1. Presented by the Technical Services Committee
MAKE FRIENDS WITH MARC!
General Cataloger’s Meeting
October 18, 2006
Presented by the Technical Services Committee

2. Understanding MARC Tags
On your MARC!
Understanding MARC Tags
Presenter: Jimi Huttenhower
Bethel Park Public Library

3. On your MARC! What is a MARC record?
A MARC record is a MAchine-Readable Cataloging Record.
What is a machine-readable cataloging record?
“Machine-readable" means that one particular type of machine, a computer, can read and interpret the data in the cataloging record.

4. On your MARC! What is a field?
Each bibliographic record is divided logically into fields. There is a field for the author, a field for title information, and so on. These fields are subdivided into one or more "subfields." As previously noted, the textual names of the fields are too lengthy to be reproduced within each MARC record. Instead they are represented by 3-digit tags. (Though online catalogs may display the names of the fields, the names are supplied by the system software, not by the MARC record.)

5. On your MARC! What is a tag?
Each field is associated with a 3-digit number called a "tag." A tag identifies the field -- the kind of data -- that follows. Even though a printout or screen display may show the tag immediately followed by indicators (making it appear to be a 4- or 5-digit number), the tag is always the first 3 digits.

6. On your MARC! What is an indicator?
Two character positions follow each tag (with the exception of Fields 001 through 009). One or both of these character positions may be used for indicators. In some fields, only the first or second position is used; in some fields, both are used; and in some fields, like the 020 and 300 fields, neither is used. When an indicator position is not used, that indicator is referred to as "undefined" and the position is left blank.

7. 010 tag marks the Library of Congress Control Number (LCCN)
Most commonly used tags
010 tag marks the Library of Congress Control Number (LCCN)
020 tag marks the International Standard Book Number (ISBN)
100 tag marks a personal name main entry (author)
245 tag marks the title information (which includes the title, other title information, and the statement of responsibility)

8. 250 tag marks the edition
260 tag marks the publication information
300 tag marks the physical description (often referred to as the "collation" when describing books)
440, 490 tag marks the series statement

9. 500, 504, 505, 520 tag marks the index, bibliographical information, the contents, the annotation or summary note.
650 tag marks a subject heading
700 tag marks a personal name added entry (joint author, editor, or illustrator)

10. 008 Represents the fixed fieldsa b d b 1

11. Indexing in Millennium
Presenters: Susan Hudak
Carnegie Library of Pittsburgh
Kathy Bollinger
Community Library of Allegheny Valley

12. Indexing in Millennium
The list of indexes available in each Millennium module vary depending on the needs of that module.
We will be reviewing the index options specific to the Cataloging module.

13. The list of available indexes displays on the drop down menu.
You can choose an index from the drop down menu or by typing the code that displays next to each index.

14. Title [t] index A title search retrieves: a title (tag 245)
a series title (tags 440, 830)
a uniform title (tags 130, 240)
an alternative title (tag 246)
title added entries (tags 730, 740)
formatted contents notes (tag 505)

15. Journal Title [s] index
A journal title is a serial title. The journal title index only searches serial records that contain a key title field (tag 222).
Author [a] index
An author search retrieves:
the main entry (tags 100, 110)
an author added entry (tag 700)
an author in an author/series statement
(tag 800)

16. Keyword [w] index Subject [d] index
A keyword search retrieves the entered search when the search term is found in the title (tag 245) or any note field (tag 5XX) of the bibliographic record.
Subject [d] index
A subject search retrieves the first word(s) in any subfield of a subject heading (tag 6XX).

17. ISBN/ISSN [i] Index LCCN [l] index Other No [j] index
There can be multiple ISBNs (tag 020) in a bibliographic record.
The ISSN (tag 022) is found in serial records.
LCCN [l] index
The LCCN (tag 010) is the Library of Congress Control Number.
Other No [j] index
This index searches publishers numbers (tag 028) and other standard identifier numbers (024).

18. Barcode [b] index Record No [.] index
The barcode index retrieves both patron and item barcode numbers.
Record No [.] index
There are six types of Millennium record numbers:
bibliographic [.b]
item [.i]
authority [.a]
serial [.c]
order [.o]
patron [.p]

19. Control No [o] index Govt Doc No [g] index DRA DBCN [e] index
The Control number search retrieves the OCLC number (tag 001).
Govt Doc No [g] index
This index retrieves a Government Document classification number (tag 086).
DRA DBCN [e] index
This index searches the Database Control Number from our previous system (tag 935). This number appears in records that migrated from DRA.

20. Call number indexes LC Call No [c] index Dewey Call No [h] index
Both indexes retrieve searches from call numbers in the item records, not the bib records.
The LC call number field (tag 090) is a structured field.
The Dewey call number index (tag 092) is a free text field in the item record.

21. “Ordreqs” to “Catreqs”
Presenters: Nancy Henderson
Carnegie Library of McKeesport
Mary Theobald
Robinson Township Library

22. What is an “Ordreq”?
There needs to be a bibliographic record in the catalog to be able to create an order record.
Acquisitions staff search Millennium to see if there is an existing bib record to attach the order to.
If there is not a record in Millennium, then they search ITSMarc.
If there isn’t a record in ITSMarc, then they make a new record in Millennium.

23. The new record is called an “Ordreq”
An ordreq is similar to a catreq except that is doesn’t have as much information.
The information in an ordreq comes from the ordering tool.
An ordreq has:
BCode 3 is coded “k ORDER BIB”
650 subject line:
“ordreq mm/dd/2006 library 2 digit code”
a title, publisher, and date
perhaps more information if available

24. Ordreq example

25. Audio ordreq example

26. Video ordreq example

27. When should I add my item to an ordreq?
When the ISBN or title, author, edition statement and publisher of the item in your hand matches those in an ordreq, you should add your item to that bib record…
BUT you must also upgrade that ordreq with the information that you now know because you have the item in your hand.

28. How do I upgrade the record?
If you know how to do a catreq, you already know how to do this.
Look at the title.
Just as with a CIP record, you must check to see if the title changed in any way and add a subtitle if necessary.

29. Add the publication location if you see it on your item.
Check to see if the publication date is correct.
Add the appropriate information in the 300 description tag or change the AV information as necessary.

30. Add any other important information: series information illustrator(s)
edition statement
narrator
Add 650 subject line:
“catreq mm/dd/2006 library 2 digit code”
Add your initials to the record.
Change the BCode3 from
“k ORDER BIB” to “s CATREQ”

31. Ordreq updated to a catreq

32. Audio ordreq upgraded to catreq

33. Video ordreq upgraded to catreq

34. You may see “k ORDER BIB” in other bib records as well.
If a record you use does not have a 650 “ordreq” line and you did not need to edit the record…
…then do not change the BCode3 to
“s catreq” and do not add a 650 catreq line to the record.

35. The New 13 Digit ISBN What is it? and What does it mean for me?
Presenters: Tracy Ortman
eiNetwork
Edith Sutterlin
Northland Public Library

36. What is it? The ISBN-13 = the EAN International Standard Book Number =
global product i.d. number
NOT = the UPC
INTERNATIONAL STANDARD BOOK NUMBER AGENCY

37. What is it?
ISBN = EAN UPC

38. Which number is it? ISBN 13 = EAN starts with a 978 or 979
UPC (only 12)

39. Why the ISBN-13?
We are running out of 10 digit ISBN numbers as more titles in more formats are published
The ISBN-13 will increase the pool of available ISBNs

40. Why will the ISBN-13 help? This will increase the pool of ISBN numbers
It will provide a uniform number for use throughout the international publishing industry

41. How will ISBN-13 look?
The ISBN will change from 10 digits to 13 digits
The prefixes “978” and “979” will be used in front of the traditional ISBN format
This will require check digits to change, no more “X”s

42. Are ISBN-13s in the system now?
In October of 2004 Library of Congress started using ISBN-13s.
OCLC also began using ISBN-13s, but their system was not yet set up to handle them, so ISBN-13s are in the (024) instead of the (020).
Currently, Millennium cannot process the ISBN-13 in the 020. That is why you get error messages when you enter them. This will change with Millennium’s Release 2006.

43. ISBN-13’s Current Error Messages
Adding in your ISBN-13’s now to the 02 field.
You may safely ignore this “Failed check digit” error message. Soon to be fixed!

44. When will the ISBN-10 disappear?
Starting with January of 2007 the ISBN-10 will no longer be issued.
After January 1 newly published titles will only have the ISBN-13

45. How does the ISBN-13 affect me?
Some of the uses Millennium has for the ISBN include:
Searching in the Web OPAC
Searching Millennium
Searching ITSMarc
Duplicate record warnings when keying
Enhanced Content Display in the WebOPAC
Ordering through Acquisitions

46. ISBN-13 and Release 2006
When we implement Release 2006 there will be a new Index Rule.
This means when you enter an ISBN search in Millennium:
If record has an ISBN-10, then Millennium will calculate and index the ISBN-13
If record has ISBN-13, then Millennium will calculate and index the ISBN-10

47. How does the new Index Rule help me?
This means you can enter in either the 10 or 13 digit ISBN and the system will be able to process it for searching
BUT—you will still need to enter the ISBN-13. Millennium will not actually enter the number into the record.

48. ISBN-13 Plan
Currently-Continue to enter the ISBN-13 into the 020—even though the system can’t process it
Upgrade to Release 2006 in Q4
After upgrade to Release 2006 the eiN will update all OCLC records with the ISBN-13 in 024 to 020

49. How does the ISBN-13 affect me today? = Let’s get ready!
When searching in the OPAC, you choose SPECIALIZED and then enter the ISBN number.
When it is on the item in hand, please enter the ISBN-13 in a new 020 field every time you make a catreq.
Search in Millennium Circ or Cataloging modules by i for ISBNs in the 020 field.

50. How does the ISBN-13 affect me?
When searching in the Web OPAC or Searching Millennium by ISBN – we will be able to SCAN in the book’s printed barcode.

51. Misc. Notes on ISBN-13/EAN
The EAN started out as a “European article number” and became International– with a Bookland ISBN-13 used for books (and sometimes other publisher-distributed items)
It is a product identification standard identifying goods and services in global trade.
For the past 20 years, the book industry has used the EAN standards to encode book identifiers in bar codes for scanning. This bar code identifier has usually begun with the EAN prefix '978', one of two prefixes EAN International has established solely for book identification.
The EAN-13 usually appears on a book's outside back cover of most hardbacks and on the inside front cover of most mass market paperbacks After January 1, 2007, the ISBN-13 is required to appear, in its hyphenated form, above the bar code, preceded by the abbreviation "ISBN" or "ISBN-13". Users will be able to refer to either this number or the numerically equivalent EAN-13 below the bar code.
The ISBN number consists of: Group identifier
Publisher identifier
Title identifier
Final Check digit

52. ISBN-13 Online Converter
What if I want to re-order an older item and can’t find an ISBN-13? You can convert the ISBN-10. Add a 978 before the old ISBN’s first 9 digits, then calculate a new check digit. Here’s an easy way to invoke the formula:
An ONLINE CONVERTER is available to help match ISBN-10’s and 13’s for identifying dups and merging items.
Simply type or scan in EITHER the ISBN-10 or the ISBN-13, with or without the dashes and it computes the match.
Convert your ISBN:
Complete 10 digit ISBN
I entered
Complete 13 digit ISBN
It computed:
There’s also a formula, available in ISBN-13 for Dummies (free online) and other places, but it is a lot easier to enter the number you have and let the experts convert it.

53. Foreign Language Materials
Presenters: Lesle Dunn
Shaler North Hills Library
Mary McDonough
Carnegie Library of Pittsburgh

54. Foreign language materials come in all formats
Foreign language materials come in all formats. The ones we will deal with in this presentation are:
DVDs/Videos
Books
In this presentation, we will give you some tips for getting language information into your catreq, and then demonstrate how it might look in the completed record.

55. Books
When creating a catreq for a book, give as much information as possible about the language. What goes into the 245 (title) field should be exactly what is on the title page. Any other helpful information, such as whether or not it is a translation, should be put into a 500 (notes) field.
For example, here is how a catreq might look for this particular juvenile title. Notice that information has been added to the catreq to indicate the language and also what the original title is.

56. Information about the language and translation have been added in 500 notes. Notice too that the language in the Millennium fixed field has been changed from eng to spa.

57. Here is the upgraded catreq as it might appear in Milcat
Here is the upgraded catreq as it might appear in Milcat. The 500 notes have become part of the 240 (uniform title) field.

58. In general, it is not necessary to make additional notes for language instructional materials or for language dictionaries.
The fact they are language materials will probably be evident by the title; i.e.., Beginning Spanish; Italian for travelers; Harrap’s English-French, French-English dictionary.

59. DVDs/Videos
Foreign language video recordings present more challenges. Not only are you dealing with the language of the item, you must also deal with any subtitles or captioning that come with it.
In general, unless you are actually viewing the video recording itself, the title and other information will be taken from the container. This fact should also be noted in the catreq.
Here is an example of a catreq for this particular Hebrew title.

60. Information about the original language and subtitles have been placed in the 500 field. The language code in the Millennium fixed field has been changed from eng to heb. The fact that the information has been taken from the container is also noted.

62. In the previous slide, the 500 notes for language are contained in the 546 (language) field. This field in the bibliographic record takes care of all language variations, including original title, subtitles, and captioning.
Corresponding to the 546 field is the 041 (language code) field. This states in code form the languages given in the In this example, the language of the DVD is in the a subfield (heb). The languages of the subtitles are in separate b subfields (eng, fre). If this had been a translation, the original language would have been coded in an h subfield.

63. Captioning for the hearing impaired is also part of the 546 if it is present. Here are a couple of ways captioning for the hearing impaired is indicated on the container:
Closed-captioned (usually the letters CC within a little box)
SDH-a new designation only found on DVDs. This indicates that the DVD is subtitled for the deaf and hearing impaired.
These subtitles differ from other language subtitles in that conventions found in closed-captioning are also used here (i.e.., music notes to indicate music playing, etc.). Unlike closed-captioning, a special decoding device is not needed to view these. (see example in handouts)

64. We have provided a ‘cheat sheet’ at the end of our examples as a quick reference to help you with your foreign language catreqs.
Any questions?

65. Questions? Contact any of the mentors: Lesle Dunn Nancy Henderson
Susan Hudak Jimi Huttenhower
Mary McDonough
Also available from 10am to noon through the eiNetwork Help Desk: Call the Cataloger