Cataloging and Metadata Services Unit: CAS Workflows

Steps overview

1. Access Services receives damaged item
2. Access Services student fills out Item for Cataloging flag
   • leave flag in book on Damaged Items shelf
3. Access Services supervisor fills out Review section of Damaged Item flag
   • change item process status to CO (being repaired)
   • ​leave on For Cataloging shelf
4. Cataloging students check For Cataloging shelf and bring those items downstairs, place on Damaged Items shelf in Cataloging
5. librarians fill out Recommendation section of flag
6. either withdraw or take to Acquisitions

Fill out Review section

1. Write the title of the item at the top of the Damaged Item Flag, and write your name and date
2. Go to catalog.umd.edu
   1. Search for the title
      1. i.Choose “title beginning with” from the drop-down menu and type in the title, leaving out leading words like “the,” “a,” or “an.”
      2. ii.If it is a common title or there is difficulty in finding the correct title, use advanced search to add author, year, etc.
   2. Once the title is located, click on it to open the record
      1. Compare title, author, and publication date to make sure the record matches the item
      2. If there were other LNDL records for books with the same title and author when you searched, circle Y for LNDL has other editions; otherwise N
   3. Under “location” click on “Holdings” to see if there is an EAST or USMAI holding note
      1. “EAST Project Holding” circle Y for EAST holding note
      2. “USMAI Shared Print Retention” circle Y for USMAI holding note
   4. Under “all locations” click on “Availability”
      1. Circle Y or N for LNDL has other copies
      2. Note how many USMAI libraries besides LNDL have the item # of other USMAI holdings
   5. If this is a numbered volume (v.1, v.2, etc.) or if there is a label for “series note” or “series”, circle Y for LNDL has set/series; otherwise N
   6. Next, click on “MARC tags”
      1. Under the label “035”, copy just the numerals of the OCLC Number
3. Go to eastlibraries.org
   1. In the search box select “OCLC Number” from the drop-down menu
   2. Copy and paste the OCLC Number into the search bar and search for the item
   3. Note how many libraries besides LNDL are retaining the title on the form # of other EAST holdings
   4. If “Digital Surrogates: Hathi Public Domain” is present, circle Y for HathiTrust public access
   5. Click on the OCLC Number that is hyperlinked on the results page, which will redirect you to the WorldCat record
4. At worldcat.org record
   1. Click “OCLC FirstSearch”
   2. Find “Libraries worldwide that own item” and write the number OCLC Holdings total
   3. Click on “Libraries worldwide that own item” and write down an estimate of how many libraries in the DMV (DC, Maryland, and Virginia) area own the item OCLC Holdings DMV
5. Go to Aleph
   1. Select the item tab and scan the barcode
   2. Select “Circulation Log” from the side bar
   3. Under “Circulation Log List” narrow the results down to “Regular loan” as well as renewals and then select “Filter”
   4. Write how many results there are by individually counting them in Circulation Aleph
6. Go to greenglass.sustainablecollections.com
   1. login with LNDLCat-Metadata@loyola.edu / C@Sdept
   2. Under “Collection,” click “known item search,” select “Barcode #,” and scan barcode, click green arrow next to result to expand information
   3. Under Local transaction data – title level, Recorded uses, write down number for Circulation Greenglass

There is no formal procedure for lost items as of November 2019. Access Services checks them out to the tracer patron. Cataloging has been setting the IPS to MI (lost), but Access Services needs to be alerted to check them out to the tracer patron. Searching for lost and missing items is an Access Services responsibility. Once they are done searching, Access Services needs to "check in" the lost items so Cataloging can delete them. If a lost item is found, Access Services needs to check it back in and alert Cataloging so we can make sure the IPS is blank.

Steps overview (proposed)

1. someone realizes an item is lost and changes IPS to MI (lost)
2. conduct two searches over a couple months
3. declare item is officially lost and change IPS to RM (reported missing)
4. fill out Review section of Lost Item form
5. once a month librarians will decide if we will replace item
6. either withdraw or send request to Acquisitions