Authority Records
Contents
1. SWITCH Library Consortium TABLE OF CONTENTS Milwaukee Wisconsin PEA AUTHORITY RECORDS 2 SWITCH BIBLIOGRAPHIC RECORDS 3 FIXED FIELDS 3 VARIABLE FIELDS 6 CATALOGING POLICY ITEM RECORDS 15 MANUAL FIXED FIELDS 15 VARIABLE FIELDS 16 MISCELLANEOUS ITEMS 18 ANNUAL REPORTS 18 SWITCH Office CREATING LISTS 18 PIa aAa DUPLICATE RECORDS 19 EDITING ENHANCING EXISTING BIBS 20 Bill Topritzhofer HONOR BOOKS 22 Coordinator amp Technical Support Specialist WISCONSIN AUTHORS 23 btopritz switchinc org Jenny Schmidt ORDER RECORDS 4 Support Staff Librarian i jschmidt switchinc org Judy Jankowski Database Consultant judyjankowski juno com SWITCH Cataloging Web Page http caspian switchinc org tutorials staff cataloging index html Last updated 7 19 2011 Authority Records Judy Jankowski a part time employee from the SWITCH office is responsible for the majority of the work staff do with authority records However there are a few policies that Quality Control has enacted to ensure proper handling of authority records Generating Authority Records There may be an instance when you wish to duplicate an existing authority record so that it can be searched by another index For example you may have an Author authority record for Winston Churchill This means this authority record will only be retrieved when one calls Churchill up by an author search If you have an item about Winston Churchill it would be2. duplicate record only to prevent overlaying that record from 12 2001 In all other cases a separate duplicate record is not desired or needed It causes confusion among patrons and staff alike Check with your SWITCH colleagues ONE SCENARIO Let s consider a possible scenario when you have a different printing of the same title for example Scholastic books releases a hardcover copy of a book in 2002 and then puts out a soft cover version in 2003 It s best to not use the 2002 TOPCAT record to create a duplicate record that you edit Instead you should first check to see if the first OCLC record has been amended to include a paperback copy If you cannot find a true 2003 softcover record in OCLC you should create a new OCLC record As an aside staff should not remove any 5xx notes found in an existing record 21 HONOR BOOKS To facilitate the ease of retrieving notable children s books it was decided that 690 subject headings should be added to award winning titles In 12 01 the Cataloging and Quality Control users groups decided to attend to the following awards e Newbery Medal Newbery Honor e Caldecott Medal Caldecott Honor e Coretta Scott King Award Coretta Scott King Honor When cataloging a title that has received one of these awards a seal indicating the award is often placed on the jacket of the book simply add a 690 for whichever award the book has received The Database Maintenance Consult
3. juvenile materials these 650 1 headings need to be changed to acceptable LC subject headings In many cases these headings can simply be re tagged to 650 0 and the subheading Juvenile literature OR Juvenile fiction can then be added Juvenile literature applies specifically to non fiction titles while Juvenile fiction applies to fiction titles 653s These subject headings are from the UK They are not stripped from OCLC records when exported into TOPCAT It is the responsibility of the cataloger to delete these 653s As a note these subject headings do not appear in the patron mode of the catalog so they really do not present a problem for the patron however they do appear in the staff mode and can cause some confusion so it is best to eliminate them altogether 690s These subject headings are Accepted Local Subject headings This means these subject headings have been presented to Quality Control and have been added to the list of accepted local subject headings Quality Control will only accept a local heading if the recommended heading is indeed necessary meaning it has no LC equivalent and if it does not conflict with an existing LC heading meaning the proposed subject heading cannot appear as a 400 in a LC subject heading authority record A cataloger must obtain permission to add a new local heading from Quality Control before actually applying the new heading When Sacred Heart joined the consortium we realized that as a very sp
4. staff circres fine html rep August 2006 VARIABLE FIELDS UT IRL eb address entered as a MARC field NOTE The proxy rewrite format needs to be included in the URL to ensure that a patron verification screen will appear for off campus users of a target resource Instructions for this can be found off the bottom of the SWITCH Serials page on Checkin Link instructions for the LIB HAS field switch swltch You can also find information on CS Direct on this topic at http csdirect iii com documentation wam2 shtml swit jack5 16 Miscellaneous Items ANNUAL REPORTS Many schools catalog and circulate copies of corporate annual reports For consistency sake a template was created for all SWITCH catalogers to use when cataloging annual reports For the 245 field please enter the name of the company on piece followed by annual report A copy of this template can be found on the Quality Control User Group board The address for the template is http caspian switchinc org tutorials staff cataloging annualreporttemplate pdf CREATING LISTS Last updated 2 4 2011 1 Format for naming a list When creating a list of records using Create Lists please follow this format SCHOOL INITIALS IN ALL CAPS followed by a brief file name For example WLC on the fly items You no longer need to include your initials or the date in the list name when creating a list in Millennium because there are separate columns that fea
5. RITY Suppressing Records in TOPCAT http caspian switchinc org tutorials staff training suppress html username switch password swltch VARIABLE FIELDS When exporting bibliographic records to TOPCAT punctuation at the ends of variable fields gets stripped from the records Do not be alarmed it is the reality of our system August 2006 028 Field Staff have the option of using the 028 field Publisher s number for music and videorecordings with a 1st indicator of 5 Other publisher number to enter publisher or catalog numbers This field is searchable It is indexed in TOPCAT by the i ISN field 2 27 2007 Title Fields 2xx Fields 240 Field In January 2004 policy change went into effect stating that the 240 field will always be used as appropriately defined by LC standard rules of practice This was a change from our previous policy to change all foreign language uniform titles from 240s to 740 01 Due to improved keyword searching capabilities of our current OPAC it was deemed an unnecessary service to our patrons 222 Field This title field is specifically linked to the Journal Title indexing requested by SWITCH so that patrons could search for journal titles distinctly from all other titles All current periodicals should be assigned at least one 222 to correspond with the existing 245 It is up to the cataloger to add the 222 if it is not already in the OCLC record You are able to add as many 222s as you w
6. We will use the 690 field first with Create Lists to find existing records to change from v to g o e 2 O 5 oy J 49 Y Projected Media p All projected media that do not include VHS DVD and or microform should be given this new code of p This group mainly consist of filmstrips and transparencies but there are other materials included here MIAD coded a CD with static images as a p b17324762 Microform f Any new or existing microform g that do NOT have a BIB LVL serial In other words their Bib Lvl is equal to m for monograph should be coded as f This will be used for fiche and film Music CD j The code j will now be used only for music compact discs Only music recordings j in another format need to be changed to the new code z see below Music Cass LP Z Any new or existing j music recordings that are not compact disks should be given the new code of z This will cover music cassettes and music LP s Spoken Record i We will continue to use the code i for all spoken or non music recordings This includes compact disks CD cassettes and or LP records W Many of our records are coded a for book but they actually have an 856 link or some type of online content Adding this new code and icon would mean patrons could see right away which items offer online content The code w will be used for both internet resources and any records featuring a PDF as long as the record is
7. ant will do a check each year of recent award winners and will add 690s if they were missed Last updated 3 2009 The Cataloging and Quality Control Groups approved the use of these honor awards as new 690 fields e Theodore Seuss Geisel Award Theodore Seuss Geisel Honor e Pura Belpr Award Pura Belpr Honor e Michael L Printz Award Michael L Printz Honor RDA FIELDS At present the SWITCH Cataloging group will continue to track how the Library of Congress and Innovative Interfaces reacts and responds to RDA cataloging rules We hope to have more information in late 2011 or early 2012 22 WISCONSIN AUTHORS ttp topcat switchinc org record b1206907 S0 ti Order Records FIXED FIELDS CDate Please be sure to put a cataloging date CDATE in your school s order records so that everyone can see when an item went from being on order to actually being cataloged and ready for the shelf When staff place a date in the CDATE field the message Copy on order is removed from the WebOpac This helps other schools know when it would be likely for one of their patrons to be able to request an item from another school 24
8. d all the default fixed fields for ITEM records The manual number for this information is 103168 Keep in mind that some fixed fields and field values may have been customized for our consortium and thus different from what is found in the manual In addition SWITCH may not use all of the fields listed there August 2006 Agency Code Each school will add its agency code to their item records This agency code aids in proper statistical analysis of each library s collection The agency codes are as follows AC 10 CSU 20 CUW 30 MIAD 40 MMC 50 SHST 60 WLC 70 SFS 80 These codes are available by double clicking in the item record s agency field in Millennium 15 Price Field The PRICE field in item records defaults to 0 00 which really means for book materials that the cost for replacement of the item is 60 00 50 for the item and 10 for processing This 60 00 amount was agreed upon by the consortium In light of the fact that for many books the replacement cost far exceeds this amount any SWITCH library can input the actual cost for replacing the item The presence of a dollar amount over 0 00 will override the default amount put in place For items other than books ie AV equipment videos DVDs CDs the PRICE field has never been part of the default amount It has always been up to the discretion of each library to assign replacement costs for these non book items See also http caspian switchinc org tutorials
9. ecialized library it was important for them to be able to use very specific Catholic subject headings After much discussion it was decided that any local subject headings that could not be accepted as 690s because they conflicted with already established LC headings could be placed in the 505 0 contents note field This would allow patrons to at least access these subjects by keyword search All SWITCH libraries are welcome to put local headings in the 505 0 field if they are unable to get the heading accepted as a 690 If libraries want to trace a collection of materials by adding in a local series title or collection note it s best to not use the 505 0 note field which is intended for identifying parts of a collection and not for a collective series title Instead staff should use a 490 field and add an e to the OCLC of the bib record thus showing that the original record has been edited and does not represent what s in the original OCLC record 3 6 2007 The following is a list of accepted 690 subject headings as of 3 2009 Alverno learning process Assessment Education Newbery Medal Newbery Honor Caldecott Medal Caldecott Honor 10 Coretta Scott King Award Coretta Scott King Honor DVD Global perspectives Valuing These were added as of 3 2009 Theodore Seuss Geisel Award Theodore Seuss Geisel Honor Pura Belpr Award Pura Belpr Honor Michael L Prinz Award Michael L Prinz Honor A s
10. eded To suppress a bib record from patron access you need to change the code of the SUPPRESS field from dash no suppress to y suppress If you suppress a bib PARENT record the system cannot display any attached CHILD records in the WebOpac You can suppress individual attached CHILD records when needed If there is an item record attached that also needs to be suppressed you will need to go into the item record and suppress this record as well using the ICODE2 field This is the only way to completely suppress a record from patron access So if for example you are working on an attached record and the bib has one or more attached records from other libraries you ll want to suppress your library s attached record and not the bib If you were to suppress all of your library s attached records for a bib and there was no other attached records the result would be a NAKED bib in the WebOpac with nothing attached You always want to avoid having any NAKED bibs display to the public in the WebOpac The fixed field CODES for suppressing a record are Code Meaning Unsuppress available Suppress The Suppress Fixed Field by Record Type Record Type Suppress Fixed Field uppress field TEM ICODE2 field SCODE1 field CODE 1 field Patron records cannot be suppressed and are not viewable in the WebOpac PATRON Authority records cannot be suppressed and are not viewable in the WebOpac AUTHO
11. elf Required http topcat switchinc org record b1905707 S0 You can bring up the Media Manager by searching for the appropriate bib record and viewing it in the Summary brief view You ll then see the Media button in the Millennium Toolbar near the top of the window Millennium Cataloging gt TOPCAT Schmidt Jennifer b19057076 13 Reserves for Importing PDF Files to a record switch sw1tch If you ever delete the bib record from Millennium be sure to first remove the PDF from SWITCH s server Use the Deleting PDF Files from the Media Manager instructions Whenever you attach a PDF to a bib record a MARC field 962 is automatically added to the record explaining the format Creating Bib Records for E Resources In March 2005 catalogers discussed how to handle bibliographic records where there is a free Internet access available for the same paper copy of the item and a library wants to discard the exact paper copy of that title The discussion centered around whether simply tagging on an 856 to an existing paper bibliographic record would be a sufficient option This option would still be acceptable if the paper record was still valid for another school s holdings If however no one holds a paper copy any longer the prudent course of action would be to have a true record for the electronic resource The decision was made if a suitable record for the electronic resource could not be found on OCLC
12. eting staff can up with these two catch phrases Tf it s a match feel free to attach E as an alert Don t overlay but attach is okay This means even if there are extra fields e g 690 490 another library has placed in a bib but the record is otherwise a match you may attach an item record to it When in doubt email and or contact the appropriate SWITCH staff to double check Again to clarify if a cataloger at one school CUW encounters a matching bib from another library WLC with one or more added content i e 490 and or 690 fields the first library CUW may attach an item to the WLC bib and does NOT need to create a duplicate Fewer duplicate bibs in TOPCAT is our goal Any edits enhancements or updates to a MARC bib must NOT change the nature or the integrity of the record itself If enhancing a record you should not remove content from a 20 record including any note fields 5xx It is best to also make the same improvements or corrections in OCLC SWITCH catalogers agreed that it would be best to only create a duplicate record of an existing bib when a The item represents a different format from the original e g book and kit or b The cataloger enhances the record to a great enough extent to make it truly unique and different from the original record OR more like another work altogether In the case of part b the staff must put an e on the end of the OCLC record number of the
13. he call number as follows 5 hg lt space gt lt space gt 65 lt space gt g62 Please read through all the Create Lists training materials found on the SWITCH Staff Support web site http caspian switchinc org tutorials staff lists index html enter switch and swltch to access the site as well as the Tips amp Tricks for Creating a List http caspian switchinc org tutorials staff lists tips html DUPLICATE RECORDS Last Updated 7 12 2011 Our goal is for TOPCAT not to have too many duplicate records Whenever possible we share bibliographic records Staff should try and merge records and limit the amount of duplicates This makes life much easier for the patrons However sometimes duplicates will appear in TOPCAT So what is a duplicate 1 IfOCLC number is the same you may very well have a duplicate record on your hands A word of caution on this assumption Sometimes a cataloger may decide to generate a duplicate record of an existing bibliographic record in order to make changes to that record to reflect a similar yet distinctly different item The best reason for this would be to make a record specific to a library or a library collection by including local subject headings 690 a local series statements 490 or a local note 590 In such cases staff must put an e on the end of the OCLC record number of the duplicate record only to prevent overlaying that record originally decided 12 2001 Please read the
14. helpful for you to have an authority record for Churchill as a Subject To generate a copy of the Author authority record as a Subject authority record one needs to be in the Author authority record in TOPCAT and hit g You will then be prompted to indicate what type of authority record you want this new copy to be You have the choice of Author Subject or Title In the Churchill situation you would select Subject Now TOPCAT will have two authority records for Churchill one accessible as an Author authority record and one as a Subject authority record If you are in Millennium you generate a new authority record by selecting Copy Record under the Edit pull down menu You then select which type of authority record you wish to create Death Dates Many of the catalogers thought it would be beneficial to our patrons if death dates could be added to authority records Many felt LC was just too slow in catching up with adding these dates This is done on a completely voluntary basis If you are aware of a person s death date and wish to update the authority record to reflect this death date there are a few changes you need to make to the existing authority record and to TOPCAT 1 You must globally update this person s heading in all records in TOPCAT so that they will all match This means all records where this person s name appears as an author and as a subject must be changed to reflect the addition of the death date 2 A 4XX field m
15. ish to account for various forms of a journal title 245 Field There has been much discussion centered on the GMD used in the 245 field for media other than books These GMD designations are placed in brackets following h We follow LC standards for these GMD descriptors with one exception Instead of Microfilm and Microfiche as separate GMDs we have opted to use Microform as a shared GMD This proves less confusing to patrons In November 2001 LC replaced the GMD Computer File with the GMD Electronic Resource 246 Field This field replaced 740 01 which was once used to reflect alternate titles of a work All alternate titles should appear as 246s As stated above SWITCH maintains the use of 740 01 for the transfer of foreign language uniform titles only 740 02 continues to be used for titles contained within a work When creating an analytic entry 740 02 eliminate any articles at the beginning of the title 300 Fields Series Title Fields 4xx and 8xx Fields In an effort to maintain a clean catalog catalogers are urged to maintain consistency within a series title Series titles can either be entered in a 440 field or can be entered into a record with the combination of a 490 1 and an 830 field where the 490 1 reflects what is actually printed on the piece and the 830 reflects how the series is actually traced by LC Either of these methods of series tracing is correct The key is to be consistent within a series tit
16. le In early 2007 there was a lot of discussion on the SWITCH Cataloging and QC listserv about the best way for SWITCH libraries to catalog LOCAL COLLECTIONS so that patrons can readily find the materials in TOPCAT The group reviewed the fact that they had previously decided against creating new local subject headings 690s as they can conflict with established LC headings and they are accessible via a subject search rather than the more commonly used title search In the past SWITCH libraries have taken to placing local headings in the 505 _0 formatted contents note field which is title and keyword indexed Staff still have the option of doing this However if and when libraries want to trace a collection of materials by adding in a local series title or collection note it s best to not use the 505 0 note field According to OCLC the 505 0 field is intended for identifying parts of a collection and not for a collective series title Instead when adding a local series title to a bibliographic record staff should use 490 O blank for the field and indicator tagging The 490 field does not provide a way to skip initial articles so avoid starting your local series titles with A An or The Also add an e to the OCLC of the bib record thus showing that the original record has been edited locally and does not represent what s in the original OCLC record 12 19 2007 If by chance a library wants to identif
17. matically inserts the phrase Connect to followed by the URL http in the public display Web Opac When a z public note is entered the URL does not display only the note does Staff should add in a z public note in the 856 field if a note is needed to describe the supplementary content such as Connect to Table of Contents or Connect to Publisher s Description The public note should start with the phrase Connect to the letter C is capitalized followed by whatever the supplementary content is Example Staff should not add in the z public note in an 856 field if the URL address links to a full text or to the full resource itself This practice follows what the Cataloging group had previously agreed upon back in July 2003 after receiving feedback from the Opac Ref group They wanted no z public note for these types of resources because when the full URL displays in the Web Opac it makes it easier for patrons to cite the resource Example The World factbook http topcat switchinc org record b1207835 S0 Examples of proper 856 tagging can be found in the OCLC Bibliographic Formats and Standards at http www oclc org oclc bib 856 htm Additionally all cataloging staff should be aware that in some cases such as when a library purchases an e book in PDF format you may want to employ Millennium s Media Manager to upload and connect TOPCAT users to media content from the Web Opac Example No Sh
18. ng those journals found in databases that are accessed by paid subscription These internet resources must be of a public domain nature It is advised that the school adding the internet resource also include their library location code so that patrons would be able to access this resource if they were limiting solely by their home library Other libraries that wish to add their library location code to these records are certainly welcome to do so In 8 2007 with the adoption of new mat type codes staff agreed to add in the INT code for any records where the mat type is Again these resources are free to all SWITCH users See the Material Type Codes section August 2007 and Updated 7 19 2011 Material Type Codes October 2010 SWITCH has made every attempt to stick to common LC practice when assigning material type codes to bibliographic records At the same time staff want to meet the needs of its local users to allow for the display of mat type icons in TOPCAT In August 2007 SWITCH decided to start featuring media images or icons in TOPCAT representing different formats Each media image includes a text label stating what each icon is e g E book TOPCAT material type icons were updated in the summer of 2010 The icons correspond with those found in the 2009 Web Opac example set http csdirect iii com downloads webopac_custom_files shtml Below are the current TOPCAT material type labels codes amp icons as of Oc
19. only for the electronic resource See Retirement Migration in Wisconsin b17486117 for an example of a bibliographic record that shares both a hard copy item record and an electronic link and should therefore stay coded as an a Here s the criteria for records to be w The BIB LVL is not equal to s for SERIAL It must be a monograph The 245 h has the statement electronic resource There may or may not be the INT code in the LIB LOC INT should be added in to these records however The bib is naked meaning there is no item attached There is some type of online content 856 or PDF Puzzlemaker b17193242 is an example of one such record There may be some MAT TYPE software m which also fill this criteria and can be given the MAT TYPE of w However make sure they do not have a BIB LVL of s for SERIAL INT should be added to the LIB LOC when the online access is free to all SWITCH users Any libraries digitizing theses dissertations research papers should identify what the ORIGINAL Format is for the items and use that mat type code Often a is used because the digital version s original is still paper print Elect ronic Resour Icon updated 7 12 2011 Suppress Field Suppression of Bib Item records Last Updated October 2010 Suppressing a record means it is not viewable to patrons in the WebOpac It is important for each library to stay on top of suppressing and unsuppressing records as ne
20. pecial note concerning the 690s applied to award winning children s books Some of these subject headings are approved LC subject headings however as a 650 these subject headings would indicate the work was about the award and not actually an award winning title In order to stay within LC practice it was decided that when using these subject headings to allow access to award winning children s books the cataloger should tag these as 690s and not 650s as of 12 2001 Updated 7 2011 ee Added Author Fields 791 Field Serves as a local added entry field traceable as an author search In March 2005 Alverno requested the right to use the 791 field to collocate works in their collection written by Alverno faculty and staff They will begin adding a 791 with Alverno authors as the author Catalogers and Quality Control members approved this use of the 791 field even in shared bibliographic records 3 22 2005 12 856 Field Internet Resources Last Updated 6 30 11 When adding a record with an existing 856 field or when adding an 856 field to a record be sure to verify that the Internet link does indeed work Staff may include an 856 field in the bib record if the content represents supplementary material such as the table of contents or if it links to a whole item online that all schools can use It is freely available to all patrons In the 856 field whenever there is NO public note that is subfield z the system auto
21. section on Editing Enhancing Existing Bib Records in full It indicates that SWITCH catalogers may enhance a bib record without inserting an e on the OCLC record and generating a duplicate record in many cases namely when adding in subject headings or any type of notes 2 If OCLC number is different e Check the 300 field if two of the three items are the same it could be a duplicate e Check the 245 field different printing dates but same copyright it could be a duplicate e Ask the following This is a duplicate unless 1 It has a different copyright date 2 It has a phrase identifying the item as a revision 3 It has a significantly different 300 field 19 EDITING ENHANCING EXISTING BIB RECORDS Last updated 7 12 2011 If you want to enhance improve and or correct an existing TOPCAT bib record by adding content you may do so This typically means adding such things as Contents notes 520 Table of contents notes Subject headings 650 non local Local subject headings 690 or any Local series statements 490 If after adding a 490 or 690 you want to alert staff to not OVERLAY the record add an e to the end of the OCLC number Staff will see this e and will not overlay the record This is not a perfect fail proof way to protect a record from being overlaid but is the best way to indicate to other staff that the record has edits and to avoid having changes deleted At the June 2011 me
22. that a cataloger could tweak the existing paper record to make it work for the electronic resource The following steps were developed and agreed upon by the catalogers e The OCLC number should be deleted from the record e The bibliographic record should match what the site title and information reads e There should not be a z in the 856 so the URL will display to the public and e INT should be added as a library location as well as the cataloging library s code 14 Local Cataloging Fields 949s The 949 field is often used by a cataloger to overlay bibliographic records and attach item and order records at the point of export from OCLC In August 2006 the cataloging group decided these 949s can remain in the bibliographic records 949s do not appear in the OPAC so they do not pose any problem for patrons Additionally some staff find this information useful August 2006 Item Records Attaching Item Records When adding multiple item records to a bibliographic record each school is responsible for arranging their item records so that they display properly For example when many schools share one bibliographic record for a multi volume set each school will need to make sure their item records are sitting together in proper volume number order This just makes it easier for the patron to see clearly what each school owns FIXED FIELDS Item Record Fixed Fields Within the Innovative User Manual s Appendix you will fin
23. toboer 2010 IMPORTANT The group decided to let the Serials User Group handle serial records and to not change the mat type for these records Staff should look at the BIB LVL to see if the record is a serial before making a MAT TYPE code change MAT TYPE LABEL CODE ICON IMAGE E Book n m oo Map e hta pi th 2 D Graphic k Graphi 3 D Object r ES Software m 3 Archives b i approved and added as a new code on June 30 2004 This code was created based on a request from the Cousins Center Archives as a way to help Archive their patrons more easily limit to their bib records which are grouped together with the St Francis Seminary library s bibs through the LIB code Any SWITCH library wanting to make use of this code for their archival bib records can do so but libraries do not have to It should be noted that no bib record can have its material type code changed if there are items from more than one school attached In that case a duplicate record must be generated Book Slide i Music Score CHANGES AS OF AUGUST 2007 VHS New VHS records coming into TOPCAT will still have to be changed from material type g projected media to v DVD g DVD videorecordings will no longer have to be updated after export from g to v They will stay as the code g DVD looks to be the dominant format for now IMPORTANT The local SH 690 DVD will need to be removed by global update
24. ture your initials and the date of creation There is also a column that indicates the type of record list you are running e g bib item order etc The reason it is wise to begin the list name with your school s initials in caps is because the list name will stand out better elsewhere in Millennium This is especially true given that in other areas of Millennium the review file number will not be included only the name 2 Select the appropriate list size Prior to running a new list please consider approximately how many records your search could retrieve then select an appropriate EMPTY list by size Try and leave the larger sized files for other staff members NOTE Create Lists doesn t tell you if your list is too small It simply fills up the list in its entirety e g a 5000 list will have 5000 results If this occurs it s best to re run the list using a larger size file 3 Using LC call numbers in your Boolean search 107594 The Create Lists mode searches indexed call numbers character by character SWITCH uses two call number indexing schemes Dewey and LC When you are asking the system to search 18 for LC call numbers you need to format them the way they are stored in the index This means including any spaces spacebar at the beginning of the call number if necessary For example the call number HG65 G62 indexed using LC formatting rules is stored as hg 65 g62 4 Note that the spaces appear in t
25. ust be added for the name without the death date In other words a 4XX field must reflect what the heading used to look like before you added the death date 3 You must add a note to the authority record indicating what you did the date you made the change and your initials in case someone is trying to track the change Bibliographic Records FIXED FIELDS Bib Record Fixed Fields Within the Innovative User Manual s Appendix you will find all the default fixed fields for bib records The manual number for this information is 103164 Keep in mind that some fixed fields and field values may have been customized for our consortium and thus different from what is found in the manual In addition SWITCH may not use all of the fields listed there August 2006 Location Codes LIB LOC Each SWITCH school has a unique Library Location LIB LOC Code in the bibliographic record e g ac csu cuw mi mmc shst sf wlc Staff must always fill in this field with their library code when they have an item attached to the bib or when they have online content in what would otherwise be a naked bib e g 856 to a web site or to a PDF The LIB LOC shows that a library holds a record In addition to each school s code there is an option of INT which refers to Internet Resources INT should not be used for any resource that is limited to authenticated users or subscribers This would exclude its use for e books and most electronic journals includi
26. y a set of local materials for staff purposes they always have the option of using either the note field or the ICODES3 field of the item record After creating a review file staff can then use Rapid Update to insert a code in the ICODE3 field or add a new non MARC note x field to all item records inserting the appropriate local collection or donor etc information 3 6 2007 Note Fields 5xx Fields The following note fields are indexed by keyword 505 520 545 and 586 2005 The 505 field is also accessible by title 505 Field This note field is used specifically for contents notes and can be input in a basic format or in an enhanced format SWITCH urges the use of enhanced contents notes whenever possible as this format allows these notes to be accessed by way of a title search in addition to a keyword search To enhance contents notes the MARC tag must be 505 00 and then each title must be preceded by t Examples of the variety of formats for these enhanced contents notes can be found in the Bibliographic Formats and Standards manual published by OCLC This can be accessed online at http www oclc org oclc bib 505 htm 590 Field Updated 7 19 2011 O Subject Fields 6xx Fields 650 0 This field is reserved only for accepted LC subject headings 650 1 This field applies to children s subject headings SWITCH decided to eliminate this subject index to make room for the journal title index When cataloging
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