There are several ways to add new materials. Our cataloging department can work with you to set up a profile with your vendors so they can download Marc records for what you order directly into the IndyPL catalog. The cost to set up the profile is $120. Some vendors will require less time than others because we have experience with them. I know that seems like a lot, but it takes several hours to do and usually lots of back and forth with the vendor about cataloging details.
You may also purchase books at bookstores, or receive them as gifts and decide to add them to your collection. We have a packing list that you should use when you send items in to add to your collection. The cost per item will vary based on whether IndyPL already owns a copy, needs to download and upate records, or must do what’s called original cataloging.
IF you are looking up items to see whether IndyPL owns a copy, you do not need to let us know that. We marked that column optional on the packing list! We will own most of the items you add to your collections.
The packing list is available in different formats.
IF possible, PLEASE alphabetize your list of titles before printing or before handwriting. This makes the job on our end go so much faster, especially if you are sending in several pages of items to be added!
- If you have a Google account, use this link, and rename it so it is saved on your Google Drive and you can edit it.
- If you prefer to enter the info in Excel, here’s the Excel Shared System Packing List.
- If you prefer to handwrite, here is the PDF Shared System Packing List.
When you get your box of new materials back from us, you’ll receive a worksheet showing what we did to the items on your packing list. Some of the terms are a little library jargony, so Pam Swaidner, our Manager of Cataloging, put them in plain English:
Classification/Call Number Only – IndyPL or another member library owns that title, so there is an existing record in Horizon.
Copy Cataloging – No member library or IndyPL owns that title so Cataloging staff download a record from elsewhere
Original Cataloging – No member library, IndyPL, or any other library in the world owns that title and Cataloging staff must create a new MARC record for it
At the end of the month, we look at our spreadsheet of the cataloging and processing work we do for each Shared System member and send you an invoice. The invoice will total up all the worksheets on all the boxes you’ve sent in that month. If we do just one or two small things for you in a month – give you a new barcode, or reinstate an item, we will not bill you since it would cost more to send you a bill than what you might owe us! It doesn’t make sense to send you to put a 45 cent stamp on a bill for 30 cents!