Welcome to the Vermont Library Cataloging Services! By taking advantage of the service your library should reduce the amount of time spent cataloging and processing materials.

What It Is

The Vermont Library Cataloging Services provides standardized MARC records to eligible public libraries. A unique four-character symbol is assigned to each library by OCLC.

Which Libraries Are Eligible

All public libraries meeting Minimum Standards for Vermont Public Libraries may order, free of charge, cataloging for up to 1,000 titles each year for current acquisitions. The period of eligibility is January 1 through December 31. Libraries receive MARC records. The MARC records are available via email attachments.

Public libraries requiring more than their 1,000 allotment have the option of being billed for any additional cataloging provided above the allotment.

Automated libraries can also sign up for OCLC's CatExpress, a user friendly copy cataloging service available on the Internet. With the service libraries can search OCLC's database, do copy cataloging and download records into their own local automated systems. The Department of Libraries is provides partial payment for the service as part of the Vermont Library Cataloging Services and the CatExpress libraries pay the rest of the costs. Follow these links for general information about the Dept. of Libraries CatExpress program and a copy of the 2012 letter inviting VT public libraries to participate in the program.  The letter contains instructions for signing up for the service. The deadline for 2012-2013 sign up is July 16, 2012.

Cataloging Available

MARC records may be ordered for books and AV (audio-visual materials) for current acquisitions only. No limitation is placed on publication dates of the materials that are newly acquired at your library.

Since catalogs, reviews and other sources may have misprints and other errors, please order cataloging only after you have received the materials so that you provide complete and accurate information resulting in the most cost-effective service. Placing an order with the Vermont Library Cataloging Services means that your holdings will appear in PUBcat, the online database of public library holdings included in the Vermont Automated Libraries System (VALS). You will not need to submit VUC holdings for items you receive from the Vermont Library Cataloging Services.

Libraries that are automating may use the PUBcat records to build their own automated databases. Contact George Barnes for information.

Ordering Procedure

Each time you mail your order please be sure to:

         1.  Complete an order slip for each title requested. We provide order slips or you may use a copy of
              commercially printed order forms. Cataloging may be ordered at any time

          2.  Include:

              -author, title, publisher, date.
              -LC control number and ISBN, if available.
              -Your library's name and four letter OCLC symbol.

         3.  For AV and other types of materials also include:
 

     -The format--DVD, compact disc, cassette, videocassette, disks, CD and book,  
              cassette and book, etc. Also include the number of DVDs, cassettes, CD-ROMs,
              videos, disks, etc.

   -Publishers' numbers, or music publishers' numbers. For example: ILPs 9281, CBS:
              CK 37575

   -Producer, composer, artist, performer, conductor, etc., in place of "author"

   -Distributor or releasing company when given in place of publisher

   -Any other information you think is necessary to search for or identify a record that
              matches your item 

         4.  Alphabetize the slips in title order.

         5.  Send completed orders to:
 

      Vermont Centralized Card/MARC Service     
      Technical Services Unit                   
      Vermont Dept. of Libraries                
      109 State St.                             
      Montpelier, VT 05609-0601                 

         6. Orders are placed as soon as the Technical Services Unit receives them. Orders are not held.

Vermont Library Cataloging Services MARC Record Delivery

When you receive your cataloging, check cataloging received against your own records to determine what is missing. We need to know when you do not receive cataloging for titles you have requested. Orders should be resubmitted for cataloging not received.Resubmission Procedure 

Sources of Information in the MARC Records

MARC records are sent to your library as an email attachment directly from the Technical Services Unit and should be received within one or two days after the order has been placed. The majority of our cataloging is obtained from PUBcat, DOLcat and OCLC. Dewey numbers are provided and are based on the latest edition of Abridged Dewey Decimal Classification. Subject headings are taken from the Library of Congress Subject Headings. If your library has not received cataloging with the email attachment, resubmit order slips for items not received in a separate pack. Order slips for resubmitted orders should each be marked with a prominent diagonal colored (pen or highlighter) slash. Resubmissions are not counted against your 1,000 allotment. Libraries will not receive MARC records on CD-ROM or disks from OCLC. OCLC records for titles supplied are downloaded into PUBcat for libraries to use. A library holdings symbol will be attached to each record. Libraries can opt to have records prepared by DOL to be sent via email attachment, or they can sign up for the CatExpress Service. Contact George Barnes for information about these options. Libraries are asked to use the following procedure when sending resubmits:

1. Search PUBCAT and DOLCAT. If a MARC record is found, download or if not possible, key the MARC record into your local database.
2. If a MARC record is not found, send a Card/MARC Service request form or use the spreadsheet set up by the Technical Services Unit (contact Lorraine for details).
3. DOL will download OCLC or Library of Congress records into PUBCAT and attach your holdings symbol to the record.
4. Search PUBCAT again.
5. Download, or if not possible, key the MARC record into your local database.

We are continually evaluating our service and we appreciate hearing from the public libraries so that we will know how the service is working for you. For questions, problems or concerns:

Inquiries

contact us

Technical Services Unit
Vermont Dept. of Libraries
109 State St.
Montpelier, VT 05609-0601
Phone: 802-828-2740
FAX: 802-828-2199
 

Revised October 6, 2011