Holdings Staff Meeting Spring 2016

Agenda FRBR & RDA Odd ISBN/UPC matches Authorized entry for authors & subjects Transferring volumes/items vs Merging records Templates [Bracketed information] Cover art Cataloging realia Advanced search tips ISBN vs UPC Sending items to PLSHQ – best practices Your questions Wrap-up

FRBR & RDA Functional Requirements for Bibliographic Records ▫The conceptual model for cataloging rules  Displays relationships between bibliographic data for access and retrieval by the user Resource Description and Access ▫The new standardized set of cataloging rules

FRBR terms Work – a distinct intellectual or artistic creation ▫Moby Dick by Herman Melville Expression – realization of the work ▫Illustrated edition of Moby Dick written by Herman Melville Manifestation – physical embodiment ▫2000 Modern Library edition Item – the physical object ▫ (call number & barcode)  (owned by Avon)

Examples:

Odd ISBN/UPC matches OWWL cataloging policies ▫Acceptable differences  Why does my number not match the record I found? Ex. Kung Fu Panda vs Beezus and Ramona (aarrrrgh! / sigh) vs (ISBN )

Odd ISBN/UPC matches (con’t) But wait! My number isn’t on this record… what? ▫10- and 13-digit ISBN counterparts  ( ) Two records – same ISBN yet different ▫ XX fields – a new wrinkle in search results ▫513677

Authorized entries and controlled vocabularies What is an authorized entry? ▫ ▫ How does it affect our records? Why do/should we care about them? Ex. RT#38636

Transferring volumes/items vs Merging Records All libraries can transfer their own items from call number to call number (item to volume) All libraries can transfer their own volumes from record to record (volume to record) Only PLHSQ cataloging staff can merge records (record to record)

Transferring items Find your barcoded item in the catalog Go to Holdings Maintenance Identify the desired transfer destination volume (call number) Right click and select “Mark Volume as Item Transfer Destination” ▫Dialog box appears “Volume marked as Item Transfer Destination” Click OK

Transferring items (con’t) Locate the barcode you wish to transfer Highlight and select “Transfer Items to Previously Marked Volume” ▫Dialog box appears detailing requested transfer volume Click Transfer ▫Dialog box appears “Items transferred” Click OK Your item has been moved to the requested volume

Transferring items (con’t) If you want to transfer an item to another record, simply select the second record and follow the same process. Just remember that you will be working with 2 tabs – one for each record Have you made an error? You will have to create a new volume and then transfer the item

Transferring volumes Identify and retrieve the records ▫You will be working with 2 different records so you will have 2 tabs Go to Holdings Maintenance on the record you wish to transfer TO Highlight the LIBRARY level entry and select “Mark Library as Volume Transfer Destination” ▫Dialog box will appear Click OK

Transferring volumes (con’t) Now go to the record you wish to transfer From Highlight the Volume level (call number) entry Select “Transfer Volumes to Previously Marked Library” ▫Dialog box appears with transfer record information Click Transfer Note: the open record refreshes automatically. You will have to click “Refresh” on the other record to confirm the transfer

Break!

Tending your templates If your items are circulating oddly, there is probably something “weird” in your item attributes Check the associated template, edit, save Reset is your friend

[Bracketed information] What do the brackets mean? Where might I see these in a record? Can bracketed information affect searching or reports? RDA and bracketed information ▫For those inquiring minds…

Cover art in the catalog How is it generated? Why is it sometimes blank? If it’s wrong, why? And what do I do about it?

Cataloging Realia What is realia? ▫All of the other “things” your library circulates that don’t fit any other category  Cake pans, fishing poles, tools, etc. How to request cataloging? ▫ net.org/twiki/bin/view/Evergreen/OriginalCatalo gingRequesthttp://plum.pls- net.org/twiki/bin/view/Evergreen/OriginalCatalo gingRequest  Or send it in delivery to PLSHQ Cataloging

Sending Items to PLSHQ Items will likely be separated upon arrival in delivery Be sure to label each and every item you send with your library information! If you have a specific deadline for a program, please indicate that on your item(s) AND send me an

Searching – Best practices Keyword searching Combination of terms and format Scanning And then there is there is the Advanced Search…

Advanced Search Tips Not all fields are searchable, unless… ▫Ex. 250 Edition Statement  Visible but NOT searchable unless using Expert Search If a term you are searching for is not on a record or is in a non-searchable field, it will not appear in your search results ▫Ex. DVD Search filters – be mindful of their use

Catalog issues If a search doesn’t return an expected item, something is likely amiss with the record ▫Send the information to Icons incorrect or not generated ▫Send the information to Error found in a record ▫Send the information to (you get the idea)

Cataloging Tidbits ISBN vs. UPC ▫ISBN has 13 digits (older has 10) ▫UPC has 12 digits (usually) Orders process DOES NOT search UPCs against existing OWWL records Use cover art as a guide – not an absolute

More cataloging tidbits Self-published items – how can you tell? MARC fields are helpful Don’t be afraid to explore And last but not least…

Questions from you Concerns Comments Conundrums

This concludes our workshop Thank you for attending! A link to the evaluation will be ed to you this afternoon Please take a minute to complete it

Additional information (250 fields) PRINT MATERIALS Large print Board book Big book Graphic fiction Graphic nonfiction Bilingual (plus languages) Spanish or French edition VIDEO MATERIALS VHS DVD Blu-ray Widescreen Full screen AUDIO MATERIALS Unabridged Abridged Cass. CD MP3-CD Playaway or Portable pre-loaded audio COMPUTER MATERIALS CD-ROM DVD-ROM USB flash drive ELECTRONIC MATERIALS Downloadable audio file Downloadable eBook file VIDEO GAMES Nintendo Gamecube (older platform) Nintendo DS/3DS/Wii PlayStation (older platform) PlayStation 2/3/4 PSP (PlayStation Portable) Xbox (older platform) Xbox 360/Live/Kinect/One MIXED MATERIALS Book + CD/Cass./DVD Book + CD-ROM/DVD-ROM Book + Toy

020 / 022ISBN or ISSN 024 / 028Identifying numbers (UPC, publisher number) 082 / 092 Call number 100 / 110Personal or corporate name main entry (author usually) 245Title information 250Edition statement (plus our customizations) 264Publication information 300 Physical description Format information (Content, Media, Carrier) 490Series statement 500General notes 511Narrator or performer 520Summary 650Subject headings 700Personal name added entry (joint author, editor, illustrator, etc.) MARC fields to know