RiverShare Libraries Technical Services Committee Site

TSC Manual

RiverShare Technical Services Manual

Revised for TSC review

March 2022

Entrusted with the accuracy and maintenance of the Integrated Library System (ILS) bibliographic and authority databases, members of RiverShare Technical Services departments are committed to acquiring, cataloging, and processing resources in a timely and complete manner in order to make those resources available to and discoverable by library patrons and library staff.

For help with terms and abbreviations contained within this document, please consult the Glossary.

I. RiverShare Technical Services Committee Policies and Procedures

The RiverShare Technical Services Committee (TSC) is committed to providing a quality bibliographic and authority database for use by member libraries and the public. Member libraries agree to work together for the benefit of the consortium to contribute and maintain bibliographic and authority records for all holdings according to established RiverShare policies, and to restrict conduct of operations of the ILS to authorized, trained staff. The committee and its officers are established according to the RiverShare Bylaws (approved 3-19-2015).
The TSC is guided by the RiverShare Strategic Plan (August 2013) and the Tech Services Strategic Plan, which was submitted to the RiverShare governing body in May 2014.
RiverShare technical services policies are established and voted upon at RiverShare TSC meetings. Policies are then submitted to the RiverShare governing body and documented in the RiverShare Technical Services Manual.
In July of each year, the chair, vice chair and secretary of the TSC will determine members of the Technical Services Committee/Database Subcommittee (TSC/DSC) based on training, experience and adherence to cataloging standards. The members of the TSC/DSC provide guidance on RiverShare policies and procedures, perform bibliographic maintenance for member libraries not having permissions to do so, update holdings in State of Iowa Libraries Online (SILO) and OCLC for member libraries, and serve as buddy libraries to other RiverShare libraries. In addition, members of the subcommittee coordinate an annual item and bibliographic record purge and coordinate Helpdesk tickets regarding system-wide changes to Cataloging, Acquisitions and Serials modules as requested by the TSC. This subcommittee may be contacted at riversharedsc@gaggle.email.
Member libraries agree to enter OCLC bibliographic and authority records for newly acquired materials according to RiverShare policies and procedures and to complete and/or convert to OCLC records retrospective bibliographic and authority holdings. Member libraries are responsible for ensuring that technical services staff are appropriately trained. The RiverShare Technical Services Committee will suggest appropriate training resources, answer questions, and provide periodic training and review at meetings. Each member library will be or be assigned a buddy library for feedback on specific projects and questions. See the Permissions and Training document approved July 2015 for more details regarding database permissions.
Member libraries agree to abide by the Item Status Resolution jointly passed by the RiverShare Circulation and Technical Services Committees in March 2014.
TSC policies are enforced on a self- and peer-monitoring basis. If a library misinterprets or violates the policies, any member should contact the violator(s) for clarification, coaching, and resolution. If the problem continues, the TSC chair / DSC members should be contacted for assistance in resolving policy questions, as well as the library director of the involved member library. If the member library continues to willfully violate the policies, the Technical Services Committee Chair will notify the RiverShare governing body.
This Technical Services Manual and other documents are stored and updated on Google Sites, an online tool that allows for collaborative posting and editing in a password protected environment. The link to the manual is https://sites.google.com/view/rivershare-libraries-technical/home. DSC libraries have editing powers. Any corrections should be reported to riversharedsc@gaggle.email.

II. Bibliographic Records (Source, ownership, standards)

1. To ensure a clean and quality-controlled database, RiverShare members agree to use Bibliographic records exported from OCLC. Using a shared Bibliographic source with a consistent record identifier (OCLC accession number) aids in duplicate detection and prevention, and facilitates the maintenance of system-wide holdings information in OCLC and the Iowa Locator.

Exceptions to OCLC include allowed generic records and records created for purposes of acquisitions. All temporary bibliographic records added for purposes of acquisitions must be replaced with the appropriate OCLC bibliographic record as soon as the item is cataloged. See the Acquisitions section below for details.

2. All Bibliographic records in the Polaris ILS System will be owned by Rivershare. Only members of the Database Subcommittee (DSC) have permission to edit bibliographic records once they are imported into the Rivershare system.

Local ownership of bibliographic records may be permitted in limited circumstances approved by the DSC. Records owned by individual libraries or systems are limited to kits and equipment that:

Will not be uploaded to OCLC
Are intended for use only by that library’s patrons OR Have been created or compiled by the library
Have frequently changing content in the bibliographic record.

Locally owned records should not be duplicative of other records owned by Rivershare and will be properly maintained and deleted according to established Rivershare guidelines.

These bibliographic records must include a 945 tag:

945 ‡aOCLC DO NOT SET

Local history items, serials, and electronic records must be cataloged according to Rivershare standards in OCLC and owned by Rivershare.

3. New records will be cataloged according to the latest editions of RiverShare TSC approved resources.

4. Participants agree to avoid adding duplicate records by first doing a thorough search of the RiverShare ILS. To determine if a record matches use the guidelines set out by OCLC’s Bibliographic Formats and Standards (1), LCRI 1.0 (2), and the American Library Association’s Committee on Cataloging (3).

The most pertinent guidelines on matching records have been summarized by the RiverShare TSC:

5. Participants must communicate with other participants about any project that will affect the ILS as a jointly held resource.

III. Holdings & Importing

A. Attaching to RiverShare bib records

If a match is found in the RiverShare ILS, a new record should not be loaded from OCLC. The owning library should attach their item to the correct bibliographic record. Member libraries may also attach to an acquisitions record that has been entered by another member library.
Item barcode, owner, material type, loan period, fine code, renewal limit, stat code and price are required fields for all circulating items in the RiverShare ILS. The values of these fields may be determined by the owning library.

3. The volume field controls the holds in the Polaris ILS software. All serial records and multi-volume records must have a designation in the volume field. See call number section for more details. Items attached to a Blu-Ray/ DVD combo pack record must have BLU-RAY, DVD or BLU-RAY + DVD in the volume field. Local markings for series and other optional numbering systems used by member libraries may *not* go in the volume field. The suffix field may be used for library specific markings.

Serial graphic novels must go on a serial or multi-volume monograph record if possible. If volume 2 in a series comes out and volume 1 is on a monograph record, it must be replaced with a multi-volume or serial record. Acquisitions records are exceptions to this. Travel guides or other serial works should go on a multi-volume or serial record if they are published every 3 years or more.

4. Barcode Placement: All barcodes on all newly barcoded materials should be positioned on the front cover, the inside of the front cover where it is easily visible (not under jackets or under parts) or on AV materials where it is readily visible.

5. According to the RiverShare Circulation Policy, libraries may place restrictions on the circulation of new materials. This is controlled through various check boxes on the item record. See specific procedures on how to restrict holds. Non-circulating collections such as Reference are also controlled through check boxes.

B. Editing and Loading Records from OCLC

Member libraries agree to follow TSC decisions regarding editing records as documented in this manual and the Editing Monograph Records chart before exporting from OCLC and importing into the RiverShare ILS. See also recommended settings for export and import.
OCLC requires full-level cataloging (ELvl=I) to meet the requirements of AACR2’s (6) second level of description, which is still being used during the transition to RDA. Before importing a record into the RiverShare ILS, the following fields need to be present and correct:

a. Title proper= Parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility

b. Edition statement / first statement of responsibility relating to the edition

c. Material specific details

d. First place of publication, etc.: first publisher, etc., date of publication, etc.

e. Extent of item: other physical details ; dimension

f. (Title proper of series / statement of responsibility relating to series, ISSN of series ; number within the series. Title of subseries, ISSN of subseries ; numbering within subseries)

g. Notes

h. Standard numbers

i. Other pieces of information as required by the rules for each format

j. OCLC also requires:

i. a classification number from a recognized scheme (LC, Dewey, SUDOC, etc.)

ii. fixed fields coded fully

iii. main and added entries created according to AACR2 or RDA

iv. subject headings from an established thesaurus or subject heading system (6XX) See Guidelines on Subject Headings.

IV. Acquisitions

The minimum requirements for bibliographic records added to the database for acquisitions purposes are: author (1xx), title (245), fixed field format code to distinguish formats such as regular print books, large print books, sound recordings etc., ISBN (020), and copyright date (260 subfield c – preferred) or (date fixed field). Add an 099 field ON ORDER RECORD—[YOUR LIBRARY CODE] (Or a 970 field if using EDI). Also add a 945, subfield a, OCLC DO NOT SET so that acquisitions records do not get loaded into OCLC. The title in subfield 245$a should be formatted in upper case.

Example:

008 (23) d - for Large Print

or 006 form of material for sound recording

020 ISBN-10/ISBN-13 (may be repeated)

099 ON ORDER RECORD – [YOUR LIBRARY CODE]

100 1 Author: Last name, first name.

245 ** TITLE :|b subtitle.

260 |bPublisher,|cyear.

500 Any other pertinent information: Large print, Book on CD, DVD, Blu-ray, etc.

700 1 Editor: Last name, first name.

945 |aOCLC DO NOT SET (or 970 tags)

Vendor records: Non-OCLC vendor records must contain or be edited by the contributing library to contain the same information/fields as acquisitions records described above.
It is the responsibility of the original inputting library to update or merge to a full OCLC record, but any member with authorization may update an acquisitions record. The original inputting library must update within one week of cataloging the item.
In case the library does not receive the item or receives another edition, and is the only library attached, it is their responsibility to delete or transfer all holds to the correct bibliographic record. If the receiving library is the only library with a copy on-order, the receiving library agrees to contact the home library of any patrons with holds that will not be filled.

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