Quick-Bibs De-Centralizing Item Record Entry While Maintaining Centralized Bibliographic Control. About the Finger Lakes Library System

Transcription

1 Quick-Bibs De-Centralizing Item Record Entry While Maintaining Centralized Bibliographic Control Finger Lakes Library System Ithaca, New York Rex Helwig 2012 MAPUG Conference About the Finger Lakes Library System 33 Member Public Library System We span 5 counties in central New York State from Lake Ontario to the Pennsylvania border We provide centralized bibliographic entry We entered over 44,000 new Bib records last year which includes the 13,500 Quick-Bibs entered by our member libraries. 1

2 The Objective To develop a process that would allow member libraries to enter item records for newly acquired materials into Polaris when an appropriate Bib record does not already exist in order to make them immediately available for their patrons. To provide enough bibliographic information to be entered into the Quick-Bib to facilitate searching and processing, without requiring so much as to be burdensome for member libraries. Keep it simple enough so that little cataloging knowledge or training is required. The Quick-Bib Workflow I will break this down into 3 sections How we set it up and why we did it that way. How the member library enters a Quick-Bib. How we process the Quick-Bib and how we handle problem records. 2

3 Quick-Bib Setup We rely heavily on the Bib Template functionality in Polaris. We created a Quick-Bib template for each member Library/Branch for the following formats: Audio Book Book Music Recording Video Recording We changed the ownership for the templates to the appropriate Branch and assigned only the Access permission for their Bib Templates in their Permission Group. Quick-Bib Setup In the following examples you will see that each template has the minimum number of tags to: Allow patrons to find the item(s) in PowerPac and present them with a reasonably correct format icon. We included the 007 & 008 tags to accomplish this. Allow staff to find the item(s) in the Staff Client. Provide enough pertinent information to allow FLLS cataloging staff to make a match. 3

4 Quick-Bib Setup Audio Book Template Quick-Bib Setup Book Template 4

5 Quick-Bib Setup Music Recording Template Quick-Bib Setup Video Recording Template 5

6 Quick-Bib Setup Tags What to enter (every field must have data entered) ISBN (if no ISBN, enter none ) to avoid prompts while saving the record EAN/UPC (if no EAN/UPC, enter none ) Publisher number (with all letters and/or numbers) plus name of publisher if no number, instead of none. Entering the name of publisher is helpful when searching OCLC This is the part of the template that helps the cataloging staff to pull off member specific Quick-Bibs (e.g. Apalachin Library would be apalaudio, etc.). The fllsaudio is in every member library Audio Book template which allows us to process all of a specific format regardless of the library Author, editor, or none. When the Quick-Bib you created is filed you may get an authority prompt since these are on the system for only about two weeks, we ignore the prompt. In fact, all subsequent prompts are ignored except the one that might detect a duplicate bib (missed when performing an initial search on Polaris) or another Quick-Bib in this case, quit the Quick-Bib process and add the new item record. 6

7 245 - No initial article, subfields all one string. Sometimes it may be useful to add DVD or VHS or large type which helps us when we search for bib records The physical description field gives us another method to identify this record as a Temporary Quick- Bib. The rule of thumb we follow is that, you cannot enter None in both the 020 and 024 tags. If you don t have valid information for at least one of those tags then don t create a Quick-Bib, send the item in instead. It breaks down this way: All tags are used for searching but the 020 & 024 are used for merging. Creating the Quick-Bib The library follows the standard procedure for determining if a suitable Bib already exists in Polaris to attach their new item to by searching by ISBN, UPC and then Title or Author. If a Quick-Bib is needed the next step is to click on the New button on the Polaris Toolbar. Select Bibliographic Record, select Existing Template and select the Quick-Bib that corresponds to the format of the item that you need to enter. 7

8 Quick-bib Template 8

9 Fill Out the Quick-Bib Create the Item Record 9

10 Quick-Bib Processing The first step is to identify the Quick-Bibs that you want to process by searching for them in the Bib Find Tool and creating a Record Set for the Quick- Bibs we want to process at that time. Change the By: to Other system number In the For: enter one of the terms that is in each of the Quick-Bib templates like AubBook You could enter FLLSBook to search for all of the Book Quick-Bibs or AUB to search for all of that branches Quick-Bibs regardless of format. The different variations allow for the individual catalogers to modify the workflow to suit their needs. Searching for the Quick-Bibs 10

11 Move them to a Record Set This is a workflow that our head cataloger uses so your mileage may vary. Working from the Record Set 11

12 Copying the Primary Search Point Selecting the Bib Records using OCLC, BookWhere or other method We primarily use OCLC but the workflow is the same using BookWhere. Search OCLC by ISBN (if that is unsuccessful we use the other identifying fields like 024, 028, 100 or 245). (Searching OCLC using the Standard Number label of SN: will search the 020, 022, 024 in Worldcat) Save the selected Bib record to the local MARC import file (you can perform any editing that you want on the OCLC record prior to saving). Once all of the Quick-Bib records have been searched and the MARC records are saved to the local file, we Express import them into Polaris. 12

13 Imported Provisional Bib Records Editing the Imported Bib Records 13

14 Saving & Replacing the Quick-Bib The New Post-Merged Quick-Bib 14

15 The Deleted Post-Merge Quick-Bib The Imported Bib Record Set Tracking the Work Flow 15

16 Problem Records If we can t find a suitable Bib record based on the information in the Quick-Bib, we send a screen shot (preferably by ) to the library asking that the item be sent in. We also add to the Quick-Bib an 092 tag that has MR (material request) and the date. We use the 092 so that when you search for Quick-Bibs, it shows up in the search results. Once a month, we send another screen shot asking again for the item and adding that date to the 092 tag for tracking reason. Note the four pipes under publication date no date in Quick-Bib this is handy for sorting out Quick-Bibs from permanent bibs that have dates. The TB (temporary bib) and date numbers are for those items that we have actually seen but cannot find bibs for yet most of these are for cheap DVDs where time won t be spent to provide original cataloging and no bibs are currently available on OCLC. Tracking Problem Records 16

17 Tips We updated our Bibliographic Deduplication table in SA to include the following rule: The UPC of the incoming record matches the UPC of an existing record. This allowed for matches on the 024 tag without having to change the indicator to a 3. Watch for Quick-Bibs that are created on the wrong format template. This will prevent Polaris from recognizing the new Bib as a duplicate so you won t be able to replace the old Quick-Bib. If the title is enhanced to include DVD etc. the title doesn t collapse into the Uniform title until after the Quick-Bib is replaced. We don t use the Publisher # for duplication so we add the Publisher s name. Incorrectly entered ISBN s require some detective work which will take extra time. 17