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This document describes procedures to be followed in processing monographs which will be housed in an NCSU Libraries department or office. This includes all formats of materials, particularly "enabling" software (software that is not, in itself, useful but provides access to some other form of data; e.g., GIS mapping software.)

Collection Management

Collection Management will examine all requests for staff materials to determine if additional copies are to be obtained for the stacks or other locations and will notify Acquisitions as to their decision.

If another copy has already been cataloged for a different location, this information will be given to Acquisitions.


Acquisitions will order the material requested by Collection Management, inputting a purchase order online indicating the following:

  • location/person for which copy is being ordered
  • whether OR NOT a copy is being ordered for another location (based on information received from Collection Management)

If another copy is already cataloged for a different location, Acquisitions will send the staff copy to M & C as an ADDED LOCATION.

Metadata & Cataloging

  • Descriptive cataloging

    If a copy is being ordered for public use at another location, the cataloger will catalog whichever copy is received first. Cataloging will be full level, with a call number and subject headings, as appropriate. If no other copy is being ordered, bibliographic data may be minimal. For DLC and contributed records, the cataloger will accept call numbers and subject headings with no editing and pay specific attention to the 245, 250, 260, and 300 fields only. For original records, the skeletal record input by Acquisitions will be altered so it contains accurate 245, 250, 260, and 300 fields for identification.
  • Volume/Item records

    • Location codes should be selected from the Unicorn location codes list. Most office locations start with the prefix "OFF-" (e.g. OFF-ACQ, OFF-RIS, etc.), though there are a few exceptions (CATALOGING).
    • If the bibliographic record contains an appropriate LC call number, then include it in the item record. If it does not, do not add. Use an AUTO number instead.
    • Edit fixed field and 007 as usual for the particular format of material. If the item is a computer disk, use code zz.
    • Barcode as appropriate for that particular format of material.
    • Edit Item type to reflect code for the particular format of material.
    • These materials are noncirculating. Use non-circulating item type appropriate to the format (e.g., BOOKNOCIRC) or rely on combination of Location/Item type to make item non-circulating.
    • Take statistics as usual.


Marking will apply property stamp and tattle tape as usual and apply label according to the instructions on the marking slip.

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