Sirsi Workflows Cataloging Module for the Java Client

Sirsi Workflows Cataloging Module for the Java Client Montana Shared Catalog Jennie Stapp Montana Shared Catalog Technical Assistant Jstapp2@mt.gov

Sirsi Workflows Cataloging Module With appreciation to Sarah McHugh & Paulette Parpart

MSC Cataloging: The Basics – Catalog Structure • Bibliographic (Title) Record vs. Item (Copy) Record • A bibliographic record belongs to the consortium • An item record belongs to an individual library • This includes call number and copy information • See pg. 3 of SIRSI manual for diagram

MSC Cataloging: The Basics – Terminology • OCLC – Online Computer Library Center • A membership computer library service with records from over 50,000 libraries in 84 countries and a primary source for copy catalog records. • Holdings – What a library owns

MSC Cataloging: The Basics – The Wizards • Wizard Properties • Generic defaults are set by System Admin • Default Properties appear the first time a wizard is opened • Properties can be changed at this point • Properties can be viewed every time a wizard is opened or not • Right click on a button to view and change default properties

MSC Cataloging: The Basics – The Wizards • Title Maintenance • Add Title • Used to create an original title record • Modify Title • Used to enhance records, ie. add subject headings, to correct errors in bib records, or to update/modify brief records or CIP records

MSC Cataloging: The Basics – Folders • Title Record folders • Control folder is common to that bib record and therefore all volumes and copies connected to that • Administrative Information • Bib folder is common to that bib record and therefore all volumes • Bibliographic Description

MSC Cataloging: The Basics – Folders • MARC Hldgs and Serial Ctrl folders pertain to the serials module and serial holdings data • Call Number/Item folder is a list of all volumes and individual copies associated with bib • Highlighting the call number causes the volume level information to display • Highlighting the barcode number causes the individual item (copy) level information to display • NOTE: A library’s call number may have more than one copy associated with it

MSC Cataloging: The Basics – The Wizards • Title Maintenance • Duplicate Title • Used to create an original title record for an item that is very similar to an existing record, ie a new edition of an existing title, titles in a series, a reprint, etc. • Delete Title, Call Number or Items • Used to remove a title when the change should not be reflected in OCLC, ie, a brief ILL record that was never in OCLC • This is different from the OCLC Discard Report

MSC Cataloging: The Basics – The Wizards • Call Number/Item Maintenance • Used to add a library’s holdings (items) to an existing bib record • Or • Used to edit information about a library’s volume, ie. update the call number • If a library has multiple copies of an item under a single call number, this change would impact all copies • Note: Circulation information and notes only appear at the item level

MSC Cataloging: The Basics – The Wizards • Item Maintenance • Add Copies • Used to add an additional copy record to the title record for an item a library already owns • Edit Copies • Used to edit a specific copy of an item (vs. the volume), ie. item in repair • Edit Copies Globally • Used to make the same change to a large number of items, ie. when discarding items

MSC Cataloging: The Basics – The Wizards • Authority Maintenance • Authority records are outsourced annually • Headings can be validated when creating new titles

MSC Cataloging: The Basics – The Wizards • Special Cataloging Functions • Bound-with • Used to show a link between two separate bibliographic items physically bound together • Catalog Review File • Link Order Line Holdings to Title • Acquisitions function

MSC Cataloging: The Basics – The Wizards • SmartPort • Copy cataloging program used to bring new bib records into the catalog • Allows users to search using Z39.50 protocol • Searches OCLC and LC among others

So what do I do now? • It is important to keep in mind that this is a very dynamic system. Using the system can offer dramatic improvements in you catalog but you must be open to workflow changes.

So what do I do now? • Is the title in question a duplicate of a title already held by your library? • Yes – Add a new copy • Item Maintenance Wizard • Add Items • Search for Bib Record, ie. title search. • Verify bibliographic description • Add Copy • If more than one library has this title select the appropriate library volume (on top) • Confirm/edit item level information, ie. Item ID • OK

So what do I do now? • Is the title in question a duplicate of a title already held by your library? • For current policy options for Item Types, Home Locations and Item Categories see: http://montanalibraries.org/MSC/MLNmsc-home.htm • If libraries choose to not use barcode numbers as Item IDs they should use auto-generated ids. This can be done by typing AUTO in this field.

So what do I do now? • Is the title in question a duplicate of a title already held by the library? • No • Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? • Search MSC to confirm (hint: need to search by All Libraries under Item Search and Display) • Call Number/Item Maintenance Wizard • Select current record • Verify bibliographic description of record found

So what do I do now? • Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? • Add Call Number • Confirm your Library code • Enter appropriate call number and edit any other item level information, ie. Item ID or Item type • OK • An additional copy of this title can be added at this point if necessary

So what do I do now? • If you choose not to use the Serials Control Module, this is how you should add individual volumes for periodicals and serials. • Each periodical issue, volume of a series or serial will be added to a single bibliographic record using the steps to add a call number. • For more information see pg. 3 of the MSC Cataloging Guidelines

So what do I do now? • Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? • No • Double check by using another search option, ie. author • Please note that Browse searching does not search Shadowed items • Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? • Search for title via SmartPort • or • Perform a Batch Bib Load using another system

Using SmartPort • SmartPort Wizard (lightening bolt) • Confirm default load settings • Select system(s) to search, typically OCLC • Select Connect • Enter log on • For OCLC follow this format: OCLCAuthorization/OCLCPassword ie. 111111111/xxxxxxx1 (not case sensitive) • Begin to search

Using SmartPort • Search Options & Tips • Search or Browse by Author • Last first (no comma) • Search or Browse by Title • Begin with first significant word • If search results in error “Invalid Search Expression Near-” put title in quotations marks • Search or Browse by ISBN • Omit hyphens

Using SmartPort • Search Options & Tips (con’t) • Search or Browse by ISSN • Include hyphen • Search or Browse by LCCN • Omit hyphen • Search or Browse by OCLC • Digits only (omit “ocm”) • Change Search Pane View • Combination search

Using SmartPort • Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? • Yes – there is a bib record for this title in OCLC (or other system) found through SmartPort • Select appropriate record and display • Verify the bibliographic description; Look for DLC in 040 Cataloging Source • Capture the record

Using SmartPort • Load Bibliographic Records Option • ALWAYS SELECT MATCH AND LOAD (not replace current record) • Select one or more match points which will allow the system to search for duplicate records in MSC (see pp. 82-86 of manual) • Title Ctrl Num Src: ie. ISBN, OCLC, LCCN • Call Sources: ie. 082 element • This will bring record into WorkFlows • If you get message that the title was found in MSC based on a match point, confirm existing bib record is a match. If it is do not bring in a duplicate record.

Using SmartPort • Give item a call number • This call number must be unique • If an error occurs give the item a bogus call number • Change bogus call number using the Volumes and Call Numbers Maintenance Wizard/Edit Volumes and Call Numbers. • Edit any other information • Select Save • Note: only call number level information available – must add item info • Use the Item Maintenance/Add Item Wizard to add an item • Select current record • Enter appropriate item level information and save

Performing a Batch Bib Load • Is the title in question a duplicate of a title cataloged in another system, ie. OCLC, or is it a part of a catalog batch from a vendor? • Yes – there is a bib record for this title in OCLC (or other system) found through WorldCat, Marchive, etc. • Step One • Save (export) records via normal practice, ie. to hard drive, shared drive, floppy (or use disk or FTP from vendor)

Performing a Batch Bib Load • Step Two • Select MarcImport Utility Wizard located on the Utility toolbar (may wish to add this button to cataloging toolbar) • Confirm that your are loading a Marc file • Use the gadget to find the Source of the exported file, ie. local drive, floppy, FTP • Give a name to the Destination

Performing a Batch Bib Load • Select Import • Select media is always pcdiskette • “Is diskette ready?” – Yes • “Are there more files to upload?” – Depends • Generally this will be no but if you have more than one file to upload you can repeat these steps and append the exported files to your destination

Performing a Batch Bib Load • Step Three • Select Reports Toolbar • Select Setup and Schedule new Reports • Again confirm the application to view path is to Wordpad or Notepad • Select Load Bibliographic Records from the Marc Import tab • Enter selection criteria under the Load tab

Performing a Batch Bib Load • Select your Destination File as the File to Load • Select Selection Criteria • File Format is Marc • Title control number source for incoming items will be codes for the match points noted after Marc Import (use Gadget to select codes) • Data cataloged should be current date • Default record format is likely Marc • Verify default Holding Code (Sarah can add or change holding codes for individual libraries) • Run Now

Performing a Batch Bib Load • Step Four • Select Finished Reports List (still in Reports toolbar) • Again confirm the application to view path is to Wordpad or Notepad • Select Bib Load • Confirm all records have loaded properly

Performing a Batch Bib Load • Records are given auto-generated call numbers that must be edited. • Use Call Number/Item Maintenance Wizard to edit this information • Search for each title • Note some default information is added • Edit call number and any other information • Additional copies may be added at this time

MSC Cataloging Guidelines • Review and Discussion • How does this compare to current workflows? • How will your library incorporate this system?

Creating a Clean CatalogSome record modifications to consider • After loading records through SmartPort or a batch-bib load is a good time to review and enhance records • Add GMDs • Modify CIPs • Use the SmartPort Capture screen or the Modify Title wizard to edit the bibliographic records

Creating a Clean CatalogAdding GMDs • General Materials Descriptions are added to the 245 title tag and describe the physical nature of the material • Example: Title|h[text (large print)] • For more information see the MSC Cataloging Guidelines Appendix E

Creating a Clean CatalogModifying CIP Records • A Catalog in Process record is created by the Library of Congress before the item is actually published; as a result the record may be less than complete • CIP Records indicators: • **The fixed field Enc-Lvt is 8 • Other fixed fields may be blank, ie. ILL field • 300 tag is incomplete • 504 tag is incomplete • Subject Headings are incomplete

Creating a Clean CatalogModifying CIP Records • For more information see the MSC Cataloging Guidelines Appendix A • Search for the bibliographic record to be modified • Make the appropriate changes • Change Enc_Lvt * to K • Add additional information, ie. 300 Tag • OK

Creating a Clean Catalog Transferring • Used when duplicate Bib records exists for the exact same title • See MSC Cataloging guidelines for what determines a duplicate • This may happen frequently after large data uploads • Select Transfer Title, Call Number or items Wizard (found in special cataloging function)

Creating a Clean Catalog Transferring • Search for duplicate records • Review all appropriate bibliographic records to determine which is the most complete/accurate record • Use the Display Bibliographic Description Wizard to review data (red books) • If possible choose the Library of Congress record, DLC

Creating a Clean Catalog Transferring • Select the Title/Volume/item to be transferred • Add to Tree (repeat for multiple titles items) • Select the title/volume or item to which to transfer • Add to Tree • With that record highlighted hit Transfer • Note: You should also transfer your holdings in OCLC

Create Title • Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? • Maybe??? • Suggestions for when or when not to create original records (see MSC Cataloging Guidelines): • If the item is fiction holdings can be added to any appropriate record • If the item is a reprint only do not create a new record • If the item is a new edition, including abridged editions, create a new record • Create a new record if the item is in a different format, ie. book-on-tape, microform, electronic format, large type, video

Create Title • Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? • No – the item requires original cataloging • If you are an OCLC full-cataloging library you can create a record in OCLC and import the record to Workflows using the bib load process • If you are an OCLC copy-cataloging library you can arrange to have an “agent” cataloger review your records and upload them to OCLC for you (talk to Sarah McHugh about this).

Create Title • Helpful cataloging sources: • AACR2 • OCLC Bibliographic Formats and Standards • http://www.oclc.org/bibformats/en/ • Marc 21 Concise Format for Bibliographic Data • http://www.loc.gov/marc/bibliographic/ecbdhome.html • Fixed Field Elements (.pdf) • http://www.oclc.org/bibformats/pdf/ffe.pdf • Library of Congress Authorities • http://authorities.loc.gov/

Printing Labels Create a label template • Label templates must first be created in the Label Designer Wizard • To create the first or a new template click Add • Name the template • May want separate templates for different item types etc.

Printing Labels Create a label template • To set template parameters highlight template and select Modify • Look at the Label Set Preview • Defaults to spine and pocket label • Add or delete labels as necessary

Printing Labels Create a label template • Set the Page parameters first • Entire sheet of labels • Next set Label Set parameters • Both labels together • Set individual Label parameters last

Printing Labels Create a label template • Now set text (highlight the appropriate label in the label set preview) • Text lines can be added to each label using the Add Line option • Each line contains and element which can be text, a bibliographic entry, call number, copy number, etc • Lines can contain more than one element

Sirsi Workflows Cataloging Module for the Java Client