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It would be great if barcoding the Reference collection was straightforward. However, there are going to be obstacles along the way. These notes list some, and it is not a comprehensive list, of the obstacles and how to handle them.

Terminology:

• Bibliographic record = describes the book
• MFHD = describes the location of the book, its call number, and any volume information (also called a holdings statement)
• Item record = shows the specific item information for each book that is included on the bibliographic record or MFHD

Possible problems and their solutions

• The call number does not appear in the call number index.

  Solution: Do a title search. Verify that the call number on the book's spine matches the call number that is on the book's record. If not, then the book will have to come to Technical Services to alter the call number.

  Solution: Do a title search. Nothing comes up. This book has not been cataloged and does not have a record in Voyager. Bring the book to Technical Services so we can catalog it.

• The book is in bad shape. Perhaps the spine label with the call number is loose or partially missing. Perhaps the book's cover is loose. Perhaps the book has been mutilated.

  Solution: These books need to go to Marilyn Jereau the Reference clerk.

• It is obvious that the book was issued in parts identified with either years or part numbers. The information does not appear on the spine label.

  Solution: Type the years or the part numbers on the item record. This assists in reprinting the spine label when it becomes necessary to do so.

• The holdings (coverage) of a multivolume set do not match what is barcoded.

  Solution: It is not impossible that someone is using a volume. It is also not impossible that someone wrote the holdings (coverage) wrong on the record. Enter the volume numbers of the volumes on the shelf into the book's record. Someone else is going back and verifying that everything is being barcoded. So if the volume turns up later then it will be barcoded by the cataloger in Technical Services. The cataloger can also then alter the holdings on the book's record to reflect that a missing volume has been found.

• All but one volume of a multivolume set has a red dot on the spine label.

  Solution: Verify that the volume does indeed have a barcode. Peoples' eyes glaze over as they put red dots on spine labels so it is entirely possible the volume was missed by accident.

• Two reference books have the same call number, but different titles.

  Solution: Bring the books to Technical Services. We will alter the call numbers.

• A book does not have the Ref prefix on the spine label.

  Solution: The book needs to be brought to Technical Services to verify where it lives within the library. Chances are it is a circulating book that was accidentally shelved in the Reference collection.

• A book has another prefix on the spine label. Perhaps PER.

  Solution: This book was undoubtedly mis-shelved in the Reference collection. It needs to be brought to Technical Services to verify where it lives within the library.

• A book has no barcode, but there is a barcode on the item record.

  Solution: Delete the barcode on the item record. The barcode is left over from Kresge Library's migration to its first computer system.

• A book has content, which covers a particular time span, but the date on the spine label doesn't match the time span.

  Solution: The date on the spine label is the date that the book was published. It appears in the call number field of the book. This is fine. Just leave it.

• There is no MFHD for the ref location.

  Solution: Create a MFHD for the ref location.

  Procedure:

  • Click on Record.
  • Click on Make a copy
  • Change the location to ref
  • Save the new MFHD to the database
  • At this point a new item record can be created.
• The call number search brings up the same book twice.

  Solution: This is usually a signal that the book lives in two separate locations within the library. Bring up the book's record. Bring up the screen that shows the MFHDs. Read the locations.

  The barcode goes on the book's reference location.

• There is an abbreviation of Suppl. or Supp. on the spine label.

  Solution: The abbreviation stands for Supplement. Please include it on the item record at the end of the other information. So for example, place it after the volume number. Or if there's also a year, place it after the volume and year.

• There are two MFHDs. One has the location ref. The other is the location non.

  Solution: non is the location for non-circulating books that live on the third floor.

  Please ignore the non location since it is the reference copy of the book that is being barcoded.