SIERRA CATALOGING BASICS

1. SIERRA CATALOGING BASICS

2. CONTACT INFORMATION Lynn Uhlman Systems Training and Support Librarian Email: lynn.uhlman@maineinfonet.org Ticket: http://support.maineinfonet.org Phone: 207.581.3088

3. TOPICS TO COVER • Record Templates • Settings for Cataloging • Searching for an Existing Bib Record • Creating a Bibliographic Record • Fixed and Variable Length Fields • Editing Special Fields (006, 007, 008) • Checking Indicators, Subfields & Headings • Creating an Item Record • Editing Item & Bib Records

4. RECORD TEMPLATE • CREATING A NEW RECORD TEMPLATE • Go to Admin>Settings>RecordTemplates • Need permissions 275, 276, & 277 • USING EXISTING RECORD TEMPLATES • Add your templates to the PreferredRecordTemplates list

5. SETTINGS FOR CATALOGING • Go to Admin>Settings>New Records & tweak your NewRecordSettings • OPTIONS FOR… • Sets prompt defaults for certain record types • NEW RECORD TEMPLATES • Set the record type you commonly work with to… • AlwaysPromptforTemplate, PromptforTemplate, --OR-- Select a particular template • RECORDS TO ATTACH TO NEW BIBLIOGRAPHIC RECORDS • Choose from Item, Order or Checkin

6. QUESTIONS?

7. SEARCHING FOR AN EXISTING BIB RECORD • Search for the record by the indexes : ISBN (or other standard identifier), Title, and Author. • If one can be found that matches your item in hand, then attach an item record. Don’t forget to add your bib location to indicate your holdings. • If one can’t be found, then search z39.50 or create an original record.

8. CREATING A BIBLIOGRAPHIC RECORD • Z39.50 • Change Catalog view to Remote • Select Database(s) • Select Index and information (i.e. Title, Author, etc.) for the search • Review the list for the best applicable record • ORIGINAL RECORD • Select a template • Prompts will appear indicating fields that need population

9. FIXED AND VARIABLE LENGTH FIELDS • FIXED-LENGTH FIELD • A fixed length field only allows you to select an option from a list of choices. Examples are: bib and item location codes, language codes, item types, copy #, etc.. • VARIABLE-LENGTH FIELD • A variable length field allows you to enter data that is usually local/item specific and alphanumeric. Examples are: marc field data (245, 300, 264), barcodes, call #s, note fields, etc.

10. QUESTIONS?

11. EDITING SPECIAL FIELDS (006, 007, 008) • EXPANDING OR COLLAPSING THE FIELD • Right-click on the field and select Expand Field or CollapseField • EDITING THE FIELD • Expanding the field displays a special table comprised of subfields that a mix of fixed and variable length fields

12. CHECKING INDICATORS, SUBFIELDS, & HEADINGS • INDICATORS & SUBFIELDS • Right-click on the field to see a list of valid indicators and subfields • HEADINGS • Verifying and importing headings by right-clicking on the heading marc field(1xx, 6xx, 7xx, etc.) • Authority training video by Valerie Frechette of CMCC

13. QUESTIONS?

14. CREATING AN ITEM RECORD • FROM TEMPLATE • Occurs after creating a new bib record via z39.50 or an original bib record • ATTACHING TO AN EXISTING BIB RECORD • Happens when selecting Attach New Item from the ItemView in the Summary screen of the bib record.

15. EDITING AN ITEM OR BIB RECORD • Editing an item or bib is very much like editing a word processing document or an email • ITEM • Open the item record • Click anywhere in the field and make changes • BIB • Open the bib record • Make sure the Edit icon was selected • Click anywhere in the field and make changes

16. Happy Cataloging!

17. QUESTIONS?