Secrets of the catalog remix the remix

New School, Old School

Intro

Terminology and how we use it

Information in a MARC record

Structure of a record

Secrets of the catalog Robin Fay

Beth Thornton

Cataloging attempts to organize materials & information in a logical and consistent way to facilitate ease of access… in other words so that we can find what we need! Cataloging is metadata

At UGA data about our materials is stored within GIL (Voyager), as well as other types of storage for data including the Ultimate databases (UGA Electronic Theses and Dissertations aka ETDs), DLG (Digital Library of Georgia) resources, etc.) as well as the shelflist card catalogs, spreadsheets, word documents, our previous catalog, GALIN; as well as outside catalogs, such as WorldCat (OCLC).

What is cataloging?

Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries

Monograph (commonly a book)• complete in one part or is intended to be completed within

a finite number of parts. (BLvl: m in the bib record)

Serial (continuing resource)• issued in a succession of discrete parts, usually bearing

numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and series. (BLvl: s in the bib record)

Integrating resource• added to or changed by means of updates that do not

remain discrete and are integrated into the whole. (Example: Looseleaf for updating, e.g., a title that is a binder where pages are removed/replaced. ) (BLvl: i in the bib record)

Cataloging Terminology: Materials

We’ll point out the the BLvl in the MARC record when we look at examples.


AACR2 : Our current cataloging code. RDA (Resource Description Access): Our new code—to be adopted within the year

LC > We use LC (Library of Congress) call numbers for books, serials, and other materials. Examples of LC call numbers: QA2345.B45 1965, PR4156.R26 S34 1999

Local policies (our policies; Acquisitions, Cataloging P+P, etc.) like Medium Rare (materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks).

Cataloging Terminology: Codes, standards & practices


Authority control

• Ensuring consistency in various access points (names, subjects, series, etc.)

• Established form is represented by an authority record, which gathers together all the various forms of a name and tells us which one to use in our record.

• MARCIVE is a service we use to help with this which runs reports and compares our authorized access points (subject headings, names, etc.) to the authority file. (“wash”)

Cataloging Terminology: Codes con’t


OCLC (WorldCat)OCLC is a cooperative cataloging database where we get records. We

use records for copy cataloging (aka Acquired Cataloging) and we contribute records through original cataloging. OCLC records are used to display holdings (what we own) to other libraries so that we can share (ILL) resources.

GILThe Libraries online catalog is called GIL (Galileo Interconnected

Libraries), the software is called Voyager (Ex-Libris). The “front door” or public entrance is referred to as the OPAC (GIL Classic). GIL-Find is another public interface to our catalog. EDS (aka Multisearch also searches our catalog; as does the Universal Catalog, aka UC). The technical module (Cataloging, Acquisitions, Serials) is where work IN the catalog occurs. We will upcoming sessions about GILFind, the UC, EDS, and SFX/Knowledgebase.

Cataloging Terminology: the databases


RecordsInformation about our materials is formatted in many different ways.

• Electronic records (data): Electronic records such as MARC records, Ultimate records, Finding aids on the web, DLG metadata records and more.

• Print records (indexes, card catalogs).

• The data in the library catalog records as well as all other electronic data are types of metadata.

• Metadata is controlled by schemas (rules) and it allows our data to “talk” to different databases and search mechanisms – but they systems have to be able to understand each other and be semantic web friendly!

Cataloging: Record Structure: Data, Data, Data


Cataloging: Record Structure: Data, Data, Data

Bibliographic record (BIB record): describes the title ; coded in MARC (MAchine Readable Code)

Item record Represents each individual item associated

with a title. Used to charge out (check out) materials; sometimes called a piece or barcode

record.

Holdings record (MFHD) Includes the call number, location info, volumes

owned, etc. – the information needed to locate a volume in a library.


Review..... Bibliographic record

Robin Fay / Beth Thornton 2013 UGA Libraries

Review..... Holdings record (MFHD)


Review..... Item records


Holdings data: Call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record.

Cataloging : the record parts

Items/item record data

Technical view is entire MARC record

Bib Record

Data


More about the BIB(liographic) record

Bib records display in the OPAC and tell you:The title (245)The author(s), editor(s), corporate body (1xx)Publishing info: date, place, publisher (260)The physical description: size, illustrations, number of pages; type of media (300)The frequency of publication for a serial (310/321)Numbering for a serial (362)Subject Headings (6xx)Other information: uniform titles, title change info, etc.

You don’t need to remember all of that -- we’ve provided you with a MARC record code cheatsheet!

Tip! xx = library shorthand for any MARC field of that range, i.e., 1xx would include 100 (author) and 110 (corporate).


http://www.oclc.org/bibformats/en/1xx/

Here we see MARC fields:

100 field

245

250 (edition)

260 (publisher)

and 6XX (subject headings).

Here we see MARC fields:

300

504

020


Breakdown of a MARC field 245 statement of responsibility.

245 10 Calm energy : ‡b how people regulate mood with food and exercise / ‡c Robert E. Thayer.

MARC Tag

Delimiter

2nd indicator

1st indicator

Tags represent textual names

They’re divided by hundreds: e.g., 100, etc.


Note: the 000! m = mono; s= serial; i= integrating resource

Clicking on Technical Display in either GIL Classic or GIL Find brings up the complete MARC record – including tags, indicators, and delimiters – oh my!

MARC TAG (also the MARC field number) is the first 3 digits, e.g., 100

Indicators are the two following characters which affect indexing and filing by the computer.

In this case the 245 14, tells the computer: The title is The broker, but begin index/filing at B for broker. In other words, skip 3 characters + 1(for the blank space) to find the first ‘real’ word.

| is a delimiter which is a designator for the beginning of the field and is subcoded with a specific alpha character |c indicates statement of responsibility


Note: the 000! m = mono; s= serial; i= integrating resource

Same record in GIL FIND – note they look the same except the navigation is different.

Let’s look at how what is in the cataloging view impacts what you see (or don’t in the OPAC).


Note: This view is very similar to the OPAC technical view except that we see the fixed field displayed differently, as well as toolbars and menus to make changes to the records.

Note the Hierarchy button on the top menu. This button shows the holdings and item records associated with this bibliographic record. We will explore the Hierarchy more when we talk about holdings (MFHD) records.

This is where the fixed field info resides and it is input via drop down menus – Hard to see but there is a m in the leader field. M for mono!

Cataloging/ Technical Module (GIL/Voyager)


Now let’s look at a serial : serial records can be long and have different fields from mono (book) records. The double dagger is the symbol for delimiter in the technical view. Some web browsers can display this symbol, too. Others use |

Hard to see but there is a s in the leader field. S for Serial!


And it goes on... And on... Note the 9xx fields. These are local and a source of some of “our secret” information.

910 fields can include different types of info in this case it is the cataloger’s initial945: CA = cataloged; the date tells you when (not all cataloged notes appear like this)946 Marcive + date (returned from our authority file check)


Many serials are now electronic. Depending on how we acquire them (e.g., paid resources) and access them they appear differently in the OPAC and how we code them in the catalog.

Bib Record Data (Government Document)


Serials Example #2 Not a government doc; in SFX

Find IT @UGA! But how does it work?


In brief – it is all about the 022 MARC field – the ISSN!


To recap:

The bib record describes the title. The bib record is at the top level; second is the holdings record; third is the item record.

Holdings records tell what we actually own.

Holdings tell us

• which volumes we own (of sets and serials)

• how many copies we own

• where to find it -- what locations (Griffin, Main, Science, Ga Room, etc.) own a particular title and its call number.

• Special notes relating to a particular copy (accompanying media in book; Non-circulating, etc.) as well as staff instructions

Holdings records are also called MFHDs: Marc Format Holdings Data

Cataloging : Holdings records


This record has 3 holdings (MFHDs) attached. Let’s expand the view -- using +/- to open and close to see individual holdings records and the linked items.

Example of monographic holdings in Cataloging module

How many….holdings records do we have? 3….item records? 3….locations? 2 for the Main Stacks (1, Main K), 1 for Georgia Room….copies? Two copies for Main Stacks, 1 copy for the Georgia Room.

Main

Ga Room

Multiple Holdings in a GILFind record


Locations

MARC tag

TR: M denotes that this a monographic set (parts issued as a whole) TR = Treatment M=Monograph

Information capturing volume number. This record will have 2 item records attached; one for each volume

Location: Corresponds to the permanent location in the item record Shelving Prefix

which is typed above the call number on the

label

An example of a mono holdings (MFHD) record in the Cataloging module

3 0


Let’s look at a serials holdings record in the Cataloging module

Serials holdings record in Cataloging module

Serials MFHD – note all the fields and information you can see !

|x notes do not display to the public ; note the instructions

TR: S = treatment serial

What we own


Item records• commonly known as barcode records.• contain information such as:

The barcodeThe volume numberingThe copy numberPermanent location/Temporary locationItem status

Missing Inprocess

Charged out At Bindery Notes

Cataloging: Item Records

A word about lost vs. missing.

Lost is a circulation status, which is not used by Cataloging for material. We use ‘missing’ and add notes as needed.


Did you know that not everything in the catalog displays in the OPAC?

The Secrets


What does no information available mean? Consult reference?

The Secrets

No Information available under Status means there is no item record (barcode)

Consult reference means there is no holdings record


The Secrets

Ever seen this and wondered? What does it really mean?

Serials shelflist is now in the basement... Wonder what else is down there?

The shelflist in the basement houses shelflist cards for pre1995 materials which have not been inventoried. It also houses shelflist cards for special categories of materials (reading for pleasure, microfiche, withdrawn items, associated research facilities (branch libraries) as well as other shelflists (such as serials). Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries

So.... how can you tell if an item (record) in the catalog is…well…CATALOGED?

CC = title was cataloged through PromptCat (outsourced cataloging)

CA can appear in a 910 or 945

CA = CAtaloged

The Secrets


Do you know how many conversions/migrations our data has been through?

4: From MARVEL GALIN GIL Unicode but possibly a few more (why is that important?)

If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean?

1999 is when we migrated from GALIN. All records have 6/1999 in the history; but if a record ONLY has 6/1999 in the history, the record is in the same condition as it was prior to migration. Also, note: no operator and no cataloging location!

The Secrets


Did you know we put secret little notes in the catalog to help each other

Did you know that we record our treatment decisions in the online catalog?

The Secrets

Note: these only display in the cataloging view


http://www.ala.org/ala/acrl/acrlpubs/booksmonographs/pil/publications.cfm

Do you know why sometimes when you search you do not always find the title in question, if it includes a preceding article (and, the, le, etc.)?

Provisional records sometimes do not have correct indicators for indexing. The title indicator is a common missing indicator in older provisional records. This one is correct.

The Secrets

What does INV in a bib record 910 mean?It is code indicating that someone in the Cataloging Department

or others who do cataloging work had the volume in hand, pulled the shelflist card, and verified that the information in GIL was correct.


How to report an error. What problems should I report? DBM – if using GIL Classic you can use an error reporting form – on the list for GILFind!

• Call number conflicts or a duplicate call numbers which do not have distinguishing copy or volume info

• Diacritics problems• Duplicate records (provisional record for a title and also a cataloged

record for a title)• Titles cataloged on the wrong record• Holdings errors • Serials where holdings are reflected on the card in the serials

catalog • Larger patterns of discrepancies or dealing with a large volume of

material should be approached as a project• incorrect or missing copy information • materials classed incorrectly • books in which the call number on the book does not match GIL

Finally....What happens when it is wrong?


Do we already have RDA records? How are they different?

Obvious differences

• Lack of abbreviations

• Always 2 dates (publication + copyright)

• New fields or new uses of old fields

• More access points (perhaps)

• More transcription (as it appears)

• No Latin, except if in Latin!


Compare ......


and


and


The Secrets: Quick glance at RDA

In the tech view : obvious differences

• Lack of abbreviations

• Always 2 dates (publication + copyright)

• New fields or new uses of old fields

• 33x fields for all but – no GMD!

• More access points (perhaps)

• More transcription (as it appears)

• No Latin, except if in Latin!

• cm = a symbol

• copyright symbol can be used if system supports


• The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P)

http://www.libs.uga.edu/catalog/• Bib Formats – available online for free: MARC, MARC

and more MARChttp://www.oclc.org/bibformats/en/

• Handouts from this session including MARC cheatsheet, Glossary, and getting started searching in the GIL technical module

• Questions?• If we have time we can do some live demos or look

at your specific examples.

Thank you!

Resources & wrapup


Technology

Secrets of the catalog remix the remix