Aleph Cataloging Module

Aleph Cataloging Module

Minnesota Historical Society

Cataloging Workflow

Navigation Tips

Nav Map windows are only available in the Search and Item modules. In the Cataloging Module use the File menu to manipulate other parts or click the View in Search button to push a resource into the Search Module.

Cataloging Module

Mini-Search: Retrieves only the requested system record.

View in Search: Pushes a cataloged resource into the Search Module Nav Map.

Open from Server (blue arrow on button): Enter Aleph System Number.

Save to Server (red arrow on button)

Open Template

Open Items: Pushes resource to Item Module

New Records

Step 1: Bibliographic Record: OCLC Catalogers

A. Create the record in CatME and produce in WorldCat as before.

B. Export the record from CatME into Aleph.

C. 1. Search for and open the exported record in Aleph.

2. Verify: OWN _ _ $$a MHS

3. Add: 035 9 _ $$a normalized OCLC system number

4. Retain the 049 shelving codes used in OCLC.

D. Save the record to the server.

Step 1: Bibliographic Record: Archival Catalogers

A. Open a template and create the record.

1. Do not add the 049 field (former PALS shelflist codes will no longer be used).

2. The OWN field has already been added to the local templates.

B. Save the record to the server.

Step 2: Holdings Records

A. Open the Holdings Records list by pressing <Ctrl>+O (File menu/Load Hol Record).

B. Click the Add button. Highlight the new Holdings record and click Edit.

C. LDR: Positions 06 and 17: Edit as appropriate (<Ctrl>+F to open form).

D. 008: Position 16: Edit as appropriate (<Ctrl>+F to open form).

D. LKR: Verify that $$b contains the linked bibliographic record system number.

E. 852 (<Ctrl>+F to open form):

1. Edit 1st and 2nd indicators as appropriate.

2. Add: $$a MnHi

3. Add: $$b MHS

4. Add: $$c appropriate Aleph Collection Code

5. Edit call number fields as appropriate:

6. Add as necessary: $$k prefix, e.g. FOLIO, OVERSIZE

7. Add as necessary: $$m suffix, e.g. (Current Issues), (IR)

8. Save the record to the server.

OCLC Catalogers:

Create one holdings record for each 049 shelflist code that was produced as a shelflist in WorldCat.

LC Class Numbers:

852 0 _ $$a MnHi $$b MHS $$c MAIN $$h F612.L99 $$i M626 1996 $$k FOLIO

Maps: 852 0 _ $$a MnHi $$b MHS $$c MAP $$h G1428.W8 $$i F3 1992 $$k 4F

Serials: 852 5 _ $$a MnHi $$b MHS $$c PER $$m (Current Issues)

Sound and Visual Collections: 852 8 _ $$a MnHi $$b MHS $$c SNDD $$h 123

Archival Catalogers:

  Collections in a single location (e.g. all boxes shelved in ALPHA, or all on microfilm, or all shelved in P123): Create one holdings record.

  Collections with multiple locations:

  Detailed in a single finding aid:

  Create a holdings record for each ALPHA, CUTTER, Mnnn, or Pnnn component.

  Create no holdings records for OVERSIZE and RESERVE components.

  Detailed in multiple finding aids: Create one holdings record for each location including OVERSIZE and RESERVE components (or think about revising the multiple findings aids into one).

  Not detailed in a finding aid: Create one holdings record for each location.

  Microfilm components: Always create a holdings record for a microfilm part.

Manuscripts:

Alpha: 852 8 _ $$a MnHi $$b MHS $$c MSSNB $$h ALPHA

Cutter: 852 8 _ $$a MnHi $$b MHS $$c MSSNB $$h BN4.1/+G721

Microfilm: 852 8 _ $$a MnHi $$b MHS $$c MSSFM $$h M123

Oversize: 852 8 _ $$a MnHi $$b MHS $$c MSSNB $$h +123 $$k OVERSIZE

State Archives:

Boxed: 852 8 _ $$a MnHi $$b MHS $$c SANB

Microfilm: 852 8 _ $$a MnHi $$b MHS $$c SAFM $$h SAM 61

Step 3. Item Records

A. Click the Item button on the Cataloging Module toolbar.

B. Verify that the Item record is linked to the correct Administrative record.

C. Click the Add button.

D. Edit Tab 1:

1. Hol. Link: Enter the linked holdings record system number by selecting the appropriate number from the drop down list.

2. Click Refresh to populate the Sublibrary, Collection and Call Number fields. The system will assign a barcode number (Serials can overwrite that number with their barcode reader).

3. Material Type: Select the appropriate type from the drop down list.

4. Item Status: Serials = 01; All other formats = 02.

5. In Process Status: When appropriate, select from the drop down list.

6. Update: Click the update button to save the item record to the server.

Editing or Recataloging Records

Typographic corrections or other work that does not change a holdings location may be performed solely on the Aleph bibliographic record. OCLC catalogers may make the same changes in CatME to the WorldCat record if necessary.

When a holdings location is changed, such as when an item is moved from the Reference Room to the Stacks, the holdings record must be edited. Data changed in a holdings record will overwrite data in a linked item record. OCLC catalogers should edit the 049 field in the bibliographic record as well.

When a call number is changed, the bibliographic and holdings records will need to be edited. Data changed in a holdings record will overwrite data in a linked item record.

Q:\Proc\Aleph\Cataloging_Manual\Workflow.doc

1 March 2004 Page 1