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Cataloging

Cataloging. University Name here DATE HERE Trainer’s NAME HERE. Session Agenda. Stage 0: Introduction Stage 1: Accessing Records Stage 2: Creating Records Stage 3: Saving Records Stage 4: Check Routines Stage 5: Editing Records Stage 6: Search Headings

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Cataloging

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  1. Cataloging University Name here DATE HERE Trainer’s NAME HERE

  2. Session Agenda • Stage 0: Introduction • Stage 1: Accessing Records • Stage 2: Creating Records • Stage 3: Saving Records • Stage 4: Check Routines • Stage 5: Editing Records • Stage 6: Search Headings • Stage 7: Locate Similar Records • Stage 8: Fix Routines • Stage 9: Authority Control Summary • Stage 10: Other Cataloging Functions • Stage 11: Importing Records • Stage 12: Authorizations and Privileges • Note: all examples are based on MARC 21. Cataloging

  3. Stage 0: Introduction Cataloging

  4. Opening the Cataloging Module • In the Catalog module, you may choose one of three modes: • Record mode • Items mode • Search mode • From the first window, you may access • a specific record by system number, or • a specific item by barcode or call number. System number Barcode Cataloging

  5. The Record Mode Upper Pane – Catalog Editor Navigation Pane Lower Pane – Tag Information Note: a red frame will enclose the pane in focus Cataloging

  6. The Items Mode Upper Pane – Item List Navigation Pane Lower Pane – Item Update Cataloging

  7. The Search Mode Upper Pane –Brief List Search/ Show Pane Lower Pane – Full View Cataloging

  8. The Operations Bar (Bottom Tray) Left-hand part: showing server communication. When the client communicates with the server, a red ‘stream’ is displayed. • Right-hand part (right-click) Login, • password changing and privileges • Menu language setup • Connect to a different library • Printing options • Exit all ALEPH applications Push to other modules: Acquisitions, Circulation, ILL and Alephadm Cataloging

  9. The Top Bar (Right) • Open template • Overview tree in upper pane (y/n) • Split editor mode (y/n) • Save on server and local drive • Check record • Activate ALEPH keyboard (y/n) • View in Search mode • ‘Push’ to Acquisitions • Close current record / all records • View record in full screen mode Cataloging

  10. Select Library • Although you may work with records from several libraries at the same time, you must be connected to a base library. • Menu/ALEPH/Connect to… • New records will be cataloged into this library. Cataloging

  11. Select Collection • You may also connect by right-clicking the Collection icon on the Operations Bar in the bottom tray. • Look at the Title (top) Bar to view the library (and server) you are currently connected to. Cataloging

  12. Importing Tables • When you connect to the required library, the system checks to make sure that the Cataloging Module is using the most recent version of the cataloging and print files. • If these have been modified, they will be downloaded into the pc (Depending on setup). • That explains the ‘Transfer File’ window that appears briefly upon initial connection. Cataloging

  13. Stage 1: Accessing Records Cataloging

  14. Accessing Records • There are two main ways to access records in the Cataloging module: • Finding a record • by Find (keyword search) or • by Browse • Direct access • Locally-saved records • Records saved on theserver Cataloging

  15. Browse for a Record • The Browse function enables you to scroll through an alphabetical index and retrieve the records attached to the desired entry from the list. • Select the Search Base, then the Index (or Headings List) you wish to browse, enter the initial characters of your search string, and click ‘Go’. Cataloging

  16. Browse for a Record • An example: browsing for “librar” in the Titles index. Note that the result list always shows one heading which is just above the requested one in the headings list. Cataloging

  17. Find - Keyword Searching • The Find function enables you to retrieve records using keywords. • Searching will be performed in the selected Word Index (such as Words in Title, Words in Author, etc.), or in a combined index, for records which contain the keyword/s. Cataloging

  18. Find - Keyword Searching • Select the search base. • Check the ‘Words Adjacent’ box if the search query should be treated as a string. • Select a search index. • Enter the keyword/s and click OK. • You may use wildcards • (e.g. comput* ). • Multi-index searching is • possible using the two • additional search boxes. Cataloging

  19. Results List • The Results List showing the number of matched results will be displayed in the lower pane. • If the number of results is lower than a pre-defined number, a Brief List will be displayed instead (more below). Cataloging

  20. Results List Options • Print/Send • to print, email or save results locally in one of the offered formats. • Save on Server • Save the result set on the server under a chosen name. • Load • Download a previously saved set. • Show • Display records as a Brief List and Full View. Cataloging

  21. Brief List • Click the Show option to see the Brief List of records (upper pane), with the full record view (lower pane). Cataloging

  22. Brief List Options • Sort • Sort records by two sort types. • Save As • Select records from the list and save as a new set. • My Records • Save a list of your search hits for use later. Records are saved in XML format on the local drive. • Click ‘Load’ to open previously-saved records. Cataloging

  23. Full View of Record • The lower pane shows a Full View of the record which was selected on the Brief List. Cataloging

  24. Full View Options • Note: Which buttons are active depends on which field is selected on the full view. • Locate • Locate records which are similar to the current one (More below). • Show Like (depending on selected field) • Show records which have the same data as in the selected field. • Headings (depending on selected field) • Display the Browse List, with the line chosen for the type of list and the starting text. Cataloging

  25. Full View Options • External • For fields pointing to external resources (e.g. 856), open up the relevant resource in a browser. • Link • To display records which are linked to the current one in a parallel, up or down relationship. • Item List • When a Holdings or Item field is highlighted, view the items linked to this record (all items, or items from a specific sublibrary, respectively). • Catalog • Change the display to the Catalog mode. • Items • Change the display to the Items mode. Cataloging

  26. Opening Records • Records may have been saved on the local drive, or on the server. • Locally-saved records may have been cataloged by a junior cataloger, and await approval by a more senior one, who has the authority to save them on the server. • Note that a locally-saved record may only be seen by the cataloger using that particular pc. Cataloging

  27. Opening a Locally-Saved Record • To open a locally-saved record, click Menu/cataloging/Open Record on Local Drive. Cataloging

  28. Load Record From Server • To open a record saved on the server, enter its system number in the top left field, and click the ‘arrow’ icon. • Alternatively, enter an item barcode in the second field (or browse the Item List by call numbers). System no. search Item call number or barcode search Browse call numbers Cataloging

  29. My Records • You may keep hits from your searches in My Records. Records will be saved locally, as an XML file. • A note may be added to saved records, for retrieval later on. • View, print or send the saved records from the My Records tab. You can also move a record to the Catalog mode for editing. Cataloging

  30. Stage 2: Creating Records Cataloging

  31. Creating Records • Records can be created from scratch, or based on pre-defined templates. • Alternatively, records may be imported from other sources (more later). • With each of these options you can use CatalogingForms to help entering subfield information. • Available options • 1. Using templates • 2. Cataloging from scratch Cataloging

  32. New Record From Template • The fastest and most efficient way to create new records is by using pre-defined templates. • The catalog module supports two types of templates: • Templates on the server • Local, user-defined, pc-based templates Cataloging

  33. Opening Existing Templates • Click on the Open Template button, or Ctrl+E, or select Menu/Edit/Expand from Template Cataloging

  34. Creating Local Templates • Local templates may also be created, based on any currently-open record, then edited. (They can also be modified as a text file on the client.) • Menu/Cataloging/Create Template on Local Drive Cataloging

  35. New Record From Scratch • Step 1: Select the • record format Step 2: Update the default values on the Leader and 008 forms (if set up by your system librarian to appear for new records) Step 3: Continue adding fields to the new record (there are two options: choosing from a pre-defined list, or manually). Cataloging

  36. Adding Fields • Option A: adding new fields from a pre-defined list (Menu/Edit/New Field (Choose from List) or F5). Cataloging

  37. Adding Fields • Option B: adding new fields as defined by the cataloger (Menu/Edit/New Field (User-Defined) or F6). • As you finished entering the new field’s code, the system will add its name (if it is defined already). Cataloging

  38. Adding Subfields • Then, subfields should be added to the new field or to other fields (Menu/Edit/New Subfield or F7). • Alternatively, open a Cataloging Form for a particular field, which includes all its pre-defined subfields. Cataloging

  39. Cataloging Forms Cataloging forms are available for various fields, allowing fast and easy data entry into subfields. Menu/Edit/Open Form or Ctrl+F for a selected field. Example: the form for the 008 tag. Cataloging

  40. View in Web OPAC • It is possible to view an open draft in the Web OPAC, by opening the Browser tab in the lower pane. Cataloging

  41. Stage 3: Saving Records Cataloging

  42. Saving Records • There are two main options for saving records: • Save on local drive (or Save all on local drive) • Save on server and local drive Cataloging

  43. Save on Local Drive • The Save on Local Drive and Save All on Local Drive options save the current record (or all open records) on the pc’s hard disk. • To save locally: Menu/Cataloging/Save on Local Drive. (or /Save All on Local Drive) • Note that the locally-saved record will not be available for others to find in the OPAC. Cataloging

  44. Save on Local Drive • All new records on the local drive are allocated a file name in the following format: NEWnnn.mrc Cataloging

  45. Save on Server • The Save on Server and Local Drive option updates the server-based database, and assigns a system number to the record (while retaining the ‘NEWnnn’ local-drive file number). • Pre-defined checks and fixes may be also applied to the record during saving. • The system number is a unique identifier of the record. This option saves the record both on the server and on your local drive. Cataloging

  46. Save on Server Save on Server and Local Drive Cataloging

  47. Save on Server To save: click Menu/Cataloging/Save on Server and Local Drive or the top toolbar icon . The record will be saved into the local bibliographic library. Next, the following confirmation screen will be displayed, where the Cataloger Level may be changed: Cataloging

  48. Save on Server • Basic record-saving rules • A lower-level cataloger cannot overwrite records that were saved by a higher-level cataloger. • If two or more people are working on the same record simultaneously, only changes made by the cataloger who called up the record first will be allowed to be saved. • When a record is saved on the server, any fields or subfields empty of content will be deleted. Cataloging

  49. Save on Server – Checks and Fixes • The system then checks the record, based on user-defined check procedures, and produces a check-report window. • You may override it, depending on the type of problems. • The system may also perform user-defined fix routines. • * These messages will • become triggers for • this record (more later). Critical error – no override! Information messages* Overridable error Cataloging

  50. Save on Server – Checks and Fixes • It is possible to view the errors/notes in the Messagestab in the lower pane. • Selecting any particular error will place a green highlight on the ‘problem’ field. Cataloging

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