UCLA Film & Television Archive Cataloging Procedure Manual--Voyager

2.1, WITHDRAWALS AND MISSING ITEMS:

2.1.1, WITHDRAWALS:

When doing withdrawals, always check the 866 $x subfield in the holdings record to see if analytic records have been made for the withdrawn item. These records will need to be given withdrawn status as well. Also check for 501 notes in the bibliographic record or "on-reel-with" notes or the equivalent in the 866 $z NOTES: note in the holdings record. All holdings records that have been made for a withdrawn item will need to be given withdrawn status as well. Always do an inventory number search on Voyager for the withdrawn item as a double check.

Change the location code in the 852 $b subfield to ftwd, change the item status and the item type in the item record to withdrawn status, suppress the record from the OPAC, add the 'W' code to the 905 $f subfield, and create a note in the 845 $a subfield to explain the withdrawal. Delete the old location codes in 866 $z LOCATION: and in 916, but leave any barcodes in place, according to Rob, May 5, 2004. If all holdings on the bibliographic record are withdrawn, suppress the bibliographic record as well.

When making a decision about whether to do a withdrawal or whether to delete a holding instead, consider the following factors:

1. Did we make the copy ourselves? (If not, do a withdrawal, not a delete.)
2. Has the withdrawn item been copied to make another holding that is still in the collection? (If so, do a withdrawal, not a delete.)
3. Is the copy the only holding on a record we want to keep (e.g. a record with credits, summary, etc. added to it)? (If so, do a withdrawal, not a delete.)
4. Is the withdrawal being done because the item is missing? (If so, do a withdrawal, not a delete, as the item might turn up again.)

FOR COMPILATIONS ONLY:If the above has led you to decide to do a withdrawal, and if the item is a compilation with many records on Voyager:

1. If an inventory number is present in the 852 $h subfield, record it in the 866 $x subfield as OLD INVENTORY NUMBER:, add it to the 916 field, and delete the 852 $h subfield.

INTERNAL RECORDS: When you have deleted the last holding on a bibliographic record (e.g. because of mistaken identification) but we want to retain the bibliographic record in case we get a holding for that title in the future, create an internal holdings record with an 845 note beginning with 'Internal.' and giving an explanation for why the record currently lacks a holding, give the holdings record the location code (852 $b) of ftwd, change the item category in the item record to withdrawn status, add the 'W' code to the 905 $f subfield, and suppress both bibliographic record and holdings record from the OPAC.

2.1.2, MISSING ITEMS:

Only the following people are authorized to declare an item missing:

If you received information from anyone else on the staff concerning a possibly missing item, refer it to the appropriate person in the above table for verification.

Once an item has been declared missing, cataloging staff should do the following:

1. A public availability note should be made that says only 'Unavailable,' but does not give the reason.

2. A nonpublic note can give further details about who determined it was missing, when, possible reasons, etc. (does not display to the public)

3. In the staff only indexable field (916), the code MFS should be added, so that staff using the Cataloging Client can create a list of all items known to be missing (does not display to the public).

2.2, SPLIT RECORDS AND SPLIT FIELDS:

2.2.1, SPLIT RECORDS

Undo split records as they are encountered:

1. Decide which record is the fullest record and should be retained.
2. On the record to be retained, change the 'Modified record' code in the 008 field (008/38) back to _ for unmodified.
3. For records that have had to be split because there were too many holdings to list on one record:
   1. Delete all 'holdings continue' notes from 866 $z subfields in holdings records.
   2. Transfer the holdings from the continuation record(s) to the fullest record that is being retained, using the transfer function in the Cataloging Client (see SECTION 54.2, MOVING ITEMS AND HOLDINGS).
   3. When all holdings have been transferred, delete the continuation bibliographic record(s).
4. For records that have had to be split because there were too many contents to list on one record:
   1. Copy and paste the contents from the continuation record(s) onto the first record in the continuation sequence.
   2. Copy and paste all added entries from the continuation record(s) onto the first record in the continuation sequence.
   3. Remove 'record 1 [2, etc.]' segments from supplied titles, if present.
   4. Edit out 'Contents note continued from ORION record no. ___' statements at the beginning of contents fields and '...cont. on ORION record no. ____' statements at the end of contents fields.
   5. Delete duplicate holdings records (same inventory number) on records after the first, and delete all continuation bibliographic records.
   6. Delete all 'First half of cassette [or reel, etc.] only described on this record' notes from the 866 $z subfield.

2.2.2, SPLIT FIELDS

Undo split fields as they are encountered:

1. Remove 'Summary continues ...', 'Cont.: ...' and similar notes at the beginning of continuation fields.
2. Copy and paste the data in the second (third, etc.) continuation field(s) onto the end of the first field.
3. Remove '..., cont.' text at the end of the first (second, etc.) field(s).

2.3, CATALOGING PRODUCTION STATISTICS:

Each month, all catalogers should report to the Department Head the number of:

• titles cataloged per month; count a title as cataloged only after all name, title and subject authority work has been completed, including the submission of NACOs and SACOs and the inputting of full authority records as necessary on Voyager
• subject authority records submitted through SACO
• name/title authority records submitted through NACO
• name/title authority records edited through NACO (e.g. to add cross references)
• NAF records imported into our file (statistics not kept uniformly throughout the history of the Cataloging Department; this practice begun in 2001); include here headings that are new to our file but are in NAF, even if a local authority record is not made
• names and uniform titles for which authority work was done without submission to NACO (i.e., all names and uniform titles established locally) (statistics not kept uniformly throughout the history of the Cataloging Department; this practice begun in 2001)
• subject authority records added to Voyager (statistics not kept uniformly throughout the history of the Cataloging Department; this practice begun in 2001)

Each month, all cataloging staff should report to the Department Head the number of:

• new Voyager bibliographic records (inventory records) added each month in each of the following categories (count a new title and its first holdings record as 1 new title):
  • motion picture
  • television
  • Hearst non-preservation
  • Hearst preservation
• holdings records added in each of the following categories (count each holding after the first as one added holding; this practice is new as of October, 2000; prior to that time, we counted a new title with any number of holdings as simply one new title):
  • motion picture
  • television
  • Hearst non-preservation
  • Hearst preservation
• pre-existing bibliographic records that have been enhanced to add credits, summaries, and the like
• pre-existing bibliographic or holdings or authority records that have been revised in any other way besides enhancement

UCLA FILM AND TELEVISION ARCHIVE CATALOGING DEPARTMENT

STATISTICS REPORTING FORM

Name:

Month and year:

No. of inventory records new to Voyager:

• motion picture:

• television:

• Hearst non-preservation:

• Hearst preservation:

No. of holdings added to records already in Voyager:

• motion picture:

• television:

• Hearst non-preservation:

• Hearst preservation:

No. of enhancements (e.g. addition of credits or summaries) made to existing records in Voyager:

No. of other changes (e.g. change in location number, condition, etc.) made to existing records in Voyager:

No. of titles cataloged (catalogers only):

No. of collection level records created (catalogers only):

No. of NACOs submitted (catalogers only):

No. of NAF records edited through NACO (e.g. to add cross references) (catalogers only):

No. of pre-existing NAF records for names (personal and corporate) copied into our local authority file (catalogers only):

No. of pre-existing LCSH authority records copied into our local authority file (catalogers only):

No. of local authority records (i.e., not submitted to NACO) added to our authority file (catalogers only):

Highest bibliographic record number at end of month:

Highest authority record number at end of month:

Highest holdings record number at end of month:

Highest item record number at end of month:

COMMENTS:

2.4, BACKLOG PROCEDURES

2.4.1, STATISTICS:

Statistics about the size of the backlog should be the responsibility of the archivists and be derived automatically from the Labelling/Processing Filemaker database.

2.4.2, BACKLOG DATABASE:

The old backlog database created by Susan Wester is frozen and is no longer being added to; instead, minimal level records are being added to the Labelling/Processing Filemaker Pro database and to Voyager itself. As a matter of policy, we will not delete any records from the backlog database, even when they have been input on Voyager, so that we have an archival record of what used to be in the backlog.

2.4.3, INPUTTING PRIORITIES:

The following types of inventory form should be given priority for input:

• The paper backlog (paper records that are not in the Labelling/Processing Filemaker database). Skip over the Deluxe Collection, which might be withdrawn. Prioritize 35 mm. and 16 mm. prints for programming, obscure titles not readily available on DVD, and motion picture holdings over television holdings.

• All reproductions made by UCLA of titles already in the collection, including VA (VHS) cassette tapes at ARSC and preservation titles made by either the television tape transfer assistant or the telecine technician in Commercial Services

• Holdings for titles preserved at UCLA, including both prints and preprint; these should be input from databases set up by Nancy Mysel, not from the Labelling/Processing Filemaker database

Items to be given lesser priority:

• Deposits; consider inputting extremely minimal records for deposits, possibly with an exception list, e.g., things on deposit from David Packard.

• Do not input item level records for titles in collections that are represented by collection level records in Voyager unless the title has been preserved by UCLA.

• Inaccessible holdings such as preprint and Vitaphone discs.

2.4.4, INVENTORY FORMS TO BE GIVEN TO CATALOGERS:

The following types of inventory form should be given to the catalogers for inputting:

• VA (VHS) cassette tapes and VD videodiscs at ARSC that are not reproductions made by UCLA; give these to the Cataloging Supervisor or the Assistant Cataloger for sorting

• all UCLA preserved titles that are not yet designated UCLA preservation in Voyager; give these to the Cataloging Supervisor or the Assistant Cataloger

• all DGA Collection titles (SPAC code DGA); give DGA Collection titles to the Assistant Cataloger

• Hearst Newsreel Preservation holdings; save these until such time as the involvement of the Cataloging Department and Voyager in the provision of public access to Hearst newsreel materials has been determined

2.4.5, BACKLOG INFORMATION:

The main backlog is kept in inventory number order in numbered boxes, with one sequence of boxes for television and one sequence of boxes for motion picture inventory forms. In addition, the following types of material in the backlog are kept in correspondingly marked file folders in the brown carton marked "Backlog-lists"; materials in the folders need not be kept in inventory number order:

• Commercial Services tape lists

• Withdrawn ("junked") Commercial Services tape lists

• Hearst safety material synopsis sheets

• Denove Collection

• IBA commercials

In addition, Commercial Services lab. orders are kept in the banker's box so labelled; they need not be filed in inventory number order.

2.4.6, BACKLOG TROUBLE-SHOOTING:

Finding materials in the backlog is the responsibility of the archivists.

2.5, EQUIPMENT--MAINTENANCE:

2.5.1, Computers, network

Notify the following Archive staff of problems with computers or the network that you cannot solve yourself:

• Fernando Florencio.

2.5.2, Printers

If a printer needs repair, notify Fernando Florencio.

2.5.3, Voyager problems

• Report problems to Voyager User Services: 1-310-825-7557 (7 A.M. to 5 P.M., M-F)
• OR report problems to the LIS-contact email address for the Cataloging Client or the LIS-OPAC email address for the OPAC
• Fax print-outs of problem screens to: 310-206-5337
• Report public-service related problems after hours to: 310-998-3444 (24 hours a day, 7 days a week)
• Informational queries about the Cataloging Client: CatClient-Help
• Sharon Shafer phone number: 1-310-206-4066
• Sharon Shafer email address: Sharon Shafer
• Check for information at Endeavor itself: Endeavor Support Web; see Martha for user ID and password, if you don't have it already.

2.6, NEW EMPLOYEE ORIENTATION CHECKLIST:

2.6.1, Beforehand

Get BOL id

Set up Voyager permission (on the Web) so that new staff can go to the same site and establish a password for editing Voyager

Make sure current build of the Voyager Cataloging Client is loaded on their work station

Make sure the MARC tags tables have been installed on C:\Voyager\Catalog\TagTable\oclc

Set options/preferences in Voyager:

General tab

Check 'Add subfield 'a' to new field.'

Validation tab

For Cataloging formats: select 'Oclc'

Uncheck (if necessary) 'Bypass MARC validation'

Uncheck (if necessary) 'Bypass MARC21 character set validation'

Uncheck (if necessary) 'Bypass decomposition of accented characters for MARC21'

Check 'Bypass Authority Control Validation'  [for non-cataloging staff only]

Folders/files tab

In Folders/Template type: N:\Group documents\Cataloging workforms

Workflow tab

Check 'Automatic truncation for non keyword searches' [or our left to right title searches will not work]

Get Khai to assign them a network logon id plus provide access to:

Backlog database

Donor/depositor database

CPM

Group documents folder on the Vaults network (cataloging workforms)

Catalogers' Desktop and Class Plus

Microsoft Outlook Email

BOL proxy server on Internet Explorer

Obtain key a day ahead of time from Rosa

Obtain parking pass, if needed

Memo to staff to introduce the person

Have a mailbox made for the person

Have a line added to the sign-in sheet for the person

Assign phone intercom number

Give the person's name and job title to the director's assistant to add to the staff roster and ask her to give the person a copy of the Vaults Procedure Manual

Print out: editing handouts; how to search handouts; indexed fields lists

Xerox phone usage instructions

2.6.2, First day

Key

Mailboxes

Mail pouches

Delivery vans

Mail code (TAH-5)

Campus mailing address:  302 E. Melnitz, 132306

Sign-in/sign-out sheets

Timesheets (available in supply closet)

Phone number

Phone messages

How to set up Voyager password <http://litstage.library.ucla.edu/vger/step_1.html>

How to search backlog database

How to search donor/depositor database

Supply closet

Bulletin board

Staff lounge

Refrigerator and microwave

Restrooms

Vending machines

Brochure

Melnitz Movies schedules

Comp tickets

Library cards

UCLA benefits information

Tour of departments at the Vaults; introduce to each supervisor:

Eddie, Rene, Ronda

Rob

Todd

Dan, Marla

Rosa

Introduce to rest of cataloging staff (Andrea)

Arrange for tour of ARSC with Mark

Arrange for tour of Commercial Services (Ryan?)

Arrange for tour of Seward (Jere? Nancy?)

Arrange for tour of SRLF

Arrange for informational session with Rene and Rosa to go over security (nitrate safety, etc.) and benefits

Arrange for Voyager training (in the Library?)

Explain history (ORION1, then TAOS, then Voyager; some records still refer to older record number schemes)

Ask for address, phone number, birthday

Cataloging procedure manual online (CPM); NOTE: CPM is configurable (make your own table of contents)

Reference books

Statistics

Backlog and backlog database: old forms and new forms; preprint, print, video, audio

6 hours on terminal with a break every hour

Cataloging meetings

Editing done by other staff

2.6.3, Cataloging concepts to cover

CPM: How to enter an inventory form; old and new forms

Inventory vs. enhance vs. full cataloging

The inventory process in general

Newsreel complexities:

Commercial Services

Newsreel Preservation

Counting inventory forms; statistics

Editing in Voyager; Voyager workforms

Uniform titles to add parenthetical qualifiers, remove articles from episode titles; 245 first indicators = 1 if no 130, 0 if 130 present (and report uniform title authority records needed)

How to delete a holding (first delete the item, then the holding).

Searching in Voyager

Search each director or other name and use form already in catalog if found on authority record or on a full cataloging record; otherwise report to cataloging supervisor for establishment

How to recognize a full cataloging record (give to cataloger); examples, 473, 76852, 126144

Search each title to see if there are conflicts; uniform title needed? (report to cataloging supervisor)

Search each inventory number to catch duplicates

How to set up the first episode of a program new to Voyager: give to cataloger, or input the standard credits from Brooks on the first episode of a television series, then clone that record for subsequent episodes; decision whether to arrange episodes by title or date

How to clone an existing episode to create a record for a new episode of the same program. Beware: cataloger adds to record input by LAIII; if you clone such a record, copy only what is common to all episodes

Upgrading old records; remove 710 for network; notes in correct order

Versions vs. copies, especially videodiscs and DVDs

Foreign language films and TV shows: give to cataloger

Availability determined by archivists

Supplied title rules

Contents notes

Analysis

Reproductions: align original and reproduction (same condition notes, playing time, etc., on both); add new playing time to bib. record.

Last modified: February 16, 2012, my