Backlogs

The Backlog is the area in the Cataloging Dept. where items waiting to be cataloged are kept. If an item has been filed into one of the backlogs, the BISON holdings record is coded to indicate which backlog the item is in. The Status field in the BISON holdings screen is coded "b", and the Copy-level Notes field refers to which backlog item is in. There are several backlogs broken into the following groups:

1. Serials backlog contains serial titles.

Copy holdings notes = Serials

2. Serials Rush backlog contains serial titles that are to be routed to an individual or have special location designations (i.e. Reference, Reserve).

Copy holdings notes = Serials Rush

3. Books Copy backlog contains book titles that have LC copy in BISON.

Copy holdings notes = Copy

4. Books Shared backlog contains book titles that do not have LC copy in BISON or OCLC.

Copy holdings notes = Shared

5. Books Original backlog contains book titles that have no record in OCLC.

Copy holdings notes = Original

6. Microfiche backlog contains all microfiche waiting to be cataloged.

Copy holdings notes = Micro

7. Scanbox backlog contains government documents that are candidates for scanning and mounting on the Web by CTS.

Copy holdings notes = Scanbox

8. Internet backlog is not a physical backlog. It contains items available only on the Internet for which Acquisitions staff has passed in an OCLC record or created a brief bibliographic record with an 856 field.

Copy holdings notes = Internet

9. CD-ROM backlog contains all CD/DVD-ROM's waiting to be cataloged. It is located on a truck in the Cataloging Dept.

Copy holdings notes = CD-ROM

Coding Material On BISON For Backlog

1. Find the record in BISON by searching for the OCLC or BISON number, or by title if there is no system number available. (BISON needs 8 digits for an OCLC number. Add 0's (zeroes) at beginning of number if necessary.)
• To search an OCLC number type LTLL fin no ocm[number] (do not include brackets in your search)
• To search a BISON number type LTLL fin [number] (do not include brackets in your search)
• To search by title type fin jx [title] (do not include brackets in your search)

IMPORTANT NOTE: Be sure there is no call number on the holdings screen in BISON. If there is--STOP! Print the screen and give the book with the printout to your supervisor!

2. After finding the record on BISON, go to the bibliographic screen (bib screen) by hitting F6 or type bibl [return]
1. IF
• SRC field is blank or coded with a c, AND
• 050 field exists with a call number AND
• DLC is somewhere in the 040 field OR PCC is in 042 field AND
• at least one 6XX field exists

THEN File the book into the Books Copy backlog.

1. On the Books Searching form, put a check next to Copy. Fill out the rest of the form and put it inside the book.
2. Add a 730 field to the BIBL record as follows:

730:0 :LLCOPY [YEAR] [MONTH]

filling in the current year and month. Do not enclose the year and month in brackets. See Abbreviations at the end of this section for proper abbreviation of months. Follow the spacing above.

3. On the holdings screen (F5 or hldg) code as follows:

Status = b
Notes = Copy

4. Delete any location coded la,d by placing your cursor on the green 1X and hitting the Delete EOF key. Hit Return.
2. IF
• SRC field is coded d, AND
• at least one 6XX field, OR
• no 050 field AND
• at least one 6XXfield

THEN File the book in the Books Shared backlog.

1. On the Books Searching form, put a check next to Shared. Fill out the rest of the form and put it inside the book.
2. Add a 730 field to the BIBL record as follows:

730:0 :LLSHARED [YEAR] [MONTH]

filling in the current year and month. Do not enclose the year and month in brackets. See Abbreviations after section II of this procedure for proper abbreviation of months. Follow the spacing above.

3. On the holdings screen (F5 or hldg) code as follows:

Status = b
Notes = Shared

4. Delete any location coded la,d by placing your cursor on the green 1X and hitting the Delete EOF key. Hit Return.
3. IF
• no 6XX field

THEN File the book in the Books Original backlog.

1. On the Books Searching form, put a check next to Original. Fill out the rest of the form and put it inside the book.
2. Add a 730 field to the BIBL record as follows:

730:0 :LLORIGINAL [YEAR] [MONTH]

filling in the current year and month. Do not enclose the year and month in brackets. See Abbreviations after section II of this procedure for proper abbreviation of months. Follow the spacing above.

3. On the holdings screen (F5 or hldg) code as follows:

Status = b
Notes = Original

4. Delete any location coded la,d by placing your cursor on the green 1X and hitting the Delete EOF key. Hit Return.
4. For CD-ROMs:
1. CD-ROM jewelcase may already have a post-it on it with the BISON number. If not, add a post-it, search for BISON record by its title, and write BISON number on post-it.
2. Record format of BIBL record on post-it and circle it.

FMT = B, S, or D

3. Write the first few words on post-it of title taken from 245 field in BIBL. This will allow it to be filed correctly in CD-ROM backlog.
4. Add a 730 field to the BIBL record as follows:

730:0 :LLORIGINAL [YEAR] [MONTH]

filling in the current year and month. Do not enclose the year and month in brackets. See Abbreviations after section II of this procedure for proper abbreviation of months. Follow the spacing above.

5. On the holdings screen (F5 or hldg) code as follows:

Status = b
Notes = CD-ROM

5. For Internet material there is nothing physical to be filed.
1. Add a 730 field to the BIBL record as follows:

730:0 :LLINTERNET [YEAR] [MONTH]

filling in the current year and month. Do not enclose the year and month in brackets. See Abbreviations after section II of this procedure for proper abbreviation of months. Follow the spacing above.

2. On the holdings screen (F5 or hldg) code as follows:

Status = b
Notes = Internet

3. File into the correct backlog by title. Get title from title page for print. [Get title from post-it for CD-ROMs].

*** Do not code on BISON or file into backlogs any books with
Pink or Yellow flags.
They go directly to your supervisor.

Abbreviations for Months:

Searching Books Backlogs For Better Copy

1. When searching the Shared Backlog:
1. Searching OCLC

Search by title (find title on Title Page of book)

1. Print records that have ALL of the following codes and fields. Place printout inside the book and give to your supervisor:
1. SRC: blank or C
2. 040:: DLC or 042::PCC
3. 050:: call number
4. at least 1 6xx field
2. If no record with this coding is found, date stamp the flag that's inside the book, and return it to the Shared backlog, keeping books in alphabetical order by title.
2. When searching the Original Backlog:
1. Searching OCLC

Search by title (find title on Title Page of book)

1. Print records that have at least one 6XX field. Place printout inside book and give to your supervisor.
2. If more than one record is found, choose records in the following order: Copy, Shared, Original.
3. If no records are found, date stamp the flag that's inside the book, and return it to the Original backlog, keeping books in alphabetical order by title.