Codes Used for Tracking Cataloging Output, Preservation Activities, and Bibliographies

Several codes are currently used, primarily in the 852 and 952 fields. Catalogers indicate the date and type of their cataloging activity, library staff log their preservation activities, and several groups of records are tagged for easy retrieval based on subject or collection activity.

Cataloging Codes

In every record created or brought into Alma, Catalogers insert a code to record who performed the cataloging (not reliably discernible in Alma from other sources), what date the record was cataloged, and the type of cataloging performed. The three codes used are:

CO: Copy Cataloging

MO: Modified Original Cataloging

OR: Original Cataloging

These codes are arranged in a string with the date and the cataloger's initials as follows:

[Two-character cataloging code][yyyymmdd][your intitials].

If John Smith performed copy cataloging on January 1, 2023, the code entered would be:

CO20230101js

Note that the cataloging code is always uppercase and the cataloger’s initials are always lowercase.

This code is entered in a subfield $x in MoMA's 852 field in the bibliographic record after the subfield $a for institution and call number subfields. An entire string might look like this:

852 0_ $a NNMoMA $h N6853.P5 $i A4 2017 $x CO20230101js

If a cataloger later significantly updates the record, additional subfields $x may be added:

852 0_ $a NNMoMA $h N6853.P5 $i A4 2017 $x CO20230101js $x MO20240202js

Previously, additional subfields $x were added solely to denote the fiscal years and catalog years (i.e. $x2023FY $x2022CY) but this is no longer necessary, and these should be left out of the record to prevent clutter.

852 subfields $x are not searchable in Alma, though the call numbers themselves can be searched. To enable the statistics to be searched in Alma, all 852 fields are copied over to 952s in their entirety, usually at the point of cataloging, in Connexion, but sometimes upon import into Alma. 952 fields are searchable as local indexes.

In Alma Analytics, either the 852 or 952 are equally searchable and available for queries and filters, if they are assigned to a Local Parameter field. Currently the 952 is assigned to Bibliographic Local Parameter 02. See https://sites.google.com/site/nyarc3/misc/analytics for more information.

Preservation Codes

Bibliography and Sub-collection Codes

Add additional 852s to tag particular collections. The two main tags currently in use are:

i. LACM — Latin American Collection Material. This tag is added to bibliographic records to help identify and count any materials in the library about art and artists from Latin America, defined broadly, or specifically purchased or collected by the Patricia Phelps de Cisneros Bibliographer for Latin America. Most materials to be given this tag should already be identified for the cataloger.

ii. AABIB — African-American Bibliography.

Any additional 852s added to the record must include a $a for our institution code and the tag must be entered in a $x as follows:

852 __ $aNNMoMA $xLACM

Full list of Current and Statistical Past Codes