Specifications.pdf

REQUIREMENTS:

1. Delivery to the cataloging vendor will be in a single shipment. A delivery time window will be specified when the packing date is confirmed; delivery will be accomplished during the normal business hours of the cataloging and processing facility. Receiving documents will be prepared by the transport company and signed by appropriate officials at the cataloging and processing facility; the transport company is responsible for submitting copies of signed delivery paperwork to the USMA Library as well as the cataloging facility.

2. Cataloging and Processing of Books:

a. This contract requires Item level cataloging of each item utilizing Resource Description and Access (RDA) with LC-PCC policy statements and OCLC bibliographic formats and standards applied.

(1) LC classification and LCSH will be applied, with Library of Congress genre/form terms used if applicable.

(2) The LC Subject Headings Manual section H1995 on regimental histories is especially relevant to these materials.

(3) Barcodes (see section 1.c.) are to be recorded in MARC field 949i, with volume numbers in 949v if applicable.

b. Physical processing of each item will include spine labels printed with assigned call numbers; left front cover labels should be substituted for items with narrow spines.

(1) Label product selection will be coordinated with USMA Library Staff prior to the start of work.

(2) All labels will be prefixed: CONT

(3) In affixing selected labels, the bottom edge of the labels will be positioned ¼” above the bottom of the spine/cover. If dustjackets are present duplicate labels will be affixed to both the book and the dust jacket.

c. Barcodes will be affixed to all items.

(1) Barcodes will be 13-digit 3-of-9 with check digit, numbers starting with 3180300000001x using labels with eye-readable numbers and captioned “USMA Library”.

(2) Barcode labels are to be placed at the top left corner on the back free endpaper (or corresponding last page for pieces without endpapers). Barcode position may be adjusted to avoid covering content.

d. Delivery of completed cataloging records: The contractor will act as the Library’s agent with OCLC under the protocol outlined at https://www.oclc.org/en/worldcat/cooperative-quality/partners.html. Each record will be saved to the online save file for retrieval by Library staff.

3. Physical delivery of cataloged and processed books to the U.S. Military Academy Library:

a. When cataloging and processing are complete, each item will be boxed spine down in cartons that do not exceed 17” in any dimension; only a single layer of books shall be placed in each carton. In no case will packed cartons exceed 35 lbs.

b. Collection items will be protected at all times from theft and damage. They will not be left unattended or exposed to damaging elements to include inclement weather, liquids, or excessive heat. Boxes will be stacked and secured to avoid collapse and damage to contents.

c. Cartons of completed books will be shipped via UPS Ground to the U.S. Military Academy Library.

Shipments should be made weekly with a report of the number of cartons shipped sent to USMA Library Staff.