Accession numbers and accession books:
Historically accession numbers were assigned to all print materials in addition to call numbers until sometime in the 1970s. Accession log books for print materials are kept in Special Collection.
Accession books were used for recording accession numbers for sound recordings and other media until approximately 1999. Then a system using Excel spreadsheets to keep track of the next available numbers, combined with information available in the online catalog was instituted and is still in place
The accession books for sound recordings are located across from the Manufacturer’s File. They are still being annotated when a recording logged these is lost or discarded.
Microforms are also tracked in accession books and because of the small amount of materials that come in this this format, this method is still in use. Separate books for microfilms and microfiche are located on shelves outside the office of the Head of Cataloging.
Barcodes:
Sibley began barcoding all new materials in April 1985. Cataloging in OCLC began in 1978, so materials cataloged between then and April 1985 had records in the OPAC, but had not been barcoded. Beginning in the late 1980s, all materials were systematically barcoded in preparation for retrospective conversion, including those that had been cataloged in OCLC but were not barcoded at the time. Linking projects followed up to check if scanning barcodes attached to the shelf-list cards retrieved the item. At this time any barcodes that were not linked to their online record were entered into Voyager.
Curently Sibley uses double barcodes on print materials. When the current supply of barcodes is exhausted, we will be switching to using a single barcode on all materials. These are attached to the materials by the Acquisitions Department. Older materials from gifts will have barcodes assigned by the cataloger.
Barcodes may be ordered when needed by sending an email with the number of rolls to Acqyourservice@library.rochester.edu
Barcode placement:
Hardcover materials (both books and scores): barcodes may be pasted on by the cataloger on the front, upper left corner. Barcodes may also be affixed by the cataloger to softbound books that have spines. For books with staples, the barcode should be paper clipped to the item, near the penciled in call number
Scores and other items that will be pamphlet bound: paper clip barcode in item near penciled in call number.
Sound recordings and other media: place a single barcode in the upper left corner of the front of the container.
Classification system. Sibley Library has used the Library of Congress Classification for printed materials for almost its entire history. When the collection became the Eastman School library, all materials that had been cataloged using a home-grown system were re-catalogued using the Library of Congress system.
Subject heading system. For scores Sibley had an in-house subject heading system that centered on medium rather than form as the LC system does. This system was discontinued in favor of Library of Congress Subject Headings in the late 1970s or early 1980s.
Cuttering. Sibley Library uses the 3-figure Cutter-Sanborn tables. There are some very old materials that have 2-figure Cutters, i.e. .B81 instead of .B813 for Brahms. These are shelved as though they have 3-figure number. Some older materials have a work mark rather than a second Cutter.
Local procedures for constructing call numbers can be found at
Classification and shelflisting
Call numbers, examples for marking, holdings
Materials awaiting cataloging
All uncatalogued materials are visible in the online catalog, with either a brief bibliographic record or an OCLC or vendor record if available. All may be requested by users for rush cataloging and processing.
Newly received materials that were ordered by Acquisitions are found on shelves in the Acquisitions area.
Uncatalogued scores are arranged alphabetically by composer, or by title if anonymous or a compilation by multiple composers.
Uncatalogued books are in the same location but are shelved by title in all cases.
Uncatalogued media items are on shelves in accession number order in the Cataloging department. Gift items and purchased items are interfiled in these areas.
Uncatalogued gift score and books are kept in separate sequences in the Catalog department. They appear in the online catalog as having a call number of “Gift” and they may also be requested for rush cataloging and processing. They have generally been considered to be a lower priority for cataloging than newly purchased items.
Unprocessed added copies and volumes for both scores and books are kept in their own sequences in the rear of the Catalog department.
There are several gift collections that have been kept in their own separate sequences in the Catalog department. Some examples are:
American Composers Collection scores
Audiovisual materials are accessioned rather than classified. The first element of the accession number often indicates the type of material. A list is below:
Cassette
LP (10 and 12 in. LPs)
LPS (7 in. discs, both 45 rpm and 33 rpm)
FAC (a sequence of LP at one time reserved for faculty use)
DVD
BR (Blu-Ray)
Video (videocassettes)
Videodisc (12 in. laser disc)
Media (a hybrid collection, usually consisting of items with more than one material type, i.e. score with accompanying CD, or boxed sets of media that need taller shelving)
Film (microfilm reels; Alma location will be sibmicro (items filmed inhouse from our collection) or sibmisacq for films purchased or received as gifts)
Pres. Film (a sequence of microfilm reels made for preservation purposes; usually a number of items filmed on each reel)
Fiche (microfiche)
OCLC authorizations
All staff members who use OCLC have their own authorizations. There is a departmental authorization at the National Enhance level.
Bibco authorization: 100-150-179,
password: pcc
OCLC Access and Authorization website: https://www.oclc.org/app/sysacc/header.pl
This website can be used to add and change authorizations. Our billing partner is OCLC.
Rush requests for cataloging: Items that have been requested by a patron are put through a rush cataloging workflow. These may be items that a patron requested to be ordered, or that a patron has located in the online catalog that has not yet been cataloged. They may also be items that have been requested from the Storage Unclassified collection offsite. These items are identified by containing an orange flag with the name of the requestor and are placed on a special shelf outside the office of the Head of Cataloging, across from the door leading into the cataloging department. After cataloging is completed, the cataloger hand-delivers the item to the bindery, rather than placing it on the shelf for pickup.
ARL collection statistics
Sibley Catalog Dept. supplies two figures for ARL statistics, which the Library Director needs by mid-autumn. These are Titles held, and Volumes in library. They are based on the fiscal year ending June 30, and are compiled on or around that date. Statistics had been compiled from hand count until 2014-2015 when a method was worked out with the help of River Campus Systems staff to take the statistics from the Voyager database. Past statistical reports can be found at T://Technical Services/Cataloging/ARL collection statistics.