1 <?xml version="1.0" encoding="UTF-8"?>
2 <chapter xmlns="http://docbook.org/ns/docbook"
3 xmlns:xi="http://www.w3.org/2001/XInclude"
4 xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0"
7 <title>Cataloging</title>
10 <para>This chapter explains the cataloging procedures
11 carried out from the staff client.</para>
15 <section xml:id="MARC_editor">
16 <title>Working with the MARC Editor</title>
19 <primary>cataloguing</primary>
21 <secondary>MARC</secondary>
24 <para>The MARC Editor allows MARC tags, sub-fields, and
25 indicators to be edited.</para>
27 <para>OPAC icons for text, moving pictures and sound rely on
28 correct MARC coding in the leader and the 008, as do OPAC
29 search filters such as publication date, item type, or target
30 audience. Bibliographic matching and de-duplicating also need
31 correct and consistent MARC coding in particular tags.</para>
33 <simplesect xml:id="editingMARCrecords">
34 <title>Editing MARC Records</title>
37 <primary>cataloguing</primary>
39 <secondary>editing MARC records</secondary>
44 <para>Retrieve the record.</para>
50 <guimenu>Actions for this Record</guimenu>
52 <guimenuitem>MARC Edit</guimenuitem>
59 <para>The MARC record will display.</para>
63 <para>Select viewing and editing options, if
69 <guilabel>Stack subfields</guilabel>
71 to display each subfield on its own line.</para>
76 <guilabel>Flat-Text Editor</guilabel>
78 switches to a plain-text (menmonic) MARC format.
79 The advantage of this format is being able to copy
80 and paste multiple lines. It also allows the use of
83 xlink:href="http://people.oregonstate.edu/~reeset/marcedit/html/index.php">
84 http://people.oregonstate.edu/~reeset/marcedit/html/index.php</link>
86 ). Unclick the box to switch back.</para>
91 <guilabel>Fast Item Add</guilabel>
93 allows attaching items quickly with call number and
95 <guibutton>Save</guibutton>
97 is clicked, the **INSERT CROSS-REFERENCE** Copy
98 Editor will open.</para>
104 <para>Make changes as desired.</para>
108 <para>Right click into a tag field to add/remove
109 rows or replace tags.</para>
113 <para>With the cursor at the end of a subfield,
115 <keycap>Control + D</keycap>
118 <keycap>Control + I</keycap>
120 in Mac OSX) to insert a new subfield.</para>
124 <para>To remove a subfield, click
125 <keycap>Shift + Delete</keycap>
130 <para>To work with the data in a tag or indicator,
134 into the required field.
135 <emphasis>Right click</emphasis>
137 to view acceptable tags or indicators.</para>
142 <primary>MARC</primary>
144 <secondary>MARC leader</secondary>
148 <primary>MARC</primary>
150 <secondary>fixed field 008</secondary>
153 <para>Parts of the leader and the 008 field can be
154 edited with the fixed field box displayed above the
155 MARC record. Click into any box to edit the
156 contents. (Information about the leader and the 008
157 can be found on the Library of Congress's MARC
160 xlink:href="http://www.loc.gov/marc/bibliographic/ecbdlist.html">
161 http://www.loc.gov/marc/bibliographic/ecbdlist.html</link>
168 <para>The MARC Editor may be navigated using keyboard
170 <guibutton>Help</guibutton>
172 to see the shortcut menu from within the MARC
178 <para>When finished, click
179 <guibutton>Save Record</guibutton>
181 . The record stays open in the editor. You can close
182 the tab or switch to another view under
183 <guimenu>Actions for this Record</guimenu>
185 (for example to view it as it appears in the
191 <simplesect xml:id="overlayingMARCrecords">
192 <title>Overlaying MARC Records</title>
195 <primary>cataloguing</primary>
197 <secondary>overlaying MARC records</secondary>
200 <para>Overlaying a MARC record replaces an existing MARC
201 record while leaving all holdings, holds, active
202 circulations, bills, and fines intact.</para>
204 <para>In Evergreen, a record must be
205 <emphasis>marked</emphasis>
207 for overlay. The mark for overlay is by login. Only one
208 record at a time may be marked for overlay. When another
209 record is marked for overlay, the previously marked item is
211 <emphasis>de-marked</emphasis>
213 . Once a record is marked, it remains marked until overlaid
214 or until the user logs out of Evergreen.</para>
217 <title>Marking a record for overlay</title>
220 <para>Search for and retrieve a record for
227 <guimenu>Actions for this Record</guimenu>
229 <guimenuitem>Mark for Overlay</guimenuitem>
233 <emphasis>marked</emphasis>
240 <title>Overlaying the marked record</title>
243 <para>Once the record is marked for overlay, proceed to
245 <link linkend="z39.50">search for and import the new
246 record from a Z39.50 target</link>
253 <guibutton>MARC Editor for Overlay</guibutton>
255 . The TCN of the Evergreen record marked for overlay is
260 <para>The record displays in MARC Edit view. Edit the
261 record as necessary.</para>
266 <guibutton>Overlay Record</guibutton>
272 <para>The existing record will display along with a
273 prompt to confirm the overlay. Panes may be moved to
274 view the record in entirety, if required.</para>
279 <guibutton>Overlay</guibutton>
285 <para>Confirm the overlay. The record in Evergreen is
286 overlaid with the new MARC record. All pre-existing
287 holdings remain intact.</para>
292 <simplesect xml:id="validatingMARCrecords">
293 <title>Validating MARC Records</title>
296 <primary>cataloguing</primary>
298 <secondary>validating records</secondary>
301 <para>Validation checks headings that are subject to
302 authority control (subjects, names, uniform titles) by
303 comparing them to the authority records that are available
304 in the system.</para>
308 <guibutton>Validate</guibutton>
312 <step>Scroll through the record looking for fields that
313 have turned red.</step>
315 <step>Right-click on a field that is red. The closest
316 valid headings will display.</step>
318 <step>To apply a heading, mouse over it and click
319 <guilabel>Apply Selected</guilabel>
323 <step>Fields that do not validate are not necessarily
324 invalid--there may not be an authority record for that
325 name/subject/title. If you have the appropriate
326 permissions, you can add an authority record based on the
327 existing record.</step>
332 <section xml:id="AuthorityRecords">
333 <title>Authority Records</title>
336 <primary>cataloguing</primary>
338 <secondary>authority records</secondary>
341 <para>Authority records establish uniform usage for names,
342 topics/subjects, and uniform titles; they also guide users
343 from deprecated or alternative terms to desired terms.
344 Authority records are in MARC format. See
346 xlink:href="http://www.loc.gov/marc/authority/ecadhome.html">
347 http://www.loc.gov/marc/authority/ecadhome.html</link>
349 for more on the standard.</para>
351 <para>All bibliographic record fields that are controlled by authority records
352 will have a ‡0 subfield
353 containing the local ID for the controlling authority record.</para>
355 <para>When an authority record is edited or merged with
356 another authority record, the changes are
357 automatically propagated to all the bibliographic records with fields
358 connected to the ID of the edited authority record.</para>
362 <note>There are some limitations to the authorities in the
363 current version.</note>
367 xlink:href="http://open-ils.org/dokuwiki/doku.php?id=authorities:2.0">
368 http://open-ils.org/dokuwiki/doku.php?id=authorities:2.0</link>
370 for more documentation on authorities in Evergreen
373 <simplesect xml:id="viewingsearchingauthorityrecords">
374 <title>Viewing/Searching Authority Records</title>
379 <guimenu>Cataloging</guimenu>
381 <guimenuitem>Manage Authorities</guimenuitem>
386 <step>Enter a search term and choose an authority type
387 from the drop-down menu, then click
388 <guibutton>Submit</guibutton>
392 <step>A list of records will display.</step>
396 <simplesect xml:id="editingauthorityrecords">
397 <title>Editing Authority Records</title>
400 <simplesect xml:id="addingnewauthorityrecords">
401 <title>Adding New Authority Records</title>
404 <simplesect xml:id="mergingordeletingauthorityrecords">
405 <title>Merging or Deleting Authority Records</title>
409 <section xml:id="z39.50">
410 <title>Adding New Records via Built In Z39.50 Client</title>
413 <primary>cataloguing</primary>
415 <secondary>Z39.50</secondary>
418 <para>The Z39.50 client is used to search bibliographic
419 databases and examine or download bibliographic records. Open
422 <guimenu>Cataloging</guimenu>
424 <guimenuitem>Import Record from Z39.50</guimenuitem>
428 <simplesect xml:id="z39.50screenfeatures">
429 <title>Z39.50 Screen Features</title>
431 <para>Initially, or when you want to change targets, start
433 <guilabel role="bold">Service and Credentials</guilabel>
435 area. Here you choose the remote databases you wish to
436 search. Preconfigured servers are listed under Services. If
437 any require authentication to access, you will see username
438 and password boxes to the right.</para>
441 <step>Click all the databases you wish to search
442 simultaneously (see the Note about which fields can be
445 <step>Fill in user information for any that require
449 <guibutton>Save as Default</guibutton>
451 to preserve these settings for next time.</step>
455 <guilabel role="bold">Query</guilabel>
457 section is where you enter a search. The databases you
458 select control which search fields you can use. You may use
459 any combination of fields that are active (not grayed out),
460 but be aware that not all fields are active for every
461 database. Select just one database to see which fields are
462 active for that database.</para>
465 <para>If you are searching multiple databases, you will
466 only get results from those that support the fields
467 you're searching! For example,
468 <guilabel>Keyword</guilabel>
471 <guilabel>Subject</guilabel>
473 are only active if the local catalog is selected, so
474 using those fields in a combined database search
475 guarantees that you will only get results from the local
480 <guilabel>Query</guilabel>
482 section has three buttons.</para>
486 <guibutton>Search</guibutton>
488 begins searching on the criteria entered in the search
492 <guibutton>Clear Form</guibutton>
494 resets all fields to empty.</listitem>
497 <guibutton>Raw Search</guibutton>
499 is an advanced interface for using Prefix Query Format to
500 build complex searches. See
501 <xref linkend="rawsearches" />
507 <guilabel role="bold">Results</guilabel>
509 pane displays the results from the most recent search.
510 Information about each record retrieved appears on a
511 separate summary line, with various columns of
515 <listitem>If more than the default number of results is
517 <guibutton>Fetch More Results</guibutton>
519 to add the next set to the screen.</listitem>
522 <guibutton>List Action</guibutton>
524 to view options for exporting and saving from the list:
526 <listitem>Copy Field from selected row to
529 <listitem>Print List CSV</listitem>
531 <listitem>Copy List CSV to Clipboard</listitem>
533 <listitem>Save List CSV to File</listitem>
535 <listitem>Save List Configuration</listitem>
539 <listitem>Select an item and click
540 <guibutton>MARC View</guibutton>
542 to toggle viewing the MARC record. When in MARC View, you
544 <guibutton>Print Page</guibutton>
546 . To toggle back, click
547 <guibutton>Results View</guibutton>
551 <listitem>If you have previously
552 <link linkend="overlayingMARCrecords">marked a record for
556 <guibutton>MARC Editor for Overlay</guibutton>
558 will be active. Click to view/edit the new bib record to
559 be laid over the local one you selected. See
560 <xref linkend="overlayingMARCrecords" />
562 for details.</listitem>
565 <guibutton>MARC Editor for Import</guibutton>
567 is used to view/edit a new record.</listitem>
569 <listitem>To view long lists of results, click
570 <guibutton>Hide Top Pane</guibutton>
572 to give the results list more screen real
577 <simplesect xml:id="importingarecordviaz39.50">
578 <title>Importing a record via Z39.50</title>
580 <para>Find the desired record, click
581 <guibutton>MARC Editor for Import</guibutton>
583 , and make any desired changes. Click
584 <guibutton>Import Record</guibutton>
586 when done. A success (or failure) message will display. If
588 <guilabel>Fast Item Adds</guilabel>
591 <guilabel>Copy Editor</guilabel>
596 <simplesect xml:id="fastitemadds">
597 <title>Fast Item Adds</title>
600 <guibutton>Fast Item Add</guibutton>
603 <guilabel>Call Number</guilabel>
606 <guilabel>Item Barcode</guilabel>
608 fields. Use these to quickly add items to the record as you
611 <para>When you've successfully imported the record, the
612 copy editor will display. Make necessary adjustments and
614 <guibutton>Modify/Create Copies</guibutton>
619 <para>As of 2.0.6, the status of items created with Fast
620 Item Add will be set to
621 <emphasis>In Process</emphasis>
623 , consistent with other types of item creation. This is a
624 change from 2.0.5 and earlier, when items created with
625 Fast Add were Available.</para>
629 <simplesect xml:id="recordcollisions">
630 <title>Record Collisions</title>
632 <note>As of 2.0.5, if the global flag "Cat: Use internal ID
633 for TCN value" has been set by the administrator (under
636 <guimenuitem>Server Settings</guimenuitem>
638 <guimenuitem>Global Flags</guimenuitem>
642 ), the collision detection in the Z39.50 import interface
643 will be disabled because it relies on the TCN. Until a more
644 flexible collision detection process is in place, avoiding
645 duplicate bib record imports from Z39.50 will be up to the
650 <simplesect xml:id="rawsearches">
651 <title>Raw Searches</title>
653 <para>You can do advanced searching of remote databases in
654 Prefix Query Format by clicking
655 <guibutton>Raw Search</guibutton>
657 and entering a search string. Visit
659 xlink:href="http://www.indexdata.com/yaz/doc/tools.html">
660 http://www.indexdata.com/yaz/doc/tools.html</link>
662 for more details on PQF and examples you can copy/paste
663 into the search box.</para>