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MSC Cataloging Essentials

Presented by:Janice Kalvig & Carrie Nelson

Oct. 4, 2007Updated by Jess Tobin

Mar 16, 2010

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MSC CatalogBasic Structure

• Bibliographic (title) vs. Item (copy) Records– Bib records belong to the entire consortium.

Information in a bib record must apply to item in all libraries.

– Item records belong to each individual library. This includes call numbers and copy information like barcodes and home locations. Multiple call numbers and copies can be attached to a single bib record.

• Clean Catalog– Important to Search entire catalog for existing records

• Prevent duplicate records for same item.• Prevent a new record overlaying existing record and

losing enhancements.

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MSC Resources

• MSC Cataloging Guidelines and other helpful cheat sheets and presentations are available online.– http://msl.mt.gov/For_Librarians/Montana_Shared_Catalo

g/Cataloging/default.asp– http://msl.mt.gov/For_Librarians/

Montana_Shared_Catalog/default.asp– Monthly cataloging tips posted on MSC Blog at: http://

montanasharedcatalog.blogspot.com/search/label/Tips

• Questions?– Email the MSC Tech Services discussion listserv

• msc-techservices@googlegroups.com– Ask a cataloging Mentor.

• For list and contact information, see: http://msl.mt.gov/For_Librarians/Montana_Shared_Catalog/Cataloging/msccatalogingmentors.asp.

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Other Handy Resources

• OCLC Bib Formats and Standards– http://www.oclc.org/bibformats/en/default.shtm

(New to cataloging? Need help keeping all of those tags and indicators straight? This is THE site. Explanations and examples for all of the MARC tags )

• MARC standards– http://www.loc.gov/marc/bibliographic/

• Library of Congress Catalog– http://catalog.loc.gov/

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How to Add an item

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How & When to bring in a new record

• Carefully search entire catalog to see if there is an existing record

• A bib record should exist for each type of format– Example: Book, Large print book, DVD, VHS, Cassette,

CD.

• Following slides will help you determine if a new record is necessary.

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How do I know if I need a new Record?FICTION

• You don’t need a separate record for fiction titles differing in:– Publication date– Publisher– Page number– Book club editions (those published without special

discussion sections) and trade paperback can be added to hardcover editions

• Do need a separate record for:– Different formats such as large-type, audio, video,

braille, or kit.– A special edition or abridged vs. unabridged.– Illustrator– A new or different introduction.– Translator

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How do I know if I need a new Record?

NONFICTION• A separate bib may exist for items with the

following differences:– Publication date– Publisher– Page number– Edition– Format– Illustrator– Translator– Introduction

• Items published on a periodic basis may be on a serial record.

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How do I know if I need a new Record?

Audio or Visual Formats• A separate record is necessary for items differing

due to:– Number of items in set. (Example: 5 cassettes vs. 8)– Format. (Example: Cassette vs. CD or VHS vs. DVD)– Closed captioned for hearing impaired– “This film is described for people who are blind or have

low vision”– Edition. (Example: Letter box, Wide vs. Full screen, and

special/anniversary edition)

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How do I know if I need a new Record? Serial Publications

• You do NOT need a separate bib record for each volume of a journal or serial publication.– Examples

• Time Almanac• Montana Code Annotated• Magazines• Backroads of Montana videorecording

• You DO need a new bib for a serial if the title changes within the first five words.

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A Few Search Tips

• Search Twice– If you don’t find your item in the catalog, try second, different

search method to make sure a record doesn’t exist.

• Watch for Boolean operators: And, Not, Or– Use quotation marks around titles containing Boolean operators.

• A search without quotations will result in a “Error in query NEAR” message for titles containing “Or” and “And”. Searches containing “Not” will retrieve a million titles except the one you’re searching for.

• Examples: “Not for ourselves alone”

“And the band played on” “Or perish in the attempt”

• Browse judiciously– Misspellings or omitted words will affect Browse searches.

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(an extra little search tip for iBistro)

• Keyword/Words or Phrases searches in iBistro search data contained in MARC tags. Including “AND” in your search will retrieve data contained in more than one MARC tag.

• A Keyword/Words or phrase/All libraries search Example:– “Helen Keller Videorecording” = 3 items retrieved. – “Helen Keller and Videorecording” = 13 items

retrieved.

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Ways to Add new record- Import

• If no record currently exists in catalog, you can import records from OCLC (or other system) through:

1.SmartPort 2.Batch Bib Load process

– (This presentation will focus on SmartPort procedures, but you can find Batch Bib load information in Appendix B of Catalog Guidelines.)

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Ways to Add new record- Create

If a record can’t be found in the shared catalog or on OCLC, one can be created via:

• Create a Brief Title– They have a unique format of BRIEF rather than MARC so

they can be identified easily and don’t cause overlay problems.

– Brief records are not included during OCLC upload.– Can be created in Circ or Tech module.

• Brief records created in the Circ Module– Are created to facilitate circulation.– Not considered permanent. Remove when no longer

needed.– Use a home location of Cataloging to ensure item is routed

for proper cataloging. – MSC Admin will periodically email a report called “List

Required Field” for the purpose of cleaning up any items accidentally created without a Title.

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Create New record cont.

• Brief records created in the Tech module– (Please keep in mind that MSC goal is to have OCLC

level records for all permanent records in catalog)– Use a Home location of Review and notify your

catalog mentor when you have a record that you would like feedback on.

– See Appendix J for minimum tags required. Fixed fields are not needed in Brief records.

– (extra tip) You can even create a record for calculators or other equipment by selecting the format EQUIP. Template provides tags for model name, number, etc.

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How to use SmartPort

• SmartPort allows you to import records directly from OCLC or other select libraries.

• See Appendix C of Cataloging Guidelines for complete details.

• Set up default properties– Always select Match and Load– Title control number source must begin with “op”

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SmartPort Search Tips

• Author– Search in Last name First name format (don’t use comma)– Ex. Flanagan Darris

• Title– Enter as much or as little of the title as you want beginning

with first significant word.• ISBN

– Omit hypens. You can search by either 10 or 13 digit ISBN• ISSN

– Include the hyphen• LCCN

– Omit hyphen• OCLC

– Omit “ocm”

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More SmartPort Search tips

• You can narrow results by Document Type. The 8 types include:– Bks = Books– Com = Computer files/electronic resource– Map = Maps– Mix = Mixed materials– Rec = Sound Recording– Ser = Serials– Vis = Visual materials

• You can also specify Language if necessary. – Ex. English, Spanish, French, Arabic, and Italian

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Multiple RecordsTips for selecting the best one

• Library of Congress records preferred– These records will have this tag: 040 DLC

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How to Edit a record

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Bib EnhancementsModifying a Title Record

• Bib records can be enhanced with information that applies to all libraries’ copies. Some enhancements include:– General Material Designation (GMD) – Varying forms of the title– Abridged/Unabridged – Series – Content Notes– Additional authorized subject headings– Accelerated reader information

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Edit with Care

• Please check your work before you save– Details can make a difference in searching and sorting. – Watch for spacing around delimiters

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GMD’s

• GMD = General Material Designation– Help distinguish between various formats of title. For

example: large type print, videorecording, sound recording, or electronic resource.

• GMD’s are located in the Title/245 tag.– Insert after main title, but before any subfield punctuation– To type delimiter, use Shift and Backward slash\ key. This

creates the | pipe.

• Example 245: 10  : Teacher man|h[text (large print)] :|ba memoir /|cFrank

McCourt.

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MSC- GMD’s

• The MSC consortium has agreed to further enhance the GMD.

Example:

A record imported from OCLC might have this GMD: |h[videorecording]

A MSC record should be enhanced with |h[videorecording (DVD)] or |h[videorecording (VHS)]

• The MSC Cataloging Committee votes on approved GMD’s and will review as new technologies/formats emerge

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Approved MSC GMD’s

• Approved MSC GMD’s include:– |h[text (large print)]

– |h[videorecording (VHS)]– |h[videorecording (DVD)]-- |h[videorecording (Blu-ray)]– |h[sound recording (cassette)]– |h[sound recording (CD)]– |h[sound recording (MP3)]

– |h[electronic resource]– |h[electronic resource (CD-ROM)]– |h[electronic resource (game)]

– |h[kit]

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Varying Forms of Title

• Some items may have various forms of title associated with them. Examples:– Title listed on the title page doesn’t match cover or spine,

or in the case of videos, opening screen title vs. title on tape or cover

– Title contains ampersand or numbers. (&/and) or (4/four)

• 246 (Varying forms of title) tags can be added to record– Have NO punctuation at the end unless the last word is an

abbreviation– Omit initial articles like a, an, and the

• See OCLC Bib Formats and Standards for examples.

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A few notes on…Titles

• Important indicators in the 245 title tag– Indicator 1

• 0 = No title added entry (Use when record doesn’t have a 1xx tag)

• 1 = Title added entry (Use when record has a 1xx tag)

– Indicator 2• Indicates number of non-filing spaces. So titles aren’t filed

under the, a, an, la, etc. Example. The = 4

• Capitalization– Only the first word and proper names are capitalized.– (Titles written in all caps in the MSC are Brief records)

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Abridged/ Unabridged Edition

• Abridged edition information can be put in a 250 (edition) tag or a 500 (note) tag.Examples:245 10  Too far from home|h[sound recording (CD)] :|b[a story of life and death in space] /|cChris Jones. 250 _ _ Abridged.

245 12 A Man in full|h[sound recording (CD)] :|b[a novel] /|

cTom Wolfe. 500 _ _ Abridged.

• Unabridged is assumed unless otherwise stated on item. No note necessary for unabridged items.

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Note Fields (5xx tags)

• General note500 _ _ Includes index.500 _ _ Translated from German. 500 _ _ Caption title.

• Bibliography note504 _ _ Includes bibliographical references (p. 310-325) and index.

• Contents note (See OCLC bib formats for correct formatting) 505 0_ How these records were discovered -- A short sketch of the Talmuds -- Constantine's letter.

• Summary note520 _ _ Cranky Mrs. Crump has no use for cats, but when she finds a

stray shivering on her doorstep her life is subtly--and pleasantly--transformed, a heartwarming tale about the wonderful things that can happen when you open your door to friendship.

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Note Fields (5xx tags) continuted

• Accelerated Reader note--Put library-specific AR info in an item-level public note--Item cat 1 “AR,” item cat 2 “JUVENILE” (items will appear in

the AR section of Kids’ Library in e-Library)--Optional: add 526 to bib for info that applies universally to the

title

526 0_ Accelerated Reader/Advantage Learning Systems |b 5.0 |c 4.0 |d 75

• Award note586 _ _ Newbery Medal, 1978586 _ _ Academy Award for Best Picture, 1987

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Subject Headings

• A few Subject Heading guidelines– Be sure to use only authorized subject headings.

– Examples include:• 650 _0 Large type books.• 650 _0 Video recordings for the hearing impaired.

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Montana Authors Subject Heading

• The following subject headings can be added to bib records for works created or performed by Montana residents:650 _0 Authors, American|zMontana.650 _0 Poets, American|zMontana.650 _0 Musicians|zMontana.650 _0 Actors and actresses|zMontana.

For stories that take place in Montana use651 _0 Montana|vFiction.

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ISBN Numbers

• When NOT to edit ISBN Numbers:– Do NOT add additional ISBN numbers to an established bib

record.

• When it’s NECESSARY TO edit ISBN numbers:– If you import a record that contains ISBN numbers for

other formats like Large type or E-book versions, the ISBN numbers for those formats need to be deleted to prevent records overlaying)

– (It’s ok to have both hardback and paperback ISBN numbers in a record.)

• A tip for rare occasions when you find an invalid ISBN– insert |z before the ISBN number. This subfield indicates that

the number is invalid.

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CIP recordsHow to update

• CIP = Cataloging in Publication– These records are created by the Library of Congress

before the book is actually published.– CIP records need to be updated to include missing

information like number of pages or size. The title or subtitle of book may also change when book is sent to press.

• See Appendix A in Cataloging Guidelines for more information on identifying and updating CIP records.

• See OCLC Bib Formats & Standards website for examples regarding dates, page numbers, etc.

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CIPBefore

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CIPAfter

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How to Transfer Items

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How to Transfer Bib Records

• You can transfer your items to other bib records. This is handy when:– You find that your item is on the wrong record– Multiple records exist for the same item

• Appendix K in Cataloging Guidelines describes process.

• Notes:– Items transferred in this manner are not uploaded to

OCLC as deletions or additions. You’ll need to do this work separately in Connexion or CatExpress.

– When transferring; the individual item data like holds, number of times circulated, etc. is retained.

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How to Remove Items

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Discard vs. Delete

• How do I remove an item from the catalog? There are two separate methods:– Discard

• Use Discard when your library no longer has any copies and the holding also needs to be removed from OCLC.

• Discard is a Home Location. Items in “Discard” are shadowed and removed monthly from both WorkFlows and OCLC at the MSC Administration level.

• Items with fines, holds, etc. will not be Discarded. You’ll receive a report of any items that weren’t discarded due to fines, holds, etc. After fines, etc. have been addressed, the item can remain in “Discard” until the next monthly procedure.

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Discard vs. Delete cont.

– Delete• Use Delete when you want to remove a second or third

copy of an item from the same bib record, but one copy will still remain in library.

• This also applies to books on a serial record. You can Delete the old edition and keep the newer edition on the same serial record.

• Brief records that were never submitted to OCLC can be Deleted.

– Details in Appendix L of Cataloging guidelines.

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The End

• Questions?– Contact your Cataloging Mentor with any cataloging

questions you may have.– Need more training or interested in joining the

cataloging committee or discussion list? Contact MSC Admin at msc@mt.gov

Many thanks to Carrie Nelson and Janice Kalvig for creating this very helpful presentation .

Updated by MSC Admin – July, 2008. Updated by Jess

Tobin – March, 2010.