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Cataloging overview:  fundamentals  Robin Fay Head, Database Maintenance Cataloging Dept. Univ. of Georgia
Cataloging fundamentals: Presentation Overview Presentation Overview  Basic concepts of cataloging What are we trying to do? Different formats follow different rules Tools used in cataloging  Containers for records Databases Library catalogs (ILS, OPACs, etc.) Spreadsheets, word documents, Access, etc. Record data MARC What is it? How is it used? Resources Unicode, Metadata, etc. Help Tips Suggested resources Q&A
Cataloging fundamentals: Concepts Basic concepts of cataloging What are we trying to do? 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 sometimes referred to in terms of ‘aboutness’ Cataloging is metadata  Alphabetizing your address book by person’s name is a very simple way of cataloging the information
Cataloging fundamentals: Concepts pt. 2 Basic concepts of cataloging Different formats follow different rules Given the physical format of materials, different rules (guidelines and standards) apply to best bring out their special qualities For example, materials with many pieces (teacher’s edition, boardgame, Audio CDs, student workbooks) may be cataloged as a kit to better highlight all of those individual pieces  AACR2 is a Cataloging standard
Cataloging fundamentals: the basics pt.2 Cataloging consists of three main parts which fit within each other: a container  to store data in an organized manner (which can be a database such as a library catalog, an Access database, a spreadsheet, etc.); the data  (record which contains the information),  and the information itself  (created or adapted by the cataloger).  First we start with the big picture, the storage container for everything.
Organizing records: Principles of databases Storage containers are where we store our records and information Databases:  Library catalogs (ILS, OPACs, etc.) WorldCat/OCLC, Pines, GIL (UGA) are all databases; GALILEO is made up of many many databases.  Access Databases  Other storage containers include card catalogs, online search engines on the internet, spreadsheets, word documents, and even a telephone directory can store information.
Cataloging fundamentals : Tools: Principles of Databases Our containers can organize information in a variety of ways: Alphabetical (by title, author, etc.) Alphanumeric (Library of Congress call numbers) Numerical (Assigned number in numerical order, most dewey call numbers) Sequential (such as newest to latest, etc.)  Various patterns such as by series, size, etc. The methods of organization are known as  Access Points.
Cataloging fundamentals : Tools: Record data So, we have a storage container (database). How do we get information into it? Information is stored in records. Depending on what storage container you use, you may use a different type of record or different coding. MARC (MAchine-Readable Cataloging) is a type of record coding which allows information to be shared in a variety of formats.  A record for one library title may be made up of 3 parts a bibliographical record (MARC) to describe the item, a holdings record to describe the call number, location info, how many volumes owned, etc. and an item record (sometimes referred to as a piece or barcode record) to represent the individual item.  Next we will look at examples of MARC records and talk about the field values for bibliographic records.
Cataloging fundamentals : Tools: Record data This is the same record as the public sees it. We will look at several views of the title, The Broker by John Grisham. brief view (a very simple/abbreviated view),  technical view which gives the MARC field values (tags) technical module of Cataloging (behind the scenes) the Universal Catalog, which is a combined catalog showing all of the materials for libraries within the University of Georgia System as well as WorldCat and Pines (a different library system).
Cataloging fundamentals : Tools: OPAC brief view Here we see the 100 field, 245, 250 (edition) 260 (publisher), 300 (description), and 600 (subject headings). Hotlinks will take the user to the author record, or browse by subjects.
Cataloging fundamentals : OPAC view in the technical view Note: We see the full MARC record in this view, with the fixed field (000, 001, 005, 008, which record specific info about format, language, etc. ) as well as indicators and delimiters  MARC field 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
Cataloging fundamentals : Record in Technical Module (GIL/Voyager – UGA) Note: This view is very similar to the OPAC technical view except that we see options to edit the record and the appearance of the record is slightly different.  This is where the fixed field info resides and it is input via drop down menus
Cataloging fundamentals : Record in WorldCat Here is the same record as it appears in the public version of WorldCat. Notice, we are pulling images and summary info from Baker & Taylor. Also, the formatting is just a little different.
Cataloging fundamentals : Record in WorldCat: behind the scenes Here is the same record as it appears in the technical version of WorldCat in the Cataloging Client. Notice, it appears very similar to the technical view in GIL and elsewhere except once again the fixed field is listed in its code formatting.
Cataloging fundamentals : Universal Catalog Record Note: Here we see the MARC record but  there are no field values. Instead  descriptive words are used to assist the user.
Cataloging fundamentals : Universal Catalog Record: technical view Note: Here we see the MARC record and  field values. However, this is exactly the  Same record as in the prior slide but we are only seeing the data.
Cataloging fundamentals : Tools: Pines record Note: Again, we see a MARC record With descriptive text to assist the  user. Highlighted text is hot linked which will  take the user to more by the same author, more versions of the same title, or more material Within those subject areas.
Cataloging fundamentals : Tools: MARC MARC fields (in brief) TAG Description 010 Library of Congress Number (LCCN) 020 International Standard Book Number (ISBN) 022 International Standard Serial Number (ISSN) 035 System Control Number (OCLC Number) 040 Cataloging Source – Source of the record. Each 3 letter code represents a participating institution. 050 Library of Congress Call Number 082 Dewey Decimal Number (at least initial classification) 090 Locally input or member copy call number 1XX  Main Entry (generally, the official name(s) of the  person(s) who authored or edited it) 100 Personal name 110 Corporate name 111 Conference name 130 Uniform title 245 Title statement (title) & statement of responsibility (author) 246 Variant Title (Other forms of the title) 250 Edition Statement 260 Imprint (place of publication, publisher, and date of publication) 300 Physical Description (volume numbering, illustration, height, pagination, and some info about format (e.g., sound disc, etc.) 310 Current frequency (serials) 321 Former frequency (serials) 4xx/8xx Series Statements 500 General Notes 504 Bibliography 505 Contents Notes  6xx Subject Headings 7xx Added Entries 780/785 Preceding Entry/Succeeding Entry (serials)
Cataloging fundamentals:  The information Wow, what to do with all of that info? The easiest way to get information about a newly received item is to find a suitable matching record from elsewhere (OCLC, RLIN, Pines, the University System Universal Catalog).  Basically the record should match on the fields/values which you can compare to your item ‘in hand’ including  Title (245) Author(s) (245, in the case of older records the author will not appear in the 245) Date(s) of publication (260) Physical description (300) Specific information such as editions, languages or series
Cataloging fundamentals:  Where to get records Resources WorldCat/OCLC (paid) Library of Congress Online Catalog (free) University of Georgia Universal Catalog (free) PINES (free?)
Cataloging fundamentals:  buzz words Record data Some hot cataloging buzz words: Unicode:  Just to mention Unicode briefly. Unicode is based on MARC21 and supports foreign language characters. Many academic libraries and other libraries with large volumes of foreign language material are converting their catalogs to support Unicode. Record-wise, it looks the same as MARC and the field tags are the same. Metadata means describing data, which is essentially what cataloging is all about. Metadata in terms of search engines means assigning keywords and other values to assist in search engine retrieval. Catalogers assign keywords through titles, authors, contents notes, and subject headings.
Cataloging fundamentals:  Tips Tips A good Cataloger is a good Searcher. The Catalog is the foundation and key to your resources, take care of it, maintain it, and it will pay off in that it will be easier to find information. Don’t try to learn everything in one sitting. Cataloging is as much about the mindset and principles as it is about the mechanics. Cataloging takes practice.
Cataloging fundamentals:  Resources Resources… There are a lot of resources on the web, some of which are included in the bibliography. OCLC/WorldCat help Help with Connexion (technical module of WorldCat) Listservs Cataloging training & workshops through Solinet Tutorials There are also many listservs and other opportunities to network with your fellow librarians. Take advantage of them. Ask questions. Cataloging is a very collaborative environment.  

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Cataloging basics

  • 1. Cataloging overview: fundamentals Robin Fay Head, Database Maintenance Cataloging Dept. Univ. of Georgia
  • 2. Cataloging fundamentals: Presentation Overview Presentation Overview Basic concepts of cataloging What are we trying to do? Different formats follow different rules Tools used in cataloging Containers for records Databases Library catalogs (ILS, OPACs, etc.) Spreadsheets, word documents, Access, etc. Record data MARC What is it? How is it used? Resources Unicode, Metadata, etc. Help Tips Suggested resources Q&A
  • 3. Cataloging fundamentals: Concepts Basic concepts of cataloging What are we trying to do? 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 sometimes referred to in terms of ‘aboutness’ Cataloging is metadata Alphabetizing your address book by person’s name is a very simple way of cataloging the information
  • 4. Cataloging fundamentals: Concepts pt. 2 Basic concepts of cataloging Different formats follow different rules Given the physical format of materials, different rules (guidelines and standards) apply to best bring out their special qualities For example, materials with many pieces (teacher’s edition, boardgame, Audio CDs, student workbooks) may be cataloged as a kit to better highlight all of those individual pieces AACR2 is a Cataloging standard
  • 5. Cataloging fundamentals: the basics pt.2 Cataloging consists of three main parts which fit within each other: a container to store data in an organized manner (which can be a database such as a library catalog, an Access database, a spreadsheet, etc.); the data (record which contains the information), and the information itself (created or adapted by the cataloger). First we start with the big picture, the storage container for everything.
  • 6. Organizing records: Principles of databases Storage containers are where we store our records and information Databases: Library catalogs (ILS, OPACs, etc.) WorldCat/OCLC, Pines, GIL (UGA) are all databases; GALILEO is made up of many many databases. Access Databases Other storage containers include card catalogs, online search engines on the internet, spreadsheets, word documents, and even a telephone directory can store information.
  • 7. Cataloging fundamentals : Tools: Principles of Databases Our containers can organize information in a variety of ways: Alphabetical (by title, author, etc.) Alphanumeric (Library of Congress call numbers) Numerical (Assigned number in numerical order, most dewey call numbers) Sequential (such as newest to latest, etc.) Various patterns such as by series, size, etc. The methods of organization are known as Access Points.
  • 8. Cataloging fundamentals : Tools: Record data So, we have a storage container (database). How do we get information into it? Information is stored in records. Depending on what storage container you use, you may use a different type of record or different coding. MARC (MAchine-Readable Cataloging) is a type of record coding which allows information to be shared in a variety of formats. A record for one library title may be made up of 3 parts a bibliographical record (MARC) to describe the item, a holdings record to describe the call number, location info, how many volumes owned, etc. and an item record (sometimes referred to as a piece or barcode record) to represent the individual item. Next we will look at examples of MARC records and talk about the field values for bibliographic records.
  • 9. Cataloging fundamentals : Tools: Record data This is the same record as the public sees it. We will look at several views of the title, The Broker by John Grisham. brief view (a very simple/abbreviated view), technical view which gives the MARC field values (tags) technical module of Cataloging (behind the scenes) the Universal Catalog, which is a combined catalog showing all of the materials for libraries within the University of Georgia System as well as WorldCat and Pines (a different library system).
  • 10. Cataloging fundamentals : Tools: OPAC brief view Here we see the 100 field, 245, 250 (edition) 260 (publisher), 300 (description), and 600 (subject headings). Hotlinks will take the user to the author record, or browse by subjects.
  • 11. Cataloging fundamentals : OPAC view in the technical view Note: We see the full MARC record in this view, with the fixed field (000, 001, 005, 008, which record specific info about format, language, etc. ) as well as indicators and delimiters MARC field 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
  • 12. Cataloging fundamentals : Record in Technical Module (GIL/Voyager – UGA) Note: This view is very similar to the OPAC technical view except that we see options to edit the record and the appearance of the record is slightly different. This is where the fixed field info resides and it is input via drop down menus
  • 13. Cataloging fundamentals : Record in WorldCat Here is the same record as it appears in the public version of WorldCat. Notice, we are pulling images and summary info from Baker & Taylor. Also, the formatting is just a little different.
  • 14. Cataloging fundamentals : Record in WorldCat: behind the scenes Here is the same record as it appears in the technical version of WorldCat in the Cataloging Client. Notice, it appears very similar to the technical view in GIL and elsewhere except once again the fixed field is listed in its code formatting.
  • 15. Cataloging fundamentals : Universal Catalog Record Note: Here we see the MARC record but there are no field values. Instead descriptive words are used to assist the user.
  • 16. Cataloging fundamentals : Universal Catalog Record: technical view Note: Here we see the MARC record and field values. However, this is exactly the Same record as in the prior slide but we are only seeing the data.
  • 17. Cataloging fundamentals : Tools: Pines record Note: Again, we see a MARC record With descriptive text to assist the user. Highlighted text is hot linked which will take the user to more by the same author, more versions of the same title, or more material Within those subject areas.
  • 18. Cataloging fundamentals : Tools: MARC MARC fields (in brief) TAG Description 010 Library of Congress Number (LCCN) 020 International Standard Book Number (ISBN) 022 International Standard Serial Number (ISSN) 035 System Control Number (OCLC Number) 040 Cataloging Source – Source of the record. Each 3 letter code represents a participating institution. 050 Library of Congress Call Number 082 Dewey Decimal Number (at least initial classification) 090 Locally input or member copy call number 1XX Main Entry (generally, the official name(s) of the person(s) who authored or edited it) 100 Personal name 110 Corporate name 111 Conference name 130 Uniform title 245 Title statement (title) & statement of responsibility (author) 246 Variant Title (Other forms of the title) 250 Edition Statement 260 Imprint (place of publication, publisher, and date of publication) 300 Physical Description (volume numbering, illustration, height, pagination, and some info about format (e.g., sound disc, etc.) 310 Current frequency (serials) 321 Former frequency (serials) 4xx/8xx Series Statements 500 General Notes 504 Bibliography 505 Contents Notes 6xx Subject Headings 7xx Added Entries 780/785 Preceding Entry/Succeeding Entry (serials)
  • 19. Cataloging fundamentals: The information Wow, what to do with all of that info? The easiest way to get information about a newly received item is to find a suitable matching record from elsewhere (OCLC, RLIN, Pines, the University System Universal Catalog). Basically the record should match on the fields/values which you can compare to your item ‘in hand’ including Title (245) Author(s) (245, in the case of older records the author will not appear in the 245) Date(s) of publication (260) Physical description (300) Specific information such as editions, languages or series
  • 20. Cataloging fundamentals: Where to get records Resources WorldCat/OCLC (paid) Library of Congress Online Catalog (free) University of Georgia Universal Catalog (free) PINES (free?)
  • 21. Cataloging fundamentals: buzz words Record data Some hot cataloging buzz words: Unicode: Just to mention Unicode briefly. Unicode is based on MARC21 and supports foreign language characters. Many academic libraries and other libraries with large volumes of foreign language material are converting their catalogs to support Unicode. Record-wise, it looks the same as MARC and the field tags are the same. Metadata means describing data, which is essentially what cataloging is all about. Metadata in terms of search engines means assigning keywords and other values to assist in search engine retrieval. Catalogers assign keywords through titles, authors, contents notes, and subject headings.
  • 22. Cataloging fundamentals: Tips Tips A good Cataloger is a good Searcher. The Catalog is the foundation and key to your resources, take care of it, maintain it, and it will pay off in that it will be easier to find information. Don’t try to learn everything in one sitting. Cataloging is as much about the mindset and principles as it is about the mechanics. Cataloging takes practice.
  • 23. Cataloging fundamentals: Resources Resources… There are a lot of resources on the web, some of which are included in the bibliography. OCLC/WorldCat help Help with Connexion (technical module of WorldCat) Listservs Cataloging training & workshops through Solinet Tutorials There are also many listservs and other opportunities to network with your fellow librarians. Take advantage of them. Ask questions. Cataloging is a very collaborative environment. 