Processing Materials Contents

Definition of MARC Records

Processing Procedures

 
Definition of MARC Records

Full MARC (MAchine Readable Cataloging) is the bibliographic standard for the cataloging of print and non-print materials. MARC records enable a media center to use library automation systems and promote communication of information.There are many sources of electronic cataloging aids. Destiny software from Follett provides access to MARC records, using title records that are shared district-wide. These range from commercial programs, such as Alliance Plus and eZCat, to free web sites, such as the Library of Congress and the Orlando Public Library. Jobber catalogs contain detailed descriptions of processing and cataloging options.

Processing Procedures

1. Inspect/Check materials against purchase order and packing slip/invoice

2. Call Number

• The first part of the call number called the prefix is made up of the Dewey decimal classification number.
• The second part, called the cutter usually represents the first three letters of the author’s last name. (use first three letters of the title if no author’s name)
• The exception to this rule is biography. For a single biography, the first three letters of the subject’s last name are used.
• Often a letter designating a special material is added above the Dewey number (i.e., R for reference book, Prof for professional, B for biography).

3. Cataloging Unprocessed Materials--Use cataloging aids (i.e., Alliance Plus, eZCat) if applicable.

• LC and/or ISBN number
• Main entry (author)
• Title
• Subtitles
• Edition statement
• Producer/publisher
• Physical description
• Date
• Series (if applicable)
• Content or bibliographic notes
• Subject added entries
• Call number

4. Classification Standards for OCPS

Examples:
F              B            E          R           GN         BB         PROF     PRC      CC         920        
Tal          Kin          Mas      912         F           E            003.1     156.7     361         Lin         
                                           Wor       Per         Car         Mar       Tho       Gol

Books written in a foreign language should be interfiled with the appropriate Dewey designation
Cutter letters are first three letters of the author's last name, first letter capitalized, second two lower case

Number of decimal points to the right of the decimal:
Elem = not to exceed 2
Middle = not to exceed 3
High = not to exceed 4

5. Cataloging Processed Materials

• Download bibliographic information using data disk or electronically.
• Check exceptions, i.e., duplicate titles with different call numbers, and make corrections.

6. Bar Code--A bar code allows each item in the media center to have its special identity. A bar code is put on the cover of the material in the exact place designated by the media specialist.  A duplicate bar code (or the bar code number), if used, may be written on the book pocket or on the back.

7. Price--Include the cost of the material in the media management holdings and/or shelf list card.

8. Attach, if applicable:

Spine label and protector

Bar code and protector

Anti-theft sensors

Specific labels, i.e., reference book

Program labels, i.e., Accelerated Reader

Genre labels, i.e., mystery

9. Book Covers

• Cover book jacket (lamination or commercial jacket-cover) and attach with filament tape.
• Add appropriate reinforcement to paperback books and audio-visual materials containers.

10.Ownership Stamp

• Stamp school name the number of times and in the locations prescribed by the media specialist.
• There is no official designation but most include the inside covers, the reverse of the title page, top edges and page 25.

11. Tally-- Record the number and category of processed items for inventory report.  Destiny reports can be obtained that will report items added and weeded from a collection.

12. Back Up

• Destiny is a server based program, and backups are handled at the district level.
• Schools not using Destiny should be doing daily electronic backups, rotating destination media, and keeping one copy of data off-site.

13. Promotion--Notify staff members of the new items.

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