Robin Fay and Beth Thornton sent a note to catalogers indicating that additional information was included in an upcoming presentation. The document provided background information on cataloging including defining different types of materials like monographs, serials, and integrating resources. It also covered cataloging terminology and standards like AACR2, RDA, and LC call numbers. Tips were provided on finding information in the catalog like using indicators and fields in MARC records.

1. Robin Fay
Beth Thornton

2. Just a note – we’ve included additional information in the presentation.
Cataloging attempts to organize materials &
information in a logical and consistent way to
facilitate ease of access… in other words so that we
can find what we need!
Cataloging is metadata
At UGA data about our materials is stored within GIL (Voyager), as well as other
types of storage for data including the Ultimate databases (UGA Electronic Theses
and Dissertations aka ETDs), DLG (Digital Library of Georgia) resources, etc.) as well
as the shelflist card catalogs, spreadsheets, word documents, our previous catalog,
GALIN; as well as outside catalogs, such as WorldCat (OCLC).

3. If a cataloger does a good job....
MOVIE HERE
.

4. Monograph (commonly a book)
• complete in one part or is intended to be completed within a
finite number of parts. (BLvl: m in the bib record)
Serial (continuing resource)
• issued in a succession of discrete parts, usually bearing numbering,
that has no predetermined conclusion. Examples of serials include
journals, magazines, electronic journals, continuing directories,
annual reports, newspapers, and series. (BLvl: s in the bib record)
Integrating resource
• added to or changed by means of updates that do not remain
discrete and are integrated into the whole. (Example: Looseleaf for
updating, e.g., a title that is a binder where pages are
removed/replaced. ) (BLvl: i in the bib record)
We’ll point out the the BLvl in the MARC record when we look at examples.

5. AACR2 : Our current cataloging code. RDA (Resource
Description Access): Our new code—to be adopted within
the year
LC > We use LC (Library of Congress) call numbers for
books, serials, and other materials. Examples of LC call
numbers: QA2345.B45 1965, PR4156.R26 S34 1999
Local policies (our policies; Acquisitions, Cataloging P+P,
etc.) like Medium Rare (materials in the UGA Libraries collection which
are published before 1870, which are quasi-rare (non-circulating yet reside in
the stacks).

6. Authority control
• Ensuring consistency in various access points (names, subjects, series,
etc.)
• Established form is represented by an authority record, which gathers
together all the various forms of a name and tells us which one to use in
our record.
• MARCIVE is a service we use to help with this which runs reports and
compares our authorized access points (subject headings, names, etc.)
to the authority file. (“wash”)

7. OCLC (WorldCat)
OCLC is a cooperative cataloging database where we get records. We use
records for copy cataloging (aka Acquired Cataloging) and we contribute
records through original cataloging. OCLC records are used to display
holdings (what we own) to other libraries so that we can share (ILL)
resources.
GIL
The Libraries online catalog is called GIL (Galileo Interconnected Libraries),
the software is called Voyager (Ex-Libris). The “front door” or public
entrance is referred to as the OPAC (GIL Classic). GIL-Find is another public
interface to our catalog. EDS (aka Multisearch also searches our catalog; as
does the Universal Catalog, aka UC). The technical module (Cataloging,
Acquisitions, Serials) is where work IN the catalog occurs. We will
upcoming sessions about GILFind, the UC, EDS, and SFX/Knowledgebase.

8. Records
Information about our materials is formatted in many
different ways.
• Electronic records (data): Electronic records such as
MARC records, Ultimate records, Finding aids on the
web, DLG metadata records and more.
• Print records (indexes, card catalogs).
• The data in the library catalog records as well as all
other electronic data are types of metadata.
• Metadata is controlled by schemas (rules) and it allows
our data to “talk” to different databases and search
mechanisms – but they systems have to be able to
understand each other and be semantic web friendly!

9. Bibliographic record (BIB record):
describes the title ; coded in MARC (MAchine Readable Code)
Holdings record (MFHD)
Includes the call number, location info, volumes owned,
etc. – the information needed to locate a volume in a library.
Item record
Represents each individual item associated with a
title. Used to charge out (check out) materials;
sometimes called a piece or barcode record.

10. We are currently in the brief display in GIL Classic (OPAC) Technical view is
entire MARC record
Bib
Record
Data
This is from the Holdings (MFHD) record.
The call number, location, as well as
other information (volumes, Folio, special
notes, etc.) also display from the
Holdings record.
Items/item record data

11. More about the BIB(liographic) record
Bib records display in the OPAC and tell you:
The title (245)
The author(s), editor(s), corporate body (1xx)
Publishing info: date, place, publisher (260)
The physical description: size, illustrations, number of pages; type of
media (300)
The frequency of publication for a serial (310/321)
Numbering for a serial (362)
Subject Headings (6xx)
Other information: uniform titles, title change info, etc.
You don’t need to remember all of that -- we’ve provided you with a MARC record
code cheatsheet!
Tip! xx = library shorthand for any MARC field of that range, i.e., 1xx
would include 100 (author) and 110 (corporate).

12. Let’s look at a GIL Classic record through the lens of MARC.
Hot links will take the user to the author record, or browse by
subjects.
Here we see MARC fields:
100 field
245
250 (edition)
260 (publisher)
300 (description)
and 6XX (subject headings).
Bibliographic records!

13. Clicking on Technical Display brings up the complete MARC
record – including tags, indicators, and delimiters – oh my!
Note: the 000! m = mono; s= serial; i= integrating
resource
MARC TAG (also the MARC field number) is the first
3 digits, e.g., 100
Indicators are the two following characters which affect
indexing and filing by the computer.
In this case the 245 14, tells the computer: The title is The
broker, but begin index/filing at B for broker. In other
words, skip 3 characters + 1(for the blank space) to find
the first ‘real’ word.
| is a delimiter which is a designator for the
beginning of the field and is subcoded with a
specific alpha character |c indicates statement of
responsibility

14. This is where the fixed field info resides and it
is input via drop down menus – Hard to see but
there is a m in the leader field. M for mono!
Note: This view is very similar to the OPAC
technical view except that we see the fixed field
displayed differently, as well as toolbars and
menus to make changes to the records.
Note the Hierarchy button on the top menu. This
button shows the holdings and item records
associated with this bibliographic record. We
will explore the Hierarchy more when we talk
about holdings (MFHD) records.

15. Hard to see but there is a s in the leader field. S for Serial!
Now let’s look at a serial : serial records can be
different fields from mono (book) records. The
the symbol for delimiter in the technical view. S
can display this symbol, too. Others use |

16. And it goes on... And on... Note the 9xx fields. These are local and
a source of some of “our secret” information.
910 fields can include different types of info
in this case it is the cataloger’s initial
945: CA = cataloged; the date tells you when
(not all cataloged notes appear like this)
946 Marcive + date (returned from our
authority file check)

17. Bib Record Data (Government Document)
Many serials are now
electronic. Depending
on how we acquire them
(e.g., paid resources)
and access them they
appear differently in the
OPAC and how we code
them in the catalog.
Means a 856 field in bib record to create
that link. The link below displays as this
link.

18. Serials Example #2 Not a government doc; not in SFX
We will talk more about SFX
and the KnowledgeBase in
an upcoming session.
Note: Linking MARC
fields: 780 & 785
856 in MFHD (holdings record)

19. Serials Example #3 Not a government doc; in SFX
Find IT @UGA! But how does
it work?

20. In brief – it is all about the
022 MARC field – the ISSN!

21. To recap:
The bib record describes the title. The bib record is at the top level;
second is the holdings record; third is the item record.
Holdings records tell what we actually own.
Holdings tell us
• which volumes we own (of sets and serials)
• how many copies we own
• where to find it -- what locations (Griffin, Main, Science, Ga
Room, etc.) own a particular title and its call number.
•Special notes relating to a particular copy (accompanying
media in book; Non-circulating, etc.) as well as staff instructions
Holdings records are also called MFHDs:
Marc Format Holdings Data

22. Bib Data
This is from the Holdings (MFHD) record.
The call number, location, as well as
other information (volumes, Folio, special
notes, etc.) also display from the
Holdings record.
Items/item record data

23. This record has 3 holdings (MFHDs) attached.
Let’s expand the view -- using +/- to open and close
to see individual holdings records and the linked
items.

24. How many
…holdings records do we have?
…item records?
…locations?
…copies?

25. Main
Ga Room
How many
….holdings records do we have? 3
….item records? 3
….locations? 2 for the Main Stacks (1, Main K), 1 for
Georgia Room
….copies? Two copies for Main Stacks, 1 copy for the
Georgia Room.

26. An example of a mono holdings (MFHD) record in the Cataloging module
Location:
Corresponds to the TR: M denotes that this a
permanent location monographic set (parts
in the item record Shelving Prefix
which is typed issued as a whole) TR =
above the call Treatment M=Monograph
number on the
label Locations
3 0
Information capturing
volume number. This
MARC tag record will have 2 item
records attached; one for
each volume

28. Serials MFHD – note all
the fields and information
you can see !
|x notes do not
display to the
TR: S = treatment public ; note the
serial instructions
What we own

29. Item records
• commonly known as barcode records.
• contain information such as:
The barcode
The volume numbering
The copy number
Permanent location/Temporary location
Item status
Missing
A word about lost vs. missing.
Inprocess
Lost is a circulation status, which is
Charged out not used by Cataloging for material.
At Bindery We use ‘missing’ and add notes as
needed.
Notes

30. Did you know that not everything in the catalog displays in the OPAC?

31. What does no information available mean? Consult reference?
No Information available under Status means
there is no item record (barcode)
Consult reference means there is no holdings
record

32. Ever seen this and wondered? What does it really mean?
Serials shelflist is now in
the basement... Wonder
what else is down there?
The shelflist in the basement
houses shelflist cards for pre1995
materials which have not been
inventoried. It also houses
shelflist cards for special
categories of materials (reading
for pleasure, microfiche,
withdrawn items, associated
research facilities (branch
libraries) as well as other
shelflists (such as serials).

33. So.... how can you tell if an item (record) in the catalog is…well…CATALOGED?
CC = title was cataloged through
PromptCat (outsourced cataloging)
CA can appear in a 910 or 945
CA = CAtaloged

34. Do you know how many conversions/migrations our data has been through?
4: From MARVEL  GALIN  GIL  Unicode but possibly a few more
(why is that important?)
If you see 6/1999 in the bib or MFHD record history in the technical module
what does that mean?
1999 is when we migrated from GALIN. All records have 6/1999 in the history;
but if a record ONLY has 6/1999 in the history, the record is in the same
condition as it was prior to migration. Also, note: no operator and no
cataloging location!

35. Did you know we put secret little notes in the catalog to help
each other
Did you know that we record our treatment decisions in the
online catalog?
Note: these only display in the technical view

36. Do you know why sometimes when you search you do
not always find the title in question, if it includes a
preceding article (and, the, le, etc.)?
Provisional records sometimes do not have correct indicators for indexing.
The title indicator is a common missing indicator in older provisional records.
This one is correct.
What does INV in a bib record 910 mean?
It is code indicating that someone in the Cataloging Department or others
who do cataloging work had the volume in hand, pulled the shelflist
card, and verified that the information in GIL was correct.

37. How to report an error.
What problems should I report?
• Call number conflicts or a duplicate call numbers which do not have
distinguishing copy or volume info
• Diacritics problems
• Duplicate records (provisional record for a title and also a cataloged record
for a title)
• Titles cataloged on the wrong record
• Holdings errors
• Serials where holdings are reflected on the card in the serials catalog
• Larger patterns of discrepancies or dealing with a large volume of material
should be approached as a project
• incorrect or missing copy information
• materials classed incorrectly
• books in which the call number on the book does not match GIL

38. Do we already have RDA records? How are they
different?
Obvious differences
•Lack of abbreviations
• Always 2 dates (publication +
copyright)
•New fields or new uses of old fields
•More access points (perhaps)
•More transcription (as it appears)
•No Latin, except if in Latin!

39. In the tech view : obvious
differences
•Lack of abbreviations
• Always 2 dates (publication +
copyright)
•New fields or new uses of old fields
•33x fields for all but – no GMD!
•More access points (perhaps)
•More transcription (as it appears)
•No Latin, except if in Latin!
• cm = a symbol
•copyright symbol can be used if
system supports

40. Do we already have RDA records? Yup.
In the tech view : obvious
differences
•Lack of abbreviations
• Always 2 dates (publication
copyright)
•New fields or new uses of ol
•33x fields for all but – no GM
•More access points (perhap
•More transcription (as it app
•No Latin, except if in Latin!
• cm = a symbol
•copyright symbol can be us
system supports

41. • The Cataloging webpage includes online resources, the GIL
Cataloging/Technical Module Tutorial, and the Policy &
Procedures Manual (P+P)
http://www.libs.uga.edu/catalog/
• Bib Formats – available online for free: MARC, MARC and
more MARC
http://www.oclc.org/bibformats/en/
• Handouts from this session including MARC cheatsheet,
Glossary, and getting started searching in the GIL technical
module
• Questions?
• If we have time we can do some live demos or look at your
specific examples.
Thank you!