Cataloging Roundtable Summer2015 – MARC for Newbies

Welcome everybody to the Evergreen Indiana
Cataloging Roundtable. This is called “MARC for
Newbies!” My name is Shelley Lesandrini, and I’m from the Westfield Washington Township Public Library. And the purpose of our cataloging roundtable
today is to help our new Evergreen Indiana
cataloging friends to create and edit records. I know there’s a lot of
new members out there who are brand new to
cataloging and may not have a complete or full understanding of
how MARC records work. And a lot of you have been doing this for years
and so this is going to be a lot of renew, er, a lot of repeat information for you. But hopefully
you’ll all learn something new and have something to take away from
today’s presentation. A little bit about myself: I’ve been a cataloger for
over 25 years and have been having a lot of work
to learn RDA, and I will let you all know that I am not a expert
by any means! I have to look up a lot of information that I don’t
see that frequently, and with this presentation I’m hoping to show you all a little
bit about what we see and encounter and a lot of the explanations as to
why why we do what we do! So let’s get started.
Here on the first screen is a What is a MARC record? Basically of it’s for
MAchine Readable Cataloging, and essentially what
you’re doing is you’re telling the computer what’s
what. The computer only knows what you are telling it,
and so by putting the information into the correct
fields the computer knows how to sort that information so that the patrons are able
to search for that information. It’s only telling you what, or you’re, you’re telling it, it’s only going to know
what you’re telling it. So if you look at this first screen, this Stephen
King “Finders Keepers” screen, you’ll see that
the information is sorted and we’ve all seen these records by a 100 field
that’s got the author’s name in it. And the 245 has the title and the authors’
names on it and so on and so forth. You see that this is also a audiobook screen, and it’s telling you
information about that audiobook. And this is, if
you need to refer to a great RDA audio book record, this is one to refer to. But we’re gonna go on a little more depth and to the next screen where the… Back in the day with what is a catalog card and
what it tells us. By using MARC records or by using MARC, the,
the computer can organize information just like
how we use to type the cards up manually: where you have an author card, a title card, and
all the accompanying the subject cards. And
they’re all typed up in the same format and that’s what MARC is telling the computer to
do today is to organize this information to make it easier for the patrons to find out. So, cataloging in a nutshell: Cataloging record is also synonymous with
bibliographic record that is the information that is in the catalog that
explains or describes the item that you have in hand. So
we’re going to, that term is going to be used frequently. It means the same thing: cataloging
record or bibliographic record. The information is, includes the following, but
not really necessarily in that correct order. The description of the item first, that is the thing
that you are holding in your hand. That is what’s going to, that’s primarily the, the
primary information that you’re looking at is, is
describing that, that item. It’s also going to contain the main entry and the
added entry. These are the, the author, title, these are the people who are responsible for
that title, those are your main and your added
entries. Subject Headings are descripting or telling the patron, “I know I’m looking for this
book about this subject.” And then finally the classification or the call
number and we’re not really going to talk about
that really because call numbers are a local, locally used. Some libraries use 920 for a biography; my
library uses B. So your call numbers are going
to be more of a local issue and not so much a standardized issue which, when
we’re talking about a bibliographical record,
that’s pretty much standardized. So let’s get into the meat of a basic MARC
record, or the terms that we use when we’re
talking about MARC. First, the first thing you’re going to run into is
Field. And this is the term that is used to describe the
various sections of the cataloging information. And when you follow cataloging rules, each area
of the information from the complete cataloging
record is given a field in MARC. And from my little picture you have here, you
have your 1XX fields. Those are your main
entries or the people or companies responsible for that piece of work.
You have your 4XX and your 8XX fields which are your series statements or your series
added entry statements. Your 6XXs are gonna be your Subject Headings.
These are the things that describe or the subject
matter which that item is about. Your 7XX fields are going to be your other added
entries which are going to be illustrators or
actors in the DVD Other people associated with that item, that
aren’t the main entry or the main person responsible for that
item. So when you’re looking then at a tag, that’s that
three digit number assigned to each field on a
MARC record and there are many tags that can be used and often the tag indicates specific
information about that field. So if you’re looking
at a 1XX field, you’ll have a 100 tag for an author; you’ll have a 110 tag for a corporate body. In a 600 fields, or the 6XX fields…the topical
Subject Headings will have a 650. The geographical Subject Headings have a 651.
So you’ll see at the bottom of our screen here
we have a tag in our 2XX for the title statement, and that tag is
a 245. And that indicates that the title of this book is
“The school library media manager.” That’s your
245. In addition to your tags you have the indicators,
and those are the two spaces that followed each
field in the MARC record. Those are the one digit codes that are listed
right after the tag number. The first indicator is used to give the computer
processing instructions. So in a 245 if there was a zero in the first indicator that would tell
you that there is no title added entry. When you have a main entry, or a one, a 1XX, then you would have a 1 in the
first indicator in the 245. But if you don’t have a 1XX field, you would use
a zero, and that would tell the computer that
there is no author, [no] really primary person responsible for that
item The second indicator then gives you information
about the content of that field, and, in the 245,
this number tells you how many non-filing characters are at the
beginning of the title. For instance, if you see on the screen here that
there’s a 4 in that second indicator, which is telling the computer to skip over the
first four spaces in that subfield a [$a]. You don’t wanna go looking for the word “the”,
so it’s going to skip over “the”. And there was a discussion on the listserv just
recently as to why somebody’s, the first word in their title $a
was cut in half. Well, there was a 4 in that
second indicator, but there was no article, such as the word “the”. So if you
pretended that the word “the” wasn’t in that 245
and you still had a 4 there the, you’re telling the computer to skip the first
four letters of the word “school” and then that’s why the word was cut in half, is that they
had… They told the computer to do that. So if you
don’t have an article at the beginning of your title you want to make sure that it’s a zero. And be sure that each field… You want to remember that each field has its
own indicators, and that the numbers those
indicators will indicate different things depending upon your different tags in each
specific areas. So you see in our example below the first indicator in a 100 field means something
entirely different from the first indicator in the
245. The second indicators mean two entirely
different things. Whereas the second indicator in
a 100 field does not…it’s blank. It’s no longer used. But the second indicator into 245 indicates that
those are non-filing characters. So the computer’s going to ignore the word
“the”. And then you also see one more thing in your
245 field. You’ll see subfields, and these are the
fields that contain pieces of information for MARC, and it’s telling the computer that this is,
you’ve got different parts. You’ve got an author.
You’ve got a title. You may have a subtitle. These pieces of information need to be
searchable in the library catalog. And that’s why
you have to make sure that these subfields are coded correctly. An example, if in this I had
a, a subfield b [$b] for the author, her name would now no longer be searchable,
because you’ve got her name searching in a $b which the computer knows is a subtitle. Well, that wouldn’t be really good for a patron as
they were looking for her name, so we wanna
make sure that the names are in the $c, and that the title is in the $a, the subtitle b is in,
the subtitle is in the $b [*laughter*] I know, we’re getting a little, little
redundant here, but, uh… But some of the possible, some of the possible subfields in 245s are the
title, subtitle, and the statement of
responsibility. So you can see here that Blanche is in the $c,
$a is indicating that that’s the title, and the $c is
our statement of responsibility And down here at the bottom of the screen you’ll
see again that the subfield codes are similar to indicators
because they have the same letter, they may mean different things in the field. If we go back
to our previous screen: the 100 field, the $a doesn’t mean title. But in
the 245, the $a does mean title. So you’ve got
different codes, different numbers, different meanings in each of the tags. And down here then you’re gonna have…I see
this question frequently: “So how do I create
these delimiters and where what I find the codes for all of these?”
In this next screen here you’ll see that the second part here, the OCLC Bib
Formats is where you’re going to find the different
meanings for those different codes. What you see here in the yellow? I have done a
screenshot of a 245 subfield codes from the Bib
Formats And they’re telling you that the $a is the title,
the $b is the remainder of the title, and so forth. And then from you who are trying to remember it
when we’re going into a record to create a delimiter in Evergreen, you wanna
press Control and D at the same time in the
spot where you want your delimiter created. So in your…if you’re adding a $b in the 245, you
wanna go to the end of the subfield of…the last letters of that $a and
add your $b and you would press Control and D at the
same time. On to the description of the item! Now with AACR2 and RDA, we’ve got two
different sets of rules or we have two different
ways of typing in the same information. So in the 260 or the 264 fields, those are in…
those are your publication fields. The 300,or the
3XXs are the same as the physical description, and
then there are the 5XX fields, or your note fields. What we need to do is we need to use these
tags to describe the item that you’re touching. That way the next person that comes along that
record can tell: is it the same, is it different? And
I check everything when I catalog I check the pagination. I check the date. I check
are there illustrations? The 500 fields: Is there really a bibliography
attached to this record or not? So make sure you get these things correct
when you are editing or creating a record so that
we don’t have to… the next person doesn’t have to be a mind
reader. A little further in depth on the 260s and the
264s. 260 is the AACR2 rule, and the 264 is the
RDA rule. They tell us same things, but they’re using just
a slightly different structure here. Notice that their punctuation is the same. We’re
using $a. We’re using a colon after the $a in all of
these guys. $b Whoops! See, I made a typo here. That should
be a comma. [*laughter*] Commas after the $b and then your $c gonna be your date. Same in both RDA and AACR2. They’re similar and yet they are different. And the reason why they are different is the point of RDA was to be little more
explanatory to a patron. For example, the 260, if you didn’t have the place of publication, you
would use this…Help me out here…sine loco, I
think that’s how you pronounce it, Or you would use, if you didn’t know the
publisher you would use the sine nomine if you didn’t know the publisher, and you would
put that information in brackets. The reason for the brackets was that it was not
on the title page, and therefore that information was your best
guess. So if you’ll notice in this 264, I’m going to
make the assumption that Dutton was the only thing about the
publisher information that was on the title page. New York was not on the title page and 2015
was not on the title page. It could’ve been on the
verso and that’s where I got my information, but I had
the bracket it because it was not on the title
page. Something I just started cataloging yesterday, in
a RDA record somebody had typed in the sine loco and the sine nomine, the s.l. and s.n.,
in a 264, which we don’t use that in RDA, guys. Because the patrons aren’t gonna know what
that means. So we want to be as clear as we can to the patron and to the next
cataloger. I’ve been cataloging a lot of these self published
Minecraft books lately, There are no publication and information
whatsoever. There is sometimes a date on the
verso or maybe in the back of the book, but there’s been absolutely no other information
in there and so this is how you would enter that
if you did not know any of that information. Place of publication not identified in brackets;
publisher not identified in the brackets. Ok, I’ve got a comment from Sarah that says
you don’t have to put the bracket info from the verso in RDA. So, I stand corrected. See, I told you guys, I
don’t know everything! I tend to put it in brackets
either because I didn’t know or if it’s not there anywhere, you would put it in
brackets. For example, these Minecraft books,
there’s a something in the back that says it was
distributed by someone in, I think it’s been,
Charlestown, South Carolina where the printer was. Well, you know, that’s not the publisher
and it was published last month so I’m going to
use that date because that’s the best date I can go with, and that’s why I
would use the brackets. 300 fields and the Fixed Fields You have…These are pretty common; these are
pretty standard: the extent or the number of
pages in the $a that would also be your number of discs in a book on CD or the fact that you have
one disc in a DVD that would be your extent.
The $b would be other information or other physical details. Are there
illustrations or genealogical tables? Is there sound? Is it in color or black and white.
That the information you find the $b. And then
the dimensions. I have the cm listed at the end of this guy. And
there, there’s a little bit of discussion about
using this abbreviation. We use it. But in DVDs, again RDA is trying to
standardize, and so they don’t wanna have a
combination of inches and centimeters. But it’s OK if you have a measurement for a
DVD in inches in the 300 $c. So you…I prefer to use the cm because RDA is
trying to standardize it. But that’s a judgment call. So if you wanna just leave it as you find it, leave
it. Change it if you want. But that’s a little bit of the flexibility in RDA. Sometimes you’ll see a $e in a 300 field which
would be accompanying material: a teacher’s
guide or a manual. Booklets, when you have Wiis, there’s always
an instruction booklet. That would go in your
$a. So at the bottom of the page I’ve included a couple of different examples, and again, in RDA,
they want things all spelled out. They want “pages” spelled out; they want “color
illustrations.” They wanted all spelled out. Where you see in AACR2, they’ve abbreviated
things. The point of RDA is to make that clear so that
everybody understands. And again punctuations
the same. for both. Colon after $a; semicolon after $b. And then the punctuation at the end here again there’s, there’s a point of “it depends what
comes next” when it’s in RDA, but I don’t think anybody is gonna have a fit if you put
a period or if you don’t. Okay. Hold your horses here! Wait a minute! How do I know if I’m looking at an AACR2 record
or an RDA record? Well, your first clue is going to be if you’ve got
those goofy looking 3XX fields. But other…the indicator to the computer here is
in the Fixed Field screen under description
[Desc]. And if you see an “a” in that field that means that either a) it was originally an AACR2 record and maybe
somebody edited to make it RDA. If you see
that that the body of the record looks like it’s an RDA record, but
you got an “a” up there, go ahead and change it
to “i”. Or if you see an “i” on there, and somebody’s
edited the record to an AACR2. They’ve changed
it back. Then change it to “a”. The computer is, at one
point in time, it’s gonna use this information in
the fixed field and that’s…we’re gonna help it along here by telling the computer, “Yes, look at the 264,
don’t look at the 260.” So it’s imperative that we get that information
right. And since we’re looking at this, this fixed field
screen again, this guy, I love this guy! There are Post-It notes all over my workstation
of codes that I don’t run into frequently, but I do occasionally. And I can’t remember
sometimes for a graphic novel, does the 6 go in the contents field [Cont], or
does the 6 go in the Form field? And I have that on a Post-It note that tells me
which one I use. So, I don’t have them all memorized but Fixed Fields…See, Anna’s getting the
pleasure here of seeing me wave my hands
around pointing. I wish you guys could see this! But the DVD
codes, A/V codes, books on CD… You’re gonna see things in there that you don’t
see every day. You might see something that
doesn’t look right. And that’s why it’s, it’s really good to go back
and double check if you look, if you see
something that looks way out of whack. I wish I could’ve taken a picture of my
workstation for you guys! You’d see these Post-
It notes and little old pieces, fading pieces of paper with these things, even cheat notes for
Evergreen on how to create a field and how to
add and insert a column and all that good stuff. And these things have been
there, we’ve been on Evergreen nearly six years
now and there’s times when I’m like, “How do I do that?” And that’s what my Post-It
notes are all about. So while we’re talking about the Fixed Fields, I
hope some of you had the pleasure of going to
the annual conference because we had some great presentations on the Fixed Fields, and I
believe there’s one also on the State Library site
in the educational section. That…it is a great in–depth explanation of the MARC Fixed Fields.
I’m just going to lightly touch upon them. These are things that the 008 field, and if we go
back and look at a MARC record, which there’s your 008. Sometimes you’ll see some old, old MARC
records that don’t have that field in there. And
the best way I can explain to you to get that or add that 008 field,
’cause if this field isn’t in there, you can’t edit up
here. And the reason you can’t edit up here is because there is no 008. So a lot of
times what I’ll do is when I find old bib record
that I’ve got it and I still have the material, and there’s not a better record
out there, I have to fix or clean that record up. What I’ll do is, I’ll come in and create… I create a new book record, and I’ll just go to the flats, flat
screen text editor, and I will just copy this field, the 008,and then I will go over to my other bib
record. I’m not going to insert it here because I don’t
want to screw this record up, but I would insert it
right here. And then when I went in to edit my record, I
could correct it. I edit all these fields and that
information, as you can see here, represents or follows what in this record here. See you’ve
got your “nyu”, that’s where the book was
published. You got your “eng”, that’s the language; your
2015, your, your… date. Oh, I’d have to look at the bib rec…OCLC to
figure out what that abbreviation stands for. See,
I don’t remember that. But I know that that’s the type of of the date so I
have my “s”, there’s the “s”. So anytime you have an issue where you can’t
edit this and you’re having trouble, take a look for that 008. That’ll be a dead
giveaway, if there’s no 008 in there, you can’t
edit it. And in the Evergreen software the Fixed Field
information is used with the search filters in the main search input screen. Let’s go to a new window. So in your advanced search screen, anything in that fixed field, and, again, I’m not going in depth, but if it’s all coded correctly you should be able to do a book
search because of that. Let’s go back here to this guy. Nope, let’s not look for a book. Let’s look for a
book on CD, because of the type. If it’s coded
correctly your, your icon and your type will be able to use
that search filter. Like, there we go. You’ll be able use these, these guys to do your
search filters. A problem I’ve been encountering lately, and this is a project I’m working on, is
that a lot of my older audiovisual materials when we migrated to
Evergreen did not have those correct fields in them. So there’s no icon. there’s no…you can’t search
for them by CD or DVD because my old catalog, or the, the database that we
used before we transferred didn’t use this
information. It’s not in the record. So I’m having to go back and add 007s, 008s, and make sure this coding is right so my patrons can search for that information and search for that CD. I just cleaned up a bunch of John Cougar Mellencamp CDs that transferred over. If you search for “Mellencamp,” they wouldn’t show. Er, “Mellencamp” and “CD” they would not show up. If you did a search for “Mellencamp” they would, but then you’d get everything else, your movies, the CDs, biographies… I didn’t want that; I just wanted his CDs. And they didn’t come up because I’d search for them, but, because that record was encoded correctly, they didn’t come up. So Evergreen is one of the few systems that uses these Fixed Fields, and those Fixed Fields give you your icons when you’re searching in Evergreen. And again there were some excellent programs, and they should be either on their way to being on the web site, on the State Library website, on the Evergreen education or they may be there already. So I love those guys! OK, let’s go back to our little guy here that we’re cataloging. And I know you guys won’t be able to see this information, ’cause I’m going to go into a creating a record. Turn off the flat text editor… So when I’m going to go input this information, I’ve got this Blanche Woolls’ book on my, in my hands. And I know she’s the main entry. The second indicator is not used any longer and I’m going to type in her name. See, I printed this off and I have a copy of this posted under my blotter at work on my desk. So if I forget these things, there is. And I guess I don’t need to do that any longer. [*laughter*] But there you go guys, there’s your cheatsheet! You can always print this off and put it on a Post-It note next to your workstation. Alright, 245, I’m going to put a “1” in this [first indicator] field because I have a 100 field. If I didn’t, I would put a zero there. And the first word of my author, er, my title is “the” so I’m going to put a 4 in that [second indicator] field. The school Now I’m not gonna make the space, well, I guess I am, I’ve gotta put that backward slash in there because that’s the end of my title. But I’m not going to space. I’m just going to do a Crtl+d right there. It inserts the space automatically. And then I’m gonna put in Blanche’s name. Now here’s…we know it’s an RDA record. It’s 264. New York was not on the title page. I’m going to tab over; Dutton was on the title page. And we’ll put 2015 here. We also know that we’ve got 300 pages. I’m going to put a colon. Space over. It had color illustrations, and it was 24 cm. Ok, the reason I’m showing you this, and I’m sure you’ve all done this before but again this is where your Fixed Fields have to reflect the contents or the description of your book. This is where…so we know it was in New York, so we’re gonna go up here, and we’re gonna put in “nyu” up here. And there is a controlled list of abbreviations again on the OCLC Bibliographic Formats site that’ll tell you which, if you run across a country that you don’t know the abbreviation for, there’s a whole listing of those in there. We know it’s an adult book, so I’m going to put an “e” in there. I just happen to know that. It’s a nonfiction book. I’m going to put a zero in there. I don’t know if it’s got an index yet because we haven’t gotten that far. We’re going to put 2015. And I know there’s an illustration. So, anyways guys, just make sure your Fixed Fields represent what you’ve got typed in here. I’m going to make a “1” there and I’m gonna come down here and add it does include an index. So any questions so far about how you match your content or your description here with your Fixed Fields? I have to tell you all, I had some–while we’re waiting for the typing to come up– I just want everybody to know I had some excellent instructors and, and mentors as I was learning cataloging and even beyond library school. And they just drilled this into me, that things have to be… You’re just telling the computer exactly what it’s going to do it; if you get it wrong the computer doesn’t know it’s wrong. And so just make sure you’ve got things… I have to thank all my instructors and mentors over the years. Here’s our question now: In my cataloging class last semester, I learned that we’re supposed to put a second 264 for copyright date and the first 264 is the publication date. Is that right? In RDA, yes, that is correct. If there are multiple dates Say on, in this example, let’s create… See, I keep doing that wrong. I need my cheatsheet. If we had a 264 and I’m going to call it a 4 just for, um our example here. It had 2015 on the title page, but on the verso though it had copyright 2014. You would put it on this, in this 264 in the $4 of 2014 So I’m gonna put that here and I know there’s a there’s a symbol or if somebody help me out here… Or a $c. That’s right, I do have that wrong. Thank you, Jocelyn! See it takes a village here, guys! But then you would also have to come up here and change this. because you have multiple letters it’s not “c” anymore. See, I’m old school, guys. And then you would come over here and put your 2014. I’ve got some helpers here on the chatroom; you can get the symbol from the character map too. I have tried that alt + 0169 for the copyright symbol. For whatever reason, I can’t make that work. There is a… I have seen it on our upcoming recertification for Cat1 class that that is mentioned in a presentation, and so I was trying to make that work, guys, but I couldn’t get it to work! [*laughter*] So I can’t wait for this class to come up so i can learn how to make it work. But at this point, just maybe for our use here, but yes, Catherine, your question about the two separate dates, yes, you are correct. In 264 that is correct. The next important thing i want you guys to all
look at is your series statements or your 4XX fields. In Evergreen, we are using the 490 as the
series statement. And your first indicator in the 490 specifies whether or not this series is traced. And the first question you’re going to say is,
“And how do I know if it’s traced?” What I do is I go and I look for the previous title
in the series and see how that bib record was
cataloged. How was that series handled? And I just cut and paste from that record and
just change the numbers. So if I had the next book in the Jackie Collins
“Lucky Santangelo” series number 10, but there
were no 490s, there were no 800s in that, I would go look for the previous ones and see
how they were done. That’s usually a pretty easy…That’s a whole lot
easier to have checked those things now than it
used to be where we have to go on out to the catalog card and see what was on the previous
title and how was it traced and then write it
down and then come back to your terminal. So I have no problem checking these on the
computer; I’d take the time because wow, it’s just so much shorter now than it used
to be. What does “traced” mean? Very good question! Back in the day that this would be typed on a
catalog card so that if you knew the series of
the title, or of the, the book you could go, and there would be a card there
under “Lucky Santangelo”. In the day and computer now, all it really is a lot
easier to find series where it didn’t used to be so
easy So, I may be making a mountain out of a
molehill anymore, but a lot of the patrons like to
be able to find those series. And that’s why we trace them. If you see at the bottom of my screen You would…If it was a 490, and it had that
information in there and a patron searched for that information, it would still be traced in
today’s world of keyword searches. Back in the day when we didn’t have keyword
searching, it wasn’t possible. It just wasn’t
something that was gonna be able to be found. But we like to be standardized, and that’s why I
say go look at the title, the previous ones. I would go look at “Lucky
Santangelo” number 8 in the series by Jackie Collins, and they’re
usually listed in the book. Or I will go just search her name and sort the
books by newest to oldest to find the most
recent Lucky Santangelo book and just use that information to put in the next title of the series. But that’s
how they look. If there’s not an author, you would use an 830,
and in that case then we would have an 830 that
just showed Lucky Santangelo. And I don’t know if I have an example of that or
not. I don’t think I do, sorry guys! But again, here’s your subfields. You got your
$a, and your $v. $v means something else in a
different sub…in a different tag than it does in a 490 or the 800. So you just have to go look to figure out
which…I can’t remember what the volume. Well,
this one’s kind of… What’s that word I’m looking for? Pneumonic?
[mnemonic]… Alright, and we continue on! 500 or the 5XX note
fields! I just copy screened the OCLC Bib Formats list
of their 500 fields, and if you were to go to that
screen and you click on this guy it would take you to move the more specific 500
general note field. Where if I was looking for, say, the Target
Audience, how would I format that field? It’s gonna tell me exactly how to format and
what subfields to use for the R-rated or how to I
input this information in a 505 for the formatted content notes, usually
like chapters? One thing of note about 500 notes is, in
Evergreen, I’m still seeing a lot of these input
where people of put in memoriam or that book was donated by so-and-so.
Remember you’re using a consortium record; all
of us are using these records. Those kind of notes are not to be in the bib
record anymore. It used to be when you are
standalone library that was fine. So please, don’t input any of those kind of
information in the 500 fields. Moving along to your 6XX or your Subject
Headings. I just had a question yesterday. A cataloger ran into a record that had some cataloging done to it, but it didn’t have any
Subject Headings. But she had the book in
hand; she ask me, “Do I? What do I do?” “Do I add these? Or do I just leave it?” And I
said, “Hey, you’ve got the book. If you know
what it’s about add them! You’re creating information for your
patrons to be able to find that item.” But remember when you adding these Subject
Headings, you’re using a controlled vocabulary. And on this screen here, you’ll see a whole list
of places to find these, this controlled
vocabulary. They’re all online now. And I know I’m boring you all, but there used to
be a whole series of these books where we’d
have to go look it up. [*laughter*] They’re all at the click of a computer now these
days. But make sure you’re using these controlled
vocabularies. That makes that much easier for
people to find that same information and unfortunately we don’t have an authority control
which can clean this up, and we’re working on
that. Go, Jocelyn! But we’re, we’re hopefully one of these days will
get this controlled, that vocabulary under
control, but please try and use things. There’s gonna be times where you’re not going
to be able to use an authorized subject heading.
You’re gonna be cataloging a family genealogy book that may or may not be a controlled subject
heading. But that’s what it’s about. So go ahead and use
it. You know, there’s just going to be things
you’re gonna run across that are not authorized headings. And again one of the rules that I was always
taught is when you’re creating something from
scratch: 3 Subject Headings! Minimal! It could be as lame as when I’m cataloging Harlequin romances that I use the state of Montana and Fiction in a
651. But at least there’s something there so that when the patron’s looking at them on the
screen: “Oh, this is about Montana. Cool! I like
that place!” Hopefully I’m just helping the patron along! And here’s some examples: A 600 is a personnel name. A 650 is a topical
term or just your general subjects. And the 651,
geographical names. And you see here that we have a first indicator
that that should be blank again. My bad. But that should be blank. But in the 600, the
first indicator that tells us it’s a name. But in a 650 that’s a blank. We don’t even use it,
or in 651. Those are blanks. And they mean your topical term is in your, your
first $a. The form division, you’ll see that with fiction or
drama. Dictionaries, the general subdivisions, you’ve got
history or administration. Chronologicals are
always using “y”s and these bad boys, dates. That’s his birth and death date. So a “y” and a
“d” are a little different. And then your geographical subdivision in this
guy, your United States. So make sure you use
your things. Remember these guys are searchable,
so you want to be able to use this controlled
vocabulary. And this is another guy have bookmarked on my
screen is the Authorities. If I’m creating something new, I want to double
check and make sure that it’s OK. The 7XX fields. These guys are, are added entries, or added, added names. People, other people responsible.
You’ll see a huge list of 700 fields on movies where they’ve got the actors and director and
producer and everybody’s listed in the 700 field. You wanna make sure that they have their listing then there too. If you’ve got multiple
actors and somebody’s looking for all of the
Robert Downey, Jr. dvds, but he wasn’t the person responsible, at least we’ll be able to find him that way. And finally, here is a screen of our “School library manager” and there’s a couple things I wanted to point out to here. There are some Subject Headings down here at the bottom, and I mispronounce them on purpose because I don’t like them, but that’s not a reason to get rid of them. So leave…if you see those things in there, leave them in there and and then you’ll see, you’ll usually see an accompanying 084 field which would be the classifications for these guys. Some people, I don’t know if there’s anybody in the state using them, yup, Anna says there are some libraries in the state using these guys. So again, leave them in there and they’re helping those libraries out. Someday more people may be using them. Just ’cause we don’t know, that we don’t use them or you don’t know what they mean doesn’t mean you get rid of them. Go ahead and leave those bad boys in there. Another thing you can see in here is there’s a 240 field in this record. That this book at one time was called “The school library media manager” as opposed to “The school library manager.” Maybe the patron doesn’t know that the title change from the fourth to the fifth edition. So they’re looking for this other title, and this will help them stumble upon, “Oh there’s a new edition. That’s what it called now.” So it’s just giving you a reference or a link to both titles so that the patron can find it. A 240 would be an alternate title. You’ll see 740s which could be other titles associated with this guy. Ones that I’ve been encountering lately are some of these dual titles in Harlequin romance where they’ve been given it a uniform title and then there’s two separate titles that were previously published so we have to
make sure that all of those titles are associated with that guy. You would add 740s for that one. What else do I see? Oh, I see a 504 for bibliographical references and indexes. Then in my Fixed Field here we are representing again content field with a “b”. That means, tells the computer that there’s bib references. A “1” in the index. That’s indicating to the computer gosh this bad boy has an index too. Just make sure again everything down here represents everything up here. One more thing and I kinda talked about it a little bit. But if you aren’t sure of what you’re looking at don’t change it; don’t delete it. If you’re in doubt, just leave it. If it’s bothering you severely, e-mail us. Put it on the listserv and I’ll have all that information here in a minute at the end of the presentation. So leave it or send me an email. Send us, send me on on the listserv; address me that way. “Look at this. What I do? How do I find that?” And I’ll help you out. I’ve got a comment here, “Why are the blank spaces before the LCCN in field 010?” That’s just how it’s formatted. He’s talking about these spaces in here. Honestly I don’t know why, and I would go look in the OCLC Bib Formats to go find that information. I’m sure it’s got something to do with the formatting for the computer. But that’s a good question and we can look that up. And… Here’s my citations, these are some places… This first one I’ve listed here this one and these two guys here, not the pink one, but the two blues. These are tutorials I found on the Internet that I incorporated into this presentation. I didn’t do it all from scratch. I found this information from lots of other places. So those are of places to go. They were excellent presentations. They are little dated. They do use some of the older rules. But you will find some helpful information on those guys if you want something else to look at. The guy in pink, there’s my, there’s my hero! The OCLC Bib Formats. And finally down at the bottom, this is the website or the link to the Evergreen informational site where you can find all of those other tutorials or webinars that have been produced. Great information there; this presentation will one day make it to that, to that site too. And…and another reminder here guys is that just keep a notebook. You can even use in this presentation if you want me to email one to you in the next day or so, you can send me an email, and I will e-mail it to you. If you need to look at some good examples. This, this next screen for Help. Here’s your listerv, probably everybody’s on there, has looked at it, has seen things posted, asked questions. You can put my name in the subject heading, “Shelley, what do I do here?” to show a wetter weather idea here is my e-mail Please guys, ask us questions! There are so many of us on the Cataloging Committee that have years and years of experience. Like I said, I don’t know everything, but I can find out the answer for you! So I want to thank Anna for helping me out here. If anybody has any more questions, we’ve got the chat room open and I’m going to pass it on over to Anna. Thanks, guys!

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