Vendor Cataloging Specifications Applies to all orders from Alachua County Public Schools if they have the phrase "per Alachua Co. Specifications" on the PO.   Guidelines for submission of MARC records Alachua County Schools uses 14-digit CODABAR barcodes (mod 10) and MARC tag 949 for all item records. An example of how to correctly format an item record for Alachua County is included in Section D of this document.   B. General processing procedures 1. MARC records for materials ordered by our schools should be delivered by web.  E-mail to casenl@sbac.edu. 2. There should be a separate MICROLIF file for each school's order. 3. Filenames must follow the 1991 MICROLIF protocol. Data files must strictly conform to US-MARC. Records that contain null characters, records terminated with CR/LF, intra-record gaps, files terminated with DOS EOF, files padded with blanks or nulls, or any similar anomaly will be returned for correction. 4. MARC records should not be supplied for canceled, out-of-print, back-ordered, or otherwise not-supplied items. Records for such items should be sent on separate disks when the order is filled. 5.We will not accept records which contain ãbriefä, ãminiä, ãskeletalä, or incomplete records. 6. Barcodes for items ordered by the schools must be assigned in a continuous and sequential manner. For example, if one school orders 10 items, the vendor will assign barcodes 1-10 to this order. The next item ordered by any school should be assigned barcode 11, and so on. 7. MARC records must be accompanied by a printed report listing the vendor's order number, the school name, and the barcode, brief title, call-number, control number, and cost of each item on the diskette. 8. MARC records must not be shipped with the order to the schools.  MARC records are to be delivered to casenl@sbac.edu via the web, and these records must arrive on or before the day that the ordered items arrive at the school.   C. Cataloging procedures A few words about our cataloging philosophy Our main goal is to maintain a consistent, quality database. We will not accept cataloging that does not meet our definition of good quality cataloging (summarized below). Also, we cannot accept records that do not include the required tags, appropriately formatted, for machine-loading and matching on our system (Dynix Horizon).   Cataloging Requirements 1. All records must contain leaders coded according to USMARC rules. 2. All records must contain 001s which represent unique keys. All 001s must be prefixed by a 3-letter vendor code which is not currently in use by LC. The only exception to this will be LC source records themselves where the vendor has duplicated the 010 in the 001. 3. All LC source records must contain the LC 010 field. Under no other circumstances should the 010 be used for any other purpose, (ie. we will not accept records where the vendor enters their own control number in the 010). 4. All records must contain fully coded 008 fields, and 007s where applicable. 5. No files that contain CIP or "partial" records will be accepted. 6. All records should contain a 520 field. 7. Call numbers must be Dewey, and include three-letter cutters. 8. Subject headings should be Sears only. LC subject headings will only be accepted when Sears subject headings are not available.  We do not use any juvenile designations. 9. Records should include the cost paid to the vendor for the item; this cost should be entered in the 949 line. 10. Any field defined as National Level Mandatory by LC should be included in the record if appropriate. 11. Reading Program information in the 526 field; In 526 a. for Accelerated Reader it should read Accelerated Reader AR, for Reading Counts it should read Reading Counts RC.  Do not include subfield 5 on either.  Example; 526 0_ $aAccelerated Reader AR$bUG$c4.7$d10.0$z32450 526 0_ $aReading Counts RC$c6.6$d15.0 12.  Lexile information should be put in the 521 field, indicator 8.  Subfield a. should include the number.  Subfield b. should say Lexile.  Example 521 8_ $a610$bLexile.   Additional Cataloging information 1. Use upper and lower case letters in three letter author designation. 2. Non-Fiction - Use abridged Dewey call number and 3 letter author designation. 3. Fiction - Use F for fiction and 3 letter author designation. 4. Easy - Use E for easy and 3 letter author designation. 5. Easy Non-fiction - No easy prefix on non-fiction. 6. Individual biography - Use B and 3 letter designation for biographee's surname. 7. Collective Biography - Use 920 and 3 letters from main entry. 8. Story Collection - Use SC and 3 letters from main entry. 9. Foreign Language books - Catalog by language. 10. Juvenile designation - No J in call number, we do not use juvenile designations. 11. Reference - Use R and 3 letters from main entry. 12. Professional - Use P and 3 letters from main entry.   Processing 1. Two barcodes are to be provided with each book. One is to be attached in the position specified below. 2.  Barcode - Print Alachua Co. School Bd. on all barcodes. Barcodes are to be attached per the following directions; *Barcodes for Newberry High School should be attached vertically on the back upper right corner. *Barcodes for Idylwild, Metcalfe, and Shell should be attached on the lower left front cover of the   book. *All other school's barcodes should be attached vertically on the back lower right position near the spine. If possible, don't cover up the ISBN on the cover of the book. Barcodes on all books should be attached vertically, (so that the longer side runs up and down). 3. Call number labels are to be attached.  Vertical or horizontal placement should be determined by the length of the call number and the size of the spine of the book.   D. Local holdings processing We create item records from MARC tag 949; this tag must be formatted as outlined below. There must be one separate 949 field for each item purchased. Do not include duplicate MARC records on the file.  For several identical items items do not make duplicate records. Add an additional 949 line to one record for each item.   949 format: subfield b: 39027001435670 (14 digit barcode) subfield d: 509 Spa (Call number and/or letters) subfield c: nf, b, f, sc, e or r (collection designation in lowercase) subfield n: haw (three letter school designation in lowercase, see list at end of document) subfield p: 10.00 (price, no $) Here are two examples of 949 fields properly formatted for our system: b.39027004593780 c.nf d.509 Spa  n.haw  p.10.00 b.3902700456789 c.F d.F Gre  n. spr p.14.00   VERY IMPORTANT When sending samples, please: use the agency code: IMS and use 50 samples with barcodes from 3902700656790x to 3902700656840x (the x represents the check digit)   E. Contact Information Delivery address for MARC record processing: Media Supervisor Sivia Center 3700 NE 53rd Avenue Gainesville, Florida 32609-2000   Technical Contact for MARC processing: Media Supervisor, Nancy Case Alachua County Schools 352-955-6850     School agency code list for 949 line ala      Alachua Elem. aqj      A. Quinn Jones arc      Archer Elem. bis      Howard Bishop Middle chi      Lawton Chiles Elem. duv     Duval Elem. ehs     Eastside High jjf       JJ Finley Elem. fos     Stephen Foster Elem. ftc     Ft. Clarke Middle ghs     Gainesville High gls     Glen Springs Elem. haw     Hawthorne High School hid      Hidden Oak Elem. hig     High Springs Community (elementary library) hor     Horizon Center spr     High Springs Community (middle school library) formerly Spring Hill Middle idy     Idylwild Elem. irb     Irby Elem. kan    Kanapaha Middle School lak     Lake Forest Elem. lan     Sidney Lanier Center lin     Lincoln Middle School lit    Littlewood Elem. lof     Loften High meb     Mebane Middle School met      Metcalfe Elementary new     Newberry Elementary nhs     Newberry High School nor     Norton Elem. oak     Oakview Middle School prv     Prairie View Elem. raw   Rawlings Elem. sfh      Santa Fe High she      Shell Elem. tal     Talbot Elem. ter      Terwilliger Elem. wal     Waldo Elem wls     Wiles Elem. wms     Williams Elem.