‡a2001‡iataf


          3. Add 910 tag with the following information:

            910 r:<your initials>:<todays date> ‡icln:rev

          4. If there are notations such as "Lyre Collection" or "PACE collection" see CP 511: CRC Collection Cataloging Projects.

    2. Dewey Decimal Books

      3. Dewey Decimal books are identified with the letter 'j' and then Dewey numbers.

      1. Search OCLC using the photocopies provided. Search on the ISBN is the quickest and most reliable way. If too many entries appear, try the author/title combined search on OCLC. Qualify by format (bks) and/or date. Always check to see if YSU has already attached its symbol to OCLC (YNG).

        2. If there is not enough information to identify the item in hand, set aside. You will collect those you are not able to identify and give to a Catalog Librarian.

      2. After finding a record that matches, perform the following edits:

        1. 949 ITYPE (‡t) is 106. (This will change after the ITYPE project is finished)

          2. Replacement cost is default $100.00

      3. Transfer record.

      4. Make the following edits in MaagNet:

        1. Examine 040 field first. IF DLC, then:

          2. Change the 050 to a 950. DO NOT DELETE. DO NOT EDIT ANY FURTHER.

        2. Add 099 call number. DROP the "CRC" prefix off the call number. Parse in the following way:

          3. 099 j389‡aFra‡a2001

        3. Add 910 tag with the following information:

          4. 910 r:<your initials>:<todays date>‡icln:rev

        4. If there are notations such as "Lyre Collection" or "PACE collection" see CP 511: CRC Collection Cataloging Projects.

    3. Textbooks

      4. Textbooks pose several difficult issues that are best handled by a Catalog Librarian. Make sure that these are brought to the attention of the Catalog Librarian.

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Created 1 February 2002
Last updated 8 Feburary 2002.
Questions or comments: email Jeffrey Trimble