Secrets of the MARC Code: Understanding the Cataloging Record

1. Secrets of the MARC Code: Understanding the Cataloging Record Intro Terminology and how we use it What kinds of information are in a MARC record? Structure of a record Secrets of the catalog Ready? Click here Robin Fay Beth Thornton

2. Cataloging attempts to organize materials & information in a logical and consistent way to facilitate ease of access… in other words so that we can find what we need! Cataloging is sometimes referred to in terms of ‘aboutness’ Cataloging is metadata Database Maintenance (DBM) is maintaining information through investigation and correction of records as needed NEXT END BACK Cataloging intro: what are we trying to do? At UGA data about our materials is stored within GIL (Voyager), as well as other types of storage for data including the Ultimate databases (UGA Electronic Theses and Dissertations aka ETDs), DLG (Digital Library of Georgia) resources, etc.) as well as the shelflist card catalogs, spreadsheets, word documents, our previous catalog, GALIN; as well as outside catalogs, such as WorldCat (OCLC). Next up a short movie. If you would like to skip the movie,click here. RESOURCES

3. NEXT END BACK MOVIE HERE . RESOURCES

4. So what is that movie about? Information in libraries can be stored in a variety of formats. MARC was an attempt to take the information from the card and put it into a machine readable format MARC drives various databases and displays the information to us in a way that makes sense (hopefully!) We viewed the same record in the GIL technical module, Google Book Search, the UC, the OPAC, and worldcat.org NEXT END BACK Now, we’ll go through a little terminology and then we will look at the record structure. RESOURCES

5. NEXT END BACK Cataloging: Terminology : Materials Monograph • A bibliographic resource that is complete in one part or intended to be completed within a finite number of parts. Serial • A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and series. Integrating resource • A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Rules?!? Let’s take a brief look! RESOURCES

6. NEXT END BACK Cataloging: Terminology : Codes, standards, & practices AACR2 (stay tuned for RDA) • Our cataloging rules! • Guides us in how to approach cataloging types of materials. LC • We use LC (Library of Congress) call numbers for books, serials, and other materials. Examples of LC call numbers: QA2345.B45 1965, PR4156.R26 S34 1999 • We frequently (but not always!) follow LC practice. Authority control? Next up! RESOURCES

7. NEXT END BACK Cataloging: Terminology : Codes, standards, & practices Authority control • Ensuring consistency in various access points (names, subjects, series, etc.) Authority control is providing an authorized/verfied form of names, corporations, series; information which usually appears in a 1xx, 4xx, 8xx, etc. in the MARC bib record. • Established form is represented by an authority record, which gathers together all the various forms of a name and tells us which one to use in our record. MARCIVE is a service we use to help with this. We use a service called MARCIVE to send out our bib records via a program and check the headings. MARCIVE checks the headings and sends us lists and reports to work on. The authorities librarian and others in Cataloging, do lots of work to ensure that what the computer program finds is correct. …and the two big databases we use a lot... RESOURCES

8. NEXT END BACK Cataloging: Terminology : The databases OCLC (WorldCat) • OCLC is a cooperative cataloging database where we get records. We use records for copy cataloging (aka Acquired Cataloging) and we contribute records through original cataloging. OCLC records are used to display holdings (what we own) to other libraries so that we can share (ILL) resources. Sharing records means that every library doesn’t have to keep cataloging the same thing over and over. GIL • The Libraries online catalog is called GIL (Galileo Interconnected Libraries). The “front door” or public entrance is referred to as the OPAC. The technical module (Cataloging, Acquisitions, Serials) is where work IN the catalog occurs. So, what does this all mean? Let’s take a look. RESOURCES

9. NEXT END BACK Cataloging: Record Structure Information about our materials is formated in many different ways. We use electronic records (MARC records, Ultimate records, Finding aids on the web) as well as print records (indexes, card catalogs). We use a hierarchical approach to describe information about our library materials. A record in GIL consists of 3 parts: • a bibliographical record (BIB record)to describe the title. • a holdings record (MFHD) to describe the call number, location info, volumes owned, etc. In other words information needed to locate a volume in a library. • an item record(sometimes referred to as a piece or barcode record) to represent each individual item associated with a title. Item records/barcodes are used to charge out (check out) materials. Material which has not been barcoded generally does not have an item record! Let’s start with the building blocks, MARC. RESOURCES

10. Cataloging: MARC • MARC = Machine Readable Cataloging • MARC coding is used for bibliographic & holdings records NEXT END BACK Confused? Well, let’s see if we can remedy that. RESOURCES

11. NEXT END BACK • Here are some common MARC fields for BIB records (the bibliographic aka descriptive part of the record). • xx = library shorthand for any field of that range, i.e., 1xx would include 100 (author) and 110 (corporate). • Bib records display in the OPAC and tell you: • The title (245) • The author(s), editor(s), corporate body (1xx) • Publishing info: date, place, publisher (260) • The physical description: size, illustrations, number of pages; type of media (300) • The frequency of publication for a serial (310/321) • Numbering for a serial (362) • Subject Headings (6xx) • Other information: uniform titles, title change info, etc. • We’ve provided you with a MARC record code cheatsheet (it’s linked under resources). Let’s look at some examples. RESOURCES

12. NEXT END BACK An example of a MARC field. MARC 1st indicator 2nd indicator 245 10Calm energy : ‡b how people regulate mood with food and exercise /‡c Robert E. Thayer. Delimiter Tags represent textual names They’re divided by hundreds: e.g., 100, etc. MARC Tag Now, we’ll see how that looks in the public view (OPAC) of the catalog. RESOURCES

13. Cataloging: Bibliographic records The GIL OPAC brief view for a monograph (book): Hot links will take the user to the author record, or browse by subjects. Here we see MARC fields: 100 field 245 250 (edition) 260 (publisher) 300 (description) and 6XX (subject headings). NEXT END BACK However, if we want to see the field coding, we’ll need to click on the Technical Display. RESOURCES

14. NEXT END BACK By clicking on Technical view button in the OPAC, we see the full MARC record, including indicators and delimiters. MARC TAG (also the MARC field number) is the first 3 digits, e.g., 100 Indicators are the two following characters which affect indexing and filing by the computer. In this case the 245 14, tells the computer: The title is The broker, but begin index/filing at B for broker. In other words, skip 3 characters + 1(for the blank space) to find the first ‘real’ word. | is a delimiter which is a designator for the beginning of the field and is subcoded with a specific alpha character |c indicates statement of responsibility How does this look in the technical module? Let’s take a look. RESOURCES

15. Cataloging/ Technical Module (GIL/Voyager) NEXT END BACK This is where the fixed field info resides and it is input via drop down menus 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 explore the Hierarchy more when we talk about holdings (MFHD) records. Remember a bib record is just one part of the puzzle. The other two pieces are the holdings and item records. We’ll explore those in a minute. Let’s take a look at a serials record. RESOURCES

16. NEXT END BACK The GIL OPAC brief view Linking fields: 780 & 785 Note the Continues/Continued by fields. Let’s see this record in the Cataloging (technical) module. RESOURCES

17. Cataloging/ Technical Module NEXT END BACK Note: Note the 246 fields; these are for alternative titles and provide better access RESOURCES

18. Serial record, cont’d NEXT END BACK Note: 310 tells frequency Note: 362 is numbering information for the title as published DOES NOT reflect our holdings The holdings record reflects our holdings (i.e., what we own!) Linking fields: 780 & 785 Now that we’ve explored the bib record a little bit, let’s take a look at holdings. RESOURCES

19. Cataloging: Holdings records NEXT END BACK Remember holdings records? 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 Holdings records are also called MFHDs: Marc Format Holdings Data Let’s take a look at some holdings records. RESOURCES

20. NEXT END BACK 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. Holdings records are also called MFHDs: Marc Format Holdings Data In the technical (cataloging) module we can easily see the relationship between the bib, holding, and item record. Let’s take a look. RESOURCES

21. Example of a monograph holdings record in the OPAC NEXT END BACK This record has 3 holdings (MFHDs) attached. Let’s expand the view to take a look at the hierarchy. RESOURCES

22. The hierarchy in Cataloging module NEXT END BACK This is the link to the bib record. Clicking on plus/minus symbols, expands 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. 1 2 3 The item record linked to a MFHD shows the item type, copy (if any) and the item status 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. In the next example, you’ll get a chance to interpret the hierarchy. RESOURCES

23. NEXT END BACK How many …holdings records do we have? …item records? …locations? …copies? Hint: Answers are on the next screen. RESOURCES

24. NEXT END BACK Main Ga Room How many ….holdings records do we have? 3 ….item records? 3 ….locations? 2 for the Main Stacks (Main K), 1 for Georgia Room ….copies? Two copies for Main Stacks, 1 copy for the Georgia Room. Now, let’s explore the holding record in a little more depth. RESOURCES

25. NEXT END BACK An example of a holdings (MFHD) record Location: Corresponds to the permanent location in the item record TR: M denotes that this a monographic set (parts issued as a whole) TR = Treatment M=Monograph Shelving Prefix which is typed above the call number on the label Locations 3 Information capturing volume number. This record will have 2 item records attached; one for each volume Indicator MARC tag Holdings record are coded in MARC, too! RESOURCES

26. NEXT END BACK Example of a serials holdings record A Serials record. Note in the hierarchy, we see 2 locations. RESOURCES

27. NEXT END BACK 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. RESOURCES

28. NEXT END BACK 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 In the next segment, we’ll explore problemsolving and the secrets of the catalog! In the next segment, we’ll explore problemsolving and the secrets of the catalog! RESOURCES

29. NEXT END BACK Cataloging: Is it wrong? How to report an error. • Use the report an error link at the bottom of the record in the OPAC (preferable). • Make a printout from the Technical module or OPAC. • Please tell us why you are sending it to us. ;-) What problems should I report? • Call number conflicts or a duplicate call numbers which do not have distinguishing copy or volume info • Diacritics problems • Duplicate records (provisional record for a title and also a cataloged record for a title) • Titles cataloged on the wrong record or classed incorrectly • Holdings errors for monographs or incorrect holdings records for serials* *NOTE: Serials where holdings are reflected on the card in the serials catalog are not errors; Serials cataloging is working on these. Please do not report Serials which are lacking holdings unless there is no shelflist card. • Incorrect or missing copy information • The call number on the book does not match GIL Larger patterns of discrepancies or dealing with a large volume of material should be approached as a project. RESOURCES

30. NEXT END BACK Cataloging: Secrets Did you know that not everything in the catalog displays in the OPAC? RESOURCES

31. NEXT END BACK Cataloging: Secrets Did you know that not all materials that we own are in the catalog? In this case, the bib info is in the catalog, but there are no holdings. In the beginning, serials were checked in on cards. Those cards still exist near Main Reference. Any serial cataloged before the early 1990s could have a card. However, you can find out if cards are probable (or not!) from the record. RESOURCES

32. NEXT END BACK Cataloging: Secrets The stamp means the bib info in GIL has been verified. An example of a serials card. Our holdings are reflected here. Now, let’s see how the record can help us. RESOURCES

33. NEXT END BACK Cataloging: Secrets How can you tell if a record in the catalog is…well…CATALOGED? What about those serials shelflist cards? 910 NC = No Cards CC = title was cataloged through PromptCat (outsourced cataloging) CA can appear in a 910 or 945 CA = CAtaloged PO/EO (with no CA in a record) = provisional record RESOURCES

34. NEXT END BACK Cataloging: Secrets Do you know how many conversions/migrations our data has been through? • At least 4 major ones: From MARVEL  GALIN  GIL  Unicode If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean? • 1999 is when we migrated from GALIN. All records have 6/1999 in the history; but if a record ONLY has 6/1999 in the history, the record is in the same condition as it was prior to migration. • What does mean? RESOURCES

35. NEXT END BACK Cataloging: Secrets Did you know we put secret little notes in the catalog to help each other? Did you know that we record our treatment decisions in the online catalog? Do you know why sometimes when you search you do not always find the title in question, if it includes a preceding article (and, the, le, etc.)? Provisional records sometimes do not have correct indicators for indexing. The title indicator is a common missing indicator in older provisional records. RESOURCES

36. NEXT END BACK Cataloging: Secrets What is the shelflist in the basement for? It houses shelflist cards for pre1995 materials which have not been inventoried. It also houses shelflist cards for special categories of materials (reading for pleasure, microfiche, withdrawn items, associated research facilities (branch libraries) as well as other shelflists. What is Medium Rare? Medium Rare: Materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks. RESOURCES

37. NEXT END BACK Cataloging: Secrets What does INV in a bib record 910 mean? • It is code indicating that someone in the Cataloging Department had the volume in hand, pulled the shelflist card, and verified that the information in GIL was correct. What does “No information available” mean in the OPAC? • No item record(s)/barcode(s). RESOURCES

38. NEXT END BACK Cataloging: Live search demo • Now, let’s search in the Technical module. • Open GIL QC (Go to Programs  Voyager  GIL QC). • If you need the password, email Robin, fay@uga.edu • Click here to email Robin • Use your Searching handout (see Resources) or just give it a try. • The default search in the builder search is OR (any of these). You may want to change that. ;-) • GIL will stop at 10,000 hits, but you can’t stop it before then! RESOURCES

39. Cataloging: Resources • The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P) • http://www.libs.uga.edu/catalog/ • Bib Formats – available online for free: MARC, MARC and more MARC • www.oclc.org/bibformats/en/ • Handouts from this session including MARC cheatsheet, Glossary, and getting started searching in the GIL technical module • Questions? END BACK RESOURCES