Cataloging: Enhancing Records and Fixing Mistakes

Presented byJemma Hazen

August 13, 2015

Begin with MSC Standard Cataloging Procedures

Where are these standards?• On the MSC Cataloging page under

Standard Cataloging ProceduresStill have questions after this training?• Contact your mentor• Open a ticket or email msc@mt.gov

SCP sections of interest

• 2.1 Rules for attaching your copy to a record within the MSC

• 2.2 Importing records not already in the MSC• 2.3 Importing records from OCLC using

SmartPort• 3.1 Choosing item types & home locations• 4.1 Creating brief titles• 8. Resources & Contacts

Setting Properties

When working in the cataloging module, make sure that your properties are set correctly

Check your Properties

With ALL wizards closed, right click on the Wizard and select Properties.

Use this wizard to delete a duplicate record or ILL record

Searching ALL Libraries

If you are limited by your library then you are not searching the MSC, you are only searching your holdings

Results when you’re limited

Results when you’re set to ALL

A few things to remember

• Any bib you own you can edit. You have the power to fix typos for everyone!

• Pay special attention to the MSC rules on when you need a new record (SCP 2.1)

• Most of your local info is in the ITEM, not the bib

SmartPort: Check Your Settings

Finding good records in OCLC

• Use those minimum tags from the SCP, sect. 2• Privilege RDA records whenever possible• 040 with DLC if possible• If your title is AV, select records with 007 fields• Think of what your patrons need: select good

subject headings• Pay attention to Encoding Level

Good records have…

Minimum MARC tags as listed in the SCP, section 2:• 010 – LC number• 020 – ISBN• 1XX – Author• 245 – Title• 260/264 – Publication Info• 300 – Physical Description• 6XX – at least one Subject heading• 7XX – added author, when applicable

Good records have…

Things you users need:• 490 – the series statement• 526 – AR or Reading Counts information• 6XX – subject headings• 7XX – added authors

Navigating Browsing

Good record Has some issues

Record Enhancements

• 490 – series statements• 526 – reading program information• 6XX – subject headings• 7XX – added entry for names• 8XX – added entry for series

“Cheating” to enhance records

OCLC Bib Formats and Standards

Adding new fields

Adding 007 to Large Print

Adding AR Info

• If you notice a 526 tag with AR info that differs from yours, please just add an additional 526

• Use OCLC bib formats to view coding for 526 http://www.oclc.org/bibformats/en/5xx/526.html

Creating a Kit

• Review Appendix B in the Standard Cataloging Procedures

• Duplicate Title wizard• Kit in 007 (o), do not add the GMD• Take out the ISBNs (020) and any 001 or 035s• Add local notes as needed in the Item record

Common Cataloging Problems

• Call number already exists• Can’t delete my item• My copy is on a bad bib, or alone on a bib,

how do I fix it?• Another library has copies on a bad bib, how

do I fix it?

Call number already exists

Call number already exists

Your item can’t be deleted

All alone on a bib

Everyone else You

If other copies need transferring

Everyone else You and some close friends

Cataloging Mentors

• Paulette Parpart• Janice Kalvig• Lois Dissly• Roberta Gebhardt• Marilyn Trosper• Carrie Nelson• Dave Shearer• Laura Tretter

Contact MSC Staff

• Open a ticket• Email msc@mt.gov• Jemma, jhazen2@mt.gov or 406.444-0242