CABS: Cataloging and Bibliographic Services

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About CABS

Welcome to the Centralized Cataloging Services!

We are very excited to expand the centralized cataloging program, CABS, for MORE libraries. We began the initial contract cataloging program, Shared Services in 2013. This program includes the processing and receiving of materials, in addition to all the cataloging. Currently we have 5 libraries who had opted to pay an additional cost for the supply ordering and storage, receiving and processing of all library materials.

The CABS program began in 2018 and grew from the need to improve the quality of the bibliographic records in the MORE database while offering the options to decrease the staff time at individual libraries. We are honored to continue and grow into a MORE-wide centralized cataloging program in 2021.

It is extremely important to maintain up to date information if there are any staffing changes. If you decide to designate any additional staff members after getting started with the service, please let us know that as well.

All communications regarding cataloging requests or questions should be sent to: cabs@ifls.lib.wi.us

The CABS email is checked as often as possible, but the frequency can be tweaked after we have begun to recognize ordering patterns from your library.

Vendors

We would like each order notification to provide us with enough information to allow us to find or create an appropriate bibliographic record for you to attach an item to such as Title, ISBN or UPC, material type (book, audiobook, music CD, DVD, Blu-ray, etc.), author and/or main performer. If we need to see the item in question, a brief bib record may be entered, and we will place a hold on the item to be sent to the IFLS office attention: CABS enabling us to physically see and fully catalog the item.

There will be a few different CABS order notification methods, depending on which vendor you’ve used to place the order. Here is the information we have so far.

Amazon

We will require that you send the cart of items that you have ordered in Amazon, via email (cabs@ifls.lib.wi.us). The basic procedure to find, save and email the cart is detailed below:

  1. When logged into your Amazon account find YOUR ACCOUNT
  2. Go to ORDERING AND SHOPPING PREFERENCE
  3. Choose DOWNLOAD ORDER REPORTS
  4. Select ITEMS
  5. Choose START & END DATES –this will depend on your ordering frequency- please send us no less than 1 week or no more than one month of ordering at a time. If you order every two weeks select the date range for those orders. An excel report will be generated, and you can send that to the CABS email as an attachment.

Amazon Business

If you have an Amazon business account, the instructions are a little bit different:

  1. When you are logged into your account look under ORDERING AND SHOPPING PREFERENCE
  2. Choose DOWNLOAD ORDER REPORTS
  3. On the Business Analytics screen under SHOW change the drop-down menu from Reconciliation to Orders
  4. Under TIME PERIOD drop-down and choose the range you need. Try not to duplicate what you have previously emailed to CABS.
  5. Be sure that order info and product info are checked. You can uncheck all the other filters. Select the orders that you want to download.
  6. Click on the DOWNLOAD CSV button on the top right. Your report should appear in the download area at the bottom of the screen when completed. It should be an Excel spreadsheet. Open the file and please rename the report with an identifiable name like BL 01.01.21 to 02.01.21.
  7. Send this as an attachment to cabs@ifls.lib.wi.us

Baker & Taylor

If you use TS360 you will need to forward your cart via email (cabs@ifls.lib.wi.us)

We will notify Baker & Taylor to add the CABS email (cabs@ifls.lib.wi.us) to their system in order to make CABS aware that an order has been shipped from Baker & Taylor.

Email notifications arrive at the CABS email daily from a variety of libraries, and as soon as your order has shipped from the B&T warehouse, we are sent an email notice.

Our goal is to have the bibliographic record completed before it reaches your library. However, depending on the number or items in an order and how many orders arrive in one day, there may be a slight delay of a few days before you see a full record in Sierra.

Ingram

Ingram previously requested the library log in to add our email (cabs@ifls.lib.wi.us) to your ordering information. Please check with them to see if they can simply add the CABS email as an additional email address when they send a confirmation or authorization.

Other vendors

Several of the vendors have told us they will be able to forward your orders directly to the CABS email once this is set up by you. We ask that when you notify the vendor, please ask that the CABS email (cabs@ifls.lib.wi.us) be an additional email address–but not a replacement for your email address–when they send a confirmation or authorization. These vendors include:

  • Center Point
  • MidAmerica
  • Midwest Tape
  • Sebco
  • Penworthy

Let us know if you have any set-up issues with these vendors.

Other vendors may not provide an email when you place an order, in that case you will be required to send your order to the CABS email (cabs@ifls.lib.wi.us). It is worth asking them when placing an order if they will add the CABS email as an additional email address when they send a confirmation or authorization, but this will be up to you. They may have altered their practices, and it may be worth checking with them to see if there are different options with invoices. Some libraries have no electronic invoice only a paper one, and they have taken to scanning the invoice and sending that as an attachment to the CABS email address.

These vendors include:

  • Better World Books
  • Gale-Cengage
  • Usborne
  • Micro Marketing
  • Lerner
  • Gale Group
  • Thorndike Press
  • Broadreach
  • Lookout Books
  • Gumdrop
  • Smart Apple Media
  • Junior Library Guild
  • Knowbuddy Resources

Some libraries receive no electronic invoice, only a paper one, and they often scan the invoice and send it as an attachment to the CABS email (cabs@ifls.lib.wi.us). This is not ideal, but we are able to work with this information most of the time.

Donations and other materials to add

Any items that are purchased from direct sales locations such as Walmart, Target or BAM will need to be handled differently. The same goes for donations or other items that have not been purchased with library funds.

There are a few ways you can provide information about these materials:

  1. Complete this form with information about your item
  2. Send the items into CABS at IFLS via courier.
    1. Please use one of these donation/new material slips
    2. Attach your library barcode to every item
  3. Send a detailed email to CABS (cabs@ifls.lib.wi.us) providing the requested information based on format:

Book:

  • ISBN
  • Title
  • Author or illustrator
  • Publication date
  • Hardcover or paperback
  • Format – Board Book, Large Print, Graphic novel, or Musical Score.
  • Please indicate if it has any specialized information (Book discussion guide, Q&A with author)

Serial (guidebooks):

  • ISBN or LCCN on specific edition
  • Title
  • Author, editor or publisher
  • Specific series (ex. Moon Handbooks)
  • Year/edition you have in hand

Books with audio:

  • Please include book information (see above)
  • Narrator or performer
  • Musical or spoken word
  • Information about the accompanying audio compact discs: Number of discs
  • Information about the accompanying audio-enabled book
    • Attached reader information (VOX, Wonderbook, etc.)
    • Additional components included (headphones, charging cord)

Book with CD-ROMs or other software:

  • Please include book information (see above)
  • Include information about the accompanying computer discs (CD-ROMs)
  • Number of discs
  • Specified contents of the discs

DVD, Blu-ray, 4K Blu-ray or Combos such as Blu-ray + 4K Blu-ray; DVD + Blu-ray:

  • Title
  • UPC
  • ASIN (if it was ordered from Amazon)
  • Number of discs (especially with Television series)
  • Running time
  • Publication date
  • Aspect rati(Widescreen or Full screen)
  • List any special features
  • If there are multiple discs specify feature film, bonus features, etc. for each disc
  • Any notable special packaging

Audiobook (Compact disc; MP3 compact disc; Playaway):

  • ISBN
  • Title
  • Author
  • Publication date
  • Name of narrator
  • Number of discs
  • Specific format: CD, MP3, Playaway
  • Running time
  • Abridged or Unabridged edition
  • Any bonus content like an additional disc with PDF content
  • Any notable special packaging

Music compact disc:

  • UPC
  • Title
  • Performer or name of the band or group performing
  • Publication date
  • Number of discs
  • Running time
  • If it is a special edition
  • If it includes bonus or additional materials, for example bonus compact disc or bonus DVD with special features
  • Booklets
  • Any notable special packaging

Computer game:

  • UPC or ISBN
  • Title
  • Format (computer disc or computer chip)
  • Publisher, manufacturer, or distributor name
  • System requirements: (Nintendo Switch, PS4, XBox One, etc.)

Puzzle or board game or card game:

  • UPC or ISBN
  • Exact title
  • It may be useful to send a photo of the box if possible, or we may inquire for more information

Book discussion kit:

  • ISBN
  • Title
  • Author
  • Number of books in the kit
  • Number of any other formats in the kit (large print, audiobook)
  • Any additional materials included in the kit (book discussion guide)

Puppets:

  • Name of the puppet
  • UPC on the tag
  • Manufacturer
  • Detailed description of the puppet (size, colors, material)

Equipment: (Snowshoes, WiFi hotspots, cake pans, etc.)
Provide whatever information is available

  • UPC
  • Manufacturer
  • Any details you can
  • May be helpful to have a photo of the product information

Park Packs or local interest activity kit:

  • Send the contents list of materials included in the pack or kit
  • The exact title you have chosen for the kit
  • Description of the container it will circulate in (backpack, plastic box with lid, etc.)

 

With any materials that you’ve decided to add to your collection that are difficult to identify, such as local items, we encourage you send those items into the CABS office via courier, again using the donation/new material slip. We will work to add these materials to your collection as soon as we can and ask for your patience if they are not added to your collection immediately. Depending on the volume of items we are handling, these may have a lower level of priority (unless it’s noted on the slip that you need it for an upcoming program, or a patron is waiting for the item).

Please be advised that materials of questionable physical condition, such as moldy paper, may require discussion and will possibly be returned without cataloging. (This has happened very rarely. Please understand that we want to help you in being careful not to add damaged materials to your collection.)

If you have several items, please feel free to band multiple books together and include at least one donation/new material slip for the group. Again, it’s very important to attach your library barcode to every item you send to CABS.

We have found the most efficient way to send things through courier is to box them up separately and label the box with the System Office attention CABS Courier tags. Again, it’s very important to attach your library barcode to every item you send to CABS.

Help us improve the service

We ask for your patience and advice while we are learning how to best manage your items and vendors. We can assure you that all the IFLS staff involved are all very excited to expand centralized cataloging for our consortium. We believe it is the best way to provide a valuable, cost effective and time-saving service that allows more flexibility for staff and resources in addition to eliminating the need to multi-task in a back office or at the service desk while cataloging. We feel this will allow participating libraries more time to provide additional library services for the children and adults in their community.

Please let us know if you have any questions, concerns or just want to say hello. We encourage you to stop by the Bibliographic Services Office the next time you are at IFLS to introduce yourself if we haven’t already met.