Secrets of the catalog remix the remix


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2013 update of the secrets of the catalog (training for UGA Libraries), includes MARC, bibliographic structure and more. (Voyager, Ex-libris catalog) by robin fay,

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Secrets of the catalog remix the remix

  1. 1. Robin FayBeth Thornton
  2. 2. 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 metadataAt UGA data about our materials is stored within GIL (Voyager), as well as othertypes of storage for data including the Ultimate databases (UGA Electronic Thesesand Dissertations aka ETDs), DLG (Digital Library of Georgia) resources, etc.) as wellas the shelflist card catalogs, spreadsheets, word documents, our previous catalog,GALIN; as well as outside catalogs, such as WorldCat (OCLC). Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  3. 3. 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. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  4. 4. 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). Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  5. 5. 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‖) Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  6. 6. 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. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  7. 7. 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! Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  8. 8. 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. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  9. 9. Bibliographic recordReview..... Robin Fay / Beth Thornton 2013 UGA Libraries
  10. 10. Holdings recordReview..... (MFHD) Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  11. 11. Review..... Item records Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  12. 12. Bib Record Data Technical view isentire MARC record Holdings data: Call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record.Items/item record data Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  13. 13. 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). Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  14. 14. Here we see MARC fields:100 field245250 (edition)260 (publisher)and 6XX (subject headings).Here we see MARC fields:300504020 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  15. 15. Breakdown of a MARC field 245 statement of responsibility. 1stindicator 2nd indicator245 10 Calm energy : ‡b how people regulate mood with food and exercise / ‡cRobert E. Thayer. Delimiter Tags represent textual names MARC Tag They‟re divided by hundreds: e.g., 100, etc. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  16. 16. Clicking on Technical Display in either GIL Classic or GIL Find 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 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  17. 17. Note: the 000! m = mono; s= serial; i= integratingresource 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). Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  18. 18. Cataloging/ Technical Module (GIL/Voyager) 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 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. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  19. 19. 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 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 | Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  20. 20. And it goes on... And on... Note the 9xx fields. These are local and a sourceof 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) Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  21. 21. 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. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  22. 22. Serials Example #2 Not a government doc; in SFX Find IT @UGA! But how does it work? Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  23. 23. In brief – it is all about the022 MARC field – the ISSN! Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  24. 24. 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 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  25. 25. This record has 3 holdings (MFHDs) attached. Let’s expand the view -- using +/- to open and closeto see individual holdings records and the linkeditems.
  26. 26. 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.
  27. 27. Multiple Holdings in a GILFind recordRobin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  28. 28. 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 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  29. 29. 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 instructions What we ownRobin Fay / Beth Thornton 2013 UGA Libraries
  30. 30. 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 Inprocess A word about lost vs. missing. Charged out Lost is a circulation status, which is At Bindery not used by Cataloging for material. We use „missing‟ and add notes as Notes needed. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  31. 31. Did you know that not everything in the catalog displays in the OPAC? Robin Fay / Beth Thornton 2013 UGA Libraries
  32. 32. 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 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  33. 33. 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
  34. 34. 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 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  35. 35. 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! Robin Fay / Beth Thornton 2013 UGA Libraries
  36. 36. 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 cataloging view Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  37. 37. 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. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  38. 38. 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 Fay / Beth Thornton 2013 UGA Robin• books in which the call number on the book does not match GIL Libraries
  39. 39. 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!
  40. 40. Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  41. 41. Compare ...... Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  42. 42. and Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  43. 43. and Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  44. 44. 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 Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries
  45. 45. • The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P)• Bib Formats – available online for free: MARC, MARC and more MARC• 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! Robin Fay / Beth Thornton 2013 UGA Libraries