CAT FLAG Communication How Milwaukee Public Library (MPL) and the Milwaukee County Federated Library System (MCFLS) work together to create good cataloging practice.

CAT FLAGs…. We’ve got a million of them! Well, not quite, but enough to have our own language.

Here’s our menu of options June 20, 2008 WILIUG Conference

What’s the plan? Of course, the goal is the box at top left, “-”, MARC CATALOGING COMPLETE - but how we get there is the interesting part…

CAT FLAG “a” ACQ RECORD - Used to designate Acquisitions records at all member libraries. Generally, a rather brief record that signals to staff and patrons that material is on order. At this point, holds may be placed on the material being purchased.

June 20, 2008 WILIUG Conference

CAT FLAG “t” This flag “NEW TITLE” is used by MCFLS member libraries (not MPL) to indicate that material has arrived and an item was created. The owning library upgrades the “a” record with corrected information and adds any missing data, such as ISBN, pagination, format, edition; whatever distinguishing fields are available.

June 20, 2008 WILIUG Conference

MPL’s response Every three weeks, MPL copy cataloging staff create a list of CAT FLAG “t” records, and divide them up. WorldCat is searched to identify a matching record, which is then imported into CountyCat to overlay the “t” record. A successful match changes the CAT FLAG to “-” signifying a fully cataloged record.

Oh, oh – problems! What if cataloging staff is unable to find a matching record? Additional CAT FLAGs to the rescue!

CAT FLAG “j” Questions, we’ve got questions, we’ve got stacks and stacks of questions! Records that are a possible match are found in WorldCat – but the ISBN is different or the pagination varies. MPL changes the CAT FLAG to “j” – “NEED INFO NOTE” and adds a non-public displaying 999 MARC field with question(s).

June 20, 2008 WILIUG Conference

CAT FLAG “k” In return, MCFLS member libraries create their own lists – of CAT FLAGs “j.” They research the question, add their response and change the CAT FLAG to “k” – INFO SUPPLIED. This task can’t be done to a schedule because very often, the item is checked out and they must wait to have the item in hand before answering.

June 20, 2008 WILIUG Conference

Usually, that does the trick and the correct OCLC record is selected, imported, and the brief record is overlaid. Sometimes, though, the match is not made – what then?

CAT FLAG “o” If no match can be found, the CAT FLAG is changed to “o” – NEEDS ORIGINAL. An Original Cataloger places a hold on the item, and once received, either determines that there is indeed a match in WorldCat or creates a brand new OCLC record.

June 20, 2008 WILIUG Conference

Other CAT FLAG options “h” – HOLD AND CHECK – Used for popular, very new material when we anticipate that a WorldCat record may soon be added.

June 20, 2008 WILIUG Conference

Other CAT FLAG options “l” – LEAVE ALONE – Used for MPL cleanup purposes when the record has insufficient bibliographic information to validate adding the record to WorldCat without additional research.

June 20, 2008 WILIUG Conference

Other CAT FLAG options (cont.) “z” – DON’T REPLACE – Used to facilitate the circulation of material inappropriate to WorldCat, such as toys, puppets, puzzles and other realia.

June 20, 2008 WILIUG Conference

Other codes used internally at MPL “s” – SER DECIS PEND – A sample issue of a periodical has been received and we are waiting for a purchase decision from the selector. “q” – SERIAL DECISIO – The selector has elected NOT to purchase and the decision is recorded for receipt of future unsolicited issues.

Other codes used internally at MPL “m” – MISLINK BRIEF – Originally used to identify records that migrated from our old system and matched up incorrectly with items. Now used by some public service staff to enhance old brief records, called “retros.” “3” – MPL TEMP BIB – Kind of a placeholder, used as the cataloger researches foreign language material. The record isn’t finished, but is still in process.

Finally… As records near the end of their useful life, these options are used: “n” – SUPPRESSION – For on-the-fly and other temporary bib records. “d” – DELETE CODE – Used to signal that a record is no longer needed by the last library to have an item on the record. MCFLS runs lists to eliminate these records.

Who knows what CAT FLAGs we’ll come up with next?! Cathy Markwiese Milwaukee Public Library cmarkw@milwaukee.gov