Organization: University at Buffalo
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Approved-By:  Bennett Crook <BCROOK@WAYNEST1.BITNET>
Newsgroups: bit.listserv.govdoc-l
Date:         Thu, 28 Jan 1993 14:50:58 EST
From:         JUDITH HOPKINS AT SUNY BUFFALO <ULCJH@UBVMS.BITNET>
Subject:      Re: Loading Marcive tapes into LUIS or separate file

----------------------------Original message----------------------------
   The State University of New York at Buffalo is a NOTIS library.  We
loaded the MARCIVE GPO tapes (we have the retrospective and a subscription
to the current ones) as a separate Institution Group (for non-NOTIS
libraries that means the records are NOT part of the OPAC).  We have
not listed them as a separate menu item either.  They are available
only as a resource file in staff mode.

  We have two depository libraries (the Law Library and Lockwood Library,
the Social Sciences and Humanities Research Library) and are the largest
selective depository in New York State.   The documents received by
Lockwood are shared with the Science and Engineering Library, i.e.,
publications of certain agencies are shelved in SEL.   In the past
certain documents were removed from the documents collections, cataloged
and classified according to LC, and shelved in the general stack or
reference collections.   Because of this mixture of locations and the
presence of catalog records for some documents we decided to treat
the MARCIVE file solely as a resource file.    Staff in both the CTS
Acquisitions Dept. and the Cataloging Dept. are working  on the
title-by-title cataloging of the retrospective collection (and, using
a different workflow, the currently received depository items).
Cataloging has a staff of 26 (of whom 4 are original monograph catalogers
and three are serials catalogers) while Acquisitions has a staff of 22 (of
whom 3 are professional librarians).   I am not up on which of the staff
is involved with the documents cataloging nor on what proportion of their
time they spend on it.

   We search the retrospective holdings, title-by-title, against the
file of MARCIVE records and derive titles found across to the production
region of NOTIS (in the absence of a MARCIVE record we search OCLC and
pass a record into NOTIS or we perform original cataloging).  We provide
call number and location information to the record in the production
region, including consolidating serials holdings under the most recent
class number (SuDocs).  All monographs, non-periodical serials, and bound
periodicals are then liked with a barcode to the corresponding
bibliographic, copy, and volume holdings records.   The end result is
that we have clean records in the OPAC which conform to the same standards
we follow for other materials.

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Judith Hopkins                            VOICE: (716) 645-2796
Technical Services Research and Analysis Officer
Central Technical Services                FAX:   (716) 645-5955
Lockwood Library Building
State University of New York at Buffalo   BITNET: ulcjh@ubvm (OR, ubvms)
Buffalo, NY  14260-2200              INTERNET: ulcjh@ubvm.cc.buffalo.edu
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