Share Cataloging Manual A resource for staff

Transcription

1 Share Cataloging Manual A resource for staff Share Cataloging Committee 10/14/2010

2 Table of Contents click on any section heading to go to that section Section 1 Searching Sirsi and Adding Holdings... 7 Set Properties... 8 Search Guidelines in Sirsi... 9 Matching Guidelines Adding Holdings to an Existing Record Use of Pipe Z in the call number Section 2 - Searching OCLC and Download Records Searching OCLC Basic Search Advanced Search Helpful tips: Choosing the record Downloading Records from OCLC Importing into Workflows Setting up the Load Bibliographic Records Template Title Control Processing General Information Bibliographic Record Processing, Call Number and Copy processing Error Record Box Smartport properties and instructions Drop down list for basic search Advanced search screen Section 3 Editing Bibliographic Records Editing a Bibliographic Record Editing the 020 (ISBN) Field Removing a Foreign Language ISBN from English Language Records Multiple ISBNs Removing multiple ISBNs Duplicate ISBNs Individual ISBNs for sets General Materials Designations (GMDs)

3 Editing the GMD in the Title Field (245) Subfield H ( h) for Certain Formats Large Print Books DVDs, BLU-RAYs, or HDDVDs Videocassettes (VHS) Books on Compact Discs Books on Audio Cassette Music CDs Modifying the 250 Field Adding a 250 tag Screen Size or Format on Video Records Abridged or Unabridged materials Items in a Language Other Than the Language Indicated by the Title Game Platform and Other Formats Field Pagination for Books Series Tag (See Section 4, Series) Adding Juvenile Subject Heading Subdivisions to Juvenile Bibliographic Records in the 650 and 651 Tags Tag for Spanish Language Materials Additional added entries To reposition the location of a 700 tag: Playaway added entry Available Soon -- Current Location Editing Bibliographic Records Checklist Section 4 Series Editing the series statement Renumbering existing series records Editing series records Consistency in series titles Section 5 Television Series Television Series Single Discs and Multiple Disc Sets Adding television series circulated as individual discs Adding television series circulated as one multiple disc set Consistent title of TV Series on DVD

4 Individual discs Multiple Disc Sets Section 6 Serials Searching for Serial Titles To search by title: To search by ISSN: Modifying the Bibliographic Record Adding Holdings to Serial Records Call Number Information Z (pipe Z) Section 7 Magazines Sample List of Magazine Titles Searching for magazine titles Serial Control Module Instructions Create Control Properties Modify Control Properties Remove Control Properties Display Control Properties Check in Properties Item Search and Display Properties Create Serial Control Record Basic Tab Pattern Tab Predictions Other tabs on Create Control screen Modify Control Wizard Edit Predictions Delete a prediction Create new predictions Remove control wizard Check in wizard Different issues Chronology Policies Chronology Policies

5 Chronology Type Policies Serial Frequency Policies Serials Frequency Policies Serials Holiday Policies Serials Label Policies Modifying the Bibliographic Record Section 8 Authority Validation Validating Authority Records Provisional authority records Section 9 Brief Records Brief Records Temporary Brief Records ILL Records TMP Records Permanent Brief Records Toy, Kit, Equipment or Pamphlet Records Kits Example of the 300 description field (Workflows) Kits - Example of the 300 description field (ibistro) Example of the 505 Contents field (Workflows) Example of the 505 Contents field (ibistro) Equipment Example Pamphlet Example Names and Subject Headings Section 10 - Transfers, Delete Titles & Global Modification Transfers Reasons for transferring holdings: Transfer procedure Transfer of matching monograph records Transfer of holdings from a monograph record to a serial record Date and z (pipe z) added to transferred holdings Deleting Titles or Individual Items Delete with Discard User

6 Delete Title, Call Numbers or Items Wizard Global Item Modification Appendix A - Resource List Cataloging Tools Series Links Link to Home Location Codes from SHARE

7 Section 1 Searching Sirsi and Adding Holdings It is important to search the Sirsi database first and add your library s holding if there is a match before searching on OCLC. The following instructions apply primarily to monographs. Additional instructions for television series and multi-disc DVD sets, serials, and magazines can be found in sections 5, 6, and 7. 7

8 Set Properties Select the catalog tab in Workflows. Right click on the call number and item maintenance wizard to set the properties. This will open the following window: 8

9 Select the appropriate default values from the drop-down menus. Click OK. This sets the property defaults. If the Wizard Startup button at the top of the window is selected, this screen will open every time the window opens. If the never button is selected, this screen will only open by right clicking on the Call Number and Item Maintenance link. Click here to see a video showing how to complete this step. Search Guidelines in Sirsi The fastest and most accurate search is by ISBN. However, it is possible to search by UPC, ISSN (see Sections 6 & 7), publisher number, OCLC number, author or title. Select the Call Number and Item Maintenance wizard. Use the following chart to determine the setup for each kind of search (click on the type of search to see a video demonstration of that search): Type of search: Index: Library: Type: ISBN General All Keyword Do not include hyphens or spaces in an ISBN search UPC General All Keyword Do not include hyphens or spaces in an UPC search ISSN General All Keyword Always include hyphens in an ISSN search. 9

10 Publisher number General All Keyword The publisher number is a 5 or 6 digit number usually found on the spine or face of the CD or DVD. It appears in the 028 field of a record. Use the punctuation and spacing given on the item when searching via this method. OCLC number General All Keyword For a OCLC number that is 8 digits or less use ocm as a prefix. For an OCLC number that is 9 digits or more us ocn as a prefix. Author Author All Keyword or Browse Title Title All Keyword or Browse 10

11 Matching Guidelines If a record is retrieved after doing a search check it against the item in hand to be sure it is a match. Check the author, title, edition, publication information, date, pagination or number of discs, and size to ensure a match. If the record retrieved is an On Order record, consider it a match and attach holdings to it. The library that input the order record will overlay it with a permanent OCLC record. Paperbacks and hardcover books that have different ISBNs but are within a few centimeters (3 or fewer) and have minimal page variations (within 20 pages) are considered a match as long as the publisher, place and date match. A new record from OCLC is needed if the item does not fall within these guidelines. If the item and record match, add the item s ISBN to the existing record (see Section 3). Turtleback, BWI, Pawprints, Orca and other library bound titles may have a paperback ISBN inside the book that differs from the ISBN on the cover. If the ISBN inside matches an existing record on Sirsi and the size and pagination match the record, attach holdings. Add the library bound ISBN to the record (see Section 3). Larger print materials with a type size of 14 point or larger and 23 cm. or larger (ex. Harper Luxe) require a large print GMD. Larger print paperbacks that are smaller than 22 cm. (ex. Linford or Steeple Hill) do not use a large print GMD. When a record matches on ISBN but does not match the other fields as noted above, a new record from OCLC is needed. Remove the ISBN from the existing record and change the title control field before importing the new record. See Section 3 for instructions. DVDs need a separate record for each format. Examples: full screen, widescreen, HDDVD,BLU- RAY, rated or unrated. DVDs that match an existing record on title, but have different publishers and/or date or publication need a new OCLC record. DVD records are a match if everything but the distributor matches. Be sure to add the additional ISBN and 028 (publisher number) if they differ from the existing record. See Section 3 for instructions. Audio books on compact discs are considered to match if the number of discs and the reader match but the publisher and ISBN are different. Add the additional ISBN and publishing information to the record. See Section 3. Compact discs and DVDs with additional tracks need a new OCLC record if the existing record does not include the bonus tracks. Materials that have multimedia holdings (i.e. a DVD with a compact disc, a book with a compact disc, etc.) should be added to an existing matching record even if the GMD does not match. For example if the current record has a GMD of DVD and your library intends to shelve the item with the compact discs, add your holdings and change the item type and location to designate where it is in the library. If an ISBN search does not produce a matching record, try searching by author, title or another method before searching OCLC. If a search for an item does not retrieve a match in Sirsi, it will need to be searched in OCLC. See Section 2 for instructions on OCLC searches. If a matching record is retrieved, add holdings to that record. 11

12 Adding Holdings to an Existing Record Search an item on Sirsi by ISBN, Author, Title, etc. When a matching record is retrieved, click on the Modify button at the bottom of the screen. Another screen will open with the item information for the holding library s copy. To add new holdings, click Add Call Number at the bottom of the screen. The Add Volume: Library for new call number box will open, choose the correct library from the drop down menu and click OK. Verify that all of the information is correct for the item being cataloged. Add any relevant details in the extended information box. CircNote: Note will display to staff using Workflows Circulation. Circ notes should include the number of pieces included with an item. Public: Note will display to the public. Staff: Note will display to staff using Workflows Cataloging. 12

13 Change the Sirsi-assigned XX or Dewey generated call number by highlighting it and entering your library s call number in the box on the right. Be sure class scheme displays Dewey for monographic titles. Check that they item type and home location is correct. Add price, item cat 1 and item cat 2. Change the Sirsi-assigned item ID by highlighting it and scanning a permanent barcode to replace it. Scanning a barcode automatically saves any changes or changes can be saved by clicking the save button at any time. Procedure is complete. Click Return to Search to search for the next item and repeat the process. Click here for a video showing how to add library holdings to an existing record. 13

14 Preparing items for shelves or to fill holds After adding your holdings to records, you may follow one of two processes. You may check them out to your Inprocess user (your library s card for Inprocess) or you may set up you r new items to the default location of Available Soon. Both methods prevent items from showing up on holds lists. This does not affect title level holds. To use the Inprocess card, check items out to your Inprocess card. To set the default location of Available Soon, follow the directions on the following page. To make newly processed items available, discharge them (check them in). Items will be directed to their home locations or to fill holds as needed. 14

15 Available Soon -- Current Location If you are interested in eliminating the need to check out newly added items to In processing and prevent them from showing up on a holds list you may use the following method: Log into Workflows as a supervisor. Right click on Call Number and Item Maintenance, select properties. Under Behavior, check the box at the bottom that says Set current location of the new items to AVAILABE_SOON 4. Close out of the super and re-login as TECH. Now the default current location for any newly added calls or items that are set from the default properties page will be avail soon (non-holdable). Note: If you change the home location from the default setting when you save the record the current location will change to the home location. It is most convenient to work in batches and set the home location from the set properties page to avoid this problem. Any item with a current location of avail_soon will not show up on the holds list. This does not affect title level holds! 15

16 To make newly processed items available Discharge (Check In). Items will be directed to their home location or will fill holds as needed. Use of Pipe Z in the call number Pipe Z is used to provide volume, part or copy specific information in the call number. For instructions on adding Pipe Z to serial publications, see Section 6. Do not use Pipe Z before a year to distinguish between different editions of a monographic title, disc numbers on DVDs or series numbers. Use of Pipe Z in these cases separates these holdings from the complete list of holdings forcing patrons to put copy specific holds on items and slowing down the holds process. 16

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18 Section 2 - Searching OCLC and Download Records Searching OCLC Check the Sirsi database one more time before searching OCLC to avoid duplication and overlay of records on Sirsi. Logon to OCLC and select the Express tab at the top of the screen. Enter a search in the box either by ISBN, which is the fastest, easiest search, or by another search point. Basic Search ISBN numbers and UPCs on DVDs and CDs can often be scanned in using the standard number index. Music CDs can be searched by the publisher number on the CD. Using the standard number index, type the number using the same punctuation as on the CD (example: R). Make sure the record matches the item in hand by checking title, author, edition, physical description, publisher, publication date, etc. If unable to find your item by ISBN, try an Advanced search. Go to the Search menu bar and pull down to Advanced. 18

19 Here you can use multiple search terms and limits. Title, author and year of publication are shown in the sample below. Advanced Search Drop down menu shows options for choosing by format. 19

20 Helpful tips: Try the music number on CDs by searching the publisher number followed by (mn) on the pull down menu. Both scanning the number and typing it in work. When searching a DVD, it is helpful to put in a name (actor, director) as the author on the pull down menu. The OCLC Connexion Help menu has more helpful tips for searching. Search a serial book by limiting the record format to Serials. Search for large print by using a keyword search of author, title and the word large. Choosing the record Click MARC DISPLAY When a Single Record is retrieved, verify the author, title, edition, place of publication, publisher, date, and physical description against the item in hand to be sure it is a match. Check the level of cataloging. Level 4 and above and Level I-M are acceptable records, a blank is best. This information appears in the 000 tag at the top of the screen. Do Not accept Level 3 records. Level 3 records are identified in the following manner: o 000 tag with a 3 o 245 tag is a title main entry with first letter of each word in capital letters o 720 tag lists the author 20

21 Level 8 records are acceptable. The publication and date information in the 260 tag may be inaccurate. They may also lack pagination, etc. in the 300 tag. Make necessary changes to match the item in hand. See Section 3, Editing Bibliographic Records for complete instructions. When Multiple Records are retrieved the order of preference in choosing matching records from the Search Results Screen is: DLC, LC, PCC, UKM, NLC. (UKM records usually lack pagination and sometimes the dates may not match the item in hand. If this type of record is the only record available, set the item aside and check OCLC again in a week or two). Choose the matching OCLC record with the most holdings attached that matches the item in hand. If the OCLC record does not match on all the above points, set the item aside and check in a week or two. If the selected record matches on all the criteria listed above, save to catalog. 21

22 Downloading Records from OCLC Important Note: Before attempting a bib load, you will need a Load Bibliographic Records template. At the search screen, click on the arrow next to the Other Options box and select Download Export Files. A screen appears with the file that you want to export. Click on the box of the Not Downloaded file. 22

23 Click save on the File Download box that opens. A Save As window will appear and ask you to save and designate the location of the file. Name the file, an example for a name is export. Save to your hard drive or a disc. 23

24 Importing into Workflows Click here for a video of this step. Click on the utility tab. Click on the Marc Import wizard. The MARC Import: Property screen comes up. The Catalog format should be MARC and the authority format should be TOPICAL. (When you click Never, this screen will not pop up again unless you right click MARC Import and choose properties.) Then click OK. 24

25 Set the file type to MARC on the MARC Import screen. Click on the Source gadget to locate the file where you saved your records, this will vary by library. In the Destination box (the file to which you are going to save the records) type a name that is unique to your library. Click Import to save the files to the server. Click yes to indicate the diskette is ready when the MARC Import Configuration box appears. Click no on the MARC Import: Confirmation box comes up and asks if there are more files to upload. Click NO unless you have additional files to load. 25

26 A log file appears informing you how many records you loaded. Close out of all windows and return to the regular Workflows screen. Select the Reports tab and then choose Schedule New Reports Wizard. 26

27 Select the template for loading bib records. Click Setup and Schedule. Accept the given report name on your download template or rename it if you choose To download click Run Now. 27

28 Click on Finished Reports wizard to view the records that were loaded. There may be a delay in viewing the finished report. Highlight the report you want to view and then click view. To remove Load Bib Records report, highlight the report and click the remove tab. 28

29 Check the box in front of the Load Bib Records report and click remove. Close out of Finished Reports. 29

30 Setting up the Load Bibliographic Records Template Click on Report Wizard Click on Schedule New Reports. (If Set up Sessions comes up, click ok.) Display Template Reports comes up Click on Marc Import tab and select Load Bibliographic Records Select Load Bibliographic Records from list & click Set up & Schedule. Select the Load tab and choose the file to load from the dropdown box. 30

31 Select Marc button for File format Choose Match on title control number Title Control Processing At title control number source line, click on gadget to right of box. 31

32 To select islo: hold the control key down and select ISBN (020), ISSN (022), Library of Congress (LCCN 010) and OCLC (001). While still holding control, click on arrow to move the headings into the selected box. Click OK, which returns you to the previous screen. General Information Click on Update date cataloged, click on gadget. 32

33 Select Today and click ok Default record format is MARC from drop down list. 33

34 Bibliographic Record Processing, Check Update Bibliographic Record box and Remove entries box listed in the file junktag, if not already checked. Click on the dropdown box - Remove subject headings Choose the following headings 34

35 Your box should now read 2356 Call Number and Copy processing. Select None from drop down box for Holdings entry preprocessing. At Copy processing box, click on gadget and select the Ignore holdings statement button, click ok. At call number load rules, click on gadget 35

36 Click on Dewey from drop down box for Classification Select 082 from Drop down box for Entry ID At Subfields box, click on gadget and check Select All button if not already selected, click okay Select First button for Occurrences, if not already selected Click Add at bottom of screen 36

37 Highlight LC line and click remove if it is listed in the Classification box. Click OK. Change the default holding code to your library s default holding code by clicking on the drop down box and selecting your library s name. 37

38 Check Update AUTO assigned call numbers box Check Create/update price box Error Record Box Select the Write to Error File radio Button Be sure to click Save as Template to save all of the changes. 38

39 Smartport properties and instructions Click on SmartPort in Cataloging Common Tasks. Right click on properties to set the properties for SmartPort. 39

40 Select OCLC box and click connect. Enter OCLC using your libraries authorization & password. Click OK. Select the Index you wish to search, i.e., ISBN, Author, Title, OCLC #, etc. ISBNs and UPCs on DVDs and CDs can be scanned in using the standard number index. Using the drop down box, change the index to standard number. Music CDs can be searched by the publisher number on the CD, not the one on the package. Using the drop down box, change the index to standard number. Type the number using the punctuation on the CD. Example: R Serials can be searched by ISSN. Change the index to ISSN. To select advanced search click on the double screen icon. SmartPort does not allow searches by format. However, you can conduct an advanced search by format in CatExpress, copy and paste the OCLC number into SmartPort, select the OCLC number index, search it, and load the matching record. 40

41 Drop down list for basic search Advanced search screen Type in the information, or scan the barcode to be searched. 41

42 Select the Index you wish to search, i.e., ISBN, Author, Title, OCLC #, etc. ISBNs and UPCs on DVDs and CDs can be scanned in using the standard number index. Using the drop down box, change the index to standard number. Music CDs can be searched by the publisher number on the CD, not the one on the package. Using the drop down box, change the index to standard number. Type the number using the punctuation on the CD. Example: R Serials can be searched by ISSN. Change the index to ISSN. Large print can be searched by entering the author, title and subject large. Highlight the search results you want to view. Click on Display to view the record. If the record is a match, click on the icon resembling a mailbox (post holdings button). This adds your holdings to OCLC. Click on Capture if the record is a match. Do not accept level 3 records. 42

43 Click OK to Match and Load 43

44 If a unique call # is requested, enter the call # you want (you may have to put a placeholder call number such as Auto in if the call # is in use, as Sirsi doesn t allow you to save a call number that is in use without an item attached). View record and edit if editing is required. You may add a GMD at this point. To validate authorities you must use Modify Title. Click Save Your record should now be searchable in SIRSI. Click on the blue highlighted search in the Call Number and Item Maintenance Wizard and add the call number, barcode, etc. Select Modify title to validate authorities. (See Section 3) 44

45 Section 3 Editing Bibliographic Records The library downloading a bibliographic record from OCLC is responsible for editing and validating the downloaded record. Since SHARE libraries download bibliographic records in MARC format from OCLC, minimal editing of bibliographic records is required. Please note: additional editing is required for the 020 field for television series and multi-disc DVD sets. (See Section 5, Television Series & Multiple Disc Sets). Additional editing is also required when downloading a record that contains a duplicate ISBN for an item in the Sirsi catalog. See Duplicate ISBNs at the end of this section. The library loading a bibliographic record is asked to edit the following: 020 tag - Removal of Spanish language ISBN when the item is an English language item 245 tag - GMD in subfield h for certain formats 250 tag - for fullscreen or widescreen DVD records, abridged or unabridged audio books, certain foreign language items, game platforms such as Wii, Xbox, etc., and Playaway and MP3 formats. 300 tag - add book pagination when missing 490 tag - series records 650 tag - addition of juvenile subject subdivisions where appropriate 655 tag - for Spanish language material. Editing a Bibliographic Record To edit a bibliographic record, click on the Modify Titles icon under the Titles Wizard bar at the left of the screen. 45

46 The last item modified will appear highlighted at Current on the search screen. Click the link to bring up the bib record to be edited. 46

47 Editing the 020 (ISBN) Field Adding a 020 ISBN field: (click here for a video of this step) Click on Modify title wizard. Search for the title to be edited. Right click to add a new 020 field. Type in the ISBN. Click on Save to retain the changes. Removing a Foreign Language ISBN from English Language Records (Click here for a video of this step) Remove a foreign language ISBN from the bib record if the record is only in English. Click on Modify title Search for the title to be edited Right click on the foreign language ISBN in the 020 field and select the Delete field line Click Save to retain the changes to the record. 47

48 Multiple ISBNs OCLC records sometimes include lists of multiple ISBNs for various formats that do not pertain to the item in hand. For instance, ebooks, or regular print ISBNs listed on a large print record. These extra ISBNs must be removed from the Sirsi record. 48

49 Removing multiple ISBNs Click on Modify title wizard. Right click on the 020 tag to be deleted. Select Delete field Continue the procedure for each extra ISBN Finish the remainder of the editing for the record Click the Save button. 49

50 Duplicate ISBNs When there are duplicate ISBNs on a Sirsi record, but the existing bib record and the title in hand don t match, a matching record needs to be downloaded from OCLC. Prior to downloading the OCLC record, the title control key and ISBN must be edited on the existing Sirsi record. Click on the Modify title wizard. Search SIRSI for the matching record with the duplicate ISBN. Write down the duplicate ISBN and remove the 020 tag from the record. Select the Title Control Tab. Remove the title control number. SIRSI will automatically assign a new number to the Control Tab. Click on Save. Download the OCLC record. Return to the original record and add a 020 tag and the duplicate ISBN to the record. Click on Save. Searching under the ISBN should then retrieve both the original and the newly loaded records. 50

51 Individual ISBNs for sets Encyclopedic sets sometimes list both an ISBN for the set and an ISBN for the individual volumes of the set on an OCLC record. If the individual ISBNs are listed on the record for the set, they must be removed from the Sirsi record. Equally, if the ISBN for the set is listed on a record, but the item has been cataloged separately, the ISBN for the set must be removed from the individually cataloged Sirsi record. Follow the process for removing multiple ISBNs as listed above. Individual ISBNs removed from set ISBN for set removed from individually cataloged volume. 51

52 General Materials Designations (GMDs) It is important to have GMDs in the title of records in order to allow patrons and staff to find and place a hold on the correct format. This also makes it easier for catalogers to choose the correct bibliographic record to add library holdings. The following are the GMDs approved for use by SHARE libraries. [activity cards] [art original] [art print] [art reproduction] [cartographic material] [chart] [diorama] [electronic resource] [electronic resource (CD-ROM)] [electronic resource (DVD-ROM)] [equipment] [flash card] [filmstrip] [game] [kit] [manuscript] [map] [microform] [microscope slide] [model] [motion picture] [music] [music (braille)] [picture] [realia] [slide] [sound recording (audio cassette)] [sound recording (book and cassette)] [sound recording (book and compact disc)] [sound recording (compact disc)] [sound recording (digital audio)] [sound recording (music cd)] other than flat maps Add 250 with format: Net library and Overdrive electronic resources Kindles and projectors Add 250 with format: Wii, XBox, Board, etc. multiple formats maps or atlases microfilm, microfiche, etc. book on cassette book and cassette set (usually juvenile) book and compact disc set book on compact disc Add 250 with format: MP3 disc or Playaway music on compact disc 52

53 [sound recording (music tape)] [sound recording (record)] [study guide] [technical drawing] [text (braille)] [text (large print)] [toy] [transparency] [vertical file] [videorecording [BLU-RAY] [videorecording (DVD)] [videorecording (HDDVD) [videorecording (VHS)] music on cassette tape records study guide braille large print books BLU-RAY videodiscs videodiscs high definition videodiscs videotapes Editing the GMD in the Title Field (245) Subfield H ( h) for Certain Formats GMDs are found in the h subfield of the 245 title field. The pipe symbol is used to indicate a subfield in a MARC bibliographic record. The pipe symbol is made by holding down the shift key and typing the \ backslash key found above the Enter key. A pipe looks like this. There are no spaces between the (pipe symbol) and the subfield code. The h GMD subfield follows immediately after the a title proper subfield and before any punctuation following the title proper. The h GMD subfield follows the a title proper subfield, the " n number of a work subfield, and the p part of a work subfield; but the h GMD subfield precedes the b title remainder subfield or the c statement of responsibility subfield. Accurate placement of the h GMD subfield is very important. [electronic resource (CD-ROM)] [sound recording (audio cassette)] [sound recording (book and cassette)] sound recording (book and compact disc)] [sound recording (compact disc)] [sound recording (digital audio)] [sound recording (music cd)] Equipment [sound recording (music tape)] [sound recording (record)] [text (large print)] [videorecording (BLU-RAY] [videorecording (DVD)] [videorecording (HDDVD) [videorecording (VHS)] Materials that have multimedia holdings (i.e. a DVD with a compact disc, a book with a compact disc, etc.) should be added to an existing matching record even if the GMD does not match. For example if the current record has a GMD of DVD and your library intends to shelve the item with the compact discs, add your holdings and change the item type and location to designate where it is in the library. 53

54 Large Print Books On the Titles toolbar, click the Modify Title wizard and search for the title. Click on the modify button to display the MARC bibliographic record. Place the cursor in the 245 title field immediately after the title in the a subfield but before any punctuation. Do not leave a space after the title. Placing the cursor immediately after the title in the a subfield will insure that the GMD will be placed before the b remainder of title subfield and before the c statement of responsibility subfield. Type h[text (large print)]. Leave a space after text. If the cursor was placed immediately after the title before typing the h (pipe h), the GMD will be followed by a space before the following punctuation. Click save. DVDs, BLU-RAYs, or HDDVDs On the Titles toolbar, click on the Modify Title wizard and search for the title. Click on the modify button to display the Marc bibliographic record. In the 245 field, place the cursor in the GMD [videorecording] after the word videorecording and before the final bracket. Leave a space after the word videorecording and type (BLU-RAY), (DVD), or (HDDVD). There is no space before the final bracket. Click on save at the bottom of the screen. Note that the h GMD subfield follows not only the a title proper subfield, but also the p part of a work subfield and the n number of the part subfield. When adding the (DVD) to [videorecording] to create the GMD [videorecording (DVD)] in a videodisc record, be aware of the proper placement of the h GMD subfield. 54

55 Videocassettes (VHS) On the Titles toolbar, click on the Modify Title wizard and search for the title. Click on the modify button to display the MARC bibliographic record. In the 245 field, place the cursor in the GMD [videorecording] after the word videorecording and before the final bracket. Leave a space after the word videorecording and type (VHS). There is no space before the final bracket. Click save. 55

56 Books on Compact Discs On the Titles toolbar, click on the Modify Title wizard and search for the title. Click on the modify button to display the MARC bibliographic record. In the 245 field, place the cursor in the GMD [sound recording] after the words sound recording but before the final bracket. Leave a space after the words sound recording and type (compact disc). There is no space before the final bracket. Click save. Books on Audio Cassette On the Titles toolbar, click on the Modify Title wizard and search for the title. Click on the modify button to display the MARC bibliographic record. In the 245 field, place the cursor in the GMD [sound recording] after the words sound recording but before the final bracket. Leave a space after the words sound recording and type (audio cassette). There is no space before the final bracket. Click save. 56

57 Music CDs On the Titles toolbar, click on the Modify Title wizard and search for the title. Click on the modify button to display the MARC bibliographic record. In the 245 field, place the cursor in the GMD [sound recording] after the word sound recording and before the final bracket. Leave a space after the words sound recording and type (music cd). There is no space before the final bracket. Follow the same procedure for a music sound recording on cassette and add (music tape). Click save. Follow this procedure for all additions to the GMD in the 245 tag. For a list of additions to GMDs, see table. 57

58 Modifying the 250 Field Adding a 250 tag Right click at the end of the 245. Select the Add Field After from the menu and a blank field appears. Type the 250, tab across and add information as described below: Please note: the 250 tag is used for edition statements. SHARE will also use the 250 tag for screen size or format on video records, unabridged or abridged, some foreign language items, and A-V, game formats, live-action, and animation films. See following specific examples. Screen Size or Format on Video Records Type Fullscreen, and Widescreen or other format followed by a period to indicate the screen size or format on video recording. 58

59 Abridged or Unabridged materials Type Abridged or Unabridged to describe the material being cataloged. The 250 field should have a period as ending punctuation. Do not remove the 500 tag describing a material as abridged or unabridged when creating a 250 tag. If there is an additional edition statement such as Library edition, put the Abridged or Unabridged statement first, followed by a space, semicolon, space and then add the secondary edition statement. An example is: Unabridged ; library ed. Items in a Language Other Than the Language Indicated by the Title Add the language of an item being cataloged in the 250 field if the material in hand is written or recorded in a language other than that indicated by the title. Game Platform and Other Formats Appropriate GMD will be used based on the format. Other formats may include but are not limited to Playaway, MP3, Wii, and Xbox formats. Electronic games should use [game] for the GMD with a 250 tag indicating the game platform. (See example below.) 59

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61 300 Field Pagination for Books The 300 physical description field of the MARC record contains the number of pages for a book. Library users and staff often need to know this information, but the number of pages is not always included in MARC records downloaded from OCLC. Following is a record that was downloaded without the number of pages in the 300 field: Usually the p. for pages is present and the cataloger need only enter the number of pages followed by a space. Place your cursor in front of the p. for number of pages. Type the number of pages and a space. Add the size of the printed item at the c. Save the record. 61

62 490 Series Tag (See Section 4, Series) Adding Juvenile Subject Heading Subdivisions to Juvenile Bibliographic Records in the 650 and 651 Tags It is recommended that Juvenile subject heading subdivisions be added to existing subject headings in the 650 and 651 tags, if they do not already exist. Examples of Juvenile subject subdivisions: Audiovisual aids, Juvenile Juvenile drama (Use for feature films) Juvenile fiction Juvenile films (Use for educational films) Juvenile literature Juvenile software Spanish language materials for children. These subject subdivisions are always preceded by a v (pipe v). The procedure for adding these subject subdivisions is as follows: Click on Modify titles Search for the record to be edited. Click the Modify button Tab down to the 650 or 651 tag, place your cursor after the topical heading, type v (pipe v) immediately followed by the appropriate subject subdivision. There are no spaces before or after the v (pipe v). Click save and move on to the next record. 62

63 Tag for Spanish Language Materials Spanish language materials should have a 655 tag for Spanish language materials or a 655 tag Spanish language materials zbilingual. Most OCLC records already have the designation, but if it is missing it should be added. Note that the 655 tag has a second indicator of 7. 63

64 Additional added entries To facilitate better retrieval of materials for patrons, repositioning of 700 tag, or additional 700 tags may be necessary. Click here for a video of this step. For DVDs with generic titles you may want to place the name of a producer or prominent actor as the first 700 tag. In Modify title, search for the item and click on Modify at the bottom of the screen. Right click to get the box for adding and entry line Enter the new author entry as a 700 tag with a 1 indicator Click on the shield at the top of the screen to validate the authority record. (See Section 8, Authority Validation). Save the record. To reposition the location of a 700 tag: Highlight the heading and copy (Control c) Right click and select the delete field box to delete the existing entry. Position the cursor after last 65X tag and right click again to select the Add a field line. Fill in the 700 tag, tab and type a 1 indicator, tab again and paste the previously copied line (Control v). 64

65 Playaway added entry Playaway is the publisher name for audio books that are sold in MP3 format. Many patrons search under Playaway to find audio books in this format, so it may be helpful to add a 710 field as another access point on the bibliographic record. Playaway listed as a 710 added entry: 65

66 Editing Bibliographic Records Checklist 1) Verify that the record to be downloaded is not a Level 3 record. a) The record is not a full record if: i) 000 tag has a 3 listed. ii) Title appears in the 245 tag with each word in caps iii) Author appears in 720 tag instead of 100 tag 2) Date 1 box in fixed field of serial records: Use serial records for publications that are issued with predictable frequency; such as almanacs, travel guides, and magazines. Change the date in the date 1 box of the fixed field to match the date of the item just added for the current year. 3) Level 8 records: Correct the date to match the date of the item in hand in the Date 1 box of the fixed field. The date in the 260 field should also match the item in hand and the date in the Date 1 box, i.e., the Level 8 record shows 2008 in the Date 1 and 260 tag, but the item in hand was published in Change both dates to ) 020 tag: Remove foreign language ISBN if item cataloged is only in English, pg. 47. Add an ISBN that is not listed if the record matches on author, title, place, publisher, and date. 5) 245 tag: GMD in subfield h must be expanded for certain formats. For instance, OCLC record indicates h[sound recording], the item is a music CD, so the GMD is expanded to read: h[sound recording (music cd)], pg ) 250 tag (pg of manual). a) fullscreen or widescreen DVD records b) abridged or unabridged audiobooks c) game platforms and certain AV formats d) live-action or animation films e) language of item if title is in English, but item is in a foreign language. 7) 300 tag: Add physical description, such as pagination, type of format, size, etc. 8) 490 tag: Correct series tag and change series numbering to three digit number, i.e., a) Girl genius vv.1 is changed to Girl genius ; v001; delete all 8xx tags. 9) 650 tag: Add juvenile subject subdivisions where appropriate, pg ) 655 tag: Add Spanish language material subject heading where appropriate, pg ) Validate the author and subject authority tags on the bibliographic record, (See Section 8, Authority Validation). 66

67 Section 4 Series Editing the series statement OCLC now uses only the 490 tag for series statements. Many OCLC records use a 490 with an indicator of 1 and an 8xx tag. Some records have multiple 490 tags. SHARE uses a 490 with an indicator of 0. Use the following procedure to edit series statements. Click on Modify title to edit the series statement(s) Change any 440 tags to 490 tags Change the 1 indicator to 0 Delete any articles (a, an or the) from the series statement Delete the word series from the series statement If there are multiple 490 tags, be sure that the most important is the first listed Retain both the semicolon and the v Change the series number to a three digit number 001, 003, etc. Delete any 8xx tags Click save to save changes to the bib record 67

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69 Renumbering existing series records There are many duplicate bib records for series in the SHARE catalog. Use the instructions below to ensure that titles appear in numerical order in the catalog and the database is cleaned up. Search using the Modify title wizard for series title. Example: Magic Tree House number 6 Select the best OCLC record with a 521 field (age or grade level) from the list of title returned from the search. If there is no OCLC record, choose the next best record. If there is no 521 field in the best record, add it from another matching record. If no 521 is available on any record, do not add it. Editing series records Select the 245 tag and remove all series information from the title field. If the title proper begins with an article (a, an or the), be sure to correct the second indicator to either a 2,3 or 4 respectively so the bib record files properly. Do not include the series name in the 245 field. Change any 440s to 490 and remove 8xx fields Change first indicator to 0, leave second indicator blank In the 490 tag remove the word series, keep the semicolon and v and change the series number to a three digit number Check for 490s not in numerical order, they are sometimes found before the 100 field. If this is the case, relocate them by adding a line after the 300 field, typing 490 tag with a first indicator of 0. Copy and paste the series title to the new location and edit. Delete the 490 or 440 tag from the incorrect location. Create multiple 490 fields whenever periods appear in a series title of when alternative spellings seem necessary. An example is the series W.I.T.C.H. o The first series statement is entered without the periods: WITCH 69

70 o The second series statement is entered with the periods: W.I.T.C.H. IBistro displays only the first series statement, so it is important to put the statement most likely to be searched by the public first. 70

71 Consistency in series titles Be sure the series title and numbering is uniform across the series. This can be checked in a number of places use the resources below as a guide. Kent District Library Barnes & Noble Amazon Mid-continent Public Library Novelist OCLC Author websites 71

72 Section 5 Television Series Television Series Single Discs and Multiple Disc Sets When circulating TV series on DVD, the record must match the number of items being circulated. If a season is circulated as individual discs each disc needs its own record. (Example: Heroes. Season 3. Disc 1.) If a season is circulated as a set, one record of multiple discs is required. (Example: Heroes. Complete Season 3.) If individual libraries decide to circulate discs in some other way, a separate record is required for that situation as well. (Example: Heroes. Season 3. Discs 1 & 2.) In most cases, an OCLC record that covers either the entire season or individual discs can be found. However, if no record is found to fit the situation, the item should be sent to either West Bend or Racine for original cataloging. DVDs issued as a set, but circulated as individual discs will usually have the same ISBN for all discs. Duplicate 020 fields cause overlay problems. Before downloading an OCLC record for either the complete set or individual discs, it will be necessary to modify the title control key and delete all 020 fields in an existing Sirsi record. (See Section 3) Adding television series circulated as individual discs Search Sirsi for a matching record and add holdings if one is found If a record for a multiple disc set, but not individual discs is found in SIRSI: o Write down the ISBN in the 020 field o Delete the 020 field in the record o In the Control Key tab, delete the ISBN number and save. (click here for a video of this step) o Search OCLC for a record for individual disc records Download the record for the individual disc from OCLC 72

73 Change the title control number from ISBN to the OCLC number (o ) Add holdings and edit the new bib record Continue with the next disc in the set Repeat the steps until all records are loaded Search Sirsi for the multiple disc set Re-enter the multiple disc ISBN in a 020 field and save Search Sirsi for the individual discs Re-enter the unique volume ISBN in the 020 field for each disc s record and save Adding television series circulated as one multiple disc set Search Sirsi for a matching record and add holdings if one is found If records for individual discs, but not a complete set is found: o Write down the ISBN in the 020 field o Delete the 020 field in the record o Search OCLC for a record for multiple discs and write down the OCLC number o In the Control Key tab, delete the ISBN number (click here for a video of this step) o Click the Save button Download the record for the multiple disc set from OCLC Add holdings and edit the new bib record Search Sirsi for the individual disc records Re-enter the ISBN in a 020 field and save that record 73

74 Consistent title of TV Series on DVD For ease of searching and display purposes, TV series titles will be changed in the 245 field using the following pattern. Individual discs Most TV series titles will follow this pattern: Heroes. pseason 3. ndisc 1 h[videorecording (DVD)] The word complete in any title will be removed. Example: Frasier. pthe complete eighth season. ndisc 1 will be changed to: Frasier. pseason 8. ndisc 1 Additional titles (246 fields) will also be added to help staff and patrons with searching. They will be added in the following order and following the pattern given below. Examples: Heroes. pseason three. ndisc 1 Heroes. pthird season. ndisc 1 NOTE: When transferring single discs from a set record to a single disc record, remove the z from the call number. Leaving z in the call number for a single disc will delay holds. Multiple Disc Sets For ease of searching and display purposes, TV series title will be changed in the 245 field using the following pattern. Example: Heroes. pcomplete season 3 h[videorecording (DVD)]. The word the will be removed from the season and the word complete will be inserted if it is not already in the title. Indicators for the 245 field will be 10 if preceded by a 130 tag, 00 if the record is a title main entry with no 130 tag. Additonal titles (246 fields) will also be added to help staff and patrons with searching. They will will be added in the following order and following the pattern given below. 74

75 Heroes. pcomplete season three. Heroes pcomplete third season. Indicators for 246 fields will be

76 Section 6 Serials Titles issued in successive parts, at regular intervals, and intended to continue indefinitely are serials. A serial record has a 260 tag with a hyphen after the copyright date. Examples are directories, annuals, magazines, newspapers, yearbooks, travel guidebooks, tax guides and college study guides. All libraries should attach newly received items for directories, annuals, yearbooks, travel guidebooks, tax guides and college study guides to existing serial records on the Sirsi database. Some examples of serial titles currently in the Sirsi database are: Book Review Digest Contemporary Literary Criticism Cracking the SAT & PSAT The Ernst & Young Tax Fodor s Foundation Directory Guide Frommer s Lonely Planet Moon Handbooks Novels For Students Statesman s Yearbook Wisconsin Statutes World Almanac All magazines must be serial controlled and checked in using the Serials Control Wizard (See Section 7). Searching for Serial Titles Serial titles can be searched by title or by ISSN To search by title: 1. Click on the Call Number and Item Maintenance Wizard 2. Select the Title index and either Keyword or Browse for search type 3. Select ALL for library 4. Click on the binoculars in the upper left corner of the screen, this will open a Search option drop down menu 5. Click on the arrow next to Format to view the choices on the menu 76

77 6. Select Serial and click OK be sure to unselect Serial when you are finished searching 77

78 To search by ISSN: 1. Click on the Call Number and Item Maintenance Wizard 2. Select the General index and Keyword for search type 3. Select ALL for library 4. Click on the binoculars in the upper left corner of the screen, this will open a Search option drop down menu 5. Click on the arrow next to Format to view the choices on the menu 6. When searching ISSN be sure to include the hyphen in the number 7. Select Serial and click OK be sure to unselect Serial when you are finished searching After searching by either method, if a match is found, add the item to the existing serial record with a date after the z (pipe Z) in the Call Number Information box. If no record is found, repeat the search on OCLC and load a serial record. After the call number and barcode are added, the Date 1 in the fixed field of the bib record must be updated to reflect the newly added holdings. (See Modifying the Bibliographic Record following) 78

79 Modifying the Bibliographic Record Select the Modify Title wizard. Click on the Current search, click the modify button at the bottom of the screen. Change the date in the Date 1 box of the fixed field to match the date of the item in hand, and click on the save button at the bottom of the screen. If another library has already updated the record, no editing is required. 79

80 To view the fixed fields as above, right click on the Modify Title button, choose properties and select descriptive view. Click OK and redo the search as directed. If only a monograph record is available on Sirsi and the item is known to be published at regular intervals, search and download a serial record from OCLC. Merge any items from previous years owned by the library to the newly loaded serial record. Be sure to update any merged records with a z and date in the call number (see Pipe Z instructions). Edit the newly loaded bib record. This will include replacing the auto-generated barcode and call number and validating authorities. (See Sections 3 and 8) 80

81 Adding Holdings to Serial Records Years in call numbers Add the current date to the call number for reference items and serial entries following the call number information. To add date information, see Pipe Z instructions below. To determine if an item needs a date, check the 260 tag on the bib record. A serial record will have a copyright date with a beginning date and hyphen. This indicates an open entry; additional years may be added to the record. Example: New York: Fodor s, c1988- Call Number Information Z (pipe Z) Pipe Z is used to provide date specific information in the call number for serials. The pipe symbol is made by holding down the shift key and pressing the \ backslash key. It looks like this. Add z and the date directly after the author/cutter line with no spaces Choose DEWEY or DEWEYPER for the class scheme. Spaces between the call number z and the date will not allow holds on individual items. 81

82 Section 7 Magazines All magazines must have their holdings attached to an existing serial record and serial controlled on Sirsi. If there is no serial record on Sirsi for the magazine title in hand, download a serial record from OCLC. (See Section 2) Sample List of Magazine Titles Atlantic Monthly Cobblestone Cosmo Girl ESPN GQ Gentleman s Quarterly Ladybug Newsweek People Reader s Digest Runner s World Sports Illustrated Vogue Woman s Day Searching for magazine titles Magazine titles may be searched by selecting periodical title or title for the Index and using either keyword or browse for the Search type. It is helpful to type (magazine) after the title when searching by title. To search by ISSN, change the Index to General and the Search Type to Keyword and the library to ALL. When entering the ISSN, be sure to include the hyphen. Enter the search term into the search box Select a serial record from the list Match the title in hand and ISSN to the record in Sirsi. 82

83 If there are two identical records, either can be chosen. It is usually best to choose the record with the most holdings attached. Scroll to the bottom of the record to see a list of library holdings. Check for the current year in the Pub Year column. All magazines must be serial controlled and checked in on the Serial Control Module. (See the Serials Module Instructions following) Magazines that are kept for 5 or more years and appear on a single bib record for each year must be merged to an OCLC serial record. (See Section 10) Volume and issue numbers (enumeration) are no longer used on magazines. Month and year (chronology) are used instead. (See Create Control Properties) 83

84 Serial Control Module Instructions Select the Serial Control tab at the top of the workflows screen. Set properties for each Control Wizard. 84

85 Create Control Properties Right click on the Create Control Wizard to set properties Select the following options: Search preferences - Search Search index - Periodical title or Title Search library - All Session defaults - Current library name Basic info - Categories 1 & 2 are blank, Status = Active Patterns - Allow automatic prediction of issues checked OPAC display - Display the 0 most recently arrived issues note. OPAC display - Chronology Distribution Library s magazine holdings code Distribution - Number of copies to add to catalog 1 (number must be greater than 0 to get a barcode box at Check-in) 85

86 Subscription Copies to receive 1 Preferences for working with issues 24 (this number is at the discretion of each library, but must be greater than 1) Click OK and close Create Control Properties screen. 86

87 Modify Control Properties Right click on Modify Control wizard to set properties Select the following options: Choose periodical title, Control ID, Title, of SISAC ID (ISSN) in accordance with library s preference Search library Library name Folder options All boxes checked Distribution defaults Holding code should be set to library s preferred magazine holding code set by system administrator. Distribution Number of copies to add to the catalog, must be at least 1 87

88 Remove Control Properties Number of issues per browse must be more than 1. 88

89 Display Control Properties Number of issues per browse must be more than 1. 89

90 Check in Properties Search preferences depend on individual libraries. Number of issues must be greater than 1. Combined chronology is dependent on how the library wants issues to appear. Item Search and Display Properties Preferences set by individual libraries. 90

91 Create Serial Control Record Select the Create Control wizard to search for a magazine title that is not yet serial controlled. Search for the magazine title (See Searching for magazine titles) Click on the Create Control button at the bottom of the screen. This will open a new window. Click on Display Controls to see a list of the libraries with serial controls attached to the magazine being searched. Click on Create New Control to create a serial control record A new window opens with the library s name and a holding code window Check for the library name and correct holding code. If they do not appear, make a selection from the drop-down menu by clicking the arrows to the right. 91

92 Click OK A new control record will be opened, fill in each tab as follows: 92

93 Basic Tab New control ID Title of the magazine or a truncated version of the title. This is searchable in the database, so choose something easy to remember. o SISAC ID - ISSN,, will be automatically filled in from the bib record if available. Verify ISSN matches magazine in hand o If blank, fill in the ISSN from magazine in hand o If unavailable, leave blank Vendor title number blank Base call number Call number used by library for magazines. Delete volume and date information Class scheme LCPER Subscription ID Blank Status Active Category 1 & 2 Blank 93

94 Pattern Tab Uncheck enumeration pattern Choose chronology type: month, date, season, etc. o If custom is selected, provide a custom list on the next line Enter months per the chronology type format such as Jan/Feb, Mar/Apr, etc. leave no spaces (See Chronology policies) These patterns must be followed exactly when entering the chronology Publication pattern Check mark to allow automatic prediction of issues Publication cycle Automatically provided o If there are omissions to the cycle, or the chronology type was changed, click on the gadget to the right which will open a new window Select the publication date for monthly publications and/or the day of the week on which the publication is published. The icon in the corner can be used to omit months, such as January or June 94

95 Select the appropriate box and click OK Click on OK on publication cycle box Click on Create control button at the bottom of the screen Predictions Create control: Get expected issues box appears Type in Chronology type Choose date of first prediction by clicking on the gadget, or type in selection Choose date expected in the same manner Click on the generate predictions box which will open a new predictions box Verify the predictions are accurate Click Save Predictions Click OK on the Predictions created box 95

96 The full Expected screen appears Control is created; move on to the next magazine title Other tabs on Create Control screen OPAC display Guidelines set up in Create control properties. Number of recently received issues must always be 0. Marc holdings Guidelines set up in Create control properties, SHARE does not use MARC holdings, screen should always be blank. 96

97 Subscription - Guidelines set up in Create control properties. Distribution tab - Guidelines set up in Create control properties o To modify a distribution, click on the paper and pencil icon o Make changes in boxes, select holding code for library from drop down menu at arrow. o Click Modify distribution and close Binding Set by individual library for each magazine Highlight boxes for Extended Info. and Routing on screen shot. 97

98 Follow the same procedure in Create Control to modify pattern, distribution, etc. Routing Set up to route magazines to specific departments or branches, most libraries will not use this tab Modify Control Wizard The modify control wizard is used to make changes to the basic control record, patterns, predictions, etc. Click on the Modify Control wizard Conduct a search for the magazine title to be changed Click the tab where changes will be made Follow the same procedure in Create Control to a modify pattern, distribution, etc. Click a couple of times on the Modify Control button at the bottom of the screen to be sure your changes have been saved. Edit Predictions Click on the Expected tab 98

99 o To add a single prediction, click on the first icon above the word Expected and a box will appear Enter the chronology, date expected, and date prediction Click Create prediction and close Click Modify control a couple of times to save the change To modify an existing prediction, click on the pad of paper with the pencil above the word Expected, a box will appear. o Make changes to the chronology o Click Modify issue and close the box. o Click Modify control a couple of times to save the changes. 99

100 Delete a prediction Click on the icon with the red X, above the word Expected, a box will appear Check the box next to the issue you wish to delete, or select Remove all predictions and boxes will be checked Click Delete predictions button Click OK if the choice is correct 100

101 Click Modify control a couple of times to save changes Create new predictions Select calendar icon at the top of the screen. A box will open. Fill in the chronology, date of first publication and date expected Click on Generate prediction Click on Save prediction and close box 101

102 Click Modify control a couple of times to save changes Remove control wizard Select Remove control wizard Search for the magazine to be removed from serial control 102

103 Search for the magazine the serial control will be removed from Click Remove control at the bottom of the screen, a box will open Click remove anyway, a box will open Click OK and serial control is now removed 103

104 Check in wizard Click on the Check in wizard Search for the magazine title to be checked in, a list of libraries will appear Click on Check in issues, a screen will open Click Check in now if the chronology matches the magazine in hand Scan the barcode on the next screen and click OK 104

105 Issue is now checked in Different issues If magazine issue is different, click on Different issues, the Select a predicted issue screen appears Highlight the issue Click the appropriate box at the bottom of the screen Review the next screen that appears and make any appropriate changes Click check in Check in by scanning the barcode Check in is complete, move to the next search 105

106 Chronology Policies Chronology Policies Name Description Code Holdings Display JAN January 1 Jan. FEB February 2 Feb. MAR March 3 Mar. APR April 4 Apr. MAY May 5 May JUN June 6 June JUL July 7 July AUG August 8 August SEP September 9 September OCT October 10 October NOV November 11 November DEC December 12 December SPR Spring 21 Spring SUM Summer 22 Summer FALL Fall 23 Fall WIN Winter 24 Winter 106

107 Chronology Type Policies Name Description Special Processing Name List BIMONTH Bimonthly - Jan/Feb None JAN/FEB MAR/APR MAY/JUN JUL/AUG SEP/OCT NOV/DEC BIMONTH2 Bimonthly - Dec/Jan, None DEC/JAN FEB/MAR DATE Feb/Mar Date (MMM^/DD/^YYYY) Jan 2, 2006 Date APR/MAY JAN FEB MAR APR MAY JUN JUL MONTH Monthly Month JAN FEB MAR APR MAY JUN JUL (month) (month) Caption There is no caption There is no caption NUMBERATION Enumeration Numeration There is no name list There is no caption SEASON Season - Win, Spr... None WIN SPR SUM FALL (season) SEASON2 Season - Spr, Sum None SPR SUM FALL WIN (season) SEASON3 Season - Jan/Mar, Apr/Jun None JAN/MAR APR/JUN JUL/SEP OCT/DEC (month) YEAR Year (YYYY) 2006 Year There is no name list There is no caption CUSTOM Custom chronology Text There is no name list There is no caption Serial Frequency Policies Serials Frequency Policies Name Description Code 3INMONTH Three times a j month 3INWEEK Three times a week i 3INYEAR Three times a year t ANNUAL Annual a BIENNIAL Every two years g BIMONTHLY Every two months b BIWEEKLY Every two weeks e DAILY Daily d IRREGULAR Completely irregular x MONTHLY Monthly m QUARTERLY Quarterly q SEMIANNAL Twice a year f SEMIMONTH Twice a month s SEMIWEEKLY Twice a week c TRIENNIAL Every three years h UNKNOWN Frequency unknown u 107

108 WEEKLY Weekly w Serials Holiday Policies Name Description Date New Year New Year 1st day of January Memorial Day Memorial Day Last Monday of May Thanksgiving Thanksgiving Fourth Thursday in November Christmas Christmas 25th day of December Serials Label Policies Name Description V. Volume NO. Number PT. Part 108

109 Modifying the Bibliographic Record Select the Modify title wizard. Click on the Current search, click the modify button at the bottom of the screen. Newly loaded serial records for magazines will require adding (magazine) after the magazine title. Do the same for Sirsi magazine titles which lack (magazine) in the title field. 109

110 Add (magazine) after the title in the 245 tag, be sure to include the parentheses Change the date in the Date 1 box of the fixed field to match the date of the item just added. Click on the save button at the bottom of the screen. If the date in the box matches the date in hand, no editing is necessary. 110

111 To view the fixed field as in the above display, go the Modify title, right click to edit properties, and choose descriptive view, click OK and close window. Click Modify title again and perform the search, fixed fields will be displayed. 111

112 Section 8 Authority Validation Validating Authority Records Authority validation of all newly loaded bibliographic records is the responsibility of the library bringing the record into the SHARE database. Authority validation of all newly loaded bibliographic records is the responsibility of the library bringing the record into the SHARE database. Validating a record means verifying and accepting all author, subject heading, and uniform title entries listed on newly loaded records. If authorities are not validated after a download, an UNAUTHORIZED flag on the unvalidated entries will appear on the bib record after the next working day. To validate authorities, click on the Modify Titles icon under the Titles Wizard bar at the left of the screen. Click on the Shield icon (Validate Headings) at the top of the screen under Modify Title. This will tell if there are any unauthorized headings. After clicking on the Shield icon, the first unauthorized heading comes up. Look for an appropriate replacement heading from the list. If one is present, highlight the heading in the list, then click GET FROM LIST on the right side of the screen. The selected heading replaces the unauthorized heading. Click the SKIP button on the right side of the screen to move to the next unauthorized heading, or click Next. 112

113 If an approved heading does not appear, select the PROPOSE tab on the right hand side of the screen. The example below does not have an approved heading in the list, so the PROPOSE tab will be selected. Provisional authority records Spanish language items may bring up a Propose Authority Initial set box when a heading is proposed. The Authorization Level may indicate Provisional instead of Authorized. 113

114 114

115 Click on the arrow for the drop down box and select Authorized. Click on the arrow for the Format box and select OtherSH 115

116 Click OK and continue with the validation process as instructed below. Once a heading is proposed, a screen comes up with the proposed heading. Click OK on the bottom of the screen to accept it. 116

117 Click the SKIP button on the right hand side of the screen and continue getting headings from the list of proposed headings until all of the unauthorized headings have been validated. When all of the headings have been validated, a confirmation window appears. Click on OK to close out of the authority validation screens and return to the bibliographic record. Save and close the record after all editing and validating is complete. The?UNAUTHORIZED flag will remain on the record overnight until the nightly report runs. DO NOT remove the Unauthorized flag information. 117

118 Section 9 Brief Records Brief Records Temporary brief records may be created for items under the following circumstances: ILL records Items needing to circulate immediately for one circulation, but lack a bib record in the database. TMP records entered so items may circulate before a permanent record is loaded to the database. The inputting library is responsible for searching SIRSI for an appropriate record and transferring their holdings onto that record and deleting the TMP record. If no record is found in SIRSI, the inputting library is responsible for overlaying the temporary record with an OCLC record. TMP records can only be used for one circulation. Permanent brief records may be created for items of a unique nature that are of importance to individual libraries only. Examples are listed below: Toys (including games, puzzles, puppets, etc. Kits (usually of a themed nature, compiled by a local library). Equipment (particularly A-V equipment). Pamphlets. Materials received that do not fit in the above categories, and are not found on OCLC should be sent to West Bend or Racine for original cataloging. Libraries should first search OCLC for up to 8 weeks before sending them for original cataloging. 118

119 Temporary Brief Records There are 2 places that you can enter a brief record: One is in the Circulation Module and is used for creating brief ILL records, or for items that need to circulate, but do not have an existing record in the catalog. Sample brief record in the Circulation Module: 119

120 The other is in the Cataloging Module and is for temporary (TMP) records that will get full records later. Sample brief record, in the Cataloging Module: 120

121 ILL Records To create an ILL record, go to the Items bar in the Circulation module. Click on the Add Brief Title icon. The first word in the title field for an ILL record should be ILL. ILL(space) title of book or other item. The Library and Item ID should be filled in also. ILL records are to be used once only and by the creating library only. ILL(space) title is to be used for out of system ILL only. In system ILL will be handled via the regular circulation process. When the circulation is complete, the record should be deleted. ILL records are not meant to have more than one holder. 121

122 TMP Records To access the brief record form in the cataloging module, click on the Titles bar and on the Add Titles icon. The set properties screen defaults should display TEMPLATE for the Entries template. Display your library for the Library and display DEWEY for the Class scheme. If you wish, you may scroll down to fill in the type, home location, price, and item cats. Click on OK. The first word in the title field for a temporary record should be TMP. TMP (space) title. The 020 field must have an ISBN in it. The inputting library is responsible for overlaying the temporary record after one circulation. Temporary records are created to expedite circulation of items lacking permanent bib records in the database. 122

123 Permanent Brief Records Toy, Kit, Equipment or Pamphlet Records Brief records can also be added for toys, kits (3 or more different types of media or items not sold as a package), equipment, and pamphlets. To access the brief record form in the cataloging module, click on the Titles bar and on the Add Titles icon. On the set properties screen change the MARC Format to VM (Visual Material) for toys, kits or equipment by clicking on the gadget and scrolling down to VM. Use MARC format for pamphlets. The Entries template should be TEMPLATE, the Library should be your library s name, and the Class Scheme should be DEWEY. 123

124 Optional: In the title field add ( ) and the number of pieces. Optional: Enter a description in the 300 field. This information will show in ibistro. Toys Example of display in ibistro 124

125 Kits Example of the 300 description field (Workflows) Kits have several types of items in them and are unique to each library. Enter each item in the kit in the 300 field. This information will show in ibistro. See the 300 field in the record below. Kits - Example of the 300 description field (ibistro) Example of the 505 Contents field (Workflows) If you want to know the titles of the 5 books and the title of the video in a kit, enter them in the 505 contents field. You can print this information for taping to the container that holds the items. The circ staff can compare the items being returned with what is actually in the container. The titles do not show in ibistro under item information, but do show if you click on catalog record. If you wish, enter a subject heading, such as Christmas, in the 650 field. 125

126 Example of the 505 Contents field (ibistro) Equipment Example 126

127 Pamphlet Example Names and Subject Headings Before saving your Brief record, you must validate your headings. Suggestions for name, subject headings, or cross references not found in the Authority wizard should be submitted to either Racine or West Bend for approval. LC Names and Subject headings are the only acceptable headings to be used on bib records. (See Section 3, Editing Bibliographic Records) 127

128 Section 10 - Transfers, Delete Titles & Global Modification Transfers Libraries may transfer their own holdings from one record to a more appropriate record. DO NOT move another libraries holdings. Items with holds attached will transfer. Items in transit are blocked from transfer. You will receive a transfer failed notation if the item is in transit. Reasons for transferring holdings: Duplicate matching records. Holdings attached to wrong record. (Examples: Large print title attached to a regular print record, VHS holdings attached to a DVD record, etc.) Serial title attached to an individual monographic record. (Examples: travel guides, directories, handbooks, etc.), that needs to be moved to a serial record. (For instance: Fodor s England 2009 moved to the serial record: Fodor s England). (See Section 6, Serials) Transfer procedure In the Cataloging Module, select the Special tab Click on the Transfers icon 128

129 Transfer of matching monograph records Search for a record by author, title, ISBN, etc. Search for a matching record that has holding attached and the most complete bibliographic information Click on the description tab and view the record to be retained Descriptive view of record being retained Click on the Records tab to go back to the results screen Click on the Description tab of the record to be transferred 129

130 Duplicate monograph records must match on author, title, place, publisher, date and format Ensure the records match before transferring Select the record to be retained and click the Add To Tree button, the title appears in the white box Select the title to be transferred and click the Add To Tree button, the title will appear below the first title selected. 130

131 Expand the titles where they now appear by clicking on the plus signs in front of the titles. You should then be able to view the copies you wish to transfer. Click on the call number of the item(s) to be transferred and click the Retain for Transfer button. The item will appear in italics. Next, click on the Title to which you are transferring your holdings. (It will appear highlighted in blue in the right hand column).click on the Transfer button. 131

132 A message of This operation will remove the title record. Do you want to continue, may display. Choose yes or no. You should receive a message in a separate box that the operation has either succeeded or failed. 132

133 The transferred holdings will now appear in the list of the retained record. Transfer operation is complete. 133

134 Transfer of holdings from a monograph record to a serial record Search by title, general keyword, or ISSN for the serial record to be retained. A general keyword search may bring up both the serial and the monographic title to be transferred. (To search for the serial record only, limit the search to Serial format at the 1 st set of binoculars) (See Section 6, Serials) Click on the description tab and view the record to be retained 134

135 Click on the Records tab to return to the search results Highlight the record you want transferred. Click on the Description tab of the record to be transferred to view and determine if it is the correct record for transfer. 135

136 Select the record you wish to move your holdings to, (i.e., the title to be retained) Click on the Add to Tree button, the title will appear in the white box Select the title to be transferred and click the Add to Tree button, title displays in the white box below the first record 136

137 Expand both titles by clicking the plus sign in front of the title, this displays all copies of each title Click on the call number of the item to be transferred and click the Retain For Transfer button 137

138 Next, click on the Title to which you are transferring your holdings. (It will appear highlighted in blue in the right hand column). You may receive a message of This operation will remove the title record. Do you want to continue? Answer by clicking on the Yes or No buttons. A box with the results will open. The operation will either succeed or fail. The transferred holding will show in the list of the retained record. 138

139 The transferred holdings will now display in the list of the retained record. Date and z (pipe z) added to transferred holdings Holdings that have been moved from a monograph record to a serial record require the addition of a z (pipe z) plus the date to the call number once the item is moved. Select the Call Number and Item Maintenance wizard, the most recent title transferred will appear in blue as the current search Select the title, the Holdings Summary screen will open 139

140 Select the call number which needs a z and date added Add the z after the call number with no spaces before or after the z o Example: Non A FOD z2010 Deleting Titles or Individual Items There are two methods for deleting titles or individual items from the database. The preferred method is to use the Discard User card. The second method is either to use the Delete Title, Call Numbers, or Items Wizard. Delete with Discard User In Circulation, click on Check Out Check out to your library s user id (library name wd) 140

141 Items with bills may be checked out to this user. A report is run each month by system administrators to delete the items on the checkout list. Items with bills cannot be deleted. When bills are paid, a report run by system administrators removes the items from the system. 141

142 Delete Title, Call Numbers or Items Wizard Use the Delete Title, Call Numbers or Items wizard to remove a title, call number, or item from the catalog. Once you use this wizard, the catalog record no longer exists in the database. Using reports, you can obtain only the most generic information about the number of items removed. Be sure only your library s item(s) are selected. Do not click the box next to the title as this will remove all copies from all libraries. On the Title Maintenance toolbar, click the Delete Title, Call Number or Items wizard. Search for the item, and select the check box next to your library s holdings or barcode number. After making your selection, click Delete. You cannot remove items with charges, holds, or bills. Be careful to only select call number, title, or items that your library owns. You can suppress titles (items) from view by moving them to a shadowed location such as DISCARD or MISSING. However, titles with multiple items attached reflect the items in a shadowed location in the total number of copies represented in the OPAC. For example, your library may have 18 copies of a classic novel plus 2 copies in the DISCARD location. A patron viewing the title in OPAC will see 20 copies total in all locations. 142

143 Global Item Modification The Global Item Modification wizard is used to change item information for a select number of items. For instance, changing items designated for withdrawal, to a home location of Unavailable until they are withdrawn from the catalog. Set properties window by right clicking on properties for the wizard. Enter a price on the properties screen, otherwise, the price defaults to $0.00.* *A library can eliminate the price bar entirely by using a supervisor login and right clicking on properties under Global Item Modification, selecting the tab for Behaviors, and un-checking the price box. This removes the price box in workflows. You can bypass the properties and set the new values directly on the Global Modification screen. 143

144 Once the values are set, begin scanning barcodes or entering the barcode information manually. If the Modify tab is not shadowed, you must click on it before scanning the next barcode. Once the transaction is completed, the changes will show at the bottom of the screen and the Modify button will be grayed out. Click clear to erase the list scanned, or close the wizard. 144