Penn State University Libraries - Surrogate Workflow

The Maps Cataloging Team occasionally receives surrogates from campus libraries for cartographic materials, mostly for atlases. The workflow generally follows typical Campus procedures, but there are some notable differences.

Surrogates are simply photocopied facsimiles of key title elements; for example, when the surrogate is of an atlas, the photocopy should include the title page, plus other pages considered to be useful. In rare instances a surrogate is received for a sheet map, which can be more difficult to represent on 8 ½ x 11 photocopies. Note that anytime the surrogate is insufficient to identify copy, or when the item requires original cataloging, the item should be recalled from the campus.

Surrogates identified as cartographic are usually placed on one of The Maps Team’s incoming materials trucks, and may be picked up as part of our normal workflow. In addition to the information represented on the photocopy, additional data will be handwritten on the sheets, including pagination and other identifying characteristics, as well as location decisions and other processing data. [isn’t there a flyer that comes with these that we also have to record some data on so that CatMarking knows what to do?]

The first step, as always, is to search for copy; many surrogates are added locations, and others are likely to have copy available in OCLC. If exact matching copy can be verified, the surrogate may be processed as any other campus material. If reliable matching copy cannot be found, it is most helpful to contact the requesting Campus and ask for the material to be sent. When received, the item may be researched and processed, or referred, as needed.

Once copy is identified, the surrogate may be processed as with any other item. When key bits of data are not evident, such as circulation or location information, contact the campus to ascertain the information. [see my note above, this info may already have been provided via a flyer?]

Write the call number directly on the surrogate, along with the processor’s initials and the date of processing. Use a paper clip to attach the barcode to the surrogate, and place in the box in CatMarking designated for surrogates.

• Take statistics as for any other campus item
•  If a surrogate is referred to the Maps Team but is not a map, consult with the appropriate team and determine best cataloging practice.
• We should not receive surrogates from University Park locations.