ACCM Archive

TAOS Cataloging Client: Policies

21 August 1998

The largest ORION2 database includes the UCLA Library holdings plus the holdings of a number of other UCLA campus collections and the Southern Regional Library Facility (SRLF). A principal DRA database design concept is the use of master bibliographic records to which individual unit/library holdings are attached. In order to ensure that UCLA bibliographic records for fully cataloged items are accurate, complete, and meet national standards, the Associate University Librarian for Collections & Technical Services (AUL/C & TS) has delegated responsibility for quality control of the database to designated staff in UCLA Library Cataloging Centers (i.e., Research Library Cataloging, Science & Engineering Library Cataloging, Biomed Library Cataloging, Law Library Cataloging, East Asian Library Cataloging, and Clark Library Cataloging).

The policies and guidelines that follow delineate levels of responsibility for editing authority, bibliographic, and holdings records in the ORION2 Taos Cataloging Client. Two UCLA campus collections (i.e., the Ethnomusicology Archive and the Film & Television Archive) maintain separate databases using the ORION2 software; these guidelines do not apply to their bibliographic files.

Training for Use of the TAOS Cataloging Client; Permissions

Anyone given permission to add, copy, edit, or delete authority, bibliographic, or holdings records must first be trained in UCLA Library record creation, editing, and deleting policies by designated UCLA Library Cataloging staff. Cataloging staff trainers will be designated by the Heads of the UCLA Library Cataloging Centers.
The Advisory Committee on Cataloging (ACC) will take the lead in developing content/curriculum for training in UCLA Library record creation, editing, and deleting policies, in consultation with the Technical Processing Advisory Committee (TPAC) and other advisory committees as appropriate.
ACC will develop guidelines for use by Unit Heads in assigning permissions in the Cataloging Client.
ACC will recommend to the AUL/C&TS a mechanism so that changes to authority, bibliographic, and holdings records desired by staff not authorized to make such changes can be easily requested and promptly dealt with.

Creating, Editing, and Deleting Records in the TAOS Cataloging Client

Authority Records:
1. Authority records will be created, edited, and deleted by designated UCLA Library Cataloging Center staff only.
2. UCLA Library Cataloging Center staff wishing to change the form of a 1xx field in an authority record linked to one or more bibliographic records created by another cataloging center may make the change without consultation if the change is being made to conform with the national authority file and there is no indication in the local authority file that a deliberate choice was made to differ from the national authority file. If the change does not meet these criteria, staff are asked to consult with designated staff from the appropriate cataloging center before making the change. Note: until we have global update capability, other cataloging centers should be notified of any 1xx authority record changes that affect records originating with that center so that they can edit the appropriate bibliographic records.
Bibliographic Records:
1. Fully-Cataloged UCLA Library Bibliographic Records.
  These are records that have been designated as fully-cataloged by a UCLA Library Cataloging Center. They include a 910 field and normally have associated with them one or more UCLA Library holdings records. UCLA Library holdings records are those that have a primary location (852 $b) beginning with one of the following character strings: ART (Arts), BIO (Biomed), CLK (Clark), COL (College), EAL (East Asian), ERR (English Reading Room), LAW (Law), MAN (Management), MUS (Music), SCH, SEM, SGG, SPH (Science & Engineering), UES (University Elementary School) and URL (Research Library, including Research Library Special Collections, MGI, etc.)
  1. Designated UCLA Library Cataloging Center staff have the sole authority to create, edit, or delete a Fully-Cataloged UCLA Library bibliographic record. This includes apparently trivial changes such as corrections of typos.
  2. The UCLA Library Cataloging Center in which a Fully-Cataloged bibliographic record was created has the sole authority to edit or delete that record, including the correction of apparently trivial typos. Exceptions: other UCLA Library Cataloging Centers that also hold the material represented by the record may add to (but not alter existing) information in the bibliographic record. Any alteration of existing information in the record is to be made by, or after consultation with, the originating cataloging center. For example, another cataloging center can add contents information to a record for a multi-volume set, but should consult with the originating cataloging center if there appears to be an error in the publication date.
  3. UCLA Library Cataloging Centers are the only centers that may add a 910 field to a record.
2. Preliminary UCLA Library Bibliographic Records.
  These are records that have been created in UCLA Library Acquisitions or Cataloging Centers, but that have not been designated as Fully-Cataloged. They do *not* include a 910 field, but do have associated with them one or more UCLA Library holdings records. UCLA Library holdings records are those that have a primary location (852 $b) beginning with one of the following character strings: ART (Arts), BIO (Biomed), CLK (Clark), COL (College), EAL (East Asian), ERR (English Reading Room), LAW (Law), MAN (Management), MUS (Music), SCH, SEM, SGG, SPH (Science & Engineering Library), UES (University Elementary School), and URL (Research Library, including Research Library Special Collections, MGI, etc.)
  1. UCLA Library Acquisitions and Cataloging Center staff have the sole authority to create, edit or delete a Preliminary UCLA Library bibliographic record. This includes apparently trivial changes such as corrections of typos.
  2. The UCLA Library Acquisitions Center in which a Preliminary bibliographic record was created is the only Acquisitions Center authorized to edit or delete that record. Exceptions: other UCLA Library Acquisitions Centers that also acquire the material represented by the bibliographic record may add to (but not alter existing) information in the Preliminary bibliographic record. Any alteration of existing information in the record is to be made by, or after consultation with, the originating Acquisitions center. For example, another Acquisitions Center can add contents information to a record for a multi-volume set, but should consult with the originating Acquisitions Center if there appears to be an error in the publication date.
  3. A Preliminary bibliographic record that had been downloaded from OCLC and that has been changed in any way, either before or after downloading, must be flagged so that Cataloging staff know that the record has been altered and is no longer exactly equivalent to its OCLC counterpart. We do not know what flagging mechanisms may be available in TAOS. Pending the identification of another flagging mechanism, text (e.g., "acqmod") will be placed in the $b of the 035 field to indicate that the record has been modified. The OCLC record number appears in the $a of the 035 field. TPAC will determine the text to be used in the $b of the 035 field.
3. Bibliographic records associated with other campus centers.
  These are records that have been created outside the UCLA Library, and that have not been designated as Fully-Cataloged by a UCLA Library Cataloging Center. For these records, associated holding(s) records do not contain any UCLA Library location codes, but instead have location codes (852 $b) beginning with one or more of the following character strings: SRLF (SRLF), IDA (ISSR Data Archives), FOW (Fowler), IML (Instructional Media Lab), CSR (Chicano Studies), MIT (DLIS Lab).
  1. Designated UCLA Library Cataloging Center staff may edit these bibliographic records if the item represented in the record is being cataloged for a UCLA Library. Consultation with staff at the appropriate campus center should occur if the resulting changes are other than corrections of forms of names and subjects; trivial typographic errors; or additions of information. For example, subject headings should not be deleted without consulting the appropriate campus center staff.
  2. Campus centers are authorized to create and edit bibliographic records for which the only associated holdings records are theirs.
  3. If a campus center wishes to edit a bibliographic record to which one or more campus centers have already attached holdings records, and there are no UCLA Library holdings attached to that bibliographic record, it is suggested that the center consult with the originating center before making any changes to the bibliographic record.
  4. A campus center wishing to delete a bibliographic record may request deletion of that record by designated Cataloging Center staff.
Holdings Records:
1. Alterations in holdings records should be made only by the staff of the unit in which the holdings record originated. Exception: SRLF staff may move or delete barcodes from holdings records for material deposited in the SRLF.
2. If an alteration in a primary location in a holdings record attached to a Fully-Cataloged bibliographic record is necessary, consult with the cataloging center responsible for cataloging for the current primary location. The primary location may be found in the 852 $b. With one exception, a change in the primary location is defined as a change in the first three characters of the 852 $b (e.g., SCH to BIO). Such a change requires consultation with the Cataloging staff of the originating Cataloging Center. Exception: if the first three characters of the 852 $b are "URL," any change in the 852 $b requires consultation with the Research Library Cataloging Dept.
3. Call numbers in holdings records linked to Fully-Cataloged bibliographic records should be added, deleted, or edited only by designated UCLA Library Cataloging staff from the center responsible for cataloging for the location represented in the holdings record. This includes apparently trivial corrections and "obvious" errors.
4. Deletion of holdings records associated with fully-cataloged records should be made only by the staff of the Cataloging or campus center in which the holdings record originated.
5. Deletion of holdings records associated with other than fully-cataloged records should be made by the staff of the Cataloging, Acquisitions, or campus center in which the holdings record originated.
Importing Bibliographic Records:
1. All centers (UCLA Library Cataloging Centers, UCLA Library Acquisitions Centers, Campus Centers) may import bibliographic records for material not yet represented in the database.
2. While all centers may create the import profiles necessary for the import of bibliographic records, *only* UCLA Library Cataloging Centers may create import profiles that allow overlay of existing records in the database.
3. UCLA Library Cataloging Centers should create their own import profiles rather than modifying existing profiles created by other centers.

The following is Brian Schottlaender's cover message with which he distributed the foregoing document on 21 August 1998:

Colleagues--

I attach as a Word file a document, developed by the Advisory Committee on Cataloging (ACC) in consultation with the Technical Processing Advisory Committee (TPAC), that lays out Library policy in re: use of the Taos Cataloging client. Please distribute to staff as appropriate. In addition, I am asking Rhonda Lawrence, Chair of the ORION2 Cataloging Training Team to also distribute copies to attendees at the upcoming cataloging training sessions. Please note that Rhonda's Team will only be distributing the document to attendees, not training them in its application. That responsibility will fall to ACC which plans to coordinate that training with the actual roll-out of the client itself. Additional information on that follow-on training will be forthcoming as soon as it is available.

Last updated 2 December 1998