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Date of next review: February 2026

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Definition of copy cataloging

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Code as copy cataloging if you are working with existing copy that is full or mostly full but cannot be fast-cataloged. This includes records that lack LC-type call numbers, records that are full but not coded as such, multi-volume monographs. You may also be adding or updating notes, adding or updating vernacular or transliterated script.  See also: Recording Statistics.

A. Items lacking usable LC-type call numbers (core and full level cataloging) and Items in non-book formats and microforms

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1. In OCLC, verify that the bibliographic record matches the item in hand (including format).  If the record does not match, an original record needs to be created.
1. Additionally, if there is a $n in the 245 field, the item generally should be treated as a multi volume work and cataloged on an appropriate multi-vol bib record. There may be exceptions, for example, if cataloging as a multi-vol will impede subject access. If in doubt, consult a cataloging supervisor.
2. If there are egregious errors in a CIP or PCC record, route it to a cataloging supervisor.
2. In OCLC, scan the bibliographic record for mistakes in tags or filing indicators, and typographical errors. Fix the problem that excluded the item from fastcat treatment, doing authority searching for headings you may need to add or change. Correct obvious mistakes which would affect access, or cause possible duplication. Consider the cataloging rules under which the record was created (e.g., AACR2, RDA) when determining if something is truly an error. If in doubt, do not delete anything that is not blatantly wrong. 
3. Two check records, that is those items requiring an original record to be derived from another full record in which an element does not match, such as date, edition, pagination, place of publication, etc., should be created according to the rules of cataloging from which the item is derived, e.g. AACR2 or RDA. Create these records using the Derive function in OCLC Connexion. Always add 336, 337, and 338 fields (using macros) even for records that are not coded RDA.
4. Keep in mind that any changes you make will be reflected in other libraries' catalogs. Add useful data. If it's isn't broken, don't fix it. Do not introduce errors. Don't overthink things. 
5. Update the Holdings record in FOLIO, assigning a call number based on LTS Conventions for the location in question (e.g. LC-type call number, accession number, etc.). Add holdings statements in holdings records and enumeration to item records as appropriate.
   
   

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1. In FOLIO, make sure you have added the appropriate instance status and cataloged date (if applicable) and Transaction data notes  (see Inventory: 948 replacementTransaction data notess and LTS Procedure #21, Recording statistics).
2.  Create an item record if there isn't one already (see I nventoryInventory: Item records) and follow LTS Olin Conventions   for pre-physical processing of the piece(s) in hand.
3. Write the call number in pencil on the inside cover in the top left corner for hardcover books or in the top left corner of the t.p. verso for paperbacks, making sure to consider legibility and allow for binder's trimming. Adjust as necessary. For examples of how to write call numbers in books, see Call number examples.
4. When sending items that should be bound together to Conservation for treatment, note the treatment in the appropriate area of the location flyer.  
5. Place all items on the appropriate Physical Processing trucks.
   
   

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