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Helpful Advice
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Tips for a Problem-Free Retrospective Conversion
1. Inventory and weed your collection
It is important to inventory and weed your collection, if possible, before you begin the Retrospective Conversion process. This guarantees that only those titles that you actually own and wish to keep in your collection are converted.
In addition to keeping the cost of your conversion project down, a clean database and a weeded collection make the management of your online catalog much more efficient. The inventory process will give you an opportunity to identify and implement changes to the arrangement of your collection.
2. Check descriptive cataloging
Make sure your shelflist cards conform to AACR2 Level 1 standards for descriptive cataloging. (These are minimum standards.)
All of the following information SHOULD BE INCLUDED on your shelflist cards:
1. ISBN
2. Author's complete name
3. Title
4. Publisher
5. Date of publication
6. Edition statement
7. Collation (pagination, size)
Incomplete or incorrect bibliographic information makes it impossible to match shelflist cards to the correct MARC record. The lack of this information could result in the addition of an incorrect record to your database, or the need to return the title to you for additional information. (These standards apply to everything in your collection: picture books, easy readers, paperbacks, etc.)
3. Shelf list call numbers must match your books
Incomplete or incorrect call numbers on shelf list cards will result in incorrect information in your database. Be sure the call number on your shelflist matches the spine labels on your books. This can be checked during inventory.
4. Standardize input stamps for your online catalog
Input stamps (Collection Codes) should be standardized so that they file in alphabetical order in your online catalog. For example, call numbers on shelf list cards that begin with "FIC" will file in a separate position alphabetically from call numbers that begin with "F".
The input stamp can be normalized during retrospective conversion. In advance of the project, DGI supervisors will meet with clients to create the input stamps to be used and the criteria for using them.
5. Copy/Volume information must be accurate
Make sure the number of copies and/or volumes are accurate and clearly marked on your shelflist. A copy 2 must have the exact same publisher and date as copy 1. The same title with a different publisher and/or date requires a separate bibliographic record.
Copy information can be verified during the Inventory. Accurate copy/volume information directly impacts the barcoding of the collection and the information that is added to your bibliographic database.
Remember: Fine-tuning your shelflist before a retrospective conversion project will pay off with a smooth, problem-free conversion!
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