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Date last updated: February 223, 20242026

Date of next review: February 2025toc2026

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Table of Contents

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Definition of copy cataloging

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

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.
Scan the bibliographic record for mistakes in tags or filing indicators, and typographical errors, or missing information. Correct only obvious any mistakes which would affect access. Consider the cataloging rules under which the record was created (e.g., AACR2, RDA) when determining if something is truly an error. Err on the side of not making changes if there is judgment involved.
Verify access points and perform authority searching for additional access points if needed.
If there is no LC call number in the OCLC bib record, if there is only a series classed call number which we will not be using, or if the call number in OCLC is noticeably incorrect, you may add the LC call number we will be using. The 050 is repeatable in OCLC; use first indicator blank and second indicator 4. Do not delete any existing call numbers in , unless they contain obvious typographical errors, from the OCLC record.
If you add or update any fields, you must replace the OCLC record in order for these changes to be imported to FOLIO. Do not delete or edit any fields unless they are truly erroneous. If in doubt, consult a cataloging supervisor before making changes to the OCLC record.
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.
Follow the standard cataloging workflow in FOLIO, coding statistics for copy cataloging.

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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.
Scan the OCLC bibliographic record for mistakes in tags or filing indicators, and typographical errors. Be alert for additional bibliographic information appearing in later volumes that may not have been included in the bibliographic record at the time of original cataloging, for example -- a change in editor or publisher in subsequent volumes. Additional 260 or 264 fields may be on records, particularly PCC records, reflecting imprint variations with a first indicator of 3 being the most current. 500 notes reflecting imprint variations are still acceptable.
If the multivol was originally cataloged as a monograph, do not convert the record in OCLC to a multivol record. If no multi-vol record is found in OCLC, derive create a new record for the multivolume work.
Verify access points and perform authority searching for additional access points if needed.OCLC will automatically add |dCOO to the 040 field if you make any changes to (replace) the OCLC record.
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.
Follow the standard cataloging workflow in FOLIO,
Add holdings statements in holdings records and enumeration to item records as appropriate.

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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.

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.
If there are egregious errors in a CIP or PCC record, route it to a cataloging supervisor.

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 only 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.
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.
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.
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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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).
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.
Write the call number in pencil on the inside cover in the top left corner for hardcover books or in the center 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 itemsbooks, see Call Number Examplesnumber examples.
When sending items that should be bound together to Conservation for treatment, note the treatment in the appropriate area of the location flyer.
Place all items on the appropriate Physical Processing trucks.