Secrets of the catalog remix the remix

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 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).

Robin Fay @georgiawebgurl / Beth Thornton 2013 UGA Libraries

Monograph (commonly a book)
• complete in one part or is intended to be completed within a
finite number of parts. (BLvl: m in the bib record)
Serial (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. (BLvl: s in the bib record)
Integrating resource
• added to or changed by means of updates that do not remain
discrete and are integrated into the whole. (Example: Looseleaf for
updating, e.g., a title that is a binder where pages are
removed/replaced. ) (BLvl: i in the bib record)

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


AACR2 : Our current cataloging code. RDA (Resource
Description Access): Our new code—to be adopted within the
year

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

Local policies (our policies; Acquisitions, Cataloging P+P, etc.)
like Medium Rare (materials in the UGA Libraries collection which are published
before 1870, which are quasi-rare (non-circulating yet reside in the stacks).


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 which runs reports and
compares our authorized access points (subject headings, names, etc.) to the
authority file. (―wash‖)


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


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

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

• Print records (indexes, card catalogs).

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

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


Bibliographic record (BIB record):
describes the title ; coded in MARC (MAchine Readable Code)

Holdings record (MFHD)
Includes the call number, location info, volumes
owned, etc. – the information needed to locate a volume in a
library.

Item record
Represents each individual item associated with a
title. Used to charge out (check out) materials;
sometimes called a piece or barcode record.


Bibliographic record
Review.....

Robin Fay / Beth Thornton 2013 UGA
Libraries

Holdings record
Review..... (MFHD)


Review..... Item records

Robin Fay @georgiawebgurl / Beth
Thornton 2013 UGA Libraries

Bib
Record
Data

Technical view is
entire MARC record
Holdings data: Call
number, location, as
well as other
information (volumes,
Folio, special notes,
etc.) also display from
the Holdings record.
Items/item record data

More about the BIB(liographic) record

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.
You don’t need to remember all of that -- we’ve provided you with a MARC record code
cheatsheet!

Tip! xx = library shorthand for any MARC field of that range, i.e., 1xx
would include 100 (author) and 110 (corporate).


Here we see MARC fields:
100 field
245
250 (edition)
260 (publisher)

and 6XX (subject headings).

Here we see MARC fields:
300
504
020


Breakdown of a MARC field 245 statement of
responsibility.

1st
indicator

2nd
indicator

245 10 Calm energy : ‡b how people regulate mood with food and exercise / ‡c
Robert E. Thayer.
Delimiter

Tags represent textual
names
MARC Tag

They‟re divided by
hundreds: e.g., 100, etc.


Clicking on Technical Display in either GIL Classic or GIL Find brings up the complete MARC
record – including tags, indicators, and delimiters – oh my!

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

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: 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).


Cataloging/ Technical Module (GIL/Voyager)

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!

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.


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

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 |


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)


Bib Record Data (Government Document)

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.


Serials Example #2 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 (accompanying
media in book; Non-circulating, etc.) as well as staff instructions

Holdings records are also called MFHDs:
Marc Format Holdings 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.

Main

Ga Room

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.

Multiple Holdings in a
GILFind record


An example of a mono holdings (MFHD) record in the Cataloging module

Location:
Corresponds to the TR: M denotes that this a
permanent location monographic set (parts
in the item record Shelving Prefix
which is typed issued as a whole) TR =
above the call Treatment M=Monograph
number on the
label Locations

3 0
Information capturing
volume number. This
MARC tag record will have 2 item
records attached; one for
each volume


Serials MFHD – note all
the fields and information
you can see !

|x notes do not
display to the
TR: S = treatment public ; note the
serial instructions

What we own
Libraries

Item records
• commonly known as barcode records.
• contain information such as:
The barcode
The volume numbering
The copy number
Permanent location/Temporary location
Item status
Missing
Inprocess A word about lost vs. missing.
Charged out Lost is a circulation status, which is
At Bindery not used by Cataloging for material.
We use „missing‟ and add notes as
Notes needed.


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

Libraries

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

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

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

The shelflist in the basement
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 (such as serials).


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

Do you know how many conversions/migrations our data has been through?
4: From MARVEL  GALIN  GIL  Unicode but possibly a few more
(why is that important?)

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. Also, note: no operator and no
cataloging location!

Libraries

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?

Note: these only display in the cataloging view


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.
This one is correct.
What does INV in a bib record 910 mean?
It is code indicating that someone in the Cataloging Department or others
who do cataloging work had the volume in hand, pulled the shelflist
card, and verified that the information in GIL was correct.


How to report an error.
What problems should I report? DBM –
if using GIL Classic you can use an error
reporting form – on the list for GILFind!

• 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
• 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 Fay / Beth Thornton 2013 UGA
Robin
• books in which the call number on the book does not match GIL
Libraries

Do we already have RDA records? How are they 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!

Compare ......


and


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 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
http://www.oclc.org/bibformats/en/
• Handouts from this session including MARC
cheatsheet, Glossary, and getting started searching in the
GIL technical module
• Questions?
• If we have time we can do some live demos or look at your
specific examples.
Thank you!

Libraries

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