# Presentation: 148575

## Using Online Processing Tools

- Federal Depository Library Council
- Spring Meeting: April 24, 2002
- Mobile, AL** **

- John A. Stevenson
- Kirsten Clark
- Elaine Winske

## St. John’s UniversityOnline Processing

- Kirsten Clark
- Government Documents/Electronic Services Librarian
- St. John's University, Alcuin Library
- 320-363-2601
- KClark@CSBSJU.EDU

## St. John’s University—Minnesota	

-  36 % Selective
- Part of the PALS System
- Bibliographic Records
-          --  Marcive Retro, 1976-1994
-          --  OCLC Records, 1994-1998
-          --  Marcive SLS and Full Records
- Item Records (barcodes)
-          -- All items since 2000
-          -- All pre-2000 items except microfiche

## St. John’s UniversityAn Example of Online Processing

- Basic Processing
-           -- check-in
-           -- ownership stamp
-           -- SuDoc number label
-           -- “wait” shelf
- Verify receipt of records via Marcive email plus two weekends for tape loading and  indexing at PALS

## St. John’s UniversityAn Example of Online Processing

- -----Original Message-----
- From: Ron Volz
- Sent: Thursday, April 04, 2002 10:24 AM
- To: gpo_shiplist@marcive.com
- Subject: SHIPPING list numbers and dates for week of 04/04/02
- SHIPPING list numbers and dates for week of 04/04/02
-  2002-0192-M    03/18/2002       000028
-  2002-0193-M    03/18/2002       000014
-  2002-0195-M    03/18/2002       000033
-  2002-0199-M    03/18/2002       000029
-  2002-0200-M    03/18/2002       000018
-  2002-0201-M    03/18/2002       000010
-  2002-0202-M    03/18/2002       000011
-  2002-0203-M    03/18/2002       000050
-  2002-0204-M    03/22/2002       000010
-  2002-0205-M    03/22/2002       000015
-  2002-0210-M    03/22/2002       000048
-  2002-0211-M    03/25/2002       000022
-  2002-0212-M    03/25/2002       000015
-  2002-0253-M    03/21/2002       000004
- To subscribe to "gpo_shiplist", send a request to jnoel@marcive.com.

## St. John’s UniversityAn Example of Online Processing

- Sort paper/CDROM/map documents according to type (monographs, replacements, periodicals)
- Microfiche processed together
- Student workers process documents according to type template

## St. John’s UniversityAn Example of Online Processing

- LIR *** Load Item Record (Template for Periodicals)
-  Item Barcode ID		:30502004681804
-  BIB ID Number		:5818184     *(see note below concerning BIB ID)*
-  Record Type (P,T,I,F)		:P
-  Normal Location		:DOC
-  Normal Class		:8
-  Shelflist		:MNJK
-  Copy Number		:01
-  Price   [opt.]    (0-99999.99)		:
-  Stat. Class    [opt]    (0-500)		:300
-  Booking Class Code [opt.]		:
-  Holdings		:V20N2Y1999M3-4   *(See note below concerning holdings)*
- Format		:B
-  Call Number		:NF 3.11:
-  Author		:
-  -		:
-  Title		:Humanities
-  -		:
-  -		:
- Identification		:
-  Description		:Periodical
-  -		:
- Document URL		:
-  -		:
- 	  	[PROCEED]
- 	 	[QUIT]

## St. John’s UniversityAn Example of Online Processing

_**BIB-ID Number**_**:** Leave out any initial zeros and any dashes.
*For example: *06-97140281 is entered as 697140281, and 05818184 is entered as 5818184.
- If there is no PALS record (or no Marcive record), leave the BIB-ID Number field blank.
_**HOLDINGS**_**: **Enter holdings in this order: V_N_L_Y_M_D_
- V=volume, N=number, L=Supplement, Y=Year, M=Month (or Seasons, see below), D=Date
*Examples:**	*V10N1Y1999M1D1	(Volume 10, Number 1, 1999, January 1)
- 	V1Y1996M5	(Volume 1, 1996, May)
- 	Y1998M22	(1998, Spring)
*Other things to remember:*
-  Not every periodical will have all the above information available on the cover or title page.  Just enter in as much as you can.
-  Season codes: M21=winter, M22=spring, M23=summer, M24=fall
-  Enter the full year, for example, 1999 (not 999 or 99)

## St. John’s UniversityAn Example of Online Processing

- Sort paper/CDROM/map documents according to type (monographs, replacements, periodicals)
- Microfiche processed together
- Student workers process documents according to type template
- Catalog searched via SuDoc Number or title and item record entered

## St. John’s UniversityAn Example of Online Processing

- Screen 001 of 001                                              Marc Editor SJU
- NMBR  COUNT  	(CA)---------INDEX KEY------------  	------------TITLE------------
- 0001      1  		C 3.223/27:27                       	Population of the 100 largest
- 0002*     1 		C 3.223/27:29                       	Historical census statistics
- 0003      1 		C 3.223/27:30                       	Direct measures of poverty as
- 0004      1  		C 3.223/27:31                       	American community survey and
- 0005      1  		C 3.223/27:38                       	Methodology and assumptions f
- 0006      1  		C 3.223/27:44                       	emerging American voter
- 0007      1  		C 3.223/27:45                       	analysis of state and county
- 0008      1 		C 3.223/27:46                       	effect of work and welfare on
- 0009     11  		C 3.223/5:1990CPH-2-1
- 0010     11  		C 3.223/5:1990CPH-2-2
- 0011     11  		C 3.223/5:1990CPH-2-3
- 0012     11  		C 3.223/5:1990CPH-2-4
- 0013      6  		C 3.223/5:1990CPH-2-5
- 0014      2  		C 3.223/5:1990CPH-2-6
- 0015      1  		C 3.223/5:1990CPH-2-7               	1990 census of population and
- 0016      1  		C 3.223/5:1990CPH-2-8               	1990 census of population and
- 0017      1  		C 3.223/5:1990CPH-2-9               	1990 census of population and
- 0018      1  		C 3.223/5:1990CPH-5-5               	1990 census of population and
- 0019      1  		C 3.223/5:980/A1                    	1980 census of population.
- 0020      1  		C 3.223/5:980/A10                   	1980 census of population.
- ----Type  SE NMBRs  to select /  BF or BB  to browse Forward or Back
- CATALOG-SJU=>br ca c 3.223/27:29
-   Press F1 for HELP |  PALS Technical Access Client            | Logged On MED

## St. John’s UniversityAn Example of Online Processing

- Screen 001 of 002  Record 0001 of 0001 SJU                     Marc Editor SJU
-        Library: St. Johns University
-       Location: GOVDOC MICROFICHE C 3.223/27:29
-   Availability: Unknown -- check the shelves
-         Author: Gibson, Campbell.
-          Title: Historical census statistics on the foreign-born
-                    population of the United States [microform] : 1850
-                    to 1900 / by Campbell Gibson and Emily Lennon.
-      Publisher: Washington, DC : U.S. Bureau of the Census, [1999]
-    Description: 91 p. ; 28 cm.
-         Series: Population Division working paper ; no. 29
-   General-Note: "February 1999."
-   General-Note: Shipping list no.: 2002-0159-M.
-   Bibliography: Includes bibliographical references.
-   Reproduction: Microfiche. [Washington, D.C.] : Supt. of Docs., U.S.
-                    G.P.O., 2002 2 microfiches : negative.
-        Subject: Immigrants--United States--Statistics.
-        Subject: United States--Population--Statistics.
-         Author: Lennon, Emily.
-         Author: United States. Bureau of the Census. Population Division.
-         Series: Working paper series (United States. Bureau of the Census.
-                    Population Division) ; no. 29.
- ----Type  NS  for Next Screen
- CATALOG-SJU=>
-   Press F1 for HELP |  PALS Technical Access Client            |   CATALOG

## St. John’s UniversityAn Example of Online Processing

- Screen 002 of 002  Record 0001 of 0001 SJU                     Marc Editor SJU
-      Record-Id: 00-49043830
- ----Type  DS  to Display availability detail
- CATALOG-SJU=>
-   Press F1 for HELP |  PALS Technical Access Client            |   CATALOG

## St. John’s UniversityAn Example of Online Processing

- Screen 002 of 002  Record 0001 of 0001 SJU                     Marc Editor SJU
- ╔═LIR *** Load Item Record════════════════════════════════════════════════════╗
- ║ Item Barcode ID          		:30502005609937
- ║ BIB ID Number            		:41978690
- ║ Record Type (P,T,I,F)    		:P
- ║ Normal Location          		:DOC
- ║ Normal Class             		:27
- ║ Shelflist                		:MNJU
- ║ Copy Number              		:01
- ║ Price [opt.] (0-99999.99)		:     .
- ║ Stat. Class        [Opt] 		:0
- ║ Booking Class Code [Opt] 	:
- ║ Holdings                 		:
- ║ Notes              [Opt] 		:
- ║ -                        		:
- ║ -                        		:
- ║ Format                   		:M
- ║ Call Number              		:C 3.223/27:29
- ║ Author                   		:
- ║ -                        		:
- ║ Title                    		:Population division...historical census
- ║ -                        		:statistics on the foreign-born population of
- ║ -                        		:the united states: 1850-1990...
- ╚═════════════════════════════════════════════════════════════════════╝
-  Barcode ID assigned to the item.

## St. John’s UniversityAn Example of Online Processing

- Sort paper/CDROM/map documents according to type (monographs, replacements, periodicals)
- Microfiche processed together regardless of type
- Student workers process documents according to type template
- Catalog searched via SuDoc Number or title and item record entered
- Tattle tape and shelve

## St. John’s UniversityCatalog  Clean-up

- Obviously some documents “fall through the cracks” of online processing
- Get records for documents not received
- Get documents but no record received
- Non-overlays
- Processing errors

## St. John’s UniversityPALS Report Writer

- Marcive temp numbers (string match for PALS temp number 0697-)
- Item Records with no Bib Record ID #
- Bib Records with no attached Item Record
- Mismatched holdings codes
- Inventory reports
- SuDoc number ranges

## St. John’s UniversityPALS Report Writer

- ╔═LRP BIB / OC020═════════════════════════════════════════════════════════╗
- ║
- ║
- ║Job Description               		:Temp record--MNJK
- ║Schedule: Run Date   (MMDDYY) 	:040402
- ║        : Day of Month (1-31) 	:
- ║        : Interval    (1-365) 		:
- ║        : Override      (Y/N) 		:N
- ║Expiration Date      (MMDDYY) 	:
- ║# of Copies                   		:1
- ║Associated Print ID           	:
- ║Max. Hits                     		:9999
- ║Pull Criteria                 		:049 SM MNJK AND 001 GT 0600000000 A 001 LT 0699999999
- ║-                             		:
- ║-                             		:
- ║-                             		:
- ║-                             		:
- ║-                             		:
- ║Notes                         		:
- ║-                            		 :
- ║                               [PROCEED]
- ║                               [QUIT]                                        ╚════════════════════════════════════════════════════════════════════╝
- =>
-  Press <Enter> to process the workform

## St. John’s UniversityPALS Report Writer

- MINNESOTA STATE COLLEGES AND UNIVERSITIES
- PALS LIBRARY SYSTEM VSN: 17R1.02
- OCLC-020  MNJ		VARIABLE PULL		DATE:  11-03-01	PAGE: 1
- MNJU—Records SuDoc HE
- FIELD-CODE     RELATIONAL     COMPARE-VALUE                LOGICAL        R. COUNT        SIMPLE        COMPOUND
-       049                     SM                MNJU                                                            51837
-                                                                                                           A                                           838
-       000                     SM                #AHE                                                             4003

## St. John’s UniversityPALS Report Writer

- MINNESOTA STATE COLLEGES AND UNIVERSITIES
- PALS LIBRARY SYSTEM VSN: 17R1.02
- GOVDOC MICROFICHE HE 20.	SJU:22581			DATE:  11-03-01	PAGE: 14
- GOVDOC MICROFICHE HE 20.3852:F 68
- 	Focusing on minority elderly [microform] : profile of state leadership in minority aging projects.
- 	OCLC: 00-32676657
- GOVDOC MICROFICHE HE 20.3858:R 31
- 	Guide to research programs and priorities [microform]
- 	OCLC: 00-46960527
- GOVDOC MICROFICHE HE 20.3952:D 54
- 	Diagnosis and severity of drug abuse and drug dependence [microform] / editors, Jack D. Blaine, Arthur MacNeill Horton, Jr., and Leland H. Towle
- 	OCLC: 00-34359391
- GOVDOC MICROFICHE HE 20.3952:EP 4/
- 	Epidemiologic trends in drug abuse [microform] : proceedings / Community Epidemiology Work Group.
- 	OCLC: 00-31746385

## St. John’s UniversityPALS Report Writer

- MINNESOTA STATE COLLEGES AND UNIVERSITIES
- PALS LIBRARY SYSTEM VSN: 17R1.02
- CIRC-093  MNJ	LINK VERIFY FOR   : MNJW		DATE:  07-31-01	PAGE: 1
- ****  CIRC-093 SUMMARY  ****
- MESSAGE COUNTS:
- 	0	ITEM SHELFLIST IS BLANK
- 	0	NEW ITEM – POSSIBLE SHELFLIST ERROR
- 	482	ITEM RECORD WITHOUT MATCHING BIB
- 	0	UNABLE TO FIND 049 IN BIB FOR THIS ITEM
- 	402	NO BARCODE ITEM FOR BIB OR SHELFLIST ERROR
- 	15	ITEM SHELFLIST DOES NOT MATCH BIB
- 	0	UNABLE TO VERIFY SHELFLIST ID
- 	82	WITHDRWAN ITEM – BIB NOT CANCELLED

## St. John’s UniversityPALS Report Writer

- MINNESOTA STATE COLLEGES AND UNIVERSITIES
- PALS LIBRARY SYSTEM VSN: 17R1.02
- CIRC-093  MNJ	LINK VERIFY FOR   : MNJU		DATE:  03-26-01	PAGE: 13
- MESSAGE				OCLC#		SHELFLIST	BARCODE
- ITEM RECORD WITHOUT MATCHING BIB	00-22512584		MNJK	30502004415609
- ITEM RECORD WITHOUT MATCHING BIB	00-22512585		MNJK	30502004895446
- WITHDRAWN ITEM – BIB NOT CANCELLED	00-22514136		MNJK	30502004779301
- NO BARCODE ITEM FOR BIB OR SHELFLIST ERR	00-22516959
- ITEM RECORD WITHOUT MATCHING BIB 	00-22519135		MNJK	30502004407812
- ITEM SHELFLIST DOES NOT MATCH BIB	00-22623102		MNJK	30502004787056

## ONLINE PROCESSNG :Issues and “Tools”

- Elaine Winske
- Biscayne Bay Campus Library
- Florida International University
- 305-919-5722
- Elaine.Winske@fiu.edu

## Florida International University, BBC Library

**33% Selective**
**FCLA enhanced NOTIS**
- FCLA (Florida Center for Library Automation)
**Bibliographic Data**
- 1976/1987 records from Brodart tapeload
- Full cataloging records loaded monthly since 1990
- 1988/1989 records from Marcive retrospective tapeload
- Receive updated records
- Shipping List Service records since October 17, 2001
**Other**
- Manually create item records with barcodes for all material
*Except slip laws and periodical issues*
- Full MARC coding for serial holdings

## Online ProcessingIssues for batch loaded records

- Location codes
- Ability to track records
- Withdrawal of records when updated records are loaded
- Bibliographic control of serials

## Location Codes

- Load specifications cannot accurately predict location codes for all material
- Examples of collections and circulation status that cannot be predicted:
- Non-circulating material
- Pamphlets shelved separately
- Reference material
- Location codes need to be verified at time of processing

## Tracking Records

- Search strategies to identify records by shipping list
- Used to process temporary records
- Search strategies to identify records by tapeload
- Used to identify records that have not been processed
- Search strategies to identify records by source
- Used to identify records that have not been overlaid
- Search strategies to identify records by local control number
- Used to identify records that have not overlaid  temporary records

**Notes:**
(via searching/reports)

## Tracking Records by Shipping List

- Using specially formatted control number fields (035) known as “ticklers”. Marcive adds this tickler for  shipping lists at the University of Delaware
**035/3:  : |a tmp-sl-2002-0086-M**

- LTDL
- NUMERIC INDEX -- 21 ENTRIES FOUND, 1 - 21 DISPLAYED
-    1 DL: TMP-SL-2002-0086-M
-    2 DL: TMP-SL-2002-0086-M
-    3 DL: TMP-SL-2002-0086-M
-    4 DL: TMP-SL-2002-0086-M

*A number search for the tickler: ***ltdl fi no=tmp****-sl-2002-0086-m**, *shows there are 21 records for 2002-0086-M*

## Tracking Records by Shipping List

- Using combined searches. This search combines a tapeload tickler search with a keyword search within the 590 field that contains the shipping list number.
**ltfi fi no=mtmp nm 20020328 and k590=0135 p**

*This number and keyword search shows there are 21 records for 2002-0135-P*

- LTFI
- KEYWORD INDEX -- 21 ENTRIES FOUND, 1 - 21 DISPLAYED,
-  1 FI: AFD3319 106-2 Hearing: EPA's Proposed Regul
-  2 FI: AFD3318 107-1 Hearing: Online Entertainment
-  3 FI: AFD3317 107-1 Hearing: The Telecom Act Five
-  4 FI: AFD3316 106-1 Field Hearing: The Impact Of

## Tracking Records by Tapeload

- FCLA NOTIS adds a “tapeload” tickler that includes a date for each load. This tickler is removed when the record is processed
**035:  : |a mrcv nm 20020313****	**(monthly load)
**035:  : |a mtmp nm 20020328****	**(weekly load)

*A number search for the February tapeload tickler shows no records-- indicating all records have been “processed”.*

- LTFI FIND no=mrcv nm 20020220
- NO INDEX ENTRIES FOUND

- LTFI MORE
-  NUMERIC INDEX -- 73 ENTRIES FOUND, 1 - 21 DISPLAYED,
-   1 FI: MRCV NM 20020313
-   2 FI: MRCV NM 20020313
-   3 FI: MRCV NM 20020313

*A number search for the March tapeload tickler– ****ltfi fi no=mrcv nm 20020313****, shows 73 of the 552 records loaded have not yet been “processed”.*

## Tracking Records by Source

- FCLA NOTIS creates a “source” control number field (035) unique to each load. When there are multiple records in a load, a record number follows the load number. Record numbering starts with zero (0), so this is the forty-first record in the 02/28/02 weekly tapeload.
**035/1:  : |a (Source)SLS0228 -    40**

*A combined number search for the source tickler and location code for BBC--*
***ltfi fi no=source sls0228 and lcn=ndoc, ****shows 66 records*
*remaining out of the 143 records for that tapeload.*

- LTFI,MORE
- KEYWORD INDEX -- 66 ENTRIES FOUND, 1 - 21 DISPLAYED,          1 FI: AFC8023 Balancing Ground-Water Withdrawals and  2 FI: AFC8016 Breaking Up Large High Schools: Five

**Notes:**
Math: 77 records have already been overlaid.

## Tracking Records by Local Control Number

- Using reports:
- The ARROW (Ad-Hoc Report Request Over the Web) component of FCLA NOTIS
- Report for a range of NOTIS control numbers
- Using searching:
- FCLA NOTIS allows a browse of NOTIS control numbers

*Knowing the range of NOTIS control numbers for ****new records**** from the tapeload statistics permits identification of records that did not overlay temporary records. This search – ****ltfi brow no=fiafd0550**** results in the following index:*

- LTFI MORE
-      FIAFD0550
-  1      Legislative calendar
-     FIAFD0551
-  2      Credit union directory
-     FIAFD0552
-  3      State vehicle programs

## Withdrawal Process:copies/copy holdings

- LTFI DONE                                     AFD3299
-  FI BOOKS
-   107-2: House Document No. 107-164, Proceedings of
-     the American Legion, August 28-30, 2001 -- <S.l.
- STATUS **x** DT 03/28/02 AD none
-  NOTES
-  001 1**z** CN |a ndoc |b Y 1.1/7:107-164
-      NOTES	**wd 3/2002 sq(dup, see ser adu9867)**
-  002 0A CN
-      NOTES

*To withdraw a copy statement: Change class type code from ****“S”**** to ****“Z” ****Add formatted note*
*To withdraw a copy holdings record: Change cataloging status code from ****“h”**** to ****“x”***

## Withdrawal Process:bibliographic information

-  AFD3299
-                        NOTIS CATALOGING          12FE
- DT 03/28/02 R/DT none     STAT zn E/L u DCF a D/S **S**
- MOD   T/AUD   REPRO   D/CODE s DT/1 2002 DT/2
-  f BIOG   FEST 0 CONF 0 L/FORM 0 INDX 0

***DO NOT**** capitalize the second character of the STAT  field, ****“n”**** to withdraw a record or change it to a capital ****“D”**** to delete a record. Change the value of the D/S—display/suppress field, to ****“S”***

## Bibliographic control of serials

- Identify the serials in a tapeload
- Examine the records/Follow the trail
- New title?
- Different format?
- Document any history
- Process accordingly

## Serial Records from August 20001 Tapeload

- August 2001 tapeload tickle**r**
**035/3:  : |a (DGPO)mrcv NM 20010819**
- Combined search for tapeload tickler and serial format
**ltfi fi no=mrcv nm 20010819 and fmt=ser**

- LTFI MORE
-                         NOTIS INDEX SEARCH     12FE
-  KEYWORD INDEX -- 65 ENTRIES FOUND, 1 - 21 DISPLAYED
-    1 FI: ACA0817 FOIA update. Washington, DC
-    2 FI: AET5478 Annual report (U.S. Government Wor)
-    3 FI: AEY6732 Current housing reports. Washington,

## Serial Record Copy Holdings Display:FOIA update

-  LTFI DONE                                            ACA0817
-                                 NOTIS COPY HOLDINGS      12F
-  FI SERIALS OCLC 05900477 LC sn 86015343 ISSN 1056-9413
- FOIA update / U.S. Department of Justice, Office of
- Vol. 1, no. 1 (autumn 1979)- -- <Washington, D.C.?> : The
-  STATUS h DT 01/09/91 AD none
-  NOTES |a
- 001 3S CN |a udoc,per |b J 1.58:                 |d 01/09/91
-      NOTES |a Ceased with v.20:no.1 (2000) 7/01 slm
-      MHLD    ITEM RECORDS     2
-  002 2S CN |a ndoc,per |b J 1.58:                 |d 10/10/97
-      NOTES
-      MHLD    ITEM RECORDS     2

## Following the Trail: Clues from the Bibliographic Record

*785 and 856 fields from FOIA update:*

- 785/1:00: |t FOIA post |w (OCoLC)47627115
- 856/1:41: |u http://purl.access.gpo.gov/GPO/LPS1537

*776 and 856 fields from FOIA post (title 2):*

- 776/1:0 : |t FOIA update |x 1056-9413 |w (DLC)sn 86015343 |w (OCoLC)05900477
- 856/1:40: |u http://purl.access.gpo.gov/GPO/LPS13103

***NOTE: In this case we have both a new title and a different format.***

**Notes:**
Note indicators
FOIA post cataloged as book, therefore no 780

## Documenting the history: FOIA update

-  LTFI DONE                                            ACA0817
-                                 NOTIS COPY HOLDINGS      12F
-  FI SERIALS OCLC 05900477 LC sn 86015343 ISSN 1056-9413
- FOIA update / U.S. Department of Justice, Office of
- Vol. 1, no. 1 (autumn 1979)- -- <Washington, D.C.?> : The
-  STATUS h DT 01/09/91 AD none
-  NOTES |a cont’d by ol aey6889
-  001 3S CN |a udoc,per |b J 1.58:                 |d 01/09/91
-      NOTES |a Ceased with v.20:no.1 (2000) 7/01 slm
-      MHLD    ITEM RECORDS     2
-  002 3S CN |a ndoc,per |b J 1.58:                 |d 10/10/97
-      NOTES |a um=After v.20:no.1 (2000:no.1) see new online...
-      MHLD    ITEM RECORDS     2
-  003 3S CN **|a doc,elcj |b J 1.58: (online)**        |d 04/02/02
-      NOTES

**Added note for online version**

**Changed status code to reflect complete multi-part item**

**Added online copy statement for issues through 2001:1**

## Documenting the history: FOIA post

-  LTFI DONE                                            AEY6889
-                                 NOTIS COPY HOLDINGS     12FD
-  FI BOOKS OCLC 47627115
- FOIA post <computer file>. -- <Washington, D.C.> : U.S. Dept. of Justice, Office of Information and Privacy, <2001>-
-  STATUS h DT 07/23/01 AD none
-  NOTES |a cont's p aca0817
-  001 2S CN |a doc,elcr |b J 1.58: (online)        |d 07/23/01
-      NOTES
-  002 0A CN                                        |d 04/08/02
-      NOTES

**Added note for paper version**

**Changed status code to reflect incomplete multi-part item**

**Cataloged as book format**

## Serial Check-in: OPR

- =>001 2S CN |a ndoc,per |b L 2.61:                ITEMS: 16
- 001 N                 E     0.00 EN 00  MD 05/21/97 AD none
-     C       00/00 CUR usd AMT     1.00 CN 001 XPM o L3/4
- 002 N 998:1-998:12 (1998:Jan.-1998:Dec.)  MD07/19/00 ADnone
- 003 N 999:1-12 (1999:Jan.-1999:Dec.)      MD04/08/02 ADnone
- 004 N 2000:1-12 (2000:Jan.-Dec.)          MD06/19/01 ADnone
- 005 N 2001:1-2001:12 (2001:Jan.-2001:Dec.)MD03/13/02 AD 05/09/02

*Order/Payment/Receipt record display showing last issued checked-in with “action date” for next issue. When the last issue of a volume is checked-in, the volume information is transferred to the MARC holdings record and the type of “statement” is changed from ****“R”**** to ****“N”**** so OPR holdings information does not display to the public.*

## MARC Holdings Display

- 035/1:  : |a (FMFIU) ndoc 9705 hp
- 853/1:11: |6 3 |a (year) |b no. |u 12 |v r |i (year) |j (month) |w m |x 01
- 854/1:11: |6 8 |a (year) |o Supplement |v c |i (year) |w a
- 863/1:40: |6 3.1 |a 1996 |b 7-12 |i 1996 |j 07-12
- 863/2:40: |6 3.2 |a 1997-2001 |i 1997-2001
- 864/1:40: |6 8.1 |a 997 |i 1997
- 899/1:  : |a 1996:7-2001:12 (1996:Jul.-2001:Dec.)
- 899/2:  : |a Supplement:
- 899/3:  : |a 997 (1997)

*We use full MARC coding for holdings even though our current system does not support it. Therefore we must duplicate the holdings information in a free text field to make that information accessible from the public view of the OPAC.*

## Public View of  Serial Holdings

- ------------------------------  Screen 1 of 4  --------------
- Title:          PPI detailed report
-   ------------------------------  Location 1  ----------------
-       LOCATION:  B.BAY Gov.Documents-2d fl. (Non-Circulating)
-    CALL NUMBER:  L 2.61:
-    LIBRARY HAS:   1996:7-2001:12 (1996:Jul.-2001:Dec.)
-                   Supplement:
-                   997 (1997)

*Information from the OPR record displays to the public as ****“Current Issues:”**** while information from the MARC holdings record displays as ****“Library Has:”***

## “Tools”The things we use to do things better

- Access
- Database for weekly tapeload statistics
- Database with shipping list numbers included in weekly tapeload
- Report to track information from the two databases
- Macros
- To convert individual records for public laws to an analytic record for the bound statutes

**Notes:**
LMS
Know your system

## Bmail with statistics for tapeload

- 1LIC90 - FI : CONVERT RECORDS TO NOTIS FORMAT          01:28:45.00
- 14 MAR 2002
- -     PROFILE    COUNT     CODES      FIRST       LAST
-       FXG          713       713      01/25/2002  02/21/2002
-       FXN           **94**       **586**      01/25/2002  02/21/2002
- -       SUMMARY RECORD COUNTS   **FI023**
- 0       COUNT     DESCRIPTION
- 0         807     INPUT RECORDS
-           807     OUTPUT RECORDS
-             0     RECORDS SKIPPED
-           191     UNIQUE RECORDS FOR LOAD     **AFD0550 - AFD0740**
-           611     RECORDS OUTPUT FOR MERGE
-           578     BIB RECORDS MERGED

## Marcive Email

## Access Report

**Access Report**

| Shipping list date | Date received | Weekly load date | NOTIS processing date |
| --- | --- | --- | --- |
| 02/20/02 | 02/25/02 | 02/28/02 | 03/05/02 |

***Time line for 2002-0113-P***

**Notes:**
Tickler date not same as weekly load date
All formats equal
	some formats more equal than others

## Public Law Macro

*The copy statement for the slip law is:*

**002 1S CN |a ndoc,nc |b AE 2.110:105-386           |d 05/09/99**** **

**002 1O CN |a ndoc,laws |b AE 2.111:112/pt.5 (P.L.105-386)**

*A macro is used to convert the call number to reflect it’s “location” in the bound statutes:*

## Host Explorer Macro

***This line is edited as the volume/part no. change***

## UNCURLING PURLS:Resolving PURL Issues

- John A. Stevenson
- Coordinator,
- Government Documents and Maps Processing Unit
- University of Delaware Library
- 302-831-8671
- varken@UDel.edu

## University of Delaware Library

**72% Selective**
**NOTIS (Classic – no enhancements)**
**Bibliographic Data**
- Selective copy cataloging before 1994
- Full cataloging records loaded monthly July 1994-
- Does not receive updated records
- Shipping List Service records loaded weekly, October 1994
**Other**
- Manually create item records with barcodes for all material
*Except microfiche and periodicals*
- Full MARC records for serial holdings
*Created by cataloging and documents processing staff*
- Online title links checked by library staff

## SAS Reports

- BFG7293  usdc  ITC 1.33:2002010693  Fresh or frozen fish 	                   ONLINE
- BFG7894  usdc  PR 42.2:2002010107   Report of the President of the United...    ONLINE
- BFG7542  usdc  T 71.2:H 71                 Holding companies in the thrift industry   ONLINE
- BFG7555  usdc  T 71.2:H 71/998          Holding companies in the thrift industry   ONLINE

- Library systems staff use SAS to generate reports of new records loaded and records which have been overlaid by GPO cataloging. Documents and Maps Processing Unit staff review them, non-overlays (new records) first. Report elements include NOTIS record number; location code; SuDocs number (NOTIS holdings record); title  (245 subfield |a); and presence of an 856 field. Non-overlays are addressed first, e.g. Congressional microfiche and online only titles. Sample entries of non-overlaid titles:

## Coding Congressional Fiche

- Newly loaded dual format records, e.g., for Congressional titles, are identified and coded to indicate that the the microfiche has not yet been received:

- -------------------------------------------------------------------------
-              TITLE:  Promoting technology and education : turbo-charging the ...
-      SUBJECTS:  High technology and education--United States.
-                Internet in education--United States.
- -------------------------------------------------------------------------
-     LOCATION:           CALL NUMBER:                    STATUS:
- U.S. Documents -       Temporary Control Number:  In Pre-Order Process
-    Microfiche               BFG7826

## PURL Testing

- Next, PURLs are tested, generally by diligent student worker. Defective or incomplete titles are easy to identify and mark.
- We search the text files for "tiff" and sometimes find that tables or pages are missing. In this example, about 97 pages of evidence.

- [GRAPHIC] [TIFF OMITTED] T5055.092
- [GRAPHIC] [TIFF OMITTED] T5055.093
- [GRAPHIC] [TIFF OMITTED] T5055.094
- [GRAPHIC] [TIFF OMITTED] T5055.095
- [GRAPHIC] [TIFF OMITTED] T5055.096
- [GRAPHIC] [TIFF OMITTED] T5055.097

## Editing PURL Records

- When problems are found, e.g., incomplete text files, staff edit the records.
- Editing the |3 subfield which specifies the resource, staff note "**(incomplete)**" or, more specific information.

-   856/1:42: |3 Text version **(excludes additional submissions for the record)**: |u http://purl.access.gpo.gov/GPO/LPS5713
-   856/2:41: |3 PDF version: |u http://purl.access.gpo.gov/GPO/LPS5714 |z Adobe Acrobat Reader required

## Updated Public Display

- In the edited record, the public may still choose the incomplete version, but is forewarned of possible defects:

- AUTHOR:  United States. Congress. Senate. Committee on the Judiciary.
-              Subcommittee on Administrative Oversight and the Courts.
-     TITLE:  Administrative oversight of the investigation of TWA Flight
-              800 : hearing before the Subcommittee on Administrative
-              Oversight and the Courts of the Committee on the Judiciary,
-              United States Senate, One Hundred Sixth Congress, first
-              session ... May 10, 1999.
-       URL:  Text version (excludes additional submissions for the record):
-              http://purl.access.gpo.gov/GPO/LPS5713
-            PDF version: http://purl.access.gpo.gov/GPO/LPS5714 Adobe
-              Acrobat Reader required

## Typographical errors in PURLs can be diagnosed and reported to askLPS for correction using GPO provided online tools.  In this case, a record was found to connect to the wrong title.  Entering ocm39026991 (OCLC number) searches for the a record with a problem PURL.

**PURL Typos: Diagnosis and Treatment**

## Checking CGP for symptoms

- Searching **ocm39026991** (OCLC number) in GPO's Catalog retrieved one record:

- [ 1 ]
- Program evaluation : agencies challenged by new demand for information on program. [1998] United States. GA 1.13:GGD-98-53. [[0546-D (online)]]. http://purl.access.gpo.gov/GPO/LPS16207
-      Rank: 999 Locate Libraries [Short Record] [Full Record]

## Connecting to http://purl.access.gpo.gov/GPO/LPS16207 retrieves the wrong title:

- Connecting to **http://purl.access.gpo.gov/GPO/LPS16207** retrieves the wrong title:

## Find the document ID in the record's 530 (or 538) field.  In this record, it's docid=f:gg98053.pdf

-  to the Committee on Governmental Affairs, U.S. Senate / |c United States 246/1:30: |a Agencies challenged by new demand for information on program results
-  260:  : |a Washington, D.C. : |b The Office, |c <1998>
-  300/1:  : |a 48 p. : |b ill. ; |c 28 cm.
-  500/1:  : |a Cover title.
-  500/2:  : |a Not distributed to depository libraries in a physical form.
-  500/3:  : |a "April 1998."
-  504/4:  : |a Includes bibliographical references (p. 44).
-  500/5:  : |a "GAO/GGD-98-53."
-  500/6:  : |a "B-277820"--P. 1.
-  530/7:  : |a Available via Internet from the GPO Access web site. Address as of 12/05/2001: http://frwebgate.access.gpo.gov/cgi-
- bin/getdoc.cgi?dbname=gao&docid=f:**gg98053.pdf**; current access is available via PURL.   *

- Find the document ID in the record's 530 (or 538) field.  In this record, it's **docid=f:gg98053.pdf**

## Enter the string gg98053.pdf in the URL box of GPO's PURL Search form:

- Enter the string **gg98053.pdf** in the URL box of GPO's PURL Search form:

## Results show the PURL is number LPS16206 (not LPS16207 as keyed in record):

- Results show the PURL is number **LPS16206 **(not **LPS16207** as keyed in record):

## By clicking on on /GPO/LPS16206, the PURL’s history is displayed.

- By clicking on on **/GPO/LPS16206**, the PURL’s history is displayed.

## Clicking on the PURL from the history screen retrieves the online title described in the original record:

## Check report numbers, dates, pagination!Clicking the "to the end" button helps determine if a PDF document is complete, e.g., that the file does not stop abruptly in the middle of a page.

**Check report numbers, dates, pagination!**Clicking the "to the end" button helps determine if a PDF document is complete, e.g., that the file does not stop abruptly in the middle of a page.

## To verify that this PURL isn't being used in another record, one can copy the PURL number, LPS16206

- To verify that this PURL isn't being used in another record, one can copy the PURL number, **LPS16206**

## ... and search for LPS16206 in GPO's catalog,using the keyword search box:

- ... and search for **LPS16206** in GPO's catalog,using the keyword search box:

## With the following result:Records returned 0 

- With the following result:**Records returned 0**

## A CGP search on the "wrong" PURL (LPS16207) gives 2 records in the results:

## Correcting ProblemsThink Locally: Fix Globally

- Library staff edit the PURL in their institution’s catalog and report the error to GPO via **askLPS@gpo.gov**.  Reporting corrections to GPO assures coordinated correction to OCLC, CGP, and other products derived from GPO cataloging records.

- 856/1:41: |u http://purl.access.gpo.gov/GPO/**LPS16206** |z Adobe Acrobat reader required.

## Using GPO PURLs in Different Records

- Monograph or serial?
- Book or electronic resource?
- Paper or microfiche?

- Local practice at many libraries may differ from GPO's treatment of particular titles. For example, is the title in one of the following categories?

## Monograph or Serial?

- Your rights as a taxpayer. Rev.3-98. [1998] United States.
- T 22.44/2:1/998.
- [[0964-B]]. http://purl.access.gpo.gov/GPO/LPS820
- <001> ocm39088375
- <005> 19980622103252.0

- It is possible to use PURLs to provide access to these, but use of caution may save trouble later as web sites change.IRS publications are one such example. A library catalog's serial record allows subject and keyword access and contains retention instructions for collection maintenance.GPO has created many monographic records for the title ***Your Rights as a Taxpayer***.  This is the latest edition in CGP:

## Some libraries find it useful to treat this as an irregular serial, using OCLC record 39174241. The non-GPO serial record lacks the PURL for the online copy. Should libraries adapt the serial record to include the PURL?  One can add additional format notes and the GPO PURL:

- 530/3:  : |a Also available via Internet from the IRS web site. Address as of 4/4/02: http://www.irs.gov/pub/irs-pdf/p1.pdf ; current access is available via PURL.
- 856/1:41: |3 Current edition: |u http://purl.access.gpo.gov/GPO/LPS820 |z Adobe Acrobat Reader required

- This PURL, **LPS820**, is only used in CGP for the 1998 edition of this publication. Currently, it points to a page from which the current edition, an August 2000 revision may be downloaded. There is currently no monographic record for the 2000 edition in OCLC with this class.

## When added, the public display leads users to the most current information:

-  **TITLE:**  Your rights as a taxpayer.
**PUBLISHED:**  <S.l.> : Dept. of the Treasury, Internal Revenue Service
-       **URL:**  Current edition: http://purl.access.gpo.gov/GPO/LPS820 Adobe
-               Acrobat Reader required
-  **SUBJECTS:**  Tax returns--United States--Periodicals.
-             Income tax--United States--Periodicals.
- ----------------------------------------------------------------------------
-     **LOCATION:           CALL NUMBER:                    STATUS:**
- U.S. Documents -       T 22.44/2:1/                     Enter HOL 1 for holdings
-   Lower Level
- Internet                       Electronic Resource        Enter HOL 2 for holdings

## There are many GPO records with a generic PURL and public note to look for documents from a publications list. A typical example follows: 

- http://purl.access.gpo.gov/GPO/LPS533 |z choose desired file format; select desired issue; then click on "Retrieve selected files" button to view

- It may be a safe bet to use such a generic PURL to provide online access to a title expected to remain on the online list, but this choice does not guarantee Permanent Public Access. Use of GPO's record and PURLs to individual titles would generally be seen as safer.

## Book or electronic resource?

- CIA's analysis of the Soviet Union, 1947-1991. [electronic resource]. 2001. Center for the Study of Intelligence (U.S.)
- PREX 3.18:AN 1. [[0856-A-13 (online)]].
-  http://purl.access.gpo.gov/GPO/LPS14353
- <001> ocm46936324
- <005> 20010904150331.0
- <538a> System requirements: Adobe Acrobat Reader.
- <538a> Mode of access: Internet from the CSI web site. Address as of 9/4/01:
-  http://www.cia.gov/csi/books/princeton/index.html; current access is available via PURL.

- GPO cataloged this title as an electronic resource:

## Libraries who have the printed book and seek a unified record can adapt the notes to include the Internet access on the printed book record.  Note that the 538 field becomes a 530 and the system requirements note moves to a |z subfield of the 856 as a public note. 

- 538/3:  : |a Also available via Internet from the CSI web site. Address as of 9/4/01: http://www.cia.gov/csi/books/princeton/index.html ; current access is available via PURL.
- 856/1:41: |u http://purl.access.gpo.gov/GPO/LPS14353 |z Adobe Acrobat Reader required

## The public now sees a unified record, which can include pagination (from the book's 300 field).  Holdings would display a choice of format.

- -------------------------------------------------------
-       TITLE:  CIA's analysis of the Soviet Union, 1947-1991 : a documentary
-                                  collection / Editors: Gerald K. Haines, Robert E. Leggett.
-   PUBLISHED:  Washington, DC : Center for the Study of Intelligence, Central
-                                  Intelligence Agency, 2001.
-         URL:  http://purl.access.gpo.gov/GPO/LPS14353 Adobe Acrobat Reader required
- DESCRIPTION:  vii, 310 p. : ill. ; 28 cm.

## Paper or Microfiche?

- Many libraries use non-GPO microfiche records for Congressional publications distributed in dual formats, in order to clearly reflect the format selected at that institution.
- Like the book record, above, the microfiche record may be adapted to include 530 and 856 fields which make users aware of online access points.  These fields have become quite common in GPO's records for Congressional publications and may be copied directly from the paper-format records.

## Lagniappe 

- Think outside the box in online processing.
- Work with colleagues & vendors to solve problems.
- Share information with other libraries.

## Sample Problem:

- How to process maps received directly from USGS into an online catalog when no Shipping List Service records exist?
- Working with Jim Noel of Marcive, Inc., we developed a strategy in which Library staff edit or create a brief record with these elements:

## Sample Record:

-  LTDL DONE                                                                                                            BFG0316
-                                                                                    NOTIS CATALOGING          Z05V
-  DL FMT B RT a BL m T/C   DT 02/01/02 R/DT 03/28/02 STAT mn E/L 7  DCF a  D/S S
-  SRC d PLACE xxu LANG eng MOD   T/AUD   REPRO   D/CODE s DT/1 2002 DT/2
-  CONT      ILLUS      GOVT f BIOG   FEST 0 CONF 0 FICT 0 INDX 0
-  035/1:  : |a (OCoLC)
-  035/2:  : |a **tmpI531142:46119E1TM1002001 **
- 035/3:  : |a tmp-sl-2002-10-TS
-  086/1:0 : |a I 53:11/4-2:46119-E 1-TM-100/2001
-  245:00: |a Priest Rapids, Montana, 1:100,000, BLM Ed. 2001, Surface
- Management Status, Mineral Management Status.
-  260:  : |a <S.l. : |b s.n., |c 2002?>
-  500/1:  : |a Shipping List 2002-10-TS

**Key to overlay**

## If GPO agrees with the SuDoc number assigned, this brief bib record should be replaced with a full record, like the following example, matching on the 035/3 tmp number.

**Resolution:**

- In August 1996, the vendor agreed to insert the compressed SuDoc number, as formatted above, into every vendor supplied GPO record which lacking a tmp (temporary) number based on GPO shipping list information.  Most overlay, saving time and effort.

## DL FMT P RT e BL m T/C   DT 11/15/01 R/DT none     STAT mn E/L DCF a D/S D SRC d PLACE vau LANG eng MOD   CM/TYP a D/CODE s DT/1 2001 DT/2 BME bh  RELIEF ag   SP/FORM    GOVT f INDX 1  ¢¢¢ OCoLC 007 GMD a SMD j O/R   COLOR c MED a REPRO n P/DET z POL n  020/1:  : |a 0607969105 034/1:1 : |a a |b 100000 |d W1080000 |e W1070000 |f N0470000 |gN0463000 035/1:  : |a (OCoLC)ocm48173149 035/2:  : |a (GPO)99082585 035/3:  : |a tmpI531142:46107E1TM1002000  040:  : |a GPO |c GPO |d DLC |d MvI 049/1:  : |a DLN@ 052/1:  : |a 4251 074/1:  : |a 0619-G-16 086/1:0 : |a I 53.11/4-2:46107-E 1-TM-100/2000 088/1:  : |a N 4630--W 10700/30 X 60 099/1:  : |a I 53.11/4-2:46107-E 1-TM-100/2000 110:1 : |a United States. |b Bureau of Land Management. 245:10: |a Montana : |b Melstone : 1:100,000-scale topographic map : 30 x 60minute series (topographic) / |c edited and published by the Bureau of LandManagement. 246/1:1 : |i Filing title: |a Melstone, Montana 

**Key to overlay**

## Online Resources 

- Toolbox for Processing and Cataloging Federal Government Documents http://www2.lib.udel.edu/godort/cataloging/toolbox.htm
- ALA/GODORT Cataloging Committee
- Including links to:
- Catalog of US Government Publications http://www.access.gpo.gov/su_docs/locators/cgp/
- PURL Search Form http://www.access.gpo.gov/su_docs/fdlp/tools/purlsear.html
- WEBTech Notes  http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html
- Web Search Engines, and more!
- Documents Processing Software  http://regdocs.okstate.edu/mahaf.htm