Technical
Cyclical Duties

Boreham Library Staff Manuals

Cyclical Duties Manual

version 2007.07.26.a

Note: minor changes in menus and wording may occur with each upgrade. Just read the menu carefully and select the correct item wherever it is.

This page covers specific duties handled by the Technical Services Librarian or designates, which occur outside the daily routine. These jobs occur less often on a regular or irregular basis.
Quick Links:

Headings Checking

Subject headings may be checked at least monthly.

  1. At Millenium Cataloging, click on the left sidebar for Headings Rpts.


  2. Uncheck All so you do NOT get all reports


  3. Check the reports desired (see details below)


Headings used for first Time

This can be a really long report. These are not necessarily incorrect, just new. If these are proofread well enough by the Library Tech, this report may be considered optional.

Invalid headings used

This is important. It covers the headings that should not have been used, and usually presents the proper heading for the item. All these need to have the changes made to the correct headings manually. There is an option to collect these records into a review list; combined with the printed report, that can make it easier to do corrections.

Duplicate entries

This is important. It handles duplicate call numbers and some other problems. However, some of these may or may not be actual problems due to the exceptions made in call numbers and other functions. Each of these needs to be considered carefully to see if a problem exists, and how to correct it. There is an option to collect these records into a review list; combined with the printed report, that can make it easier to do corrections.

Blind References

The issue of blind references (authority records for headings which are not currently used in the catalog) is debatable. Some authority records are routinely downloaded as a pair (authors/composers as author records and as subject records, for example) so both are available. Bear in mind that having an authority record already on hand for the part-time cataloger makes it much simpler to use it with the Verify Heading function. If a heading appears to cause confusion for the public, it may be suppressed in the catalog rather than deleted, if it might be useful in the future. Optional.

Duplicate authority records

Duplicate authority records sometimes occur. Delete the less complete (shorter) record. There is an option to collect these records into a review list; combined with the printed report, that can make it easier to do corrections.

Updated bibliographic headings

This is an optional report. It reflects changes made to records, which can result in a very long report, especially when working with NetLibrary updates.

Near matches

This is an optional report.

Records busy, not updated

This is an optional report. It is normally used only if you do batch updates.

Non-unique 4XXs

This is an optional report.

Cross-thesaurus matches

Exclude records without a CAT DATE

Do NOT check; cat dates are not always used here.

It is also important to check the Local Subject index for PROGRAM headings, usually letter by letter ("PROGRAM: A") to be sure all the spellings, punctuation and spacing are correct.

In addition, check the patron searches which were unsuccessful at least quarterly. These will show the common problems patrons are having when searching the catalog, the additional subjects which may be needed, the cross-references in authority records which may be needed, and subject areas desired by patrons.



Library Software

The library has created ("burned") several CD-Rs for overnight circulation called "Library Software". These contain freeware and shareware which the students and faculty may download and install on their own computers. CD-Rs, rather than CD-RWs, are used because (a) the actual programs cannot be altered, and (b) some computer CD drives have trouble reading CD-RWs. Due to the time required (over two hours!) to download a full browser for IE or other times for other browsers over a phone modem (assuming the user's ISP doesn't disconnect them during the process!), students often need an alternative method of getting the correct tested browsers that will allow them access to library and campus online services. These do not require payment to download and install. Some are shareware and expect registration and payment later, but can be used on a trial basis (which may be sufficient for the students' needs).

From time to time, new versions of the software must be put on the CD-Rs. These are versions which have been tested to work with (a) library online access to databases and electronic reserves, (b) LionsLink, (c) WebCT and any other services from the university.

These are copied to the CD-Rs just as CD-RWs are done, but once done, cannot be changed or deleted.



690 PROGRAM headings

Faculty often require a list of materials relevant to their program area. This is often done for accreditation of programs, to familiarize new faculty, and for weeding purposes.

The Dewey Decimal Classification System was not designed with the ever-changing Programs of the University in mind. In order to group all the catalog items relevant to a subject together, no matter where they might be in the Dewey classification, the 690 field is used for subjects beginning (usually) with "PROGRAM:". In this manner, materials relating to a particular program can be quickly listed, printed, etc. The web page which searches the catalog for these is also the master list for the current list of programs. NO DEVIATION FROM THIS LIST is permitted; no re-combination of elements, etc., can be allowed. If such becomes necessary, the LIST MUST BE CHANGED FIRST.

As the Programs of the University change, the list is changed and, if necessary, records are also changed to keep up with the current status of the Programs list.

  1. In MilCat, use Quick Edit.
  2. Change the Index to e Local Subject
  3. Enter PROGRAM: A to get all the PROGRAMs beginning with that letter.
  4. Change any misspelled/mispunctuated/misspaced headings as needed in individual records, until only correct headings appear when this search is run.

In the event of changing a program code, the Global Update function of MilCat may be used to replace all the existing cases of that code with the new code.



URL Checking
  • MONTHLY: This requires MilCat. The left side list of functions includes "URL Checker". Click on this.


  • This may take several minutes to process all the URLs in the 856 fields in catalog records. URLs elsewhere in the records are not checked.

  • The resulting list shows the URLs that appear to have problems, and a code (in parentheses) for the type of problem.

The URL Checker is not perfect. Several things may cause an URL to appear on the list when it is, in fact, a valid URL. Or, the URL may only be temporarily unreachable. Label the 856 subfield x in the record with a note as to what the problem was if the network actually could not be reached, and wait to see if it still is unreachable next month (in which case, the link is considered no longer working).

  • "Moved permanently" - the URL has changed. Correct it in the 856 subfield u, and change the subfield x to read the current date, "updated", and initial it.

  • "Internal service error" - make a note in the subfield x of the 856 field and check again next month; remove if still not reachable.

  • "Host unreachable" - make a note in the subfield x of the 856 field and check again next month; remove if still not reachable.

  • "Moved temporarily" - these can be ignored. If the check box is unchecked, these will disappear from the list and not be handled.

  • "Connection refused" - if this site requires a password, the URL Checker will be stopped. Such sites can be excluded from being checked (see below). If a password or other limit has been added, it should be noted in the z subfield (visible to users), if the site is kept in the catalog. Note the update, date, and initial it in the subfield x.

  • "Network is unreachable" - This often occurs when the network is slow to respond. Each of these will need to be checked to see if the link is actually working. Click on the colored box to the left of the link to try to connect. If the link connects, and the link is the same as in the URL in the Checker, then this is a false positive and can be safely ignored. If not, look for changes in the URL, or a browser message about the link.

  • "Not found" - make a note in the subfield x of the 856 field and check again next month; remove if still not reachable.

  • "Malformed URL" - The URL Checker thinks the URL is defective. Check to be sure that it is actually a working URL. Make corrections if needed.