[working/Evergreen.git] / 2.0 / stafftasks / cataloging.xml

<?xml version="1.0" encoding="UTF-8"?>
<chapter xmlns="http://docbook.org/ns/docbook"
xmlns:xi="http://www.w3.org/2001/XInclude"
xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0"
xml:id="cataloging">
  <info>
    <title>Cataloging</title>

    <abstract>
      <para>This chapter explains the cataloging procedures
      carried out from the staff client.</para>
    </abstract>
  </info>

  <section xml:id="MARC_editor">
    <title>Working with the MARC Editor</title>

    <indexterm>
      <primary>cataloguing</primary>

      <secondary>MARC</secondary>
    </indexterm>

    <para>The MARC Editor allows MARC tags, sub-fields, and
    indicators to be edited.</para>

    <para>OPAC icons for text, moving pictures and sound rely on
    correct MARC coding in the leader and the 008, as do OPAC
    search filters such as publication date, item type, or target
    audience. Bibliographic matching and de-duplicating also need
    correct and consistent MARC coding in particular tags.</para>



    <simplesect xml:id="editingMARCrecords">
      <title>Editing MARC Records</title>

      <indexterm>
        <primary>cataloguing</primary>

        <secondary>editing MARC records</secondary>
      </indexterm>

      <procedure>
        <step>
          <para>Retrieve the record.</para>
        </step>

        <step>
          <para>
          <menuchoice>
            <guimenu>Actions for this Record</guimenu>

            <guimenuitem>MARC Edit</guimenuitem>
          </menuchoice>

          .</para>
        </step>

        <step>
          <para>The MARC record will display.</para>
        </step>

        <step>
          <para>Select viewing and editing options, if desired.</para>
  <itemizedlist><listitem><para>
          <guilabel>Stack subfields</guilabel>

          to display each subfield on its own line.</para>
        </listitem>

        <listitem>
          <para> 
          <guilabel>Flat-Text Editor</guilabel>

          switches to a plain-text (menmonic) MARC format. The advantage of this
          format is being able to copy and paste multiple lines. It also allows
          the use of tools like MarcEdit (
          <link xlink:href="http://people.oregonstate.edu/~reeset/marcedit/html/index.php">
          http://people.oregonstate.edu/~reeset/marcedit/html/index.php</link>).
          Unclick the box to switch back.</para>
        </listitem>

        <listitem>
          <para> 
          <guilabel>Fast Item Add</guilabel>

          allows attaching items quickly with call number and barcode. 
          When <guibutton>Save</guibutton> is clicked, the **INSERT
          CROSS-REFERENCE** Copy Editor
          will open.</para>
        </listitem></itemizedlist></step>

        <step><para>Make changes as desired.</para>
<itemizedlist><listitem>
          <para>Right click into a tag field to add/remove rows
          or replace tags.</para>
        </listitem>
<listitem>
          <para>With the cursor at the end of a subfield, click <keycap>Control + D</keycap>
          (<keycap>Control + I</keycap> in Mac OSX) to insert a new subfield.</para>
        </listitem>
<listitem>
          <para>To remove a subfield, click <keycap>Shift + Delete</keycap>
          </para>
        </listitem>
        <listitem>
          <para>To work with the data in a tag or indicator,
          click or 
          <keycap>Tab</keycap>

          into the required field. 
          <emphasis>Right click</emphasis>

          to view acceptable tags or indicators.</para>
        </listitem>
<listitem>
         <indexterm>
        <primary>MARC</primary>

        <secondary>MARC leader</secondary>
      </indexterm>

      <indexterm>
        <primary>MARC</primary>

        <secondary>fixed field 008</secondary>
      </indexterm>

      <para>Parts of the leader and the 008 field can be edited
      with the fixed field box displayed above
      the MARC record. Click into any box to edit the contents. (Information 
      about the leader and the 008
      can be found on the Library of Congress's MARC Standards
      page at 
      <link xlink:href="http://www.loc.gov/marc/bibliographic/ecbdlist.html">
      http://www.loc.gov/marc/bibliographic/ecbdlist.html</link>
      .)</para>
      </listitem>
          
        </itemizedlist>
              <tip>
        <para>The MARC Editor may be navigated using keyboard
        shortcuts. Click 
        <guibutton>Help</guibutton>

        to see the shortcut menu from within the MARC
        Editor.</para>
      </tip>
        </step>

        <step>
          <para>When finished, click 
          <guibutton>Save Record</guibutton>.

          The record stays open in the editor. You can close the tab or switch to another view
          under <guimenu>Actions for this Record</guimenu> (for example to view it as it
          appears in the OPAC).</para>
        </step>

      </procedure>

    </simplesect>
    

    <simplesect xml:id="overlayingMARCrecords">
      <title>Overlaying MARC Records</title>

      <indexterm>
        <primary>cataloguing</primary>

        <secondary>overlaying MARC records</secondary>
      </indexterm>

      <para>Overlaying a MARC record replaces an existing MARC
      record while leaving all holdings, holds, active
      circulations, bills, and fines intact.</para>

      <para>In Evergreen, a record must be 
      <emphasis>marked</emphasis>

      for overlay. The mark for overlay is by login. Only one
      record at a time may be marked for overlay. When another
      record is marked for overlay, the previously marked item is
      
      <emphasis>de-marked</emphasis>. Once a record is marked, it remains 
      marked until overlaid
      or until the user logs out of Evergreen.</para>

      <procedure>
        <title>Marking a record for overlay</title>

        <step>
          <para>Search for and retrieve a record for
          overlay.</para>
        </step>

        <step>
          <para>Select 
          <menuchoice>
            <guimenu>Actions for this Record</guimenu>

            <guimenuitem>Mark for Overlay</guimenuitem>
          </menuchoice>. Record is now 
          <emphasis>marked</emphasis>.</para>
        </step>
      </procedure>

      <procedure>
        <title>Overlaying the marked record</title>

        <step>
          <para>Once the record is marked for overlay, proceed to
          <link linkend="z39.50">search for and import the new record from a Z39.50
          target</link>.</para>
        </step>

        
        <step>
          <para>Click 
          <guibutton>MARC Editor for Overlay</guibutton>

          . The TCN of the Evergreen record marked for overlay is
          displayed.</para>
        </step>

        <step>
          <para>The record displays in MARC Edit view. Edit the
          record as necessary.</para>
        </step>

        <step>
          <para>Click 
          <guibutton>Overlay Record</guibutton>

          .</para>
        </step>

        <step>
          <para>The existing record will display along with a
          prompt to confirm the overlay. Panes may be moved to
          view the record in entirety, if required.</para>
        </step>

        <step>
          <para>Click 
          <guibutton>Overlay</guibutton>

          .</para>
        </step>

        <step>
          <para>Confirm the overlay. The record in Evergreen is
          overlaid with the new MARC record. All pre-existing
          holdings remain intact.</para>
        </step>
      </procedure>
    </simplesect>
<simplesect xml:id="validatingMARCrecords">
      <title>Validating MARC Records</title>

      <indexterm>
        <primary>cataloguing</primary>

        <secondary>validating records</secondary>
      </indexterm>
<para>Validation checks headings that are subject
to authority control (subjects, names, uniform titles) by comparing them to the
authority records that are available in the system.</para>
<procedure>
<step>Click <guibutton>Validate</guibutton>.</step>
<step>Scroll through the record looking for fields that have turned red.</step>
<step>Right-click on a field that is red. The closest valid headings will display.</step>
<step>To apply a heading, mouse over it and click <guilabel>Apply Selected</guilabel>.</step>
<step>Fields that do not validate are not necessarily invalid--there may not be an authority
record for that name/subject/title. If you have the appropriate permissions, you 
can add an authority record based on the existing record.</step>
</procedure>
</simplesect>
  </section>
<section xml:id="AuthorityRecords">
<title>Authority Records</title>
<indexterm><primary>cataloguing</primary>
<secondary>authority records</secondary>
</indexterm>
<para>Authority records establish uniform usage for names, topics/subjects, and 
uniform titles; they also guide users from deprecated or alternative terms to
desired terms. Authority records are in MARC format. See <link
        xlink:href="http://www.loc.gov/marc/authority/ecadhome.html">
        http://www.loc.gov/marc/authority/ecadhome.html</link> for more on the 
standard.</para>
    <simplesect xml:id="viewingsearchingauthorityrecords">
<title>Viewing/Searching Authority Records</title>
<procedure>
<step>Select <menuchoice><guimenu>Cataloging</guimenu>
<guimenuitem>Manage Authorities</guimenuitem></menuchoice>.</step>
<step>Enter a search term and choose an authority type from the drop-down menu, then
click <guibutton>Submit</guibutton>.</step>
<step>A list of records will display.</step>
</procedure>
</simplesect>
    <simplesect xml:id="editingauthorityrecords">
<title>Editing Authority Records</title>
</simplesect>
    <simplesect xml:id="addingnewauthorityrecords">
<title>Adding New Authority Records</title>
</simplesect>
    <simplesect xml:id="mergingordeletingauthorityrecords">
<title>Merging or Deleting Authority Records</title>
</simplesect>
</section>
  <section xml:id="z39.50">
    <title>Adding New Records via Built In Z39.50 Client</title>

      <indexterm>
        <primary>cataloguing</primary>

        <secondary>Z39.50</secondary>
      </indexterm>

    <para>The Z39.50 client is used to search bibliographic
    databases and examine or download bibliographic records. Open
    the client with 
    <menuchoice>
      <guimenu>Cataloging</guimenu>

      <guimenuitem>Import Record from Z39.50</guimenuitem>
    </menuchoice>
    </para>

    <simplesect xml:id="z39.50screenfeatures">
      <title>Z39.50 Screen Features</title>

      <para>Initially, or when you want to change targets, start
      with the 
      <guilabel role="bold">Service and Credentials</guilabel>

      area. Here you choose the remote databases you wish to
      search. Preconfigured servers are listed under Services. If
      any require authentication to access, you will see username
      and password boxes to the right.</para>

      <procedure>
        <step>Click all the databases you wish to search
        simultaneously (see the Note about which fields can be
        used).</step>

        <step>Fill in user information for any that require
        it.</step>

        <step>Click 
        <guibutton>Save as Default</guibutton>

        to preserve these settings for next time.</step>
      </procedure>

      <para>The 
      <guilabel role="bold">Query</guilabel>

      section is where you enter a search. The databases you
      select control which search fields you can use. You may use
      any combination of fields that are active (not grayed out),
      but be aware that not all fields are active for every
      database. Select just one database to see which fields are
      active for that database.</para>

      <note>
        <para>If you are searching multiple databases, you will
        only get results from those that support the fields
        you're searching! For example, 
        <guilabel>Keyword</guilabel>

        and 
        <guilabel>Subject</guilabel>

        are only active if the local catalog is selected, so
        using those fields in a combined database search
        guarantees that you will only get results from the local
        catalog.</para>
      </note>

      <para>The 
      <guilabel>Query</guilabel>

      section has three buttons.</para>

      <itemizedlist>
        <listitem>
        <guibutton>Search</guibutton>

        begins searching on the criteria entered in the search
        fields.</listitem>

        <listitem>
        <guibutton>Clear Form</guibutton>

        resets all fields to empty.</listitem>

        <listitem>
        <guibutton>Raw Search</guibutton>

        is an advanced interface for using Prefix Query Format to
        build complex searches. See 
        <xref linkend="rawsearches" />

        .</listitem>
      </itemizedlist>

      <para>The 
      <guilabel role="bold">Results</guilabel>

      pane displays the results from the most recent search.
      Information about each record retrieved appears on a
      separate summary line, with various columns of
      information.</para>

      <itemizedlist>
        <listitem>If more than the default number of results is
        available, use 
        <guibutton>Fetch More Results</guibutton>

        to add the next set to the screen.</listitem>

        <listitem>Click 
        <guibutton>List Action</guibutton>

        to view options for exporting and saving from the list: 
        <itemizedlist>
          <listitem>Copy Field from selected row to
          Clipboard</listitem>

          <listitem>Print List CSV</listitem>

          <listitem>Copy List CSV to Clipboard</listitem>

          <listitem>Save List CSV to File</listitem>

          <listitem>Save List Configuration</listitem>
        </itemizedlist>
        </listitem>

        <listitem>Select an item and click 
        <guibutton>MARC View</guibutton>

        to toggle viewing the MARC record. When in MARC View, you
        can 
        <guibutton>Print Page</guibutton>

        . To toggle back, click 
        <guibutton>Results View</guibutton>

        .</listitem>

        <listitem>If you have previously <link linkend="overlayingMARCrecords">
        marked a record for
        overlay</link>, 
        <guibutton>MARC Editor for Overlay</guibutton>

        will be active. Click to view/edit the new bib record to
        be laid over the local one you selected. See <xref linkend="overlayingMARCrecords"/>
        for details.</listitem>

        <listitem>
        <guibutton>MARC Editor for Import</guibutton>

        is used to view/edit a new record.</listitem>

        <listitem>To view long lists of results, click 
        <guibutton>Hide Top Pane</guibutton>

        to give the results list more screen real
        estate.</listitem>
      </itemizedlist>
    </simplesect>

    <simplesect xml:id="importingarecordviaz39.50">
      <title>Importing a record via Z39.50</title>
<para>Find the desired record, click <guibutton>MARC Editor for Import</guibutton>,
and make any desired changes. Click <guibutton>Import Record</guibutton> when done. 
A success (or failure) message will display. If you used <guilabel>Fast Item Adds</guilabel>, 
the <guilabel>Copy Editor</guilabel> will appear.</para>
    </simplesect>
    <simplesect xml:id="fastitemadds">
      <title>Fast Item Adds</title>
<para>Clicking the <guibutton>Fast Item Add</guibutton> box will display <guilabel>Call Number</guilabel> and
<guilabel>Item Barcode</guilabel> fields. Use these to quickly add items to the record as you
edit it.</para>
<para>When you've successfully imported the record, the copy editor will display.  Make 
necessary adjustments and click <guibutton>Modify/Create Copies</guibutton>.</para>
      <note>
        <para>As of 2.0.6, the status of items created with Fast Item Add will
        be set to 
        <emphasis>In Process</emphasis>

        , consistent with other types of item creation. This is a
        change from 2.0.5 and earlier, when items created with Fast Add were Available.</para>
      </note>
    </simplesect>

    <simplesect xml:id="recordcollisions">
      <title>Record Collisions</title>
<note>As of 2.0.5, if the global flag "Cat: Use internal ID for TCN value" has been set by
the administrator (under <menuchoice><guimenu>Admin <guimenuitem>Server Settings</guimenuitem>
<guimenuitem>Global Flags</guimenuitem></guimenu></menuchoice>), the collision
detection in the Z39.50 import interface will be disabled because it relies on the TCN. 
Until a more flexible collision detection process is in place, avoiding duplicate
bib record imports from Z39.50 will be up to the user.</note>.
    </simplesect>

    <simplesect xml:id="rawsearches">
      <title>Raw Searches</title>
<para>You can do advanced searching of remote databases in Prefix Query Format by 
clicking <guibutton>Raw Search</guibutton> and entering a search string. Visit 
        <link
        xlink:href="http://www.indexdata.com/yaz/doc/tools.html">
        http://www.indexdata.com/yaz/doc/tools.html</link>

        for more details on PQF and examples you can copy/paste
        into the search box.</para>
    </simplesect>
  </section>
</chapter>