Standard Cataloging Procedures - Managing Call Numbers & Item Records

Standard Cataloging Procedures - Managing Call Numbers & Item Records

Standard Cataloging Procedures

The Standard Cataloging Procedures (SCP) articles and video tutorials (below) are meant to be a guide for cataloging practices in the Montana Shared Catalog library consortium. For more explanation of the topics covered herein, please refer to the Help menu in WorkFlows (F1), or contact the MSC staff or your cataloging mentor.

The SCP was last revised by the MSC Content Management Committee (CMC) in September 2018.

4. Managing Call Numbers & Item Records

This section includes issues related to creating call numbers and item records. Item types and home locations can affect how an item circulates as well as identify what and where the item is. Call numbers work together with these settings to guide patrons and others in finding materials in the library. This section will help you choose and manage the settings for your library.

4.1 Call Number and Item Record Overview

You can create and modify item records in Call Number and Item Maintenance. This is where you can change the settings for individual items, including the Item Type and Home Location. There are three main sections to an item record.
  1. Call Number Information 
    1. Call Number – tells staff and patrons where an item is shelved
    2. Class Scheme – the type of call number
    3. Call Library – owning library
    4. Shelving Key – displays call number with leading zeros displayed
    5. Shadow Call Number – shadows every item under this call number
  2. Item information
    1. Item ID – item’s unique identifier, usually its barcode
    2. Copy Number – this auto increments, and doesn’t change if earlier copy is deleted, can be changed manually
    3. Item Type – determines how item will circulate, including: loan period, fine structure, renewal limits, number of item limits, holdable status
    4. Item Library – owning library
    5. Home Location – physical location of item, holdable status
    6. Current Location – non-editable display field of item
    7. Item Categories 1 – 5.  Descriptive fields that mostly serve as a hook for statistical purposes. These are entirely optional, libraries do not need to use Item Categories.
    8. Recommended Uses for Item Categories.
      1. Item Category 1, approved list
        1. Publics, Schools & Academics: Format, Equipment Type & Realia (Realia is non-media, like lifejackets)
        2. Specials: Special use as needed
        3. Recommended for Public libraries wishing to have their Public Library Statistics run centrally by MSC Admin and loaded into the Directory
      2. Item Category 2, approved list & select list for Specials & Academics.
        1. Publics & Schools: Adult/Juvenile/YA
        2. Academics: Student-Use/Faculty-Use
        3. Specials: Department/Organization
        4. Recommended for Public libraries wishing to have their Public Library Statistics run centrally by MSC Admin and loaded into the Directory
      3. Item Category 3, approved list.
        1. All libraries: Subject, Genre, Fiction/Non-Fiction, Music Category, Language Material Designation
      4. Item Category 4, approved list & select list for Schools.
        1. Publics & Schools: Reading/Interest Levels, HILO & Movie Ratings
        2. Academic & Special: HILO, Movie Ratings & Special use as needed
      5. Item Category 5, approved list.
        1. All libraries: Funding Source/Origin (such as donation, gift, grant, etc.), Subscriptions, E-Book Source
    9. Media Desk – related to Materials Booking
    10. Number of Pieces – if set to more than 1, requires override to check in or out (generally used for items like books on cd, etc.)
    11. Total Charges – how many times an item has checked out, editing does not affect circulation statistics
    12. Price – for replacement charges for lost items, collection value
    13. Permanent – checked by default, if item is not meant to be permanent, add Brief Title instead
    14. Circulate – checked by default, allows circ rule to be overridden, unchecking will not prevent circulation
    15. Shadow Item – shadow a single item in the public catalog; visible in workflows using keyword search
  3. Extended Information 
    1. CircNote – display at checkin and checkout
    2. Public – display in eLibrary 
    3. Staff – displays in Workflows only

4.2 Choosing Item Types, Home Locations & Item Categories (policies & policy types)

Within WorkFlows, libraries assign policies from specific policy types in order to label items for internal statistical purposes and control how those items circulate. Each policy type is made up of a list of approved policies. For example, STACKS is a policy of the policy type Home Location. The policy types have a specific scope of application that does not change. Policies within those policy types are based on approved criteria and the needs of member libraries.

As mentioned above, Item Type governs the circulation of the item, Home Location describes the place the item is shelved and may be holdable/non-holdable or shadowed/unshadowed by configuration. “Shadowed” means that the item is not visible in the patron catalog. The Item Categories are fields that allow various classifications for statistical, reporting, and cataloging purposes.  They provide ways of grouping items that make it easier to get lists and statistics for those groups and can also be used as criteria for making batch changes. All policies correspond to a facet in Enterprise. Though these policy types are completely optional, inconsistent application of policies can be confusing to patrons trying to use the facet options. Each Item Category has a specific recommended use, mentioned above.

It is important to apply these policies consistently at your library or items will not circulate properly, may be difficult for patrons to find, and may not provide accurate statistics. MSC Admin and the CMC recommend that policies be limited to only those being used at your library. It is also recommended that your library construct a table detailing which policies should be applied to which types of items. These tables can be very helpful in training new cataloging staff or in event of staff turnover. If you are interested in having MSC Admin send you a list of your current policies, or in having your policies limited, please open a ticket.

Below is an example table that could be used by staff to consistently apply policies in WorkFlows and assign call numbers.
Reference
NON-CIRC
REFERENCE
BOOK

REFERENCE


REF 035
Circulating
Magazines
CIRC-MAG
MAG-PER





MAGAZINES
Adult Fiction
BOOK
FICTION
BOOK
ADULT
FICTION


F SMITH
DVD Documentaries
AV
AV-GENERAL
DVD

NON-FICT


DVD 917
Music CDs
AV
MUSIC-CD
CD
ADULT
JAZZ


MCD 781
Juvenile
Easy Readers
BOOK
JUVENILE
BOOK
EASY
FICTION
AR-1_2

E SEUSS
eBooks
DIG-BOOK
ONLINE
EBOOK
ADULT


OVERDRIVE
ONLINE
YA Graphics
BOOK
GRAPH-NOV
GRAPHIC
YA
FICTION


GN TAKAYA V. 15
E-readers
MEDIA-EQUIP
AV-GENERAL
E-READER
ADULT


DONATION

Video Tutorial



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