Library Boot Camp: Basic Cataloging, Part 2


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The second part of a day-long presentation made on November 3, 2009, covering various aspects of library cataloging, MARC records, FRBR, RDA, authority control, etc.

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Library Boot Camp: Basic Cataloging, Part 2

  1. 1. Library Cataloging Boot Camp, Part 2 Sullivan BOCES, Liberty, NY November 3, 2009 Denise A. Garofalo
  2. 2. Topics for this afternoon — Searching and exporting MARC records — Discussion of editing exported MARC records — DDC basics — Future of MARC, RDA, FRBR — “Real life” questions and examples — Wrap-up
  3. 3. Objectives for this afternoon — Discuss searching library catalogs and locating desired MARC record — Exporting MARC records — Become more comfortable with Dewey — Discuss future of MARC and RDA and FRBR — “Real life” questions/examples
  4. 4. Searching for MARC
  5. 5. Finding MARC records — You may locate MARC records from: ◦ Your book vendors (may involve a fee) ◦ A bibliographic utility (an organization that provides MARC records for a fee, such as OCLC) ◦ The Library of Congress (free) ◦ Other libraries’ catalogs (free)
  6. 6. Some MARC record sources — URSUS (Maine State Union Catalog) — OhioLink Library Catalog — Minuteman Library Network
  7. 7. Exporting records, or, How do the records get from their catalog into mine?
  8. 8. Using LC as a source 1. Create a folder to store the records on your PC (marc_records) 2. Search LC’s catalog ( 3. Once you locate the record you want, scroll to bottom of the screen.
  9. 9. Using LC, continued 4. Select MARC format (usually MARC (nonUnicode/MARC8), and then click “Press to save or print” 5. A screen will display a line of nonsense. Disregard. At the top of the browser screen click on “File” and then “Save As”.
  10. 10. Using LC, continued 6. Select the folder you created in Step 1. 7. Make sure to change Save as Type to Text File (.txt) 8. Give the file a name that is useful to you (perhaps a date string, 11032009) 9. Click on “Save.” 10. You have exported a MARC record.
  11. 11. Sample online resources — Download and import unedited MARC records from Library of Congress support/medialibrary/documents/mllc.pdf — Copying/Loading records from LC Cdownloads.pdf [steps 1-7 are generic]
  12. 12. Editing records, or, How do I make the MARC record I found my own?
  13. 13. Editing MARC — Editing can occur ◦ before you export the records into your automation system, using software such as MarcEdit (free) ◦ after you export the records into your automation system, using your automation system software
  14. 14. MarcEdit — MarcEdit homepage ◦ index.php — Using MarcEdit to Edit Large Numbers of Bib Records ◦ general/marcedit.html
  15. 15. Any questions?
  16. 16. Getting to know MARC personally
  17. 17. Exporting a MARC record — Search a library catalog for the item in question — Locate the MARC record for the item — Locate the MARC record download button — Export the record (to the C drive or floppy drive or jump drive)
  18. 18. Can’t find the right MARC? — Try another catalog (or two or three) — Locate a record for an earlier edition and download that record (you will have to edit it to match the item in question) — Still no luck? You may have to create a MARC record from scratch within your library automation system
  19. 19. MARC records info — Free MARC records listserv ◦ Records/messages/ — MARC info websites ◦ nd_Information_Science/Technical_Services/C ataloguing/Metadata/MARC/
  20. 20. Classification in libraries — A system of arranging the collection on the shelves which provides formal and orderly access to the materials — A means of bringing together related items in a useful sequence from general to specific — A way to lead the user to the needed items
  21. 21. Call number — Contains the information about where the item is shelved ◦ May have a location or collection prefix—DVD or REF or j ◦ Next element is the classification number—736 or 917.3 or PZ4 ◦ Next is the Cutter number, an alpha-numeric related to the main entry or author—H74 or Q14 ◦ May include a date or a copy or accession number as final element
  22. 22. Indicates the subject matter of the item “cutter number”
  23. 23. DDC is broad — System groups works under main divisions and subdivisions
  24. 24. Basic general Dewey rules — Class first according to subject, then by form — Class where it will be most useful — Place it in the most specific subject division that will contain it, rather than with the general topic — If it deals with 2 or 3 subjects, place it with the predominant subject or the one treated first. More than 3 subjects? Place it in the general class which combines all of the subjects
  25. 25. Refining principles — Work discussing Spanish influence on Portuguese literature should be classed with Portuguese literature—class works dealing with 2 subjects where one influences another are placed with the subject acted upon or influenced — Monographic sets—class either all together under a broad number for the set or class separately under each individual volume’s subject
  26. 26. Nothing is perfect — Any classification scheme is limited ◦ DDC places language separate from literature ◦ History is classed separate from social sciences in DDC — Reorganization causes problems ◦ New numbers for new concepts ◦ Moving concepts to more logical locations — Purchased cataloging is only as good as the vendor’s catalogers
  27. 27. DDC — Oldest and most widely used classification system in America — Allows for expansion to cover aspects of general subjects — The more specific the item being classified the longer the number grows — Long numbers may be more accurate but can be unwieldy and impractical
  28. 28. DDC — Incorporates mnemonic devices transferred from one class to another (-03 at the end of a class number of any length indicates a dictionary of the subject at hand) — Arranges subjects from the general to the specific
  29. 29. DDC basic premises — Under Dewey there is no one class for any given subject — Primary arrangement is by discipline — Any specific topic may appear in any number of disciplines — Aspects of a topic are brought together in the relative index
  30. 30. DDC basic concepts — Notes are very helpful ◦ Tell what is found at a class number ◦ Tell what is found at other class numbers ◦ ID topics in “standing room” (topics that don’t have enough works about them to justify a separate number—computers were like this for awhile, 001.6 then 004-006) ◦ Explain changes in tables and schedules ◦ Instruct in number building ◦ Prescibe precedence order ◦ Explain options
  31. 31. Number- Number-building — Way to expand existing numbers in the schedule — In tables these numbers are preceded by a “-” to indicate they cannot stand alone (omit the dash when attaching a number)
  32. 32. Standard subdivisions — Originally “Form divisions” — Some treat format — Others represent ways to handle aspects of a subject (philosophy, theory, history, etc.) — Unless specific instructions bar it, can use with any number if application is meaningful — More info available in DDC
  33. 33. Take a short break….
  34. 34. Geographic areas — When a given subject can be subdivided geographically and the library has many books dealing with the subject use Table 2 (area table) — The number can be expanded by region or site — The bulkiest table
  35. 35. Individual literatures — Table 3 is actually three tables — They are never used alone but under the instructions given at 808-809 and 810-890
  36. 36. Individual languages — Table 4 is used with the base numbers for the individual languages — See 420-490 for explanation — Does provide mnemonic form divisions ◦ -1 for writing systems ◦ -2 for etymology ◦ -3 for dictionaries
  37. 37. Racial, ethnic groups — Table 5 is used according to specific instructions in the schedules or other tables — May also be used through -89 interposition — Use is parallel to that of Table 2
  38. 38. Languages — Table 6 is the basic mnemonic table to indicate the particular language of the work of the language which is the subject
  39. 39. Groups of persons — Table 7 is used as instructed in the schedules or other tables — Deals with various characteristics of persons (social groups)
  40. 40. Adding other parts — There are many places in the DDC schedules where the classer is directed to find a number elsewhere in the schedule and add it whole to the number at hand — Check the DDC itself for examples
  41. 41. Relative index is very useful — Contains terms found in the schedules and tables and synonyms for those terms — Also has names of states, provinces, cities, geographic features, some personal names — Does not contain phrases that begin with adjectival phrases (Portuguese plays) — Enumerates alphabetically all the main headings in the class schedules — Contains certain specific entries not listed in the schedules — Index terminology varies from that found in the schedule (Perspiration)
  42. 42. But it isn’t a substitute for the schedules
  43. 43. Final DDC tidbits — Segments ◦ 636.6/01 – Smaller libraries may just use 636.6 – Larger libraries may use 636.601 — Updated every 8 years or so — Abridged editions are available for the very small libraries (they can “grow” into the full edition)
  44. 44. FRBR — Functional Requirements for Bibliographic Records — Conceptual model — “provide a clearly defined, structured framework for relating the data that are recorded in bibliographic records to the needs of the users of those records”
  45. 45. How will FRBR fit in? — Great potential — Search results can be grouped to demonstrate relationships among – all expressions of a Work – Works about it – Works related to it — Easier to record relationships between entities — Catalogs and databases no longer limited to role as finding lists but become true research systems
  46. 46. FRBR is not…. —a standard — a metadata scheme — a concrete data model
  47. 47. FRBR basics — Group 1 – products that are named or described in the bibliographic record – work, expression, manifestation, item — Group 2 – entities responsible for physical production and dissemination, or the custodianship of such products – person, families, corporate bodies — Group 3 – entities that serve as the subjects of intellectual or artistic endeavor – concept, object, event, place
  48. 48. FRBR has relationship issues — between – Equivalents – Conceptually related entities – Components of a whole – Physical formats
  49. 49. Group 1 entity example
  50. 50. Work — a distinct intellectual or artistic creation
  51. 51. Expression — the intellectual or artistic realization of a Work novel, comic, feature film, poster
  52. 52. Manifestation — the physical embodiment of an Expression of a Work hardcover, paperback, 35 mm. film, DVD, VHS
  53. 53. Item — a single exemplar of a Manifestation autographed copy of the 1998 edition
  54. 54. What is RDA? — “Cataloging rules for the 21st century” — Working title for a new cataloging code, or standard — Essentially, cataloging rules that would supersede the Anglo-American Cataloging Rules, 2nd ed. (AACR2) — Originally thought it would be AACR3 — Supports FRBR
  55. 55. How will this affect libraries? — Not everyone is supportive of RDA — Will take time — Eventually will become the standard — Goal ◦ new code ◦ Puts stronger emphasis on helping users – "find, identify, select and obtain" the information they are looking for, chiefly through the use of clustering of bibliographic records
  56. 56. RDA has no limits — Transcribe the entire statement of responsibility, no matter how many persons or bodies it contains — Include “other title” information — Number of added entries for collections of works by different persons or bodies — Added entries for all parties on each side of a Treaty
  57. 57. Future….. — No timeline for when OPAC and ILS vendors will begin incorporating RDA and FRBR — It's also not clear how soon the Library of Congress and OCLC will adopt the new standards — 26 testing partners have been selected to participate formally in LC’s planned test of the content and functionality of RDA
  58. 58. So now what? — There is a new Specific Material Designation of “online resource” to be used in the MARC 300 field — Just remember, whatever form RDA takes it is being designed to be simpler
  59. 59. Real- Real-life questions and examples
  60. 60. Wrap- Wrap-up
  61. 61. Overview of points covered — The relationship between access points and MARC records — The basic structure of MARC records — Achieved a comfort level with MARC — Discussed searching and exporting MARC records — Introduced to FRBR and RDA — Dewey and you — Real-life examples and questions
  62. 62. Review of today’s objectives — Do you feel comfortable with basic MARC record information? — Are you confidant you can search library catalogs and locate a desired MARC record? — Did you successfully export a MARC record to a jump drive or a floppy disk?
  63. 63. Any questions?
  64. 64. Good luck!