Cataloging introductory flow Yoel Kortick Senior Librarian https://pixabay.com/en/books-building-library-stairs-1840975/

Navigating and viewing records Creating a new record Navigating and viewing records Editing a record Saving and releasing https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Creating a new record New bibliographic records can be created via the following methods Importing from an external resource Duplicating an existing record A cataloging template The "File > New" menu in the Metadata Editor The "Quick cataloging" via "Create Inventory" An import profile (not part of presentation) An API (not part of presentation) OCLC Connexion (not part of presentation) New Reading List citation (not part of presentation)

Creating a new record – import from external resource Here a user from "Alma University" searches the "HOLLIS Catalog - Harvard"

Creating a new record – import from external resource User found a desired record, and clicks "Import"

Creating a new record – import from external resource The record opens in the metadata editor

Creating a new record – duplicate record With record open in metadata editor choose menu "Duplicate"

Creating a new record – duplicate record The new record opens in draft mode and can be edited and then saved New record opened in draft mode

Creating a new record – from a template Select a template and choose "New"

Creating a new record – from a template The new record opens based on the template and can be edited as desired and saved

Creating a new record – "File > New" Choose "File > New" and the desired type of record

Creating a new record – "File > New" The new record opens based on the default template. Fields can be added, edited and the record saved.

Creating a new record – "Quick cataloging" "Create Inventory" Choose the desired inventory to create

Creating a new record – "Quick cataloging" "Create Inventory" Select "Create new title" and fill in bibliographic and inventory-related data

Creating a new record – "Quick cataloging" "Create Inventory" The new record is created from data entered in the form

Navigating and viewing records Creating a new record Navigating and viewing records Editing a record Saving and releasing https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Navigating and viewing records To edit a field click on the line which you want to edit Clicked on the 245 and now can begin editing the field

Navigating and viewing records Can move from subfields to tag to indicators to subfields of next field using the tab key From subfield c of 245 clicked tab 4 times and now on 250 subfield a

Navigating and viewing records To identify what a field is just put mouse over it and the tooltip will appear Put mouse on 504 and now see that it is the "Bibliography, etc. note"

Navigating and viewing records – info and alerts To get the details of a field select the "info" tab in the lower pane. Can also open the info in a new browser tab and go right to the full page at the LOC website

Navigating and viewing records – info and alerts To view validation alerts on the fields field select the "Alerts" tab on the lower pane

Navigating and viewing records – full screen Can also switch to "full screen" by clicking F7 or the "Full screen" icon. This is particularly useful for editing records with many fields or long fields.

Navigating and viewing records – split editor Two records can be viewed side by side by switching to split editor mode via the "split editor" icon or via F6. Then focus on the empty pane and select the desired record to view from the left plane.

Navigating and viewing records – view inventory To view the related inventory of a record choose "MARC Bibliographic > View Inventory" or Ctrl+I

Navigating and viewing records – view inventory In the right pane a link to the inventory will open. This is for an electronic portfolio

Navigating and viewing records – view inventory This is for physical inventory We will now click "edit" to open the holding record in edit mode.

Navigating and viewing records – view inventory The holding record opens in the right pane and the bibliographic record remains in the left pane We will now click "split editor" or F6 to open the holding record in the entire right pane

Navigating and viewing records – view inventory Now we can return to the related bibliographic record by Clicking the record from the left pane Clicking the "View bibliographic icon" icon Ctrl+Alt+B

Introduction Creating a new record Editing a record Saving and releasing https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Editing a record The procedures for editing a record are available via menu entries and shortcut keys

Editing a record – Add field Choosing "Add Field" or F8 opens a new blank field under the field where the cursor is Cursor was here and clicked F8 This new blank field opened

Editing a record – Add field Add the new field, indicators and text as desired This new blank field opened

Editing a record – Remove field To remove a field place cursor on field and choose "Remove Field" from menu or "Ctrl+F6" Cursor is here on the 250 field and will do "Ctrl+F6"

Editing a record – Remove field Field is removed 250 field is gone

Editing a record – Add subfield To add a subfield place cursor on field and choose "Add subfield" from menu or "F9" Cursor is on 650 and press F9

Editing a record – Add subfield The subfield delimiter, such as $$ or ‡, gets added Cursor is on 650 and press F9

Editing a record – Add subfield Add desired subfield code and text

Editing a record – Expand from template "Expand from template" will add fields from the template to the bibliographic record. Nothing in the bibliographic will get overwritten. Fields will be added but not replaced.

Editing a record – Expand from template With title "Feminist therapy" open in editing mode user chooses menu "expand from template" or "Ctrl+E" and then chooses template "Books (Print) RDA"

Editing a record – Expand from template Fields from the template "Books (Print) RDA" were added to the record 01UMB_INST

Editing a record – Open form editor Certain fields such as the fixed fields and the holding record 852 can be opened in a form for easy editing (and no need to manually count positions) Put cursor on field and choose menu "Open form editor" or "Ctrl+F" Cursor is on LDR and will do "Ctrl+F"

Editing a record – Open form editor Now each part of the field can be easily edited with a list of legal values Use menu "Close form editor" "Escape" key to exit the form

Editing a record – Cut, copy and paste Specific text as well as entire fields can be cut, copied and pasted using the menu options or the standard Ctrl+C Ctrl+V Ctrl+X Multiple fields can be selected using the Ctrl button and selecting the fields

Editing a record – Cut, copy and paste Here we selected two 650 fields using the tab key and then did "Ctrl+C" They appear with a blue frame

Editing a record – Cut, copy and paste After doing "Ctrl+V" they pasted Now each 650 which was selected and copied appears twice

Editing a record – Cut, copy and paste Now they can be edited as desired and saved

Editing a record – Cut, copy and paste When a record is saved (more about saving records in the next section) validation checks are done on the record and appear in the lower pane “alerts” tab. Red messages prevent the record from being saved Yellow messages are informative

Editing a record – Cut, copy and paste It is also possible to run these checks on the record during the editing stage

Editing a record – Cut, copy and paste The error messages appear in the lower pane and a summary appears on top of the record

Introduction Creating a new record Editing a record Saving and releasing https://slidemodel.com/templates/animated-rainbow-business-powerpoint-template/ http://image.shutterstock.com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148.jpg

Saving and releasing The MD Editor has an auto-save function that helps prevent changes from being lost before the staff users manually saves the record. The auto-save occurs every 30 seconds after a change is made. Draft records are available for editing only to the user working on them. When the staff user saves a record in the repository, Alma automatically backs up the previous version and saves it for future reference (accessible via "Tools > View Versions").

Saving and releasing When the staff user finishes working on a record he can save the record from the File menu or press Ctrl+S. The modified record is saved in the repository but remains checked out to the staff user until it is specifically released (File > Release Record). While editing a record, the staff user can also save a draft record (without checking the record in), by choosing "Save Draft" or "Ctrl+Alt+S."

Saving and releasing – Normalize on save When the record is saved in the MD Editor, the following normalizations are processed: The 035 fields are derived from the 001 and 003 fields (if the 003 field exists) For new records, the 001 value is saved as the originating system ID (MMS ID) For existing records the 001 field is updated with the MMS ID The 008 field is updated if it exists The 005 field is updated Part of the LDR (leader) field is updated (mostly the length of the record)

Saving and releasing We will now add a new 246 field to this record and then save

Saving and releasing We added the 246 and used the icon to save

Saving and releasing After receiving an alert we add an indicator and save the record again

Saving and releasing The record is still open because we did "save" and not "save and release"

Saving and releasing If a different user tries to edit this record he will be notified that it is locked by another user

Saving and releasing The record can be released by the staff user who has it open by doing "release record" or "Save and release record"

Saving and releasing A staff user can release multiple records he has open by choosing "Release all records" from the left pane 1 2 3 Multiple records open

Saving and releasing A staff user with role "Catalog manager" can release the records of a different user:

Saving and releasing – Viewing versions If a record was changed and saved it is possible to view previous versions and restore the record to one of the previous versions. In our example here we added a 246 field, then added a 246 with indicator 3

Saving and releasing – Viewing versions We can see the previous versions in the right pane We will view the oldest version and compare

Saving and releasing – Viewing versions The version on the right does not have the 246 field. We will restore it No 246 on old record We will restore the oldest version

Saving and releasing – Viewing versions The oldest version has been restored No 246 field

Yoel Kortick Senior Librarian Thank you Yoel Kortick Senior Librarian https://pixabay.com/en/books-building-library-stairs-1840975/