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Secrets of the catalog / metadata
The document provides a comprehensive overview of MARC (Machine Readable Cataloging) records and cataloging practices, emphasizing the structure and terminology used in cataloging materials. It explains the types of records such as bibliographical, holdings, and item records, along with the databases and tools utilized, including authority control and OCLC. Additionally, it highlights important aspects of cataloging errors and the maintenance of metadata for ease of access to library materials.
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Secrets of the catalog / metadata
- 1. Secrets of theMARC 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. Cataloging attempts toorganize 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 Database Maintenance (DBM) is maintaining information through investigation and correction of records as needed 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. . MOVIEHERE
- 4. Cataloging: Terminology :Materials Monograph A bibliographic resource that is complete in one part or intended to be completed within a finite number of parts. Serial 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. Integrating resource A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole.
- 5. Cataloging: Terminology :Codes, standards, & practices AACR2 (stay tuned for RDA) Our cataloging rules! LC 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
- 6. Cataloging: Terminology :Codes, standards, & practices Authority control Ensuring consistency in various access points (names, subjects, series, etc.) 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. MARCIVE is a service we use to help with this.
- 7. Cataloging: Terminology :The databases OCLC (WorldCat) 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. GIL 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.
- 8. Cataloging: Record Structure Records 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. A record in GIL consists of 3 parts: a bibliographical record (BIB record) to describe the title. 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. 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!
- 9. Cataloging: MARC MARC = Machine Readable Cataloging MARC coding is used for bibliographic & holdings records
- 10. MARC An exampleof a MARC field. 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. BIB record Bibrecords are coded in MARC formatting. MARC = Machine Readable Code xx = library shorthand for any field of that range, i.e., 1xx would include 100 (author) and 110 (corporate). Bib records display in the OPAC and tell you: The title (245) The author(s), editor(s), corporate body (1xx) Publishing info: date, place, publisher (260) The physical description: size, illustrations, number of pages; type of media (300) The frequency of publication for a serial (310/321) Numbering for a serial (362) Subject Headings (6xx) Other information: uniform titles, title change info, etc. We’ve provided you with a MARC record code cheatsheet.
- 12. Here we seeMARC 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. By clicking onTechnical 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. 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. Now, let’s lookat a serial. The GIL OPAC brief view Linking fields: 780 & 785
- 16.
- 17.
- 18. The bib recorddescribes 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. They tell us which volumes we own (of sets and serials) how many copies we own as what locations (Griffin, Main, Science, Ga Room, etc.) own a particular title. Special notes relating to a particular copy (accompanying media in book; Non-circulating, etc.) as well as staff instructions Remember holdings records? Holdings records are also called MFHDs: Marc Format Holdings Data Cataloging: Holdings records
- 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. The hierarchy inCataloging 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. This record has3 holdings (MFHDs) attached. Let’s expand the view to take a look. Example of a monograph holdings record in the OPAC
- 22. How many …holdings records do we have? … item records? … locations? … copies?
- 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. An example ofa 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. Example of aserials holdings record
- 26.
- 27. Cataloging: Item records Item records Item records are commonly known as barcode records. They contain information such as: The barcode The volume numbering The copy number Permanent location/Temporary location Item status Missing Inprocess Notes We’ll talk more about item records in a little more detail later.
- 28. Cataloging: Is itwrong? How to report an error. What problems should I report? Call number conflicts or a duplicate call numbers which do not have distinguishing copy or volume info Diacritics problems Duplicate records (provisional record for a title and also a cataloged record for a title) Titles cataloged on the wrong record Holdings errors Serials where holdings are reflected on the card in the serials catalog are not errors Larger patterns of discrepancies or dealing with a large volume of material should be approached as a project incorrect or missing copy information materials classed incorrectly books in which the call number on the book does not match GIL
- 29. Cataloging: Secrets Did you know that not everything in the catalog displays in the OPAC?
- 30. Cataloging: Secrets Did you know that not all materials that we own are in the catalog?
- 31.
- 32. Cataloging: Secrets How can you tell if a record in the catalog is…well…CATALOGED? CC = title was cataloged through PromptCat (outsourced cataloging) CA can appear in a 910 or 945 CA = CA taloged
- 33. Cataloging: Secrets Do you know how many conversions/migrations our data has been through? 4: From MARVEL GALIN GIL Unicode If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean? 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. What does mean?
- 34. Cataloging: Secrets Did you know we put secret little notes in the catalog to help each other? Did you know that we record our treatment decisions in the online catalog? 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.)? Provisional records sometimes do not have correct indicators for indexing. The title indicator is a common missing indicator in older provisional records.
- 35. Cataloging: Secrets What is the shelflist in the basement for? 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. What is Medium Rare? Medium Rare: Materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks.
- 36. Cataloging: Secrets What does INV in a bib record 910 mean? 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. What does “No information available” mean in the OPAC? No item record(s)/barcode(s).
- 37. Cataloging: Live searchdemo Now, let’s search in the Technical module.
- 38. Thank you! Cataloging:Resources The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P) http://www.libs.uga.edu/catalog/ Bib Formats – available online for free: MARC, MARC and more MARC www.oclc.org/bibformats/en/ Handouts from this session including MARC cheatsheet, Glossary, and getting started searching in the GIL technical module Questions?
Editor's Notes
- #2 By the time we finish, we hope that you understand a little more about MARC records, authority control, reading the Technical display of GIL, and perhaps a few deep, dark Secrets of the Cataloging.
- #5 Division of our world. These materials come in many different formats: electronic, microfilm, etc.
- #6 AACR2 = Anglo American cataloging rules. They tell us how to describe our material, and how to set up access points. RDA = Resource Description and Access. Early 2009 LC = Library of Congress. We try to follow their practices (though that’s changing a bit). We use LC subject headings and classification.
- #7 Authority control is providing an authorized/verfied form of names, corporations, series; information which usually appears in a 1xx, 4xx, 8xx, etc. in the MARC bib record. We use a service called MARCIVE to send out our bib records via a program and check the headings. MARCIVE checks the headings and sends us lists and reports to work on. The authorities librarian and others in Cataloging, do lots of work to ensure that what he computer program finds is correct.
- #8 OCLC is a shared catalog so that everyone doesn’t have to keep cataloging the same Thing over and over. The first person catalogs it and the next person can use that record.
- #9 Mention that bib & holdings records are MARC formatted.
- #15 Remember a bibliographic record is just one piece of the puzzle. The other parts are the holdings record and the item record. We’ll explore those in detail in a minute.
- #16 Now, let’s look at some serials records. Note the Continues/continued by fields.
- #17 Note all the alternative titles. Provides better access.
- #18 Note 310 362 – numbering information for the title AS PUBLISHED. This doesn’t reflect our Holdings. It tells the story of the publication. For our holdings you look at the holdings Record. Note linking fields. 776 links to other formats Note 910
- #26 UGA has volumes of this serial in 2 locations.
- #27 Serial MFHDs contain same info as those for monos, plus some extra. We use notes to ourselves. Note SSES note on ref mfhd, MARK note, so we know how To designate the next issue that comes in . Pattern fields.
- #29 Do not report records where there are no holdings. For these, holdings may be found In the serials catalog (example to follow). We are working on converting these holdings. However, please do let us know if there are holdings there and those holdings are incorrect.
- #31 In this case, the bib info is in the catalog, but there are no holdings. I put this example in so that I could tell you about the serials catalog. In the beginning, We checked in serials on cards. Those cards still exist, upstairs. Any serial cataloged Before the early 1990s could have a card upstairs. I’ll show you how to tell from the record. So in this case, if you went upstairs, you would find a card.
- #32 Here is the card. You can see we only have one issue of this serial. Hldgs have been Recorded differently over the years; pencil vs. pen has different meanings; etc. The stamp at the top We call a superstamp. This means the bib info has been verified. Once we convert the Holdings, we will pitch the card. So the moral here is that if you are looking for an older serial title, and there are no holdings In GIL….or even no record in GIL, check the serials catalog.
- #33 Mention here 910 NC Before 910 CA
- #35 Treatment decisions: Frequently books come out in series. Sometimes these series are Numbered. We have several options for cataloging a numbered series and the books In it. In other words, there are several ways we can treat it. So the first time we get a Particular one in the library, we make a decision, and record it in an authority record, so That we remember what we decided when the next one comes in. How can this help you? If you are looking for a book in a numbered series, and don’t See it, search the series. We may have it cataloged but not each individual thing in it.
- #38 Brief demo of Keyword and builder search. Talk about the history. Refer to handouts for more help.