The basic idea is to see whether we already own these. If we do not own them, then we need to give detailed info to Technical Services so they can get the book processed properly.
Here’s what Tech Services needs to know:
- The call number we want to use. It may be a SuDoc, LC or Dewey number.
- The location where the document should be shelved.
- For example, you can say “DOCS,” or “ceiii,” offsite storage, etc.
- If the doc fills a gap serial that has been reclassed from SuDoc to some other classification, print off the first page of the MERLIN record so that they can see where all the other issues are and get the issue entered on the proper record.
- If the SuDoc number on the piece is wrong, Xerox or print off a page from a finding aid like CGP, the Monthly Catalog or Andriot that confirms what the call number ought to be.
Checking the Accuracy of the Sudoc Number on the Piece
- Use Andriot to determine whether or not the SuDoc the selective had assigned was correct. When using Andriot,
- Check the name of the agency in the entry against the name of the agency on the publication. They should match exactly.
- Check the dates that the agency was formed and disbanded. There must be correspondence between that and the publication date on the doc.
- Check the doc carefully to see whether it is a monograph or a serial. If it is a serial and the Andriot entry doesn’t look quite right, browse the other entries for the same agency to see if another is a better match.
- If the document is dated before 1909, then consult the 1909 Checklist to see if the call number assigned by the selective looks correct.
- Make note of any alternate SuDoc numbers which may in fact be the correct number.
- If you find a different Andriot entry that you suspect is correct and you think that the selective had assigned the wrong SuDoc, check MERLIN and the Docs shelflist under other SuDoc numbers you suspect may be correct.
Doublechecking MERLIN and/or the Shelflist using the Additional Info on the Cover or Title Page
It is not uncommon for selectives’ exchange lists to give titles which are not findable in the UM LIBRARIES CATALOG. For example, the selective might have provided the title of an individual bulletin whereas we cataloged the series only with the title “Bulletin.” Look carefully at the cover and title page of the docs when they arrive and see whether they appear to be part of a series. Check for series titles in the UM LIBRARIES CATALOG. This is one of the most common ways to miss things that we own.
When checking MERLIN, remember that a single series may be on multiple records if there was the slightest change in the title or the agency name. Look for “Continues [from]” and “Continued [by]” links in the bibliographic record. Click them but do not trust the results completely – they only work about half the time, if that. They can provide the clue that there may be another record in the UM LIBRARIES CATALOG and they signal to us that more in-depth checking in the UM LIBRARIES CATALOG may be necessary. At this point, another check of the shelflist might save a lot of time bumbling around on the computer.
Keep in mind the parts of our SuDoc collection which have not been 100% catalogued. The Catalog Dept keeps a running record of the progress on their website. If the doc is in a part of the collection not yet catalogued, it may be necessary to go out and double check the shelf under the alternate SuDoc numbers you uncovered during your investigations.
Remember that for a period of time including the 1950s, some documents were simply put out on the shelves without being included in the main card files or in the shelflist. In other words, we have no record of owning them and finding them on the shelf is the only way that we know we have them.
Once the call number has been verified, if we still appear not to own material, consider checking the Superseded List. If we do not own a run of serial material dated after 1988, this might be why. Get to know how the Superseded List works – the “R” in the “Regional” column means that Regionals must keep all.
- Monthlies might be superseded by annuals which have a different title and different SuDoc. The Superseded List would indicate if this is the case.
- The rules might say that Regionals need keep only the latest edition.
- Monographs can be superseded if a revised edition was printed later.
- Serials can be superseded if each issue of the new serial includes all the old information plus more.
- Remember that the Superseded List is old and librarians now have the authority to make their own supersede decisions based on these principles.
Odds 'n' Ends
- Consider checking the Monthly Catalog to find the original SuDoc number that was issued. Web Tech Notes (online) records corrections to call numbers.
- We do not have to keep old errata pages if we do not own the base manuals.
- If you determine that we already own certain docs, we can simply recycle them or we can relist them on an exchange list of our own if we think they may be valuable to another library.