Uncatalogued Material

Before the cataloguing phase, uncatalogued material must be cross-checked with records on Sierra to see items can be connected to orphaned records. Uncatalogued items designated as ‘multiple copy’ or ‘volume not catalogued’ are unlikely to be traced to a Sierra record and the priority should be on items listed as ‘not found on catalogue’ or ‘part of boundwith’ (for definitions see Uncatalogued EPBs).

The main step involves searching the title on Sierra to see if any item records appear which have not been inventoried or list the item as ‘missing’. The most common reason for items to be traced on Sierra is boundwiths that have been located incorrectly as simply ‘EPB Closed Stores’ without a shelfmark and when numbers within the shelfmark have been switched i.e. uncatalogued book is EPB/A/55315 and there is a missing book with the same title at shelfmark EPB/A/55351 or EPB/B/55315. It is also worth checking old shelfmarks e.g. 55315/A.

If a record is identified, even if only tentatively, note the item number in the ‘Possible record’ column on the Uncatalogued spreadsheet. Also add any notes if it is not clear straightaway why you think these records may be linked.

If a likely item record cannot be found write ‘item not on Sierra’ in the ‘Possible record’ column or write ‘Recheck’ if something is unclear about the book listed and requires some extra checking.

Reconciling uncatalogued data

If an uncatalogued item recorded on one of the uncatalogued EPB spreadsheets is found to have a record on Sierra, inventory the item, making sure it has the correct location and shelfmark. Ensure that you add a note with your initials in the 'Recorder and date of cataloguing' column in the uncatalogued spreadsheet e.g. Reconciled AH 23/04/2025. This will show which items require cataloguing and which do not.