Evergreen Indiana Cataloging Roundtable: New Cataloging Features of Version 1.6

1. Evergreen Indiana Cataloging Roundtable: New Cataloging Features of Version 1.6

2. New Cataloging Features of 1.6 Presenters Lebanon: • Sarah Childs, Hussey-Mayfield, Zionsville • Jocelyn Lewis, Lebanon Jackson County: • Marlane Gutzwiller, Madison-Jefferson County • Terri Wichman, Jackson County

3. New Cataloging Features of 1.6 • Limiting searches by date • MARC editor changes • Revised Z39.50 Screen • New Bucket features • Batch Import/Export

4. Limiting Searches by Date You can now limit searches by date in the OPAC and the staff client. You can limit searches to a single year, specify before or after a single year, or set a range of dates. Publication year is one of the options listed in the Search Filters, and it can be combined with the other filters to narrow your search. Note like most of the search filters, this search is based on the fixed fields, so it is important to fill in the dates correctly.

5. Limiting Searches by Date

6. Limiting Searches by Date Click on the drop-down box to select the option you need: Then type your date into the box or boxes: The date you enter will be included in your range, so before 2000 includes items published 2000 and earlier, and between 2000 & 2005 includes items published in both of those years as well as those in between.

7. MARC Editor Copy Row Function Another one of the minor changes to the Cataloging Module is the addition of a new function in the MARC Editor. It allows you to copy an entire row in the current record and insert it above or below the existing row.

8. MARC Editor Copy Row Function If you click on the Help button in the MARC Editor, you will see two new keyboard short-cuts on the list of functions:

9. MARC Editor Copy Row Function Press the Ctrl key and the Up or Down arrow to add a new row with the same contents as the row where the cursor is. This can be useful when adding additional subject headings or the 10 or 13 digit ISBN. You can copy the line and then make edits.

10. Fast Item Add • One of the most convenient new features is the Fast Item Add. • Fast Item Add is covered on page 12.18 of the Cataloging Manual.

11. Fast Item Add • It only appears as an option in the MARC Editor during Imports and Overlays. • Click the checkbox to activate it. It will stay active when you import other records as well.

12. Fast Item Add • Input your call number and barcode into the boxes. • When you’ve edited the MARC record to your satisfaction click Import Record. • The Copy Editor will open so you can apply your template. Once you click create you will have imported your record and added your item in one go.

13. MARC Editor Bugs Note that we are currently experiencing a couple of bugs in the MARC editor. It doesn’t behave consistently when you right-click to use the menu for inserting and removing rows. Often it deletes rows other than the row where your cursor is. You can avoid this problem by using Ctrl+Delete to remove rows until the bug is fixed.

14. MARC Editor Bugs Also, note that Caps Lock prevents you from adding subfields. Simply turn Caps Lock off to add subfields when needed. These bugs have been reported.

15. Revised Z39.50 Screen One of the biggest changes to 1.6 is that the Z39.50 screen has been totally revamped. At this point, hopefully you are all comfortable with the new screen and are enjoying the new features, such as searching multiple record services at once.

16. Revised Z39.50 Screen A couple of things to note about the new screen: • Although the Drop down list for item-type stays active for OCLC and LOC searches, it only seems to work for searching Evergreen Indiana.

17. Revised Z39.50 Screen • The number of search results that display can vary. By default it will display up to 10 results, but it divides 10 by the number of sites you are searching, so that it will display results from each site. If there are no results from some of the sites, fewer than 10 results will display, so if you search 5 sites, and only get results from 1 of those sites, it will only display 2 at a time even if there are 10 results total.

18. Revised Z39.50 Screen More information about the Z39.50 screen can be found in Chapter 12 of the Evergreen Indiana Cataloging Training Manual, which can be found here: http://www.in.gov/library/3381.htm Questions or Issues?

19. New Bucket Features Detailed information about Copy Buckets can be found in Chapter 17 of the Cataloging Manual. Detailed information about Record Buckets can be found in Chapter 19 of the Cataloging Manual. The cataloging manual can be found here: http://www.in.gov/library/3381.htm

20. New Bucket Features The biggest change to the Bucket Managers is that you can now add records to your buckets directly from the Bucket Manager. With Copy Buckets this means you can now scan items into the Pending Area, and from there you can transfer the items to your Copy Bucket.

21. New Bucket Features The only other change to the Copy Bucket Screen is the List Actions button.

22. New Bucket Features The List Actions Button has a drop down list that allows you to perform several actions to items displayed in a list of data. It now appears on several screens, including Item Status, Z39.50, and the Bucket Managers. For more information about the List Actions button see page 12.6 of the Cataloging Manual.

23. New Bucket Features The Record Bucket manager has changed more significantly. It is now tabbed, with a record search tab, pending area tab, and bucket view tab.

24. New Bucket Features From the Record Query tab you can perform catalog searches and add your results to the Pending Area. This is a huge time saver when doing merges, because you can add many records to a bucket at once, instead of one at a time from the catalog.

25. New Bucket Features Clicking the help button brings up a list of search keys. If you don’t use a search key, the search defaults to keyword.

26. New Bucket Features Below is a keyword search for an ISBN:

27. New Bucket Features Doing a title search can allow you to merge several different versions of an item fairly quickly. You can merge the large print together, then an audio version, then the regular print version. Please make use of this new tool to help clean up the multiple records in the database!

28. Batch Import/Export The Batch Import/Export tool is still under development. Many of the features of the tool are not currently functional. Please keep this in mind and be patient as you use the tool. We will keep you up to date as it is upgraded.

29. Batch Import/Export What you can do with the Batch Import/Export tool as of today: • Import batches of Bibliographic records to the system • Export batches of copies of Bibliographic records from the system

30. Batch Import/Export What you can’t do as of today: • Import Authority Records • Import holdings data • Overlay existing records • Edit the records in the Importer before they are uploaded.

31. Batch Import/Export Places where you can get records for Batch Import: • Subscription services such as OCLC or vendors • The Library of Congress http://catalog.loc.gov/webvoy.htm • MelCat http://elibrary.mel.org/search • Some other public and school libraries http://www.nassauboces.org/nsls/greatsites/FreeMARC.htm

32. Batch Import/Export • To Batch Import records, you must have the records saved to your computer in MARC format. • When you have an option as to how to save the records, choose MARC Unicode.

33. Batch Import/Export You can access the Batch Import/Export tool from an icon on the splash screen, or from the Cataloging menu.

34. Batch Import/Export There are four ‘tabs’ in the Importer/Exporter. The active tab when you open it is Import.

35. Batch Import/Export • The Batch Importer/Exporter gives the option to importeither bibliographic or authority records. At this time, it appears that only the bibliographic option works.

36. Batch Import/Export The Upload Queue works as a record import manager. You can save batches of records which you are uploading to different queues and then use the Inspect Queue tab to review the records. You can create a new queue for each batch of items or add the batch to a queue you already have. You cannot delete items from a queue, so you may find it more manageable to create a new queue. Old queues can be deleted. If you don’t enter a name in the upload queue a nameless queue will be created, and you will have blank line on the drop down list.

37. Batch Import/Export To create a new Upload Queue just type the name of the queue in the empty box before you import a batch. To add to an existing queue instead, select that queue from the drop-down list.

38. Batch Import/Export You can automatically import all records that do not have possible matches in the system by placing a checkmark in the box. If you do not choose auto-import, the records will be uploaded to your Record Queue and you will have a chance to review them before you import them.

39. Batch Import/Export Import Attached Holdings is not currently working. We will let you know as soon as this is resolved. Holdings Import profile is related to Importing Attached Holdings.

40. Batch Import/Export Choose a record source from the list. If your records to be imported are not from a source listed, choose System Local. Project Gutenberg is a digital repository and has records available for their ebooks. Records can be purchased from YBP.

41. Batch Import/Export When you’ve selected all the options you need, click browse to find the file on your computer that you wish to upload. Then click Upload.

42. Batch Import/Export The file will open in the Inspect Queue tab. • You can choose which columns are displayed in the records summaries with a column picker, and save your changes. • You can change the widths of the columns, but you currently cannot save these changes. • You can click on view MARC to view the full MARC record. • You can change how many records you view, and limit to Non-imported or Matching records.

43. Batch Import/Export • Matches • If there is a link in the Matches column, the system has found a match and the record has not been auto-imported. • Since you can’t currently do overlays, it’s probably most efficient to search for your items in EI first, and then import only records for items with no match in EI. • Unlike Z39.50, the batch importer checks for matches based on more than TCN, so it may find a ‘match’ that you have determined is not the correct record.

44. Batch Import/Export • Matches • You can click on the link to see a summary of information about the matching record. • You will need to look up the item in the catalog to view the MARC record to determine if it is truly a match. • Use the Back to Import Queue button to return to your list of records.

45. Batch Import/Export If you’ve used Auto Import, and checked your Import Queue to see if you had any record matches, you can search for the records in the catalog to add your holdings. Tip: To find them more easily, you can limit your search to your local library. It will include the new records since they have no holdings.

46. Batch Import/Export If you have not used auto-import, you will need to import your records from the Record Queue. You can either select Import All from the Actions list or click the check boxes and use Import Selected.

47. Batch Import/Export From the Actions List you can also select Delete Queue. This will not delete the records from the catalog if you’ve already imported them. The Queue is somewhat like a bucket in that it just collects the records in one spot for viewing and managing.

48. Batch Import/Export The Record Export tab allows you to Export batches of MARC records or single records, for instance you can export a bucket by bucket number. When exported, the records will be saved to a file on your desktop. This will be useful in the future for doing batch edits of MARC records, but since you cannot currently overlay the records upon import, this would be not much quicker than individually editing the records. Information on Exporting records will be forthcoming, and we’ll be happy to answer questions about it if you have a use for it.

49. Batch Import/Export • The final tab, Edit Attributes, allows you to do batch edits to the MARC records as they are imported. • We’re currently awaiting more information on this feature.

50. New Cataloging Features of 1.6 Remember to use your Evergreen Indiana Cataloging Listserv to ask questions. One of the Cataloging Committee members or other EI colleagues will be happy to answer those questions and will work with you.