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Secrets of the catalog / metadata

robin fay
robin fay
robin fayweb tinker || metadata || artist || creative geek || librarian || consultant || teacher

This was a presentation/workshop done in 2003(ish) to help non technical services staff understand the information they see, esp. MARC and holdings information. Includes overview and tips by robin fay, georgiawebgurl@gmail.com

Secrets of the catalog / metadata

1 of 38
Secrets of the MARC Code: Understanding the Cataloging Record Intro Terminology and how we use it What kinds of information are in a MARC record? Structure of a record Secrets of the catalog Questions Robin Fay Beth Thornton
[object Object],[object Object],[object Object],[object Object],Cataloging intro: what are we trying to do? At UGA data about our materials is stored within GIL (Voyager), as well as other  types of storage for data include 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).
.  MOVIE HERE
Cataloging: Terminology : Materials ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Cataloging: Terminology : Codes, standards, & practices   ,[object Object],[object Object],[object Object],[object Object]
Cataloging: Terminology : Codes, standards, & practices   ,[object Object],[object Object],[object Object],[object Object]
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Secrets of the catalog / metadata

  • 1. Secrets of the MARC Code: Understanding the Cataloging Record Intro Terminology and how we use it What kinds of information are in a MARC record? Structure of a record Secrets of the catalog Questions Robin Fay Beth Thornton
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  • 3. . MOVIE HERE
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  • 12. Here we see MARC fields: 100 field 245 250 (edition) 260 (publisher) 300 (description) and 6XX (subject headings). The GIL OPAC brief view for a monograph (book): Hot links will take the user to the author record, or browse by subjects. Cataloging: Bibliographic records
  • 13. By clicking on Technical view button in the OPAC, we see the full MARC record, including indicators and delimiters. 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. Cataloging/ Technical Module (GIL/Voyager) 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
  • 15. Now, let’s look at a serial. The GIL OPAC brief view Linking fields: 780 & 785
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  • 19. Remember holdings records? Holdings records are also called MFHDs: Marc Format Holdings 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.
  • 20. The hierarchy in Cataloging module The Hierarchy : shows the relationship between the parts of the record (the bib record and its subrecords: holdings and item record). This record also has 3 holdings records. This is the link to the bib record. Clicking on plus/minus symbols, expands the views but does not actually open the records. The holdings record shows the call number, location, and the MFHD (holdings record) number. Clicking on the MFHD number, opens the holdings record up. The item record linked to a MFHD shows the item type, copy (if any) and the item status 1 2 3
  • 21. This record has 3 holdings (MFHDs) attached. Let’s expand the view to take a look. Example of a monograph holdings record in the OPAC
  • 22. How many … holdings records do we have? … item records? … locations? … copies?
  • 23. 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
  • 24. An example of a holdings (MFHD) record Location: Corresponds to the permanent location in the item record MARC tag Shelving Prefix which is typed above the call number on the label 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
  • 25. Example of a serials holdings record
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Editor's Notes

  1. 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.
  2. Division of our world. These materials come in many different formats: electronic, microfilm, etc.
  3. 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.
  4. 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.
  5. 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.
  6. Mention that bib & holdings records are MARC formatted.
  7. 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.
  8. Now, let’s look at some serials records. Note the Continues/continued by fields.
  9. Note all the alternative titles. Provides better access.
  10. Note 310 362 – numbering information for the title AS PUBLISHED. This doesn’t reflect our Holdings. It tells the story of the publication. For our holdings you look at the holdings Record. Note linking fields. 776 links to other formats Note 910
  11. UGA has volumes of this serial in 2 locations.
  12. 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.
  13. 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.
  14. 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.
  15. 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.
  16. Mention here 910 NC Before 910 CA
  17. 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.
  18. Brief demo of Keyword and builder search. Talk about the history. Refer to handouts for more help.