Secrets of the catalog / metadata


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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,

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Secrets of the catalog / metadata

  1. 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
  2. 2. <ul><ul><ul><li>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! </li></ul></ul></ul><ul><ul><ul><li>Cataloging is sometimes referred to in terms of ‘aboutness’ </li></ul></ul></ul><ul><ul><ul><li>Cataloging is metadata </li></ul></ul></ul><ul><ul><ul><li>Database Maintenance (DBM) is maintaining information through investigation and correction of records as needed </li></ul></ul></ul>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).
  3. 3. . MOVIE HERE
  4. 4. Cataloging: Terminology : Materials <ul><ul><ul><li>Monograph </li></ul></ul></ul><ul><ul><ul><ul><li>A bibliographic resource that is complete in one part or intended to be completed within a finite number of parts. </li></ul></ul></ul></ul><ul><ul><ul><li>Serial </li></ul></ul></ul><ul><ul><ul><ul><li>A 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. </li></ul></ul></ul></ul><ul><ul><ul><li>Integrating resource </li></ul></ul></ul><ul><ul><ul><ul><li>A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. </li></ul></ul></ul></ul>
  5. 5. Cataloging: Terminology : Codes, standards, & practices <ul><ul><ul><li>AACR2 (stay tuned for RDA) </li></ul></ul></ul><ul><ul><ul><ul><li>Our cataloging rules! </li></ul></ul></ul></ul><ul><ul><ul><li>LC </li></ul></ul></ul><ul><ul><ul><ul><li>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 </li></ul></ul></ul></ul>
  6. 6. Cataloging: Terminology : Codes, standards, & practices <ul><ul><ul><li>Authority control </li></ul></ul></ul><ul><ul><ul><ul><li>Ensuring consistency in various access points (names, subjects, series, etc.) </li></ul></ul></ul></ul><ul><ul><ul><ul><li>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. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>MARCIVE is a service we use to help with this. </li></ul></ul></ul></ul>
  7. 7. Cataloging: Terminology : The databases <ul><ul><ul><li>OCLC (WorldCat) </li></ul></ul></ul><ul><ul><ul><ul><ul><li>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. </li></ul></ul></ul></ul></ul><ul><ul><ul><li>GIL </li></ul></ul></ul><ul><ul><ul><ul><ul><li>The Libraries online catalog is called GIL (Galileo Interconnected Libraries). The “front door” or public entrance is referred to as the OPAC. The technical module (Cataloging, Acquisitions, Serials) is where work IN the catalog occurs. </li></ul></ul></ul></ul></ul>
  8. 8. Cataloging: Record Structure <ul><ul><ul><li>Records </li></ul></ul></ul><ul><li>Information about our materials is formated in many different ways. We use electronic records (MARC records, Ultimate records, Finding aids on the web) as well as print records (indexes, card catalogs). We use a hierarchical approach to describe information about our library materials. </li></ul><ul><li>A record in GIL consists of 3 parts: </li></ul><ul><li>a bibliographical record (BIB record) to describe the title. </li></ul><ul><li>a holdings record (MFHD) to describe the call number, location info, volumes owned, etc . In other words information needed to locate a volume in a library. </li></ul><ul><li>an item record (sometimes referred to as a piece or barcode record) to represent each individual item associated with a title . Item records/barcodes are used to charge out (check out) materials. Material which has not been barcoded generally does not have an item record! </li></ul>
  9. 9. Cataloging: MARC <ul><ul><li>MARC = Machine Readable Cataloging </li></ul></ul><ul><ul><li>MARC coding is used for bibliographic & holdings records </li></ul></ul>
  10. 10. MARC <ul><ul><li>An example of a MARC field. </li></ul></ul>245 1 0 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.
  11. 11. <ul><li>BIB record </li></ul><ul><ul><li>Bib records are coded in MARC formatting. </li></ul></ul><ul><ul><li>MARC = Machine Readable Code </li></ul></ul><ul><ul><li>xx = library shorthand for any field of that range, i.e., 1xx would include 100 (author) and 110 (corporate). </li></ul></ul><ul><ul><li>Bib records display in the OPAC and tell you: </li></ul></ul><ul><ul><ul><li>The title (245) </li></ul></ul></ul><ul><ul><ul><li>The author(s), editor(s), corporate body (1xx) </li></ul></ul></ul><ul><ul><ul><li>Publishing info: date, place, publisher (260) </li></ul></ul></ul><ul><ul><ul><li>The physical description: size, illustrations, number of pages; type of media (300) </li></ul></ul></ul><ul><ul><ul><li>The frequency of publication for a serial (310/321) </li></ul></ul></ul><ul><ul><ul><li>Numbering for a serial (362) </li></ul></ul></ul><ul><ul><ul><li>Subject Headings (6xx) </li></ul></ul></ul><ul><ul><ul><li>Other information: uniform titles, title change info, etc. </li></ul></ul></ul><ul><ul><li>We’ve provided you with a MARC record code cheatsheet. </li></ul></ul>
  12. 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. 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. 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. 15. Now, let’s look at a serial. The GIL OPAC brief view Linking fields: 780 & 785
  16. 16. Cataloging/ Technical Module
  17. 17. Serial record, cont’d
  18. 18. <ul><li>The bib record describes the title. Holdings records tell what we actually own. The bib record is at the top level; second is the holdings record; third is the item record. </li></ul><ul><li>They tell us </li></ul><ul><li>which volumes we own (of sets and serials) </li></ul><ul><li>how many copies we own </li></ul><ul><li>as what locations (Griffin, Main, Science, Ga Room, etc.) own a particular title. </li></ul><ul><li>Special notes relating to a particular copy (accompanying media in book; Non-circulating, etc.) as well as staff instructions </li></ul>Remember holdings records? Holdings records are also called MFHDs: Marc Format Holdings Data Cataloging: Holdings records
  19. 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. 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. 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. 22. How many … holdings records do we have? … item records? … locations? … copies?
  23. 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. 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. 25. Example of a serials holdings record
  26. 26. Serial MFHD
  27. 27. Cataloging: Item records <ul><ul><ul><li>Item records </li></ul></ul></ul><ul><ul><ul><ul><li>Item records are commonly known as barcode records. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>They contain information such as: </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>The barcode </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>The volume numbering </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>The copy number </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Permanent location/Temporary location </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Item status </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Missing </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Inprocess </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Notes </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>We’ll talk more about item records in a little more detail later. </li></ul></ul></ul></ul>
  28. 28. Cataloging: Is it wrong? <ul><ul><ul><ul><li>How to report an error. What problems should I report? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Call number conflicts or a duplicate call numbers which do not have distinguishing copy or volume info </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Diacritics problems </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Duplicate records (provisional record for a title and also a cataloged record for a title) </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Titles cataloged on the wrong record </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Holdings errors </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Serials where holdings are reflected on the card in the serials catalog are not errors </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Larger patterns of discrepancies or dealing with a large volume of material should be approached as a project </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>incorrect or missing copy information </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>materials classed incorrectly </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>books in which the call number on the book does not match GIL </li></ul></ul></ul></ul></ul>
  29. 29. Cataloging: Secrets <ul><ul><ul><ul><li>Did you know that not everything in the catalog displays in the OPAC? </li></ul></ul></ul></ul>
  30. 30. Cataloging: Secrets <ul><ul><ul><ul><li>Did you know that not all materials that we own are in the catalog? </li></ul></ul></ul></ul>
  31. 31. Cataloging: Secrets
  32. 32. Cataloging: Secrets <ul><ul><ul><ul><li>How can you tell if a record in the catalog is…well…CATALOGED? </li></ul></ul></ul></ul>CC = title was cataloged through PromptCat (outsourced cataloging) CA can appear in a 910 or 945 CA = CA taloged
  33. 33. Cataloging: Secrets <ul><ul><ul><ul><li>Do you know how many conversions/migrations our data has been through? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>4: From MARVEL  GALIN  GIL  Unicode </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>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. </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>What does mean? </li></ul></ul></ul></ul>
  34. 34. Cataloging: Secrets <ul><ul><ul><ul><li>Did you know we put secret little notes in the catalog to help each other? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Did you know that we record our treatment decisions in the online catalog? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>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.)? </li></ul></ul></ul></ul>Provisional records sometimes do not have correct indicators for indexing. The title indicator is a common missing indicator in older provisional records.
  35. 35. Cataloging: Secrets <ul><ul><ul><ul><li>What is the shelflist in the basement for? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>It 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. </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>What is Medium Rare? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Medium Rare: Materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks. </li></ul></ul></ul></ul></ul>
  36. 36. Cataloging: Secrets <ul><ul><ul><ul><li>What does INV in a bib record 910 mean? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>It is code indicating that someone in the Cataloging Department had the volume in hand, pulled the shelflist card, and verified that the information in GIL was correct. </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>What does “No information available” mean in the OPAC? </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>No item record(s)/barcode(s). </li></ul></ul></ul></ul></ul>
  37. 37. Cataloging: Live search demo <ul><li>Now, let’s search in the Technical module. </li></ul>
  38. 38. Thank you! Cataloging: Resources <ul><ul><ul><ul><li>The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P) </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li> </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Bib Formats – available online for free: MARC, MARC and more MARC </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li> </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Handouts from this session including MARC cheatsheet, Glossary, and getting started searching in the GIL technical module </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Questions? </li></ul></ul></ul></ul>