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Written Directions for Cataloging WISR’s Library Books

(Last Updated: July 27thh, 2015)

1. Step 1: Open the following websites/programs on a computer using an internet browser of your choice.

a. http://libraryworld.com/ i. This is WISR’s cataloging system.

b. http://catalog.loc.gov/ i. This is Library of Congress’s catalog. ii. Please have this site available in another window or tab ready for use if

necessary.c. https://www.worldcat.org/

i. This is a website that searches for books in libraries throughout the world.

ii. Please have this site available in another window or tab ready for use if necessary.

d. MS Word or another word program of your choice.i. Copying and pasting from the web may be necessary, and sometimes it is

difficult to copy and paste exactly what you need from the web.

2. Step 2: Login to Library World a. Login as yourself into Library World using your Library World user name and

password. b. Click on “WISR” to access WISR’s library catalog area.

3. Step 3: Get a book from a shelf.a. Chose a book that is not cataloged.

i. Books that are cataloged have sticky notes or printed spine labels on them.

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4. Step 4: Do a brief examination of the book.a. Examine the following items for a given book:

i. Overall condition of the book1. If a book is not in good, usable, or readable condition, place a

sticky note on the book noting what you see and place the book on top of the shelf where you got it from. Cynthia will take care of it from there.

ii. Covers 1. Look at the title, authors, edition, series statements, volume

numbers, description of the book, and bar codes on the back of the book covers (if they exist).

iii. Title pages 1. Look for title, authors, editions numbers, series statements, and

publication information.iv. Copyright page

1. The copyright page is usually at the front of the book2. If there is no copyright page, place the book on top of the shelf

where you got it from so Cynthia can deal with it later – get a new book and start the cataloging process over from the beginning.

3. This will have detailed information about the book such as authors, publication information, edition statements, series statements, volume numbers, ISBN numbers, and information from Library of Congress.

5. Step 5: Adding a new record to the catalog.a. Look for the text that says “Recently Added Titles,” and click “New.”

6. Step 6: Searching for an appropriate bibliographic record for a book. (Expect to skip around because this step and other steps from here forward will depend on what book you have).

a. Locate the ISBN number for your book. i. ISBNS are usually found on the copyright page, but sometimes can be

found as a bar code number on the back of the book. 1. Use the one on the copyright page whenever possible – it is more

reliable. ii. If you see an ISBN number, type the number without any spaces or

dashes into the “ISBN number” field.

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iii. If you see multiple ISBN numbers, you may try each in order to locate your book.

iv. If your book does not have an ISBN number, go to “letter b” on page 3.v. If you have entered an ISBN number, and Library World successfully

retrieves a record, proceed to Step 7 on page 4. vi. If a book does not have an ISBN number, or if Library World does not

successfully retrieve a record that is relevant to your book in hand, proceed to go to http://cata.loc.gov in order to continue searching for your book.

b. Open up http://catalog.loc.gov/ - This is Library of Congress’s library catalog.i. On Library of Congress’s web page, locate the search bar.

1. You may search however you see fit to, but some search tips include:

a. Entering the author’s name, last name first.b. Entering just the title of the book. c. Entering the author’s name and the title of the book

together.ii. If any results come up, carefully look for the correct title, author, edition,

and publication year of the book you have in hand. 1. If you see the correct, exact book, open up the record and see if

that record has an ISBN number that you can copy and paste into Library World.

a. Special emphasis: Search ONLY for ISBN numbers – do NOT search for or use LCCN numbers. If a book has no ISBN number, that is fine, but do not use an LCCN number. It is not useful to WISR

2. If you are able to do copy and paste an ISBN number from Library of Congress and you are able to successfully retrieve a record in Library world, go to Step 9, page 9, so you can edit the record you have just added to the cataloging system.

iii. If there is no ISBN number in Library of Congress’s catalog record for you to copy and paste, you can still create a new record in Library World and manually copy and paste information from Library of Congress into certain fields. Go to Step 8, page 5 so you can create a new record for your book.

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iv. If you have done a few searches for your book in Library of Congress and you could not find your book, please read page 4 so you can search for your book using WorldCat.

c. Open up https://www.worldcat.org/i. On this website, locate the search bar and enter the title and author of

the book you have in hand. 1. If results come up, make sure you search for a record that

matches your book in hand – including the title, author, edition, and publication year.

ii. If you are successful in finding a record, you can manually create a new record in Library World and copy and paste information from WorldCat. Proceed to Step 8, page 5 so you can create a record manually for your book.

iii. If you have not found a record for this book after a few searches, please keep reading this page for how to hand your book over to Cynthia for her to catalog from scratch.

d. End of the line for your book.i. If you have gotten this far, that means you were not able to reasonably

locate a bibliographic record of the book for you copy.ii. Here are the steps you need to take for your book so that I can create a

record for the book from scratch.1. Place a sticky note on the book stating what category you got the

book from.2. Place the book on top of the shelf where you got the book from

and I will deal with the book from there.iii. Go back to Step 3 of this outline and start the cataloging process over

again.

7. Step 7: Choose an appropriate bibliographic record for a book.a. Check the title of the book that Library World displays and make sure it matches

the book you have in hand.i. If it matches, click on the record and it will be officially added to WISR’s

catalog. ii. If the title of the book that Library World displays does not match the

book you have in hand, it is probable that you did not enter the ISBN number correctly.

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1. Re-enter the ISBN number to get correct title.2. Proceed to Step 9, page 9 so you can edit the record you have just

added to the cataloging system.

b. If there is more than one record, check each record carefully by clicking on the triangle next to each record – choose a record that matches the title, author, ISBN, and publication year of the book you have in hand before choosing a record.

8. Step 8: Creating a copied bibliographic record for a book. a. In Library World from WISR Library’s main page, locate “Recently Added Titles”

and click on “New.” i. At the top of this page, there are several options to manually add a

record based on type of material. Click on the link that says “book”. 1. On this screen, there are several fields that will appear. 2. You will need to fill out the following information based on the

record you found in Library of Congress or WorldCat and based on the book you have in hand:

a. ISBN i. If there is one – if not, don’t worry about it.

ii. Special emphasis: Do not use any other numbers, including LCCN. It is not useful for WISR

iii. Author Field 1. Last name, first name, middle initial or

name, followed by a period.2. Examples:

a. Evans, G. Edward.b. Saponaro, Margaret Zarnosky.

iv. If there are multiple authors, enter only the first author listed.

v. If there is no author but there is an editor, enter the editor’s name.

1. If there are multiple editors but still no author, enter only the first editor’s name.

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b. Title Field i. Capitalize only the first letter and proper

names/nouns, just like a regular sentence, followed by a slash

1. Example: a. Collection management basics

(space) /ii. If there is a subtitle, enter the main title of the

book followed by a colon in the title field, then enter the subtitle in the “subtitle field” followed by a slash

1. Example:a. Title field - Cataloging and

classification (no space) : b. Sub title field- an introduction

(space) /c. Whole thing together – Cataloging

and classification (no space) : an introduction (space) /

iii. In the authority field, enter the name of all authors and editors, followed by a period. Enter first, middle, and last name it would normally appear, followed by a period at the end.

1. Example: a. G. Edward Evans and Margaret

Zarnosky Saporano. c. Place published

i. The name of the state, city, or country that the book was published, followed by colons.

1. Example: Pinole, Califorina (space) : d. Publisher: The name of the publisher, followed by a coma.

i. For example: 1. Scarecrow Press, 2. Vintage Books,

e. Publication year, followed by a period.i. Example: 1999. Or 2000.

f. Edition statement:

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i. Only if applicable. 1. Enter the edition statement as seen on the

title pages or copyright pages of the book in hand.

2. Examples: Bantam Books edition, First edition, First Bantam Books edition.

g. Description:i. Page numbers followed by a p and period.

1. Example: 594 p. or 456 p. b. Click save. The record you created is now part of WISR’s catalog, but, there is still

some work to do!c. The next step is to re-open the record and do a bit of clean up:

i. Delete all empty fields.1. Click on each empty field, then click “delete” to get rid of the

record.ii. Delete the field, “modification time.”

1. Click on the field, then click “delete” to get rid of the record. d. Then you will need to add some fields such as:

i. Local Call Number (mandatory for all books)1. Click Add Field2. Click on 0XX (Identifiers)3. Click on 090 (Local Call Number)

a. Delete “item number” field by clicking on the yellow “x” next to the field.

b. A list of current categories and abbreviations are provided at the end of this handout – please refer to this when assigning categories to books.

c. Type in the call number as follows, in all capitals:d. Category of book (found on the shelf from where you got

the book) / Up to five letters of the author’s last name / Publication year.

e. Example: MFT (space) / (space) ILL (space) / (space) 2004i. The call number will look like this: MFT / ILL / 2004

4. Click save.

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ii. Subjects (mandatory for all books): 1. Click Add Field2. Click 6XX (Subject Access Fields)3. Depending on the subject term you see on the bibliographic

record, you will pick one of three fields:a. 600 Subject-Personal Name (a name of an individual)b. 610 Subject-Added Entry Corporate Name (names of

organizations, groups, corporations, etc.)c. 650 – Subject-Topical Term (all general topics)d. 651 Subject Geographic Name (name of a state, country,

city, etc.)4. Add as many of these types of fields as necessary.

iii. Series Statement (mandatory depending on the book)1. Add this field only if there is a series statement with a book.

Library of Congress and World Cat will have the word “Series” in their record if a series statement exists.

2. Click Add Field.3. Click on 4XX Series Statements.4. Click on 490 Series Statement.5. Copy and paste the series statement you see either in Library of

Congress or WorldCat into this field. 6. Click save.

iv. Added entries (mandatory depending on the book)1. Add this field only if there are multiple authors, editors,

illustrators, translators people who write forwards, or anyone else who is credited on the cover and title pages as having contributed to the book:

2. Click Add Field.3. Click 7XX (Added entries other than subjects or series)4. Depending on the type of “book writer/contributor” you are

seeing, you will pick one of two fields:a. 700 – Added-Entry – Personal Name (a name of an

individual)b. 710 – Added-Entry – Corporate Name (names of

organizations, groups, corporations, etc.)5. Add as many of these types of fields as necessary.

v. On the main page of the record, click SAVE RECORD or your work be lost!e. An additional optional field:

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i. General note1. General notes may be added for books that have noteworthy or

special circumstances about them that users may need to be aware of.

a. Examples include a book that may be in more than one language, or books that are part of a volume set.

2. Click on Add Field3. Click on 5XX Notes4. Click on 500 General Notes5. Type in your note. 6. Click save.

f. Proceed to Step 10, Page 12 of this outline so you can add your name to the record you have just created.

9. Step 9: Editing copied records a. Click on the record link itself. It will be automatically added to WISR’s catalog.b. Click on the pencil next to a record to open it up. c. Delete information so that the only following fields remain:

i. Control number (default, can’t be deleted)ii. Main Entry-Personal Name

iii. Title Statementiv. Publication Distribution Datav. Physical Description

vi. All subject termsvii. Added Entry-Personal Names

viii. ISBN Number (if applicable)ix. Edition statement (if applicable)x. Series Statements (if applicable)

xi. Uniform Titles (if applicable)xii. Varying form of titles (if applicable)

d. In order to delete unnecessary fields, you must click on each record, locate the “delete” link, and click on it.

e. Special emphasis: Make sure only the required fields remain before moving on. TRIPLE CHECK!

f. Check and delete additional information from the following fields:i. ISBN:

1. Keep the ISBN number of the book you have in hand.

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2. If the book you have in hand has multiple ISBNs, keep only the one that you used to pull up the record in Library World.

3. Make sure you keep ONLY one ISBN number – extra information such as colons, prices, and other information is to be removed.

4. Make sure to keep only one ISBN number, and one ISBN number only.

a. UNLESS you are working with a set of volumes – then keep each ISBN number associated with each volume.

5. Do NOT use any other kinds of numbers such as LCCN. It is not useful for WISR

g. Main-Entry:i. Keep only the author’s name in this field. ii. Extra information – such as a fuller form of the author’s name, birth and

death dates, brackets and any other information should be removed. h. Physical description:

i. Delete all subfields except for the first one by clicking “x” next to each subfield.

ii. Make sure that only page numbers and volume numbers, if applicable, remain in this field.

i. Publication Data:i. Make sure only the following information is in this field:

1. Place where a book was published, followed by a colon a. Examples include New York: or San Francisco, CA :

2. Name of publisher, followed by a coma a. Examples include Bantam Books, or Vintage Books,

3. Publication year, followed by a perioda. Examples include 1992. Or 2000.

ii. Extra information such as brackets or small letter “c” should be removed.iii. If there is more than one year in the publication year, keep the latest

year.

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j. Add an additional, required field:i. Local Call Number

1. Click Add Field2. Click on 0XX (Identifiers)3. Click on 090 (Local Call Number)

a. Type in the call number as follows, in all capitals:b. Category of book (found on the shelf from where you got

the book) / Up to five letters of the author’s last name / Publication year.

c. Make sure to put a space between each part of the call number.

d. Example: MFT (space) / (space) ILL (space) / (space) 2004 i. The call number will look like this: MFT / ILL / 2004

e. A list of current categories and abbreviations are provided on the last two pages of these directions – please refer to this when assigning categories to books.

4. Click save.k. An additional optional field:

i. General note1. General notes may be added for books that have noteworthy or

special circumstances about them that users may need to be aware of.

a. Examples include a book that may be in more than one language, or books that are part of a volume set.

2. Click on Add Field3. Click on 5XX Notes4. Click on 500 General Notes5. Type in your note. 6. Click save.

l. On the main page of the record, click SAVE RECORD or these changes will not take affect!

m. Proceed to Step 10, page 12 so you can add your name to the record you have just edited.

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10. Step 10: Adding your name to the cataloging recorda. Re-open the record and add a field called “local field.”

i. Re-open the record you just made by clicking on the title. ii. Click add field.

iii. Click on 9XX (Mirolif Pre 1987 Local Holdings)iv. Click on 950 (Local Field)v. Enter your first name and last initial into this field like normal.

1. Example: Cynthia R.vi. Click save.vii. Then click save record.

11. Step 11: Assigning a bar code number and location to library itemsa. Get the bar code labels (provided by WISR) and choose one and place it on the

upper right hand corner of the first page of the inside cover of the book. i. Try not to cover text unless it cannot be avoided.ii. If you cannot avoid covering text, you can place the label on the inside of

the cover of the book. iii. Do not place bar code labels anywhere else.

b. Open up the record of the book you have in Library World. Click on “Add Copy”c. On this screen, make sure the bar code number you have in the book matches

the one on screen.d. The other three fields you need to fill out include Branch, Location, and Call

Number.i. Branch:

1. The name of the shelf where you got the book spelled out.a. For example, if you got a book from a shelf titled

“Marriage and Family Therapy + “ you would write “Marriage and Family Therapy Plus.”

ii. Location: 1. Enter one of three places, depending on where you got the book:

Downstairs, Upstairs, or Reserved

iii. Call Number: 1. Make sure there are spaces between each part of the call number2. Example: MFT (space) / (space) JACKS (space) / (space) 2007

a. The call number will look like this: MFT / JACKS / 2007

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iv. An optional field you may need to fill in is the Comments field1. If the book has damage or is frail, please make a note of it here.

v. If you have only one copy of the book, you are finished and you do not need to add any more information.

1. Do not add a copy number to a book if you only have one copy.2. Click save and proceed to Step 12, page 13 so you can add a sticky

note to your book.e. If you have more than one copy of the book, continue reading this step for how

to add more copies of a book that you have.f. If you have more than one copy of a book:

i. Go through the entire process of adding a copy of the book as described in this step.

ii. In addition, you must do the following:1. Give each book a copy number.2. Give each book a barcode number.3. Add a lowercase letter at the end of each call number so we can

distinguish copies from each other.a. Example: MFT (space) / (space) JACKS (space) / (space)

2007 (nospace)a i. The call number will look like this: MFT / JACKS /

2007ab. MFT (space) / (space) JACKS (space) / (space) 2007 (no

space)bi. The call number will look like this: MFT / JACKS /

2007b. 4. If you need to see an example of this in WISR’s library, look up

“The drama of the gifted child” by Alice Miller. This is an example of how to handle books in which you have more than one copy.

iii. When you are done adding copies of a book to your record, proceed to Step 12, page 13 so you can add a sticky note to your book.

12. Step 12: Adding a sticky note to your book a. On the bottom half of a sticky note (provided by WISR), write in the call number

of the book you cataloged. i. Write and stick the note so that the call number can be seen from on top

of the book. ii. There is at least one example of this already on the shelves.

iii. Each book must have a sticky note

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13. Step 13: Re-shelving library items and starting the process over again from Step 3 a. Put your book back on the shelf where you retrieved it from.

i. Do not worry about the order of the books for now – that will be the responsibility of Dalia when she creates the final spine labels for the books.

ii. Just make sure the book you cataloged is with other books that have been cataloged.

b. Get a new book and start the process over again from Step 3c. If you are done for the day, make sure to sign out and clean up before you leave

WISR Library Categories as of 7/27/2015

1. AFA—African Americans2. ASA—Asian Americans3. CCHE – Carnegie Commission on Higher Education4. ED – Education5. HE – Higher Education6. HEA – Health7. HH – Humanities, History8. HSCD – Human Services & Community Development9. J- Misc Journals 10. JO – Writings by John Ohliger11. LA—Latin Americans12. LGBT—LGBT Studies13. MC – Multicultural14. MATH - Mathematics15. MEN—Men’s Studies16. MFT –Marriage and Family Therapy 17. MFTAB – Abuse18. MFTJ – California Marriage and Family Therapy Journals19. MFTCT- Children, Teens20. MFTA – Marriage and Family Therapy Addictions21. NA – Native Americans22. NVC – Nonviolent Communication23. PHIL – Philosophy24. PSY – Psychology25. REF – Reference26. REL- Religion27. RM – Research Methods

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28. SC - Social Change29. SCJ – Social Change Journals30. SCI – Science31. SCIJ –Science Journals32. SE – Student evaluations, testimonials33. SI – Sexuality and Intimacy34. SIX -Sixties35. SOM – Somatics36. SPL – Social Policy/Law37. SS – Social Science38. ST – Student theses and dissertations39. WISR –Other (than theses) WISR Publications/Documents40. WOM – Women