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Date:         Fri, 21 Aug 1992 12:01:02 EDT
From:         ES02@SWTEXAS.BITNET
Subject:      Results of MARCIVE/OCLC surv. pt.2

----------------------------Original message----------------------------
This is part 2 of the report on the government document survey conducted
by Southwest Texas State University this spring/summer. Part 1 should have
been received earlier in the list. It concerns comparisons between MARCIVE
and OCLC GOVDOC. If you need more information, please e-mail via bitnet,
call, or write. BITNET:  ES02@SWTEXAS. PHONE: 5l2-245-3005
                ADDRESS: Elaine Sanchez, Cataloging Dept., Albert B. Alkek
                         Library, Southwest Texas State University, San
                         Marcos, TX   78666-4604

Please note that all responses have been condensed, and do not reflect
the views of SWTSU. They are the responses of l2 libraries that answered
the survey, and are complete as listed.

                STAFFING OF GOVERNMENT DOCUMENTS
              DEPARTMENTS WITH TAPELOADING SERVICE
This report consolidates responses to the SWT survey regarding the
utilization of staff in processing government documents, managing and
maintaining tapeloaded bibliographic and resulting authority records,
item record creation, circulation, and reference services. The
last section notes the organizational structure of Government Document
departments in the surveyed libraries, when this was discerned. Names of
libraries responding have been removed, but each individual paragraph
or line represents a separate library. If you wish more information,
please contact me via bitnet, mail or phone. I will need to contact the
sites to see if they mind my giving out their names, or allowing me
to send their response to you.

PROCESSING GOVERNMENT DOCUMENTS
Check in on online system; if no matching bib, go ahead and write call
no. put on item, enter information into pc file, send item to shelf
without barcode; when bib record comes in, pull item and barcode;
check pc file periodically to find items that may have been missed.
If there is a matching bib, barcode the item, add call no., shelve.
They receive a printout of the monthly tape to double check that items
are coming in according to profile, separate maps to go to the map
room.

All publications are barcoded and shelved immediately, a matching
barcode label is put on the shipping list next to any that are
unlinked and these are checked again after new tapeloads. Microfiche
are not barcoded; shipping lists are marked to indicate those that
still need to be linked.

They receive them, send them for binding and copy cataloging in the
cataloging dept., the cat. dept. then barcodes, labels, and return to
govt. docs. However, govt. docs. staff will barcode and creat item
level records for inprocess records that are RUSH items.

Govt. Doc. processing is done by 2 clerks in Technical Services.
The shelflisting/processing is done in technical services - they
checkin, claim, and barcode there. The public area Govt. Docs., is
staffed by 3 assistants, and 3 rotating librarians that serve in
documents/public service.

All govt docs are processed through the Govt. Doc. department -
receive, inventory, shelflist, label, barcode, shelve.

l. Open box, stamp and label. 2. Check in serials on Innovacq.
3. Check monographs against DRA, barcode if found, shelve.
4. Create short records for monographs not found, barcode, shelve.
Tapes rovide full cataloging records which are used as soon as
loaded.

They create online short bib records, and overlay with full records.

MANAGING, MAINTAINING TAPELOADED BIBLIOGRAPHIC RECORDS
This site gets advice and assistance with bib records, but govt. doc.
staff do the editing and maintenance on these records.  Regarding
duplicate serial and monographic records, when these are identified,
the serial record is edited, holdings info is added, and the
monographic record is deleted. Particularly for annuals, they have
turned a monographic record into a serial record, put holdings on it,
and deleted the monographic record.

We don't catalog pamphlets (i.e., little fliers that get put into
an ephemera file) and the records stay in the database, so this causes
questions. At this institution, the materials are received,
shelflisted, and then sent to Cataloging for the copy cataloging
staff to work on. This creates a little backlog, and the materials
are not available to patrons while in Cataloging, although the records
are already online.

This library doesn't get serial records in their tapeloads.

Technical services staff alert documents staff about duplicate OCLC
records, and gives us (govt. doc. staff) the responsibility of
sorting them out and recommending deletion.

We create short records and overlay with OCLC records. Short records
give us call number, item number, title and date access plus allows
barcoding of item on receipt. Duplicate monographic set records and
individual monographic title records are treated as analyzed sets.
Serials records for the present reside in Innovacq. When we load,
we will have the serial record with the individual monographic
titles barcoded.
This library receives a print out of unbarcoded titles, which is
sent back to documents staff for linking, every 6 to 8 weeks.

AUTHORITY CONTROL
GPO is a NACO participant, and follows AACR2. They receive all LCSH
on tape, and many of the GPO headings are already in the LCSH tapes.
There are new headings, and conflicts, generated by the tapeload.
NOTIS systems have a duplicate record report, which generates more
information. NOTIS also has a new headings report that  the
Database Management section of the Cataloging Dept. uses. The
Cataloging Dept. DBM cleans up these problems, especially names and
series.

Tech Services staff don't exercise authority control, unless they
find a problem. If they do find one, they tell the govt. doc. staff,
and the govt. doc. staff fixes -- this is especially true for
personal names.

Technical Services staff has authority control.

Technical Services uses the MARCIVE monthly paper printout to assist
in authority control.

We purchased authority control tapes from MARCIVE, but didn't know
that the tapes needed special processing before being loaded into
the NOTIS system. Had we known, we could have had MARCIVE do the
processing.

Have not had our tapes processed for authority work yet.

Global changes for headings are used by technical services staff.

ITEM RECORD CREATION
Govt. doc. staff create item records, mark pieces, shelve. They add
copy, vol. numbering in item records.

This site creates item records, and has been circulating online since
April l992. One the fly is done for older documents with bib records
but no item records/barcodes. Item records are mostly flagged
(action date) for relinking after due date.

Item records are created at the point of processing.

All docs (mono and ser) were randomly barcoded before online records
were purchased. Permanent item records were created in a batch for
the MARCIVE retrospective records. Barcode numbers for monographs are
added to the item records in these ways:
        a. by the librarian, in a systematic maner (A-Z)
        b. by the librarian and clerks, when a doc circulates - on
        the fly

They create item records for the short records (that they also create),
which are linked to full records when tapeloaded.

CIRCULATION SERVICES
Non-serial volumes are circulated - reference and serials are not.
All circ is done online, except when system is down. On the fly
circulation is done by circ. staff, and when the item is returned,
govt. doc. staff fully process it.

One the fly records are put in for pieces that circulate before
their full records are loaded. When the documents are returned,
full records are usually found, and the brief records deleted. We
do not have the budget, nor feel the need, for a commercial
temporary record service.

This site barcodes when they circulate, or on the fly. When it's
returned, it's linked to the right bib record.

Unbound periodicals are circulated manually, bound volumes and
monographs are circulated online using item records.

Most current docs are circulated online. Fiche don't circulate.
Problem documents are charged manually. Older documents are
circulated on the fly, and are converted when they return.

This library doesn't circulate - they buy a copy for the regular
stacks if they wish to circulate it.

All are circulated online, unless there are computer or patron
id card problems - then it's manual.

Circulation of documents are handled in documents, and this is
a lot  to do. Manual checkout is used for select series until we
can barcode the entire series. Some on the fly is done.

Govt. docs. are circulated online, and via on the fly.

This library circulates mainly online, and on the fly for problem
documents. $40.00 replacement fee for lost materials.

REFERENCE SERVICES
Reference services are provided by the Reference division -
librarians and classified staff.

GOVERNMENT DOCUMENT DEPT. ORGANIZATIONAL STRUCTURE
Document processing is done by 2 clerks in the Technical Services
Dept. They shelflist, checkin, claim, and barcode govt. docs. The
public area govt. docs. is staffed by 3 assistants, and 3 rotating
documents/public services librarians.

Documents has its own tech services staff, they do all circulation,
item record creation, maintenance.

Separate processing unit for tapeloaded govt docs.
Comments: Gated by NETNEWS@AUVM.AMERICAN.EDU