Elements
The Hanover books spreadsheet on Box (“Hanover House Books”) is based on the original book list which gave Title, author, volume and date. We have expanded it so there are columns for Author/Editor, Publisher, Edition, Date, Notes.
There are administrative columns for Cataloged? OCLC# and save file number.
I’m experimenting with a workflow that would go like this:
Using expanded access points listed above, do pre-searching of OCLC so that the time at SCA will be concentrated on verifying the match (book to record), setting holdings to OCLC, exporting to Alma, creating holdings and items, recording annotations and inscriptions found in the books, and leaving the books with a locket with barcode laid in.
The book is not “cataloged” until all steps are completed.
Pre-searching in OCLC
Use access points from the spreadsheet to narrow hits to just a few records. The selection criteria would include; print book (not electronic); higher encoding level records, records having LC Classification. We are not going to do revisions/upgrades of records, other than adding call numbers to records that happen to lack them.
1.a. How to save to the Online Save file.
With a bibliographic record open, Select Action on top menu. Save Record to Online File (also Ctrl+Alt+V)
A message will appear indicating the record number in the Online Save File.
How to get to the Online Save File. From top menu, select Cataloging, choose option Search, the Online Save File (or Ctrl + F3). A search screen will open that looks much like the one for searching WorldCat. The quickest way to the full list is to press OK at the bottom of this box. A list will appear with columns Save # ; Contributor/Creator ; Title, and other columns. Find the record that you just saved to the file. (Remember the number. Or, pick it out by title, etc.) Double clicking on a record opens it.
Since this is a shared file (with other catalogers working in it, such as original cataloging records, we will mark Hanover work with a 099 field and the word Hanover.
1.b Adding a field. You add a field by hitting Enter when your cursor is at the end of any field. Let’s assume that the cursor is at 090. Hit Enter, fill in the first column in the new line with the tag 099, tab twice or just click over the two indicator columns to the variable field ($a is assumed), and type Hanover. Action, Save Record to Online File resaves the record to the file. Now the record is marked as a Hanover project record.
Back to the spreadsheet: Add the OCLC number and Save file number to the column for the title. If there are multiple volumes listed, list the same OCLC no. and Save file number for each.
Verify match against the book in hand
The plan is to use the Online save file set of records to compare to the book in hand. I’m calling these presearched records “candidate records” because the searching was done without the resource in hand, and must be verified, like any of our cataloging. Once the match is verified, set the holdings, then export to Alma
2.a. Setting holdings
With the record open, Action > Holdings > Update holdings. You will then notice that the record will show the message “Held by SEA – x other holdings” beside the OCLC number.
2.b. Exporting to Alma
(This is the same process as exporting any record from WorldCat, but now we are exporting from the Online Save File)
With the record open, and assuming that you have the export profile pointing to the Alma IZ, Action > Export will export the record to Alma IZ. A box will appear with a message. If an MMS ID is displayed, the export was successful.
Once an online file record is exported, the record leaves the Online Save File list.
Work in Alma (brief overview)
3.a. Find the exported record in Alma
3.b Add holdings record
3.c Add item record
Enter barcode in item record
Affix barcode to locket tag
3.d. “Share with network” (IZ record acquires the “triangle” Network zone icon in the IZ record, and the IZ “house” icon when viewed in the NZ.