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>
35 <simplesect xml:id="editingMARCrecords">
36 <title>Editing MARC Records</title>
39 <primary>cataloguing</primary>
41 <secondary>editing MARC records</secondary>
46 <para>Retrieve the record.</para>
52 <guimenu>Actions for this Record</guimenu>
54 <guimenuitem>MARC Edit</guimenuitem>
61 <para>The MARC record will display.</para>
65 <para>Select viewing and editing options, if desired.</para>
66 <itemizedlist><listitem><para>
67 <guilabel>Stack subfields</guilabel>
69 to display each subfield on its own line.</para>
74 <guilabel>Flat-Text Editor</guilabel>
76 switches to a plain-text (menmonic) MARC format. The advantage of this
77 format is being able to copy and paste multiple lines. It also allows
78 the use of tools like MarcEdit (
79 <link xlink:href="http://people.oregonstate.edu/~reeset/marcedit/html/index.php">
80 http://people.oregonstate.edu/~reeset/marcedit/html/index.php</link>).
81 Unclick the box to switch back.</para>
86 <guilabel>Fast Item Add</guilabel>
88 allows attaching items quickly with call number and barcode.
89 When <guibutton>Save</guibutton> is clicked, the **INSERT
90 CROSS-REFERENCE** Copy Editor
92 </listitem></itemizedlist></step>
94 <step><para>Make changes as desired.</para>
95 <itemizedlist><listitem>
96 <para>Right click into a tag field to add/remove rows
97 or replace tags.</para>
100 <para>With the cursor at the end of a subfield, click <keycap>Control + D</keycap>
101 (<keycap>Control + I</keycap> in Mac OSX) to insert a new subfield.</para>
104 <para>To remove a subfield, click <keycap>Shift + Delete</keycap>
108 <para>To work with the data in a tag or indicator,
112 into the required field.
113 <emphasis>Right click</emphasis>
115 to view acceptable tags or indicators.</para>
119 <primary>MARC</primary>
121 <secondary>MARC leader</secondary>
125 <primary>MARC</primary>
127 <secondary>fixed field 008</secondary>
130 <para>Parts of the leader and the 008 field can be edited
131 with the fixed field box displayed above
132 the MARC record. Click into any box to edit the contents. (Information
133 about the leader and the 008
134 can be found on the Library of Congress's MARC Standards
136 <link xlink:href="http://www.loc.gov/marc/bibliographic/ecbdlist.html">
137 http://www.loc.gov/marc/bibliographic/ecbdlist.html</link>
143 <para>The MARC Editor may be navigated using keyboard
145 <guibutton>Help</guibutton>
147 to see the shortcut menu from within the MARC
153 <para>When finished, click
154 <guibutton>Save Record</guibutton>.
156 The record stays open in the editor. You can close the tab or switch to another view
157 under <guimenu>Actions for this Record</guimenu> (for example to view it as it
158 appears in the OPAC).</para>
166 <simplesect xml:id="overlayingMARCrecords">
167 <title>Overlaying MARC Records</title>
170 <primary>cataloguing</primary>
172 <secondary>overlaying MARC records</secondary>
175 <para>Overlaying a MARC record replaces an existing MARC
176 record while leaving all holdings, holds, active
177 circulations, bills, and fines intact.</para>
179 <para>In Evergreen, a record must be
180 <emphasis>marked</emphasis>
182 for overlay. The mark for overlay is by login. Only one
183 record at a time may be marked for overlay. When another
184 record is marked for overlay, the previously marked item is
186 <emphasis>de-marked</emphasis>. Once a record is marked, it remains
187 marked until overlaid
188 or until the user logs out of Evergreen.</para>
191 <title>Marking a record for overlay</title>
194 <para>Search for and retrieve a record for
201 <guimenu>Actions for this Record</guimenu>
203 <guimenuitem>Mark for Overlay</guimenuitem>
204 </menuchoice>. Record is now
205 <emphasis>marked</emphasis>.</para>
210 <title>Overlaying the marked record</title>
213 <para>Once the record is marked for overlay, proceed to
214 <link linkend="z39.50">search for and import the new record from a Z39.50
215 target</link>.</para>
221 <guibutton>MARC Editor for Overlay</guibutton>
223 . The TCN of the Evergreen record marked for overlay is
228 <para>The record displays in MARC Edit view. Edit the
229 record as necessary.</para>
234 <guibutton>Overlay Record</guibutton>
240 <para>The existing record will display along with a
241 prompt to confirm the overlay. Panes may be moved to
242 view the record in entirety, if required.</para>
247 <guibutton>Overlay</guibutton>
253 <para>Confirm the overlay. The record in Evergreen is
254 overlaid with the new MARC record. All pre-existing
255 holdings remain intact.</para>
259 <simplesect xml:id="validatingMARCrecords">
260 <title>Validating MARC Records</title>
263 <primary>cataloguing</primary>
265 <secondary>validating records</secondary>
267 <para>Validation checks headings that are subject
268 to authority control (subjects, names, uniform titles) by comparing them to the
269 authority records that are available in the system.</para>
271 <step>Click <guibutton>Validate</guibutton>.</step>
272 <step>Scroll through the record looking for fields that have turned red.</step>
273 <step>Right-click on a field that is red. The closest valid headings will display.</step>
274 <step>To apply a heading, mouse over it and click <guilabel>Apply Selected</guilabel>.</step>
275 <step>Fields that do not validate are not necessarily invalid--there may not be an authority
276 record for that name/subject/title. If you have the appropriate permissions, you
277 can add an authority record based on the existing record.</step>
281 <section xml:id="AuthorityRecords">
282 <title>Authority Records</title>
283 <indexterm><primary>cataloguing</primary>
284 <secondary>authority records</secondary>
286 <para>Authority records establish uniform usage for names, topics/subjects, and
287 uniform titles; they also guide users from deprecated or alternative terms to
288 desired terms. Authority records are in MARC format. See <link
289 xlink:href="http://www.loc.gov/marc/authority/ecadhome.html">
290 http://www.loc.gov/marc/authority/ecadhome.html</link> for more on the
292 <para>Some of the authority-oriented features in Evergreen 2.0 include:</para>
294 <listitem>Following the Library of Congress standard, a field in a bibliographic record is controlled by an authority record when it contains a ‡0 subfield. In Evergreen, the system control number in the ‡0 subfield is always interpreted as the local ID for the authority record.</listitem>
295 <listitem>When an authority record is edited or merged with another authority record, changes in authority records are automatically propagated to linked bibliographic records.</listitem>
296 <listitem>A user interface for managing authorities, including searching, editing, merging, and deleting authorities.</listitem>
297 <listitem>A script for linking fields in a set of uncontrolled bibliographic records to a set of authority records.</listitem>
299 <note>There are some limitations to the authorities in the current version.</note>
302 xlink:href="http://open-ils.org/dokuwiki/doku.php?id=authorities:2.0">
303 http://open-ils.org/dokuwiki/doku.php?id=authorities:2.0</link> for more
304 documentation on authorities in Evergreen 2.0.</note>
305 <simplesect xml:id="viewingsearchingauthorityrecords">
306 <title>Viewing/Searching Authority Records</title>
308 <step>Select <menuchoice><guimenu>Cataloging</guimenu>
309 <guimenuitem>Manage Authorities</guimenuitem></menuchoice>.</step>
310 <step>Enter a search term and choose an authority type from the drop-down menu, then
311 click <guibutton>Submit</guibutton>.</step>
312 <step>A list of records will display.</step>
315 <simplesect xml:id="editingauthorityrecords">
316 <title>Editing Authority Records</title>
318 <simplesect xml:id="addingnewauthorityrecords">
319 <title>Adding New Authority Records</title>
321 <simplesect xml:id="mergingordeletingauthorityrecords">
322 <title>Merging or Deleting Authority Records</title>
325 <section xml:id="z39.50">
326 <title>Adding New Records via Built In Z39.50 Client</title>
329 <primary>cataloguing</primary>
331 <secondary>Z39.50</secondary>
334 <para>The Z39.50 client is used to search bibliographic
335 databases and examine or download bibliographic records. Open
338 <guimenu>Cataloging</guimenu>
340 <guimenuitem>Import Record from Z39.50</guimenuitem>
344 <simplesect xml:id="z39.50screenfeatures">
345 <title>Z39.50 Screen Features</title>
347 <para>Initially, or when you want to change targets, start
349 <guilabel role="bold">Service and Credentials</guilabel>
351 area. Here you choose the remote databases you wish to
352 search. Preconfigured servers are listed under Services. If
353 any require authentication to access, you will see username
354 and password boxes to the right.</para>
357 <step>Click all the databases you wish to search
358 simultaneously (see the Note about which fields can be
361 <step>Fill in user information for any that require
365 <guibutton>Save as Default</guibutton>
367 to preserve these settings for next time.</step>
371 <guilabel role="bold">Query</guilabel>
373 section is where you enter a search. The databases you
374 select control which search fields you can use. You may use
375 any combination of fields that are active (not grayed out),
376 but be aware that not all fields are active for every
377 database. Select just one database to see which fields are
378 active for that database.</para>
381 <para>If you are searching multiple databases, you will
382 only get results from those that support the fields
383 you're searching! For example,
384 <guilabel>Keyword</guilabel>
387 <guilabel>Subject</guilabel>
389 are only active if the local catalog is selected, so
390 using those fields in a combined database search
391 guarantees that you will only get results from the local
396 <guilabel>Query</guilabel>
398 section has three buttons.</para>
402 <guibutton>Search</guibutton>
404 begins searching on the criteria entered in the search
408 <guibutton>Clear Form</guibutton>
410 resets all fields to empty.</listitem>
413 <guibutton>Raw Search</guibutton>
415 is an advanced interface for using Prefix Query Format to
416 build complex searches. See
417 <xref linkend="rawsearches" />
423 <guilabel role="bold">Results</guilabel>
425 pane displays the results from the most recent search.
426 Information about each record retrieved appears on a
427 separate summary line, with various columns of
431 <listitem>If more than the default number of results is
433 <guibutton>Fetch More Results</guibutton>
435 to add the next set to the screen.</listitem>
438 <guibutton>List Action</guibutton>
440 to view options for exporting and saving from the list:
442 <listitem>Copy Field from selected row to
445 <listitem>Print List CSV</listitem>
447 <listitem>Copy List CSV to Clipboard</listitem>
449 <listitem>Save List CSV to File</listitem>
451 <listitem>Save List Configuration</listitem>
455 <listitem>Select an item and click
456 <guibutton>MARC View</guibutton>
458 to toggle viewing the MARC record. When in MARC View, you
460 <guibutton>Print Page</guibutton>
462 . To toggle back, click
463 <guibutton>Results View</guibutton>
467 <listitem>If you have previously <link linkend="overlayingMARCrecords">
470 <guibutton>MARC Editor for Overlay</guibutton>
472 will be active. Click to view/edit the new bib record to
473 be laid over the local one you selected. See <xref linkend="overlayingMARCrecords"/>
474 for details.</listitem>
477 <guibutton>MARC Editor for Import</guibutton>
479 is used to view/edit a new record.</listitem>
481 <listitem>To view long lists of results, click
482 <guibutton>Hide Top Pane</guibutton>
484 to give the results list more screen real
489 <simplesect xml:id="importingarecordviaz39.50">
490 <title>Importing a record via Z39.50</title>
491 <para>Find the desired record, click <guibutton>MARC Editor for Import</guibutton>,
492 and make any desired changes. Click <guibutton>Import Record</guibutton> when done.
493 A success (or failure) message will display. If you used <guilabel>Fast Item Adds</guilabel>,
494 the <guilabel>Copy Editor</guilabel> will appear.</para>
496 <simplesect xml:id="fastitemadds">
497 <title>Fast Item Adds</title>
498 <para>Clicking the <guibutton>Fast Item Add</guibutton> box will display <guilabel>Call Number</guilabel> and
499 <guilabel>Item Barcode</guilabel> fields. Use these to quickly add items to the record as you
501 <para>When you've successfully imported the record, the copy editor will display. Make
502 necessary adjustments and click <guibutton>Modify/Create Copies</guibutton>.</para>
504 <para>As of 2.0.6, the status of items created with Fast Item Add will
506 <emphasis>In Process</emphasis>
508 , consistent with other types of item creation. This is a
509 change from 2.0.5 and earlier, when items created with Fast Add were Available.</para>
513 <simplesect xml:id="recordcollisions">
514 <title>Record Collisions</title>
515 <note>As of 2.0.5, if the global flag "Cat: Use internal ID for TCN value" has been set by
516 the administrator (under <menuchoice><guimenu>Admin <guimenuitem>Server Settings</guimenuitem>
517 <guimenuitem>Global Flags</guimenuitem></guimenu></menuchoice>), the collision
518 detection in the Z39.50 import interface will be disabled because it relies on the TCN.
519 Until a more flexible collision detection process is in place, avoiding duplicate
520 bib record imports from Z39.50 will be up to the user.</note>.
523 <simplesect xml:id="rawsearches">
524 <title>Raw Searches</title>
525 <para>You can do advanced searching of remote databases in Prefix Query Format by
526 clicking <guibutton>Raw Search</guibutton> and entering a search string. Visit
528 xlink:href="http://www.indexdata.com/yaz/doc/tools.html">
529 http://www.indexdata.com/yaz/doc/tools.html</link>
531 for more details on PQF and examples you can copy/paste
532 into the search box.</para>