Cataloguing of Books in Koha ILMSFAO user’s guide

(draft prepared by S. Kaloyanova)

(10.04.2012)

The standard Koha manual on cataloguing can be seen at:http://manual.koha-community.org/3.6/en/cataloging.html

It includes general guide how to:1. Add a new record http://manual.koha-community.org/3.6/en/cataloging.html#addbibrec2. Editing recordshttp://manual.koha-community.org/3.6/en/cataloging.html#editbibrec

3. Copy recordshttp://manual.koha-community.org/3.6/en/cataloging.html#dupbibrec

4. Work with items

http://manual.koha-community.org/3.6/en/catitems.html

5. Work with authority recordshttp://manual.koha-community.org/3.6/en/catauthorities.html

In the following chapters we included some specific to FAO input guidelines and tips collected by the FAO staff.

I. Introduction

The cataloguing is the first step for a new order placing. As soon as an order is placed and the first item received the catalogue record can be upgraded.

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The procedure for cataloguing of a new book title or editing of existing book is presented in the above flowchart.

Main steps for cataloguing in Koha:

-> Log in to Koha http://unfao.koha-ptfs.eu:8080This is the login screen

You should have an UserID and password assigned by the system administrator. The Login will set a range of privileges and preference for you.

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First task before cataloguing a new book is to search if it was not already catalogued in Koha

1. Search in Koha catalogue if the bibliographic record exists is done by clicking on the search button for more advanced search features. If you use cataloguing general search box you can not filter only books and will get also serials).

You can also type your search (e.g. book title) in the search text box of Cataloguing module, type your search and click on Submit. This search is in the whole record. Use better ISBN than the book title for more precise searching

In case the record was found you can edit bibliographic record by selecting “edit biblio”.

In case that the record was not found you can select Cataloguing from “More” drop down list or “Cataloguing” click on Add MARC Record and then New record in order to catalogue it.

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There are two types of cataloguing: Original cataloguing – by choosing "New record" to create a new bibliographic record or copy cataloguing using Z39.50 Search button and copy a record from external source if catalogued. (You can use Copy cataloguing through Z39.50 function in Koha to look for more bibliographic information than the one existing in FAOBIB).

2. Additional search for a given bibliographic record can be done in the legacy ILMS system FAOBIB

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Keep in mind that we have to keep for now at least the Koha Accession number equal to the FAOBIB AN. We can also check with the fields from the cataloguing record in FAOBIB, including holding libraries, call number and subjects in the Koha cataloguing.

Deleting Records

TIP: To delete a BIB Record, first delete all holdings (items) attached to the bib. Select Delete from the Edit dropdown menu in the normal view of the record.

o Note: the delete option on the Edit dropdown menu will be greyed out when a holdings exist. It will only allow you to delete the bib record after all the holdings (items) have been deleted.

Mapping considerations

As we know FAO library books are not FAO documents catalogued uniquely at FAO but the

documents that may have been already catalogued elsewhere. FAO will not be the main

supplier of MARC21 for those records. It is not planned for now to install Z39.50 server and

to expose FAOLIB records in MARC21 for copy cataloguing by another organizations. The

records will be however used for collection description purpose, for search, access and

exchange (XML or RDF) with other applications.

The team agreed to accept the MARC21 mapping with little variation from the MARC21 rules

listed in Annex 1. It will be seen more as Koha internal MARC format providing a structure

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for keeping in Koha the bibliographic records created during decades and exchanging them

in any other format requested. We have already mentioned in the initial stage that there are

a lot of ready tools for MARC21 management and conversion.

Cataloguing of a new record

In order to catalogue monographs the user has to select “Books format for FAO”worksheet for cataloguing of monographs in the FAO ILMS system.

Each record is represented in a framework. The book format for FAO framework includes 9 pages with numerically ordered tags, default values, authority control files, indicators and fields values.

The question ? after the tag will link to help message or any additional information that will help cataloguer in his work.

When click on the tag label we receive expanded view of all subfields of this tag in alphabetical order . You can move them and change the order using the arrow icons

Click on the box will bring default values in the tag

When click on minus ( –) the system deletes the occurrence and on plus sign (+ ) the system creates a new occurrence of the field (subfield).

Three dots (...) after the tag (or subfields) are linking to the authority file.

II. Cataloguing guide

“Book format for FAO” worksheet (page by page presentation and tips):

Page 0

6

000 - Leader

5 Record status should be set up by default to: n –new or c –corrected or revised for updates

7 Should be m for Monograph18 Leave Non-ISBD

No other input is expected by the cataloguers in this field

001 - Accession number

Should be 6 digits number assigned by FAOBIB for now until we are cataloguing in FAOBIB.

423680

7

You can click on the ? mark to link to the application for requesting a new number available or click on

http://lib.fao.org/Documentation/Tools/accno.asp to check the next Accession number to be assigned for FAOLIB. Please keep the leading zeros in this number. In the future it should be validated to avoid duplication. Search for the AN is now available in the search staff interface. On line validation will run automatically after the cataloguer clicks on save record

005 - DATE AND TIME OF LATEST TRANSACTION −

Click in the text box of the field to get the date of update automatically filled by the system

008 Fixed length data elements – General; Information

No input is expected in this field. (15-17 )place of publication is typed in the normal tag 260$a

Check for 7-10 beginning date of publication as used in search and shoyld be typed here in format YYYY

020 - ISBN + −

International Standard Book Number a

978-0-89118-175-0

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Specify the number as the original one with dashes

022 - ISSN + −

International Standard Serial Number

Specify the number with dashes

040 - CATALOGING SOURCE −

Original cataloguing agency −

Modifying agency + −

ItRFAO by default When copy catalogued some other values may come from the source record e.g.

040 - CATALOGUING SOURCE − By default should be loaded ItRFAO

Original cataloguing agency −

Transcribing agency −

Modifying agency + −

Modifying agency + −

Modifying agency

In case the record was copy catalogued and we are updating it we have to put in $d ItRFAO for ID of FAO as modifying agency.

041 - LANGUAGE CODE + −

Language code of text/sound track or separate title

+ −

We have to select from a list, where the 3 digits language code according to ISO639-2

See http://id.loc.gov/search/?q=&q=cs%3Ahttp%3A%2F%2Fid.loc.gov%2Fvocabulary%2Fiso639-2

will be written in the field. In case we got from copy cataloguing 2 digits language code it has to be replaced by 3 digits code. We use repeatable subfield $a for more than one occurrence and not repeatable field 041

072 - SUBJECT CATEGORY CODE + −

Source −

Subject category code −

a

0065-4663

a ItRFAO

d ItRFAO

a OCU

c OCU

d ICU

d CU-S

d WaSeSS

a

2 agrissce

a

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Select agrissc to specify AGRIS/CARIS categorization scheme used and then fill the code from the authority list or type it. In the future developments this field could be used as a source for the field with full AGRIS category name in field 690.

080 - UNIVERSAL DECIMAL CLASSIFICATION NUMBER + −

Edition identifier −

Universal Decimal Classification number

−

Item number −

Common auxiliary subdivision

Use subfield $a for UDC number

This field is not used for now for Books but can receive a value from copy cataloguing.

084 ? - FAO call number + −

FAO call number ...

Use the authority list to select the call number and then upgrade it

088 - Report number + −

Report number −

546 ? - Language full name + −

Language name

Duplicates the language code but represents the full name of the language for better display. Translation will be done automatically by a scheduled procedure and not by the cataloguers (after March 2012 this tag may be suppressed from the worksheet but used in the record display )

2

a

b

x

a S73 533 no.55

a

a

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Page 1

Use authority list for Personal author (100 or 700), Corporate author (110 or 710: main or added entry) or meeting name (111 or 711: main or added entry)

Click on the three dots (...) to go to the authority file. Authority file records can be only edited here. The deletion or creation of new authority record is done by the administrators using authority option from the main menu.

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Click on choose to bring the selected value in the field

Page 2

The main fields in this page are:

245 - TITLE

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Title

Remainder of title −

Statement of responsibility, etc −

Medium −

Mandatory field. It contains the main and secondary book titles. Do not transliterate other language titles but type the original if possible. Type in upper /lower case. Discussion on the input of other languages title in UNICODE is needed.

246 Other title

Additional selection of language code has been added ($e) (March 2012)

246 ? - Varying form of title + −

Title proper/short title

Remainder of title

Medium

Language

260 - PUBLISHER--PUBLICATION, DISTRIBUTION, ETC. (IMPRINT) + −

Place of publication, distribution, etc

+ −

Name of publisher, distributor, etc

+ −

Can be copied from FAOBIB or copy cataloguing source. In Koha it should be in Upper/lower case

Page 3

a Urban ecosystem ecology

b

c

h

a

b

h

i

a

Genova, Italy

b

Societa italiana di biologia marina

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Content type should be selected from the list:

Media type should be selected from the list:

Page 5

500 contains Public notes (field 59^b of FAOBIB)

520 Type here the whole abstract

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541 $c Acquisition mode should be selected from a list: Gift, Exchange, Incoming, Order

590 is used to indicate if "Table of contents Service" is available

610 populated as subject corporate author (check this with legacy data taken Institution acronyms 070). Propose change of labels

http://unfao.koha-ptfs.eu:8080/cgi-bin/koha/cataloguing/addbiblio.pl?biblionumber=598539&op=)

Page 6

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Type indicators for primary or secondary terms.

Click the dash after the text Agrovoc

You will receive

Select the language(s) for indexing and type the initial term in the box using criteria start with , contains, ends with or exact and then click on search.

e.g. plant irrigation will show on the left frame all terms starting with (and following) aquatic plants

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All the selected terms will be collected in the text box below the selection frames and on click “Move to record” will be copied to different occurrences of tag 650 with identified language, indicators and term code.

650 Indicator 17 is used for AGROVOC primary terms and indicator 27 is used for secondary terms. To delete a term we should delete the whole occurrence (including term code, language, term etc.) and not only the subfield with the term

$a contains the term

$2 the source (agrovoc for English, agrovocf for French, agrovocs for Spanish) will be taken automatically from the AGROVOC selection

651 is used for AGROVOC geographic terms. Indicator #7 is used

$a contains the term

$2 the source (agrovoc for English, agrovocf for French, agrovocs for Spanish)

651 ? - Subject--geographic name + − Agrovoc: −

Source of heading or term

9 (RLIN)

7

2

9 16137

17

Authority Record Control Number

Geographic name ...

690 $a can be used for the full name of AGRIS/CARIS category but should be filled automatically in the future translated using the code written in 072

691 $a FAIRS Geographics terms Moved from FAOBIB field 85 for the legacy data . As most of them are included in AGROVOC this field will not be used for cataloguing of new records. The old values are kept and can be taken as AGROVOC terms through new selection of AGROVOC (650)

692 Use the selection list for Library subject codes

693 $a FAIRS subject terms. A new list is prepared and loaded as authority list. The values from the legacy data which are not included in the authority list are not shown in the worksheet (if authority file link is activated) but can be seen in MARC view and can be taken (copied) or deleted. See records control-number=226796/8

Page 7

710 is used for Corporate author main ($a) and subordinate unit ($b) and has been moved to page 1 to be together with 110

775 $o is used for related language version accession number

$e is used to identify the language code for the related version. Selection list has been added (March 2012)

$o is used for AN of the related record

0

3371

a Great Britain

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776 $h is used for related version of the same document (print/electronic)

Page 8

830 is used for Monograph in series to keep the Uniform series title (^a), language and volume information . Use the authority file. Updating of the authority can be done manually or by a procedure

856 $u is used for URL address (equivalent to 63^a in FAOBIB)

Indicator 42 is used for related full text where $3 identifies the type of the link and $u contains the link to TOC, Corporate author and URL to the abstract

Indicator 40 is used for link to the full text representation of the same document.

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856 $x is used for Acquisition mode for electronic books (63^c of FAOBIB)

856 $y is used for the Link name as seen in the display (equivalent to 63^b in FAOBIB)

856 $z is used to represent restrictions, service type, holdings notes equivalent to 63 ^d, ^e and ^f of FAOBIB

866 $z is used for Public notes (holdings) equivalent to field 100 of FAOBIB

Use to show when issues are split among different collections, Example:

1915-1945, 1-15 held in IIA Collection, at: Z1 564. 1946- , 16- held at: P42 ST12

866$x is used for Local notes (equivalent to 101 of FAOBIB)

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919 For FAOLIB Books select “Library material”. In addition you can add occurrences for identifying also FAO or AGRIS documents

922 was used for serials FAIRS. To be checked (list to be produced), deleted from the worksheet and not used for FAIRS (instead 922$c in 691 922$a and922$b in 693)

925 is a selection list with all the possible values for serial status: current, Discarded, Non current ? Is it used for books?

942 $n is used for Record status and can be used to suppress the record for display in OPAC (by default is temporary and suppressed in OPAC (in FAOLIB was T temporary record until the cataloguer does not change it to completed)

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$c is used for item type (check for this subfield and if not used delete or leave it blank as field 336 and 338 are used for this purpose)

Cataloguing items

Item fields

The subfields used are:

b - Current location

e - Source of acquisition

h - Serial enumeration/chronology

o - Full call number

Enter book shelf number.Examples: P237 21(E) no.99 P52 H680 no. 48 S87 12 no. 84 S2121 25 no.22046-NAM S2283 2 no.3767:2001(F)

y - Koha item type

Once you have finished click on “Save” button. The system record together with its items will be indexed by a batch job. It will take some minutes until you can search for it.

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Annex 1: MARC21 exceptions accepted for FAO ILMS Koha cataloguing

Issues and problems met during mapping and loading stage:

Permanent and current location needed some clarification

Other language used in FAOLIB bibliographic data as well as Title, Subtitle, Conference name,

Corporate author, Serial title needed to be identified as much as possible during the loading of

data as there is no language “oth” in MARC21

Mapping did not included possibility to distinguish between M and MS bibliographic level.

Decoding of document type used in the FAOBIB fields 10,12, 13,72 was a very difficult issue to

resolve

Date of input in the format YYMMDD (MARC21 limitation) instead YYYYMMDD we have in FAOBIB

Different rules followed in FAOLIB and MARC21 cataloguing: Personal author, Corporate author and

titles that could be repeatable fields in FAOLIB and personal and corporate author can be present

at the same time in the document.

Mitigation:

We found a solution for all mentioned above issues .

the role of owning library and current location was clarified (both subfields contain the same value for

the legacy data)

Logic for automatic identification of the other language for some of the authority files and bibliographic

records was proposed but manual checking will still be needed for the rest of the data with language

“oth” (10% of the FAOLIB data only are multilingual documents)

A new subfield in tag 952 was defined to keep M and MS bibliographic level and after the third loading

we can search for and include in reports this data.

Some issues related to Content type and Media type were resolved by defining additional fields 336

and 338 and authority lists.

Personal author, Corporate author and titles in MARC21 contain only the first occurrence (main) and

subsequent occurrences are going to added entry fields. Some of the content of the fields of our

catalogue did not follow MARC 21 format rules (e.g. in FAOLIB Publication place contains country town

etc.). In FAOLIB the language was written using the full name of the language and in MARC21 it

requires a 3 digit code. It had to be translated from full name to 3 digit code during data loading.

Issue for ISBN to include hyphens was resolved with the third loading

Annex 2: List of authority files, lists and default values defined for Koha:

AN to be taken from a list

Corporate author (110 and 710)

Conference (meeting) name (111 and 711)

Call number (084)

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Acquisition mode (541)

Frequency list (310)

Content type (336)

Media type (338)

AGRIS/CARIS subject categories (072)

AGROVOC thesaurus as Web service (650, 690 and 651)

Source of acquisition (541)

Language codes (041) and (546) full name of the language

Library class code (subjects) (692)

Additional physical form entry list (776)

Type of URL link (856)

Cataloguer’s initials (859$c)

Item related:

Current and permanent location list Holding libraries ($c and $a)

Item type (952$y)

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Annex 1 : Building a strategy for copy cataloguing

We can compare FAOBIB cataloguing record with the OCLC or LC copy cataloguing MARC21 and decide what action is easier to be chosen to copy catalogue and delete unnecessary information or copy from FAOBIB the existing fields for records not in Koha

Comparison between the tags used and evaluation is needed

I. Benefits from using OCLC client copy cataloguing rather than integrated in Koha OCLC copy cataloguing

Using of a filter feature ensured by OCLC client (select/unselect tags for copy cataloguing). (To check and confirm redirection from one field or subfield to another from OCLC to FAO data using such a filter).

Evaluation of search for a record in OCLC database comparing search masks of Koha Z39.50 and OCLC client search mask and proposals for improving Koha search if necessary

Possibility to edit the record in MARC format before importing to Koha

Free of charge or charged within subscription price? How much? for OCLC copy cataloguing in comparison with Koha copy cataloguing

once retrieved OCLC record can be upgraded on-line with FAO holdings

Spell ckecking Fill 856 URL link to digital document Type using non Latin character set in records metadata

II. Dis benefits from using OCLC client rather than Koha integrated OCLC copy cataloguing

We have to install additional software (no open source) at the client computers (70 MB) for each PC. This software has to be renewed and kept upgraded. It can not be used from anywhere (like an Web interface without installation)

Depends on the contracts with OCLC (for how long period we can ensure this contract?) and cost /benefits should be evaluated

The cataloguer has to go out from Koha for selection of OCLC records and go back to import them in Koha afterwards.

Filter has to be set up every time and rules should be strictly documented. The cataloguer has to be aware of tags we really want to import to Koha at this stage. Mapping and list of fields should be set up.

On import to Koha there is a danger that user replaces an existing in Koha record and its items (containing local call number and holdings). Cataloguers should check very precisely that the flags are set up correctly (the system should not look for matching records but always add them as new in order not to replace existing record). MARC21 format and UNICODE ( UTF-8) should be selected.

Still a lot of additional work has to be done on the cataloguing of OCLC records in ILMS Koha . All additional FAO fields like: FAIRS subjects, AGRIS or library subject categories, indexing using AGROVOC thesaurus, 336,338 fields for type and form of document, item record fields for FAO Call number and holding library etc. should be done.

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III. Cataloguing rules used at OCLC (and library members) are different from the FAO rules (and the way the legacy data is represented). Even in OCLC we can found different cataloguing from different libraries (ISBN with and without dashes)

MARC 21 accepted to represent the FAOBIB records in Koha has specific local fields usage as well as some exceptions accepted from the cataloguers team (see Annex 2 (copied from the End Phase 3 report)).

A decision for changing cataloguing rules for FAO should be discussed and documented for the users if necessary to be done.

Mapping can be checked and edited in Annex 3

IV. Consequences of copy cataloguing for Koha:

In case we are importing records from OCLC we have to revise and define in the mapping table new fields that will come from OCLC records to Koha. See MARC 21 mapping and cataloguing manual for books (draft) in Annex 3).

Help screens integrated in the worksheet should be prepared and upgraded with the cataloguing rules.

We have to revise Koha worksheets and display formats in order to input/display more than defined already in Koha ones (new MARC21 tags imported) . A lot of extra tags will not be shown through the serials or books worksheet but exist as hidden in the records and could be displayed.

We have to be aware of the fact if the punctuation should be or not included in the fields’ values. In order to create display format we have know should we (in case of legacy data) or not (in case of OCLC copy cataloguing) include punctuation after the tag (otherwise we will have double punctuation for legacy data).

Accession number for FAOBIB and Koha is using 6 digits assigned manually for now. We base on this search by numeric value < or > in order to select a range of AN for records and relation to another record link which could not be working if we introduce different way of unique numbering AN from OCLC (ocm06371045). Decision for accepting different rules for AN should be documented or new field for keeping OCLC AN should be defined.

The users accepted to use tag 041 (repeatable subfields) for languages as FAO has many multilingual documents. In OCLC the language can be one and is specified in 008. It had to be moved in 041 and additional languages could be added there. The search by language in Koha is done using 041 (search by language will exclude OCLC records if language is only in tag 008)

Decoding value for language (041) is populated in 546$a and requested to be translated automatically from 041$a in the future records cataloguing as it was done for the legacy records.

Authority files used by OCLC are those of LC and may not be validated against the authority files as defined in Koha ILMS at FAO when submit a record. This can bring additional problems on validation of imported records so it should be discussed by the cataloguers group.

ISBN without dashes and ISBN with dashes will create discrepancy in the data display and search and browse by index.

Call number assignment at FAO in comparison with OCLC call number copy catalogued?

Some values should be set up by default (ItFAO as modifying agency, temporary record not to be displayed in OPAC until edited etc.). Important tags: 041, 336 and 338 not populated and used for search should be mapped or added manually.

Cataloguing documentation for serials and books for cataloguing in Koha MARC21 should be currently revised and finalized by the cataloguers

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