This chapter explains the cataloging procedures carried out from the staff client.

cataloguing MARC The MARC Editor allows MARC tags, sub-fields, and indicators to be edited. OPAC icons for text, moving pictures and sound rely on correct MARC coding in the leader and the 008, as do OPAC search filters such as publication date, item type, or target audience. Bibliographic matching and de-duplicating also need correct and consistent MARC coding in particular tags. cataloguing editing MARC records Retrieve the record. Actions for this Record MARC Edit . The MARC record will display. Select viewing and editing options, if desired. Stack subfields to display each subfield on its own line. Flat-Text Editor switches to a plain-text (menmonic) MARC format. The advantage of this format is being able to copy and paste multiple lines. It also allows the use of tools like MarcEdit ( http://people.oregonstate.edu/~reeset/marcedit/html/index.php ). Unclick the box to switch back. Fast Item Add allows attaching items quickly with call number and barcode. When Save is clicked, the Copy Editor will open. Make changes as desired. Right click into a tag field to add/remove rows or replace tags. With the cursor at the end of a subfield, click Control + D ( Control + I in Mac OSX) to insert a new subfield. To remove a subfield, click Shift + Delete To work with the data in a tag or indicator, click or Tab into the required field. Right click to view acceptable tags or indicators. MARC MARC leader MARC fixed field 008 Parts of the leader and the 008 field can be edited with the fixed field box displayed above the MARC record. Click into any box to edit the contents. (Information about the leader and the 008 can be found on the Library of Congress's MARC Standards page at http://www.loc.gov/marc/bibliographic/ecbdlist.html .) The MARC Editor may be navigated using keyboard shortcuts. Click Help to see the shortcut menu from within the MARC Editor. When finished, click Save Record . The record stays open in the editor. You can close the tab or switch to another view under Actions for this Record (for example to view it as it appears in the OPAC). cataloguing overlaying MARC records Overlaying a MARC record replaces an existing MARC record while leaving all holdings, holds, active circulations, bills, and fines intact. In Evergreen, a record must be marked for overlay. The mark for overlay is by login. Only one record at a time may be marked for overlay. When another record is marked for overlay, the previously marked item is de-marked . Once a record is marked, it remains marked until overlaid or until the user logs out of Evergreen. Search for and retrieve a record for overlay. Select Actions for this Record Mark for Overlay . Record is now marked . Once the record is marked for overlay, proceed to search for and import the new record from a Z39.50 target . Click MARC Editor for Overlay . The TCN of the Evergreen record marked for overlay is displayed. The record displays in MARC Edit view. Edit the record as necessary. Click Overlay Record . The existing record will display along with a prompt to confirm the overlay. Panes may be moved to view the record in entirety, if required. Click Overlay . Confirm the overlay. The record in Evergreen is overlaid with the new MARC record. All pre-existing holdings remain intact. cataloguing validating records Validation checks headings that are subject to authority control (subjects, names, uniform titles) by comparing them to the authority records that are available in the system. Click Validate . Scroll through the record looking for fields that have turned red. Right-click on a field that is red. The closest valid headings will display. To apply a heading, mouse over it and click Apply Selected . Fields that do not validate are not necessarily invalid--there may not be an authority record for that name/subject/title. If you have the appropriate permissions, you can add an authority record based on the existing record.

cataloguing authority records Authority records establish uniform usage for names, topics/subjects, and uniform titles; they also guide users from deprecated or alternative terms to desired terms. Authority records are in MARC format. See http://www.loc.gov/marc/authority/ecadhome.html for more on the standard. All bibliographic record fields that are controlled by authority records will have a ‡0 subfield containing the local ID for the controlling authority record. When an authority record is edited or merged with another authority record, the changes are automatically propagated to all the bibliographic records with fields connected to the ID of the edited authority record. There are some limitations to the authorities in the current version. See http://open-ils.org/dokuwiki/doku.php?id=authorities:2.0 for more documentation on authorities in Evergreen 2.0. Select Cataloging Manage Authorities . Enter a search term and choose an authority type from the drop-down menu, then click Submit . A list of records will display.

cataloguing Z39.50 The Z39.50 client is used to search bibliographic databases and examine or download bibliographic records. Open the client with Cataloging Import Record from Z39.50 Initially, or when you want to change targets, start with the Service and Credentials area. Here you choose the remote databases you wish to search. Preconfigured servers are listed under Services. If any require authentication to access, you will see username and password boxes to the right. Click all the databases you wish to search simultaneously (see the Note about which fields can be used). Fill in user information for any that require it. Click Save as Default to preserve these settings for next time. The Query section is where you enter a search. The databases you select control which search fields you can use. You may use any combination of fields that are active (not grayed out), but be aware that not all fields are active for every database. Select just one database to see which fields are active for that database. If you are searching multiple databases, you will only get results from those that support the fields you're searching! For example, Keyword and Subject are only active if the local catalog is selected, so using those fields in a combined database search guarantees that you will only get results from the local catalog. The Query section has three buttons. Search begins searching on the criteria entered in the search fields. Clear Form resets all fields to empty. Raw Search is an advanced interface for using Prefix Query Format to build complex searches. See Raw Searches . The Results pane displays the results from the most recent search. Information about each record retrieved appears on a separate summary line, with various columns of information. If more than the default number of results is available, use Fetch More Results to add the next set to the screen. Click List Action to view options for exporting and saving from the list: Copy Field from selected row to Clipboard Print List CSV Copy List CSV to Clipboard Save List CSV to File Save List Configuration Select an item and click MARC View to toggle viewing the MARC record. When in MARC View, you can Print Page . To toggle back, click Results View . If you have previously marked a record for overlay , MARC Editor for Overlay will be active. Click to view/edit the new bib record to be laid over the local one you selected. See Overlaying MARC Records for details. MARC Editor for Import is used to view/edit a new record. To view long lists of results, click Hide Top Pane to give the results list more screen real estate. Find the desired record, click MARC Editor for Import , and make any desired changes. Click Import Record when done. A success (or failure) message will display. If you used Fast Item Adds , the Copy Editor will appear. Clicking the Fast Item Add box will display Call Number and Item Barcode fields. Use these to quickly add items to the record as you edit it. When you've successfully imported the record, the copy editor will display. Make necessary adjustments and click Modify/Create Copies . As of 2.0.6, the status of items created with Fast Item Add will be set to In Process , consistent with other types of item creation. This is a change from 2.0.5 and earlier, when items created with Fast Add were Available. As of 2.0.5, if the global flag "Cat: Use internal ID for TCN value" has been set by the administrator (under Admin Server Settings Global Flags ), the collision detection in the Z39.50 import interface will be disabled because it relies on the TCN. Until a more flexible collision detection process is in place, avoiding duplicate bib record imports from Z39.50 will be up to the user. You can do advanced searching of remote databases in Prefix Query Format by clicking Raw Search and entering a search string. Visit http://www.indexdata.com/yaz/doc/tools.html for more details on PQF and examples you can copy/paste into the search box.