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 Jstapp 2@mt. gov

Sirsi Workflows Cataloging Module With appreciation to Sarah Mc. Hugh & Paulette Parpart

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

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

MSC Cataloging: The Basics – The Wizards n Title Maintenance n Add Title n n Used to create an original title record Modify Title n 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 n Title Record folders n Control folder is common to that bib record and therefore all volumes and copies connected to that n n Administrative Information Bib folder is common to that bib record and therefore all volumes n Bibliographic Description

MSC Cataloging: The Basics – Folders n n 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 n n n 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 n Title Maintenance n Duplicate Title n n 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 n Used to remove a title when the change should not be reflected in OCLC, ie, a brief ILL record that was never in OCLC n This is different from the OCLC Discard Report

MSC Cataloging: The Basics – The Wizards n Call Number/Item Maintenance n Used to add a library’s holdings (items) to an existing bib record n n Or Used to edit information about a library’s volume, ie. update the call number n n 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 n Item Maintenance n Add Copies n n Edit Copies n n Used to add an additional copy record to the title record for an item a library already owns Used to edit a specific copy of an item (vs. the volume), ie. item in repair Edit Copies Globally n Used to make the same change to a large number of items, ie. when discarding items

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

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

MSC Cataloging: The Basics – The Wizards n Smart. Port n n n Copy cataloging program used to bring new bib records into the catalog Allows users to search using Z 39. 50 protocol Searches OCLC and LC among others

So what do I do now? n 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? n Is the title in question a duplicate of a title already held by your library? n Yes – Add a new copy 2) Item Maintenance Wizard Add Items 3) Search for Bib Record, ie. title search. 1) 1) 4) Add Copy 1) 5) 6) Verify bibliographic description 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? n Is the title in question a duplicate of a title already held by your library? n n For current policy options for Item Types, Home Locations and Item Categories see: http: //montanalibraries. org/MSC/MLNmschome. 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? n Is the title in question a duplicate of a title already held by the library? n n No Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? n Search MSC to confirm (hint: need to search by All Libraries under Item Search and Display) 1) Call Number/Item Maintenance Wizard 2) Select current record 1) Verify bibliographic description of record found

So what do I do now? n Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? 1) Add Call Number 3) Confirm your Library code Enter appropriate call number and edit any other item level information, ie. Item ID or Item type 4) OK 2) 5) An additional copy of this title can be added at this point if necessary

So what do I do now? n If you choose not to use the Serials Control Module, this is how you should add individual volumes for periodicals and serials. n n 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? n Is the title in question a duplicate of a title already in the catalog but held by another library in the consortium? n No n n n 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? n Search for title via Smart. Port n n or Perform a Batch Bib Load using another system

Using Smart. Port 1) Smart. Port Wizard (lightening bolt) 2) Confirm default load settings Select system(s) to search, typically OCLC Select Connect Enter log on 3) 4) 5) 1) n For OCLC follow this format: OCLCAuthorization/OCLCPassword ie. 11111/xxxxxxx 1 (not case sensitive) Begin to search

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

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

Using Smart. Port n Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? n Yes – there is a bib record for this title in OCLC (or other system) found through Smart. Port 1) Select appropriate record and display 1) 2) Verify the bibliographic description; Look for DLC in 040 Cataloging Source Capture the record

Using Smart. Port 3) Load Bibliographic Records Option 1) 4) Select one or more match points which will allow the system to search for duplicate records in MSC (see pp. 82 -86 of manual) 1) 2) 5) ALWAYS SELECT MATCH AND LOAD (not replace current record) Title Ctrl Num Src: ie. ISBN, OCLC, LCCN Call Sources: ie. 082 element This will bring record into Work. Flows 1) 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 Smart. Port 6) Give item a call number 1) 7) 8) 9) 10) This call number must be unique 1) If an error occurs give the item a bogus call number 2) 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 1) 2) Select current record Enter appropriate item level information and save

Performing a Batch Bib Load n 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? n n Yes – there is a bib record for this title in OCLC (or other system) found through World. Cat, Marchive, etc. Step One 1) 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 n Step Two n n Select Marc. Import 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 n n Select Import Select media is always pcdiskette “Is diskette ready? ” – Yes “Are there more files to upload? ” – Depends n 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 n Step Three n n n 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 n n Select your Destination File as the File to Load Selection Criteria n n n 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 n Step Four n n 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 n Records are given auto-generated call numbers that must be edited. n Use Call Number/Item Maintenance Wizard to edit this information n Search for each title n Note some default information is added n Edit call number and any other information n Additional copies may be added at this time

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

Creating a Clean Catalog Some record modifications to consider n After loading records through Smart. Port or a batch-bib load is a good time to review and enhance records n n n Add GMDs Modify CIPs Use the Smart. Port Capture screen or the Modify Title wizard to edit the bibliographic records

Creating a Clean Catalog Adding GMDs n n n 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 Catalog Adding GMDs n Approved GMDs include: n n n n |h[text (large print)] |h[videorecording (DVD)] |h[videorecording (VHS)] |h[electronic resource (CD-ROM)] |h[electronic resource] |h[sound recording (cassette)] |h[sound recording (CD)] |h[kit]

Creating a Clean Catalog Modifying CIP Records n 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 n CIP Records indicators: n n n **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 Catalog Modifying CIP Records n For more information see the MSC Cataloging Guidelines Appendix A 1) Search for the bibliographic record to be modified 2) Make the appropriate changes 1) Change Enc_Lvt * to K 2) Add additional information, ie. 300 Tag 3) OK

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

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

Creating a Clean Catalog Transferring n n n 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 n Add to Tree n With that record highlighted hit Transfer n Note: You should also transfer your holdings in OCLC

Create Title n Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? n Maybe? ? ? n Suggestions for when not to create original records (see MSC Cataloging Guidelines): n n 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 n Is the title in question a duplicate of a title cataloged in another system, ie. OCLC? n n n 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 Mc. Hugh about this).

Create Title n Helpful cataloging sources: n n AACR 2 OCLC Bibliographic Formats and Standards n n Marc 21 Concise Format for Bibliographic Data n n http: //www. loc. gov/marc/bibliographic/ecbdhome. html Fixed Field Elements (. pdf) n n http: //www. oclc. org/bibformats/en/ http: //www. oclc. org/bibformats/pdf/ffe. pdf Library of Congress Authorities n http: //authorities. loc. gov/

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

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

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

Printing Labels Create a label template n n n 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 n Lines can contain more than one element

Printing Labels Create a label template n To select content for each line: n Set number of elements for each line n For each element define content type n Choose bib entry or call number/item record element if necessary n When finished hit OK n If multiple templates exist one can be selected as the default

Printing Labels Print on Demand A label template must exist n Print labels when adding items or on demand n Labels can be printed Call Number/Item Maintenance Wizard or the Item Maintenance Wizard n

Printing Labels Print on Demand Using the appropriate wizard find the item that needs a label n Select the print preview wizard (has magnifying glass with printer) n Confirm label setup and print n

Printing Labels Printing labels in batch n n n Select the Print Customs Label Report on the Bibliographic tab Go to Setup and Schedule New Reports Find Report Add appropriate data, ie. library, home location and date created Select template (must run individual reports for each template) Run report ASAP

Shadowing n Used to hide an item from the public in i. Bristro while still allowing it to be used by staff in Work. Flows n When to use this function: An item is not ready for the public n An item is being repaired n An item is missing or be lost n Etc. n

Shadowing n Everything below the highest shadow level is hidden (volume or copy, see pp. 118 of manual for diagram) n This can be done in: n n n Modify Title Call Numbers/Item Maintenance Edit items The system will confirm at what level an item is to be shadowed A reminder: Browse searching in Workflows does not search shadowed items.

Monthly OCLC Reports – Sarah Mc. Hugh OCLC Upload n OCLC Discard n n n Reports run monthly by system administrators to maintain our holdings in OCLC Uses match points within the bibliographic records to add or remove holdings to OCLC records

Discarding vs. Removing Items n Discard an item when this change should be reflected in OCLC, ie. when weeding 1) 2) 3) 4) Call Number/Item Maintenance Search for the appropriate volume record Change the Home location to Discard This change will be reflected in the monthly discard report sent to OCLC

Discarding vs. Removing Items n Remove an item when the change should not be reflected in OCLC, ie. removing an ILL record 1) 2) 3) 4) 5) Title Maintenance Delete Titles, Call Numbers or Items Search for the record to be removed Select the appropriate level for removal, ie. volume or copy If the only holding attached to a bib is to be removed a message will appear confirming that the title record will be removed as well. Always select ok.