Cataloguing.pdf

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Training Manual :

v5 Cataloguing

Training Manual :

v5 Cataloguing

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Setup before starting

The cataloguing process uses some lookup files to help maintain consistency in records. These list files should be set up before starting cataloguing. The lookup files include Branches,

Collections and Resource Loan Categories.

Branches

Branch information is added whenever copies information is entered and allows users to determine the branch (site) of the library copies of resources are located. If multiple copies of the same title are located at different sites, then each copy is assigned a different branch.

Select Branches from the System menu or type the keyboard shortcut ba, as indicated by the underlined characters in the System menu.

To edit an existing Branch, either click the E on the right side of the screen or type the keyboard shortcut 1e, where 1 is the record number displayed on the left side of the screen.

Or

Click the record number on the left side of the screen (e.g. 1) or type the keyboard shortcut 1f, where 1 is the record number displayed;

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Enter the branch name (Term),

Address, E-mail, Phone and Fax details.

The key can be used to move between fields, if required.

Enter the Closed Dates, i.e. dates that the library is closed, e.g. public holidays.

Enter the Open hours for each day e.g. Sunday.

Click the Save button when finished.

Entering Closed Dates

For single dates, type the date in dd/mm/yyyy format, e.g. 10/11/2007, then click the Add button. The date will be added to the list.

For ranges of dates, type the Start and End dates, separated by a hyphen, e.g. 09/11/2007-20/11/2007 and then click the Add button.

To remove a date or range of dates from the list, highlight the date or date range, then click the

Remove button.

Entering Open hours (for each day)

Enter the open hours in 24-hour format H:mm–H:mm, e.g. 8:00–16:00 would represent 8am - 4pm.

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Collections

Collections are used to describe the location of the resource within a Branch, e.g. Reference.

Collection information is added at the copy level of resources.

Select Management > Collection or type the keyboard shortcut oL, as indicated by the underlined characters on the Management menu.

To add a new Collection:

Select New from the Collection function menu or type the keyboard shortcut ne.

Enter the collection name and click the Add button.

Click the Hidden in OPAC box if copies within this collection should be hidden in OPAC.

Click the Save button.

Hidden in OPAC not ticked – copies will display in OPAC.

Hidden in OPAC ticked – copies will NOT display in OPAC.

Format – this is used by Olly (search option in OPAC) to display an appropriate icon next to each

resource, e.g. Fact, Story, Picture, etc. If Olly is not being used, this field can be left blank.

Suitability age – this is used by Olly to determine if the resources will be included in the search

results. Each copy (barcoded item) has a suitability age attached.

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Resource Loan Categories (RLC)

RLCs are added to each copy record, i.e. when Add Copy is selected in Cataloguing > Resources, and are used during the lending process in Circulation Desk to determine lending rules, i.e. which borrowers are permitted to lend which resources and the duration of the loan.

Select Circulation > Lending Rules or type the keyboard shortcut Lr.

To create a new RLC:

Click the New RLC button

or

Select Resource Loan Categories from the Lending Rules menu or type the shortcut rLC (as indicated by the underlined characters), then select New from the Resource Loan Categories menu or type the shortcut ne.

Enter the RLC name then click the Add button.

Select the Loan Limit

Type (used to count

how many items are lent).

Specify whether items with this RLC are

Bookable, included in Text Hire, Reservable

or is a Temporary Loan

Default.

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Importing MARC records

MARC catalogue data may be imported (loaded) staff, Circulation users, and OPAC users.

Select Import from the

as indicated by the underlined characters).

Select MARC and then click the Go

Click the Browse button to locate the MARC

Select the type of File encoding. In most cases, this will be UTF changed.

Select the MARC format.

It is important that the correct MARC format is selected. If the incorrect format is selected, the MARC will not be imported.

The default settings for Import Type and MARC format can be set Parameters.

Please check with your MARC record supplier if you are unsure of the

MARC format and settings.

records

alogue data may be imported (loaded) while others are logged in, including other and OPAC users.

from the Management menu or type im (the keyboard shortcut

as indicated by the underlined characters).

Go button.

button to locate the MARC file.

. In most cases, this will be UTF-8 and will not have to be

It is important that the correct MARC format is selected. If the incorrect format is cted, the MARC will not be imported.

The default settings for Import Type and MARC format can be set in Management >

Please check with your MARC record supplier if you are unsure of the File encoding and settings.

while others are logged in, including other library

(the keyboard shortcut

8 and will not have to be

It is important that the correct MARC format is selected. If the incorrect format is

Management >

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Default Tags

When MARC records are imported, they can be tagged for easy retrieval, either as a new record or an updated record. This is set by clicking the Default Tags link or the Tag fields on the MARC import screen

In Cataloguing > Resources, Tags are represented as the letter T next to catalogue records. The term “Tag/s” is not related to MARC tags.

The default tags attached to imported records are:

New records: <MARC format> dd/mm/yyyy

Updated records: <MARC format> dd/mm/yyyy

where <MARC FORMAT> is the selected MARC format and dd/mm/yyyy is today’s date.

Example: If the MARC format of MARC21 is selected, then Default tags is clicked, the tag names would be: MARC21 dd/mm/yyyy and MARC21 updated dd/mm/yyyy

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Processing & other settings

As part of the import process, there are commence.

Processing

As part of the import process, you have to determine what happens if a record “matches” existing catalogue records. A “match” is determined by the

has several options.

For “New” records, i.e. records which do not match, the default selection is the record will be added, if it does not match based on the

Assume New will create a new record, without making any checks for

For “Existing” records, i.e. records which match, based on the default selection is Enhance existing Resources

the existing catalogue record, from the MARC f

Details of all New and Existing options are available in the v5 Reference manual.

Notification

As the import process takes a few moments to commence and complete, an email can be sent advising when the import has completed. Tick the box if you’d li

Overwrite Matching

Select the type of “match” that will be used during the import process. Details of all options are available in the v5 Reference manual.

URL Source

When importing records which include the 856 MARC tag (used

web addresses), you can specify which tag (e.g. $z or $9) will be displayed in OPAC.

Once you have made all selections, click the

settings

import process, there are settings that must be selected before the process can

As part of the import process, you have to determine what happens if a record “matches”

existing catalogue records. A “match” is determined by the Overwrite Matching parameter, which

For “New” records, i.e. records which do not match, the default selection is Add, which means that the record will be added, if it does not match based on the Overwrite Matching parameter.

will create a new record, without making any checks for matches.

For “Existing” records, i.e. records which match, based on the Overwrite Matching

Enhance existing Resources. This option basically fills in any empty fields on

the existing catalogue record, from the MARC file.

options are available in the v5 Reference manual.

As the import process takes a few moments to commence and complete, an email can be sent advising when the import has completed. Tick the box if you’d like this email to be sent.

Select the type of “match” that will be used during the import process. Details of all options are available in the v5 Reference manual.

When importing records which include the 856 MARC tag (used for electronic resources such as web addresses), you can specify which tag (e.g. $z or $9) will be displayed in OPAC.

Once you have made all selections, click the Import button at the top of the screen. settings that must be selected before the process can

As part of the import process, you have to determine what happens if a record “matches” an parameter, which

, which means that parameter.

Overwrite Matching parameter, the

. This option basically fills in any empty fields on

As the import process takes a few moments to commence and complete, an email can be sent ke this email to be sent.

Select the type of “match” that will be used during the import process. Details of all options are

for electronic resources such as web addresses), you can specify which tag (e.g. $z or $9) will be displayed in OPAC.

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A summary of import processes is displayed, Time Submitted, Started and Completed.

Import is in progress. Once the import has completed, the icon will change to

Import has completed successfully. The Date a

Import has completed unsuccessfully. The Date and Time of completion will be displayed.

To view the details of the import, click the number on the left side of the screen.

The return to the list of imports, click the

To remove the details of an import, click the not the imported records.

It is a good idea to leave the details of the import, i.e. do not

processing all records within in. This makes it easy to locate records.

is displayed, indicating the status of each, including the Date and Time Submitted, Started and Completed. There are 3 possible results:

Import has completed successfully. The Date and Time of completion will be displayed.

To view the details of the import, click the number on the left side of the screen.

The return to the list of imports, click the List link.

To remove the details of an import, click the Delete link. This will delete the details of the import,

It is a good idea to leave the details of the import, i.e. do not Delete, until you have finished processing all records within in. This makes it easy to locate records.

including the Date and

nd Time of completion will be displayed.

link. This will delete the details of the import,

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To view the imported records, click the Tag Search link.

The imported records will be displayed in Cataloguing > Resources, with a T (Tag) next to each record. If you move the mouse pointer over the T, the name of the Tag assigned during the import process will be displayed.

Tags will remain attached to each record until removed (you might remove each tag once each record has been finalised, i.e. copy information and ordering information competed). The process for removing tags will be explained later in this training manual.

NOTE: Importing MARC records creates a bibliographic (resource) record for each title; it does

not create copies (holdings) records. These must be added manually using the Add Copy link for each bibliographic record. The Add Copy process is explained later in this training manual.

Using Tag Manager to locate records

Select Tag Manager from the Management menu, or type the keyboard shortcut ag.

Ensure that the Entity is set to Resource. If Resource is not selected, click

the button, select Resource from the list, then click the Get Tags button.

Click the Run query link next to the required tag and the records will be displayed in Cataloguing

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Manually adding catalogue records

Select Resources from the Cataloguing or

type the keyboard shortcut rs or

on the Cataloguing Home page, click on the number next to

Information section.

Select New from the Resources function menu

The MARC21 option (if ticked) allows

This option can be hidden from the screen if not required through and System > User Privileges.

Click the Add button. This will check your

Manually adding catalogue records

Cataloguing menu on the left side of the screen

page, click on the number next to Bibliographic Records

from the Resources function menu, or type the keyboard shortcut ne

Select the “type of resource”, i.e. cataloguing template (e.g. Book), then enter the first part of the T

ISBN (10 or 13 characters).

Cataloguing templates are known as

Bibtypes determine which fields are available during the cataloguing process, and the order they are displayed on the screen.

The setup of Bibtypes can be modified using

Cataloguing > Bibtypes.

option (if ticked) allows catalogue records to be entered in MARC format. This option can be hidden from the screen if not required through System > Parameters

This will check your catalogue to determine if the title already exists.

Bibliographic Records in the

cataloguing template en enter the first part of the Title or full

Cataloguing templates are known as Bibtypes. Bibtypes determine which fields are available

process, and the order they are

The setup of Bibtypes can be modified using

catalogue records to be entered in MARC format.

System > Parameters

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A list of matching resources is displayed

Z-Cataloguing.

If no title or ISBN was entered before clicking the Add button, you will be taken straight to the Cataloguing screen.

If any of the matching records is the record you wish to screen. E.g. the 1 next to the title Class management

This would be used if:

• Adding an extra copy (holding) to the existing record

• You want to “duplicate” the existing record and make some changes, e.g.

Click the manually add a new resource details of each field.

The Z-Cataloguing link allows you to search another library database for the record.

Z-Cataloguing allows access to other library systems that have Z39.50 access, hence the

“Z” in Z-Cataloguing. The process for using Z

displayed, with options to manually add a new resource

If no title or ISBN was entered before clicking the Add button, you will be taken straight to

If any of the matching records is the record you wish to use, click the number on the left side of the

Class management.

Adding an extra copy (holding) to the existing record

You want to “duplicate” the existing record and make some changes, e.g. different edition.

manually add a new resource link. This would be used if you are manually entering the

link allows you to search another library database for the required catalogue

allows access to other library systems that have Z39.50 access, hence the The process for using Z-Cataloguing is explained later in this manual.

manually add a new resource and

If no title or ISBN was entered before clicking the Add button, you will be taken straight to

use, click the number on the left side of the

different edition.

. This would be used if you are manually entering the

required catalogue

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The ID is a unique, system-generated number. This does not indicate the number of resource records.

The image displayed next to the ID is used to represent the type o This is determined by the Bibtype and can be selected in

Enter details of the resource into each field, e.g.

The key or the mouse can be used to move between fields.

Some fields have Add and Remove

fields allows for multiple values to be entered.

Enter a value in the box provided and click the

new entry in the field above> is displayed.

The Remove button allows for incorrect entries to be d

Other Title can be used when there are variations to the title, e.g.

also be referred to as Seven management tips for titles in other languages.

When entering URLs (web addresses), e.g. for the URL and Related URLs fields, ensure that the full address is entered, including prefixes such as

Fields that use authority files

For fields that use authority control, e.g. Author, Corporate Author, Subjects, Series, Publisher, there are Add and Search buttons displayed.

generated number. This does not indicate the number of

The image displayed next to the ID is used to represent the type of resource, e.g. book. is determined by the Bibtype and can be selected in Cataloguing > Bibtypes

Enter details of the resource into each field, e.g. Title, Statement of responsibility, etc

key or the mouse can be used to move between fields.

Remove buttons displayed, e.g. Other Title and Related URLs

fields allows for multiple values to be entered.

Enter a value in the box provided and click the Add button. The value will appear where is displayed.

button allows for incorrect entries to be deleted.

can be used when there are variations to the title, e.g. 7 management tips

Seven management tips. Another example for Other Title may be

for titles in other languages.

When entering URLs (web addresses), e.g. for the URL and Related URLs fields, ensure that the full address is entered, including prefixes such as http://

Fields that use authority files

For fields that use authority control, e.g. Author, Corporate Author, Subjects, Series, Publisher, buttons displayed.

generated number. This does not indicate the number of

f resource, e.g. book.

g > Bibtypes.

Title, Statement of responsibility, etc

Related URLs. These

button. The value will appear where <Add a

7 management tips may

for Other Title may be

When entering URLs (web addresses), e.g. for the URL and Related URLs fields, ensure

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Terms can be searched using only partial information. E.g. for authors, the first or last name can be used for searching, e.g.

A list of matching terms (if any) will be displayed on the right side of the screen.

Repeat the process of searching and selecting other terms. Click the cataloguing screen.

Terms can be searched using only partial information. E.g. for authors, the first or last name can be used for searching, e.g. Hindle or Tim

A list of matching terms (if any) will be displayed on the right side of the screen.

Click the button or click on the term (e.g.

Hindle, Tim) to select the term.

The term will be displayed in the

Terms box.

The number in brackets, e.g. (1)

how many resources are already attached to the term.

indicates that the term is not Terms in authority files can either be or not verified.

This is an indicator to assist cataloguing staff in determining which terms have been checked for correctness / “authorized”.

If no matches are found, the message Results displayed.

Click the Save button to return to the cataloguing screen. The process for creating new entries is explained later.

To remove a term from the Selected Terms list, highlight the unwanted term then click the Remove button.

To search for another term, enter the term in the provided and click the Search button.

Repeat the process of searching and selecting other terms. Click the Save button to return to the

Entries are not displayed in alphabetical

The and buttons can be used to change the order of the selected entries.

Terms can be searched using only partial information. E.g. for authors, the first or last

button or click on the term (e.g. ) to select the term.

The term will be displayed in the Selected

(1), indicates

how many resources are already attached to

not verified.

Terms in authority files can either be verified

This is an indicator to assist cataloguing staff in determining which terms have been

/ “authorized”.

Results 0-0 of 0 is

button to return to the cataloguing screen. The process for creating new entries is explained later.

list, highlight the button.

term in the box

button to return to the

are not displayed in alphabetical order.

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Adding new terms to authority

After searching for a term that does not already exist in the authority file, the term should still be displayed on the screen. If not, re-enter it (exactly as it should appear)

utton.

Terms cannot be edited from the Cataloguing > Resources screen, e.g. if a mistake is made in spelling, punctuation or capitalisation. These types of changes must be made in Cataloguing > Authority Control

Adding extra information for Authors

Click the Save button at the top of the screen fields.

Further information regarding the other cataloguing fields can be found in the section of the Reference manual.

to authority-file controlled fields

After searching for a term that does not already exist in the authority file, the term should still be enter it (exactly as it should appear) and then click the

Click the Create button.

The term will be added to the catalogue record and the authority file.

To remove an unwanted term, highlight it the Remove button.

Terms cannot be edited from the Cataloguing > Resources screen, e.g. if a mistake is made in spelling, punctuation or capitalisation. These types of changes must be made in

Control.

information for Authors

The More Info button can be used to provide more information regarding Authors.

Select the “role” that relates to each name then click the Save

The list of “roles” can be edited in

Cataloguing > Authority Control > Maintain Relators.

The “roles” will be displayed after the catalogue record has been saved. This information can also be viewed in OPAC.

at the top of the screen once you have entered information into all required

Further information regarding the other cataloguing fields can be found in the section of the Reference manual.

After searching for a term that does not already exist in the authority file, the term should still be then click the Add

catalogue record

To remove an unwanted term, highlight it then click

Terms cannot be edited from the Cataloguing > Resources screen, e.g. if a mistake is made in spelling, punctuation or capitalisation. These types of changes must be made in

button can be used to provide more

Select the “role” that relates to each

Save button.

The list of “roles” can be edited in

Cataloguing > Authority Control >

The “roles” will be displayed after the catalogue record has been saved. This information can also be viewed

once you have entered information into all required

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Edit, Duplicate & Weed operations

If any changes are required to the record

indicated by underlined characters on the Edit link).

The Duplicate link (shortcut du) allows for a copy of the current resource to be created. This is

useful for creating new catalogue records for titles with d

change the ISBN, Date of publication, Description (number of pages etc) for the latest edition.

The Weed link (shortcut ee) can be used to delete the record. A confirmation message will be displayed before the record is removed.

Z-Cataloguing

Z-Cataloguing allows catalogue records to be obtained from other library catalogues that support Z39.50 access. The following screen is displayed if the following process has been followed:

1. Select Resources from the Catal

2. Select New from the Resources function menu.

3. Enter a Title or ISBN then click the Add button (this searches the catalogue to determine if the item is already present)

When Z-Cataloguing is selected, a search is made on another library catalogue.

Other library catalogues that support Z39.50 access are referred to as “sources”. Sources are setup in Cataloguing > Z

At least one Z-Cataloguing source must be setup before usi

information to Z39.50 accessible library catalogues is readily available via the Internet or can be obtained by contacting the library directly.

operations

to the record, click the Edit link or type the keyboard shortcut indicated by underlined characters on the Edit link).

allows for a copy of the current resource to be created. This is creating new catalogue records for titles with different editions. You could then simply change the ISBN, Date of publication, Description (number of pages etc) for the latest edition.

) can be used to delete the record. A confirmation message will be record is removed.

Cataloguing allows catalogue records to be obtained from other library catalogues that support The following screen is displayed if the following process has been followed: Select Resources from the Cataloguing menu.

Select New from the Resources function menu.

Enter a Title or ISBN then click the Add button (this searches the catalogue to determine if

is selected, a search is made on another library catalogue.

Other library catalogues that support Z39.50 access are referred to as “sources”. Sources

Cataloguing > Z-Cataloguing.

Cataloguing source must be setup before using this option. Access information to Z39.50 accessible library catalogues is readily available via the Internet or can be obtained by contacting the library directly.

link or type the keyboard shortcut ed (as

allows for a copy of the current resource to be created. This is You could then simply change the ISBN, Date of publication, Description (number of pages etc) for the latest edition.

) can be used to delete the record. A confirmation message will be

Cataloguing allows catalogue records to be obtained from other library catalogues that support The following screen is displayed if the following process has been followed:

Enter a Title or ISBN then click the Add button (this searches the catalogue to determine if

Other library catalogues that support Z39.50 access are referred to as “sources”. Sources

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If any records are located, a summary of results is displayed.

To import a single record, click the

To import multiple records at the same time, tick the screen then click the Import button

The Import button is disabled (“greyed out”) until

To view the details of a record before importing, click the record number on the left side of the screen. The MARC details will be displayed.

Click the Import button to import the MARC record into the catalogue.

Click the List link to return to the list of results.

When viewing the details of the MARC view of the record, the MARC tags are listed on the left side. While it is not necessary to know the meaning of every MARC ta

know some of the more frequently used tags. These include: Tag Description

020 ISBN (some records have multiple values) 050 Library of Congress classification

082 Dewey Classification

245 Title, Statement of Responsibility If any records are located, a summary of results is displayed.

I

on the right side of the screen.

To import multiple records at the same time, tick the required check boxes on the right side of the button located in the top right corner of the screen.

on is disabled (“greyed out”) until at least 1 checkbox has been ticked.

To view the details of a record before importing, click the record number on the left side of the screen. The MARC details will be displayed.

the MARC record into the catalogue.

link to return to the list of results.

When viewing the details of the MARC view of the record, the MARC tags are listed on the While it is not necessary to know the meaning of every MARC tag, it is useful to know some of the more frequently used tags. These include:

Description

ISBN (some records have multiple values) Library of Congress classification

Dewey Classification

Title, Statement of Responsibility

check boxes on the right side of the

at least 1 checkbox has been ticked.

To view the details of a record before importing, click the record number on the left side of the

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Once the record has been imported, the details are displayed.

Depending on the setup of your Z-Cataloguing parameters, the displayed automatically. The Add Copy

(holdings) information.

To make changes to the record before adding a copy, click the right corner of the Add Copy window then click the

To view the MARC view of the catalogue record link.

If your library does not catalogue “in MARC”, your library administrator can remove the MARC link from the screen using

The process of using the Add Copy

Further information on viewing and editing recor manual.

Once the record has been imported, the details are displayed.

Cataloguing parameters, the Add Copy window may be

Add Copy link can also be used to start the process of adding copy

To make changes to the record before adding a copy, click the Close link located in the bottom window then click the Edit link (top left corner of screen).

To view the MARC view of the catalogue record (and make changes if required), click the

If your library does not catalogue “in MARC”, your library administrator can remove the MARC link from the screen using System > Role and System > User Privileges

Add Copy window is explained later in this manual.

urther information on viewing and editing records in MARC is available in the v5 Reference window may be

link can also be used to start the process of adding copy

link located in the bottom of screen).

, click the MARC

If your library does not catalogue “in MARC”, your library administrator can remove the

System > User Privileges.

window is explained later in this manual.

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If, after clicking the Z-Cataloguing link, no matches are found, a

This often occurs if the record you are looking for has a different ISBN that the one in the other library, e.g. hardcover vs paperback editions.

Then, once you have located a record which is very similar, you could import it and make changes to the relevant fields, e.g. ISBN, description, etc.

If you have other Z39.50 libraries sources available, select

Select the required search term (e.g. ISBN, ISSN, Title, Subject, Author) and the database (i.e. other Z39.50 library) then click the Search

Alternate Z-Cataloguing sources, i.e. library catalogues that support Z39.50 can be configured by selecting New Sources

When choosing other libraries

may use different classification systems (e.g. Library of Congress vs Dewey) and authority files (e.g. subjects). To ensure consistency with your catalogue and save you time

(making changes after importing records), you should consider choosing libraries which us similar classification and system.

Some library catalogues may have multiple classifications available, e.g. Library of Congress and Dewey. In Management > Parameters

imported, e.g. MARC tag 050 (Library or Cong this can be found in the v5 Reference manual.

Cataloguing link, no matches are found, a message is displayed

This often occurs if the record you are looking for has a different ISBN that the one in the other library, e.g. hardcover vs paperback editions. You may try searching by title or author instead. Then, once you have located a record which is very similar, you could import it and make changes to the relevant fields, e.g. ISBN, description, etc.

If you have other Z39.50 libraries sources available, select Search from the Z-Cataloguing menu

Select the required search term (e.g. ISBN, ISSN, Title, Subject, Author) and the database (i.e.

Search button.

Cataloguing sources, i.e. library catalogues that support Z39.50 can be

New Sources from the Z-Cataloguing menu.

When choosing other libraries to obtain catalogue records, be aware that different libraries different classification systems (e.g. Library of Congress vs Dewey) and authority

To ensure consistency with your catalogue and save you time (making changes after importing records), you should consider choosing libraries which us

Some library catalogues may have multiple classifications available, e.g. Library of

Management > Parameters, you can set which classification is

imported, e.g. MARC tag 050 (Library or Congress) or Dewey (082). Further information regarding this can be found in the v5 Reference manual.

message is displayed accordingly:

This often occurs if the record you are looking for has a different ISBN that the one in the other You may try searching by title or author instead. Then, once you have located a record which is very similar, you could import it and make changes

Cataloguing menu.

Select the required search term (e.g. ISBN, ISSN, Title, Subject, Author) and the database (i.e.

Cataloguing sources, i.e. library catalogues that support Z39.50 can be

, be aware that different libraries different classification systems (e.g. Library of Congress vs Dewey) and authority

To ensure consistency with your catalogue and save you time (making changes after importing records), you should consider choosing libraries which use a

Some library catalogues may have multiple classifications available, e.g. Library of

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Adding Copy information

Copy information is added to resource records to store the properties of any copies of the resource, e.g. Branch, Collection, Res

A separate copy record must be added for each copy of the resource, e.g. if there are 3 copies held, then 3 copy records must be created

Click the Add Copy link or type the keyboard shortcut characters on the Add Copy link).

Enter further details of the copy record

You can also make any adjustments for fields already selected, e.g. and Resource Loan Category.

The key or the mouse can be used to move between fields.

The fields displayed when adding copy information administration staff by using

Example: fields can be removed if not used or the field display order can be adjusted.

nformation

Copy information is added to resource records to store the properties of any copies of the resource, e.g. Branch, Collection, Resource Loan Category (RLC).

A separate copy record must be added for each copy of the resource, e.g. if there are 3 copies hen 3 copy records must be created.

link or type the keyboard shortcut ad (as indicated by the underlined

Type or scan the barcode (if attaching physical barcode labels).

If not attaching a physical barcode, click the Use system generated barcode tickbox and a barcode beginning with B (e.g. B1) will be created.

Select a Resource Loan Category

Select a Collection from the list.

Click the Add button.

The Branch list is only displayed if there more than once branch set up in

Branches.

Enter further details of the copy record as required.

ake any adjustments for fields already selected, e.g. Barcode, Branch

key or the mouse can be used to move between fields.

when adding copy information can be adjusted by the library inistration staff by using System > Page.

Example: fields can be removed if not used or the field display order can be adjusted. Copy information is added to resource records to store the properties of any copies of the

A separate copy record must be added for each copy of the resource, e.g. if there are 3 copies

(as indicated by the underlined

(if attaching physical

If not attaching a physical barcode, click the Use system generated barcode tickbox and a barcode

B1) will be created.

Resource Loan Category from the list.

list is only displayed if there is branch set up in System >

Branch, Collection

can be adjusted by the library

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Explanation of fields used when adding

The Classification field defaults to the

to include any extra information that may be needed for shelving purposes, e.g. 658.4 HIN -> REF 658.4 HIN

The Status field defaults to Available

Status values are maintained in System > Status

Supplier information can be entered by entering the first few letters of the supplier name. A list of

matching suppliers is displayed. If the supplie

Price and Cost information including

Currency values for both Price and Cost can be selected from a list. The values in these lists can be maintained in System > Currency

If only using a single currency, you should simply leave the Currency field(s) blank.

Cost information can be displayed on some (circulation) overdue notices.

When Price and Cost information is entered symbols, e.g. $.

The Alert message field is displayed in Circulation Desk when lending or returning this copy. Examples of alert message: “Ensure 2 DVDs are enclosed

Any additional information regarding the copy can be entered into the displayed in OPAC.

Received

date or by clicking the calendar.

Click the The Today

Once a date has been selected, the calendar will close.

Explanation of fields used when adding copies

field defaults to the resource’s classification. If required, this may be changed any extra information that may be needed for shelving purposes,

Available and can be selected from a dropdown list.

System > Status.

information can be entered by entering the first few letters of the supplier name. A list of rs is displayed. If the supplier you require is not listed, select Add New Supplier

information including Currency details can be entered.

Currency values for both Price and Cost can be selected from a list. The values in these lists can

Currency.

information can be displayed on some (circulation) overdue notices.

information is entered, there is no need to include currency

field is displayed in Circulation Desk when lending or returning this copy.

Ensure 2 DVDs are enclosed.” “Page 23 is torn.”

Any additional information regarding the copy can be entered into the Notes field. This field is not

The date the copy was added is stored in the

Received field.

Received defaults to today’s date and can be changed by typing a new

date or by clicking the button to allow selection of a date from a calendar.

Click the Done button once a date has been selected.

Today link will reset the date to today’s date.

date has been selected, the calendar will close.

. If required, this may be changed

information can be entered by entering the first few letters of the supplier name. A list of

Add New Supplier.

Currency values for both Price and Cost can be selected from a list. The values in these lists can

there is no need to include currency

field is displayed in Circulation Desk when lending or returning this copy.

field. This field is not

The date the copy was added is stored in the

defaults to today’s date and can be changed by typing a new

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21

Click the Edit link or type the shortcut ed to make changes to the copy record.

Click the Weed link or type the shortcut ee to delete the copy record.

If the record cannot be removed (e.g. it is currently on loan), a warning will be displayed.

Click the Duplicate Copies link or type the shortcut dc to create extra copies records.

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Creating multiple copies

The Duplicate copies options allows you to selected. Each copy created will have a

To use Duplicate Copies, a copy record must be selected.

If viewing the resource record, click the number next to the Copy record you would like to du

Click on the record number (e.g. the “Master” copy

All

details, e.g. Branch, Collection, Resource Loan Category, Cost, etc

on a different date, located in another branch, collection.

Click the Duplicate Copies link or type the shortcut dc.

If there are several copies to choose from, the

Click the number next to the copy you would like to duplicate.

options allows you to create multiple copy records, based on the copy selected. Each copy created will have a unique barcode.

To use Duplicate Copies, a copy record must be selected.

If viewing the resource record, click the number next to the Copy record you would like to duplicate.

Click on the record number (e.g. 1) next to the copy that will be the “Master” copy.

All copies created using Duplicate Copies will have the same details, e.g. Branch, Collection, Resource Loan Category, Cost, etc as the selected copy (except for the barcode).

The Add Copy link can be used if adding a single copy. E.g. an extra copy with different cost & supplier, received on a different date, located in another branch, collection.

link or type the

If there are several copies to choose from, the Copies link can be selected to display all copies.

Click the number next to the copy you would like to duplicate.

create multiple copy records, based on the copy

If viewing the resource record, click the number next to the Copy

) next to the copy that will be

will have the same details, e.g. Branch, Collection, Resource Loan Category, Cost,

as the selected copy (except for the barcode).

link can be used if adding a single copy. E.g. an extra copy with different cost & supplier, received on a different date, located in another branch, collection.

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23 Scan barcodes

Type or scan each barcode into the Scan Barcodes box. As each barcode is scanned, it will be added to the list.

If typing barcodes, the barcode will be added after pressing the key.

Barcodes do not have to be entered in any particular order, nor do they have to be consecutive barcodes.

To remove a barcode from the list, double-click on it.

Generate barcodes

Barcodes can include check-digits and/or organisation codes, if required.

Examples where X is the check-digit and ABCD is the 4-character organisation code.

Sample barcode First Barcode Barcode Format Organisation Code

R12345 R12345 No Check Digit <leave blank> R12345ABCD R12345 No Check Digit ABCD

R12345XABCD R12345 A12345X (Code39) ABCD

R12345X R12345 A12345X (Code39) <leave blank>

Select the Barcode Format. The options are: No Check Digit or A12345X (Code39).

Type the first barcode to use in the First Barcode field. Do not include check-digit information or organisation code information in the First Barcode field.

If the barcodes include an organisation code, e.g. R1001XABCD, where X is the check-digit and

ABCD is the organisation code, enter the Organisation Code. If the barcodes do not include an

organisation code, leave this field blank.

Enter the Number to Generate and click the Generate Barcodes button.

The barcodes will be listed under Scan Barcodes.

Sample barcodes generated using No

check digit, and blank Organisation

code.

If a mistake is made, click the Clear

Barcodes button. All barcodes listed

under Scan Barcodes will be removed.

Individual barcodes can be removed from the Scan Barcode list by double-clicking on them.

Additional barcodes can be added to the

Scan Barcodes list by typing or scanning.

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The Duplicate Copies function does not “know” or “guess” the next copy number that is to be assigned. This information should be noted before selecting Duplicate Barcodes.

The maximum number of copies that can be duplicated is set in

Parameters, via parameter 2106 Copy Duplication Barcode

Click the View Catalogue Resource created (duplicated) copies.

Duplicate Copies function does not “know” or “guess” the next copy number that is to be assigned. This information should be noted before selecting Duplicate Barcodes.

In this example, the copy numbers would be assigned as follows:

Click the Create Copies

The maximum number of copies that can be duplicated is set in Management >

2106 Copy Duplication Barcode Batch Limit.

Copies will be created using the barcodes from the

Scan Barcodes list.

View Catalogue Resource link to display the resource record, including all Barcode

R1452 R1453 R1454

Duplicate Copies function does not “know” or “guess” the next copy number that is to be assigned. This information should be noted before selecting Duplicate Barcodes.

In this example, the copy numbers would be assigned as

Create Copies button.

Management >

Copies will be created using the barcodes from the

link to display the resource record, including all newly

Copy Number

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Deleting (weeding) records

The term Weeding is used to describe the process of removing information.

Single records

Resources

In Cataloguing > Resources, resources can be deleted by clicking the screen) or by typing the shortcut ee

If there are copies attached to the resource

Click Show 1 Copies link to display the copies information.

Un-tick the Delete box to cancel the deletion of the selected record.

Copies

The W link at the bottom of the screen allows individual copies to be deleted (weeded). Once weeded, the copy record is removed, and the associated resource record (i.e. Title, Author, Subjects, etc) remains.

Click the Confirm button to delete the record. Click the Cancel button to cancel the

(weeding) records

describe the process of removing / deleting resource or copies

, resources can be deleted by clicking the Weed link

ee.

copies attached to the resource, a warning message is displayed.

link to display the copies information.

box to cancel the deletion of the selected record.

link at the bottom of the screen allows individual copies to be deleted (weeded). Once weeded, the copy record is removed, and the associated resource record (i.e. Title, Author,

button to delete the record. button to cancel the weed process.

/ deleting resource or copies

link (at the top of the

displayed.

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Why is the Weed option not shown?

Sometimes, the Weed options are not displayed. This can be for 2 reasons:

1. Copies on loan cannot be weeded.

2. Security can be set to disallow access to the Weed options. This can be set by your library administrator in System > User Roles

The W link displayed at the bottom of the screen can also be removed using

User Roles and System > Privileges

eed option not shown?

Sometimes, the Weed options are not displayed. This can be for 2 reasons:

Copies on loan cannot be weeded. The W link is not displayed for copies on loan.

When viewing the details of a copy record, the Weed

displayed when the copy is on loan.

Security can be set to disallow access to the Weed options. This can be set by your library

System > User Roles & System > Privileges.

link displayed at the bottom of the screen can also be removed using

System > Privileges.

link is not displayed for copies on loan.

When viewing the details of a copy record,

Weed link is not

displayed when the copy is on loan.

Security can be set to disallow access to the Weed options. This can be set by your library

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Multiple records

Select Weeding from the Cataloguing menu or the Cataloguing Home page, or by type

The maximum number of items that can be weeded is set in via parameter 2107 - Copy Weeding Batch Limit

Click the Locate button to commence the weeding process.

from the Cataloguing menu or clicking the Weed stock link in the Wizard area or by type the shortcut we.

Type or scan the barcodes of the records to be weeded. The barcodes will be added to the list.

To remove a barcode from the list, highlight the barcode and click the

Remove button.

The maximum number of items that can be weeded is set in Management > Parameters

Copy Weeding Batch Limit.

button to commence the weeding process.

the Wizard area of

Type or scan the barcodes of the records to be weeded. The barcodes will be added to the list.

To remove a barcode from the list, highlight the barcode and click the

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To remove a barcode from the list of copies to be weeded, un

To view a copy record, click on its

To view the resource record associated with the barcode, click its

Click the Confirm button to delete (weed) the items.

If the weeding process removes the last copy record of a resource, clicking the

resources without copies link will remove the resource record.

If the Delete the resources without copies link

delete, then a message will be displayed, and the Weeding screen will be re

Weeding can also be achieved by entering the IDs of the resource records. To access this function, select Resource Weeding

The process for weeding is identical except that IDs are entered, not barcodes.

Resource IDs are located at the top of each catalogue record in

The maximum number of resources that can be weeded is set in

Parameters, via parameter 2001

To remove a barcode from the list of copies to be weeded, un-tick the Delete box.

To view a copy record, click on its Barcode link.

To view the resource record associated with the barcode, click its Title link.

button to delete (weed) the items.

If the weeding process removes the last copy record of a resource, clicking the link will remove the resource record.

Delete the resources without copies link is clicked and there are no resources to

delete, then a message will be displayed, and the Weeding screen will be re-displayed.

Weeding can also be achieved by entering the IDs of the resource records. To access this

Resource Weeding from the Weeding menu.

Resource IDs are located at the top of each catalogue record in Cataloguing > Resources

The maximum number of resources that can be weeded is set in Management >

2001 - Resource Weeding Batch Limit.

box.

If the weeding process removes the last copy record of a resource, clicking the Delete the

is clicked and there are no resources to displayed.

Weeding can also be achieved by entering the IDs of the resource records. To access this

Cataloguing > Resources.

Cataloguing.pdf

Training Manual :

v5 Cataloguing

Training Manual :

v5 Cataloguing

Table of Contents

Setup before starting

Branches

Collections

Resource Loan Categories (RLC)

Importing MARC records

records

Default Tags

Processing & other settings

settings

Using Tag Manager to locate records

Manually adding catalogue records

Manually adding catalogue records

Fields that use authority files

Fields that use authority files

Z-Cataloguing

I

Adding Copy information

nformation

Explanation of fields used when adding

Explanation of fields used when adding copies

Creating multiple copies

Deleting (weeding) records

Single records

(weeding) records

Why is the Weed option not shown?

eed option not shown?

Multiple records