Cataloguing Reference Guide July 2009

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1 Cataloguing Reference Guide July 2009 Created by Ontario Library Service North for the JASI Steering Committee

2 Table of Contents OVERVIEW... 3 I WANT TO ADD MY ITEMS TO JASI, BUT WHERE DO I START?... 3 TYPES OF CATALOGUING ADDING AN ITEM FROM AN EXISTING JASI TITLE VIA SMARTPORT THE TWO-PART MARC IMPORT AND BIBLOAD REPORT ORIGINAL CATALOGUING ( AT THE KEYBOARD ) USING THE WORKFLOWS CATALOGUING WIZARDS... 4 CATALOGUING PROCEDURES... 5 ADDING AN ITEM FROM AN EXISTING JASI TITLE... 5 Guidelines for Adding an Item... 5 VIA SMARTPORT... 7 Guidelines for SmartPort... 7 THE TWO-PART MARC IMPORT AND BIBLOAD REPORT... 9 Step One MARC Import... 9 Step Two Bibload Report...11 ORIGINAL CATALOGUING...12 RECORD EDITOR...20 UNDERSTANDING THE RECORD EDITOR...20 GUIDELINES FOR USING THE RECORD EDITOR...21 APPENDIX A - FREQUENTLY ASKED QUESTIONS...22 APPENDIX B - MARC ENTRIES FOR QUICK REFERENCE...23 APPENDIX C TERMS TO KNOW...23 APPENDIX D GENERAL MATERIAL DESIGNATIONS...24 APPENDIX E LEADER CODES...25 APPENDIX F CATALOG RECORD STRUCTURE

3 Overview The catalog is the core! The purpose of this document is to provide you, as a JASI member, with the basics on how to catalog your items into the JASI database. The four types of cataloguing records in the Unicorn system, as defined below, will guide you through adding your items to the database. I want to add my items to JASI, but where do I start? New Item(s) to Add Does a search of the JASI database return a matching title? YES NO See Adding an item from an existing JASI title. See SmartPort. Did a search of other libraries return a matching title? YES NO Do you have the MARC record of the item? NO YES See Original Cataloguing. See the Two- Part MARC Import and Bibload. Your item should now be added to the database. 3

4 Types of Cataloguing 1. Adding an item from an existing JASI title This method simply involves creating an item for a title that already exists in the JASI database to show that your library also holds it in collection. 2. Via SmartPort SmartPort uses the Z39.50 protocol to search remote catalogs and import bibliographic information, a single record at a time. SmartPort creates only title and call number level records you must manually add your item record. 3. The Two-Part MARC Import and Bibload Report The two-part MARC import and Bibload report method involves importing a file of one or many bibliographic records to your computer; the second part being running a report to load those records into your library s catalog. 4. Original Cataloguing ( at the keyboard ) using the Workflows cataloguing wizards This type of cataloguing, the most manual of all, is generally used to create records for local publications for which no other MARC records exist. JASI TIP Avoid including the in ISBN numbers. e.g and not Each unique ISBN number requires a corresponding Title record. i.e. Each title record should have only items of the same ISBN attached. 4

Cataloguing Procedures Adding an Item from an existing JASI title Use the Call Number and Item Maintenance wizard in the Common Tasks toolbar to associate an item with your call number information to

If the Properties page appears, confirm the defaults, make modifications if required, and click OK. 2. Use Item Search to search for the title you want to attach your item to. 3.

5 Cataloguing Procedures Adding an Item from an existing JASI title Use the Call Number and Item Maintenance wizard in the Common Tasks toolbar to associate an item with your call number information to an existing title. Guidelines for Adding an Item 1. Click the Call Number and Item Maintenance wizard. If the Properties page appears, confirm the defaults, make modifications if required, and click OK. 2. Use Item Search to search for the title you want to attach your item to. 3. Select the title you want to add your item to (once you select it, the title will appear shaded, and its corresponding information will appear in the Description) see diagram). Click Modify. 4. The item information appears on the Call Number/Item tab. Click Add Call Number to add an additional call number to this title to reflect your library. 5

7. Modify the Item Information (on the right-hand side of the window), and click Save.

6 5. The Library for New Call Number dialog box appears. Choose your library, and then click OK. 6. If an item isn t automatically created under your library s call number, select the call number associated to YOUR library in the call number/item tree (the top left-hand window), and click Add Item. 7. Modify the Item Information (on the right-hand side of the window), and click Save. In the above diagrams, we demonstrated how to add a call number level to an existing title record, Cooking for Harry, for the JASI library. We also added a corresponding item record for this title to show that the JASI library also holds this title in its collection. For more information on record structure, please see Appendix F Unicorn Record Structure. JASI TIP Auto-generated call numbers begin with XX you will need to modify these to follow your library s call number schema. 6

7 Via SmartPort We use SmartPort to find a matching title at another library and to import its bibliographic information into JASI. Guidelines for SmartPort Before using SmartPort to copy a record, be sure to search all JASI libraries for the title in question. JASI TIP Be sure to check the Properties for the SmartPort wizard. Match and Load in the Record Load options should be checked. Match and Load Allows you to search for an existing, matching record in Unicorn and load the record based on the result. Full in the Record Request Type should also be checked on the Defaults of your SmartPort wizard. 1. Click the SmartPort wizard. 2. Select one or more destinations in the selection window (Amicus, Library of Congress, and National Library of Quebec). Click Connect. 3. In the Search window Search area, select an Index and type the Search for terms. Click Search to display search results or Browse to begin browsing a connected server. 7

4. If the search was successful, the search results include a hit list number and one or more descriptive lines for each title. Click Display to view the Title s bibliographic information.

At this point, you should make any necessary changes. Click ok to apply your changes or accept the defaults. 6.

8 4. If the search was successful, the search results include a hit list number and one or more descriptive lines for each title. Click Display to view the Title s bibliographic information. When you find the appropriate record, click Capture. If you do not find a matching title using SmartPort, proceed to the Original Cataloguing section of this guide. 5. At this point, you should make any necessary changes. Click ok to apply your changes or accept the defaults. 6. Any record created from SmartPort consists entirely of the title and call number-level records. Edit the title record if necessary. 7. Now you must add an item copy for your library. Copies must always be added using the Call Number and Item Maintenance or Add Items wizards. You will most generally use this method if, for example, you have received the newest Harry Potter book and after a search of the JASI database, you have found that this specific title does not, meaning no other library has added it to their collection yet. 8

9 JASI TIP When you are using SmartPort, please clean up these records at the time of import to remove any junk tags. Remember, SmartPort copies all bibliographic information even data that was specific to the resource which you captured it from. Since this information doesn t apply to you, it can be deleted. Some of the more common tags that include garbage data are: 906, 955, 984. Please also take a look at those listed as undefined. The Two-Part MARC Import and Bibload Report This method is generally used when you ve purchased your MARC Records from a vendor, or they ve included the records for the materials you ve purchased. These records are loaded into your Library s catalog using a two-step process. The first step is to use MARC Import, which copies the file to the Unicorn server. The second step is to run the Load Bibliographic Records (bibload) report, which adds those titles to the catalog. Step One MARC Import 1. On the Bibload group of wizards, click the MARC Import wizard. 2. Confirm the defaults, and click OK. 3. On the Import tab, choose complete the following: File Type = Marc Source = (location of your MARC record use Gadget to Browse) Destination = the new name you want to call your import file (keep it simple and identifiable as your own. For example, use an abbreviation of your library name such as ATI for Atikokan and the date. I.e. JASIddmmyyy). 4. Click Import. Click Yes to the Confirmation. 9

10 Click No if you have no more MARC records to import. A log file will appear. Review the text (checking for errors) and close the document. 5. If the import was successful, the file name will appear in the Bib Files to Load tab. Once you ve completed this first part of the batch load process saving the MARC file(s) to the server you will now load the records into the catalog using the Bibload report. 10

11 Step Two Bibload Report 6. In the Bibload toolbar, find your library specific bibloader report in the Templates tab. PLEASE NOTE: If your library does not have a library specific bibloader created, please contact the JASI Service Desk to have one created. 7. Select the Load tab and make the following selections: File to Load = use the drop-down to select the file you created with the MARC Import wizard. File Format = MARC Click Run Now. From this point, you can perform Call Number and Item Maintenance, see the Guidelines for Adding an Item section of this guide, to add your library s call number and item to the title you ve just imported. 11

12 Original Cataloguing First and foremost, before you manually enter title records, do an Item Search on the JASI database to verify that no other record exists for the material you have in hand. If no matches are found, then proceed with the following steps: JASI TIP To manually add Title records, you will use the Add Title wizard. You will also need to use the Call Number and Item Maintenance wizard or the Add Items wizard to manipulate item-level information and add additional copies of materials to the collection. JASI TIP When you do an Item Search for a title in the JASI database, choose ISBN, General index, or Title as your Index. 1. Use the Add Title wizard. 2. The Properties page should appear (if not, right click on the Add Title wizard and choose Properties. a. In the Title default values section near the top, you see Format and Entries Template. Format Relates to the catalog record format, not the physical format of the material being cataloged. The format selected, in combination with the Entries Template value discussed below, determines which fixed fields and catalog entries display on the Bibliographic tab. The MARC format is the most commonly used format for monographic materials. Entries template When combined with the Format value, this entry determines which fixed fields and catalog entries display on the Bibliographic tab. - TEMPLATE: Includes many commonly used entries. - FULL: Includes a more comprehensive list of entries. - BRIEF: Provides a few fields. - SELECT_ENTRIES: Lets you create a customized list of entries rather than using one of the predetermined templates. Enter the list of tags to include in the Entries box as a comma-delimited list, for example, 100,245,650. The charts below show which formats and tags are associated to each entries template type for books, videos and music. 12

13 BOOKS Format = MARC Monograph Entries template: Brief 020, 100, 245, 260 Template 020, 082, 110, 245, 360, 300, 440, 500, 505, 520, 650 Full 020, 082, 100, 110, 111, 130, 240, 245, 250, 260, 300, 410, 411, 440, 490, 500, 505, 520, 590, 596, 600, 610, 611, 630, 650, 651, 655, 700, 710, 711, 730, 740, 856 VIDEOS / DVDs Format = MARC Visual Material Entries template: Template 020, 082, 245, 260, 265, 300, 340, 500, 508, 511, 520, 521, 650, 650, 700, 710, 740 Full 020, 082, 100, 110, 111, 130, 240, 245, 260, 300, 340, 400, 410, 411, 440, 490, 505, 508, 511, 520, 521, 596, 600, 610, 611, 630, 650, 651, 655, 700, 710, 711, 730, 740, 856 MUSIC Format = MARC Music Entries template: Template 020, 082, 100, 245, 254, 260, 300, 306, 500, 511, 520, 590, 650, 710, 740 Full 020, 082, 100, 110, 111, 130, 240, 245, 250, 254, 260, 300, 306, 400, 410, 411, 440, 490, 505, 511, 520, 596, 600, 610, 611, 630, 650, 651, 655, 700, 710, 711, 730, 740, 856 Full 020, 082, 100, 110, 111, 130, 240, 245, 250, 260, 300, 300, 410, 411, 440, 490, 500, 505, 520, 590, 596, 600, 610, 611, 630, 650, 651, 655, 700, 710, 711, 730, 740, 856 b. Make any necessary changes to the remaining defaults, and click OK. JASI TIP Be sure Display descriptive labels (for entries) is checked in the Editor display options of the Add Title wizard properties. 3. Information that displays on this next screen, the Bibliographic tab, is common to all volumes and copies of the title. This tab contains the data that is indexed for keyword searching and browsing. Which fields display is based on the format and template selections you made in the previous step. You will notice that the fixed fields, in the Leader, already have data filled in them. Again, they are based on the selections you made in the defaults. Be sure to update fields such as Date1 and Ctry. For description information on leader codes, please see Appendix E Leader Codes. 13

14 JASI TIP Remember, right-clicking the white editable cells in the Leader allow you to see what options are available. 4. Now, enter the appropriate information for the MARC entries fields. JASI TIP Clicking the little arrows to the left of the tags will show more information for that specific tag. It is recommended that you input data in the following MARC tags for each item type specified. See also the Record Editor section for additional help. JASI TIP Unicorn uses the pipe ( ) symbol to separate subfields. No spaces necessary. For subfield a, a is assumed (not required). Example. New York bballantine Books cc2007 JASI TIP Remember to modify the TCN - Title Control Number, found on the Control tab of the title record so that it equals the ISBN It should appear similar to this: i and NOT this a64253 This way when someone uses SmartPort to import a full MARC record, it will find a match by this TCN and will modify the existing record. This will help to prevent multiple duplicate titles. If the item does not have an ISBN, allow the system to generate a TCN, in this instance the TCN can look similar to this: a64253 The subsequent charts show those tags associated with these item types: books, music, DVD/VHS, books on CD. Use these charts as a guide to input your item s data into the Record Editor. 14

15 BOOKS Tag Indicator Subfield Description Punctuation/Format 010 a (LC control #) LCCN 8 or 10 digits Example: Contents = a (ISBN) ISBN 10 or 13 digits Example: Contents = First: 1 (Single surname) a (Personal name) Main entry Generally surname, first name. Example: Indicator = 1 Contents = Murphy, Rae. 245 First: 0 (No title added entry) or 1 (Title added entry) Second: 0-9 (Number of non-filing characters present) a (Title), b (Remainder of title), c (Remainder of title page transcription/statement of responsibility), h (Medium; GMD see Appendix D) Title and statement of responsibility. Subfield b is preceded by : b Subfield c is preceded by / c Subfield h is preceded by a space h with contents enclosed in square brackets[ ] Ends with a period. Example: Indicator = 10 Contents = Brian Mulroney, the boy from Baie-Comeau / c Rae Murphy, Robert Chodos, Nick Auf der Maur. 250 a (Edition statement) Edition statement. Use if book is an edition other than the first. Example: Contents: First Edition 260 a (Place of publication), b (Name of publisher), c (Date of publication) Example: Contents = Toronto : b J. Lorimer & Co., c a (Extent), b (Other physical details) Publisher information. Number of pages and illustrations. Example: Contents = 226 p., [16] p. of plates : b ill. ; c 24 cm. 500 a (General note) General notes. Example: Contents = Includes index. 600 First: 1 (Single surname) a (Personal name) Personal name subject heading. Use if the subject is a real person. Subfield b is preceded by : b Subfield c is preceded by, c Ends with a period. Subfield b is preceded by : b Generally surname, first name Example: Indicator = 10 Contents = Mulroney, Brian, d (No level specified) a (Topical term) Subject headings. Not necessary for fiction. Example: Indicator = _0 Contents = Politicians 700 a (Personal name) Additional authors. Generally surname, first name Example: Indicator = 1 Contents = Chodos, Robert Murphy, Rae. 245 Brian Mulroney, the boy from Baie-Comeau / c Rae Murphy, Robert Chodos, Nick Auf der Maur. 250 First Edition 260 Toronto : b J. Lorimer & Co., c p., [16] p. of plates : b ill. ; c 24 cm. 500 Includes index. 600 Mulroney, Brian, d Politicians 700 Chodos, Robert. 700 Auf der Maur, Nick. For more examples, search the Library of Congress ( 15

16 MUSIC Tag Indicator Subfield Description Punctuation/Format 010 a (LC control #) LCCN 8 or 10 digits Example: Contents = a (ISBN) ISBN 10 or 13 digits Example: Contents = X 100 First: 1 (Single a (Personal name) Main entry Generally surname, first name. surname) Example: Indicator = 1 Contents = Linkola, Jukka. 110 a (Corporate name) Corporate main entry. Use for musical groups. Example: Contents = Linkola, Jukka. 245 First: 0 (No title added entry) or 1 (Title added entry) Second: 0-9 (Number of non-filing characters present) a (Title), b (Remainder of title), c (Remainder of title page transcription/statement of responsibility), h (Medium; GMD see Appendix D) Title, statement of responsibility and general material description. Taken from the disc label. Example: Indicator = 10 Contents = Sisu h [sound recording] / c Jukka Linkola 260 a (Place of publication), b (Name of publisher), c (Date of publication) Publisher information. Example: Contents = Tampere, Finland : b Alba, c p a (Extent), b (Other physical details) c (Dimensions) Example: Contents = 1 sound disc : b digital ; c 4 3/4 in. 505 a (Content notes) Contents. Example: Contents = axophone concerto 511 a (Participant or performer) Physical information. Participant/performer note. Name generally followed by (Musical group) Subfield b is preceded by : b Subfield c is preceded by, c Subfield h is preceded by, h followed by GMD in square brackets [] Subfield b is preceded by : b Subfield c is preceded by, c Subfield b is preceded by : b Subfield b is preceded by : c For multiple participants, separate each with a comma and space. Example: Contents = The Guard s Band ; Elias Seppala (1st-2nd works), Raine Ampuja (3rd-4th works), conductors. 650 a (Subject or topical term) Subject heading. Example: Contents = Wedding music. 700 a (Additional performer) Additional performer(s) Generally surname, first name Example: Contents =, Kai X 100 Linkola, Jukka. 110 Linkola, Jukka. 245 Sisu h [sound recording] / c Jukka Linkola. 260 Tampere, Finland : b Alba, c p sound disc : b digital ; c 4 3/4 in. 505 axophone concerto 511 The Guard s Band ; Elias Seppala (1st-2nd works), Raine Ampuja (3rd-4th works), conductors. 650 Wedding music. 700, Kai. For more examples, search the Library of Congress ( 16

17 DVD/VHS Tag Indicator Subfield Description Punctuation/Format 010 a (LC control #) LCCN 8 or 10 digits Example: Contents = a (ISBN) ISBN 10 or 13 digits Example: Contents = a (Standard number or code) Universal Product Code Example: Contents = First: 0 (No title added entry) or 1 (Title added entry) Second: 0-9 (Number of non-filing characters present) a (Title), b (Remainder of title), h (Medium; GMD see Appendix D) Title, general material designation. Taken from the disc/video label. Example: Contents = Forrest Gump h[videorecording (DVD)] 250 a (Edition statement) Widescreen or full screen edition. Example: Contents = Widescreen 260 a (Place of publication), b (Name of publisher), c (Date of publication) Example: Contents = Hollywood, Calf. : bparamount, cc a (Extent), b (Other physical details) c (Dimensions) Publisher information Physical Information Example: Contents = 2 videodiscs of 2 (laser) (179 mins) 500 a (General note) General notes. Example: Contents = Based on the novel by Winston Groom 508 a (Producer) Persons responsible for the production, i.e. director, producers, etc. Example: Contents = Directed by Robert Zemeckis; Produced by Steve Starkey 511 a (Participant or performer) Participant/performer note. Example: Contents = Tom Hanks, Sally Field, Robin Wright Penn 520 a (Summary note) Summary. Example: Contents = Follows the life of Forrest Gump 546 a (Closed-captioning note) Add if item has subtitles or closed-captioning. Paired with 650 Video recordings for the hearing impaired. Example: Contents = Closed-captioned for the hearing impaired. 546 a (Language) Add for languages. Example: Contents = Dialogue in English or French 650 a (Subject) Subject headings. Example: Contents = DVD video recordings for the hearing impaired 700 a (Additional participants) Added entries for lead actors, director, etc. Example: Contents = Zemeckis, Robert Subfield b is preceded by : b Subfield h is preceded by, h followed by GMD in square brackets []. Subfield b is preceded by : b Subfield c is preceded by, c Subfield b is preceded by : b Subfield b is preceded by ; c Forrest Gump h[videorecording] 250 Wide Screen. 260 Hollywood, Calf. : bparamount, cc

18 300 2 videodiscs of 2 (laser) (179 min.) 500 Based on the novel by Winston Groom 508 Directed by Robert Zemeckis; Produced by Steve Starkey 511 Tom Hanks, Sally Field, Robin Wright Penn 520 Follows the life of Forrest Gump 546 Dialogue in English or French 650 DVD video recordings for the hearing impaired 700 Zemeckis, Robert For more examples, search the Library of Congress ( BOOKS ON CD Tag Indicator Subfield Description Punctuation/Format 010 a (LC control #) LCCN 8 or 10 digits Example: Contents: a (ISBN) ISBN 10 or 13 digits Example: Contents: First: 1 (Single surname) a (Personal name) Main entry Generally surname, first name. Example: Indicator = 1 Contents: Munsch, Robert N., 245 First: 0 (No title added entry) or 1 (Title added entry) Title, general material designation, statement of responsibility. Second: 0-9 (Number of non-filing characters present) a (Title), b (Remainder of title), c (Remainder of title page transcription/statement of responsibility), h (Medium; GMD see Appendix D) Example: Contents: Love you forever h [sound recording]. 260 a (Place of publication), b (Name of publisher), c (Date of publication) Example: Contents: [S.l.] : b Joker Records, c [1988] 300 a (Extent), b (Other physical details) c (Dimensions) Publisher information Physical information. Example: Contents: 1 sound disc : b analog, 33 1/3 rpm, stereo. ; c 12 in. 500 a (Note) Note if abridged or unabridged. Example: Contents: Brief record (unabridged). 511 a (Performer Note) Performer note. Use if the reader is not the author. Example: Contents: Nelson, vocals ; with background vocals and accompanying musicians. 700 a (Author/Reader) Added entry. Use for additional authors, and for the reader. Example: Contents: Nelson, Robert. Subfield b is preceded by : b Subfield c is preceded by, c Subfield h is preceded by h and followed by GMD in square brackets []. Subfield b is preceded by : b Subfield c is preceded by, c Subfield b is preceded by : b Subfield c is preceded by ; c Generally surname, first name Munsch, Robert N., 245 Love you forever h [sound recording]. 260 [S.l.] : b Joker Records, c [1988] sound disc : b analog, 33 1/3 rpm, stereo. ; c 12 in. 500 Brief record (unabridged). 511 Nelson, vocals ; with background vocals and accompanying musicians. 700 Nelson, Robert. 18

19 For more examples, search the Library of Congress ( JASI TIP Be aware of the Add new subfield delimiter and code gadget available to you at the top. 19

It also displays an alternate, expanded view of indicator and subfield data.

20 Record Editor Understanding the Record Editor The Record Editor, also known as the MARC Editor, simplifies the input of bibliographic data by providing lists of appropriate codes for fixed fields, indicators, and subfields. It also displays an alternate, expanded view of indicator and subfield data. The Record Editor presents MARC 21 definitions for most MARC elements. Several wizards use the Record Editor: Add Title, Modify Title, and Duplicate Title. Right-click in a fixed field to display the list of valid entries for that fixed field. 20

Guidelines for Using the Record Editor 8. You can move through a MARC record by pressing TAB or clicking in a specific field using the mouse. 9.

When you point to a particular MARC field, subfield, control field, or indicator, a brief definition of the element displays in the status bar. 10.

If you enter an invalid value, an error message appears preventing you from exiting the field. 11.

When entering text into a field, indicate subfields by using the pipe ( ) symbol. 13.

21 Guidelines for Using the Record Editor 8. You can move through a MARC record by pressing TAB or clicking in a specific field using the mouse. 9. To help identify the MARC elements, Unicorn displays definitions for every tag and subfield in the record. When you point to a particular MARC field, subfield, control field, or indicator, a brief definition of the element displays in the status bar. 10. When modifying information, Unicorn will accept only valid values for entries, indicators and subfields. If you enter an invalid value, an error message appears preventing you from exiting the field. 11. Entries that your library has defined as mandatory will display in the Editor window with **REQUIRED FIELD** in the data field (see diagram above). 12. When entering text into a field, indicate subfields by using the pipe ( ) symbol. 13. You can use standard Windows keyboard shortcuts to cut, copy and paste fields, indicators and subfields. 14. To include additional entries, right-click in the field to open the shortcut menu (or use the helper at the top). 15. Click the arrow before the Tag number to expand the entry so you can view the list of valid options. 16. Double-click the entry to display a list of valid subfields and their values. 21

22 Appendix A - Frequently Asked Questions 1. I ve received a new book for my library, how do I add it to the catalog database? First do an item search on the entire database. If the title already exists in the database follow Guidelines for Adding an Item, if the title does not exist follow Guidelines for SmartPort. If still no title records are found matching your new book, you must do Original Cataloguing unless you have the MARC record in which case see The Two-Part MARC Import and Bibload Report 2. I have multiple copies of a title, how do I reflect this in the database for my library? See section Guidelines for Adding an Item number four. 3. How do I add new items to existing call numbers? a. In the Call Number and Item Maintenance wizard properties, select the Add Item behavior. b. In the Item Search step of the Call Number and Item Maintenance wizard, identify the title you want to modify. Click Modify. c. Click a call number in the Call Number/Item pane, and modify the Call Number Information on the Call Number/Item tab as needed. d. Click the Add Item button and type new item information in the Item Information section of this tab. e. Click Save to confirm your changes. f. You can add more items by clicking Add Item, add another call number and items by clicking Add Call Number, or click Close to quit the wizard. 22

23 Appendix B - MARC Entries for Quick Reference Please refer to the Library of Congress MARC Standards Appendix C Terms to Know Field A group of items that contains similar information and is related (title field, author field, etc). Tag A three-digit number assigned to each field (245 for title, 100 for author, etc). Indicator The first tow character positions that supplement the field s data. Each indicator is independent and has different meanings for various tags. A blank indicator means either undefined or no information provided. Subfield Holds information which allows for further division of field data. Publication, tag 260, has several subfields: a place of publication, b name of publisher, c date of publication Leader - The leader consists of the first 24 character positions in the MARC record. 23

24 Appendix D General Material Designations Material book and cassette package book and compact disc package book on cassette book on compact disc braille CD ROMs census materials on microfilm described DVDs described videocassettes diskettes dvds internet resources music cassette music compact disc videos websites Kit Microform Map Sound recordings french Videos french Tag 245 Subfield h GMD [sound recording (book and cassette)] [sound recording (book and CD)] [sound recording (book on cassette)] [sound recording (book on CD)] [braille] [electronic resource (CD-ROM)] [microfilm] [described videorecording (DVD)] [described videorecording (VHS)] [electronic resource (diskette)] [videorecording (DVD)] [internet resource] [sound recording (cassette)] [sound recording (CD)] [videorecording (VHS)] [electronic resource (website)] [kit] [microform] [map] [enregistrement sonore] [enregistrement video (VHS)] 24

25 Appendix E Leader Codes Label (Used in format) ACCOMP (format: VM) ALPHABT (format: SERIAL) AUDIENCE (format: MUSIC, MARC) AUDIENCE (format: MRDF, VM) BASE (format: MAP) BIOG (format: MARC) COMP (format: MUSIC) Sample Value m r a b c d f j a b c d bd zz a b c bt bg bl cr fm gm hy jz mp nn op pp Description Accompanying matter No accompanying matter [DEFAULT] Script material Instructional materials Original alphabet or script of title Basic roman, no diacritics or special characters Extended roman, with diacritics or special characters Cyrillic Japanese Arabic Audience Unknown or not applicable [DEFAULT] Juvenile Audience Unknown or not applicable [DEFAULT] Preschool Primary Pre-adolescent Adolescent Projection Projection not specified Mercator Other Biography No biographical material Autobiography Individual biography Collective biography Form of composition Ballets Bluegrass music Blues Carols Folk music Gospel music Hymns Jazz Motion picture music Not applicable Operas Popular music 25

26 CONFPUB (format: MARC, SERIAL) CONT (format: MARC, SERIAL) CTRY (format: ALL) DATE1 (format: ALL) DATE2 (format: ALL) DAT_TP (format: ALL) ENTRD (format: ALL) FESTSCHR (format: MARC) FICTION (format: MARC) FILETYPE (format: MRDF) rc sy uu a b c d e i nyu ctu b c d i m n p r s b d z Rock music Symphonies Unknown [DEFAULT] Conference publication 0 Not a conference publication [DEFAULT] 1 Conference publication Nature of contents No specific content [DEFAULT] Abstracts, summaries of other works Bibliographies Catalogs Dictionaries Encyclopedias Indexes to other works Place of publication, production, execution 2-3 character code: New York, United States Connecticut, United States Date 1/beginning date of publication (YYYY) Date 2/ending date of publication (YYYY) Type of date/publication status No dates given or B.C. dates involved Continuing resource currently published; beginning date in DATE1, 9999 in DATE2 Continuing resource ceased publication; beginning date in DATE1, ending date in DATE2 Inclusive dates; from DATE1 to DATE2 Multiple dates in DATE1, DATE2 Dates unknown; DATE1, DATE2 are blank [DEFAULT] Date of distribution in DATE1, date of production in DATE2 Reprint date in DATE1, original date in DATE2 Single known date in DATE1 Date entered on file in the pattern (YYMMDD) Festschrift 0 Not a festschrift [DEFAULT] 1 Festschrift Literary form 0 Nonfiction [DEFAULT] 1 Fiction Type of computer file Computer program Document Other 26

27 FORMAT (format: MUSIC) FREQUN (format: SERIAL) GOVTPUB (format: MAP, SERIAL, MARC, MRDF, VM) ILLUS (format: MARC) INDX (format: MAP, MARC) ISSN (format: SERIAL) LANG (format: ALL) LTXT (format: MUSIC) u a d u z a b c d e f m q w u f s l a b c o z eng f j n p Unknown [DEFAULT] Format of music Full score Voice score Unknown [DEFAULT] Other Frequency Not determinable frequency [DEFAULT] Annual Bimonthly Semiweekly Daily Biweekly Semiannual Monthly Quarterly Weekly Unknown Government publication Not a government publication [DEFAULT] Federal/national publication State publication Local publication Illustrations No illustrations [DEFAULT] Illustrations Maps Portraits Photographs Index 0 No index [DEFAULT] 1 Index present ISSN Center No ISDS center code assigned 0 International Center, Paris, France 1 U.S. NSDP 4 Canadian ISDS Center Other Language 3 letter code from Code list; example English Literary text for nonmusical sound recordings Item is musical sound recording Fiction Language instruction Not applicable Poetry 27

28 MOD_REC (format: ALL) PHYS_MED (format: SERIAL) PUB_TYPE (format: SERIAL) REC_GRP (format: MAP) REGULR (format: SERIAL) RELIEF (format: MAP) REPR (format: MUSIC, MIXEDMAT, MARC, MUSIC, SERIAL) SER_TP (format: SERIAL) S/L_ENT (format: SERIAL) s x a b d f a b c d e a b d n r x u a b c f a b d f m n p Modified record Not modified [DEFAULT] Shortened Missing characters Form of original item None of the specified forms Microfilm Microfiche Large print Braille Nature of entire work No specified nature [DEFAULT] Abstracts, summaries of other works Bibliographies Catalogs Dictionaries Encyclopedias Cartographic material type Single map Map series Globe Regularity Predictably irregular Regular Completely irregular Regularity unknown Relief No relief shown Contours Shading Gradient tints Form lines Form of item None of the specified forms Microfilm Microfiche Large print Braille Type of continuing resource None of the specified types Monographic series Newspaper Periodical Entry convention 28

29 SOURCE (format: ALL) SPEC_FMT (format: MAP) TECH (format: VM) TIME (format: VM) TYPE_MAT (format: VM) c d u k l o z a c l n u z [3 digit number] a b f g i m s t v 0 Successive entry 1 Latest entry Cataloging source National bibliographic agency Cooperative cataloging program Other Unknown Special format characteristics No special format specified Calendar map Puzzle map Wall map Other special format Technique (video or motion picture) Animation Animation with live action Live action Not applicable--not a motion picture or videorecording Unknown Other Running time for motion pictures and videorecordings Example: 014 is fourteen minutes Type of visual material Art original Kit Filmstrip Game Picture Motion picture Slide Transparency Videorecording 29

30 Appendix F Catalog Record Structure A catalog record many include the following types of information: All catalogued records in the system must contain the Title or Catalog and the Call Number or Volume level. These two levels can exist without a corresponding Item level. For example, there is a book on order, so the Title or Catalog and the Call Number or Volume levels may have all corresponding information, but there may not be an Item level record until the book is received and it has been assigned a barcode. The Title or Catalog record contains the bibliographic information of a Title. The Call Number or Volume record contains more specific library information. The Item record is the representation of the actual physical item. There maybe multiple Item records attached to a Call Number or Volume and there may exist multiple Call Number or Volume records under one Title record (as the diagram shows). 30

Fixed-length data elements 008 Serials p. 1 of 5

Fixed-length data elements 008 Serials p. 1 of 5 p. 1 of 5 note - # in table below means a blank space Rec stat 000/05 Record status a increase in encoding level (not from CIP) c corrected or revised record d deleted record n new record p increase in