Cataloging v.16 eSeminar September 2003 Judith Fraenkel

v.16 Cataloging 2 Session Overview The new Cataloging module in a nutshell Cataloging Forms Help on Fields Authority Control – Messaging Daemon Authority Control – Subdivisions (XYZ) Miscellaneous (if time permits )

v.16 Cataloging 3 The New Cataloging Module Let’s see the real thing!!!!!

v.16 Cataloging 4 Cataloging Icons Open template Overview tree in upper pane (y/n) Split editor mode (y/n) View record in full screen mode Save on server and local drive Check record Activate ALEPH keyboard (y/n) View in Search mode ‘Push’ to Acquisitions Close current record Close all records

v.16 Cataloging 5 The New Cataloging Module Some New Features: 1.The Record Manager: Displays information regarding the record currently being edited in the Catalog Editor. The information is displayed in tree structure after opening a record from the server or after saving a new record.

v.16 Cataloging 6 Record Manager

v.16 Cataloging 7 Record Manager Purposes of the Record Manager: Shows the records in the system that are related to the record currently being edited. Provides access to the records associated to the record currently being edited. Enables the creation of administrative and holdings records. Provides access to the Items function (Items tab) of the Cataloging module.

v.16 Cataloging 8 The New Cataloging Module Some New Features: 2. The Overview Tree Shows the records in the system that are related to the cataloging record being edited.

v.16 Cataloging 9 Overview Tree

v.16 Cataloging 10 Overview Tree: Moving Records When the Split Editor Mode is selected this enables the viewing and/or editing of two cataloging records simultaneously. If you switch to the Overview Tree mode the trees for both records are shown in the corresponding section of the upper pane.

v.16 Cataloging 11 Overview Tree: Moving Records

v.16 Cataloging 12 Overview Tree: Moving Records While the two trees are displayed, you can move item and/or acquisition orders and/or serial subscription records from one ADM record to the other. This is done by using the mouse for drag-and-drop operations. You can also move an ADM record from one BIB record to another ADM record of a different BIB record.

v.16 Cataloging 13 Cataloging Forms Cataloging forms are now defined differently. Following is the cataloging form from previous versions for the MARC field:

v.16 Cataloging 14 Cataloging Forms Following is the new cataloging form for the MARC field:

v.16 Cataloging 15 Cataloging Forms This is displayed as follows in the Cataloging module (upper pane):

v.16 Cataloging 16 Cataloging Forms Following is the new cataloging form for the MARC field (format BK):

v.16 Cataloging 17 Cataloging Forms In general terms, the forms are divided into three main sections: 1. Upper section:

v.16 Cataloging 18 Cataloging Forms 2. Additional values section: Following is a sample of the section for the 260 field: Following is a sample of the section for the 008 field:

v.16 Cataloging 19 Cataloging Forms 3. Lower section:

v.16 Cataloging 20 Cataloging Forms The upper section of the form is used to: Define the display of the various elements of the form. Define the actual length for the input fields.

v.16 Cataloging 21 Cataloging Forms The additional values section of the form is used to: Indicate the subfields included in the form Define the length of fixed-length fields Define default values for fixed-length fields Indicate whether the form should be verified

v.16 Cataloging 22 Cataloging Forms The lower section of the form is used to define the actual text that is displayed in the cataloging form.

v.16 Cataloging 23 Cataloging Forms Two final notes: 1.The changes mentioned in this section are NOT functional changes. Forms continue to work as in previous versions. 2.For more details on how to define the forms, refer to the Cataloging System Librarian chapter in the Web Guide

v.16 Cataloging 24 Help on Fields The taginfo.lng table from the catalog directory has been removed. From this version, tag information is defined in separate files under the catalog/html directory.

v.16 Cataloging 25 Help on Fields Following is the help section from previous versions for the MARC field:

v.16 Cataloging 26 Help on Fields The new help file for the MARC field is called 260_xx_eng.html and it is located in the library’s. /pc_tab/catalog/html directory:

v.16 Cataloging 27 Help on Fields This is displayed as follows in the Cataloging module (lower pane):

v.16 Cataloging 28 Help on Fields The different display elements - such as background color, text color and fonts - are defined in a file named “Style” located in the same directory.

v.16 Cataloging 29 Help on Fields Following is a sample of a section from the Style file:.ct1 { background-color:#FFFFE7; font-size:12; font-weight:bold; font-family:Arial, Helvetica, serif; color:#000000; text-decoration:none; }

v.16 Cataloging 30 Help on Fields This style section controls the display of the title from the 260 example: 260 PUBLICATION, DISTRIBUTION, ETC. (IMPRINT) (R)

v.16 Cataloging 31 Help on Fields Two final notes: 1.No functional changes BUT (as you already know) the “Help on Fields” is now always displayed. 2.For more details on how to define the help files, refer to the Cataloging System Librarian chapter in the Web Guide.

v.16 Cataloging 32 The Messaging Daemon (AUT) UE_11 is the process that sends and receives messages (Z105) between databases. In the authority mechanism, it is used to reflect changes made to the authority record in the bibliographic database.

v.16 Cataloging 33 The Messaging Daemon (AUT) In previous versions, it was necessary to run UE_11 in both the authority and the bibliographic libraries. From this version, the UE_11 should only be run under the library defined in the z105_library variable in the aleph_start file.

v.16 Cataloging 34 The Messaging Daemon (AUT) If the variable is set as follows: setenv z105_library USR00 then UE_11 only needs to be run in the USR00 library.

v.16 Cataloging 35 Subdivision (AUT) In previous versions, when the system did not find a match between a subject heading in the BIB library and a heading in the AUT library, the subdivisions (subfields $v, $x, $y and $z) from the bibliographic heading were automatically stripped. The system continued searching for a match without them in order to find the more general term.

v.16 Cataloging 36 Subdivision (AUT) From this version on, this is not carried out automatically by the system but is setup- dependent. This was done to avoid the display of these "general" headings in all logical bases.

v.16 Cataloging 37 Subdivision (AUT) In previous versions, when the system found a match resulting from the stripping of the subdivisions, the matched heading (preferred and non-preferred forms) was added to the BIB headings list and displayed in all logical bases, disregarding the BIB record that caused the inclusion of the heading.

v.16 Cataloging 38 Subdivision (AUT) From this version, according to the setup, the system enriches the bibliographic headings list with the general heading but also evaluates whether or not the heading should be included in the logical base.

v.16 Cataloging 39 Subdivision (AUT) Setup 1.The 6XX field must be sent to the XYZ index in the tab11_acc table as follows:

v.16 Cataloging 40 Subdivision (AUT) 2. The XYZ index code must be added to the tab00.lng table as follows: 3. The XYZ index code must be be added to the tab_aut table as follows:

v.16 Cataloging 41 Subdivision (AUT) 4. The XYZ index must be defined in the tab20 table feeding back to the SUB index, as in the following sample lines:

v.16 Cataloging 42 Subdivision (AUT) The Results 1. The system finds the "general" authority headings from the XYZ index, and through the tab20 table this heading is added to the subjects index list (SUB).

v.16 Cataloging 43 Subdivision (AUT) For example:

v.16 Cataloging 44 Subdivision (AUT) The Results 2. If the bibliographic heading has an authority link, but does not have attached records, the system searches for the same heading on the XYZ headings index. If the XYZ heading would be included in the logical base headings, then the heading is displayed in the base.

v.16 Cataloging 45 Subdivision (AUT) For more details on how to set up the XYZ mechanism, refer to the Authority Control Section of the Authority chapter of the Web Guide.

v.16 Cataloging 46 Check Programs A new program, check_doc_paired_fields, has been implemented. This program checks: If the record contains a field with subfield $$6, there must be an additional field with the same tag and indicators and the same $$6 value.

v.16 Cataloging 47 Check Programs 2. If the record contains a field with subfield $$6, there must be no more than two fields that have the same $$6 value.