Navigate to UB Libraries Home
Navigate to Law Library Home
Search 

Cataloging Process

Getting Started

  1. During training, edit bibliographic record on paper first.
  2. Set up PC so you are able to add items to the New Acquisitions List with macro when you link them. See New Acquisitions List for instructions.
  3. Overlaying records
    1. For shared and original, always re-search OCLC for a better record.
    2. If better record (or original created) is found in OCLC, overlay BISON record with it.
    3. See BISON Brief Titles Section II. BISON, for instructions on overlaying.
  4. OCLC number macro: It is easy to forget to run the OCLC number macro that allows our holdings to be added to OCLC in a batch process. Pick a specific time in the cataloging process when you always do it, so it will become habit. Macro must be run while on the first screen of bibliographic record, where the OCLC number appears in 035 field.
  5. Other editions
    1. Search by title to see if other editions of title exist to help with cataloging. You may be able to do this when searching access points for authority work.
    2. Check for other editions in terms of location. If previous edition is in a special location, new edition should go there too.
    3. If we receive a new edition of title and we have previous one or more editions with old call number, retrieve and reclassify with new.
    4. All new editions of Nutshells go on Reserve.
  6. Subject headings
    1. Be sure subject headings are correct, since they are then used to classify.
    2. Evaluate whether legal aspects are present or not when assigning subject headings and LCC call number. Consider issuing body, read prefatory material, and browse table of contents to help determine.
  7. Classification
    1. When 090 is present in shared record, use as a starting point, but do not depend on it entirely.
    2. Use subject headings searches on BISON to assist in classification. If that does not help, search for other works by author or significant keywords on BISON and/or OCLC (larger database).

PLI Guidelines

  1. Always use title main entry.
  2. Make a quoted note for the p. 5 program note (books records only).
  3. Always add a 710 for Practising Law Institute.
  4. Add formatted contents note if there are 12 chapters or less (books records only).
  5. Search by title -- each work should sit next to earlier versions (applies mostly to books records).
  6. Transcripts of workshops should be cuttered so the transcript sits right after the volume of handouts for that workshop. A transcript is a word for word account of the workshop. There may be many editions of the handouts for a given workshop, the transcript for a specific year should sit next to that year's handouts.
  7. Do not send to bindery.
  8. Do not use form cutter for compends, outlines, or minor works unless it's an LC-assigned call number or we hold earlier edition of exact same title with it.
  9. When reclassing books, if title was published more than 5 years ago and it has not circulated recently, withdraw the title rather than reclass it.
  10. For serials titles, retain only the current 5 editions and withdraw all earlier editions. Individual OPRs should have a note about this; if not, add note.

Local Codes and Charters

  1. Classifying
    1. Use the KFX schedule.
      (County codes and charters are classed with a state number, i.e. KFN6199)
    2. Find either the exact jurisdiction listed or find the place your jurisdiction falls alphabetically in the ranges provided.
    3. Follow the A, B, and C tables for further subdivision:
      1. Use table A for jurisdictions with 20 numbers
      2. Use table B for any jurisdiction with one number assigned to it
      3. When a jurisdiction shares a number with other jurisdictions, cutter for the jurisdiction and use table C.
      4. If you have codes for a city, town, and village of the same name, cutter them so that the city is first, followed by the town, followed by the village.
  2. Cataloging
    1. For local codes add the following subject heading:
      2. 650: 0: Ordinances, Municipal |z New York (State) |z [place name]
    2. For local charters add the following subject heading:
      3. 651:1 : [place name] |x Charters.
    3. Local codes and charters are always DNC.
    4. Put call number and DNC in the OPR:
      5. Law KFX 1031 A42 A35 1988 (1) DNC!
    5. Withdraw earlier editions of codes and charters (exception: Buffalo).
    6. If you have a combination of a charter and a code, the set up will depend on which is named first. See Cataloging Legal Literature for information on charters, and codes. For examples of charter/code combinations see:
      7. Chautauqua County charter and Administrative code, and Code of the city of Buffalo in BISON catalog.
    7. As of September 1999 the Law Library will only collect local codes from the following counties: Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans, and Wyoming.

Microfiche Monograph Cataloging

  1. Give serial microfiche to Head of Cataloging.
  2. Records will have an 035 with "MICRO BRIEF" in it when a non-exact title has been used to create the BISON record.
    1. Search again on OCLC to find the exact microfiche title; then the MICRO BRIEF record can be overlaid with the full OCLC microfiche record.
    2. If exact match not found anywhere, create an original microfiche record on OCLC and overlay MICRO BRIEF record (many microfiche records have an equivalent record for a print version that does have a full DLC record with an 050; this information will obviously be very valuable when cataloging/classifying the microfiche, so these should be searched for when it is time to catalog the fiche)
    3. Be sure MICRO BRIEF is gone after record is overlaid
  3. Statistics slip:
    1. Count title only as "1T" (Koren will count microfiche pieces)
    2. Write "Microfiche" first at top of stat slip, followed by "Bks [copy, shared, or original]
  4. BISON catalog copy holdings record:
    5. Location code = laam |k MicFiche |b [call no.]
  5. BISON MARC holdings (MHLD) record:
    6. MHLD is necessary if there is more than one piece of fiche
    Example: microfiche 1-microfiche 4
  6. Print BISON copy holdings record for Koren:
    1. Highlight title and call number
    2. Write a brief note saying that this is a new title to Koren
    3. Do not actually write call number on microfiche envelope, since Koren Center generates labels with call number and property statement; but format call number correctly on printout, so they can see how it should appear.
        4. Example:
        Law
        Koren
        Micro
        KF
        1266.5
        B87
        1993
    4. For reclass, add note to printout:
      5. DO NOT COUNT -- Please re-label with new call number.
    5. Place the finished microfiche with printout in Koren/AV bin near mail table.
  7. If a title is held in print and microfiche, bibliographic record should reflect the print with microfiche handled as another copy; if an MHLD record is necessary for the microfiche, physical details on microfiche fixed field values should be added as part of MHLD fixed fields.
    1. To add 007 to MHLD, type 007h in area for variable fields. Code 007 fixed fields as in example EDJ0895 (DHLD 2).
Content last updated: 3/06
About Us | Site Map | Privacy Policy | Contact Us | ©2006-2008 University at Buffalo - Charles B. Sears Law Library