Workshop: The Long Haul: Best Practices for Making Your Digital Project Last

Digital Publishing Workshop Series

The Long Haul: Best Practices for Making Your Digital Project Last
Tuesday, May 1st, 4:10-5:00pm
Doe Library 303

You’ve invested a lot of work in creating a digital project, but how do you ensure it has staying power? We’ll look at choices you can make at the beginning of project development to influence sustainability, best practices for documentation and asset management, and how to sunset your project in a way that ensures long-term access for future researchers. Register at

Please see for details.

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Hold Off Edit Holdings Records Where Volumes are Split between Campus and the NRLF

Library Staff who Work With Holdings Records
Please do not edit Millennium holdings records (Library Has note) to reflect the split of volumes held at NRLF and those held locally.  Procedures for this work are currently being written and will need to be vetted with the appropriate Library Councils and committees before putting them into production.  If your Library Council or committee wishes to be among those to vet these procedures, please contact: Lisa Rowlison de Ortiz, Head of Serials Cataloging.

In Gladis we had a “Library Has” note (SUM) that showed all volumes owned by a location.  Displayed right below it was a “Storage note” (STO) note that indicated which volumes were at the NRLF.  A patron could figure out what was on campus by deduction.  If it’s in the SUM note, but not in the STO note, it’s on campus.

In Millennium, the campus item records are under the campus location and the NRLF item records are under the NRLF location.   Each location shows what is held at that location (i.e., a statement of location, not ownership).  When a patron sees a “Library Has” note under the campus location, it looks like all the volumes are on campus.  They have to look farther down the display to see the NRLF location to really know what’s on campus and at the NRLF.  The Systems Office has just completed running a program that placed a note under appropriate “Library Has” notes in campus locations that says “Some volumes stored off campus; see NRLF holdings below”  This will at least give a heads-up to patrons that what they want may not be on campus.


The Catalog Dept. and NRLF are working on procedures for editing holding records for both campus locations and the NRLF.  They will be ready for vetting soon.


Catalog Dept. Operations Update – 1/28/09

Catalog Dept. Update – 1/28/09


1) Accompanying Materials

Books with accompanying materials (e.g., CDs, DVDs) are now being cataloged in our standard workflow. 


Action: If your unit stores these materials in a separate location or ever withdraws the accompanying material, you will need to follow the procedures found in the “Cataloging” section of AskTico –


2) OCLC PromptCat Problem Update

Acquisitions, Systems and the Catalog Dept. have worked together to verify that OCLC has (finally) corrected all the problems with PromptCat records.  Phase 1 record loads are progressing (see blog of 1/21/10). 



a)     Selectors who review books should be doing so now in 250 Moffitt.

b)     Subject Libraries are now receiving Phase 1 PromptCat books


Acquisitions, Systems and the Catalog Dept. are now working on the Phase 2 record load problems to learn what Millennium clean-up will be needed, as these PromptCat files are loaded.


3) Photocopies

FYI – The Catalog Department has developed Millennium procedures for cataloging photocopies of original works and these are now being added to our standard workflow.

Training for Cataloging Analyzed Monographic Series

For all those who are eagerly anticipating cataloging analyzed sets in Millennium, the procedures for doing so will soon be in your hands, and we have scheduled two training/demonstration sessions for Thursday March 4.  These will be held in 251 Moffitt, one in the morning beginning at 10am and one in the afternoon beginning at 2:30pm.   Each session will last 90 minutes.

Please note that these sessions are intended only for individuals who will be cataloging analytics. The scope of this training is limited to analyzed monographic series–the additional nuances of analyzed multi-volume monographs and multi-volume analytics (“sets within sets”) will be covered on another occasion yet to be scheduled.


If cataloging analytics is part of your work and you wish to attend this training, please RSVP to Kai Stoeckenius,

Bibliographic Field Use Changes in Millennium (Tier 1-3; Locally Added Uniform Title Data)

Procedural changes will need to be implemented, to support e-resource tier tracking, the retention of locally added data, and ongoing SCP monograph and serial loading on an ongoing basis, as discussed in Technical Services Council on 2/16/10.

Acquisitions and cataloging units (including self-cataloging units and Affiliated Libraries) will need to update their procedures with the information found in the “Bibliographic Field Use Changes in Millennium”  document, which is now on AskTico.

Use of these fields defined in this document need to be in place in your unit on or before (but no later than) Monday, March 1, 2010. On this date, the System Office will begin loading the SCP Monograph Recon files into Millennium.

Not following these procedures may result in the loss of bibliographic data.

This document applies to you, if you:

  • Catalog and maintain tier 1-3 materials
  • Add locally devised uniform titles.
  • Edit bibliographic data.
  • Are acquisitions staff who review bibliographic data for tier 1-3 data.
  • Or, otherwise work with tier 1-3 materials.

Questions? Please contact Dana Jemison <>

Best, Bernie

Analytic Cataloging Procedures for Monographic Series

Revised procedures for cataloging analytics for monographic series are now available on AskTico under the “Cataloging” rubric.  An earlier version of these procedures were reviewed and approved by the Technical Services Council in October/November 2009. The current document has been reformatted and now stands alone as a single procedure (it has been separated from the procedures for analytics of multi-volume monographs).

Procedures for analytics of multi-volume monographs (MVMs) will be available within the next several weeks. Procedures for sets within sets and in-analytics are forthcoming, pending the work of an as yet un-convened Technical Services Council sub-committee.

Questions about using the monographic series analytics procedures may be directed to Kai Stoeckenius ( or Bob Talbott ( of the Catalog Department. 

Questions about specific problems with an analyzed title may be directed to the Catalog Department’s maintenance staff through the monograph and serial maintenance request form.

Copy Specific Notes

There is now a form for sending books to the Catalog Dept. that need Copy Specific notes (previously called PRV notes).

 In the past, books have been received in the Catalog Dept. with various different methods attached to notify of the need for copy specific notes. The form is available from the Technical Services wiki under “Copy Specific Local Note Form.”

 The form allows you to specify if your note is a “Provenance” or “Miscellaneous” note.  The definition and examples of these notes are provided on the form.

If you have any questions, feel free to contact Tonette Mendoza,

New Referral Form

Starting immediately, the Monographic Receiving Unit (MRU) of the Catalog Dept. will start using an enhanced Referral Form (also referred to as the Referral Flag).  This contains much of the information on the old form, but instructions on its use have been clarified.

Questions or comments on this new flag can be sent to Lupe Ochoa

The flag is attached to this blog post.

Important Update to the Accompanying Materials Procedures



All staff who create item records for accompanying materials (e.g. CD-ROMs or DVDs that come with books), please note a crucial change to the procedures for processing Accompanying Material.



Because Millennium cannot distinguish between an item record for accompanying material and the item record for the primary material, a distinction must be imposed between the two using the volume field within the item record for the accompanying material.  The purpose behind making this distinction is so users may place a hold specifically on either the primary or accompanying material. Without the imposed distinction in the volume field, the system may not even allow the hold, or it may fulfill the hold with whichever piece is available first (e.g. the book or the CD)  – which may or may not be the piece the user wants.



The change takes place in section 5. Processing Procedures for Subject Specialty Libraries (SSL).  Specifically, please read section  Volume Field.


The document is available on AskTico:  Accompanying Material Cataloging and Processing for Monographic Materials, in the “Cataloging” section.



Comments regarding this change or suggestions for clarification or identification of potential problems, etc. should be directed to Lisa Rowlison de Ortiz ( and Tom Raftery ( no later than Friday, April 2nd.



Holdings Maintenance for Sets Split between Campus Library and NRLF


All staff who update summary holdings statements (variable field 866 in Holdings Records) for serial or other set records.



In a Catalog Department Blog posting from Feb 23, 2010 we asked you to Hold Off Editing Holdings Records Where Volumes are Split between Campus and the NRLF.


Since then, draft procedures have been written to allow you to perform clean-up and holdings maintenance on set titles where some of the volumes are in your library and others are shelved at NRLF. These draft procedures, Holdings Maintenance for Sets Split between Campus Library and NRLF, are available on AskTico, under the “Cataloging” section.



Comments, suggestions, or identification of potential problems, etc. regarding this document should be directed to Lisa Rowlison de Ortiz ( no later than Friday, April 9th.



This document does NOT include procedures on how to manage holdings when depositing sets and/or adding new volumes to fully or partially deposited sets. These topics will be addressed in a separate, forthcoming document.