Cataloging Workflow

Types of SWAN libraries

SWAN libraries belong to one of two groups:

• OCLC Cataloging Libraries – These libraries contribute full-level cataloging to the SWAN database, usually through copy or original cataloging via OCLC.
• Pre-Cat Libraries – These libraries take advantage of our centralized cataloging service by creating brief bibliographic "pre-cat" records containing only basic information.

Steps in the cataloging process

Member libraries can create pre-cat records at any point in the materials processing timeline. Some choose to create records at the time an item is received while others prefer to represent items in the database at the time of ordering.

Workflow

1. A pre-cat record is created by hand keying or by using a vendor record obtained through the acquisitions process to stand in as a pre-cat.
2. Member libraries can add call numbers, items, MARC holdings, and serial control records to a pre-cat as needed.
3. SWAN's Bibliographic Services team or an OCLC Cataloging member library will overlay the precat with full-level cataloging.
4. Records with full cataloging are sent to a third-party for authority processing and record enhancement.

Adding call numbers and items

If you find that an item already exists in the SWAN catalog and is new to your library, you need to add a Call Number and Item to the existing bibliographic record. 

Adding Call Numbers

1. Open the Call Number/Item Maintenance wizard. Search for a bibliographic record that matches your item. Search by ISBN first if your item has one. If ISBN search does not result in a match, try other Standard Numbers, Title, and/or Author searches.
   • Call number and copy information display in the Call Number/Item tab.
   • Check the Bibliographic tab to make sure the record matches your item.
2. If the record matches your item, click on Add Call Number at the bottom of the window.
3. Verify that your library code appears in the pop-up box and click OK.
4. The system assigns an auto-generated item ID. Scan the item barcode to replace the system-generated Item ID.
5. Edit the item information to reflect your item. 

Adding items

This method will be used for cataloging an item that is a duplicate copy of an item already owned by your library (e.g., a second copy of the same book).

1. Open the Add Item Wizard.
2. Search for a bibliographic record that matches your item. Search by ISBN first if your item has one. If ISBN search does not result in a match, try other Standard Numbers, Title, and Author searches.
3. The item record information displays on the Call Number/Item tab as described previously.
4. Check the bibliographic tag to make sure the record matches the item you want to add.
5. Go to the tab at the top of the screen that is labeled Call Number/Item.
6. Click on the Add Item button at the bottom of the window. Verify that your library code appears in the pop-up box and click OK.
7. Edit the item information to reflect your item.

Your library’s item will appear first in the title / call number / item tree on the left side of the Call Number/Item screen.