Vermont Library Cataloging Services

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. Libraries may then load those records into their own catalogs.

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 from the VTLIB Technical Services Unit 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, an online user friendly copy cataloging service. With  CatExpress, libraries can search OCLC's WorldCat database, do copy cataloging, and download records into their own local automated systems. The Department of Libraries provides payment for 250 records per library as part of the Vermont Library Cataloging Services. CatExpress libraries pay for any additional records beyond 250. Follow these links for general information about the Dept. of Libraries CatExpress program and a copy of the 2013 letter inviting VT public libraries to participate in the program.  The letter contains instructions for signing up for the service. The deadline for 2013-2014 sign up is August 14, 2013.

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. This will 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 Tom McMurdo for information.

Ordering Procedure

Email your order to TSU at: LIB.TSU@state.vt.us . Each time you email your order please be sure to:

         1.   Include:

              -author, title, publisher, date.
              -LC control number and ISBN, if available.
              -Your library's name and four letter OCLC symbol. If you don't know your symbol, please contact the TSU.

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

             -The format--DVD, compact disc, CD and book,etc. Also include the number of DVDs, CDs, 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

        3. 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 that it is correct. If it is not correct, or you did not receive records, orders should be resubmitted. Simply send another email to TSU explaining what errors or missing records there were.

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. OCLC records for titles supplied are downloaded into PUBcat for libraries to use. A library holdings symbol will be attached to each record. Contact Tom McMurdo for information about signing up for CatExpress--if you are a regular user of the Cataloging Service, Catexpress may be agood fit for you. 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 an email to Tom McMurdo, Head of Technical Services.
  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: 802-828-6953
FAX: 802-828-2199
 

 

Revised December 16, 2013