Reference Librarians' Page

I’ve been asked to post the procedure for finding items in the cataloging backlog.  I will put it as a post here,  link it as a word document in the resource links on the blog, and print it out and put it in the Reference Binder at the desk.

Cataloging Backlog Items

When you see an item in the OPAC (the web/public version of the catalog) and it has no call# or no location or the call# is obviously incomplete it is an indication that an item may be in our cataloging backlog.  Because Voyager in the OPAC only shows certain status designations, and considered something in “Cataloging Review” to also be “Available” there is no way to tell from the OPAC if something is in the cataloging backlog.

So, when this  happens, or if you have looked for a book on the shelf an can’t find it.  The next step is to see if it is in the Cataloging Backlog.

To Check if An Item has a Status of “Cataloging Review” i.e. in the Cataloging Backlog

1. Look the item up in a Voyager staff module - either Circulation or Cataloging will work for this part - but only Cataloging will work for the 2nd part - so it is best to start in cataloging unless you just want to quickly find the status.
2. To look it up in Circulation, follow these steps :

• Click on the Item Icon
• Click on the … next to the barcode entry box
• Search for the item using whichever index you want
• When you have the item on the screen, click on the Status Icon - this is the one that looks like a graph.
• This will list all the statuses in the top half.  If one of them is “Cataloging Review” then the item should be in the cataloging backlog

3. To look the item up in the Cataloging Module

• Click on the Search Icon (Magnifying Glass)
• Search for the book/film
• When you have the bibliographic record up on the screen, click on the “Get Items” tab
• With the item record up on the screen, click on the Status Icon - this is the one that looks like a graph.
• This will list all the statuses in the top half.  If one of them is “Cataloging Review” then the item should be in the cataloging backlog

Finding the item in the Cataloging Backlog

1. Find the bibliographic record in the Voyager Cataloging module
2. Click on the history tab of the bibliographic record
3. Check to see who created the record.
1. If it lists load - then it is pre-Voyager - follow those steps below
2. If it lists a person - then it is post-Voyager - follow those steps below
4. Find the correct bib number
1. Pre-Voyager - look for an 035 field that has a subfield 9 - the number in that subfield is the Horizon Bib number.  That is the number you need.
2. Post-Voyager - look at the bib number at the top of the screen, where it says bib…. followed by a  number.  That is the Voyager bib  number, that is what you need.
5. Check the size - look at the 300 tag at the subfield c for the centimeters.  If it is over 30, then you will want to look in the cataloging backlog oversize.  If it is under 30 it should be in the regular cataloging backlog.  If it is blank, then you should start with the regular backlog and check the oversize if not found there.

Finding the item on the Cataloging Backlog Shelves

The cataloging backlog is in Sharon Clayton’s office

The items in the Cataloging backlog are in order by either their Horizon or Voyager bib numbers depending on whether they are pre or post Voyager (see above).

The bib  numbers are written on yellow slips that stick out of the items.
The regular Cataloging backlog section starts in the open bookcase on her South wall that is closest to her door.

It continues through till the 2nd to the last shelf of that bookcase, and then jumps over to the glass fronted bookcase along that same wall, but closest to the window.  It continues in that case until the 3rd to the last shelf.

The Oversize Cataloging backlog section starts on the last shelf of the open bookcase on her South Wall that is closest to her door.

It continues through to the glass fronted bookcase along that same wall, but closest to the window.  It continues in that case on the last two shelves.

What to do when you find an item in the Cataloging Backlog

About 95% of these items are special collections materials, so they cannot be just given to patrons.  It is not easy to tell if something is not for special collections, so we treat everything in this backlog as if it is.

If it is during special collections hours, you may bring the item up to the special collections reading room for the patron to view.

1. First, write the bib number and the title on a slip with a note “Taken to SCA Reading Room” and put that note in Sharon Clayton’s mailbox.
2. Bring the patron and the item up to the SCA reading room
3. Give the item to the SCA person on duty, who will then give it to the patron and record the regular things they record for readers.
4. Tell the SCA staff person that it should be returned to Sharon’s mailbox or office chair when they are sure the patron no longer needs it.

If it is not during SCA Hours

1. Notify the patron that they will have to come back during SCA Reading Room hours to view the item, and tell them when those are.
2. Write the bib number and the title on a slip with a note “Taken to SCA Reading Room” and put that note in Sharon Clayton’s mailbox.
3. Bring the item and your master key up to the SCA Reading Room
4. Write a note indicating the patron’s name and that they will come back to see sometime soon when SCA is open
5. Leave the item with the note on the end of the first long table in the reading room.

If the patron indicates that she/he cannot come back and so is not going to view the item - then leave it on the shelf in the backlog, but make a note of the bib number and title and leave that in Sharon’s mailbox saying that a patron wanted, but could not wait.