Robin FayRobin Fay

Beth ThorntonBeth Thornton

Cataloging attempts to organize materials & Cataloging attempts to organize materials & information in a logical and consistent way to information in a logical and consistent way to facilitate ease of access… in other words so that facilitate ease of access… in other words so that we can find what we need! we can find what we need! Cataloging is metadata Cataloging 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).

Just a note – we’ve included additional information in the presentation.

.

MOVIE HERE

If a cataloger does a good job....

Monograph (commonly a book)Monograph (commonly a book)• complete in one part or is intended to be completed within complete in one part or is intended to be completed within

a 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 issued in a succession of discrete parts, usually bearing

numbering, that has no predetermined conclusion. numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, journals, continuing directories, annual reports, newspapers, and series. (BLvl: s in the bib record)newspapers, and series. (BLvl: s in the bib record)

Integrating resourceIntegrating resource• added to or changed by means of updates that do not added to or changed by means of updates that do not

remain discrete and are integrated into the whole. remain discrete and are integrated into the whole. (Example: Looseleaf for updating, e.g., a title that is a (Example: Looseleaf for updating, e.g., a title that is a binder where pages are removed/replaced. ) (BLvl: i in the binder where pages are removed/replaced. ) (BLvl: i in the bib record) bib record)

We’ll point out the the BLvl in the MARC record when we look at examples.

AACR2 AACR2 : : Our current cataloging code. Our current cataloging code. RDARDA (Resource Description Access): Our new code—to be (Resource Description Access): Our new code—to be adopted within the yearadopted within the 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 materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks).circulating yet reside in the stacks).

Authority controlAuthority control

• Ensuring consistency in various access points (names, subjects, Ensuring consistency in various access points (names, subjects, series, etc.)series, etc.)

• Established form is represented by an authority record, which Established form is represented by an authority record, which gathers together all the various forms of a name and tells us gathers together all the various forms of a name and tells us which one to use in our record.which one to use in our record.

• MARCIVE is a service we use to help with this which runs MARCIVE is a service we use to help with this which runs reports and compares our authorized access points (subject reports and compares our authorized access points (subject headings, names, etc.) to the authority file. (“wash”) headings, names, etc.) to the authority file. (“wash”)

OCLC (WorldCat)OCLC (WorldCat)OCLC is a cooperative cataloging database where we get records. OCLC is a cooperative cataloging database where we get records.

We use records for copy cataloging (aka Acquired Cataloging) and We use records for copy cataloging (aka Acquired Cataloging) and we contribute records through original cataloging. OCLC records we contribute records through original cataloging. OCLC records are used to display holdings (what we own) to other libraries so are used to display holdings (what we own) to other libraries so that we can share (ILL) resources.that we can share (ILL) resources.

GILGILThe Libraries online catalog is called GIL (Galileo Interconnected The Libraries online catalog is called GIL (Galileo Interconnected

Libraries), the software is called Voyager (Ex-Libris). The “front Libraries), the software is called Voyager (Ex-Libris). The “front door” or public entrance is referred to as the OPAC (GIL Classic). door” or public entrance is referred to as the OPAC (GIL Classic). GIL-Find is another public interface to our catalog. EDS (aka GIL-Find is another public interface to our catalog. EDS (aka Multisearch also searches our catalog; as does the Universal Multisearch also searches our catalog; as does the Universal Catalog, aka UC). The technical module (Cataloging, Acquisitions, Catalog, aka UC). The technical module (Cataloging, Acquisitions, Serials) is where work IN the catalog occurs. We will upcoming Serials) is where work IN the catalog occurs. We will upcoming sessions about GILFind, the UC, EDS, and SFX/Knowledgebase.sessions about GILFind, the UC, EDS, and SFX/Knowledgebase.

RecordsRecordsInformation about our materials is formatted in Information about our materials is formatted in many different ways. many different ways.

• Electronic records (data): Electronic records Electronic records (data): Electronic records such as MARC records, Ultimate records, such as MARC records, Ultimate records, Finding aids on the web, DLG metadata records Finding aids on the web, DLG metadata records and more. and more.

• Print records (indexes, card catalogs). Print records (indexes, card catalogs).

• The data in the library catalog records as well The data in the library catalog records as well as all other electronic data are types of as all other electronic data are types of metadata.metadata.

• Metadata is controlled by schemas (rules) and it Metadata is controlled by schemas (rules) and it allows our data to “talk” to different databases allows our data to “talk” to different databases and search mechanisms – but they systems and search mechanisms – but they systems have to be able to understand each other and have to be able to understand each other and be semantic web friendly! be semantic web friendly!

Bibliographic record (BIB record):Bibliographic record (BIB record):

describes the title ; describes the title ; coded in coded in MARCMARC ( (MAMAchine chine RReadable eadable CCode)ode)

Item record Item record Represents each individual item associated Represents each individual item associated

with a titlewith a title. Used to charge out (check out) . Used to charge out (check out) materials; sometimes called a piece or barcode materials; sometimes called a piece or barcode

record. record.

Holdings record (MFHD) Holdings record (MFHD) Includes the call number, location info, volumes Includes the call number, location info, volumes

owned, etcowned, etc. – the information needed to locate a . – the information needed to locate a volume in a library. volume in a library.

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 Record

Data

Items/item record data

Technical view is entire MARC record

We are currently in the brief display in GIL Classic (OPAC)

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; The physical description: size, illustrations, number of pages; type of media (300)type of 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 You don’t need to remember all of that -- we’ve provided you with a MARC record code cheatsheet!MARC record 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., 1xx would include 100 (author) and 110 (corporate). would include 100 (author) and 110 (corporate).

Here we see MARC fields:

100 field

245

250 (edition)

260 (publisher)

300 (description)

and 6XX (subject headings).

Let’s look at a GIL Classic record through the lens of MARC. Hot links will take the user to the author record, or browse by subjects.

Bibliographic records!Bibliographic records!

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

Clicking on Technical Display 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

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!

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 |

Hard to see but there is a s in the leader field. S for Serial!

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 initial945: CA = cataloged; the date tells you when (not all cataloged notes appear like this)946 Marcive + date (returned from our authority file check)

Means a 856 field in bib record to create Means a 856 field in bib record to create that link. The link below displays as this that link. The link below displays as this link.link.

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)

Note: Linking MARC fields: 780 & 785

856 in MFHD (holdings record)

We will talk more about SFX and the KnowledgeBase in an upcoming session.

Serials Example #2 Not a government doc; not in SFX

Serials Example #3 Not a government doc; in SFX

Find IT @UGA! But how does it work?

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

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 Special 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 called Holdings records are also called MFHDMFHDs: s: MMarc arc FFormat ormat HHoldings oldings DDataata

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

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.

How many…holdings records do we have?…item records?…locations?…copies?

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

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

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

Item recordsItem records• commonly known as barcode records.commonly known as barcode records.• contain information such as:contain information such as:

The The barcodebarcode

The The volume numberingvolume numbering

The The copy numbercopy number

Permanent location/Temporary locationPermanent location/Temporary location

Item Item statusstatus

Missing Missing

InprocessInprocess

Charged outCharged out

At Bindery At 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.

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

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

No Information available under Status means there is no item record (barcode)

Consult reference means there is no holdings record

Ever seen this and wondered? What does it really mean?Ever seen this and wondered? What does it really mean?

Serials shelflist is now Serials shelflist is now in the basement... in the basement... Wonder what else is Wonder what else is down there? down there?

The shelflist in the basement The shelflist in the basement houses shelflist cards for houses shelflist cards for pre1995 materials which pre1995 materials which have not been inventoried. It have not been inventoried. It also houses shelflist cards for also houses shelflist cards for special categories of special categories of materials (reading for materials (reading for pleasure, microfiche, pleasure, microfiche, withdrawn items, associated withdrawn items, associated research facilities (branch research facilities (branch libraries) as well as other libraries) as well as other shelflists (such as serials). shelflists (such as serials).

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

CC = title was cataloged through PromptCat (outsourced cataloging)

CA can appear in a 910 or 945

CA = CAtaloged

Do you know how many conversions/migrations our data has been Do you know how many conversions/migrations our data has been through?through?

4: From MARVEL 4: From MARVEL GALIN GALIN GIL GIL Unicode but possibly a Unicode but possibly a few more (why is that important?)few more (why is that important?)

If you see 6/1999 in the bib or MFHD record history in the technical If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean? module what does that mean?

1999 is when we migrated from GALIN. All records have 6/1999 in the 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 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 in the same condition as it was prior to migration. Also, note: no operator and no cataloging location!operator and no cataloging location!

Did you know we put secret little notes in the catalog to Did you know we put secret little notes in the catalog to help each other help each other

Did you know that we record our Did you know that we record our treatment decisions in in the online catalog?the online catalog?

Note: these only display in the technical view

Do you know why sometimes when you search you Do you know why sometimes when you search you do not always find the title in questiondo not always find the title in question, if it , if it includes a preceding article (and, the, le, etc.)?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?What does INV in a bib record 910 mean?It is code indicating that someone in the Cataloging Department It is code indicating that someone in the Cataloging Department

or others who do cataloging work had the volume in hand, or others who do cataloging work had the volume in hand, pulled the shelflist card, and verified that the information in pulled the shelflist card, and verified that the information in GIL was correct.GIL was correct.

How to report an error. How to report an error.

What problems should I report?What problems should I report?

• Call number conflicts or a duplicate call numbers which do not have Call number conflicts or a duplicate call numbers which do not have distinguishing copy or volume info distinguishing copy or volume info

• Diacritics problemsDiacritics problems• Duplicate records (provisional record for a title and also a cataloged Duplicate records (provisional record for a title and also a cataloged

record for a title)record for a title)• Titles cataloged on the wrong recordTitles cataloged on the wrong record• Holdings errors Holdings errors • Serials where holdings are reflected on the card in the serials Serials where holdings are reflected on the card in the serials

catalog catalog • Larger patterns of discrepancies or dealing with a large volume of Larger patterns of discrepancies or dealing with a large volume of

material should be approached as a projectmaterial should be approached as a project• incorrect or missing copy information incorrect or missing copy information • materials classed incorrectly materials classed incorrectly • books in which the call number on the book does not match GIL books in which the call number on the book does not match GIL

Do we already have RDA records? How are they Do 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!

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

Do we already have RDA records? Do we already have RDA records? Yup. Yup.

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

• The Cataloging webpage includes online resources, The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P)the Policy & Procedures Manual (P+P)

http://www.libs.uga.edu/catalog/http://www.libs.uga.edu/catalog/• Bib Formats – available online for free: MARC, MARC Bib Formats – available online for free: MARC, MARC

and more MARCand more MARC

http://www.oclc.org/bibformats/en/http://www.oclc.org/bibformats/en/ • Handouts from this session including MARC Handouts from this session including MARC

cheatsheet, Glossary, and getting started searching cheatsheet, Glossary, and getting started searching in the GIL technical modulein the GIL technical module

• Questions?Questions?• If we have time we can do some live demos or look If we have time we can do some live demos or look

at your specific examples.at your specific examples.Thank you!Thank you!