The URL can be used to link to this page

Home My WebLink AboutOCLC ONLINE COMPUTER 2 - 2001 J.~ INSU;{ANCE NOT REQUIRED/WAIVED WORK MAY PROCEED CLERK OF COUNCIL DATE: 7- I :J ~<.:> J f\.M'; o.#- '. , N-2001-091 CONSULTANT AGREEMENT o THIS AGREEMENT, made and entered into this J 0.11 day of June, 2001, by and between OCLC Online Computer Library Center, Inc., a non-profit corporation (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation, organized and existing under the Constitution and laws ofthe State of California (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge of cataloging Spanish language books and materials for public library use. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as set forth in the OCLC TECHPRO WORK STATEMENT, (hereinafter "Statement"), attached as Exhibit A to this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed $5,000.00 during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on June 30, 2002, unless terminated earlier in accordance with Section 12, below. The term of this Agreement may be extended upon a writing executed fiy tlie Library Director and the City Attorney. 4. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and C(jJ:1Sultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 5. ASSIGNMENT . (wh~ch shall not be unreasonably withheld) QIJ,5 Inasmuch as this greement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the Ci d any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. othing in this Agreement shall be construed to limit the City's ability to have an of the s .ces which are the subject to this Agreement performed by City personnel or by ther consultants retained b Ci . fJtJ ; In the event of a failure on the part of the City to so 6. JURISDICTION - VENUE consent, this Agreement shall terminate. This Agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be governed and construed in accordance with the laws of the State of California. This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 2 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA ~It/t# cA P RICIA E. HEALY} Clerk ofthe Council f~~ic:!' City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: 0 CAe Laura Sheedy Deputy City Attorney' RECOMMENDED FOR APPROVAL: CONSULTANT .,-/ ~ J3~'14 PH ILlS . SPEI~ Spies Vice President ARD Library Director 31-0734115 Employer ill # or Individual SS # 3 Bill 1 OC1.C Online Computer Library Center, Jne. I-()I f.-()i-()()OO FAX !-()]+'6'\-()()l)() Ww\v.oclc.()rg (l')()') Frantz Road Duhlin,Ohio tISA"ljOI7-j59';; June 4, 2001 Ms. Terri Ibarra Library Technician Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701 Dear Ms. Ibarra: Based on our recent conversations, OCLC proposes to cataiog approximately 25 titles per quarter in Spanish for the Santa Ana Public Library. This work shall be subject to the work statement attached to this letter. This letter and the attached work statement are the complete agreement with respect to this project and no provisions of the agreement may be changed, modified or supplemented unless both OCLC and the Santa Ana Public Library agree to the changes in writing. If the cataloging specifications are acceptable to you, please sign both copies of this letter where indicated below and return them and the attachments to my attention by June 20'h I will have the agreements signed and will return one fully executed original to you. If you have any questions, please contact me by phone at 800-848-5878, ext. 4386, by fax at 614-718-7277, or bye-mail at marcia_stout@oclc.org. We look forward to starting the TechPro project for your library in late June. Sincerely, ~~ Marcia Stout Library Services Consultant Accepted by: /7 // SANTA AN~PUBLlC LIBRARY Signed by' ~ Title: 1.-1 tJ r cu ~I D \ YC L to r , Date: Co I Uk{ of Accepted by: Signed by: OCLC Online Computer Library Center, incorporated OJ A . & L~L\\ dl1toi OCLC Vice Presid t ~l...~ .:;L Cl , ,:.;lOt) I Date: l"\() ')ltl)] (:ntit'ictl -\ nonpmfit. mi.'llIbcr~hip, compUllT lib]";lr) sl.l'\icc and rc"cafch organizatillll . S'anta Ana Public Library Technical Processing Services OClC TECHPRO WORK STATEMENT Administrative Specifications. ..................................... .............. ......................... ..... ....................2 1. Services and charges..........................................................................................2 2. Processing schedule ...........................................................................................3 3. Type and volume of library materials included under this service........................ 3 4. Medium (media) in which Items and/or photocopies will be delivered to OCLC, and the responsible party (parties) of delivery..................................................... 3 5. Frequency and volume of Items and/or photocopies to be delivered to OCLC.... 3 6. Shortfall of shipments..........................................................................................4 7. Invoices........ .............. .......... ..................... ......................... ..... ...................... ...... 4 8. Administrative liaisons................ ........................ ................... ................. ............. 5 9. Technical liaisons .......................................... .............. ........ ..... ...................... ..... 5 10. Term of agreement ............................................................................................. 6 11. Error correction ................................................................................................... 6 Technical Specifications ............................................. .............. .................... ..............................6 1. Definition of match for monographs .................................................................... 6 2. Selection of matching records for non-serial titles ............................................. 13 3. Serials... ................. .................. ................ .............................. ..... ...................... 14 4. Items with holdings aiready set .........................................................................14 5. Original cataloging ............................................................................................ 14 6. Copy cataloging ................................................................................................ 14 7. Save file review .................................................................................................18 8. Final action.... ................................................ .............. ........ ..... .......... .......... ..... 18 9. Output... ........... ...................................................... ................................. .......... 18 10. Return of processed items ................................................................................19 1 S'anta Ana Public Library Technical Processing Services Administrative Specifications Nature, volume, and timeframe of Technical Processing Services to be provided by OCLC to the Library: 1. Services and charges a. Copy cataloging of Books format materials, excluding manuscripts and other items to be placed under archival control, at $29.45 per title cataloged (product code TCP3369). b. Original cataloging of Books format materials, excluding manuscripts and other items to be placed under archival control, at $29.45 per title cataloged (product code TCP3387). c. Copy cataloging of Maps format materials at $29.45 per title cataloged (product code TCP3368). d. Original cataloging of Maps format materials at $29.45 per title cataloged (product code TCP3386). e. A search-only charge of $1.85 for titles which are searched but not processed as described within the Technical Specifications (product code TCP3408). f. Setup fee of $300.00 (product code TCP3445). g. Shipping shortfall penalty of $7.00 per title for each title below 22 per quarter (see also #6 below) (product code TCP3492). h. A maximum of $5,000.00 has been allocated for this project. OCLC will not exceed this amount without approval from the Library. i. After the first year of the agreement, OCLC reserves the right to modify these prices by giving the Library at least sixty (60) days written notice. Note: Prices for offline products (such as catalog cards, MARC tape and EDX subscriptions), and for profiling changes, plus other services that may not be specified above, are available through the Library's OCLC- affiliated network at the then prevailing rates, which are subject to change each July 1st. 2 Santa Ana Public Library Technical Processing Services 2. Processing schedule The commencement date shall be 2001 June 25, provided the agreement is returned and signed by both parties on or before this date. If the agreement is not returned and signed by both parties until after this date, but is received within 1 month of this date, the new commencement date shall be 31 days from the date of receipt. If the agreement is not received within 1 month of this date, DeLe reserves the right to postpone the start date until the first available opening in the TechPro schedule. 3. Type and volume of library materials included under this service The project will cover an ongoing volume of approximately 25 items per quarter. Items will be in books and maps formats. Materials will be 100% Spanish language. Imprint dates will range from 1990 to the present. Based on the sample sent for pricing, DeLe expects the project to be 75% original cataloging. Should the actual mix of formats, languages, or percentages of copy and original cataloging vary from the above summary, DeLe reserves the right to increase the cataloging prices and/or adjust the processing schedule. If formats or languages not included in this contract are sent for cataloging, TechPro will flag and return those items to your Library without cataloging. 4. Medium (media) in which Items and/or photocopies will be delivered to OClC, and the responsible party (parties) of delivery For maps, the Library will supply the physical items. For books, the Library will ship photocopies of the title page and title page verso for each item to DeLe for cataloging, and supply the physical description (pages/leaves/volumes; illustrations; dimensions) for each item. If elP is not present, table of contents must also be supplied. The Library will also ship a photocopy of the cover if it has information that differs from that on the title page. DeLe is responsible for the Library's materials while they are at DeLe. In the unlikely event that materials are lost or damaged while at DeLe because DeLe did not use reasonable care, OeLe will reimburse the Library up to $50.00 per item. 5. Frequency and volume of Items andlor photocopies to be delivered to OClC 3 . S'anta Ana Public Library Technical Processing Services The first shipment must arrive on or before 2001 June 25. A minimum of 10 titles must be included in each shipment. The Library shall ship the titles to: OClC Western Service Center Artn: Ms. Dana Huffman, Cataloger 4224 6th Ave SE, Bldg. 3 lacey, WA 98503-1040 The Library will pay all costs of shipping materials to OClC, and OClC will pay all costs of shipping materials back to the Library. OClC is not responsible for loss or damage during shipping. 6. Shortfall of shipments The Library must notify OClC promptly when the estimated quantity of items will fall short of what is specified above by more than 10%. OClC expects to receive at least 90% of the quantity stated in #3 above and reserves the right to assess non-shipping penalties for items not shipped, as outlined in #1, item g, if less than 90% of the expected quantity is received on a quarterly basis. The quarterly schedule is January-March; April-June; July-September; October- December. 7. Invoices OClC agrees to send monthly invoices for the Library (JRT:) to the following person/address: Ms. Terri Ibarra Library Technician Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701 Purchase order #N75152 will appear on all invoices Payment is due within thirty (30) days from the date of the invoice. OClC reserves the right to apply its generally prevailing late payment charge, which is currently 1.5% per month, to all late payments. 4 Santa Ana Public Library Technical Processing Services 8. Administrative liaisons Following persons are designated administrative liaisons for this agreement: OCLC Dublin Office: Mr. Sean Ferguson, Manager, TechPro Section Voice: (800) 848-5878, ext. 6134 Fax: (614) 718-7294 Internet: fergusos@oclc.org OCLC Lacev Office: Mr. Scott Stilson, TechPro Supervisor Voice: (800) 342-5956, ext. 4057 Fax: (360) 923-4009 Internet: stilsons@oclc.org Santa Ana Public Library: Ms. Alma Flores, Management Intern Voice: (714) 647-5275 Fax: (714) 667-8235 Internet: Aflores@cLsanta-ana.ca.us 9. Technical liaisons Following persons are designated technical liaisons for this agreement: OCLC Lacey Office: Ms. Dana Huffman, Cataloger Voice: (800) 342-5956, ext. 4013 Fax: (360) 923-4009 Internet: huffmand@oclc.org Santa Ana Public Library: Ms. Terri Ibarra, Library Technician Voice: (714) 647-5262 Fax: (714) 667-8235 Internet: Tibarra@cLsanta-ana.ca.us Alternate: Ms. Diana Nikkhah, Systems Administrator Voice: (714) 647-6514 Fax: (714) 667-8235 5 Santa Ana Public Library Technical Processing Services Internet: Dnikkah@cLsanta-ana.ca.us 10. Term of agreement The term of this Agreement shall continue until terminated by either OCLC or the Library with at least ninety (90) days prior written notice. The Library may terminate the Agreement effective as of the date of any price increase by OCLC by giving OCLC at least thirty (30) days prior written notice. 11. Error correction If any errors in the cataloging delivered to the Library are found, OCLC TechPro agrees to correct the errors and deliver corrected copies of the records in question to the Library at no charge, provided that notification is within the timeframe set forth below. Errors are defined, as any work not completed in accordance with the Technical Specifications. Notification may be by email, fax, or mail to either of the OCLC administrative liaisons set forth in the Administrative Specifications. For Backlogs: The Library must notify OCLC TechPro of any such errors found within 3 months of the completion date of the backlog titles. The completion date is defined as the date when the last batch of titles is shipped from OCLC to the Library. For Ongoing Work: The Library must notify OCLC TechPro of any such errors found within 3 months of the receipt of the record(s) in question from OCLC. Technical Specifications 1. Definition of match for monographs OCLC and the Library agree, for the purpose of this project, that records in World Cat (the OCLC Online Union Catalog) and the Library's surrogates are to be considered a match if all of the following elements match. However, if any of the following elements is missing from the Library's monographs, records will still be considered a match if all the other elements match. OCLC will use best judgment to determine a match. a. Type of record ("Type" in the fixed field) must match. b. Bibliographic level ("BLvl" in the fixed field) must match. 6 Santa Ana Public Library Technical Processing Services c. Form of item ("Form" in the fixed field and/or reproduction information in the note area) must match when applicable. d. Title proper (245 field, subfield a) must match. However, in the case of conference publications, a monograph and a record are to be considered matching if the conference name is an integral part of the title in one, such as "Proceedings of the conference on...", and is not in the other, such as "Proceedings", but appears in the form of main entry or added entry, provided that all the other applicable elements identified in this item #1 match. In the case of literary works, a monograph and a record are to be considered matching if the author's name is an integral part of the title in one, such as "Collected works of William Shakespeare", and is not in the other, such as "Collected works", but appears in the form of main entry, provided that all the other applicable elements identified in this item #1 match. e. Edition statement, if any (250 field, subfield a), must match. "1 st ed." (or its equivalent in other languages) matches no edition statement. However, if either the monograph or the record has an edition statement other than first and the other does not, they are to be considered a match if all the other applicable elements identified in this item #1 match exactly. Example: 1 st ed. matches no edition statement "Rev. ed." and "2nd ed." are to be considered the same edition if all other applicable elements identified in this item #1 match. Further, a given edition number will be considered to match the same edition number plus a qualifying term if all the other applicable elements match exactly. Examples: 2nd ed. matches 2nd ed. rev 2nd ed. matches 2nd ed. enlarged 2nd ed. matches 2nd ed. abridged "Book Club edition" and "Paperback edition" will not be considered in matching. Edition statements for titles with an imprint from a non-English-speaking country will not be considered in matching provided that all the other applicable elements identified in this item #1 match exactlv. When the edition statement differs for such a title and date of publication and/or extent of item also vary, OCLC will use its best judgement to determine 7 Santa Ana Public Library Technical Processing Services whether the card should be matched to the existing record, input into WorldCat as a new record, or flagged with a Question slip so that the Institution may look into the discrepancy. f. Publisher (260 field, subfield b) must match. However, when with the monograph or the record gives one publisher and the other gives more than one publisher, they are to be considered a match if the only publisher in one matches one of the. publishers in the other, and if all the other applicable elements identified in this item #1 match. When the record omits the publisher statement because it is the same as the main entry, and the monograph's publisher matches the main entry of the record, they are to be considered a match if all the other applicable elements identified in this item #1 match. When the record has [s.n.] and the monograph gives a printer statement, they are to be considered a match if all the other applicable elements identified in this item #1 match. If the publishers do not match because one is a subsidiary or division of the other, they are to be considered a match if all other elements match. If a series statement on the record matches the publisher on the monograph, they are to be considered a match if all other elements match. g. Imprint date (260 field, subfield c) must match. Since different printings of the same edition share the same bibliographic record, a monograph and a record with a variance of imprint date within three years are to be considered a match if all the other applicable elements identified in this item #1 match. However, when either the monograph or the record has both copyright date and publication date, and the other has only one date, they are to be considered a match if the only date in one matches either date in the other and if all the other applicable elements identified in this item #1 match. Example: 1968 matches 1970,c1968 However, when the monograph and the records have different copyright dates, they are not to be considered a match if the copyright date is 1977 or earlier. " 8 '. Santa Ana Public Library Technical Processing Services When the monograph has no date and record gives a date in brackets, they are to be considered a match if all the other applicable elements identified in this item #1 match, When the record has an open date and the monograph is a complete set which would be represented by closed multiple dates, they are to be considered a match if the beginning date and all the other applicable elements identified in this item #1 match, When both the monograph and the record represent a !<QQY of a thesis or dissertation in the same medium (photocopy or microform) from the same commercial producer (e,g, University Microfilms), they are to be considered a match if all the other applicable elements identified in this item #1 match except that the date of reproduction differs, Since these are copies, dates may vary from an earlier copy, h, Extent of item - Arabic numeral only (300 field, subfield a) must match, Number of pages may vary by 20 and still be considered a match if all the other applicable elements identified in this item #1 match, When the number of volumes is open in the record and the complete set of volumes is being cataloged, these are to be considered a match if all the other applicable elements identified in this item #1 match, When the record is for a multi-volume set, and the monograph being cataloged is one or more volume(s) within that set, OCLC will consider these items a match, unless the Library requests individual volume cataloging, When a monograph or record has x volumes and the other record has x volumes in y, they are not to be considered a match, When the record gives a number of pages and the monograph consists of multiple volumes, they are not to be considered a match, When both the monograph and the record cover multiple volumes, but the numbers of volumes do not match, they are not to be considered a match, The following pairs of options for describing pagination/volume variances will be considered to describe the same bibliographic item, Therefore, a monograph and a record describing either option within the pair are to be considered a match if all the other applicable elements identified in this item #1 match, 9 Santa Ana Public Library Technical Processing Services Examples: 1 v. (various pagings) 1 v. (various pagings) 1 v. (unpaged) 1 v. (unpaged) 3 v. in 1 [275] p. matches matches matches matches matches matches 58, 23, 76 P [94] p. [28] p. ca. 126 p. 215,127,208 p. 12,90, 173 p. (totals match) A CIP (Cataloging in Publication) record, or other OCLC record, which lacks a physical description area will be considered a match if all the other applicable elements identified in this item #1 match. OCLC will edit the 300 field to match the card. 2. Definition of match for maps (including atlases) OCLC and the Library agree, for the purpose of this project, that records in WorldCat and the Library's materials (hereafter referred to in this document as maps) are to be considered a match if all of the following elements match. However, if any of the following elements are missing from the Library's maps, records will still be considered a match if all the other elements match. OCLC will use its best judgment to determine a match. a. Type of record ("Type" in the fixed field) must match. b. Bibliographic level ("BLvl" in the fixed field) must match. c. Type of cartographic material ("CrTp" in the fixed field) must match. d. Relief ("ReW' in the fixed field) must match if present on both the map and the record. e. Prime meridian ("Prme" in the fixed field) must match if present on both the map and the record. f. Form of item ("Form" in the fixed field and/or reproduction information in the note area) must match when applicable. g. Title proper (245 field, subfield a) must match. A map and a record may be considered a match if the compiler's, cartographer's, etc. name is part of the title in one, e.g., "Bartholomew's one inch map of the Lake District," and is omitted from the title in the other, but appears as the main entry, e.g., "One inch map of the Lake District," with Bartholomew as the main entry, provided that all the other applicable 10 Santa Ana Public Library Technical Processing Services elements identified in this item #2 match. h. Edition statement (250 field, subfield a) must match if present on both the map and the record. However, if either the map or the record has "1 st ed.", and the other does not, they are to be considered a match if all the other applicable elements identified in this item #2 match. "Rev. ed." and "2nd ed." are to be considered the same edition if all the other applicable elements identified in this item #2 match. If either the map or the record has an edition statement, and the other does not, they are to be considered a match if all the other applicable elements identified in this item #2 match exactly. Edition statement will not be considered matching criteria for titles with a Latin American or European (other than United Kingdom, German, or Austrian) imprint. For United Kingdom imprints, edition statements must match, with the above exceptions. For German or Austrian imprints, edition statements must match, with the above exceptions, if the edition statement contains a qualifying word, such as "verbesserte" (verb., "improved"), "vermehrte" (verm., "enlarged"), "neu" (e.g., neue Auflage), etc. If the edition statement contains only a number and "Auflage" or "Ausgabe", e.g., "2. Auflage," then it will not be used in matching. i. Publisher (260 field, subfield b) must match. 1. However, when either the map or the record gives one publisher and the other gives more than one publisher, they are to be considered a match if the only publisher in one matches one of the publishers in the other, and if all the other applicable elements identified in this item #2 match. When the record omits the publisher statement because it is the same as the main entry, and the map's publisher matches the main entry of the record, they are to be considered a match if all the other applicable elements identified in this item #2 match. When the record has [s.n.] and the map gives a printer statement, they are to be considered a match if all the other applicable elements identified in this item #2 match. 11 Santa Ana Public Library Technical Processing Services If the publishers differ because one is a subsidiary or division of the other, they are to be considered a match if all the other applicable elements identified in this item #2 match. If a series statement on the record matches the publisher on the map, they are to be considered a match if all the other applicable elements identified in this item #2 match. 2. Publisher of photo-reproduction (260 field, subfield b OR 533 field, subfield c) must match if present on both the map and the record. The term "photocopy" may mean a method of reproduction, such as offset press or photography, as well as "on demand" photocopies. j. Imprint date (260 field, subfield c) must match. However, when either the map or the record has both copyright date and publication date, and the other has only one date, they are to be considered a match if the only date in one matches either date in the other, e.g., "1968" vs. "1970, c1968" and if all the other applicable elements identified in this item #2 match. When the map has no date, and the record gives a date in brackets, e.g., [1981] or [1900?], they are to be considered a match if all the other applicable elements identified in this item #2 match. Since different printings of the same edition share the same bibliographic record, a map and a record with a variance of imprint date within three years are to be considered a match if all the other applicable elements identified in this item #2 match. However, when the map and the record have different copyright dates, they are not to be considered a match if the copyright date is 1977 or earlier. When both the map and the record represent a gQQy of a map thesis or dissertation in the same medium (photocopy or microform) from the same commercial producer (e.g., University Microfilms), they are to be considered a match if all the other applicable elements identified in this item #2 match except that the date of reproduction may differ. Since these are copies, dates may vary from an earlier copy. In this case, OCLC will edit the date of reproduction to reflect the map being cataloged. 12 Santa Ana Public Library Technical Processing Services k. Extent of item (300 field, subfield a) must match. For atlases, the number of pages may vary by 20 and still be considered a match if all the other applicable elements identified in this item #2 match. The form of the physical item must match, e.g., maps must match maps, globes must match globes, etc. The number of physical items must match. 1 map = map map = col. map on sheet map = map 50 x 75 cm. Any OCLC record that lacks a physical description area will be considered a match if all the other applicable elements identified in this item #2 match. OCLC will edit the 300 field to match the map. I. Scale (507 field, subfield a OR 255 field, subfield a) must match approximately if present on both the map and the record. If the scale on either the map or the record is indicated as approximate ("ca."), they are expected to be reasonably close for matching. 3. Selection of matching records for non.serial titles When more than one matching record is found upon World Cat, OCLC will select one record according to the following priority, as determined by reviewing the 040 field: a. LC-MARC record or PCC BIBCO full level record. An LC-MARC record shall be considered to be any record that has Encoding level blank, 1, or 8, and "DLC" in the 040 field, subfield c. b. Member-input record, based on LC copy. When there is more than one matching member-input record, based on LC copy, select one based on accuracy and completeness. c. Member-input record, not based on LC copy. When there is more than one matching member-input record, not based on LC copy, select one based on accuracy and completeness. 13 Santa Ana Public Library Technical Processing SeNices d. UK MARC record. When there is more than one matching UK MARC record, select one based on accuracy and completeness. If a UK MARC record is incomplete (paging in the 300 field is enclosed in brackets), paging will not be considered in matching. The paging on the record will be edited to match the card, if all other applicable elements match. 4. Serials One or more issues of a serial title will be returned unprocessed. If the title(s) must be searched to determine seriality, the search-only charge, noted in the Administrative Specifications, will be incurred. 5. Items with holdings already set If the Library's symbol, JRT, appears on a record, OCLC will process the item in the same manner as any other title. 6. Original cataloging When a matching record is not located in World Cat, OCLC will create a new record, based on the Library's item or photocopy, following OCLC's Bibliographic Formats and Standards, AACR2R cataloging rules and LC's interpretations of those rules, and the online Name and Subject Authority files. OCLC will assign a Dewey (21 st edition) call number and up to three Library of Congress subject headings and up to three Bilindex subject headings as appropriate for each title needing original cataloging. In addition, OCLC will enter local data as described in #7 below. If OCLC cannot locate a matching record and the information provided does not contain minimum-level input information (Le., through the "extent of item" field), OCLC will flag the item as "Incomplete: Missing <collation>" and return it to the Library without processing. The search-only charge, noted in the Administrative Specifications, will be incurred. If the item is returned to OCLC with all the required cataloging information, the appropriate cataloging charge will be incurred when cataloging is completed. 7. Copy cataloging When a matching record is located in WorldCat, OCLC will perform the following additional tasks: 14 -Santa Ana Public Library Technical Processing Services a. Examine all access points on the record and insure that they are relevant for the title being cataloged. Delete inappropriate access points. b. Edit all non-filing indicators and any fill characters present to the correct values. c. Call number information and editing: Use the Dewey (21st edition) classification system. Do not accept a Dewey call number from a different edition. Assign the Cutter number from the main entry on the record. Follow local practices for call numbers, including application of prefixes and treatment of fiction and biographies. Enter the call number in the 099 field, each element separated by one space. The Library will make a notation of the 'Category' on the first page of book information. If the Library sends categories other than those listed in this contract, it will provide instructions for classification and cuttering. Examples: 099 SP FICTION ABATE, J. 099 SP 649.8 VAL SANTA ANA PUBLIC LIBRARY ADULT & JUVENILE SPANISH BOOKS CHECKLIST CATEGORY CLASSIFICATION CUTTER Non-Fiction "Not to exceed 5 digits past "3 main entry letters the decimal "Exceptions-Omit 5th digit if "Upper case it is 0 (zero) SP 635.7 "Soecial orefix: SP KHA Biography "B in caps "Full surname & initial of biographee and Cutter for "Precede B with SP main entry (3 letters) If the Cutter for the main entry is the same as the first 3 letters of the surname of the biographee, it is okay. "Upper case 15 Santa Ana Public Library Technical Processing Services SP B KAHLO, F. HER Reference *Ref in caps: REF SP REF *Other: Precede REF with 868.2 SP CAS Fiction *Fiction in upper case: *Full author surname & FICTION initial *Upper case SP FICTION BOMBAL, M. Juvenile Non-Fiction *Not to exceed 5 digits past *3 main entry letters the decimal 'Exceptions-Omit 5th digit if *Upper case it is 0 (zero) J SP 'Special prefix: J SP 635.7 KHA Juvenile Biography *B in caps *Full surname & initial of biographee and Cutter for *Precede B with J SP main entry (3 letters) If the Cutter for the main entry is the same as the first 3 letters of the surname of the biographee, it is okay. *Upper case 16 Santa Ana Public Library Technical Processing Services J SP B KAHLO, F. HER Juvenile Reference *Ref in caps: REF J SP *Other: Precede REF with J REF SP 868.2 CAS Juvenile Fiction *Fiction in upper case: *Full author surname & FICTION initial *Other: Precede FICTION *Upper case with J SP J SP FICTION BOMBAL, M. Juvenile Picture books *Pict bk in upper case: *Full author surname & PICT BK initial *Upper case J SP PICT BK BOMBAL, M. d. Accept the default four character symbol, JRTA, in the 049 field. e. Edit CIP records to include complete 300 field. Edit any other fields in CIP records as needed to match the title in hand. f. If the record has no LC subject headings, assign up to three LC subject headings as appropriate. g. If the record has no Bilindex subject headings, assign up to three Bilindex subject headings as appropriate. 17 . , .J , , .. . Santa Ana Public Library Technical Processing Services h. Accept the remainder of the matching record as is, including call number and subject headings. The editing specifications stated above will be applied literally. OGLG will not upgrade description to AAGR2 or punctuation to ISBD, correct fixed field elements, etc. unless stated above. OGLG will make reasonable efforts to identify obvious typographical errors in areas of the record that affect access, but will not review the remainder of the record for such errors. If more than one record is found and a correct match cannot be established based on the information provided, OGlG will flag the item as "Incomplete: Missing <collation>" and return it to the Library without processing. The search-only charge, noted in the Administrative Specifications, will be incurred. If the item is returned to OGlG with all the required cataloging information, the appropriate cataloging charge will be incurred when cataloging is completed. 8. Save file review OGlG will place the first batch of records in the save file for review by the Library, before taking final action. OGlG will FAX save numbers to Terri Ibarra, and the Library will have 14 days, including weekends and holidays, to review the records and provide feedback to OGlG. If the records are lost from the save file because this 14-day period elapses, OGlG will charge the full price to recatalog these items. 9. Final action OGlG will establish the Library's holding symbol on the record by updating the record. 10. Output Upon completion of each shipment, OClG will prepare a 3% -inch HD diskette of the MARC records for titles cataloged by TechPro. In the event that an error is discovered after updating the record, OGlC will indicate the error on the item or photocopy and return it to the Library. 18 ,t , .., " . Santa Ana Public Library Technical Processing Services 11. Return of processed items Upon completion of each shipment, OCLC will return the processed items (and accompanying diskette) to the Library at the following address. Items that cannot be processed, as described within the Technical Specifications, will be so identified. Ms. Terri Ibarra Library Technician Santa Ana Public Library 26 Civic Center Plaza Santa Ana, CA 92701 19