1. IS OPEN THE LIBRARY Polaris ILS Cataloging 5.0 SP3 Training

2. 2 Editing Bibliographic Records MARC 21 Editor view PAC, Statistics and Resources view Testing the record Authority Control MARC 21 Validation Duplication Detection The Provisional record Macros Diacritics

3. MARC 21 Editor View The first view of a bib record is the MARC 21 Editor view The header shows each record’s unique control number, record status and if it is displaying in the PAC Wizards are used to populate fixed field information When a variable tag, indicator or subfield is clicked on, Polaris displays a MARC field description on the bottom left corner of the record 3 Hint The MARC format is checked against a MARC 21 Validation Table in System Administration. This table can be edited to include local tags. Views

4. Hint Use the edit icons or right mouse click within a variable field to edit the field. MARC 21 Editor View To open a fixed field wizard, double click on the LDR, 006, 007 or 008 Put the curser at the end of a field and use the Enter key to insert additional fields Highlight a field or multiple fields and use the Delete key to remove tags The first subfield delimiter is given automatically when the subfield is typed—use Ctrl/Q to add subsequent delimiters

5. MARC 21 Editor View Helpful charts can be found under Help/Polaris topics on the toolbar Search for Type of Material on the index tab Look for ‘MARC codes that determine’ If a bib record has multiple TOMs defined, there is an order of precedence that defines which icon will display in the PAC Hint Fix field coding is very important in Polaris. It effects indexing and the icon that displays in the PAC.

6. PAC, Statistics and Resources Views The PAC view allows staff to see the bib record as a patron would in the PAC The Statistics view gives an overview of the number of linked items, holds and circulation statistics The Resources view allows staff to see the resource entities for this bibliographic record if it is an ebook or other electronic resource linked to a Vendor Account record 6

7. Testing the record Authority control – Checks headings against authority data—authority records are linked if present or may be created MARC 21 validation – Checks against the MARC 21 tables in System Administration to verify accuracy Duplication detection – Checks against all bib data using the Bibliographic Deduplication rules in System Administration These three can be run independently using the icons at the top of the workform or all at once each time a record is saved When a new record is saved, it is given a final status 7

8. Testing the record—Authority Control 8 The Check Headings Assistant box will appear if headings are unlinked To link headings, select the heading and click details In the Check Heading(s) Details box, staff can –Link to an existing authority and adjust the usage of the bib and/or authority. –Create a new system generated authority record –Edit the bibliographic heading

9. Testing the record—MARC 21 Validation 9 The Check MARC 21 Format: Results box will appear if the System Administration profile Automated MARC validation: Bibliographic has been set to yes The Edit Record button will allow the list of MARC errors to remain on the screen and corrections may be made The MARC 21 validation table in System Administration may be edited to validate local variable fields

10. Testing the record—Duplication Detection 10 When possible duplicate bib records are found, the Replace/Check for Duplicates dialog box will appear Double clicking on the suspected duplicate will open it for review Polaris uses a set of rules in System Administration to detect possible duplicates These rules may be edited to fit the library’s needs

11. Testing the record—Duplication Detection One or multiple duplicates can be selected in the Records to replace area and the Replace All or Replace Selected button used Additional bib records can be found using the Add by searching icon—a forced replace may then take place The Bibliographic Tags to Replace/Delete Policy Table will be consulted regarding variable fields to protect in all records 11 Hint Individual bib records may be flagged to protect them from being overlaid during duplicate detection. Duplication detection always takes place when a bib is individually saved or during import.

12. The Provisional Record When a new record is created or brought in through Z39.50, it may be saved provisionally rather than final This allows staff to resave the record as final when the editing process is completed Provisional records are not ‘real records’ and are not indexed—the only way to find them is by their control number When working with an individual bib record go to File/Save Provisionally This stores the bib record without the three tests It will not display in PAC or allow items to be attached Imported records may also be saved with a provisional status 12

13. Macros To record a macro: Right mouse click on a bib record and select Macros Click the blue button to begin recording on the Macros pop up box Define a Name, Description and shortcut key in the Record Macro box—use any combination of Ctrl or Ctrl/Shift with a number or letter Carefully type the desired field, inserting constant data if appropriate Click the blue square when finished Staff can manage their own macros using the Edit button on the Macros pop up box They can also copy other staff member’s macros by using the Show All button on the Macros pop up box 13

14. Diacritics To insert a diacritic, right-click on the bib record and select Diacritics from the context menu Place the cursor where the diacritic should be inserted or after the affected letter Select the correct graphic set, highlight the desired diacritic and click Insert All characters are stored in the database using Unicode encoding 14

15. 15 Adding bibliographic records to your database Z39.50 Importing Profile Manager—creating import profiles Using an import profile—Express or Full import Import reports Original Cataloging Bibliographic templates Creating a new bibliographic record with a template

16. Search Z39.50 Remote Databases Begin the search on the General tab of the Find Tool Staff can select the databases they would like to connect to on the Databases tab of the Find Tool Click on a result list to see the title(s) from the selected database Double-click on a title to bring the record into the desktop for editing 16

17. Profile Manager—creating import profiles Profile Manager allows staff to create and maintain needed import profiles To access Profile Manager, go to Utilities/Importing/Profile Manager Polaris is loaded with several read only profiles Import profiles are saved under individual user IDs Staff may right mouse click on a existing profile to copy it and then make necessary edits to create a new profile Staff may also click the New icon on the Profile Manager workform to create a new profile from scratch 17 Hint When setting up a new import profile, always keep the goal of the profile in mind. How do you want to handle the records in this file you are bringing into Polaris?

18. Profile Manager—creating import profiles The records are imported as final, the owner is the system and they will display in the PAC MARC validation is performed, but records will still be saved as final— the import report will list MARC errors Authority control is performed, but new authority records are not created—the import report will list unlinked headings 18 Example 1 import profile: Settings to import fully cataloged bib records to overlay Acquisitions brief order records

19. Profile Manager—creating import profiles Encoding level restrictions are considered and if a suspected duplicate is found, the incoming record will be saved as final, overlaying the brief order record No MARC tags are being protected 19 Duplication detection is being performed using the system bibliographic deduplication rules in System Administration Hint Every MARC record has a defined encoding level in the LDR/17.

20. Profile Manager—creating import profiles The records are imported as final, the owner is the system and they will display in the PAC MARC validation is performed, but records with errors will be saved as final—the import report will list MARC errors Authority control is performed, but new authority records are not created—the import report will list unauthorized headings 20 Example 2 import profile: Settings to import fully cataloged media records

21. Profile Manager—creating import profiles Duplication detection is being performed using profile defined rules If a suspected duplicate is found, the incoming record is saved as final replacing the database record MARC tags are being protected using the Bibliographic Tags to Retain/Delete Policy Table in System Administration 21 Hint Keeping MARC Tags will protect variable fields in both the record in the database and the new incoming record.

22. Profile Manager—creating import profiles 22 Example 3 import profile: Settings for importing MARC records from a vendor’s website for a book order. The records are imported as final, the owner is the system and they will not display in the PAC Profile defined tags are being deleted out of the incoming MARC records MARC validation and authority control is not performed

23. Profile Manager—creating import profiles 23 Hint Protecting 020 tags from order records will insure you are ordering with the correct ISBN. Duplication detection is being performed using profile defined rules If a suspected duplicate is found, the incoming record is rejected MARC tags are being protected using profile defined overlay retention tags

24. Profile Manager—creating import profiles When an import is done, all records should be added to a record set Defining record sets names on the Record Sets tab will give you easy access to the group of records imported Choose a naming convention per profile that will identify the type of import 24

25. Using an import profile—Express or Full import Up to 100 files may be added to the import files box Express Import protects the profile as no changes can be made to it Full Import allows the staff member to edit the profile on-the-fly 25 To use an import profile, go to Utilities/Cataloging/ Express or Full Import Select the profile to be used Add files to be imported

26. Using an import profile -- Adding files Use the File Type dropdown menu to select the correct file type. Otherwise you may not see all available files for import

27. Using an import profile – Record sets 27 A date and time stamp are automatically added to the record set name to help identify the newly created record set Individual import reports and record sets will be created for each file imported The default name of the record set is in the import profile, and the actual name is included in the import report To find the record set, go to Cataloging/Record sets

28. Import reports To view the import report, go to Utilities/Importing/ Import Jobs Queue Double click the file to open the report in a PDF format Review the import report 28

29. Original Cataloging—Bibliographic templates Bibliographic templates allow staff to make records quickly and consistently Polaris ILS comes with a few predefined bibliographic templates—go to Cataloging/Templates/Bibliographic to see the existing list Staff may copy existing templates to make their own—use the New icon to copy the existing workform They can also save a bibliographic record as a template—go to File/Save as Template on a bib record and then customize/edit the new bib template 29

30. Original Cataloging—Bibliographic templates Staff may create a template for every TOM they need when doing original cataloging Constant data can be entered in the templates when they are created Delete any unused fields When working with bib templates, check the blue side bar to make sure you are editing a bib template 30

31. Creating a new bibliographic record with a template Begin a new bibliographic record by clicking on the New icon on the Shortcut Bar Select Bibliographic Record in the New pop up box Click the Existing Template radio button and select a template Click OK You will see the template that was applied at the bottom of the new bibliographic record 31

32. 32 Item records Views: Cataloging view Circulation view Source and Acquisitions view Notes and Notices view History view Item templates Creating new item records Ad hoc item bulk change Printing Labels and the Label Manager

33. Item records—Cataloging view The first view of an item record is the cataloging view A individual staff level profile can be set so that items always open to this view for catalogers White fields may be edited, gray cannot Bolded fields must be filled in to save the workform 33

34. Item records—Circulation view This view shows circulation info, including: Current borrower Last borrower Held for patron Last circulated Due date 34 Clicking on the enabled borrower buttons will display the patron status record

35. Item records—Source and Acquisitions view The Source and Acquisitions view includes: Donor & fund info PO and invoice numbers Circulation statistics Many fields are populated automatically if the item came through the acquisitions process The First Available date field is the date that this item became available for check out 35

36. Item records—Notes and Notices view This view of an item record holds various notes, notice information and blocks Catalogers can add a library assigned block or a free text block Both types of blocks will pop up whenever the item is checked in or out If a note is present, the icon turns yellow If blocks are present, the icon turns red 36

37. Item record—History view The History view of an item record shows each time an item record has been modified Information logged here includes User ID and workstation By default this history is saved for a year Patron’s name may be included in history 37 Hint The length of time the history is kept can be changed in System Administration.

38. Item templates To create a new item template, click on the New icon on the Polaris Shortcut Bar and select Item Template, click OK Be consistent in your naming convention as it affects sort order when searching 38 Hints To retrieve and edit an existing item template, go to: Cataloging/Templates/Item Mandatory Fields include: Name Template owner Owner Assigned branch Collection Material Type Loan period Fine code Renewal limit Home branch Call number scheme

39. Item templates A System Administration cataloging profile determines the call number that will be used when new items are created unless a different shelving scheme has been chosen in the item template If an item template has ‘none’ in the shelving scheme, the call number in the New Item Record Options dialog box will be used 39 After the first template is created, it can easily be copied (click the New icon on the Item Template/Copy Existing Work Form) and edits made Create an item template for every branch, collection, material type combination that you catalog

40. 40 Creating new item records From the bibliographic record, click the Create Item Records icon The New Item Record Options box will appear

41. 41 Creating new item records Verify that the call number is correct, add the price if desired Select the correct item template/s from the template dropdown-- any of the defaults can be edited in the grid Hint If your library adds call numbers to bibs, each piece of the call number can have its own subfield defined in the call number hierarchy. Verify the creation of the correct number of items for each branch Scan in barcodes if you wish the bulk create to provide the barcode Click OK to bulk create the items

42. 42 Creating new item records When bulk create is completed, a list of item records will appear If only one item record was created, it will automatically open Open the first item for review. You may scan in a barcode if not bulk added Staff can easily move through the list of items by going to View/Previous (Ctrl/E) or Next (Ctrl/R) record Hint Barcodes may be added one of three ways: In the New Item Record Options dialog box, barcodes can be scanned in or use System Assigned Barcodes. They may also be scanned into individual item records after they have been created.

43. 43 Add hoc item bulk change Catalogers may use the ad hoc item bulk change functionality to edit existing items attached to a bib record It may also be used to update on-order items created in acquisitions The item records do not need to be put in a record set Multiple changes can be made at one time Hint If you have permission to bulk change items, you can select multiple items wherever they appear.

44. 44 Add hoc item bulk change In this example, a statistical code will be assigned, the call number will be pulled from the bib record per the Item create call number hierarchy and a system assigned barcode range will be applied The call number may also be typed in and barcodes scanned

45. 45 Add hoc item bulk change A range of barcodes is added to the Item Barcode Range dialog box The Summary of Changes dialog box is reviewed Barcodes are inserted into the item records Hint: Barcodes may be bulk added only if the item record does not already contain a barcode.

46. 46 Label Manager To access Label Manager, go to Utilities/Label Manager on the Polaris Shortcut Bar A label request is automatically sent to Label Manager each time you create a new item record—this can be turned off in System Administration if needed Staff can also manually request a label using the label request icons at the top of the item workform

47. 47 Label Manager In Label Manager, go to Tools/Label Settings and Content—the types of labels used and what is mapped to each piece of a label can be controlled here Staff can set defaults (Cataloging/Options on the Polaris Shortcut bar) for the type of label they you would like to use as well as the print method Custom labels may be created as well

48. 48 Record Sets Bulk change Item records Bibliographic records Deleting records Individually In bulk from a record set Cataloging reports Other cataloging topics

49. 49 Record sets A record set is a subset of records in the database for a particular purpose—a list of records or for a bulk change Use the Settings tab on a Find Tool to create the record set--the record set can be opened immediately or retrieved later under Cataloging/Record Sets Record sets can also be created by multi-selecting items from a results list, right-mouse clicking and selecting Add to Record Set…New or Existing

50. 50 Record sets Record sets can be created for bib, item, authority and patron records They are a virtual grouping of records and a record may belong to any number of record sets Staff may delete record sets upon demand or they can remain in the database indefinitely Staff can also create a record set for: All the linked item records from a bib record set All the linked bib records from an item record set All the linked bibs from an authority record set All the linked authorities from a bib record set

51. 51 Bulk change—Item records A record set may be created by clicking on the New icon on the Polaris Shortcut bar and selecting Record Set Records may be added to or deleted from a record set by using icons on the line item toolbar Click the Bulk Change icon at the top of the record set workform to perform a bulk change

52. 52 Bulk change—Item records In this example, items are being moved from Reference to the Nonfiction collection—changes are made on multiple tabs A default report name is defined for you An error record set may also be defined as a safeguard Click OK to proceed

53. 53 Bulk change—Item records After reviewing the Summary of Changes, click continue Staff will receive a confirmation that the change was completed successfully Review the report Open the record set and look for the changes

54. 54 Bulk change—Bibliographic records In this example, a 655 tag is being added Click the Bulk Change icon at the top of the record set workform to perform a bulk change Always review the Summary of Changes dialog before continuing

55. 55 Bulk change—Bibliographic records The bib bulk change is posted to the queue To watch the progression of the bulk change, go to Utilities/Cataloging Processing/Bibliographic Bulk Change Queue Review the Log report Open the record set and look for the changes

56. 56 Deleting records—Individually Hint Depending on settings in System Administration, deleted item, bib and/or authority records may be retained and undeleted. Work backwards when deleting records—from item(s), to bibliographic, to authority(s) Item records may be deleted individually using the Delete icon at the top of the workform Item records may also be multi-selected from the linked item records list and be deleted by using the Delete icon at the top of the list Records with linked holds that have a status of Active, Pending or Inactive may also be deleted per an SA setting If holds are linked, the hold request status will be changed to Not Supplied and a cancelation notice is sent to the patron

57. 57 Deleting records—Individually When deleting multiple records, the Multiple Object Deletion dialog box appears If the boxes are checked, staff will receive a warning for: Breakable links Unbreakable links and other stopping conditions It is possible to suppress all warning messages by clearing the check boxes The ability to clear the check boxes is permissions protected Hint Breakable link examples: if the item belongs to another record set or has a patron fee attached. Unbreakable link examples: if the item is checked out or held.

58. 58 Deleting records—Individually When all attached item records have been deleted, the “Last copy options” dialog box will appear showing the bibliographic record The bib record can be deleted, suppressed from the PAC or retained as is After deleting the bibliographic record, if there were attached authority records that will be orphaned, they will be shown and a decision to delete or retain them must be made in the “Last record options” dialog

59. 59 Deleting records—In bulk from a record set Item records attached to different bibs may be deleted in bulk from an item record set After highlighting the items to be deleted, click the Delete Selected Record icon on the line item toolbar The Multiple Object Deletion dialog box will appear

60. 60 Deleting records—In bulk from a record set When all items attached to a bib are deleted, the Last copy options dialog box appears listing the bibs Choose to delete, suppress from the PAC or retain the bibs A record set with the default name of weeded may be opened and reviewed if desired If there are any orphaned authority records a Last record options dialog box appears listing the authority records Choose to delete or retain them A record set with a default name of weeded may be opened and reviewed if desired

61. 61 Polaris ILS Cataloging Reports Pre-written reports may be accessed under Utilities/Reports and Notices on the Shortcut bar After clicking on a report, staff may be asked for parameters and/or a sort order The default form for the report is PDF, but they may also be exported in different formats by clicking the down arrow next to the printer on the Polaris Reports window