sirsi workflows cataloging module for the java client montana shared catalog jennie stapp montana...
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Sirsi Workflows Cataloging Module for the Java Client
Montana Shared Catalog Jennie Stapp
Montana Shared Catalog Technical [email protected]
Sirsi Workflows Cataloging Module
With appreciation to Sarah McHugh &Paulette Parpart
MSC Cataloging: The Basics – Catalog Structure
Bibliographic (Title) Record vs. Item (Copy) Record A bibliographic record belongs to the
consortium An item record belongs to an
individual library This includes call number and copy
information See pg. 3 of SIRSI manual for diagram
MSC Cataloging: The Basics – Terminology
OCLC – Online Computer Library Center A membership computer library
service with records from over 50,000 libraries in 84 countries and a primary source for copy catalog records.
Holdings – What a library owns
MSC Cataloging: The Basics – The Wizards
Wizard Properties Generic defaults are set by System
Admin Default Properties appear the first
time a wizard is opened Properties can be changed at this point Properties can be viewed every time a
wizard is opened or not Right click on a button to view and
change default properties
MSC Cataloging: The Basics – The Wizards
Title Maintenance Add Title
Used to create an original title record Modify Title
Used to enhance records, ie. add subject headings, to correct errors in bib records, or to update/modify brief records or CIP records
MSC Cataloging: The Basics – Folders
Title Record folders Control folder is common to that bib
record and therefore all volumes and copies connected to that
Administrative Information Bib folder is common to that bib
record and therefore all volumes Bibliographic Description
MSC Cataloging: The Basics – Folders
MARC Hldgs and Serial Ctrl folders pertain to the serials module and serial holdings data
Call Number/Item folder is a list of all volumes and individual copies associated with bib
Highlighting the call number causes the volume level information to display
Highlighting the barcode number causes the individual item (copy) level information to display
NOTE: A library’s call number may have more than one copy associated with it
MSC Cataloging: The Basics – The Wizards
Title Maintenance Duplicate Title
Used to create an original title record for an item that is very similar to an existing record, ie a new edition of an existing title, titles in a series, a reprint, etc.
Delete Title, Call Number or Items Used to remove a title when the change should
not be reflected in OCLC, ie, a brief ILL record that was never in OCLC
This is different from the OCLC Discard Report
MSC Cataloging: The Basics – The Wizards
Call Number/Item Maintenance Used to add a library’s holdings (items) to
an existing bib record Or
Used to edit information about a library’s volume, ie. update the call number
If a library has multiple copies of an item under a single call number, this change would impact all copies
Note: Circulation information and notes only appear at the item level
MSC Cataloging: The Basics – The Wizards
Item Maintenance Add Copies
Used to add an additional copy record to the title record for an item a library already owns
Edit Copies Used to edit a specific copy of an item (vs. the
volume), ie. item in repair Edit Copies Globally
Used to make the same change to a large number of items, ie. when discarding items
MSC Cataloging: The Basics – The Wizards
Authority Maintenance Authority records are outsourced
annually Headings can be validated when
creating new titles
MSC Cataloging: The Basics – The Wizards
Special Cataloging Functions Bound-with
Used to show a link between two separate bibliographic items physically bound together
Catalog Review File Link Order Line Holdings to Title
Acquisitions function
MSC Cataloging: The Basics – The Wizards
SmartPort Copy cataloging program used to
bring new bib records into the catalog Allows users to search using Z39.50
protocol Searches OCLC and LC among others
So what do I do now?
It is important to keep in mind that this is a very dynamic system. Using the system can offer dramatic improvements in you catalog but you must be open to workflow changes.
So what do I do now?
Is the title in question a duplicate of a title already held by your library?
Yes – Add a new copy1) Item Maintenance Wizard2) Add Items3) Search for Bib Record, ie. title search.
1) Verify bibliographic description4) Add Copy
1) If more than one library has this title select the appropriate library volume (on top)
5) Confirm/edit item level information, ie. Item ID6) OK
So what do I do now?
Is the title in question a duplicate of a title already held by your library? For current policy options for Item Types,
Home Locations and Item Categories see: http://montanalibraries.org/MSC/MLNmsc-home.htm
If libraries choose to not use barcode numbers as Item IDs they should use auto-generated ids. This can be done by typing AUTO in this field.
So what do I do now?
Is the title in question a duplicate of a title already held by the library?
No Is the title in question a duplicate of a title
already in the catalog but held by another library in the consortium?
Search MSC to confirm (hint: need to search by All Libraries under Item Search and Display)
1) Call Number/Item Maintenance Wizard2) Select current record
1) Verify bibliographic description of record found
So what do I do now?
Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium?
1) Add Call Number 2) Confirm your Library code3) Enter appropriate call number and edit any
other item level information, ie. Item ID or Item type
4) OK5) An additional copy of this title can be added at
this point if necessary
So what do I do now?
If you choose not to use the Serials Control Module, this is how you should add individual volumes for periodicals and serials. Each periodical issue, volume of a series or
serial will be added to a single bibliographic record using the steps to add a call number.
For more information see pg. 3 of the MSC Cataloging Guidelines
So what do I do now?
Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? No
Double check by using another search option, ie. author Please note that Browse searching does not search
Shadowed items Is the title in question a duplicate of a title
cataloged in another system, ie. OCLC? Search for title via SmartPort
or Perform a Batch Bib Load using another system
Using SmartPort
1) SmartPort Wizard (lightening bolt)2) Confirm default load settings3) Select system(s) to search, typically OCLC4) Select Connect 5) Enter log on
1) For OCLC follow this format: OCLCAuthorization/OCLCPasswordie. 111111111/xxxxxxx1 (not case sensitive)
Begin to search
Using SmartPort
Search Options & Tips Search or Browse by Author
Last first (no comma) Search or Browse by Title
Begin with first significant word If search results in error “Invalid Search
Expression Near-” put title in quotations marks
Search or Browse by ISBN Omit hyphens
Using SmartPort
Search Options & Tips (con’t) Search or Browse by ISSN
Include hyphen Search or Browse by LCCN
Omit hyphen Search or Browse by OCLC
Digits only (omit “ocm”) Change Search Pane View
Combination search
Using SmartPort
Is the title in question a duplicate of a title cataloged in another system, ie. OCLC?
Yes – there is a bib record for this title in OCLC (or other system) found through SmartPort
1) Select appropriate record and display1) Verify the bibliographic description; Look for
DLC in 040 Cataloging Source
2) Capture the record
Using SmartPort
3) Load Bibliographic Records Option1) ALWAYS SELECT MATCH AND LOAD (not replace
current record)
4) Select one or more match points which will allow the system to search for duplicate records in MSC (see pp. 82-86 of manual)1) Title Ctrl Num Src: ie. ISBN, OCLC, LCCN2) Call Sources: ie. 082 element
5) This will bring record into WorkFlows1) If you get message that the title was found in MSC
based on a match point, confirm existing bib record is a match. If it is do not bring in a duplicate record.
Using SmartPort
6) Give item a call number1) This call number must be unique
1) If an error occurs give the item a bogus call number
2) Change bogus call number using the Volumes and Call Numbers Maintenance Wizard/Edit Volumes and Call Numbers.
7) Edit any other information8) Select Save9) Note: only call number level information
available – must add item info10) Use the Item Maintenance/Add Item Wizard to
add an item1) Select current record2) Enter appropriate item level information and save
Performing a Batch Bib Load
Is the title in question a duplicate of a title cataloged in another system, ie. OCLC, or is it a part of a catalog batch from a vendor?
Yes – there is a bib record for this title in OCLC (or other system) found through WorldCat, Marchive, etc.
Step One1) Save (export) records via normal practice, ie. to
hard drive, shared drive, floppy (or use disk or FTP from vendor)
Performing a Batch Bib Load
Step Two Select MarcImport Utility Wizard located
on the Utility toolbar (may wish to add this button to cataloging toolbar)
Confirm that your are loading a Marc file Use the gadget to find the Source of the
exported file, ie. local drive, floppy, FTP Give a name to the Destination
Performing a Batch Bib Load
Select Import Select media is always pcdiskette “Is diskette ready?” – Yes “Are there more files to upload?” –
Depends Generally this will be no but if you have more
than one file to upload you can repeat these steps and append the exported files to your destination
Performing a Batch Bib Load
Step Three Select Reports Toolbar Select Setup and Schedule new Reports Again confirm the application to view
path is to Wordpad or Notepad Select Load Bibliographic Records from
the Marc Import tab Enter selection criteria under the Load
tab
Performing a Batch Bib Load
Select your Destination File as the File to Load
Select Selection Criteria File Format is Marc Title control number source for incoming items
will be codes for the match points noted after Marc Import (use Gadget to select codes)
Data cataloged should be current date Default record format is likely Marc Verify default Holding Code (Sarah can add or
change holding codes for individual libraries) Run Now
Performing a Batch Bib Load
Step Four Select Finished Reports List (still in
Reports toolbar) Again confirm the application to view
path is to Wordpad or Notepad Select Bib Load Confirm all records have loaded
properly
Performing a Batch Bib Load
Records are given auto-generated call numbers that must be edited.
Use Call Number/Item Maintenance Wizard to edit this information
Search for each title Note some default information is added
Edit call number and any other information Additional copies may be added at this
time
MSC Cataloging Guidelines
Review and Discussion How does this compare to current
workflows? How will your library incorporate this
system?
Creating a Clean CatalogSome record modifications to
consider After loading records through
SmartPort or a batch-bib load is a good time to review and enhance records
Add GMDs Modify CIPs Use the SmartPort Capture screen or the
Modify Title wizard to edit the bibliographic records
Creating a Clean CatalogAdding GMDs
General Materials Descriptions are added to the 245 title tag and describe the physical nature of the material
Example: Title|h[text (large print)] For more information see the MSC
Cataloging Guidelines Appendix E
Creating a Clean CatalogAdding GMDs
Approved GMDs include: |h[text (large print)] |h[videorecording (DVD)] |h[videorecording (VHS)] |h[electronic resource (CD-ROM)] |h[electronic resource] |h[sound recording (cassette)] |h[sound recording (CD)] |h[kit]
Creating a Clean CatalogModifying CIP Records
A Catalog in Process record is created by the Library of Congress before the item is actually published; as a result the record may be less than complete CIP Records indicators:
**The fixed field Enc-Lvt is 8 Other fixed fields may be blank, ie. ILL field 300 tag is incomplete 504 tag is incomplete Subject Headings are incomplete
Creating a Clean CatalogModifying CIP Records
For more information see the MSC Cataloging Guidelines Appendix A1) Search for the bibliographic record to
be modified2) Make the appropriate changes
1)Change Enc_Lvt * to K2)Add additional information, ie. 300 Tag
3) OK
Creating a Clean Catalog Transferring
Used when duplicate Bib records exists for the exact same title
See MSC Cataloging guidelines for what determines a duplicate
This may happen frequently after large data uploads
Select Transfer Title, Call Number or items Wizard (found in special cataloging function)
Creating a Clean Catalog Transferring
Search for duplicate records Review all appropriate bibliographic
records to determine which is the most complete/accurate record Use the Display Bibliographic
Description Wizard to review data (red books)
If possible choose the Library of Congress record, DLC
Creating a Clean Catalog Transferring
Select the Title/Volume/item to be transferred
Add to Tree (repeat for multiple titles items)
Select the title/volume or item to which to transfer
Add to Tree With that record highlighted hit Transfer Note: You should also transfer your
holdings in OCLC
Create Title
Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? Maybe???
Suggestions for when or when not to create original records (see MSC Cataloging Guidelines):
If the item is fiction holdings can be added to any appropriate record
If the item is a reprint only do not create a new record If the item is a new edition, including abridged
editions, create a new record Create a new record if the item is in a different
format, ie. book-on-tape, microform, electronic format, large type, video
Create Title
Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? No – the item requires original cataloging If you are an OCLC full-cataloging library you
can create a record in OCLC and import the record to Workflows using the bib load process
If you are an OCLC copy-cataloging library you can arrange to have an “agent” cataloger review your records and upload them to OCLC for you (talk to Sarah McHugh about this).
Create Title
Helpful cataloging sources: AACR2 OCLC Bibliographic Formats and Standards
http://www.oclc.org/bibformats/en/ Marc 21 Concise Format for Bibliographic
Data http://www.loc.gov/marc/bibliographic/ecbdhome.
html Fixed Field Elements (.pdf)
http://www.oclc.org/bibformats/pdf/ffe.pdf Library of Congress Authorities
http://authorities.loc.gov/
Printing Labels Create a label template
Label templates must first be created in the Label Designer Wizard To create the first or a new template
click Add Name the template
May want separate templates for different item types etc.
Printing Labels Create a label template
To set template parameters highlight template and select Modify
Look at the Label Set Preview Defaults to spine and pocket label Add or delete labels as necessary
Printing Labels Create a label template
Set the Page parameters first Entire sheet of labels
Next set Label Set parameters Both labels together
Set individual Label parameters last
Printing Labels Create a label template
Now set text (highlight the appropriate label in the label set preview)
Text lines can be added to each label using the Add Line option
Each line contains and element which can be text, a bibliographic entry, call number, copy number, etc
Lines can contain more than one element
Printing Labels Create a label template
To select content for each line: Set number of elements for each line For each element define content type Choose bib entry or call number/item
record element if necessary When finished hit OK If multiple templates exist one can be
selected as the default
Printing LabelsPrint on Demand
A label template must exist Print labels when adding items or
on demand Labels can be printed Call
Number/Item Maintenance Wizard or the Item Maintenance Wizard
Printing LabelsPrint on Demand
Using the appropriate wizard find the item that needs a label
Select the print preview wizard (has magnifying glass with printer)
Confirm label setup and print
Printing LabelsPrinting labels in batch
Select the Print Customs Label Report on the Bibliographic tab
Go to Setup and Schedule New Reports Find Report Add appropriate data, ie. library, home
location and date created Select template (must run individual
reports for each template) Run report ASAP
Shadowing
Used to hide an item from the public in iBristro while still allowing it to be used by staff in WorkFlows When to use this function:
An item is not ready for the public An item is being repaired An item is missing or be lost Etc.
Shadowing
Everything below the highest shadow level is hidden (volume or copy, see pp. 118 of manual for diagram) This can be done in:
Modify Title Call Numbers/Item Maintenance Edit items
The system will confirm at what level an item is to be shadowed
A reminder: Browse searching in Workflows does not search shadowed items.
Monthly OCLC Reports – Sarah McHugh
OCLC Upload OCLC Discard
Reports run monthly by system administrators to maintain our holdings in OCLC
Uses match points within the bibliographic records to add or remove holdings to OCLC records
Discarding vs. Removing Items
Discard an item when this change should be reflected in OCLC, ie. when weeding
1) Call Number/Item Maintenance2) Search for the appropriate volume
record3) Change the Home location to Discard4) This change will be reflected in the
monthly discard report sent to OCLC
Discarding vs. Removing Items
Remove an item when the change should not be reflected in OCLC, ie. removing an ILL record
1) Title Maintenance 2) Delete Titles, Call Numbers or Items3) Search for the record to be removed4) Select the appropriate level for removal, ie.
volume or copy5) If the only holding attached to a bib is to be
removed a message will appear confirming that the title record will be removed as well. Always select ok.