Base-library series of guides to using Koha. BASE Consortium Guides to Koha. Your guide to. Your Guide to. Cataloguing.

Transcription

1 Base-library series of guides to using Koha BASE Consortium Guides to Koha Your guide to Your Guide to Cataloguing Cataloguing June 2013 September

2 Contents 1. Before you start 3 2. How to add a new title: download a MARC record using Z Cataloguing Standards (Revised April 2013) 9 3. How to catalogue when a Z39.50 MARC record isn t available Adding an authority (personal author) Adding items to a catalogue record How to add a copy to an existing record Modifying and withdrawing items Modifying full MARC/Catalogue records Additional cataloguing methods Cataloguing equipment Cataloguing multi-part sets Cataloguing e-books and electronic publications Adding an item to an e-book or print book copy Merging records on Koha Other useful information 21 Help Files Wessex Subject headings online Guides Item types on Koha This guide was kindly developed and shared by BASE colleagues. Please send any feedback to natalee.mousley-metcalfe@nhs.net. First published June 2013, this revision published September

3 1. Before you start Decide on the appropriate method of cataloguing the item. Search for the item on the catalogue usi Search for the item on the catalogue using ISBN and/or title No copies on catalogue Copies already on catalogue Add a new Title (See page 4 for print titles or page 21 for e-books) Add an Item (See page 17) 3

4 2. How to add a new title: download a MARC record using Z39.50 To catalogue using Z39.50: From the Koha homepage click on Cataloguing > Z39.50 search Enter details of the item you are looking for, ideally ISBN or title. You can enter details in more than one field, i.e. enter both the title and author. Then select the catalogues ( search targets ) you would like to search for the MARC record. Click search. If the title you are looking for isn t found, click the Try Another Search button at the bottom of the list to try searching another catalogue. If the title is still not found, you will need to create the bibliographic record from scratch within Koha, see page 13. 4

5 Once you have identified the correct title from the list, click Import to import the MARC record into Koha. The record will be displayed as a full MARC record with elements grouped into numbered tabs. To only show the fields that are relevant for our current needs, click on the dropdown box named change framework. To use the BASE consortium templates, select the appropriate BASE Framework from the drop-down list: 5

6 BASE Consortium Book BASE Consortium Article BASE Consortium Multimedia BASE Consortium Brief Title NB: this should be used to add ILL/British Library books to the system BASE Consortium Journals The frameworks are sets of default fields that are applicable to different item types. On selecting a framework you hide the fields in the MARC record that are not contained in the framework. Add subject terms It is likely that any subject terms contained in the downloaded record will need to be deleted as they will not be a Wessex subject heading. You can access both the Wessex classification scheme and the Wessex Subject Headings from the links at the top of the screen: Add up to three subject terms in the 650 field. Click Repeat this tag to add a subject term. Click delete this tag for the unwanted subject term. You will then have a blank 650 field to select the correct subject term for. Do this by clicking on the Tag Editor button. Type in your search term and click start search to display a list of matching Wessex subject headings. 6

7 Click choose to select the appropriate subject heading for the item. Suggested headings may also appear whilst you are typing your search term. Carefully select the correct subject term(s). See the Wessex scheme for definitions of each term. 7

8 Add the classification scheme and an associated item Add the classmark to the relevant field; 060 for NLM, 090 for Library of Congress and 099 for Wessex. Additional points to note Remove misleading ISBNs, e.g. those for hardback editions if you are cataloguing a paperback. Update the 001 field as per the cataloguing standards on page 9. Optionally remove any pagination in field 300. Downloaded records won t match the BASE cataloguing standards, but there is no need to amend all the fields in the record to exactly match these standards; downloading MARC records is intended to save time and effort, rather than increase it. Click to save the record, save and view the record or save and edit items to add items to the bibliographic record. See page 16. 8

9 Cataloguing standards (Revised September 2013) All of the fields below should have data entered. Any other fields that include data can be removed from imported records if not useful to members you can clear the content of extra tags by clicking on the small x alongside the entry. Field Label Tag Information to Enter Leader 000 This is an auto-completed field; do not delete any information here Note: Click Tag Editor at the end of this field to change the item icon displayed on the OPAC. Go to field 6 Type of record, change to g projected medium for a film icon. a Language material displays a book icon. (The BASE Consortium Multimedia cataloguing framework will default to display the film icon) Control No. 001 Delete the current information and replace with i followed by ISBN number i.e.: i or s followed by ISSN number. Leave completely blank if no ISBN or ISSN. Date & Time of Latest Transaction Fixed length Data Information LC Control Number 005 If shown, this field will auto-complete when clicked in and can remain 008 This is an auto-completed field; do not delete any information here 010 This can be deleted ISBN 020 Enter both 13 and 10 digit ISBNs where they are available, there are two ISBN fields. An ISBN converter is available at: No spaces between digits; [remove hardback or pbk. if it is showing here from an imported record] Please create a separate record for each item with a different ISBN, e.g. different records for hardback and paperback editions of the same title. If a multi-volume set has individual ISBNs, catalogue the items individually. Catalogue the set together if the items have the same ISBN. ISSN 022 Enter as per international standard (e.g ) NLM 060 Enter class mark as letters-space-numbers with NO extra zeros, e.g. W^84 Fiction titles:- unless you classify your fiction titles do not enter anything here. 9

10 DEWEY 082 You can delete the information from this field in an imported MARC record. LC 090 Enter class mark as letters-space-numbers, e.g. LB^1051 Fiction titles:- unless you classify your fiction titles do not enter anything here. Wessex 099 Enter class mark as letters-space-numbers, with NO extra zeros, e.g. WO^500 Fiction titles:- unless you classify your fiction titles do not enter anything here. Personal Author 100 Use for first named author [this should be autocompleted on downloading a record. If the downloaded record uses field 700, leave as downloaded] Search for an existing entry by entering surname. If you need to Create New see instructions on page 14. Enter as Surname, Forename, Middle Initial e.g. Smith,^John^P Remember to add the comma between the surname and the forename. Do not use titles. If there are two authors add the second author into field 700. If there are three authors add the second and third authors into field 700. If there are more than three authors add the first named author to field 100 and add et al into b (see below) (et al) (Editors and compilers) 100 b Use to add et al. Enter as ^et al. 100 e Use to add editors and compilers Enter as ^ed. or ^comp. Corporate 110 Capitalise the first letter and proper nouns only. Author Enter the name in full as given on the title page. Do not use abbreviations e.g. British Medical Association NOT BMA. N.B. For Official Publications the author will always be:- Great Britain, Department of Health Meeting or Conference 111 Capitalise the first letter and proper nouns only. name Enter in full as given on the title page If the author is a person and not a venue then enter as given under Personal author (100) Title a This field MUST have data in it. Capitalise the first letter and proper nouns only.

11 (Subtitle) 245b Statement of responsibility 245c Optional "Transcribe the title proper exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization" (AACR2 1.1B1). Enter as This is the title^: There is no capitalisation of the first word or subtitle unless a proper noun. You MUST add the colon in at the end of the main title. Enter as ^this is the other title information Medium 245h Entered in this format: ^[this is the medium] [electronic resource] for interactive DVD, CD-ROM, e-journal or e-book. [video recording] for Video tapes and DVD recordings Use this to denote the format of non-book items only. Variant title 246 This will be entered if another title could be used for a book i.e. Psychopharmacology as opposed to Stahl s Psychopharmacology Edition 250 Use 2 nd^ed. 3 rd^ed. 4 th^ed. Rev.^ed. Publication Information Physical descript Series Title 260a Place of publication^: 260b Publisher, 260c Year 300b Use only the following descriptions:- Audio tape CDROM DVD E-book Hbk. Loose-leaf (also includes ring binders) Pamphlet Pbk. Spiral Thermal-bound URL Video 490a Capitalise the first letter and proper nouns only 490v Use for volume number Use vol. before the volume number Enter as ^vol.5 [Please note that field 440 has now become obsolete] 11

12 General Note 500 Enter Athens username and password required. when appropriate. Contents 505 Use only the following:- Contains CDROM Contains video(s) Contains tape(s) Contains cards Subject 650a If terms are already entered in the 650 field, you should delete these and ask the system to Repeat this Tag to give you blank option boxes Terms should be selected from Wessex Subject Heading Index loaded into Koha. The Wessex subject headings index is also linked at the top of the Add MARC record page for reference. Enter up to 3 terms only, one in each 650 field. Added 700 Enter as Surname, Forename Author (see entry for 100 for more details) Enter up to 2 additional authors only. Additional fields may be added but ONLY if the author is a significant author i.e. staff member of the Trust. Added Corporate 710 This is used for added corporate names. Author Capitalise the first letter and proper nouns only. Enter the name in full as given on the title page. Online Resource 856u 856z Add text to this subfield to explain which users have access to this. Use the following text (replacing the Trust acronym with your own Trust BASE Library members click here (for core content and BASE-wide purchases) HEFT Athens users click here BWHCT Athens users click here Freely available online (for open access resources, e.g. online PDFs) 12

13 3. How to catalogue when a Z39.50 marc record isn t available Click CATALOGUING tab on Koha homepage and select the option for NEW RECORD and select the appropriate template from the drop-down list BASE Consortium Book BASE Consortium Article BASE Consortium Multimedia BASE Consortium Brief Title NB: this should be used to add ILL/British Library books to the system BASE Consortium Journals You will be presented with a blank MARC record and this should be completed as per the cataloguing standards on page 9. 13

14 4. Adding an authority Personal Author If you are unable to find the Author in current entries of the database, you need to create a new Authority record. From the home screen of Koha, click on Authorities tab Select the tab for New authority and select Personal Author from dropdown list (or Corporate Author if applicable) In the first box, click in the 000, 003, 005 and 008 fields and they will auto-complete with the necessary details. 14

15 Click on the other tab if an entry box isn t displaying, click on the bold HEADING-PERSONAL NAME and a data entry box will be displayed. You should enter the name here in Surname, Forename format. Return to the catalogue record and search the authority index to select this new entry. 15

16 5. Adding items to a catalogue record Once the catalogue record has been populated, you can then add your site library item information. The data fields in add item are below; key fields to complete are: 2; 7 (if reference only or an e-pub); 8a; b; c; d (auto-completes); o; p and y For additional information about electronic items see section 11, page 20. There are 3 options for finalising adding the item: 'Add item' will add just the one item 'Add & duplicate' will add the item and fill in a new form with the same values for you to alter 'Add multiple copies' will ask how many copies and will then add that number of copies adding +1 to the barcode so each barcode is unique 16

17 6. How to add a copy to an existing record Search for the book title on the system using Advanced Search try ISBN and keyword searching. If the book is already on the catalogue, then you can add a new item ID by clicking on Edit Items The next screen will display the items already available in BASE. You should enter your data into these Add Item fields at the bottom of the page. Key fields to complete are: 2; 7 (if reference only or an e-pub); 8a; b; c; d (auto-completes); o; p and y. 2 - Source of Classification or Shelving Scheme select the library preference from the dropdown list 7 It is Important to select if an item is not for loan for some reason, e.g. reference only or an e-pub, otherwise these items will be used to fulfil reservations. 8a - Permanent location: This should be the home library 8b - Current location: This should be the home library 8c - Shelving location: This should be changed as appropriate 8d - Click in Date acquired and this will auto-fill 8o Enter classmark 8p Enter item barcode 8y - Koha item type: This should be changed as appropriate All other fields in Add item can be completed if necessary with local information. 17

18 7. Modifying and withdrawing items or modifying full MARC/catalogue records Search for an item in the catalogue using basic or advanced search (Advance Search allows you to search by Item ID, Barcode etc) To modify an item, select Edit Items From the next screen, you can choose to edit the single item (check the item ID number corresponds) by clicking in the first column of the table: The next screen will allow you to modify the data that was entered when you originally added the item to the catalogue (page 16). You can change the status and shelving location of an item on this page too e.g. withdrawn (discard) an item. To modify the bibliographic record e.g. to amend a spelling mistake, click on Edit record This will allow you to amend the information contained in the full MARC/catalogue record. 18

19 8. Additional cataloguing methods Adding a brief title (e.g. for an item received on interlibrary loan) Click CATALOGUING tab on Koha homepage and select the option for NEW RECORD and select the Base Consortium Brief Title template from the drop-down list The fields should be completed as: 000 is auto-completed, just click your mouse in the box 008 is auto-completed, just click your mouse in the box 060; 090 or 099 use the BL shelfmark in the appropriate box 100 search and add author* 245 enter title details* 260 enter publication information* 942 for BL ILL titles you must select suppress in opac as these titles should not display on the opac. *see page 9 for cataloguing standards. When all details have been entered, click SAVE. 19

20 For the add item fields, you can use the BL information for item barcode etc and you need to select the shelving location as Interlibrary loan. 9. Cataloguing equipment To add equipment to Koha, you should use the Base Consortium Book template until a specific equipment template is developed. Fields to populate are: 000 auto-fill just click in with your mouse 008 auto-fill just click in with your mouse 245a item description e.g. Loanable laptop 245b service tag information or serial number 300a physical description e.g. includes external drive/battery pack etc/wireless mouse 942c select item type Once the item is catalogued, you can complete the Add Item record as described on page Cataloguing multi-part sets When each part of the set has individual ISBNs If a multi-volume or multi-part set has individual ISBNs, please catalogue the items individually. Use the part ISBN as the title control number. Within the title field (245) list the volume number as if it is a subtitle Where the item has a subtitle as well as volume number or similar identifying information list the subtitle followed by comma and the volume number When each part of the set has the same ISBN Catalogue the set together if the items have the same ISBN. Allocate a barcode to each part and add a note to both the Materials specified (bound volume or other part) and Public note field on the add items tab to say which part or volume it is. 11. Cataloguing e-books and electronic publications 1. You should follow the cataloguing standards on page 9 2. Particular attention should be paid to adding general notes and the correct URL for the resource when following the cataloguing standards. 20

21 3. Catalogue an item as ELIB, Electronic Library if it is a BASE-wide purchase or catalogue an item as your library if it is solely for your members. 4. When adding an item to an e-book record, if you do not want to use one of your site barcodes, enter E-ISBN-sitecode to create a unique barcode. 5. When adding an item select electronic library in fields 8a and 8b if the title is a BASE-wide purchase or freely available to all members. 12. Adding an item to an e-book or print book copy You should follow the standards on page 17, ensuring the item type in the Koha item type dropdown menu is selected as Electronic Publication. 13. Merging records on Koha Find the bibliographic record you want to keep, click edit > attach item and enter the barcodes of the items to transfer over from the unwanted bibliographic record(s). Then delete the unwanted bibliographic records. 14. Other useful information Help Files Help information is available for cataloguing, from within Koha just click on (?) (top right hand corner) from the appropriate page and a quick overview box will appear on the screen. Alternatively, you can view the full Koha Cataloguing manual online at: Wessex Subject Headings Online The 2011 edition of the Wessex Annotated Subject Heading Index (7th edition) can be found online at LMS Guides BASE and PTFS guides to Koha can be found on the LMS Support Site: (you will need your Google password to login). Item types on Koha 21 Code Description Code Description ART Journal Article EQON Equipment - overnight BK1 Book 1 wk loan EQR Equipment reference

22 BK2 Book 2 wk loan JOUR Journal BKFI Book fiction MOD Anatomical model BKIL Book ILL MODR Anatomical model ref BKON Book overnight MUL1 Multimedia 1 wk loan BKQR Book quick ref MULO Multimedia online BKR Book reference MULON Multimedia overnight BOOK Book MULR Multimedia - reference EJ Electronic journal OFF Official Publication EPUB Electronic publication OFFR Official Publication - ref EQ1 Equipment 1 wk loan PAM Pamphlet EQ2 Equipment 2 wk loan 22