University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

GIL (Voyager), GALIN (the libraries’ previous online catalog), OCLC (WorldCat) as investigative tools

Links to WorldCat tutorials

Other resources, such as the shelflist card catalog

Gathering evidence and interpreting results

UNIT 7: Cataloging > Search > Investigation

In this unit, we will briefly explore tools used to catalog materials, investigate bibliographic and holdings problems, and resolve database maintenance problems. We’ll learn some secrets of the catalog, too!As the Libraries collection is old and the data has been through 3 migrations and one conversion, investigative work can be essential.

Let’s get started by examining the nature of the work of Database Maintenance work. Click on next to start.

You will with GIL… Click next to get started with this

unit…. or go to the Menu to choose a

different topic.

We will explore the following concepts:

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Database maintenance (DBM) is the work of keeping the database record information accurate and correcting any problems that arise. Problems may arise from conversion (such as migration from one database to another or conversion of record data), human error, changes in procedures, policies and/or cataloging rules, or through older material which was never entered into the system.

DBM work involves examining actual pieces, examining database records, and reconciling the differences. There are times when having the physical piece is not necessary (some reports), but for any questionable records or data, the item (or items) may help greatly.

Older material may have old paper accession numbers in the back (in lieu or in addition to a barcode); additionally, old call numbers written in books, sequence numbers, blackened out labels, etc. All valuable evidence in resolving discrepancies.

Carefully comparing the pieces with GIL, GALIN (if applicable), the shelflist, and even other copies (if there are additional copies linked on the same bib record) is a necessity. OCLC may be of help, too!

UNIT 7: Cataloging > Search > Investigation : Collecting the evidence: Record matching

What is a “match”?

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

On a very superficial level, the record should match on the fields/values which you can compare to your item ‘in hand’ including

Title (245)

Author(s) (245, in the case of older records the author will not appear in the 245)

Date(s) of publication (260)

Physical description (300)

Specific information such as editions, languages or series

UNIT 7: Cataloging > Search > Investigation : Collecting the evidence: Record matching

We have a match, but we have a problem, or perhaps, we are not sure if we actually have a match. Let’s see how our tools can help us.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

UNIT 7: Cataloging > Search > Investigation: Tools of the trade

Maintenance work involves the use of many tools to investigate and resolve issues, discrepancies and questions. We have already explored GIL. In this unit, we will learn more about GIL as well as explore the other tools at your disposal.

Databases: GIL (Voyager), the Libraries Catalog GALIN, a static snapshot of the previous UGA library online catalog. WorldCat/OCLC

Other resources: The shelflist/card catalog Stacks/physical pieces P+P (Cataloging Dept. Policy & Procedures Manual) Bib Formats Manual Your supervisor, trainer, other staff in the Cataloging Dept. and Libraries

Let’s get started.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

GIL is both the first and last place to go, but you should not skip the steps in the middle, until you have a solid case!

GIL can tell you:

Cataloged post 1999: how many copies the UGA Libraries’ have, their locations, volumes, etc. Item status such as missing, intransit, etc.; as well as whether there is an order attached and the item was received.

Cataloged pre 1999: If the history shows only 6/1999 with no operator ID in the history, then the record has not been worked on since migration. GALIN and the shelflist may be of help.

The bib, holding and item record histories: GIL keeps a record of the updates and edits to bib, holding and item records -- very helpful in determining what happened to an item.

9xx fields: Indicate whether an item has been cataloged, inventoried, went through MARCive (authority outsourcing), etc.

Next, we explore the old Libraries’ catalog, GALIN.

UNIT 7: Cataloging > Search > Investigation : GIL

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

The sequence number is similar to a bib (bibliographic record) ID number in GIL. Each title in GALIN had 1 sequence number.

Accession numbers are like barcodes or item ID numbers. Each sequence number may have multiple accession numbers, for copies or volumes.

If you are lucky, the sequence number is contained in the GIL record (we will see this on the next screen).

Remember: GALIN is only a pre-1999 static snapshot. Materials cataloged after 1999 will not be in GALIN.

Next, we will discover the link between GIL and GALIN.

UNIT 7: Cataloging > Search > Investigation : GALIN

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

The mysterious sequence number appears in GIL!

Note: The sequence number in the bib record is coded in an 035 field which has a ‡9 vs. an oclc number which has ‡a ocm or ‡a (OCoLC)ocm or (OCoLC)ocn; this usually corresponds to the 014 in the MFHD

UNIT 7: Cataloging > Search > Investigation : GALIN and GIL Links

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Searching GALIN by sequence number.

Note: This is bib record information. To see items, click on Piece.

How can we use GALIN to resolve problems?

UNIT 7: Cataloging > Search > Investigation : Searching GALIN

Note: The sequence number

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

What can we learn from GALIN? GALIN is useful for verifying and resolving issues with older material (pre 1999) which has not been worked on since migration to GIL. GALIN is located at http://galin.galib.uga.edu/

GALIN can sometimes resolve questions such as:

how many copies were purchased prior to 1999

which locations had copies prior to 1999

how many volumes we have and what those volumes were prior to 1999

where an item might be found (e.g., Repo information did not always migrate properly to GIL)

verify that the information in GIL is correct (helpful when discrepancies occur between shelflist and GIL, or discrepancies between GIL records, such as duplicates)

Next, we’ll briefly explore the shelflist. Don’t worry, you will get plenty of practice using the shelflist!

UNIT 7: Cataloging > Search > Investigation : GALIN, interpreting the evidence

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

The Libraries’ shelflist can assist in building a case for the resolution of a problem. The shelflist card catalog is the original card catalog for the Cataloging Department. The shelflist card catalog is filed in call number order. Although Cataloging staff no longer create or add cards, cards should be updated if changes are made to a title which 1) has a shelflist card and 2) for various reasons the record can not be inventoried (and the shelflist card discarded). Materials cataloged after 1995 will not have a shelflist card.

In order to inventory a card, you must have reviewed all copies/locations to determine that the information in GIL is correct. An inventory note is added to the bib record upon completion of work.

In cases where not all pieces can be accounted for, a note is made on the shelflist card when applicable; a secondary option is to add an item status of missing (upon a complete search) with a note as to work needing to be completed. The withdrawn drawer holds titles which have been withdrawn from the collection. The Reading for Pleasure drawer holds only those titles with Y or YS call numbers. Some Associated Research Facilities have their own drawers; additionally, Serials and Microfilm have publicly accessible drawers.

Our final tool is OCLC (WorldCat).

UNIT 7: Cataloging > Search > Investigation : shelflist

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

OCLC WorldCatOCLC (Online Computer Library Center) WorldCat is a collaborative database of records from libraries around the world. Libraries share records for cataloging purposes and Interlibrary Loan (ILL). UGA contributes records to OCLC and shares our holdings through OCLC. We access OCLC WorldCat through the technical module Connexion.

You have already learned a little about GIL and GALIN, now we will explore WorldCat (OCLC).

Do not proceed until you finish the Searching in WorldCat tutorial. You will need to close out the popup window when you finish the tutorial.

How can we use OCLC to resolve problems?

UNIT 7: Cataloging > Search > Investigation : OCLC (WorldCat)

Searching in WorldCat tutorial

The UGA Libraries records our holdings in OCLC through cataloging.

Additional WorldCat tutorials

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

What can we learn from OCLC (WorldCat) in terms of maintenance work?

As the Libraries’ contribute records and holdings to OCLC (which show whether the Libraries’ own a particular title), OCLC can help identify whether we hold (own) a particular title and also resolve issues with call number conflicts, treatment questions, etc.

OCLC can sometimes resolve questions such as:

does the library still own a copy of the title? (If no holdings in OCLC, did we ever own it? Was it withdrawn?)

questions about treatment (is it a monographic set? serial?)

does it need a recataloging? Is the call number correct?

Places to look and what you might find….

UNIT 7: Cataloging > Search > Investigation : OCLC (WorldCat): How can it help?

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Places to look to help resolve questions:

GIL: It’s the place to start, but generally you will need to check several of the sources below. Helpful investigative information in GIL can be found by doing a browse call number and/or title (to see if there is more than one record in GIL), notes on the MFHD (holdings record), and notes on the item record (the little sticky note icon).

The pieces/stacks: Gathering all of the physical pieces of evidence can sometimes resolve questions, especially in terms of location or copy discrepancies.

Ye Olde Shelflist. If the date is before 1995 and the bib record does NOT have a 910 INV , then check the shelflist: a couple of notes: 1) Remember some special branches have their own shelflist and 2) Always check the withdrawn drawer if you can’t find a shelflist card in the regular section and you think there should be one.

GALIN, http://galin.galib.uga.edu/ : Remember GALIN is a snapshot of how the old UGA Libraries’ catalog looked in June 1999, so it may or may not be accurate. However, it can be helpful in determining how many pieces we actually had of a particular item.

OCLC/Connexion, probably the least helpful in maintenance investigative work, but can sometimes offer clues as to what the call number might have been changed to if you are not finding anything in GIL (if the call number in OCLC is different) or whether we actually had the item or withdrew it (no holdings in OCLC)

Fellow staff, especially trainers and senior staff: The Georgia Room and Science Library are perfect examples of areas where talking to the staff is of great use. A lot of information about the libraries’ collection is retained in the brainpower of the library staff. Sometimes it is reflected in GIL, other times, it is not.

UNIT 7: Cataloging > Search > Investigation : Collecting the evidence

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Unit7: Cataloging > Search > Investigation : Secrets

Did you know that not everything in the catalog displays in the OPAC?

Suppressed records do not show up in the OPAC!

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Did you know that not all materials that we own are in the catalog?

In this case, the bib info is in the catalog, but there are no holdings.

In the beginning, serials were checked in on cards. Those cards still exist near Main Reference. Any serial cataloged before the early 1990s could have a card.

However, you can find out if cards are probable (or not!) from the record.

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

An example of a serials card. Our holdings are reflected here.

The stamp means the bib info in GIL has been verified.

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

How can you tell if a record in the catalog is…well…CATALOGED?

What about those serials shelflist cards?

910 NC = No Cards

CC = title was cataloged through PromptCat (outsourced cataloging)

CA can appear in a 910 or 945

CA = CAtaloged

PO/EO (with no CA in a record) = provisional record

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Do you know how many conversions/migrations the UGA Libraries catalog data has been through? At least 4 major ones: From MARVEL GALIN GIL

Unicode

If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean?

1999 is when we migrated from GALIN. All records have 6/1999 in the history; but if a record ONLY has 6/1999 in the history, the record is in the same condition as it was prior to migration.

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Did you know we put secret little notes in the catalog to help each other?

Did you know that we record our treatment decisions in the online catalog?

Do you know why sometimes when you search you do not always find the title in question, if it includes a preceding article (and, the, le, etc.)?

Provisional records sometimes do not have correct indicators for indexing. The title indicator is a common missing indicator in older provisional records.

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

What is the shelflist in the basement for?

It houses shelflist cards for pre1995 materials which have not been inventoried. It also houses shelflist cards for special categories of materials (reading for pleasure, microfiche, withdrawn items, associated research facilities (branch libraries) as well as other shelflists.

What is Medium Rare?

Medium Rare: Materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks.

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

What does INV in a bib record 910 mean?

It is code indicating that someone in the Cataloging Department had the volume in hand, pulled the shelflist card, and verified that the information in GIL was correct.

What does “No information available” mean in the OPAC?

No item record(s)/barcode(s).

Unit7: Cataloging > Search > Investigation : Secrets

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

UNIT 7: Problemsolving review

We have learned about investigative tools: GIL, GALIN, the shelflist, the pieces, and OCLC

We have learned which resources are most useful for resolving various issues

We have learned some secrets of the catalog!

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

You should now have a basic understanding of

…Investigative tools: GIL, GALIN, the shelflist, the pieces, and OCLC

…which resources are most useful for resolving various issues

…the structure of records in GIL (the Hierarchy) (bib, holding, item record)

…the basics of MARC, LC call numbers, and how they work in the Libraries and GIL.

The final unit (8) is a review with interactive exercise, tutorials & more!

Remember you can review any topic at any time by clicking the MENU button.

Final review is the last unit.