SlideShare une entreprise Scribd logo
1  sur  93
Creating and Editing Item Records Part 2
1.

Search tips (pages 3-13)
The “Karate Chop” – “Ctrl+Shift+A”
2. Secondary Sorting
3. “All Keyword Fields” searching
1.

2. Editing item records (pages 14-24)
3. Entering item record “volume field” data for

multiple–volume (multi-part) Bib records (p. 25-76)
Definitions and Protocols
2. Magazines, serials, discs and other multiple volume
Bib record examples
1.

Quiz questions (pages 77-end)
2
3
Tip # 1 – The “Karate Chop”
 When searching in Polaris the results window may
contain more results than can be shown in one screen.
 In the bottom right corner of the window there may be a






note saying, for example, “28 of 29 records retrieved”.
Click on “Ctrl+Shift+A” to retrieve the full list for sorting.
The window still only shows 28 of the records, but when
the list is sorted, all 29 items will be included in the sort.
In the next slide are two screen shots comparing a “sort
by title”, before and after retrieving all records.
“Ctrl+Shift+A” is “nicknamed” the “karate chop”! 

4
28 of 29 items retrieved

Click on “Title” in the title bar to sort.
Here, sorted alphabetically, by title, only 28
of the 29 retrieved records are included.
What if the record sought was 29th on the
list? It would not be sorted with the others.

29 of 29 items retrieved

In the second case, all the records are
retrieved with “Ctrl+Shift+A” before the
same sort, by title. The results window
when all 29 results are sorted, now
includes Bib # 1042833, the 29th record!
5
Tip # 2 – Multiple sort levels
 In the previous example, “Title” was clicked once, to

produce a sort of all the titles retrieved. This is like a
primary sort in a spreadsheet, and if there are multiple
identical titles, may not be a useful sort.
 Choosing a second column to sort (i.e. Publishing date or
author) before or after sorting by title, produces a
“secondary sort”, which can be very useful!

Note: Clicking once on a column title sorts the list from a to z (or lowest
number to highest). Clicking a second time on the same column title
reverses the order (z to a or highest number to lowest). Clicking a third
time on the same title, puts the order back to a to z (lowest # to highest).
6
1.

Primary sort

1. Results after “Ctrl+Shift+A”, followed
by clicking on “Title” to obtain a
primary sort by title.

2.

Secondary sort

2. Click on Publication Date to secondarily sort by date.
Nine items at the top of the list show no publication date
information available from the Bib record. All the records
with the same publication date are still in alphabetical
order by title. It is safe to assume that none of these nine
Bib records without dates are a good choice (probably
incomplete) for linking an item. The next slide shows a
scroll down to see more records below the first nine…
7
3.
Below the nine Bib records
with no publication date are
20 Bibs with dates to
consider if you are searching
for a good Bib record to which
to add your new Chatelaine
magazine.
The choice highlighted is the
best place to start! With over
3400 links and a Bib record
complete enough to provide
Publication Date, it is
certainly the best choice in
this whole list! At least it is a
great place to start!

1.

Examine the physical
copy.
2. Check the Bib record.
3. Add the holding by
creating a new item
record.
8
Another example of a
primary & secondary
sort.
1. Use “Ctrl+Shift+A” to
include all 250
“Legacy” records in
the sort.
2. Sort first by Title.
3. Sort next by Format.
It becomes easier to
find the magazines
(serials) for which you
are searching!
A secondary sort by
author can be a good
search practice too!
9
Tip # 3 –“All keyword fields”
 The “Search by” drop down menus in Bib record or Item record

search tools contain very lengthy field lists to help you to search.
 Searching by “All keyword fields” (at the top of the alphabetic list)

is a very powerful way of pulling more results into your search.
 Compare a Bib record “Title” search for the word “Legacy” with an

“All keyword fields” search for the same. A “Title” search returns
1223 results, but an “All keyword fields” search returns 2018!
 After “Ctrl+Shift+A” to retrieve all records, click on format, then

author. On the next slide see how all items by Nora Roberts are
grouped by format!
10
1. Search Bib records
by “All keyword
fields” for “Legacy”
2. Karate chop!
(Ctrl+Shift+A)
3. Click on “Format”
4. Click on “Author”

Formats (i.e. books,
audiobooks, etc.) by
Nora Roberts (author)
are grouped together.
Eight of the 2018 Bib
records are “books” by
Nora Roberts.
“Legacy” will be found
either in the title or in
the Bib record
somewhere!

11
Question…
In addition to this
primary sort by
author and secondary
sort by format, can
you also return a
tertiary (3rd level) sort
by year of
publication, so the
books within this sort
are in order of
publication date?

12
Answer: YES
1. Search Bib records
by “All keyword
fields” for “Legacy”
2. Karate chop!
(Ctrl+Shift+A)
3. Click on
“Publication Year”
4. Click on “Format”
5. Click on “Author”
Books (formats) by
Nora Roberts (author)
are grouped together
and sorted by date!

Have fun experimenting with “Find Tools”. The more practice you
have, the better you will be at finding the Bib or item record you need!

13
14
Editing Item Records
1.

Find and open the item record (usually by searching by
barcode using an Item Record Search Tool)

2.

Change the field requiring correction…for example…
Change the collection code or
2. Change the shelving location or
3. Correct the spine label or
4. Link to another Bib record
1.

3.

Save your changes

15
Editing Item Records-Example 1
“George and the robbers”, an
older book was found shelved
in the juvenile section, but
should be with the picture
books…
1. Change the collection
code.
2. Change the shelf location.
3. Change the call number
prefix.
4. Save changes and print a
new spine label.
5. Shelve in the correct
section.

2.

1.

3.

16
Editing Item Records-Example 1 cont’d.
Your consultant may be
able to add new collection
codes and shelf locations
to the drop down menus!
Call or email headquarters!

17
Editing Item Records-Example 2
In this example, the first six
digits of the classification
number should NOT be in the
prefix field!
Enter the prefix contents before
the numbers in the class field.
Then delete the prefix contents
and save the changes.
Six digits after the period are
usually sufficient.
If you split the call number by
using a space or by putting some
of the class number in the prefix
field, your shelf list will not print
in the correct order.
DO NOT LEAVE SPACES!

Your shelf list will show a space between the two zeros, if this field error is present.
18
Editing Item Records-Example 2 cont’d.
If this is a thin book, you may
want to print fewer of the
“Class” digits or wrap the
number onto several lines so
the spine label contains all the
numbers.
Class field rules:
1. Use the format: xxx.xxxxxx
2. NO alpha characters
(those belong in the
prefix, cutter or suffix
fields)
3. Class numbers should
never end in zero
4. Use no period if using
three digits only (i.e. 971)

The space is gone! The shelf list order will match the order of books on the shelf!
19
Editing Item Records-Example 3
While doing
inventory, you find that a
book has the wrong title!
The book in hand is called
“Music in the classic period”.
This book is linked to the
wrong Bib record!

Can you change the title
in an item record?
NO! Note the color of the
fields (grey). This means the
title field cannot be edited.
So, what do you do?

20
Editing Item Records-Example 3 cont’d.
Think of each Bib record
as a sun in a solar system
in the Polaris galaxy.

The planets circling the
sun are the item records.
Gravity links planets to
their suns.

Bib control numbers
link item records to
their Bibs.
Editing the Bib
control number in an
item record changes
the item’s orbit to
another solar system!

21
Editing Item Records-Example 3 cont’d.

This item record is in the wrong
solar system, linked there by the
Bib control number written in the
top right corner!

22
Editing Item Records-Example 3 cont’d.

Find the correct Bib record, and the
Bib Control number.
Change the incorrect Bib control
number on the item record to the
correct Bib control number.
23
Editing Item Records-Example 3 cont’d.
Now the item record is in
orbit around the matching
Bib record (control # 98904)!

Watch for typing errors – you could
accidentally “correct” the name by linking to
“Curse the darkness”! (Bib control # 99904).
Avoid typos with “copy and paste”!

24
25
Definition and Protocols
for Volume Field Entries
This close up view of the “Call number” section of an item record
shows where the “volume data” is entered. Polaris uses the
contents of this field for processing hold requests in different
ways, and so has strict expectations for how the field is populated.
Entries here indicate the volume number of a multiple
volume publication.
The multiple distinct items are attached to one Bib record.
When deciding whether or not to enter information in this field
the first question to ask is:
Are many different items attached to one Bibliographic record?

If the answer is no, leave the field blank: no characters of any
kind and no spaces.
If you don’t know the answer, send the item to headquarters for cataloguing.

26
When NOT to use the Volume Field
 For series books like Harry Potter, each individual title

in the series will have it’s own Bib record.
 The item records that are linked to that Bib record
should NOT contain any volume information.
 If one or more of the linked item records has data in
the volume field, the patron will be incorrectly
prompted to choose a volume.

27
When NOT to use the Volume Field – continued.

….etc.
This series of books is catalogued separately and does not require volume field
data. Other examples are The Twilight series, the Hardy Boys, Sweet Valley High,
50 Shades of Grey, Rainbow Magic Fairies….

The books may have a 1 or a 4 or a 23 on the cover to identify them as a part of a
series, but they DO NOT require volume field data. Put the number in the suffix
field if you want it to be a part of the call number, but NEVER in the volume field!
These books are NOT on one Bib record. They are each on their own record.
NO volume field data.
28
When NOT to use the Volume Field – continued.
This is one book in a series. It
is tempting to put volume data
in the volume field because the
number one is printed on the
cover and “Volume 1” is printed
at the head of the “Table of
Contents”.

BUT – ask the question…
“Are different items attached to
the same Bib Record?” (Will all
15 volumes in the series be on
the same Bib?)
NO!
Check the Bib record for
confirmation. (next slide)

29
When NOT to use the Volume Field – continued.
Read the “a” subfield of the 300
(description) tag of the Bib record.
If the Bib record has the number of
pages noted here, the volume field
should be left blank. If it has
volume notation (“v.”) the volume
field may require volume data.
Is the “a” subfield:
• a pagination statement?
• a v. statement?

Answer: “192 pages”, therefore the
volume field of the item record
stays BLANK.
Volume 2 of this series will have its own Bib record.

Put the series number in the
suffix field if you want it to be a
part of the call number.
30
When NOT to use the Volume Field – continued.
Some books have no page
numbers and the 300 tag line
contains a “v. statement”:
“1 v. (unpaged)”.
This means that there are no
page numbers printed on the
book.
Other counting books by
Jennifer Adams will have their
own Bib records.

NO volume field data is
required.

31
Volume Field Decision Making
 Do not go by numbers in the title or on the cover.
 Read the Bib record paying special attention to:
 The 300 tag (description tag). If the Bib record is full
and complete, and there are no page numbers
indicated, volume field data could be required.
 If you still are uncertain send the item in for

cataloguing.

32
33
Definition and Protocols
for Volume Field Entries
This close up view of the “Call number” section of an item record
shows where the “volume data” is entered. Polaris uses the
contents of this field for processing hold requests in different
ways, and so has strict expectations for how the field is populated.
Entries here indicate the volume number of a multiple
volume publication.
The multiple distinct items are attached to one Bib record.
When deciding whether or not to enter information in this field
the first question to ask is:
Are many different items attached to one Bibliographic record?

If the answer is yes, follow approved TRAC standards for
volume field entries, as shown on the next slides.
If you don’t know the answer, send the item to headquarters for cataloguing.

34
Volume Field Format Chart

1.

2.

3.

4.

If different items are attached to the
same Bib record, the next question is
“What kind of a multiple-volume
publication is it?” The answer will
determine the proper volume field
format.
Formatting standards are outlined in
the “TRAC Multi-part Manual”, and
summarized in this chart.
The first column lists all the different
types of multiple part publications.
The second column shows the correct
format for volume field entries.

The third column (grey) contains
examples of old, discontinued or
incorrect formats. DO NOT USE
The fourth column contains examples of
correct volume field entries.

35
The following slides will work
through the chart starting with
“Numbered Volumes”, then
“Annual with Yearly Date”, etc.
Please use ONLY the second and
fourth columns of this chart for
formatting standards – there are
many discontinued or incorrect
volume field entries that should
not be copied as items are added.
Over time, as older items are
weeded and discarded, the
database should contain only
items with volume field data that
conforms to these standards.

36
Numbered Volumes
Numbered volumes are
publications that contain
multiple volumes produced in
the same year.
That year will have it’s own Bib
record with all the different
volumes, or item records
attached.

Each volume may have its own
ISBN, so the Bib record will
have many ISBNs added by the
cataloguers at headquarters.
If you search by ISBN and don’t
find a correct Bib record,
please send to headquarters.

Two different items on one Bib record.
37
Numbered Volumes
Bib record 176257 has both
volumes one and two of “Foley
Trail” linked to it.

Check tag 300 of the Bib
record. The “a” subfield says
“2 v.” and does not indicate the
number of pages, as the
description field does for single
volume books. This means the
book is printed in two separate
bindings.
Click on the circled icon at the
top of the record to open the
linked item record list. Note
that in this example, some
volume field data is incorrect,
and some is missing.

Two different items on one Bib record.
38
Numbered Volumes

The correct format is v.1 or v.2 for the volume
fields for your item records.
39
Next on the Volume Field
Data Chart are “Annuals
with Yearly Date”.
An example of this kind of
publication is “Guinness
World Records”.
If you are the first library to
purchase the new edition, an
ISBN scan will produce no
results. Cataloguers at
headquarters will need to
add the new ISBN number
to the Bib record. Please
send your item to
headquarters.
Always use the copyright date
regardless of date in title!
40
Annual with Yearly Date

• Are many different items linked to
the same Bib? YES – many ISBNs
• Is this an “Annual with Yearly Date”
(not spanning 2 years)? YES
• What does the 300 tag say? v.
• What was the copyright date found
inside the book? 2011
Conclusion:
Always use the copyright date found inside the
Enter 2011 in the Vol. field!
book regardless of title!

41
Annual with Yearly Date

Many different items on one Bib record.
42
Next on the Volume Field
Data Chart are “Annuals
with Edition statement
only”.
It is rare to find a published
item with only an edition
statement, and no copyright
date.

Note that the preferred
format is the same for the
previous type of publication,
and the edition number is
only to be used if no
copyright date can be
found on the item.
Use copyright date, if
available, regardless of the
edition number in the title.
43
Annual with Edition Statement only
• Are many different
items linked to the same
Bib? YES
• What does the 300 tag
say? v.
• The 9th edition has no
copyright date.

What should the
volume field say
for the 17th edition?
Hint: Read the 500
tags…
Answer……..
44
Annual with Edition Statement only
Answer: 2007
On the next screen can
you identify which
library has the correct
volume control entry
for the 17th edition?

45
Annual with Edition Statement only

Only the first record (barcode 30113002537020) is correct!
46
Next on the Volume field
data chart are “Multiple
year” publications.
These publications cover
more than one year in one
volume.
Note that the format
requires the beginning and
ending years separated by a
dash. No spaces.

47
Multiple Years

In this example, the 300 tag suggests
that this is a candidate for entering
information in the volume field, but
there are no ISBNs listed to confirm!
Check the list of attached item
records to see if there are different
items attached to the same Bib
record.

48
Multiple Years

YES!
Many years (many different items) are linked to
this Bib record.
In the volume field of your new item record, enter
the first and last year separated by a dash.
NO SPACES!
49
Next on the Volume Field Data
Chart are “Monthly Publications
with Alpha Characters”.
There are many examples of
monthly serials. Chatelaine
magazine is one example.
Many issues are attached to one
Bib record. In the following
slides note some interesting
details…
• The Bib record identifies the
magazine as a serial.
• The description tag (300) has
no pagination (v. only).
• Call numbers vary between
libraries.
50
Monthly Publications with Alpha Characters

Note: Above record is in the TRACpac view.
51
Monthly Publications with Alpha Characters

Many different items on one Bib record.
Note the consistent format: Three alpha characters followed immediately by four
numeric characters. Even September, which is often abbreviated with four alpha
characters (SEPT), is shown with three letters only: SEP
52
Monthly Publications with Alpha Characters

Note the different call number
protocols from library to
library, written in the prefix, the
cutter, or the suffix fields.
But never in the volume field!
53
Next on the Volume Field Data
Chart are “Bimonthly issue”
publications.
Some serials are published six
times a year, or bimonthly.
Format is always the first month
and second month separated by
a hyphen, immediately followed
by the year. NO SPACES

54
Bimonthly issues

Bib record details
show that many
different issues will
be linked to this
one Bib record.

55
Bimonthly issues

Three items in this list show incorrect volume
field data. Can you pick them out?

56
Bimonthly issues
1.

2.
3.

1. No hyphen between months.
2. Forward slash is not correct. Use a hyphen.
3. Forward slash is not correct. Use a hyphen.
57
Bimonthly issues – spanning year end

This issue of the same magazine will be
December of one year and January of the next.
The correct protocol for this Volume field:
DEC2012-JAN2013
58
Next on the Volume Field Data
Chart are “Quarterly issue
Publications”.
Often serials are published four
time a year, or quarterly.
The correct volume field format
is always the first three letters of
the season, capitalized, followed
by the year. NO SPACES
Seasons are named:
1. Spring (SPR)
2. Summer (SUM)
3. Autumn (AUT) or Fall (FAL)
4. Winter (WIN)

59
Quarterly issues

Many issues ,
one Bib record.

Fal2012 is incorrect.
FAL2012 is the
TRAC standard for
volume field data.
60
Next on the Volume Field Data
Chart are “Numeric issues”
publications.
These serials are very simple for
volume data, enter the number
only. No text or symbols are
required.

61
Numeric issues

Many issues ,
one Bib record.
In the linked item list
the “copy number”
data (c.2) is retrieved
from the suffix field
entry.

62
Next on the Volume Field Data
Chart are “Weekly issues”
publications.
These serials come weekly.

63
Weekly issues

Many issues ,
one Bib record.

Every volume field is
wrong and the second
entry has two mistakes!
Use “SEP” not “SEPT”.
The date should have
six digits in total.64
Next on the Volume Field Data
Chart are publications with only
volume and issue data.

65
Volume and Issue Numbers Only

Many
issues, one Bib
record.

And here there are
NO errors in the
volume fields!!
66
Next on the Volume Field Data
Chart are publications with
many PARTS, such as DVDs.
A “season” of DVDs in one case
is an example. Each DVD in the
set is different, but all the
parts, or discs together form the
whole season.
If the library chooses to
circulate each disc of a season
singly, or in sets of two or
three, the volume field is what
differentiates the items.
The chart shows the proper
format for indicating what is
barcoded together or separately.
67
Multipart sets such as DVDs

Many
parts, one Bib
record.

68
Multipart sets such as DVDs

Most libraries for this
collection are circulating
all 5 discs together, as a
“DISC SET”.
One library has split the
set into three separate
cases, barcoded them, and
linked three separate item
records to the same Bib, to
circulate the discs.

Many circulation options!

69
Multipart sets such as DVDs
One item record, one
barcode, one “DISC SET”.

If discs 3
& 4 are
lost…

You can still use discs 1, 2 & 5.
Two item records, two barcodes!

If you wish the episode information to display in
TRACpac, place it in the SUFFIX field – not the COPY field.

70
Next on the Volume Field Data
Chart are publications with
many PARTS, such as VHS.
A set of VHS recordings are
catalogued with v.1, v.2, v.3 and
so on, in the volume field.

71
Multipart sets such as VHS

Many
parts, one Bib
record.

72
Next on the Volume Field Data
Chart are publications with
many PARTS, using terms like
Part 1,2,3…or Part a,b,c….

73
Multipart publications in “Parts”
Many parts,
one Bib record.

74
Combo-packs
All the pieces of this copyrighted unit must stay
together and circulate together.
If a part of the package becomes lost or
unusable, add a public note in the item
record, informing patrons that your copy is
“Missing the DVD disc” or “Missing the Blu-ray
disc”.
NO volume field entry is required.

75
Combo-packs

Make no entry in the
volume field.
In the “Notes and Notices”
view, enter details about
your holding in the public
note field so it displays in
TRACpac and in the free
text field so it pops up at
check out.
76
77
Search in Polaris for the answers to this
short quiz…
1. You are circulating “House”, Season 2 (5 videodiscs) with all
the pieces in one case. What information would you enter
into the volume field of the item record?

78
Search in Polaris for the answers to this
short quiz…
2. You have received a donation of volumes 1-4 of the
International Wildlife Encyclopedia (Bib control # 630855).
How many item records would you create to link all four items
to the Bib record? List the volume information for the item
record(s) you create.

79
Search in Polaris for the answers to this
short quiz…
3. Decide the correct volume information for “Guinness Book
of World Records, 2013”, published in 2012.

80
Search in Polaris for the answers to this
short quiz…
4. Decide the correct volume information for “Chilton’s Import
Auto Service Manual”, 1990-1995, Bib Control # 162583.

81
Search in Polaris for the answers to this
short quiz…
5. You purchased the Blu-ray/DVD combo pack: “A Christmas
Carol” (Bib control number 889988). How do you proceed?

82
Search in Polaris for the answers to this
short quiz…
6. You purchase a subscription to “Rural Roots”
(magazine), and receive the first issue (Spring, 2013). Which
Bib record number do you use to create an item record for this
issue, and what volume field data do you enter?

83
Search in Polaris for the answers to this
short quiz…
7. You are adding an item record to Bib # 877349, do you need
to enter volume information in the volume field, and if so
what will you enter?

84
Search in Polaris for the answers to this
short quiz…
8. You are adding the June, 2012 issue of Clean Eating
(magazine) to your library. What is the correct volume
information?

85
Search in Polaris for the answers to this
short quiz…
9. You received a donation of a two-volume VHS documentary,
that has a good Bib record. What will be the volume field
information to circulate the items separately?

86
Search in Polaris for the answers to this
short quiz…
10. What is the correct volume field information for an item
you are attaching to Bib record # 397274?
a) Volume field should be empty
b) v.2
c) VOL2
d) V.II

87
Search in Polaris for the answers to this
short quiz…
11. For Maclean’s (magazine) published February 6, 2012, what
should be entered in the volume field?

88
Search in Polaris for the answers to this
short quiz…
12. You have DVD cases in stock that will hold 2 DVDs. A five
disc set has just come back with the case broken. How will
you circulate the discs now? Include volume information in
your answer.

89
Search in Polaris for the answers to this
short quiz…
13. You purchased Season 2 of Blues Clues and want to circulate
each of the four discs separately. What volume field entries do
you use?

90
Search in Polaris for the answers to this
short quiz…
14. What volume field entries do you create for your new issue
of Cooks Illustrated (magazine) Issue: December 2012-January
2013?

91
Search in Polaris for the answers to this
short quiz…
15. You are adding a travel guide to your collection: The Lonely
Planet guide to Hawaii, 9th edition. What goes in the volume
field?

92
Quiz – questions…
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

11.
12.
13.
14.
15.

You are circulating “House”, Season 2 (5 videodiscs) with all the pieces in one case. What information would you
enter into the volume field of the item record?
You have received a donation of volumes 1-4 of the International Wildlife Encyclopedia (Bib control # 630855). How
many item records would you create to link all four items to the Bib record? List the volume information for the item
record(s) you create.
Decide the correct volume information for “Guinness Book of World Records, 2013”, published in 2012.
Decide the correct volume information for “Chilton’s Import Auto Service Manual”, 1990-1995, Bib Control # 162583.
You purchased the Blu-ray/DVD combo pack: “A Christmas Carol” (Bib control number 889988). How do you
proceed?
You purchase a subscription to “Rural Roots” (magazine), and receive the first issue (Spring, 2013). What Bib record
number to you use to create an item record for this issue, and what volume field data do you enter?
You are adding an item record to Bib # 877349, do you need to enter volume information in the volume field, and if so
what will you enter?
You are adding the June, 2012 issue of Clean Eating (magazine) to your library. What is the correct volume
information?
You received a donation of a two-volume VHS cassette tape documentary, that has a good Bib record. What will be
the volume field information to circulate the items separately?
What is the correct volume field information for an item you are attaching to Bib record # 397274?
a)
Volume field should be empty
b)
v.2
c)
VOL2
d)
V.II
For Maclean’s (magazine) published February 6, 2012, what should be entered in the volume field?
You have DVD cases in stock that will hold 2 DVDs. A five disc set has just come back with the case broken. How will
you circulate the discs now? Include volume information in your answer.
You purchased Season 2 of Blues Clues and want to circulate each of the four discs separately. What volume field
entries do you use?
What volume field entries do you create for your new issue of Cooks Illustrated (magazine) Issue: December 2012January 2013?
You are adding a travel guide to your collection: The Lonely Planet guide to Hawaii, 9th edition. What goes in the
volume field?
93

Contenu connexe

Similaire à Part II: Volume Control

Part I: Creating and Editing Item Records
Part I: Creating and Editing Item RecordsPart I: Creating and Editing Item Records
Part I: Creating and Editing Item RecordsPeacelib
 
Library World Basic Guide
Library World Basic GuideLibrary World Basic Guide
Library World Basic GuideICE Library
 
Secrets of the catalog / metadata
Secrets of the catalog / metadataSecrets of the catalog / metadata
Secrets of the catalog / metadatarobin fay
 
Ren_Copy_Cataloguing
Ren_Copy_CataloguingRen_Copy_Cataloguing
Ren_Copy_CataloguingMary Horman
 
ECDL module 5: using databases [To be continued]
ECDL module 5: using databases [To be continued] ECDL module 5: using databases [To be continued]
ECDL module 5: using databases [To be continued] Hassan Ayad
 
Downloading SCIS Records
Downloading SCIS RecordsDownloading SCIS Records
Downloading SCIS RecordsAlice Heather
 
Duarte_SBTemplate_Download.pptx
Duarte_SBTemplate_Download.pptxDuarte_SBTemplate_Download.pptx
Duarte_SBTemplate_Download.pptxssuser8d12cb1
 
Database and Access Power Point
Database and Access Power PointDatabase and Access Power Point
Database and Access Power PointAyee_Its_Bailey
 
Baileybatts bailey battsdatabasepowerpoint8
Baileybatts bailey battsdatabasepowerpoint8Baileybatts bailey battsdatabasepowerpoint8
Baileybatts bailey battsdatabasepowerpoint8Ayee_Its_Bailey
 
Database and Access Power Point
Database and Access Power PointDatabase and Access Power Point
Database and Access Power PointAyee_Its_Bailey
 
Database and Access Power Point
Database and Access Power PointDatabase and Access Power Point
Database and Access Power PointAyee_Its_Bailey
 

Similaire à Part II: Volume Control (20)

Part I: Creating and Editing Item Records
Part I: Creating and Editing Item RecordsPart I: Creating and Editing Item Records
Part I: Creating and Editing Item Records
 
Library World Basic Guide
Library World Basic GuideLibrary World Basic Guide
Library World Basic Guide
 
Anatomy of the Title Search Results Screen
Anatomy of the Title Search Results ScreenAnatomy of the Title Search Results Screen
Anatomy of the Title Search Results Screen
 
Anatomy of Subject Search Results Screen
Anatomy of Subject Search Results ScreenAnatomy of Subject Search Results Screen
Anatomy of Subject Search Results Screen
 
Access2
Access2Access2
Access2
 
Access2
Access2Access2
Access2
 
Secrets of the catalog / metadata
Secrets of the catalog / metadataSecrets of the catalog / metadata
Secrets of the catalog / metadata
 
Ren_Copy_Cataloguing
Ren_Copy_CataloguingRen_Copy_Cataloguing
Ren_Copy_Cataloguing
 
Basic computer class 5
Basic computer class 5Basic computer class 5
Basic computer class 5
 
1. access
1. access1. access
1. access
 
Basic computer class 5
Basic computer class 5Basic computer class 5
Basic computer class 5
 
Library Boot Camp Notes
Library Boot Camp NotesLibrary Boot Camp Notes
Library Boot Camp Notes
 
ECDL module 5: using databases [To be continued]
ECDL module 5: using databases [To be continued] ECDL module 5: using databases [To be continued]
ECDL module 5: using databases [To be continued]
 
Downloading SCIS Records
Downloading SCIS RecordsDownloading SCIS Records
Downloading SCIS Records
 
Basic Data Handling
Basic Data HandlingBasic Data Handling
Basic Data Handling
 
Duarte_SBTemplate_Download.pptx
Duarte_SBTemplate_Download.pptxDuarte_SBTemplate_Download.pptx
Duarte_SBTemplate_Download.pptx
 
Database and Access Power Point
Database and Access Power PointDatabase and Access Power Point
Database and Access Power Point
 
Baileybatts bailey battsdatabasepowerpoint8
Baileybatts bailey battsdatabasepowerpoint8Baileybatts bailey battsdatabasepowerpoint8
Baileybatts bailey battsdatabasepowerpoint8
 
Database and Access Power Point
Database and Access Power PointDatabase and Access Power Point
Database and Access Power Point
 
Database and Access Power Point
Database and Access Power PointDatabase and Access Power Point
Database and Access Power Point
 

Dernier

The Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdfThe Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdfSeasiaInfotech2
 
SAP Build Work Zone - Overview L2-L3.pptx
SAP Build Work Zone - Overview L2-L3.pptxSAP Build Work Zone - Overview L2-L3.pptx
SAP Build Work Zone - Overview L2-L3.pptxNavinnSomaal
 
"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii SoldatenkoFwdays
 
"Federated learning: out of reach no matter how close",Oleksandr Lapshyn
"Federated learning: out of reach no matter how close",Oleksandr Lapshyn"Federated learning: out of reach no matter how close",Oleksandr Lapshyn
"Federated learning: out of reach no matter how close",Oleksandr LapshynFwdays
 
Bun (KitWorks Team Study 노별마루 발표 2024.4.22)
Bun (KitWorks Team Study 노별마루 발표 2024.4.22)Bun (KitWorks Team Study 노별마루 발표 2024.4.22)
Bun (KitWorks Team Study 노별마루 발표 2024.4.22)Wonjun Hwang
 
Streamlining Python Development: A Guide to a Modern Project Setup
Streamlining Python Development: A Guide to a Modern Project SetupStreamlining Python Development: A Guide to a Modern Project Setup
Streamlining Python Development: A Guide to a Modern Project SetupFlorian Wilhelm
 
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)Mark Simos
 
Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 3652toLead Limited
 
AI as an Interface for Commercial Buildings
AI as an Interface for Commercial BuildingsAI as an Interface for Commercial Buildings
AI as an Interface for Commercial BuildingsMemoori
 
Human Factors of XR: Using Human Factors to Design XR Systems
Human Factors of XR: Using Human Factors to Design XR SystemsHuman Factors of XR: Using Human Factors to Design XR Systems
Human Factors of XR: Using Human Factors to Design XR SystemsMark Billinghurst
 
Unraveling Multimodality with Large Language Models.pdf
Unraveling Multimodality with Large Language Models.pdfUnraveling Multimodality with Large Language Models.pdf
Unraveling Multimodality with Large Language Models.pdfAlex Barbosa Coqueiro
 
Kotlin Multiplatform & Compose Multiplatform - Starter kit for pragmatics
Kotlin Multiplatform & Compose Multiplatform - Starter kit for pragmaticsKotlin Multiplatform & Compose Multiplatform - Starter kit for pragmatics
Kotlin Multiplatform & Compose Multiplatform - Starter kit for pragmaticscarlostorres15106
 
Leverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage Cost
Leverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage CostLeverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage Cost
Leverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage CostZilliz
 
New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024BookNet Canada
 
"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr BaganFwdays
 
Powerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time ClashPowerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time Clashcharlottematthew16
 
Artificial intelligence in cctv survelliance.pptx
Artificial intelligence in cctv survelliance.pptxArtificial intelligence in cctv survelliance.pptx
Artificial intelligence in cctv survelliance.pptxhariprasad279825
 
Developer Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQLDeveloper Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQLScyllaDB
 
Vertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering TipsVertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering TipsMiki Katsuragi
 
Vector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector DatabasesVector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector DatabasesZilliz
 

Dernier (20)

The Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdfThe Future of Software Development - Devin AI Innovative Approach.pdf
The Future of Software Development - Devin AI Innovative Approach.pdf
 
SAP Build Work Zone - Overview L2-L3.pptx
SAP Build Work Zone - Overview L2-L3.pptxSAP Build Work Zone - Overview L2-L3.pptx
SAP Build Work Zone - Overview L2-L3.pptx
 
"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko"Debugging python applications inside k8s environment", Andrii Soldatenko
"Debugging python applications inside k8s environment", Andrii Soldatenko
 
"Federated learning: out of reach no matter how close",Oleksandr Lapshyn
"Federated learning: out of reach no matter how close",Oleksandr Lapshyn"Federated learning: out of reach no matter how close",Oleksandr Lapshyn
"Federated learning: out of reach no matter how close",Oleksandr Lapshyn
 
Bun (KitWorks Team Study 노별마루 발표 2024.4.22)
Bun (KitWorks Team Study 노별마루 발표 2024.4.22)Bun (KitWorks Team Study 노별마루 발표 2024.4.22)
Bun (KitWorks Team Study 노별마루 발표 2024.4.22)
 
Streamlining Python Development: A Guide to a Modern Project Setup
Streamlining Python Development: A Guide to a Modern Project SetupStreamlining Python Development: A Guide to a Modern Project Setup
Streamlining Python Development: A Guide to a Modern Project Setup
 
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
Tampa BSides - Chef's Tour of Microsoft Security Adoption Framework (SAF)
 
Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365Ensuring Technical Readiness For Copilot in Microsoft 365
Ensuring Technical Readiness For Copilot in Microsoft 365
 
AI as an Interface for Commercial Buildings
AI as an Interface for Commercial BuildingsAI as an Interface for Commercial Buildings
AI as an Interface for Commercial Buildings
 
Human Factors of XR: Using Human Factors to Design XR Systems
Human Factors of XR: Using Human Factors to Design XR SystemsHuman Factors of XR: Using Human Factors to Design XR Systems
Human Factors of XR: Using Human Factors to Design XR Systems
 
Unraveling Multimodality with Large Language Models.pdf
Unraveling Multimodality with Large Language Models.pdfUnraveling Multimodality with Large Language Models.pdf
Unraveling Multimodality with Large Language Models.pdf
 
Kotlin Multiplatform & Compose Multiplatform - Starter kit for pragmatics
Kotlin Multiplatform & Compose Multiplatform - Starter kit for pragmaticsKotlin Multiplatform & Compose Multiplatform - Starter kit for pragmatics
Kotlin Multiplatform & Compose Multiplatform - Starter kit for pragmatics
 
Leverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage Cost
Leverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage CostLeverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage Cost
Leverage Zilliz Serverless - Up to 50X Saving for Your Vector Storage Cost
 
New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
New from BookNet Canada for 2024: BNC CataList - Tech Forum 2024
 
"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan"ML in Production",Oleksandr Bagan
"ML in Production",Oleksandr Bagan
 
Powerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time ClashPowerpoint exploring the locations used in television show Time Clash
Powerpoint exploring the locations used in television show Time Clash
 
Artificial intelligence in cctv survelliance.pptx
Artificial intelligence in cctv survelliance.pptxArtificial intelligence in cctv survelliance.pptx
Artificial intelligence in cctv survelliance.pptx
 
Developer Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQLDeveloper Data Modeling Mistakes: From Postgres to NoSQL
Developer Data Modeling Mistakes: From Postgres to NoSQL
 
Vertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering TipsVertex AI Gemini Prompt Engineering Tips
Vertex AI Gemini Prompt Engineering Tips
 
Vector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector DatabasesVector Databases 101 - An introduction to the world of Vector Databases
Vector Databases 101 - An introduction to the world of Vector Databases
 

Part II: Volume Control

  • 1.
  • 2. Creating and Editing Item Records Part 2 1. Search tips (pages 3-13) The “Karate Chop” – “Ctrl+Shift+A” 2. Secondary Sorting 3. “All Keyword Fields” searching 1. 2. Editing item records (pages 14-24) 3. Entering item record “volume field” data for multiple–volume (multi-part) Bib records (p. 25-76) Definitions and Protocols 2. Magazines, serials, discs and other multiple volume Bib record examples 1. Quiz questions (pages 77-end) 2
  • 3. 3
  • 4. Tip # 1 – The “Karate Chop”  When searching in Polaris the results window may contain more results than can be shown in one screen.  In the bottom right corner of the window there may be a     note saying, for example, “28 of 29 records retrieved”. Click on “Ctrl+Shift+A” to retrieve the full list for sorting. The window still only shows 28 of the records, but when the list is sorted, all 29 items will be included in the sort. In the next slide are two screen shots comparing a “sort by title”, before and after retrieving all records. “Ctrl+Shift+A” is “nicknamed” the “karate chop”!  4
  • 5. 28 of 29 items retrieved Click on “Title” in the title bar to sort. Here, sorted alphabetically, by title, only 28 of the 29 retrieved records are included. What if the record sought was 29th on the list? It would not be sorted with the others. 29 of 29 items retrieved In the second case, all the records are retrieved with “Ctrl+Shift+A” before the same sort, by title. The results window when all 29 results are sorted, now includes Bib # 1042833, the 29th record! 5
  • 6. Tip # 2 – Multiple sort levels  In the previous example, “Title” was clicked once, to produce a sort of all the titles retrieved. This is like a primary sort in a spreadsheet, and if there are multiple identical titles, may not be a useful sort.  Choosing a second column to sort (i.e. Publishing date or author) before or after sorting by title, produces a “secondary sort”, which can be very useful! Note: Clicking once on a column title sorts the list from a to z (or lowest number to highest). Clicking a second time on the same column title reverses the order (z to a or highest number to lowest). Clicking a third time on the same title, puts the order back to a to z (lowest # to highest). 6
  • 7. 1. Primary sort 1. Results after “Ctrl+Shift+A”, followed by clicking on “Title” to obtain a primary sort by title. 2. Secondary sort 2. Click on Publication Date to secondarily sort by date. Nine items at the top of the list show no publication date information available from the Bib record. All the records with the same publication date are still in alphabetical order by title. It is safe to assume that none of these nine Bib records without dates are a good choice (probably incomplete) for linking an item. The next slide shows a scroll down to see more records below the first nine… 7
  • 8. 3. Below the nine Bib records with no publication date are 20 Bibs with dates to consider if you are searching for a good Bib record to which to add your new Chatelaine magazine. The choice highlighted is the best place to start! With over 3400 links and a Bib record complete enough to provide Publication Date, it is certainly the best choice in this whole list! At least it is a great place to start! 1. Examine the physical copy. 2. Check the Bib record. 3. Add the holding by creating a new item record. 8
  • 9. Another example of a primary & secondary sort. 1. Use “Ctrl+Shift+A” to include all 250 “Legacy” records in the sort. 2. Sort first by Title. 3. Sort next by Format. It becomes easier to find the magazines (serials) for which you are searching! A secondary sort by author can be a good search practice too! 9
  • 10. Tip # 3 –“All keyword fields”  The “Search by” drop down menus in Bib record or Item record search tools contain very lengthy field lists to help you to search.  Searching by “All keyword fields” (at the top of the alphabetic list) is a very powerful way of pulling more results into your search.  Compare a Bib record “Title” search for the word “Legacy” with an “All keyword fields” search for the same. A “Title” search returns 1223 results, but an “All keyword fields” search returns 2018!  After “Ctrl+Shift+A” to retrieve all records, click on format, then author. On the next slide see how all items by Nora Roberts are grouped by format! 10
  • 11. 1. Search Bib records by “All keyword fields” for “Legacy” 2. Karate chop! (Ctrl+Shift+A) 3. Click on “Format” 4. Click on “Author” Formats (i.e. books, audiobooks, etc.) by Nora Roberts (author) are grouped together. Eight of the 2018 Bib records are “books” by Nora Roberts. “Legacy” will be found either in the title or in the Bib record somewhere! 11
  • 12. Question… In addition to this primary sort by author and secondary sort by format, can you also return a tertiary (3rd level) sort by year of publication, so the books within this sort are in order of publication date? 12
  • 13. Answer: YES 1. Search Bib records by “All keyword fields” for “Legacy” 2. Karate chop! (Ctrl+Shift+A) 3. Click on “Publication Year” 4. Click on “Format” 5. Click on “Author” Books (formats) by Nora Roberts (author) are grouped together and sorted by date! Have fun experimenting with “Find Tools”. The more practice you have, the better you will be at finding the Bib or item record you need! 13
  • 14. 14
  • 15. Editing Item Records 1. Find and open the item record (usually by searching by barcode using an Item Record Search Tool) 2. Change the field requiring correction…for example… Change the collection code or 2. Change the shelving location or 3. Correct the spine label or 4. Link to another Bib record 1. 3. Save your changes 15
  • 16. Editing Item Records-Example 1 “George and the robbers”, an older book was found shelved in the juvenile section, but should be with the picture books… 1. Change the collection code. 2. Change the shelf location. 3. Change the call number prefix. 4. Save changes and print a new spine label. 5. Shelve in the correct section. 2. 1. 3. 16
  • 17. Editing Item Records-Example 1 cont’d. Your consultant may be able to add new collection codes and shelf locations to the drop down menus! Call or email headquarters! 17
  • 18. Editing Item Records-Example 2 In this example, the first six digits of the classification number should NOT be in the prefix field! Enter the prefix contents before the numbers in the class field. Then delete the prefix contents and save the changes. Six digits after the period are usually sufficient. If you split the call number by using a space or by putting some of the class number in the prefix field, your shelf list will not print in the correct order. DO NOT LEAVE SPACES! Your shelf list will show a space between the two zeros, if this field error is present. 18
  • 19. Editing Item Records-Example 2 cont’d. If this is a thin book, you may want to print fewer of the “Class” digits or wrap the number onto several lines so the spine label contains all the numbers. Class field rules: 1. Use the format: xxx.xxxxxx 2. NO alpha characters (those belong in the prefix, cutter or suffix fields) 3. Class numbers should never end in zero 4. Use no period if using three digits only (i.e. 971) The space is gone! The shelf list order will match the order of books on the shelf! 19
  • 20. Editing Item Records-Example 3 While doing inventory, you find that a book has the wrong title! The book in hand is called “Music in the classic period”. This book is linked to the wrong Bib record! Can you change the title in an item record? NO! Note the color of the fields (grey). This means the title field cannot be edited. So, what do you do? 20
  • 21. Editing Item Records-Example 3 cont’d. Think of each Bib record as a sun in a solar system in the Polaris galaxy. The planets circling the sun are the item records. Gravity links planets to their suns. Bib control numbers link item records to their Bibs. Editing the Bib control number in an item record changes the item’s orbit to another solar system! 21
  • 22. Editing Item Records-Example 3 cont’d. This item record is in the wrong solar system, linked there by the Bib control number written in the top right corner! 22
  • 23. Editing Item Records-Example 3 cont’d. Find the correct Bib record, and the Bib Control number. Change the incorrect Bib control number on the item record to the correct Bib control number. 23
  • 24. Editing Item Records-Example 3 cont’d. Now the item record is in orbit around the matching Bib record (control # 98904)! Watch for typing errors – you could accidentally “correct” the name by linking to “Curse the darkness”! (Bib control # 99904). Avoid typos with “copy and paste”! 24
  • 25. 25
  • 26. Definition and Protocols for Volume Field Entries This close up view of the “Call number” section of an item record shows where the “volume data” is entered. Polaris uses the contents of this field for processing hold requests in different ways, and so has strict expectations for how the field is populated. Entries here indicate the volume number of a multiple volume publication. The multiple distinct items are attached to one Bib record. When deciding whether or not to enter information in this field the first question to ask is: Are many different items attached to one Bibliographic record? If the answer is no, leave the field blank: no characters of any kind and no spaces. If you don’t know the answer, send the item to headquarters for cataloguing. 26
  • 27. When NOT to use the Volume Field  For series books like Harry Potter, each individual title in the series will have it’s own Bib record.  The item records that are linked to that Bib record should NOT contain any volume information.  If one or more of the linked item records has data in the volume field, the patron will be incorrectly prompted to choose a volume. 27
  • 28. When NOT to use the Volume Field – continued. ….etc. This series of books is catalogued separately and does not require volume field data. Other examples are The Twilight series, the Hardy Boys, Sweet Valley High, 50 Shades of Grey, Rainbow Magic Fairies…. The books may have a 1 or a 4 or a 23 on the cover to identify them as a part of a series, but they DO NOT require volume field data. Put the number in the suffix field if you want it to be a part of the call number, but NEVER in the volume field! These books are NOT on one Bib record. They are each on their own record. NO volume field data. 28
  • 29. When NOT to use the Volume Field – continued. This is one book in a series. It is tempting to put volume data in the volume field because the number one is printed on the cover and “Volume 1” is printed at the head of the “Table of Contents”. BUT – ask the question… “Are different items attached to the same Bib Record?” (Will all 15 volumes in the series be on the same Bib?) NO! Check the Bib record for confirmation. (next slide) 29
  • 30. When NOT to use the Volume Field – continued. Read the “a” subfield of the 300 (description) tag of the Bib record. If the Bib record has the number of pages noted here, the volume field should be left blank. If it has volume notation (“v.”) the volume field may require volume data. Is the “a” subfield: • a pagination statement? • a v. statement? Answer: “192 pages”, therefore the volume field of the item record stays BLANK. Volume 2 of this series will have its own Bib record. Put the series number in the suffix field if you want it to be a part of the call number. 30
  • 31. When NOT to use the Volume Field – continued. Some books have no page numbers and the 300 tag line contains a “v. statement”: “1 v. (unpaged)”. This means that there are no page numbers printed on the book. Other counting books by Jennifer Adams will have their own Bib records. NO volume field data is required. 31
  • 32. Volume Field Decision Making  Do not go by numbers in the title or on the cover.  Read the Bib record paying special attention to:  The 300 tag (description tag). If the Bib record is full and complete, and there are no page numbers indicated, volume field data could be required.  If you still are uncertain send the item in for cataloguing. 32
  • 33. 33
  • 34. Definition and Protocols for Volume Field Entries This close up view of the “Call number” section of an item record shows where the “volume data” is entered. Polaris uses the contents of this field for processing hold requests in different ways, and so has strict expectations for how the field is populated. Entries here indicate the volume number of a multiple volume publication. The multiple distinct items are attached to one Bib record. When deciding whether or not to enter information in this field the first question to ask is: Are many different items attached to one Bibliographic record? If the answer is yes, follow approved TRAC standards for volume field entries, as shown on the next slides. If you don’t know the answer, send the item to headquarters for cataloguing. 34
  • 35. Volume Field Format Chart 1. 2. 3. 4. If different items are attached to the same Bib record, the next question is “What kind of a multiple-volume publication is it?” The answer will determine the proper volume field format. Formatting standards are outlined in the “TRAC Multi-part Manual”, and summarized in this chart. The first column lists all the different types of multiple part publications. The second column shows the correct format for volume field entries. The third column (grey) contains examples of old, discontinued or incorrect formats. DO NOT USE The fourth column contains examples of correct volume field entries. 35
  • 36. The following slides will work through the chart starting with “Numbered Volumes”, then “Annual with Yearly Date”, etc. Please use ONLY the second and fourth columns of this chart for formatting standards – there are many discontinued or incorrect volume field entries that should not be copied as items are added. Over time, as older items are weeded and discarded, the database should contain only items with volume field data that conforms to these standards. 36
  • 37. Numbered Volumes Numbered volumes are publications that contain multiple volumes produced in the same year. That year will have it’s own Bib record with all the different volumes, or item records attached. Each volume may have its own ISBN, so the Bib record will have many ISBNs added by the cataloguers at headquarters. If you search by ISBN and don’t find a correct Bib record, please send to headquarters. Two different items on one Bib record. 37
  • 38. Numbered Volumes Bib record 176257 has both volumes one and two of “Foley Trail” linked to it. Check tag 300 of the Bib record. The “a” subfield says “2 v.” and does not indicate the number of pages, as the description field does for single volume books. This means the book is printed in two separate bindings. Click on the circled icon at the top of the record to open the linked item record list. Note that in this example, some volume field data is incorrect, and some is missing. Two different items on one Bib record. 38
  • 39. Numbered Volumes The correct format is v.1 or v.2 for the volume fields for your item records. 39
  • 40. Next on the Volume Field Data Chart are “Annuals with Yearly Date”. An example of this kind of publication is “Guinness World Records”. If you are the first library to purchase the new edition, an ISBN scan will produce no results. Cataloguers at headquarters will need to add the new ISBN number to the Bib record. Please send your item to headquarters. Always use the copyright date regardless of date in title! 40
  • 41. Annual with Yearly Date • Are many different items linked to the same Bib? YES – many ISBNs • Is this an “Annual with Yearly Date” (not spanning 2 years)? YES • What does the 300 tag say? v. • What was the copyright date found inside the book? 2011 Conclusion: Always use the copyright date found inside the Enter 2011 in the Vol. field! book regardless of title! 41
  • 42. Annual with Yearly Date Many different items on one Bib record. 42
  • 43. Next on the Volume Field Data Chart are “Annuals with Edition statement only”. It is rare to find a published item with only an edition statement, and no copyright date. Note that the preferred format is the same for the previous type of publication, and the edition number is only to be used if no copyright date can be found on the item. Use copyright date, if available, regardless of the edition number in the title. 43
  • 44. Annual with Edition Statement only • Are many different items linked to the same Bib? YES • What does the 300 tag say? v. • The 9th edition has no copyright date. What should the volume field say for the 17th edition? Hint: Read the 500 tags… Answer…….. 44
  • 45. Annual with Edition Statement only Answer: 2007 On the next screen can you identify which library has the correct volume control entry for the 17th edition? 45
  • 46. Annual with Edition Statement only Only the first record (barcode 30113002537020) is correct! 46
  • 47. Next on the Volume field data chart are “Multiple year” publications. These publications cover more than one year in one volume. Note that the format requires the beginning and ending years separated by a dash. No spaces. 47
  • 48. Multiple Years In this example, the 300 tag suggests that this is a candidate for entering information in the volume field, but there are no ISBNs listed to confirm! Check the list of attached item records to see if there are different items attached to the same Bib record. 48
  • 49. Multiple Years YES! Many years (many different items) are linked to this Bib record. In the volume field of your new item record, enter the first and last year separated by a dash. NO SPACES! 49
  • 50. Next on the Volume Field Data Chart are “Monthly Publications with Alpha Characters”. There are many examples of monthly serials. Chatelaine magazine is one example. Many issues are attached to one Bib record. In the following slides note some interesting details… • The Bib record identifies the magazine as a serial. • The description tag (300) has no pagination (v. only). • Call numbers vary between libraries. 50
  • 51. Monthly Publications with Alpha Characters Note: Above record is in the TRACpac view. 51
  • 52. Monthly Publications with Alpha Characters Many different items on one Bib record. Note the consistent format: Three alpha characters followed immediately by four numeric characters. Even September, which is often abbreviated with four alpha characters (SEPT), is shown with three letters only: SEP 52
  • 53. Monthly Publications with Alpha Characters Note the different call number protocols from library to library, written in the prefix, the cutter, or the suffix fields. But never in the volume field! 53
  • 54. Next on the Volume Field Data Chart are “Bimonthly issue” publications. Some serials are published six times a year, or bimonthly. Format is always the first month and second month separated by a hyphen, immediately followed by the year. NO SPACES 54
  • 55. Bimonthly issues Bib record details show that many different issues will be linked to this one Bib record. 55
  • 56. Bimonthly issues Three items in this list show incorrect volume field data. Can you pick them out? 56
  • 57. Bimonthly issues 1. 2. 3. 1. No hyphen between months. 2. Forward slash is not correct. Use a hyphen. 3. Forward slash is not correct. Use a hyphen. 57
  • 58. Bimonthly issues – spanning year end This issue of the same magazine will be December of one year and January of the next. The correct protocol for this Volume field: DEC2012-JAN2013 58
  • 59. Next on the Volume Field Data Chart are “Quarterly issue Publications”. Often serials are published four time a year, or quarterly. The correct volume field format is always the first three letters of the season, capitalized, followed by the year. NO SPACES Seasons are named: 1. Spring (SPR) 2. Summer (SUM) 3. Autumn (AUT) or Fall (FAL) 4. Winter (WIN) 59
  • 60. Quarterly issues Many issues , one Bib record. Fal2012 is incorrect. FAL2012 is the TRAC standard for volume field data. 60
  • 61. Next on the Volume Field Data Chart are “Numeric issues” publications. These serials are very simple for volume data, enter the number only. No text or symbols are required. 61
  • 62. Numeric issues Many issues , one Bib record. In the linked item list the “copy number” data (c.2) is retrieved from the suffix field entry. 62
  • 63. Next on the Volume Field Data Chart are “Weekly issues” publications. These serials come weekly. 63
  • 64. Weekly issues Many issues , one Bib record. Every volume field is wrong and the second entry has two mistakes! Use “SEP” not “SEPT”. The date should have six digits in total.64
  • 65. Next on the Volume Field Data Chart are publications with only volume and issue data. 65
  • 66. Volume and Issue Numbers Only Many issues, one Bib record. And here there are NO errors in the volume fields!! 66
  • 67. Next on the Volume Field Data Chart are publications with many PARTS, such as DVDs. A “season” of DVDs in one case is an example. Each DVD in the set is different, but all the parts, or discs together form the whole season. If the library chooses to circulate each disc of a season singly, or in sets of two or three, the volume field is what differentiates the items. The chart shows the proper format for indicating what is barcoded together or separately. 67
  • 68. Multipart sets such as DVDs Many parts, one Bib record. 68
  • 69. Multipart sets such as DVDs Most libraries for this collection are circulating all 5 discs together, as a “DISC SET”. One library has split the set into three separate cases, barcoded them, and linked three separate item records to the same Bib, to circulate the discs. Many circulation options! 69
  • 70. Multipart sets such as DVDs One item record, one barcode, one “DISC SET”. If discs 3 & 4 are lost… You can still use discs 1, 2 & 5. Two item records, two barcodes! If you wish the episode information to display in TRACpac, place it in the SUFFIX field – not the COPY field. 70
  • 71. Next on the Volume Field Data Chart are publications with many PARTS, such as VHS. A set of VHS recordings are catalogued with v.1, v.2, v.3 and so on, in the volume field. 71
  • 72. Multipart sets such as VHS Many parts, one Bib record. 72
  • 73. Next on the Volume Field Data Chart are publications with many PARTS, using terms like Part 1,2,3…or Part a,b,c…. 73
  • 74. Multipart publications in “Parts” Many parts, one Bib record. 74
  • 75. Combo-packs All the pieces of this copyrighted unit must stay together and circulate together. If a part of the package becomes lost or unusable, add a public note in the item record, informing patrons that your copy is “Missing the DVD disc” or “Missing the Blu-ray disc”. NO volume field entry is required. 75
  • 76. Combo-packs Make no entry in the volume field. In the “Notes and Notices” view, enter details about your holding in the public note field so it displays in TRACpac and in the free text field so it pops up at check out. 76
  • 77. 77
  • 78. Search in Polaris for the answers to this short quiz… 1. You are circulating “House”, Season 2 (5 videodiscs) with all the pieces in one case. What information would you enter into the volume field of the item record? 78
  • 79. Search in Polaris for the answers to this short quiz… 2. You have received a donation of volumes 1-4 of the International Wildlife Encyclopedia (Bib control # 630855). How many item records would you create to link all four items to the Bib record? List the volume information for the item record(s) you create. 79
  • 80. Search in Polaris for the answers to this short quiz… 3. Decide the correct volume information for “Guinness Book of World Records, 2013”, published in 2012. 80
  • 81. Search in Polaris for the answers to this short quiz… 4. Decide the correct volume information for “Chilton’s Import Auto Service Manual”, 1990-1995, Bib Control # 162583. 81
  • 82. Search in Polaris for the answers to this short quiz… 5. You purchased the Blu-ray/DVD combo pack: “A Christmas Carol” (Bib control number 889988). How do you proceed? 82
  • 83. Search in Polaris for the answers to this short quiz… 6. You purchase a subscription to “Rural Roots” (magazine), and receive the first issue (Spring, 2013). Which Bib record number do you use to create an item record for this issue, and what volume field data do you enter? 83
  • 84. Search in Polaris for the answers to this short quiz… 7. You are adding an item record to Bib # 877349, do you need to enter volume information in the volume field, and if so what will you enter? 84
  • 85. Search in Polaris for the answers to this short quiz… 8. You are adding the June, 2012 issue of Clean Eating (magazine) to your library. What is the correct volume information? 85
  • 86. Search in Polaris for the answers to this short quiz… 9. You received a donation of a two-volume VHS documentary, that has a good Bib record. What will be the volume field information to circulate the items separately? 86
  • 87. Search in Polaris for the answers to this short quiz… 10. What is the correct volume field information for an item you are attaching to Bib record # 397274? a) Volume field should be empty b) v.2 c) VOL2 d) V.II 87
  • 88. Search in Polaris for the answers to this short quiz… 11. For Maclean’s (magazine) published February 6, 2012, what should be entered in the volume field? 88
  • 89. Search in Polaris for the answers to this short quiz… 12. You have DVD cases in stock that will hold 2 DVDs. A five disc set has just come back with the case broken. How will you circulate the discs now? Include volume information in your answer. 89
  • 90. Search in Polaris for the answers to this short quiz… 13. You purchased Season 2 of Blues Clues and want to circulate each of the four discs separately. What volume field entries do you use? 90
  • 91. Search in Polaris for the answers to this short quiz… 14. What volume field entries do you create for your new issue of Cooks Illustrated (magazine) Issue: December 2012-January 2013? 91
  • 92. Search in Polaris for the answers to this short quiz… 15. You are adding a travel guide to your collection: The Lonely Planet guide to Hawaii, 9th edition. What goes in the volume field? 92
  • 93. Quiz – questions… 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. You are circulating “House”, Season 2 (5 videodiscs) with all the pieces in one case. What information would you enter into the volume field of the item record? You have received a donation of volumes 1-4 of the International Wildlife Encyclopedia (Bib control # 630855). How many item records would you create to link all four items to the Bib record? List the volume information for the item record(s) you create. Decide the correct volume information for “Guinness Book of World Records, 2013”, published in 2012. Decide the correct volume information for “Chilton’s Import Auto Service Manual”, 1990-1995, Bib Control # 162583. You purchased the Blu-ray/DVD combo pack: “A Christmas Carol” (Bib control number 889988). How do you proceed? You purchase a subscription to “Rural Roots” (magazine), and receive the first issue (Spring, 2013). What Bib record number to you use to create an item record for this issue, and what volume field data do you enter? You are adding an item record to Bib # 877349, do you need to enter volume information in the volume field, and if so what will you enter? You are adding the June, 2012 issue of Clean Eating (magazine) to your library. What is the correct volume information? You received a donation of a two-volume VHS cassette tape documentary, that has a good Bib record. What will be the volume field information to circulate the items separately? What is the correct volume field information for an item you are attaching to Bib record # 397274? a) Volume field should be empty b) v.2 c) VOL2 d) V.II For Maclean’s (magazine) published February 6, 2012, what should be entered in the volume field? You have DVD cases in stock that will hold 2 DVDs. A five disc set has just come back with the case broken. How will you circulate the discs now? Include volume information in your answer. You purchased Season 2 of Blues Clues and want to circulate each of the four discs separately. What volume field entries do you use? What volume field entries do you create for your new issue of Cooks Illustrated (magazine) Issue: December 2012January 2013? You are adding a travel guide to your collection: The Lonely Planet guide to Hawaii, 9th edition. What goes in the volume field? 93