sirsi workflows cataloging module for the java client montana shared catalog jennie stapp montana...

Sirsi Workflows Cataloging Module for the Java Client

Montana Shared Catalog Jennie Stapp

Montana Shared Catalog Technical AssistantJstapp2@mt.gov

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.