The Ohio State University

Training Guidelines for Student Catalogers at the Non-Roman Section

databases and interfaces involved || procedures || add/update item records || constant data || call number || transfer records || linking records || terminology

To perform library online cataloging works, you have to gain a basic understanding of the interactivities between two online database management systems, namely, OCLC WorldCat and OSU Libraries' online catalog. The OCLC (stands for Online Computer Library Center) is a giant cooperated cataloging agency with many participating libraries and information centers allover the world. OCLC maintains a bibliographic database called the WorldCat. The Ohio State University Libraries (OSUL) is a participant of OCLC. Our holdings are maintained by the library's online catalog (OSCAR).

Most database systems are designed to have two different interfaces; one is for the public use and the other, for maintenance purpose. In an integrated library system, the public interface (or the library's online catalog search page) is for a user to search the database to see if a book or other types of item is available. In contrast, the maintenance interface is for a cataloger and other staff to facilitate or assist library users to find what they want by various operating activities, such as searching, adding, updating and organizing bibliographic records etc.

The following chart illustrates the interactivities between the two types of interface and the database. You will need to get yourself familiar with the interfaces, learn how to operate them during training and when you are working independently.

The solid black arrows represent the information retrieving activities between a public interface and the database; the blue and red arrows represent the capabilities of both database maintenance and information retrieving activities; the green arrow shows the activity of exporting/bringing in records from OCLC database to OSUL online catalog. More will be explained during your training sessions.

^ Top ^

Workflow illustrated

Millennium (Felix) part

• Initial steps: When you get a book in hand, first take a look on the streamer. Usually the streamer reveals (1) a bib number, (2) stack location of the item, and (3) the date it was received. It may also give you other information such as an OCLC number (If a book has no streamer attached to it, it may indicate a problematic item that requires special attention). Also examine the body of the book to see if it already has a barcode or not. If it has a (OSUL's) barcode, scan it on Millennium (Felix) to retrieve the record.
• You next step is to search for a bib record in OSUL's online catalog which is created for this title or work. You can do this either through the user interface, or through Millennium (Felix). The purpose is to see if our library already has a copy of this title. Search by  its title, author, bib number, or scanning the barcode if there is one.
  It is recommended to first search by title, and then by bib number etc. This way we can exhaustively locate existing records in the online catalog database, which might be associated with the item to be cataloged.
• When a bib record for this title is located in the online catalog, you need to do two things:
  •  First, determine if the bib record needs to be updated;
  •  Second, perform "Add and/or Update Item Record."

OCLC part

• When no bib record can be found in OSUL's online catalog; or even found but the bib record needs to be updated, refer to the following steps.
• Search OCLC database (WorldCat) through Connexion to look for a matching record.
  You can search by title, author name, combination of title and author name, and other methods learned, such as using the ISBN number, etc.
• Your search result may bring multiple records, in which case you should examine and choose the best one (the so called "matching record") If no record can be found, see "Preparing New Bibliographic Records."
• You then examine the record, edit it if necessary, and pay particular attention to: 
      • Information in fields 245, 260, and 300 must match that on the item (e.g. the book you have in hand). The 1XX field might be different from what you have, or it might be left different from the authority record
      • Also, if the book belongs to a series, there should be a 440 or 490 field. And information in the 440 or 490 field should match your item exactly.
• You next step is to apply your Constant Data: enter your cataloger's code in 910, the Bib Number in 948 (if necessary), location code, cataloging date, status code, and a bar code etc. in 949 field(s).
• Double check all the fields that you have just edited, changed and added.
• Update holding, export the record to OSCAR.
  Make sure the record you are overlaying is not opened on Felix, otherwise the system will generate duplicated record. (If such thing happened, immediately mark the duplicated record for deletion or report to your supervisor)
  Glimpse the pop-up message after the action of export, and note any unusual sign for mis-overlaying. Jot down the bib number for reference if necessary.
• Sometimes you might have questions and are not able to determine what to do, in such case you can save a copy of the record in your Local Bibliographic File, or optionally, add the record to OCLC online file. jot down the Online Save File Number on a piece of paper and attach it to the item for later reference when you ask your supervisor for instructions.

Final steps

• It is recommended to check and review the record again on the OSUL online catalog user interface. If you see any mistakes, make correction immediately.
• Write the Call Number with a pencil on the indicated place of the items when they are done. (Ask for instructions when the item is not in book print format, or is a book but in poor condition)
• Put all cataloged books on the truck going out to Labeling. (You maybe asked to hand the books to your supervisor for review if you are in your training period)
• Do not forget to keep a statistics for books you've processed! You need to submit your statistics at the end of every month.

Also see General Copy Cataloging Guidelines (All formats except serials) provided by the Cataloging Department.

^ Top ^

III. Add/update item records on Millennium

Item records are created and added to the libraries' online catalog database to represent materials which are owned by or available through OSUL. Each item record carries information relating to the physical piece and its circulation, such as location, copy number, volume number, and availability.

A bib record is like a holder in the online catalog database. All other types of record (except authority records), such as item records, are attached to their each bib records. The following chart illustrates the relationship between various types of records in the OSUL online database.

Preparing new bib record on OCLC Connexion

Now, you have seen what a library bibliographic record looks like when you learn to do copy cataloging. A library bibliographic record is created in the MARC record format, and by nature, it is a description (metadata) about a manifestation of a work. Through this record, we want to tell a library user what the manifestation of the work is and what it is about etc. Therefore, our description covers title, authorship, edition, physical description, publication information, series, etc. And to assist user to access to this manifestation of work, we assign subject heading(s) and a call number to the manifestation of the work, and add them to the bibliographic record, as well.

When you are learning to create a new bibliographic record, you are learning to input descriptive information on a "blank sheet" of MARC record. You will also learn how to assign call numbers and subject headings.

Some times, if you can not find a "matching record," but you could find a record that describes a similar entity, then, you can derive a new record from that similar one. This way, you can use those entries already created, and simply make modifications, and save a lot of time. Only start from scratch when you can't find any useful record at all.

^ Top ^

A constant data is a special, short MARC record consist of often-used fields and information, and it is frequently applied to a bibliographic record. Generally speaking, all fields in a constant data are for local usage. You can generate item record and include some local information by adding certain fields on the constant data. Constant data is handy especially when you are cataloging a set of materials that requires repeatedly same fields of information. Creating a constant data for your project can make your work more efficient.

In our daily routine, each constant data record may include fields 910 (cataloger identification), 948 (bibliographic number), 949s (library location and stack location codes, and cataloging data etc.), 590 (local note) and 793 (linking), etc.

910 field. Input your cataloger's identification code (in "xxN" format).
948 field. Input Bib # (in ".bxxxxxxxx" format).

First 949 (with second indicator value " 0 "). The 1st 949 field sets up information about location and processing date etc., in bib record

1. Sub field l encodes the location, e.g. "mai" for Main Library
2. Sub field m encodes material type (MAT TYPE), e.g. "a" for book
3. Sub field x encodes BCODE3, e.g. "-" for displaying the record on the library online catalog and OhioLink (DIS LOC&CENT)
4. Sub field d encodes the date of processing, e.g. "07-08-04" for July 8, 2004

Following 949 (with second indicator value " 1 ") will generate item record in the system. There can be multiple 949 fields if multiple item records need to be created.

1. Sub field c encodes volume number (omitted if no volume info needed)
2. Sub field g encodes copy number
3. Sub field i encodes barcode
4. Sub field j encodes ICODE1
5. Sub field l encodes the item's detailed location
6. Sub field s encodes SATUS
7. Sub field t encodes ITYPE
8. Sub field x encodes ICODE2

You can create multiple constant data records for different purposes or different projects. For examples, you may create one for books, one for video recordings, and another for a special project.

949 0 $l location $m MAT TYPE $x - $d date
949 1 [$c v. #] $g copy # $i barcode $j ICODE1 $l sub loc $s STATUS $t ITYPE $x ICODE2

After you have created your constant data, you can apply them to your Bib record. You can also revise them later if necessary. Remember to update the cataloging date in each of your constant data at the end of each month for statistical purpose.

^ Top ^

Call Number Parsing

We adjust cutter number against our own shelf-list for all P, M and N classifications. This means that, even if you are doing copy cataloging and you find a record on OCLC with a call number begins with P, M or N, you still need to check up the online catalog to see if the author or the work has been assigned a different classification. The purpose of doing so is to ensure collocation.

OSUL has a local practice to add a suffix to the call number in the bibliographic record for certain special form of items. This practice is also intended to assist retrieval. Do NOT confuse the call number suffix with another local practice called volume identifiers. The fundamental difference between these two is: a call number suffix is to be added in a bib record, whereas a volume identifier is to be applied only in an item record.

The following two cases demonstrate how decision is to made.

Case 1. A book accompanied with CD-ROM(s)

Since the main part of the item is in a book format, a bib record for book is created, and no call number suffix to be added. In this case, add a volume identifier for the CD-ROM in its item record.

Case 2. A title that is in the form of computer file, video recording, or other non-book formats.

Add a suffix to the call number in the bib record created. When such a suffix is added as part of the call number, there will be no necessary to add any volume number for each item in that format (but any supplements that are not in that format might need a volume identifier).

Examples

• Zenkoku hogen shiryo [electronic resource] (1999) has total 13 items, v.1 to v.12 are CD-ROMs (or computer files), and it has booklet identified as "suppl."
• Oshin [videorecording] (2003) is a set of DVDs in 7 volumes, each volume contains 4 to 5 pieces of DVDs.
• Spoken Swedish [sound recording] is a 5 volume set of phonotape cassette accompanied with a book. So the call number is PD5113.F72 1990 Phonotape cassette.
• The annual report of U.S. Nuclear Regulatory Commission. Call number: HD9698.A1 U5. Some volumes are in microfiche format. Therefore, volume identifier of "microfiche" is added in the volume field of those items.

Established call number suffixes:

• Computer file - When GMD is "electronic resource." Example, PL687.A3 Z4 1999 Computer file
• DVD - When GMD is "videorecording"
• Videotape - When GMD is 'videorecording" and the item is in VHS format. Example, PN1997.C485 Videotape
• Phonotape cassette - When GMD is "sound recording."
• Kit - When GMD is "kit." Example, DP102.I853 2001 Kit

Established volume identifiers: See "Document: Item Records: Volume Identifiers" issued by the Cataloging Department.

For more information about call number, consult your training handouts.

^ Top ^

How to transfer records on Millennium (Felix)

On Millennium: Select/display the item record you want to transfer, click Menu Edit - Transfer attached - Find bib, then follow the rest steps.

On Felix: You need to go back to the "Catalog Database Maintenance" menu level, and then press T for Transfer attached records. Make decision on whether to have the "source record" deleted. Enter the .b number of the item to be transferred, and follow the rest of the steps.

• [Definition] "Link additional Bib records" means to link an Item record to a Bibliographic record other than the one it originally attaches to.
• [Method]
  Millennium: Edit - Link to additional bib record - Find bib, then follow the rest steps.
  Felix: To link records on Felix, first display the Item record that you want to link to another Bib record, press X to initiate the linking process, and follow the rest of the steps.
• [Result] After linking is performed, more than one bib records will share this item record, or in other words, the item is linked to different Bib records.X to initiate the linking process, and follow the rest of the steps. ses when linking record is needed.
  1. In the case of bound-with items (see "With" notes, AACR2 2.7B21)
     Sometimes two or more different works are bound together in one volume with (or without) a collective title. Our strategy is to create two Bib records for each title. Create one item record under the Bib record of the first title, and then link it to other Bib records for the other titles.
  2. In the case of container record
        Example: The JMSTC Project
     The JMSTC is a huge series collection entitled "Meijiki Kankobutsu shusei. Dai 1 ki. Bungaku gengo hen 明治期刊行物集成.第1期.文學•言語編 ," in the format of Microfiche. It has about 12,000 microfiche items. Because there are too many Item records, we first create 10 identical container records, and distribute the 12,000 item record under each bib record. Then we create individual bib record for each Item (i.e., the record describing each microfiche title), and then link the appropriate Item to this newly created bib record.

  How to have a bib or item record marked for deletion

  Here are instructions on how to "mark record for deletion" (maintenance staff will run the system-delete on a monthly based circle). Report and hand the record to the Section Coordinator if you need to have the record(s) deleted immediately.

  • To delete an Item record: Set the ICODE1 field value to 999 on Item record
  • To delete a Bib record: Set the BIB LVL value to 9 on the Bib record

  ^ Top ^

  ---

  VII. Terminology

  "matching record"

  • [tentative definition] a bibliographic record that describes the same manifestation of the work that you have a copy in hand.
  • [criteria] ISBN number (if any), title, responsibly (author etc.), edition statement, extend (pages etc.), publication date, series, etc., must match those you get from the copy in your hand.
  • [exceptions] In certain circumstances, a different printing (or reproduction) maybe attached to a bib record that is made for another printing, if the rest criteria all kept the same.

  bib record

  • Abbreviation for bibliographic record.
  • A bib record is a description of a manifestation of a work.
  • It acts like a backbone in the online catalog database. All other types of records (except authority record), such as item records, must be attached to a bib record.

  item record

  • A type of records attached to a bib record to represent materials which are owned by or available through OSUL. Each item record carries information relating to the physical piece and its circulation, such as location, copy number, volume number, and availability.
  • See "Add and/or update item records on Millennium" for more information.

  MARC record

  • Stands for MAchine Readable Cataloging record.
  • For more information, see Understanding MARC.

  ^ Top ^