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University at Buffalo Libraries

Law Hours Support Law
Charles B. Sears Law Library SUNY Buffalo Law School

New Titles Cataloging

Cataloging new titles entails editing bibliographic, holding and item records. The bibliographic record should be edited first, but it does not matter in what order the holdings and items are created/edited.

| Bibliographic record | Item record | Holdings record | Statistics slip | End processing flags |

BIBLIOGRAPHIC record

Bibliographic records may be exported to Aleph from OCLC by Acquisitions or by Cataloging.
  1. Edit Aleph bibliographic record according to cataloging rules and MARC 21 standards.
  2. Run macro for New Additions list if appropriate (see documentation for Adding Titles to "New Additions" Lists.)
  3. Save to server (ctrl/L) before creating/editing holdings and/or item records. Failure to save bibliographic record BEFORE working on holdings/items will result in an update error and changes to the bibliographic record may be lost.
  4. Run OCLC holdings macro.

    5. Bibliographic record screen shot

ITEM record

Item records may be created by Acquisitions or by Cataloging.
To create a new item record in Aleph:
  1. Click on + symbol next to BUF50
    Bibliographic record screen shot
  2. Double click Items
  3. In top window, click New
  4. In bottom window, enter Sublibrary, Collection, Material Type, Item Status, and Item Process Status, then click Add.
    5. Item record screen shot
To edit an existing item record in Aleph:
In item record, click on 2. General Information (1) Tab
  1. Make any necessary corrections to Sublibrary, Collection, Material Type, Description, and Item Status.
  2. Remove Item Process status (field should be blank)
  3. Delete system supplied barcode and wand in new barcode.
  4. Update.
    5. Item record screen shot

HOLDINGS record

To create a new HOLDINGS record in Aleph:
  1. Click + symbol next to BUF50
  2. Double click Items
  3. In bottom window, click Holdings Tab
    4. Create holding record
  4. Click Create New
  5. Edit according to the following example, then Save to Server

    6. Edit holding record

Fill out STATISTICS slip

Make a statistics slip for each new title, date stamp the slip and put in the statistics box.

Gift and depository monographs come to Cataloging flagged as "Not Purchased." When these titles are cataloged, write "Not Purchased" at top of statistics slip, above format and category.

Example of a typical Stat Slip
Stat Slip example

End Processing flags

End processing flags should be placed in materials as follows:

  • Rush items, Special Locations: flag of appropriate color, with call number hand-written if necessary
  • Reclassed materials: call number hand-written on white flag

 

Content last updated: nb, 3/10