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Planning Reports: Copy Cataloging & Adds

Copy Cataloging

1. Search title in local catalog
a. If a record is found, go to the Add procedures below.
Note that there are several types conditions under Adds: regular copy cataloging for items also held by LOM; Add Locs for items held by a branch of the MSU Libraries; and Add Copy for items already in Main. The Planning Reports that are already in Main (and are LC classed) will remain in Main, and the item going to the Planning Report Collection will be added as another Copy 1 for Main, with a different sublocation and a geographic call number. (It does not become Copy 2 because the call number is different.)

b. If record is not found, go to #2

2. Search title in SkyRiver.
If copy not found, go to Planning Reports: Original Cataloging and create an original record for the piece.

3. If copy is found in SkyRiver, add:

a. 949 field:

949   *i= /loc=mnprc/w=cmscopymonoxxx; (xxx = your initials) (for Planning Report Collection)
949   *i= /loc=mnopr/w=cmscopymonoxxx; (xxx = your initials) (for Oversized Planning Reports)

b. 099 call number in format:  STATE OR COUNTRY City

example: MICHIGAN East Lansing, or CANADA Windsor

c. 655 field:    655 _7  Planning reports. |2 local

d. When evaluating access points in copy, be aware of this procedure for access points for Michigan Townships.

4. Click Export to add the record to the local catalog

Add Procedures for when a record already exists in our local catalog
Follow #1 or #2 or #3 depending on the Location in the Bib record:

1. If the bib record has Location LOM
a. Leave the LOM call number in the bib record.
b. Open bib record in Edit mode
c. Put cursor in the Location box and double click
d. Select Add Location
e. Type mn & click OK
f. Add a 655 field: d 655 _7 Planning reports.|2local
g. Save record
h. Go to #5

2. If the bib record has Location Maps or Remote or any Branch library (internal or external)
a. Change the Location field to ‘multi’
b. Open bib record in Edit mode
c. Put cursor in the Location box and double click
d. Select Add Location
e. Type mn & click OK
f. Add a 655 field: d 655 _7 Planning reports.|2local
g. Leave the LC class number in the bib record.
h. Save record
i. Go to #4

3. If the record has bib record Location Main or Oversize
a. Leave the Location as it is [Main] (do not add a location)
b. Add a 655 field: d 655 _7 Planning reports.|2local
c. Leave the LC class number in the bib record.
d. Save record
e. Go to #4

4. Create a new Item record for the added copy (when a copy already exists somewhere at MSU with an LC class number)
a. Go to Summary view
b. Select Summary tab in bottom box
c. Select Item View
d. Select Attach new item
e. Select Single item and click OK
f. Highlight Item template and click Select
g. Click Next for all default values EXCEPT Location & Workstats.
h. For Location, type mnprc (or mnopr) and click Next
i. For Workstats, type w [tab key] cmsaddmonoxxx; (xxx = your initials)
j. Press Enter
k. Type c 099 [tab key] STATE OR COUNTRY City  [e.g., ARIZONA Phoenix, or CANADA Ottawa]
m. Save record

5. Create a new item for the MSU copy (when LOM copy exists)
a. Go to Summary view
b. Select Summary tab in bottom box
c. Select Item View
d. Select Attach new item
e. Select Single item and click OK
f. Highlight Item template and click Select
g. Click Next for all default values EXCEPT Location and Workstats
h. Your copy remains copy one, even though LOM has a copy.
i. For Location, type mnprc (or mnopr) and click Next
j. For Workstats, type w [tab key] cmscopymonoxxx; (xxx = your initials)
k. Press Enter
l. Type c 099 [tab key] STATE OR COUNTRY City [e.g., ARIZONA Phoenix, or CANADA Ottawa]
m. Save record