Gift Cataloging

Last updated: 2025-02 

Gift information for general collection materials go into a 541 note in the bib record and a Gift Note in the item record. Adding a public donor note to the 541 is normal for special collections cataloging. Do not add any 79X or 59X fields to these records.

5C agreed instructions on gifts

In FOLIO Inventory

Search by ISBN or title. Use Advanced Search and/or Filters if necessary

• If one of the Five Colleges already has it in its general stacks collection and you need to add a copy for UMass, use that instance. Never add a UMass holdings record to an instance that has holdings for any collection that is not “shared” list

• If the circulating collections in the other libraries is considered sufficient, put on Better World Books shelf

• If there is not a matching instance that we can attach our holdings to, go to Connexion to find a matching MARC record

In Connexion

• Search for a record

• Make sure it’s a match for the item in hand

• Go to Edit – Control Headings – All to control authorities

• Go to Validate icon to ensure that the MARC record is valid *before* importing into Folio

• If a record does not validate, do not bring it into Folio. Try to fix it.

  • If you fix validation errors you need to replace the master record in Connexion before importing record to FOLIO (PCC and DLC records can’t be edited by UMass catalogers)

• Click update holdings icon

If you need a refresher, the following fields are used to make sure the bibliographic record meets the FastCat standards:

020 ISBN - verify the ISBN number matches item in hand

040  $b Language of Cataloging - This needs to be eng for English

050 Library of Congress Call number - make sure there is an LC call number in the record 

1xx Author - May be a personal, corporate, or meeting name - Make sure names match the item in hand

245 Title and statement of responsibility - verify that they match item in hand

250 Edition statement - verify that it matches item in hand

264 Publication Information - verify that it matches item in hand

300 Physical description - verify that page numbers are the same as item in hand

336, 337, 338 - make sure they are for print book not and e-book

• 336  $a text $b txt $2 rdacontent

• 337  $a unmediated $b n $2 rdamedia

• 338  $a volume $b nc $2 rdacarrier

6XXs Subject headings - make sure record has at least one subject heading

7XXs Contributors - make sure there is at least one 7xx field if there is no 1xx field for the author

Then go back to FOLIO

Inventory Record

• Click Action–import record  

• Paste OCLC number and click import

• Edit Bib record

  • Click Action—Edit MARC record

  • Add a 541 note for materials that have this information

    • 541 _ _ $c Gift $a Melinda McIntosh $5 MU

    • If the name of the donor is unknown, omit the $a: 541 _ _ $c Gift $5 MU

    • If there is more than one copy of a title, and only one of them is a gift, use $3 for “Materials specified”: 541 _ _ $3 Copy 2 $c Gift $a Aniko Sodrak $5 MU

• Copy call number

• Save and close

Holdings Record

• Click Add holdings

• Fill in fields:

  • Permanent location (UM Du Bois General Collection 2nd from bottom of list)

  • Call number type

  • Paste in Call number (don’t forget to remove the $b)

• Save and close

Item Record

• Click Add item

• Fill in fields: 

  • Barcode

  • Select appropriate Material type 

  • Select appropriate Permanent loan type

  • Change item record status to “In process”

  • Item note: add gift note - see 5C instructions 

• Save and close

DONE!  Add hashmark to statistics sheet & Go to next book and repeat

No bookplates. Old electronic bookplate URLs broke and did not come over to FOLIO.