Cataloging and Processing
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After materials have been selected, evaluated, and ordered for the library, they are processed in order and added to the collection.
All materials ordered through the office of Media Technical Services will be cataloged and processed by them before being sent to the schools. All are cataloged using the Dewey Decimal System and Sears List of Subject Headings. Questions regarding cataloging should be referred to Media Technical Services.
Barcode numbers and book jacket covers will be provided for all materials. Materials should be put into circulation as soon as possible.
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We are constantly updating the titles in our New Releases, taking into account recommendations from staff and our community of readers. Explore and discover your next great read from this collection.
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Print and Audiovisual Materials
After materials have been selected, evaluated, and ordered for the library media center collection, they must be processed in order to be added to the collection. The policies and procedures for receiving and processing materials are noted below.
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All materials ordered through the office of Media Technical Services will be cataloged and processed by them before being sent to the schools. All will be cataloged using the Dewey Decimal System and Sears List of Subject Headings. The processing should not be altered in any way. Particularly do not change the Dewey number or add numbers or letters. Questions regarding cataloging should be referred to Media Technical Services.
Barcode numbers and book jacket covers will be provided for all materials. Materials should be put into circulation as soon as possible. A sample set of instructions for receiving materials can be found below.
Steps to Follow when Receiving Materials
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Unpack and count the items in each carton. Check the count against the packing slip. If books come directly from Follett, Perma-Bound, or Scholastic Library Publishing, do NOT shelve or circulate books until you can scan them on the check-in screen. Sometimes there is a lag between when the books arrive and when the MARC records have been merged in our database.
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If there is a discrepancy, re-count the items; resolve the discrepancy or report any problems to the Specialist for Media Technical Services.
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Stamp each item with the library media center stamp.
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If the item is computer software, file the archival copy of the disk (if there is one) in a back-up file.
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Check to be sure that the circulation system reads every barcode by scanning via the check-in screen.
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If an item is not in the circulation system, follow the instructions found in "Problems with Materials".
Adding Items to Existing Titles
It is important to understand the difference between titles and items. Each title in the collection database is unique in that it has its own ISBN number. Only Media Technical Services can add titles. A title in the collection database may have numerous items. An item is an individual entry under a title, i.e., each item with a different barcode. For example, Call of the Wild is a title. The various copies of that book with the same ISBN are the items.
Items may no longer be entered on-the-fly except for periodicals and audiovisual equipment. When periodicals or AV equipment need to be added, review the instructions in the LMS - Support site (www.sites.google.com/a/hcpss.org/lmsupport/how-do-i/add-circulating-equipment-to-ls2-staff). If additional information is needed, contact Media Technical Services (410-313-7036) for assistance.
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"Receiving and Processing." Handbook for Library Media Specialists and Administrators. Howard County Public School System. www.sites.google.com/a/hcpss.org/library-media/receiving-and-processing. Accessed 9 July 2020.