Evergreen (CW MARS) – Cataloging Questions and Data Extract Instructions
Library Name
_______________________________________________________
Date: ______________
Technical Contact:
Cataloger Contact:
Name: ____________________________________
Position Title: ______________________________
Phone: ___________________________________
Email: ____________________________________
____________________________________
____________________________________
____________________________________
____________________________________
# of print monographs held: _________________
OCLC Holdings Symbol(s):
OCLC Member? Y / N
____________
____________
____________
Date migrated to the current system: ______________________
How many years of circulation data is available? Total charges? ___________ Last circ date? ____________
How many years of item add data is available? (date acquired) ___________
Is any in-house usage logged? Re-shelving counts? Reserve circs? If yes, should these uses be combined with
regular charges for calculating overall usage? ______________________________________________________
What is the source of the 001 control number? (Is it system assigned, an OCLC #, or something else?)
____________________________________________________________________________________
Where is the system bib record number stored? ____________________________________________
What is the best way for SCS to associate related bib and item records?
What does it mean when we find multiple OCLC numbers in a bib record?
1) It is a mistake, SCS should seek to identify the best one and use it for WorldCat overlap analysis.
2) Our library has made a concerted effort to associate various editions of the same work – there is no way
for SCS to identify the correct one. These records should be excluded from the SCS analysis.
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OPAC URL
SCS creates a hot link from each title to the library’s catalog record for that title. Please offer advice about
establishing the best URL and give us an active sample. Consider whether the link should be to the traditional
catalog or the discovery layer, etc.
Classification
What is your library’s primary classification scheme?
LC / Dewey / Other?
Secondary classification scheme? LC / Dewey / Other?
If there is a non-LC scheme in use, what part of the collection is it used for?
Are non-LC materials identifiable via location code?
If the library uses more than one cataloging scheme, is it possible to transmit with each item record, the type of
call number in the item record? (LC, NLM, Dewey, Other).
Where are local call numbers stored? MARC 090? MARC 099? Item record? MFHD?
For shelf-listing, does a local call number always trump an 050?
If there are multiple ’local’ call numbers, which one ‘wins’?
Establish a hierarchy of call numbers, with the best one first. Example: 1) Item record call number; 2)099;
3) 090; 4)050.
How does the library handle multiple copies? Is there a reliable copy number in the item or holdings record?
WorldCat Holdings
As part of our preliminary analysis, SCS determines which of the library’s titles do not have a holding set in
WorldCat. What is the local practice with regard to setting holdings? Has there been an OCLC reclamation
project? Should we include or exclude from our analysis, titles where the local holding has not been set?
Bib Data Extract
Please supply full MARC records for all monographs that will be included in the analysis – ensure that the unique
bib record number is included. The project will focus on circulating print monographs, but may also include
reference books, scores, special collections, etc. Check with the project manager about your project’s scope.
Please be sure to include the System ID – which SCS can use to create OPAC URLs.
Item and Usage Data
In addition to standard bibliographic data for in-scope titles, we also need all associated item level details. The
Alma libraries we have worked with to date, have sent it via a delimited text file, separate from the file of MARC
records. Please be sure to include the bib record number for each item - and include column labels that are easy
for us to interpret.
Here is the item-level data we are looking for. If you have any doubt about whether or not to send a particular
data element, err on the side of inclusion:
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 Bib Record Number (We use this to link item records to bib records. We also use it to create permalinks
to your library's OPAC. For anyone sending item and transaction data in a separate file, please ensure
that the format is the same as that found in the bib record itself.)
 Item Record Number
 Item Create Date
 Barcode
 Item Call Number
 Volume Number
 Copy Number
 Number of Pieces
 Enumeration
 Item Type Code
 Item Status Code
 Collection Code – as distinct from Location Code
 Location Code
 Location Name
 Total Charges (all circulations)
 In-House Uses
 Last Check-out Date
 Last Check-in Date
 Year-to-Date Charges
 Reserve Circulations
Are there item types, statuses, or locations that should be excluded from the analysis?
Are there local data anomalies or unusual cataloging practices that you think we should be aware of? If yes,
please describe them.
Is there anyone in the library who has experience pulling a catalog extract like the one we need?
Should SCS seek to provide contact information for someone who can help?
File extract expected on or around: ______________________________________________________
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