PDF conversion, etc. PDF conversion, etc. Kerry, I m running into a couple of problems I m hoping you can help me with when you get back.

Transcription

1 Unfiled Notes Page 1 PDF conversion, etc. Thursday, May 27, :17 PM Subject PDF conversion, etc. Arakawa, Steven Alles, Kerry (kerry.alles@yale.edu) Tuesday, May 25, :15 AM Kerry, I m running into a couple of problems I m hoping you can help me with when you get back I want to convert a number of s related to cataloging policy to PDF format. I appear to have this functionality on Outlook, but the process fails whenever I try to do it. I am following what I think is standard procedure for connecting the student workstation to the shared printer at Matthew s old workstation, but the connection doesn t seem to work. It s possible I have the wrong IP address. How can I verify this? Can you explain how the Google search function used for the library server works? If possible, I want to add a search box for the Cataloging on Orbis page and the Cataloging on Orbis ols and Resources pages. Steven Arakawa Catalog Librarian for Training & Documentation Catalog & Metadata Services, SML, Yale University P.O. Box New Haven, CT (203) steven.arakawa@yale.edu

2 Unfiled Notes Page 2 [Yulibl] Changes in barcoding practices and new materials cataloged for LSF Thursday, May 27, :41 PM Subject [Yulibl] Changes in barcoding practices and new materials cataloged for LSF yulibl-bounces@mailman.yale.edu yulibl@mailman.yale.edu Friday, May 01, :48 AM ATT00001 Dear Colleagues, Beginning May 1 we are improving our processes for barcoding new materials and the physical processing of newly cataloged materials destined for LSF. 1) Materials flagged for LSF after cataloging will no longer have spine labels applied. They will continue to have a barcode, security devices, book plates and stamps. This will reduce processing time and facilitate the movement of materials through Preparations unit. It will greatly reduce backlogs and therefore improve the reader request process. Materials returned to collections from LSF will have spine labels made at that time. 2) As new materials are barcoded on receipt, barcodes will be attached to the front of item rather in the inside back. This will reduce the need to create duplicate barcodes for materials going to LSF. Barcodes on the front should aid in the security of our collections because they will easily identify YUL materials. Barcodes on the front will be located in the upper left corner, just as barcodes on LSF materials are. Let me know if you have any questions. Director, Technical Services Yale University (203) (203) (fax) joan.swanekamp@yale.edu

3 Unfiled Notes Page 3 [Yulibl] Changes in barcoding practices and new materials cataloged for LSF Thursday, May 27, :43 PM Subject [Yulibl] Changes in barcoding practices and new materials cataloged for LSF yulibl-bounces@mailman.yale.edu yulibl@mailman.yale.edu Friday, May 01, :48 AM Dear Colleagues, Beginning May 1 we are improving our processes for barcoding new materials and the physical processing of newly cataloged materials destined for LSF. 1) Materials flagged for LSF after cataloging will no longer have spine labels applied. They will continue to have a barcode, security devices, book plates and stamps. This will reduce processing time and facilitate the movement of materials through Preparations unit. It will greatly reduce backlogs and therefore improve the reader request process. Materials returned to collections from LSF will have spine labels made at that time. 2) As new materials are barcoded on receipt, barcodes will be attached to the front of item rather in the inside back. This will reduce the need to create duplicate barcodes for materials going to LSF. Barcodes on the front should aid in the security of our collections because they will easily identify YUL materials. Barcodes on the front will be located in the upper left corner, just as barcodes on LSF materials are. Let me know if you have any questions. Director, Technical Services Yale University (203) (203) (fax) joan.swanekamp@yale.edu

4 Unfiled Notes Page 4 [Yulibl] Changes in barcoding practices and new materials cataloged for LSF Subject [Yulibl] Changes in barcoding practices and new materials cataloged for LSF yulibl-bounces@mailman.yale.edu yulibl@mailman.yale.edu Friday, May 01, :48 AM Dear Colleagues, Beginning May 1 we are improving our processes for barcoding new materials and the physical processing of newly cataloged materials destined for LSF. 1) Materials flagged for LSF after cataloging will no longer have spine labels applied. They will continue to have a barcode, security devices, book plates and stamps. This will reduce processing time and facilitate the movement of materials through Preparations unit. It will greatly reduce backlogs and therefore improve the reader request process. Materials returned to collections from LSF will have spine labels made at that time. 2) As new materials are barcoded on receipt, barcodes will be attached to the front of item rather in the inside back. This will reduce the need to create duplicate barcodes for materials going to LSF. Barcodes on the front should aid in the security of our collections because they will easily identify YUL materials. Barcodes on the front will be located in the upper left corner, just as barcodes on LSF materials are. Let me know if you have any questions. Director, Technical Services Yale University (203) (203) (fax) joan.swanekamp@yale.edu

5 Unfiled Notes Page 5 [Yulcat-l] OCLC Leader problem Subject [Yulcat-l] OCLC Leader problem yulcat-l-bounces@mailman.yale.edu Catalog Discussion List Tuesday, October 13, :50 PM Some catalogers are encountering OCLC records with Desc in the fixed fields (corresponds to Leader Cataloging Form in Voyager). The example below is from OCLC # It appears that Voyager is unable to parse this fill character and exporting the record with it in the Desc fixed field will corrupt your import file you will get a message something like Unable to parse. If you run into this problem, the solution is: Delete the OCLC import file, which is now corrupted: go to C:\Voyager\Catalog\OCLCImp, find the import.dat file, and delete it. Change the Desc to Desc a [you could use i or u but a is our cataloging standard, so use a] Re-export the record (the import.dat file will regenerate) You can avoid if you change the Desc to Desc a before you export from OCLC (F5), you should not run into the parsing problem. The appears to be a problem only if it has been entered in the Desc fixed field, where the character is not on the list of valid values for that field. The, which is OCLC s character for No Attempt to Code, is the default value in several serial fixed fields; no problem if you leave those as is, as long as i, u or a is entered in Desc. In fact, please leave those alone. The following is OK: Type a ELvl Srce d GPub Ctrl Lang eng BLvl s Form Conf Freq MRec Ctry nyu S/L 0 Orig EntW Regl Alph Desc a SrTp p Cont DtSt d Dates 1988,2002 Steven Arakawa Catalog Librarian for Training & Documentation Catalog & Metadata Services, SML, Yale University

6 P.O. Box New Haven, CT (203) Unfiled Notes Page 6

7 Unfiled Notes Page 7 [Yulibl] FW: Changes in barcoding practices and new materials cataloged for LSF--clarification Subject [Yulibl] FW: Changes in barcoding practices and new materials cataloged for LSF-- clarification yulibl-bounces@mailman.yale.edu yulibl@mailman.yale.edu Friday, May 01, :23 PM A little clarification: ALL new non-rare materials should have the barcode attached to the front on the item rather than inside the back cover. Joan : yulibl-bounces@mailman.yale.edu [mailto:yulibl-bounces@mailman.yale.edu] On Behalf Of Swanekamp, Joan : Friday, May 01, :49 AM : yulibl@mailman.yale.edu Subject: [Yulibl] Changes in barcoding practices and new materials cataloged for LSF Importance: High Dear Colleagues, Beginning May 1 we are improving our processes for barcoding new materials and the physical processing of newly cataloged materials destined for LSF. 1) Materials flagged for LSF after cataloging will no longer have spine labels applied. They will continue to have a barcode, security devices, book plates and stamps. This will reduce processing time and facilitate the movement of materials through Preparations unit. It will greatly reduce backlogs and therefore improve the reader request process. Materials returned to collections from LSF will have spine labels made at that time. 2) As new materials are barcoded on receipt, barcodes will be attached to the front of item rather in the inside back. This will reduce the need to create duplicate barcodes for materials going to LSF. Barcodes on the front should aid in the security of our collections because they will easily identify YUL materials. Barcodes on the front will be located in the upper left corner, just as barcodes on LSF materials are. Let me know if you have any questions. Director, Technical Services Yale University (203) (203) (fax) joan.swanekamp@yale.edu

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9 Unfiled Notes Page 9 [Yulibl] Changes in Catalog and Metadata Services Subject [Yulibl] Changes in Catalog and Metadata Services yulibl-bounces@mailman.yale.edu yulibl@mailman.yale.edu Wednesday, September 10, :50 PM Dear Library Colleagues, Catalog and Metadata Services 'rolled out' a new 5-year strategic plan today that is intended to support our Vision and Mission. We also announced a new organizational structure that supports our strategic vision and goals. It will improve coordination and communication between all levels of staff in our department and establish lines of communication with our stakeholders and all units with whom we work and interact. The new organization distributes responsibilities and accountability more broadly and will lead to greater responsiveness, and more effective decisions. You can find the strategic plan at: or through the CMS website at: A new organizational chart will be posted in the next week. The new organization will become effective October 1. The new team names are functional descriptions, and will be modified as the new teams organize themselves and establish their new identities. The significant changes are noted below: Team 1: School and Departments, Non-Roman Scripts, Map Department. Patricia Thurston, Team Leader Team 2: SML copy cataloging in all subject areas & classes, and Language and Literature original cataloging (Includes all materials coming through SML Acquisitions and control over SML roman-script Backlog). Tatiana Barr, Team Leader Team 3: History, Social Science (SML only), Education, Religion, Law. (Original cataloging only). ny Oddo, Team Leader Team 4: Catalog Management and Metadata Services will be merged into one Team. Dajin Sun, Team Leader Team 5. Rare Book Team will continue to work on materials for the Beinecke Rare Book Library. Stephen Young, Team Leader Assistant to Department Head (Manages day-to-day work of the department) Richard Sarcia Training and Documentation Librarian. Steven Arakawa We will be setting up meetings with all our stakeholders over the next several weeks, but in the meantime, feel free to contact me or any team leader with your questions.

10 Chief Catalog Librarian Yale University (203) (203) (fax) Unfiled Notes Page 10

11 Unfiled Notes Page 11 [Yulcat-l] Vendor On-Order Records from YBP & L&C Subject Cc [Yulcat-l] Vendor On-Order Records from YBP & L&C Catalog Discussion List Killheffer, Christopher Tuesday, October 28, :59 PM On-Order bib records provided by YBP and Lindsey & Croft have started to appear in Orbis. They can be readily identified because they are in ALL CAPS. In our current workflow, they will be overlaid by catalog records within 2 weeks of receipt of the book. Until the overlay takes place, cataloging and acquisitions staff should not manually overlay the on-order record with a record from OCLC or otherwise edit the bib record or its MFHD. In particular, do not tamper with the bib record's 024 field, which functions as the matchpoint for the batch overlay. Since we have arranged to replace the on-order records with cataloging records from LC and OCLC, it will generally not be necessary to edit the records even after the batch overlay takes place. Some screenshots and more detail are posted at: The document is linked at the Cataloging at Yale: Policies and Procedures website in the Workflow section, item Steven Arakawa Catalog Librarian for Training & Documentation Catalog & Metadata Services, SML, Yale University P.O. Box New Haven, CT (203) steven.arakawa@yale.edu

12 Unfiled Notes Page 12 [Yulcms] Returns to Acquisitions - multi-vol. sets Subject Cc [Yulcms] Returns to Acquisitions - multi-vol. sets yulcms -bounces@mailman.yale.edu on behalf of Sarcia, Richard yulcms@mailman.yale.edu Hamilton, Rebecca Monday, February 01, :34 AM Hello CMS Occasionally materials are returned from CMS to the Monograph Support Team (MST) in the Acquisitions Dept. If multi-volume sets are involved, there is no need to return all of the volumes to MST unless it is absolutely necessary. Returning the first volume of a set will usually be sufficient, and will save all parties involved the time spent status tracking the volumes a second time. If you have any questions please let me know. Thanks. --Rick

13 Unfiled Notes Page 13 [Yulcat-l] Change in SML Policy for NJ18 Subject A [Yulcat-l] Change in SML Policy for NJ18 yulcat-l-bounces@mailman.yale.edu Catalog Discussion List Tuesday, June 01, :47 PM In order to facilitate processing with limited staff, SML Catalog & Metadata Services & SML Monograph Support have agreed to a revision to the SML NJ18 policy. As of June 1, cataloging for SML collections has the option to accept LC classification in situations where the local NJ18 number would have been required. IMPORTANT: the change applies to SML collections but not to the Haas Arts Library. For Haas, catalogers should continue to apply the local classification for all books about individual artists & architects. The change will probably have the most impact on Monograph Support, since it allows their staff to process all N class (as long as it s for an SML collection and not for the Arts library). CMS catalogers can accept or 050 _4 LC classification or use NJ18. Original catalogers can use NJ18 or LCC. Below is a link to the relevant section of the NJ18 policy and procedures document. The document as a whole has been revised, so catalogers who use NJ18 routinely should take a look at the entire document. If you would like me to add further clarification to the document, or if you are aware of some condition I have overlooked, please let me know. PS: any original cataloger who needs guidance on applying LCC for individual artists will find the section on N class in the PCC/ALCTS LCC workshop to be quite helpful. A copy is available on the Policy & Documentation SharePoint site. Contact me for directions. Steven Arakawa Catalog Librarian for Training & Documentation Catalog & Metadata Services, SML, Yale University P.O. Box New Haven, CT (203) steven.arakawa@yale.edu