University of Georgia Libraries / Cataloging design robin fay We will explore the following concepts: UNIT 5: GIL Record Structure In this unit, we will learn more about the structure of GIL (Voyager): Bibliographic, Holdings, and item records. You will with GIL… Click next to get started with this unit…. or go to the Menu to choose a different topic. Bib, Holdings, and Item records Hierarchy Let’s get started by reviewing the GIL record structure. Click next to start this unit. Unit 5: GIL record structure

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure overview review A record for one title is made up of 3 parts: a bibliographical record (BIB record) coded in MARC to describe the item a holdings record (also know as the MARC Format Holdings Data or MFHD for short) describes the call number, location info, volumes owned, etc. In other words, what we actually have on hand. an item record (sometimes referred to as a piece or barcode record) to represent each individual item associated with a title.

University of Georgia Libraries / Cataloging design robin fay Holdings records are also called MFHDs: Marc Format Holdings Data This is from the Holdings (MFHD) record. The call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record. This is from the Item record. } In the technical (cataloging) module we can easily see the relationship between the bib, holding, and item record. Let’s take a look. } This is from the BIB record

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: Cataloging module review Note: This view is very similar to the OPAC technical view except that we see the fixed field displayed differently, as well as toolbars and menus to make changes to the records. Note the Hierarchy button on the top menu. This button shows the holdings and item records associated with this bibliographic record. We will look at the Hierarchy in the next slide. This is where the fixed field info resides and it is input via drop down menus

University of Georgia Libraries / Cataloging design robin fay The bib record describes the title. Holdings records tell what we actually own. The bib record is at the top level; second is the holdings record; third is the item record. Holdings records tell us which volumes we own (of sets and serials) how many copies we own which locations (Griffin, Main, Science, Ga Room, etc.) own a particular title. Special notes relating to a particular copy (accompanying media in book; Non-circulating, etc.) as well as staff instructions Special notes relating to a particular copy (accompanying media in book; Non-circulating, etc.) as well as staff instructions So…. Holdings records are also called MFHDs: Marc Format Holdings Data Cataloging: Holdings records Let’s take a look at some holdings records.

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: Viewing records: Multiple holdings and copies This record has 3 holdings (MFHDs) attached. Let’s expand the view to take a look.

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: The hierarchy in GIL (review) The Hierarchy: shows the relationship between the parts of the record (the bib record and its subrecords: holdings and item record). This record also has 3 holdings records. This is the link to the bib record. Clicking on plus/minus symbols, expands/compresses the views but does not actually open the records. The holdings record shows the call number, location, and the MFHD (holdings record) number. Clicking on the MFHD number, opens the holdings record up. The item record linked to a MFHD shows the item type, copy (if any) and the item status A demo of the hierarchy in action is next.

University of Georgia Libraries / Cataloging design robin fay When the demo has stopped, click on next. UNIT 5: GIL Record structure: Viewing records in GIL demo

University of Georgia Libraries / Cataloging design robin fay How many …holdings records do we have? …item records? …locations? …copies? UNIT 5: GIL Record structure: Viewing records: Multiple holdings and copies

University of Georgia Libraries / Cataloging design robin fay How many ….holdings records do we have? 3 ….item records? 3 ….locations? 2 for the Main Stacks (1` Main K), 1 for Georgia Room ….copies? Two copies for Main Stacks, 1 copy for the Georgia Room. Main Ga Room UNIT 5: GIL Record structure: Viewing records: Multiple holdings and copies

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: More on the MFHD (holdings record) Locations MARC tag TR: M denotes that this a monographic set (parts issued as a whole) TR = Treatment M=Monograph Information capturing volume number. This record will have 2 item records attached; one for each volume Location: Corresponds to the permanent location in the item record Shelving Prefix which is typed above the call number on the label An example of a holdings (MFHD) record 3 0

University of Georgia Libraries / Cataloging design robin fay Example of a serials holdings record A Serials record. Note in the hierarchy, we see 2 locations.

University of Georgia Libraries / Cataloging design robin fay Serial MFHDs ‡z Serial MFHDS (holdings records) contain the same info as monographs, plus more! We also use notes to other staff in the MFHD (x notes) or to the public (z notes) The final piece of the puzzle is the item record. Let’s get started.

University of Georgia Libraries / Cataloging design robin fay Cataloging: Item records Item records Item records are commonly known as barcode records. They contain information such as: The barcode The volume numbering The copy number Permanent location/Temporary location Item status Missing Inprocess Notes Let’s take a look at an item record in the Cataloging module.

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: more on the item record This item record is for volume 1 of the set. Location and Permanent Location corresponds to the location on the MFHD Corresponds to the Perm Loc and location on the item record. Let’s take a look at the corresponding bib record. Everything in a MARC record is important, but we’ll touch on just a few things to finish up.

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: More on the bib record Locations MARC indicator 245 MARC tag Cataloged Just a few important things to note: 910 NC = No Cards (appears on Serials records) 945 CC = title was cataloged through PromptCat (outsourced cataloging) CA can appear in a 910 or 945 CA = CA taloged PO/EO (with no CA in a record) = provisional record

University of Georgia Libraries / Cataloging design robin fay UNIT 5: GIL Record structure: the bib history Locations. Date of migration from GALIN (previous database). NOTE: no operator ID and date is 6/1999 This record was last worked on 2/16/2001 and it is not suppressed (hidden from the OPAC) The history and status of a record can be very useful.

University of Georgia Libraries / Cataloging design robin fay UNIT 5 Review: GIL record structure We have learned a little about viewing records in GIL (the Libraries’ catalog) We have explored the Hierarchy of records (bib, holding, item record) Remember you can review at any time by clicking the MENU button. Up next, a chance to review the tutorials and specific concepts. Unit 6 explores editing in GIL.

University of Georgia Libraries / Cataloging design robin fay UNIT 5 Review: Your turn Review any of the tutorials or key points listed above. You can also return to the main menu to choose additional topics. Unit 6 provides a brief overview in editing GIL records.. Use the MENU button to choose your next unit. Review & then take a Break if you need one! MARC tutorial LC call numbers quiz Review GIL record structure Searching OPAC demo Searching in GIL Cataloging module (Browse) Search in GIL Cataloging module (Builder)