Cataloging Staff Training Outline
2005 Revision 4
I.
Workstation Skills
The document at http://www.library.yale.edu/cataloging/Orbis2Manual/workstation_skills.doc
covers the following aspects:
____ Basic Windows Skills
____ Basic Internet Explorer techniques, e.g., book-marking, creating shortcuts, etc.
____ Working with PowerPoint slide show for training documents
____ How to find IP address
____ Backing up
II.
Introduction to bibliographic information (and library jargon)
____ Technical services workflow overview (Unit specific)
http://www.library.yale.edu/cataloging/Orbis2Manual/workflowmenu.htm
____ Basic Orbis/YUL glossary: http://www.library.yale.edu/cataloging/Orbis2Manual/basicgloss.htm
____ What is and how to recognize a monograph, a serial, and a multipart monograph.
____ What does a bib. record look like in MARC format and OPAC.
____ Chief sources of information, what constitutes a title page.
____ What are author, corporate body, conference, uniform title headings.
____ What is ISBN, ISSN, LCCN (see the glossary)
____ Concept of edition; what constitutes a match.
http://www.library.yale.edu/cataloging/Orbis2Manual/addedcopyscope.htm
____ Different generations of microforms, see
http://www.library.yale.edu/cataloging/Orbis2Manual/presprocedures2.htm#microcreated
____ Concept of authority control. See Authority Control at Yale page:
http://www.library.yale.edu/cataloging/authorities/
____ Introduction to subject headings and classifications
III.
MARC Format
Instruction on MARC formats, including a review of most common and important MARC fields and their
content.
____ Bibliographic
Understanding MARC
http://www.loc.gov/marc/umb/
MARC21 Tutorial
http://www.lib.usm.edu/%7Etechserv/pdc/marc21_tutorial_ie/
Fixed fields checklist for books <DRAFT 2003; needs revision??>:
http://www.library.yale.edu/cataloging/Orbis2Manual/fixedfieldschecklist.htm
____ Holdings
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MFHD Policies and Procedures (5/05)
http://www.library.yale.edu/cataloging/Orbis2Manual/mfhdpolpro.htm
Voyager MFHD Examples (1/05)
http://www.library.yale.edu/cataloging/Orbis2Manual/mfhdexamples.htm
Standard Staff Notes and Abbreviations <should be revised>
http://www.library.yale.edu/cataloging/Orbis2Manual/staffnotes.htm
____ Authority Control
Authority Control Workflow for Yale University Library C&T staff
http://www.library.yale.edu/cataloging/authorities/ctacworkflow.htm
Authority Control at Yale
http://www.library.yale.edu/cataloging/authorities/
Authority Tutorial
http://www.lib.usm.edu/~techserv/pdc/auth_tutorial/index.htm
IV.
Basic Voyager Training
Use the NELINET documentation for the entire Basic Voyager Training (To be revised)
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2Cat_1.2Rev.doc
Overview of Voyager
____ Authorizations
Voyager Cataloging Profiles
http://www.library.yale.edu/orbis2/implementation/Voyager%20Cataloging%20Profiles3.htm
____ Cataloging, including record structures, various indexes, and the LC Resource File
Orbis2 : Cataloging (NELINET)
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2Cat_1.2Rev.doc
Orbis Cataloging Quick Reference Guide
http://www.library.yale.edu/training/stod/guides/catref.pdf
____ OPAC. Usefulness for online shelflisting (see below); be aware of how tagging is translated in the
public display; how volume holdings, locations, item records display; how temp. location in item record
affects holdings display. Brief, Long, MARC views. Staff OPAC version has a longer time-out; note link
(Orbis) at the top of Cataloging at Yale page to the Staff OPAC.
Orbis Help Guide
http://www.library.yale.edu/pubstation/opachelp/
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____ Acquisitions.
Orbis Acquisitions Workflows at a Glance
http://www.library.yale.edu/training/stod/guides/acqref.pdf
ASG (Acquisitions Support Group) Home Page
http://www.library.yale.edu/asg/
____ Circulation. SML supervisors should cover status tracking & holds; other units will describe their
own local processes impacting on technical services.
Orbis Circulation Quick Reference Guide
http://www.library.yale.edu/training/stod/guides/circref.pdf
V.
Bibliographic Utilities
OCLC Connexion
OCLC Connexion Basics (2005):
http://www.library.yale.edu/cataloging/Orbis2Manual/connexionbasics.htm
OCLC Connexion Keyword Searching Examples (2005):
http://www.library.yale.edu/cataloging/Orbis2Manual/connexionexamples.htm
Searching best practices (2005):
http://www.library.yale.edu/cataloging/Orbis2Manual/searchingbest.htm
More links at:
http://www.library.yale.edu/cataloging/tools.htm#connexion
____ How to connect
____ Searching strategies (ISBN, ISSN, LCCN, OCLC record #, Title, author, author/title, corporate
body searches, qualifiers to limit searches, etc.)
____ How to Export OCLC records to Voyager
____ Price for searching, e.g., which search is the least expensive
RLIN21
RLIN21 Acquisitions & Copy Cataloging--Logging on & Exporting (2005):
http://www.library.yale.edu/cataloging/logging%20on%20and%20exporting1.doc
RLIN21 Acquisitions & Copy Cataloging--Searching (2005):
http://www.library.yale.edu/cataloging/Searching%20rev%20handout21.doc
Searching best practices (2005):
http://www.library.yale.edu/cataloging/Orbis2Manual/searchingbest.htm
RLIN21 Searching Guide (2005: Detailed):
http://www.rlg.org/en/page.php?Page_ID=13681
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More RLIN21 Links:
http://www.library.yale.edu/cataloging/tools.htm#rlin21
____ How to connect
____ Searching strategies (ISBN, ISSN, LCCN, RLIN ID #, Title/author/corporate body searches,
qualifiers to limit searches, files, etc.),
____ How to Pass RLIN records to Voyager
____ Price for searching, e.g., which search is the least expensive
VI.
Cataloging: Import/Input
Orbis2: Cataloging (NELINET documentation)
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2Cat_1.2Rev.doc
Orbis Cataloging Quick Reference Guide
http://www.library.yale.edu/training/stod/guides/catref.pdf
Importing Records into Orbis2 Quick Reference Chart
http://www.library.yale.edu/orbis2/implementation/import2b.htm
____ Importing records from LC Database. How to merge imported records with Orbis preliminary
records
Importing a record from LCDB (overlay) <DRAFT, 2002; needs to be revised>
http://www.library.yale.edu/orbis2/implementation/Importing%20a%20record%20from%20LCD
B1.doc
____ Importing files from RLIN and OCLC in Voyager. How to merge imported records with Orbis
preliminary records
Importing a record from RLIN/OCLC using Macro Express (overlay) <DRAFT 2005 rev.>
http://www.library.yale.edu/cataloging/Orbis2Manual/importrlinoclcmacro.htm
____ Creating new bibliographic, holdings and item records
Orbis2: Cataloging (NELINET documentation): P. 37
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2Cat_1.2Rev.doc
Importing a NEW record from LCDB and RLIN/OCLC <needs to be revised>
http://www.library.yale.edu/orbis2/implementation/Importing%20a%20new%20record%20in%2
0Voyager2.htm
____ Preliminary record standards (Mainly for acquisitions and preservation staff)
Monographs:
http://www.library.yale.edu/cataloging/documentation/prelim.htm
____ Copy cataloging procedures and policies
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Basic Copy Cataloging Workflow Checklist <last rev. 2003>
http://www.library.yale.edu/cataloging/Orbis2Manual/Copycat%20Workflow.htm
SML Basic Copy Cataloging Workflow Checklist (rev. 3/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/SML%20copycat%20workflow.htm
Editing cataloging copy. 035 fields. (9/04)
http://www.library.yale.edu/cataloging/Orbis2Manual/035field.htm
Variable Field Deletion Policy (Excel 9/04)
http://www.library.yale.edu/cataloging/Orbis2Manual/deletetable.xls
____ LC CIP completion (for units that have CIP available)
Copy Cataloging CIP Checklist: Pt. 1. 040 through 245 <DRAFT. Last rev. 6/2005>
http://www.library.yale.edu/cataloging/Orbis2Manual/CIP1.htm
Copy Cataloging CIP Checklist: Pt. 2. 250-263 <DRAFT. Last rev. 7/2005>
http://www.library.yale.edu/cataloging/Orbis2Manual/CIP2.htm
Copy Cataloging CIP Checklist: Pt. 3 (300-6XX) <DRAFT. Last rev. 3/2005>
http://www.library.yale.edu/cataloging/Orbis2Manual/CIP3.htm
____ Heading and series verification
Authority control at Yale for C&Ts:
http://www.library.yale.edu/cataloging/authorities/ctacworkflow.htm
Monthly Authority Control Tips:
http://www.library.yale.edu/cataloging/authorities/voyager.html#tips
____ Call numbers: how to recognize and transcribe in 852 field, etc. (Local practices.)
Library of Congress Classification Call Numbers (Overview):
http://www.library.yale.edu/cataloging/Orbis2Manual/LC%20class%20overview.htm
MFHD Policies & Procedures. (3/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/mfhdpolpro.htm
Voyager MFHD Examples (1/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/mfhdexamples.htm
SML Call Numbers. See under SML:Local. Covers NJ18, SML Oversize, Belletristic Call
Numbers. <SML Local Modifications document needs revision>
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2TOC.htm#MFHD
Standard Staff Notes and Abbreviations
http://www.library.yale.edu/cataloging/Orbis2Manual/staffnotes.htm
____ Shelflisting
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Trailing X (1/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/ShelflistingX.htm
Shelflisting Introduction (9/2004)
http://www.library.yale.edu/cataloging/Orbis2Manual/Shelflisting.htm
Shelflisting Quick Reference Table (9/2004)
http://www.library.yale.edu/cataloging/Orbis2Manual/shelflisttable.htm
Shelflisting in Voyager <Word document; needs to be converted>:
http://www.library.yale.edu/orbis2/implementation/Shelflisting%20in%20Voyager1.doc
____ Locations
Orbis2 Location Table
http://www.library.yale.edu/cataloging/Orbis2Manual/locationsOrb2.xls
SML Cataloging Department Location Table (2/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/orb2loc.htm
SML Catalog Dept. Special Processing Instructions (5/2005):
http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm
Guidelines for Assigning Item Types at the Time of Cataloging
http://www.library.yale.edu/orbis2/implementation/itemtype%20guidelines.xls
See also SML Special Processing. Item Records (2004):
http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm#itemtypes
____ Use of ExportQ: http://www.library.yale.edu/cataloging/authorities/exportq.html
____ Added Copies.
Policies & Procedures (1/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/addedcopies.htm
Added copy or new record (3/2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/addedcopyscope.htm
____ Use of MacroExpress
Macro Express at Yale page (2005)
http://www.library.yale.edu/cataloging/macroexpress/macxyalehome.html
Macro Express training checklist <to be revised>
http://www.library.yale.edu/orbis2/implementation/Macro%20Express%20training%20checklist.htm
VII.
Materials Processing
____ Marking: when to mark, how to mark, where to mark
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Commonly used location abbreviations for marking books (SML processing only) at:
http://www.library.yale.edu/cataloging/Orbis2Manual/orb2loc.htm
____ Where to put barcode stickers
____ What to throw away after cataloging and what to keep in the book (unit specific)
____ Where to put it and status tracking (unit specific)
____ How to handle book and non-book (i.e. AV, microfilm, etc.) materials without damaging them and
how to finish processing them, etc.
Video for handling books: file://werewolf\murder$\clickher.mpg
For local SML materials processing procedures, see:
http://www.library.yale.edu/cataloging/Orbis2Manual/SML%20copycat%20workflow.htm#materials
VIII. Advanced topics
____ Variant edition cataloging, translations
Variant edition cataloging <DRAFT>
http://www.library.yale.edu/~sarakawa/Variant%20editions.htm
____ Bound-withs
http://www.library.yale.edu/cataloging/Orbis2Manual/boundwith05.htm
____ Classed together-analyzed, & standing order titles for monographic series & multipart items
Authority Control Workflow for C&T Staff: Series
http://www.library.yale.edu/cataloging/authorities/ctacworkflow.htm#series
Bibliographic Records for Monographic Series & Multipart Monographs on Standing Order:
Policies and Procedures <2005>:
http://www.library.yale.edu/cataloging/documentation/seriescatworkflow.htm
Multipart Policies and Procedures
http://www.library.yale.edu/cataloging/Orbis2Manual/multipartworkflow.htm
____ Serials
Standards for Recording Serial Holdings in MFHD
http://www.library.yale.edu/cataloging/Orbis2Manual/serialmhfd.htm
Standards for Recording Serial Holdings in MFHD. Supplement.
http://www.library.yale.edu/cataloging/Orbis2Manual/serialmfhdsuppl.htm
ENUM/CHRON Fields in Voyager Item Records for Serials
http://www.library.yale.edu/cataloging/Orbis2Manual/enumchron.htm
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Rules for Marking Serials:
http://www.library.yale.edu/cataloging/Orbis2Manual/serialmarking.htm
Major/Minor Changes (2003)
http://www.library.yale.edu/cataloging/Orbis2Manual/majorminor.htm
Major/Minor Examples (2003; rev. 2005)
http://www.library.yale.edu/cataloging/Orbis2Manual/majorminorexamples.htm
____ Multipart monographs
Multipart Policies and Procedures <Last rev. 3/2005>
http://www.library.yale.edu/cataloging/Orbis2Manual/multipartworkflow.htm
Multipart Monograph MFHD Guidelines <6/2004>
http://www.library.yale.edu/cataloging/Orbis2Manual/multipartmfhd.htm
____ Non-book materials
Reproductions (Photocopies and Microform)
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2TOC.htm#reproductions
Cataloging CD-ROMs & Other Direct Access Electronic Resources. Original Cataloging:
http://www.library.yale.edu/cataloging/Orbis2Manual/cdromnew.htm
Cataloging CD-ROMs & Other Direct Access Electronic Resources. Copy Cataloging Checklist.
http://www.library.yale.edu/cataloging/Orbis2Manual/cdromcopy.htm
Video Cataloging Checklists
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2TOC.htm#video
Graphic Materials. TF will work on guidelines in late 2005, with special focus on Walpole.
Newspapers. Documentation needed.
Sound Recordings (local documentation needs to be developed, esp. for non-music recordings)
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2TOC.htm#sound
Cartographic: instructions for creating minimal level records at:
http://www.library.yale.edu/cataloging/Orbis2Manual/MapMinimal.htm
SML/CCL Media Processing Guidelines (2004)
http://www.library.yale.edu/rsc/sml/media/
See also: SML Catalog Dept. Special Processing Instructions. Accompanying non-print
http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm#accnonprint
Primary media items:
http://www.library.yale.edu/cataloging/Orbis2Manual/orb2locnotes.htm#accprint
IX.
Catalog Management
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____ Withdrawals
Catalog Maintenance Procedures for Records Representing Material that is Withdrawn <DRAFT
2005>
http://www.library.yale.edu/cataloging/Orbis2Manual/withdrawOrb2ver3.htm
Policies for Deletion, Suppression, and Re-Use of Orbis Records <revision underway 2005>
http://www.library.yale.edu/cataloging/admin/deletion.html
____ Transfers
Catalog Maintenance Procedures for Records Representing Material that is Transferred
http://www.library.yale.edu/catman/catmaint/transfer4.htm
Catalog Maintenance Procedures for Records Representing Material that is Transferred &
Reclassified
http://www.library.yale.edu/catman/catmaint/transfer_reclass2.htm
For materials transferred to LSF, see guidelines and policies listed under Library Shelving
Facility on the Cataloging at Yale page:
http://www.library.yale.edu/cataloging/#lsfcataloging
____ Cataloging for LSF
See guidelines and policies listed under Library Shelving Facility on the Cataloging at Yale page:
http://www.library.yale.edu/cataloging/#lsfcataloging
____ Reclassification
Cataloging Maintenance Procedures for Records Representing Material that is Re-classified
http://www.library.yale.edu/catman/catmaint/reclassification4.htm
____ Re-linking of records
Covered in the NELINET cataloging training document, p. 36.
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2Cat_1.2Rev.doc
X.

Relevant Documents for Further Reference
Workstation Skills
Workstation Best Practices <6/04>
http://www.library.yale.edu/lso/workstation/docs/workstationbestpract.html
Library Systems Office Web & Workstations Service Page
http://www.library.yale.edu/lso/workstation/index.html

MARC Formats
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MARC Standards Page
http://www.loc.gov/marc/
MARC21 Concise Format for Bibliographic Data
http://www.loc.gov/marc/bibliographic/ecbdhome.html
MARC21 Concise Format for Authority Data
http://www.loc.gov/marc/authority/ecadhome.html
MARC21 Concise Format for Holdings Data
http://www.loc.gov/marc/holdings/echdhome.html

Voyager
Orbis2 Training Documents
http://www.library.yale.edu/orbis2/implementation/training%20docs%20for%20NELINET.htm

Cataloging
Cataloging at Yale Website
http://www.library.yale.edu/cataloging/
Cataloging Tools & Resources
http://www.library.yale.edu/cataloging/tools.htm
ORBIS2 Policies and Procedures <some documents are draft>
http://www.library.yale.edu/cataloging/Orbis2Manual/Orbis2TOC.htm
Authority Control at Yale website
http://www.library.yale.edu/cataloging/authorities/
Cataloger's Desktop
http://desktop.loc.gov/
Cataloger's Desktop FAQ
http://www.loc.gov/cds/desktop/web-faqs.html
Classification Web
Quick Start tutorial at:
http://classweb.loc.gov/

Staff Development
Staff Training and Orgainzational Development (STOD) website
http://www.library.yale.edu/training/stod/orbis2_links.html
(JS ; reordered/ej/5/2/03; rev./se/10/20/03);rev./cpdc/9/05
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