Secrets of the Library Catalog (MARC, metadata, cataloging, RDA)

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presentation about MARC, bibliographic data, and more (Ex-libris, Voyager catalog) by by robin fay, georgiawebgurl@gmail.com & Beth Thornton for UGA Libraries

presentation about MARC, bibliographic data, and more (Ex-libris, Voyager catalog) by by robin fay, georgiawebgurl@gmail.com & Beth Thornton for UGA Libraries

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  • By the time we finish, we hope that you understand a little more about MARC records, authority control, reading the Technical display of GIL, and perhaps a few deep, dark Secrets of the Cataloging.
  • Division of our world. These materials come in many different formats: electronic, microfilm, etc.
  • AACR2 = Anglo American cataloging rules. They tell us how to describe our material, and how to set up access points. RDA = Resource Description and Access. Early 2009 LC = Library of Congress. We try to follow their practices (though that’s changing a bit). We use LC subject headings and classification.
  • Authority control is providing an authorized/verfied form of names, corporations, series; information which usually appears in a 1xx, 4xx, 8xx, etc. in the MARC bib record. We use a service called MARCIVE to send out our bib records via a program and check the headings. MARCIVE checks the headings and sends us lists and reports to work on. The authorities librarian and others in Cataloging, do lots of work to ensure that what he computer program finds is correct.
  • OCLC is a shared catalog so that everyone doesn’t have to keep cataloging the same Thing over and over. The first person catalogs it and the next person can use that record.
  • Mention that bib & holdings records are MARC formatted.
  • Mention that bib & holdings records are MARC formatted.
  • Remember a bibliographic record is just one piece of the puzzle. The other parts are the holdings record and the item record. We’ll explore those in detail in a minute.
  • Now, let’s look at some serials records. Note the Continues/continued by fields.
  • Now, let’s look at some serials records. Note the Continues/continued by fields.
  • Now, let’s look at some serials records. Note the Continues/continued by fields.
  • Note all the alternative titles. Provides better access.
  • UGA has volumes of this serial in 2 locations.
  • Serial MFHDs contain same info as those for monos, plus some extra. We use notes to ourselves. Note SSES note on ref mfhd, MARK note, so we know how To designate the next issue that comes in . Pattern fields.
  • In this case, the bib info is in the catalog, but there are no holdings. I put this example in so that I could tell you about the serials catalog. In the beginning, We checked in serials on cards. Those cards still exist, upstairs. Any serial cataloged Before the early 1990s could have a card upstairs. I’ll show you how to tell from the record. So in this case, if you went upstairs, you would find a card.
  • Here is the card. You can see we only have one issue of this serial. Hldgs have been Recorded differently over the years; pencil vs. pen has different meanings; etc. The stamp at the top We call a superstamp. This means the bib info has been verified. Once we convert the Holdings, we will pitch the card. So the moral here is that if you are looking for an older serial title, and there are no holdings In GIL….or even no record in GIL, check the serials catalog.
  • Mention here 910 NC Before 910 CA
  • Treatment decisions: Frequently books come out in series. Sometimes these series are Numbered. We have several options for cataloging a numbered series and the books In it. In other words, there are several ways we can treat it. So the first time we get a Particular one in the library, we make a decision, and record it in an authority record, so That we remember what we decided when the next one comes in. How can this help you? If you are looking for a book in a numbered series, and don’t See it, search the series. We may have it cataloged but not each individual thing in it.
  • Treatment decisions: Frequently books come out in series. Sometimes these series are Numbered. We have several options for cataloging a numbered series and the books In it. In other words, there are several ways we can treat it. So the first time we get a Particular one in the library, we make a decision, and record it in an authority record, so That we remember what we decided when the next one comes in. How can this help you? If you are looking for a book in a numbered series, and don’t See it, search the series. We may have it cataloged but not each individual thing in it.
  • Do not report records where there are no holdings. For these, holdings may be found In the serials catalog (example to follow). We are working on converting these holdings. However, please do let us know if there are holdings there and those holdings are incorrect.

Transcript

  • 1. Robin FayBeth Thornton
  • 2. Just a note – we’ve included additional information in the presentation. 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).
  • 3. If a cataloger does a good job.... MOVIE HERE .
  • 4. 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) We’ll point out the the BLvl in the MARC record when we look at examples.
  • 5. AACR2 : Our current cataloging code. RDA (Resource Description Access): Our new code—to be adopted within the yearLC > 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 1999Local 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).
  • 6. 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”)
  • 7. 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.
  • 8. Records Information 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!
  • 9. Bibliographic record (BIB record):describes the title ; coded in MARC (MAchine Readable Code) Holdings record (MFHD)Includes the call number, location info, volumes owned, etc. – the information needed to locate a volume in a library. Item record Represents each individual item associated with a title. Used to charge out (check out) materials; sometimes called a piece or barcode record.
  • 10. We are currently in the brief display in GIL Classic (OPAC) Technical view is entire MARC record Bib Record Data This is from the Holdings (MFHD) record. The call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record. Items/item record data
  • 11. More about the BIB(liographic) recordBib 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).
  • 12. Let’s look at a GIL Classic record through the lens of MARC.Hot links will take the user to the author record, or browse bysubjects. Here we see MARC fields: 100 field 245 250 (edition) 260 (publisher) 300 (description) and 6XX (subject headings). Bibliographic records!
  • 13. Clicking on Technical Display brings up the complete MARCrecord – including tags, indicators, and delimiters – oh my! Note: the 000! m = mono; s= serial; i= integrating resource 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
  • 14. 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!Note: This view is very similar to the OPACtechnical view except that we see the fixed fielddisplayed differently, as well as toolbars andmenus to make changes to the records.Note the Hierarchy button on the top menu. Thisbutton shows the holdings and item recordsassociated with this bibliographic record. Wewill explore the Hierarchy more when we talkabout holdings (MFHD) records.
  • 15. Hard to see but there is a s in the leader field. S for Serial! Now let’s look at a serial : serial records can be different fields from mono (book) records. The the symbol for delimiter in the technical view. S can display this symbol, too. Others use |
  • 16. And it goes on... And on... Note the 9xx fields. These are local anda source of some of “our secret” information. 910 fields can include different types of info in this case it is the cataloger’s initial 945: CA = cataloged; the date tells you when (not all cataloged notes appear like this) 946 Marcive + date (returned from our authority file check)
  • 17. Bib Record Data (Government Document) 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. Means a 856 field in bib record to create that link. The link below displays as this link.
  • 18. Serials Example #2 Not a government doc; not in SFX We will talk more about SFX and the KnowledgeBase in an upcoming session. Note: Linking MARC fields: 780 & 785 856 in MFHD (holdings record)
  • 19. Serials Example #3 Not a government doc; in SFX Find IT @UGA! But how does it work?
  • 20. In brief – it is all about the022 MARC field – the ISSN!
  • 21. 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
  • 22. Bib Data This is from the Holdings (MFHD) record. The call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record.Items/item record data
  • 23. This record has 3 holdings (MFHDs) attached. Let’s expand the view -- using +/- to open and closeto see individual holdings records and the linkeditems.
  • 24. How many…holdings records do we have?…item records?…locations?…copies?
  • 25. Main Ga RoomHow many….holdings records do we have? 3….item records? 3….locations? 2 for the Main Stacks (1, Main K), 1 forGeorgia Room….copies? Two copies for Main Stacks, 1 copy for theGeorgia Room.
  • 26. An example of a mono holdings (MFHD) record in the Cataloging module Location:Corresponds to the TR: M denotes that this apermanent location monographic set (parts in the item record Shelving Prefix which is typed issued as a whole) TR = above the call Treatment M=Monograph number on the label Locations 3 0 Information capturing volume number. This MARC tag record will have 2 item records attached; one for each volume
  • 27. Serials MFHD – note all the fields and information you can see ! |x notes do not display to the TR: S = treatment public ; note the serial instructionsWhat we own
  • 28. Item records • commonly known as barcode records. • contain information such as: The barcode The volume numbering The copy number Permanent location/Temporary location Item status Missing A word about lost vs. missing. Inprocess Lost is a circulation status, which is Charged out not used by Cataloging for material. At Bindery We use ‘missing’ and add notes as needed. Notes
  • 29. Did you know that not everything in the catalog displays in the OPAC?
  • 30. What does no information available mean? Consult reference? No Information available under Status means there is no item record (barcode) Consult reference means there is no holdings record
  • 31. 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).
  • 32. 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
  • 33. 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!
  • 34. Did you know we put secret little notes in the catalog to help each otherDid you know that we record our treatment decisions in the online catalog? Note: these only display in the technical view
  • 35. 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. 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.
  • 36. How to report an error.What problems should I report?• 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
  • 37. 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!
  • 38. In the tech view : obviousdifferences•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 ifsystem supports
  • 39. Do we already have RDA records? Yup. In the tech view : obvious differences •Lack of abbreviations • Always 2 dates (publication copyright) •New fields or new uses of ol •33x fields for all but – no GM •More access points (perhap •More transcription (as it app •No Latin, except if in Latin! • cm = a symbol •copyright symbol can be us system supports
  • 40. • 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 MARC http://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!