CatDept 101 Debuts

I am pleased to announce the debut of a new category for our blog titled: CatDept 101.  The goal of this series will be to demystify some of the terminology and workflows within the Catalog Department.  Our occasional posts will be mostly in two areas:


1)  CatDept Services and Terminology

e.g. Our three levels of cataloging; PromptCat; Analytics; Replacements; the Shared Cataloging Program, etc.


2)  The Function and Workflow of CatDept Units

e.g. What services are provided by each of our units; how materials flow through these units, etc.


Each blog posting will be relatively short and will strive to provide a useful overview of the topic being covered.  They are not a substitute for documentation or procedures. Together, they are meant to give the “big picture” of what the Catalog Department does in support of The Library.  For easy identification, each post will start with the phrase “CatDept 101.”


The CatDept 101 postings will have their own category on our blog, and past postings will be archived under that heading in the CatDept blog.  It’s our hope that these posts will provide a useful resource for new staff or as a refresher course for existing staff. 


Our thanks in advance to Armanda Barone who will be the principle author and editor of this series. 


If you have any suggestions for CatDept 101 topics, please send them to Armanda or add them as a comment on this blog post.


Best regards, Bernie Hurley (4/27/10)

CatDept 101: Three Levels of Cataloging

Three Levels of Cataloging

1. What are the three levels of cataloging and what do they mean?

Monographic material moving through the Catalog Department’s new work flows are cataloged at one of three levels.

Level 1 (Full MARC21 Record) records have LC classification and LC subject headings

Level 2 (Minimum MARC21 Record) have LC classification, but do NOT have LC subject headings

Level 3 (Minimum MARC21 Record) have “in process” accession number (NO LC classification) and do NOT have LC subject headings. Level 3 records represent a “managed backlog” that will need to be upgraded to at least Level 2 at a future time. Until then, these materials are shelved in a special area where they are available to the public.

2. How they get used?

A high priority for the Department is to move as much material as possible out to the public. The reality is that we do not have near enough catalogers to create Level 1 records for all the material coming into the Department. If there is not a Level 1 record in OCLC at the point of cataloging, the use of level 2 and level 3 records allows us to meet this goal. We do try to honor Level 1 flags put into books by selectors. This is not always possible, as the number of our original catalogers has been significantly reduced.

3. Do minimum level 2 and 3 records ever get upgraded?

Both level 2 and level 3 records are possible candidates for upgraded records via OCLC’s Bibliographic Notification Service. If, after we catalog a level 2 or level 3 record, another OCLC member upgrades a record, we get the new record via this service. Level 3 records that do not get upgraded over a period of time will need to be upgraded manually. We’re also currently experimenting with batch retrieval and loading of upgraded records for level 3 (“in process”) records.

 Armanda (April 28, 2010)

CatDept 101: The OCLC WorldCat Cataloging Partners (WCP) service (formally known as PromptCat)

CatDept 101: The OCLC WorldCat Cataloging Partners (WCP) service (formally known as PromptCat)

The OCLC PromptCat service merged with the OCLC Cataloging Partners program into one new, enhanced service that is now called WorldCat Cataloging Partners (WCP). Many books ordered from Yankee Book Peddler (YBP) are delivered to the Library “shelf ready” via the WCP service.

When a shipment of new YBP books is sent, a file of WCP bibliographic records for these materials is downloaded into Millennium. The bibliographic records also contain invoice information used by Library Business Services for payment.

For a book to be shelf-ready, it must have a MARC record, an LC call number, LC subject headings, a spine label, property stamp, and tattle tape. Shelf-ready books are quickly moved out the door to their shelving location.

If a book is missing any of the shelf ready features, it is routed to the Materials Management Unit for further cataloging or physical processing. We estimate that fifty percent of the books do NOT come shelf-ready and require additional work by Catalog Department staff.

Questions or problems with the WCP service should be directed to Lupe Ochoa, Head of the Monographic Receiving Unit (MRU) in the Catalog Department.

Armanda Barone


CatDept 101: Cataloging Workflow for English and Western European Monographs

The Materials Management Unit (MMU) is the beginning point of the cataloging supply chain and Marking is the end. MMU captures and sorts material into multiple workflow categories, differentiated by language, material type and/or type of cataloging requested.

I. Material Comes to MMU from:
• Bindery/BPD
• WorldCat Cataloging Partners (WCP) (formerly PromptCat)
• Mail (e.g., from subject libraries)
• Materials Receiving Unit (MRU)
• Gifts and Exchange
• Serials Check-in
• Documents
• South/Southeast Asian Library

III. Material that has already been cataloged (e.g. shelf ready WCP materials from Yankee) are routed to the appropriate shelving location (i.e. Subject Specialty Library or Main).

IV. Material that needs cataloging is placed in the workflow described below. Every 2 weeks MMU moves material to the next phase of the workflow. At the point an item is cataloged, it drops out of the workflow and is sent to Binding (if needed), next to Marking and then on to its shelving location.

  • Weeks 1-2: Material coming into the department is “captured” by MMU on trucks. Main material is separated by language. Subject Specialty Library material is kept on separate trucks
  • Weeks 3-4: First Search students copy catalog material they can off the trucks collected in Weeks 1-2 Material that needs higher-level work is subsequently sorted based on whether it next moves to Copy Cataloging (e.g., added copies, item needs classification) or to Original Cataloging (e.g., subject headings need to be created)
  • Weeks 5-6: Copy and Original Cataloging works on the materials provided to them from the previous two weeks
  • Weeks 7-8: Copy Cataloging gets materials that the Original Catalogers could not get to in weeks 5-6
  • Weeks 9-10: Main books not cataloged by the Copy Catalogers in weeks 7-8 have Level 3 IP (In-Process) records created for them. We have not yet had to implement this phase, but will if/when it is needed.

Statistics are recorded through out the process for material captured, material remaining at each point and material moved from point to point.

Armanda Barone

May 17, 2010

CatDept 101: Analytics Cataloging (Part I: Monographic Series)

CatDept 101: Analytics Cataloging (Part I: Monographic Series)

AACR2 defines a monographic series as “a group of separate items related to one another by the fact that each item bears, in addition to its own title proper, a collective title applying to the group as a whole.” There are basically two ways to handle a monographic series:

1) Monographic series classified together:

Here, the collective title is the name of the series. The series would be represented in OskiCat by a “set record” and would have a Millennium item record for each monograph issued in the series. The items would share the same call number so they would be shelved together, but each item call number would have something appended to the end to identify it uniquely (e.g., v.1, v.2…)

In addition to the set record, some, all, or none of the monographs in the series may be “analyzed.” This means there is a separate bibliographic record for each volume in the series. These separate records are called “analytics.” Each analyzed monograph has the title of that monograph, appropriate subject headings, series title, etc. In Millennium the item record for the analytic and the item record for that volume in the set record are one and the same. An advantage of this sharing is that when the item is checked-out, patrons will see this whether they are looking at the set record or the analytic record display.

For example, from the OskiCat Quick Search screen, using “Title begins with,” search the title: Traditional dwellings and settlements working paper series. Doing so will retrieve 198 records, the first of which is the set record, and all others, are individual analytic records for each monograph in the series held by the Library.

For those interested, Analytic cataloging procedures for monographic series can be found at:

2) Monographic series classified separately:

In this case, there is no set record. Instead, each monograph in the series gets its own bibliographic record. Each monograph in the series is classified separately according to the subject of that monograph. So while these volumes are not shelved together, each record does include a series title added entry that would group these together with a search on the series title.

Note, in some cases, despite being cataloged and classified separately, the Library may hold a subscription to the series. In this case, there may be a set record used for acquisition and receiving of each volume in the series. These “Call # varies–Standing order” records are not intended for public view.

Armanda Barone
July 7, 2010


CatDept 101: Shared Cataloging Program (SCP)

CatDept 101: Shared Cataloging Program (SCP)


The Shared Cataloging Program (SCP) provides catalog records for materials licensed via the CDL (i.e., Tier 1 and certain Tier 2s) and designated open access electronic resources.

  • Tier 1 materials are licensed for all 10 campuses (or 9 campuses if the content is non-medical and UCSF is excluded)
  • Tier 2 materials are licensed by two to nine campuses.   If there are four or more campuses participating, CDL will assist with the licensing and SCP will provide catalog records.


Established in January 2000, the program is based at UC San Diego where catalogers create records for these titles and distribute them system-wide. SCP is managed by the California Digital Library (CDL) and takes its general priorities for what content to catalog from the Joint Steering Committee for Shared Collections (JSC), in consultation with the Collection Development Committee (CDC). The SCP Advisory Committee advises SCP on cataloging policy and procedures and coordinates SCP activities with the Heads of Technical Services (HOTS). Lisa Rowlison de Ortiz is the UCB rep to the SCP Advisory Committee.


SCP cataloging priorities:


  • Licensed databases are given first priority, because a single record describes and links to a large amount of information.
  • Newly licensed journal packages are prioritized next, because journals contain large amounts of information from multiple contributors and because the currency of the content is critical in many disciplines.
  • Newly licensed monographic packages fall next in priority.  Packages with MARC record sets are prioritized before those without, and packages with particularly good records (requiring less work) may move ahead of others that will be more time-consuming.
  • Open access (free) materials receive the lowest priority


Local Processing of SCP Files:


In fiscal year 2009/10, we received 39,967 SCP records, of which, 29,343 were monographs and 10,624 were serials, or approximately 750 titles per week. Records that are new or updated are automatically added or replaced (overlaid) in OskiCat. For titles that are no longer part of Tier 1 or Tier 2 purchases, SCP sends the record for deletion. UCB catalogers must manually review and delete these records from OskiCat. 


Armanda Barone

Catalog Department