This document provides an overview of cataloging and metadata. It discusses how cataloging organizes materials and information to facilitate access. Cataloging data about library materials is stored in various systems and formats, including MARC records and databases. Key aspects covered include the different types of bibliographic records, holdings records, and item records; authority control; and standards and tools used in cataloging like AACR2, RDA, LC call numbers, and OCLC. The document also breaks down components of a MARC bibliographic record like different data fields.

1. Robin FayRobin Fay
Beth ThorntonBeth Thornton

2. Cataloging attempts to organize materials & information in aCataloging attempts to organize materials & information in a
logical and consistent way to facilitate ease of access… in otherlogical and consistent way to facilitate ease of access… in other
words so that we can find what we need!words so that we can find what we need!
Cataloging is metadataCataloging 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. Monograph (commonly a book)Monograph (commonly a book)
• complete in one part or is intended to be completed within acomplete in one part or is intended to be completed within a
finite number of parts.finite number of parts. (BLvl: m in the bib record)(BLvl: m in the bib record)
Serial (continuing resource)Serial (continuing resource)
• issued in a succession of discrete parts, usually bearing numbering,issued in a succession of discrete parts, usually bearing numbering,
that has no predetermined conclusion. Examples of serials includethat has no predetermined conclusion. Examples of serials include
journals, magazines, electronic journals, continuing directories,journals, magazines, electronic journals, continuing directories,
annual reports, newspapers, and series. (BLvl: s in the bib record)annual reports, newspapers, and series. (BLvl: s in the bib record)
Integrating resourceIntegrating resource
• added to or changed by means of updates that do not remainadded to or changed by means of updates that do not remain
discrete and are integrated into the whole. (Example: Looseleaf fordiscrete and are integrated into the whole. (Example: Looseleaf for
updating, e.g., a title that is a binder where pages areupdating, e.g., a title that is a binder where pages are
removed/replaced. ) (BLvl: i in the bib record)removed/replaced. ) (BLvl: i in the bib record)
We’ll point out the the BLvl in the MARC record when we look at examples.

4. AACR2AACR2 :: Our current cataloging code.Our current cataloging code. RDARDA (Resource(Resource
Description Access): Our new code—to be adopted withinDescription Access): Our new code—to be adopted within
the yearthe year
LCLC > We use> 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
Local policies (our policies; Acquisitions, Cataloging P+P,
etc.) like Medium Rare (materials in the UGA Libraries collection whichmaterials in the UGA Libraries collection which
are published before 1870, which are quasi-rare (non-circulating yet reside inare published before 1870, which are quasi-rare (non-circulating yet reside in
the stacks).the stacks).

5. Authority controlAuthority control
• Ensuring consistency in various access points (names, subjects, series,Ensuring consistency in various access points (names, subjects, series,
etc.)etc.)
• Established form is represented by an authority record, which gathersEstablished form is represented by an authority record, which gathers
together all the various forms of a name and tells us which one to use intogether all the various forms of a name and tells us which one to use in
our record.our record.
• MARCIVE is a service we use to help with this which runs reports andMARCIVE is a service we use to help with this which runs reports and
compares our authorized access points (subject headings, names, etc.)compares our authorized access points (subject headings, names, etc.)
to the authority file. (“wash”)to the authority file. (“wash”)

6. OCLC (WorldCat)OCLC (WorldCat)
OCLC is a cooperative cataloging database where we get records. We useOCLC is a cooperative cataloging database where we get records. We use
records for copy cataloging (aka Acquired Cataloging) and we contributerecords for copy cataloging (aka Acquired Cataloging) and we contribute
records through original cataloging. OCLC records are used to displayrecords through original cataloging. OCLC records are used to display
holdings (what we own) to other libraries so that we can share (ILL)holdings (what we own) to other libraries so that we can share (ILL)
resources.resources.
GILGIL
The Libraries online catalog is called GIL (Galileo Interconnected Libraries),The Libraries online catalog is called GIL (Galileo Interconnected Libraries),
the software is called Voyager (Ex-Libris). The “front door” or publicthe software is called Voyager (Ex-Libris). The “front door” or public
entrance is referred to as the OPAC (GIL Classic). GIL-Find is anotherentrance is referred to as the OPAC (GIL Classic). GIL-Find is another
public interface to our catalog. EDS (aka Multisearch also searches ourpublic interface to our catalog. EDS (aka Multisearch also searches our
catalog; as does the Universal Catalog, aka UC). The technical modulecatalog; as does the Universal Catalog, aka UC). The technical module
(Cataloging, Acquisitions, Serials) is where work IN the catalog occurs. We(Cataloging, Acquisitions, Serials) is where work IN the catalog occurs. We
will upcoming sessions about GILFind, the UC, EDS, andwill upcoming sessions about GILFind, the UC, EDS, and
SFX/Knowledgebase.SFX/Knowledgebase.

7. RecordsRecords
Information about our materials is formatted in manyInformation about our materials is formatted in many
different ways.different ways.
• Electronic records (data): Electronic records such asElectronic records (data): Electronic records such as
MARC records, Ultimate records, Finding aids on theMARC records, Ultimate records, Finding aids on the
web, DLG metadata records and more.web, DLG metadata records and more.
• Print records (indexes, card catalogs).Print records (indexes, card catalogs).
• The data in the library catalog records as well as allThe data in the library catalog records as well as all
other electronic data are types of metadata.other electronic data are types of metadata.
• Metadata is controlled by schemas (rules) and it allowsMetadata is controlled by schemas (rules) and it allows
our data to “talk” to different databases and searchour data to “talk” to different databases and search
mechanisms – but they systems have to be able tomechanisms – but they systems have to be able to
understand each other and be semantic web friendly!understand each other and be semantic web friendly!

8. Bibliographic record (BIB record):Bibliographic record (BIB record):
describes the title ;describes the title ; coded incoded in MARCMARC ((MAMAchinechine RReadableeadable CCode)ode)
Item recordItem record
Represents each individual item associated with aRepresents each individual item associated with a
titletitle. Used to charge out (check out) materials;. Used to charge out (check out) materials;
sometimes called a piece or barcode record.sometimes called a piece or barcode record.
Holdings record (MFHD)Holdings record (MFHD)
Includes the call number, location info, volumes owned,Includes the call number, location info, volumes owned,
etcetc. – the information needed to locate a volume in a library.. – the information needed to locate a volume in a library.

9. Review.....
Bibliographic record

10. Review.....
Holdings record
(MFHD)

11. Review.....
Item records

12. 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
Technical view is
entire MARC record
Bib
Record
Data

13. More about the BIB(liographic) recordMore about the BIB(liographic) record
Bib records display in the OPAC and tell you:Bib records display in the OPAC and tell you:
The title (245)The title (245)
The author(s), editor(s), corporate body (1xx)The author(s), editor(s), corporate body (1xx)
Publishing info: date, place, publisher (260)Publishing info: date, place, publisher (260)
The physical description: size, illustrations, number of pages; type ofThe physical description: size, illustrations, number of pages; type of
media (300)media (300)
The frequency of publication for a serial (310/321)The frequency of publication for a serial (310/321)
Numbering for a serial (362)Numbering for a serial (362)
Subject Headings (6xx)Subject Headings (6xx)
Other information: uniform titles, title change info, etc.Other information: uniform titles, title change info, etc.
You don’t need to remember all of that -- we’ve provided you with a MARC recordYou don’t need to remember all of that -- we’ve provided you with a MARC record
code cheatsheet!code cheatsheet!
Tip! xx = library shorthand for any MARC field of that range, i.e.,Tip! xx = library shorthand for any MARC field of that range, i.e., 1xx1xx wouldwould
include 100 (author) and 110 (corporate).include 100 (author) and 110 (corporate).

14. Here we see MARC fields:
100 field
245
250 (edition)
260 (publisher)
and 6XX (subject headings).
Here we see MARC fields:
300
504
020

15. Breakdown of a MARC field 245 statement ofBreakdown of a MARC field 245 statement of
responsibility.responsibility.
245 10 Calm energy : ‡b how people regulate mood with food and exercise / ‡c
Robert E. Thayer.
245 10 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.

16. Note: the 000! m = mono; s= serial; i= integrating
resource
Clicking on Technical Display in either GIL Classic or GIL Find
brings up the complete MARC record – including tags,
indicators, and delimiters – oh my!
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

17. Note: the 000! m = mono; s= serial; i= integrating
resource
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).

18. 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 – Hard to see but
there is a m in the leader field. M for mono!
Cataloging/ Technical Module (GIL/Voyager)Cataloging/ Technical Module (GIL/Voyager)

19. 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
browsers can display this symbol, too. Others u
Hard to see but there is a s in the leader field. S for Serial!

20. And it goes on... And on... Note the 9xx fields. These are local and
a 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)

21. 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.
Bib Record Data (Government Document)

22. Serials Example #2 Not a government doc; in SFX
Find IT @UGA! But how does
it work?

23. In brief – it is all about the
022 MARC field – the ISSN!

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 copySpecial notes relating to a particular copy (accompanying(accompanying
media in book; Non-circulating, etc.) as well as staff instructionsmedia in book; Non-circulating, etc.) as well as staff instructions
Holdings records are also calledHoldings records are also called MFHDMFHDs:s:
MMarcarc FFormatormat HHoldingsoldings DDataata

25. 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.
Bib Data
Items/item record data

26. This record has 3 holdings (MFHDs) attached.
Let’s expand the view -- using +/- to open and close
to see individual holdings records and the linked
items.

27. 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

28. Locations
MARC tag
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
Location:
Corresponds to the
permanent location
in the item record Shelving Prefix
which is typed
above the call
number on the
label
An example of a mono holdings (MFHD) record in the Cataloging module
33 00

29. Multiple Holdings in a
GILFind record

30. Locations
MARC tag
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
Location:
Corresponds to the
permanent location
in the item record Shelving Prefix
which is typed
above the call
number on the
label
An example of a mono holdings (MFHD) record in the Cataloging module
33 00

32. Serials MFHD – note all
the fields and information
you can see !
|x notes do not
display to the
public ; note the
instructions
TR: S = treatment
serial
What we own

33. Item recordsItem records
• commonly known as barcode records.commonly known as barcode records.
• contain information such as:contain information such as:
TheThe barcodebarcode
TheThe volume numberingvolume numbering
TheThe copy numbercopy number
Permanent location/Temporary locationPermanent location/Temporary location
ItemItem statusstatus
MissingMissing
InprocessInprocess
Charged outCharged out
At BinderyAt Bindery
NotesNotes
A word about lost vs. missing.
Lost is a circulation status, which is
not used by Cataloging for material.
We use ‘missing’ and add notes as
needed.

34. Did you know that not everything in the catalog displays in the OPAC?Did you know that not everything in the catalog displays in the OPAC?

35. What does no information available mean? Consult reference?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

36. Ever seen this and wondered? What does it really mean?Ever seen this and wondered? What does it really mean?
Serials shelflist is now inSerials shelflist is now in
the basement... Wonderthe basement... Wonder
what else is downwhat else is down
there?there?
The shelflist in the basementThe shelflist in the basement
houses shelflist cards for pre1995houses shelflist cards for pre1995
materials which have not beenmaterials which have not been
inventoried. It also housesinventoried. It also houses
shelflist cards for specialshelflist cards for special
categories of materials (readingcategories of materials (reading
for pleasure, microfiche,for pleasure, microfiche,
withdrawn items, associatedwithdrawn items, associated
research facilities (branchresearch facilities (branch
libraries) as well as otherlibraries) as well as other
shelflists (such as serials).shelflists (such as serials).

37. So.... how can you tell if an item (record) in the catalog is…well…CATALOGED?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

38. Do you know how many conversions/migrations our data has been through?Do you know how many conversions/migrations our data has been through?
4: From MARVEL4: From MARVEL  GALINGALIN  GILGIL  Unicode but possibly a fewUnicode but possibly a few
more (why is that important?)more (why is that important?)
If you see 6/1999 in the bib or MFHD record history in the technical moduleIf you see 6/1999 in the bib or MFHD record history in the technical module
what does that mean?what does that mean?
1999 is when we migrated from GALIN. All records have 6/1999 in the history;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 samebut 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 nocondition as it was prior to migration. Also, note: no operator and no
cataloging location!cataloging location!

39. Did you know we put secret little notes in the catalog to helpDid you know we put secret little notes in the catalog to help
each othereach other
Did you know that we record ourDid you know that we record our treatment decisionstreatment decisions in thein the
online catalog?online catalog?
Note: these only display in the technical view

40. Do you know why sometimes when you search you doDo you know why sometimes when you search you do
not always find the title in questionnot always find the title in question , if it includes a, if it includes a
preceding article (and, the, le, etc.)?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?What does INV in a bib record 910 mean?
It is code indicating that someone in the Cataloging Department or othersIt is code indicating that someone in the Cataloging Department or others
who do cataloging work had the volume in hand, pulled the shelflistwho do cataloging work had the volume in hand, pulled the shelflist
card, and verified that the information in GIL was correct.card, and verified that the information in GIL was correct.

41. How to report an error.How to report an error.
What problems should I report? DBM –What problems should I report? DBM –
if using GIL Classic you can use an errorif using GIL Classic you can use an error
reporting form – on the list for GILFind!reporting form – on the list for GILFind!
• Call number conflicts or a duplicate call numbers which do not haveCall number conflicts or a duplicate call numbers which do not have
distinguishing copy or volume infodistinguishing copy or volume info
• Diacritics problemsDiacritics problems
• Duplicate records (provisional record for a title and also a cataloged record forDuplicate records (provisional record for a title and also a cataloged record for
a title)a title)
• Titles cataloged on the wrong recordTitles cataloged on the wrong record
• Holdings errorsHoldings errors
• Serials where holdings are reflected on the card in the serials catalogSerials where holdings are reflected on the card in the serials catalog
• Larger patterns of discrepancies or dealing with a large volume of materialLarger patterns of discrepancies or dealing with a large volume of material
should be approached as a projectshould be approached as a project
• incorrect or missing copy informationincorrect or missing copy information
• materials classed incorrectlymaterials classed incorrectly
• books in which the call number on the book does not match GILbooks in which the call number on the book does not match GIL

42. Do we already have RDA records? How are theyDo we already have RDA records? How are they
different?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!

44. Compare ......

45. and

46. and

47. In the tech view : obvious
differences
•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 if
system supports

48. Do we already have RDA records? YuDo we already have RDA records? Yu
In the tech view : obvious
differences
•Lack of abbreviations
• Always 2 dates (publication
copyright)
•New fields or new uses of o
•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

49. • The Cataloging webpage includes online resources, theThe Cataloging webpage includes online resources, the
GIL Cataloging/Technical Module Tutorial, and the Policy &GIL Cataloging/Technical Module Tutorial, and the Policy &
Procedures Manual (P+P)Procedures Manual (P+P)
http://www.libs.uga.edu/catalog/http://www.libs.uga.edu/catalog/
• Bib Formats – available online for free: MARC, MARC andBib Formats – available online for free: MARC, MARC and
more MARCmore MARC
http://www.oclc.org/bibformats/en/http://www.oclc.org/bibformats/en/
• Handouts from this session including MARC cheatsheet,Handouts from this session including MARC cheatsheet,
Glossary, and getting started searching in the GIL technicalGlossary, and getting started searching in the GIL technical
modulemodule
• Questions?Questions?
• If we have time we can do some live demos or look at yourIf we have time we can do some live demos or look at your
specific examples.specific examples.
Thank you!Thank you!