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 Questions

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 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 include 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).

3. Movie goes here MOVIE HERE .

4. Cataloging: Terminology : Materials • Monographs • Serials • What’s the difference between a serial and a periodical? • Other formats • Media • Electronic resources • Other

5. Cataloging: Terminology : Codes, standards, & practices • AACR2 (stay tuned for RDA) • What is it? • How do we use it? • We apply these rules when describing an item and providing access points (except subjects) • LC • What is it? • How do we use it? • 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

6. Cataloging: Terminology : The databases • OCLC (WorldCat) • What is it? • How do we use it? • We get records from OCLC (copy cataloging aka Acquired Cataloging), we contribute records (Original Cataloging). OCLC records are used to display holdings (what we own) to other libraries so that we can share (ILL) resources. • GIL • What is it? • How do we use it? • OPAC • What is it? • How do we use it?

7. Cataloging: Terminology • Records 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 piece/title/….i think the word item is confusing here. • 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!

8. Cataloging: Terminology: MARC • MARC = Machine Readable Cataloging • MARC coding is used for bibliographic & holdings records

9. Cataloging: Terminology: MARC • BIB record • Bib records are coded in MARC formatting. • MARC = Machine Readable Code • 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. Let’s look at a few BIB records in the Technical Module and the OPAC. We’ll look at both serial and monograph (book) records.

10. Cataloging: Terminology: Authority control : Need content • What is authority control? • How do we use it? • MARCIVE Let’s look at a few BIB records in the Technical Module and the OPAC. We’ll look at both serial and monograph (book) records.

11. 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).

12. 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

13. Cataloging/ Technical Module (GIL/Voyager) 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.

14. Now, let’s look at some serials bib records. The GIL OPAC brief view Linking fields: 780 & 785

15. Cataloging/ Technical Module

16. Serial record, cont’d

17. 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. They tell us • which volumes we own (of sets and serials) • how many copies we own • as what 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

18. Remember holdings records? OPAC example for monographs Holdings records are also called MFHDs: Marc Format Holdings Data

19. The hierarchy in Cataloging module 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.

20. Example of a monograph holdings record in the OPAC This record has 3 holdings (MFHDs) attached. Let’s expand the view to take a look.

21. How many …holdings records do we have? …item records? …locations? …copies?

22. Main Ga Room 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. Unit 5: GIL record structure

23. 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 Information capturing volume number. This record will have 2 item records attached; one for each volume MARC tag Unit 5: GIL record structure

24. Example of a serials holdings record

25. Serial MFHDs

26. Cataloging: Live search demo • Now, let’s search in the Technical module.

27. UNIT 5: GIL Record structure: the bib history 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) Locations. Unit 5: GIL record structure

28. UNIT 4: GIL search: History

29. Cataloging: Terminology • 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 How do we use it? We’ll talk more about item records in a little more detail later.

30. Cataloging: Is it wrong? • How to report an error. What problems should I report?

31. Cataloging: Secrets • Did you know that not everything in the catalog displays in the OPAC?

32. Cataloging: Secrets • Did you know that not all materials that we own are in the catalog?

33. Cataloging: Secrets

34. Cataloging: Secrets • How can you tell if a record in the catalog is…well…CATALOGED?

35. 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.)?

36. Cataloging: Secrets • Do you know how many conversions/migrations our data has been through? • If you see 6/1999 in a cataloged record history what does that mean? • What does mean?

37. Cataloging: Secrets • ……..accidentally deleted this question and can’t remember it!! aaaaarbh • What does the note below mean?

38. Cataloging: Resources • The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P) • Bib Formats – available online for free: MARC, MARC and more MARC • Handouts from this session including MARC cheatsheet, Glossary, and getting started searching in the GIL technical module Thank you!