Simplified cataloging in WorldShare Record Manager

1:38 pm - 3:08 pm  Wednesday, May 1, 2024 | (UTC-04:00) Eastern Time (US & Canada)


WEBVTT

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Rick Newell 00:00:00.820 --> 00:00:08.220
And reports, as well as Tiasa. And today's session, of course, is the best simplified cataloging.

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Rick Newell 00:00:11.060 --> 00:00:30.060
So by the end of today's session, you should be able to find WorldCat records that match the items your cataloging, and there's an optional feature to add local data to records before exporting such as a barcode or a call number, and you may or may not want to do that all I'll explain later in the session more about that. you should.

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Rick Newell 00:00:30.180 --> 00:00:50.100
Also be able to set your holdings, which means that you're adding your library's OCLC symbol to the list of libraries that own orhave access to that item. You should also be able to export MARC bibliographic records for your local catalog and download those records from an export list within simplified cataloging.

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Rick Newell 00:00:50.740 --> 00:00:58.420
And also just as important as adding holdings is deleting holdings when you no longer have that item in your collection. So we'll go over how to do that.

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Rick Newell 00:01:01.780 --> 00:01:20.620
Many of the libraries that are signed up for today's session have full cataloging subscriptions so there are three kinds of cataloging subscriptions that allow you to access simplified cataloging. One is a full cataloging, which again a lot of people have. Another is CatExpress, and another is fundamentals.

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Rick Newell 00:01:22.380 --> 00:01:34.940
So if you have a full cataloging subscription, in other words, your library has a full cataloging subscription and your username also has a cataloging full role assigned to it by someone in your library, then when you log into.

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Rick Newell 00:01:36.860 --> 00:01:50.220
your library's instance, your library's unique URL, and you go to metadata and then record manager, you will see a full catalog menu. So on the left side of the screen, you'll notice that.

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Rick Newell 00:01:51.500 --> 00:02:11.940
You can select a data type, bibliographic records, authority records and so on. And you also see options in a menu such as create record and record work list, and the right side of the screen shows the menu when you are viewing a single record. Say you'll notice options such as edit and advanced action.

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Rick Newell 00:02:15.580 --> 00:02:34.740
If your username has a simplified cataloging role, notice that you see fewer options. So with a simplified cataloging role, you do not have the ability to select a data type, you can only search bibliographic records. And also there are fewer options you need to see export lists and user preferences, you don't see any options for.

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Rick Newell 00:02:36.260 --> 00:02:55.260
Create record or for record work list. And if you look at the menu for a single record on the right side of the screen, you see options such as WorldCat holding set holding and export and add local data, Notice that there are no options for editing a record or advanced.

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Rick Newell 00:02:55.460 --> 00:02:56.060
Actions for example.

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Rick Newell 00:02:58.820 --> 00:03:17.700
If your username has a basic cataloging role assigned to it, and I don't think anyone in today's session does, but, it's possible someone does, or you may want to assign that to someone in your library, you see even a fewer options. So you notice that you don't see an option for export list and if you look at.

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Rick Newell 00:03:17.860 --> 00:03:38.140
The full record menu on the right, there is really only three things you can do, you can set holdings and export the record. You can display the record in MARC view or you can print the record. So, in order to set up an export list, for example, you would need to have someone in your library who has a, a higher role such as simplified or.

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Rick Newell 00:03:38.500 --> 00:03:39.460
Full to.

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Rick Newell 00:03:40.900 --> 00:03:42.500
To set up the export list for you.

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Rick Newell 00:03:44.740 --> 00:04:04.380
One of the things that a lot of people have a misunderstanding about is that if your library does have a full catalog subscription, in order to see those simplified cataloging menus and options that we just looked at, the username must have either the cataloging simplified or the cataloging basic role assigned and no other.

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Rick Newell 00:04:04.620 --> 00:04:24.860
cataloging roles. So I've noticed a lot of people have, maybe cataloging simplified and cataloging full assigned to their username. If that's the case, then you will see the full catalog menu, you won't see those simplified cataloging menus. So again, in order to see the simplified cataloging options, you need to have one of those two.

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Rick Newell 00:04:25.380 --> 00:04:45.540
Simplified or basic assigned to your username. If your library has a CatExpress subscription, there are fewer roles that are available to be assigned and basically you need to have one of those three roles other than Cat express reports for you. You can also have that, but you need to have.

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Rick Newell 00:04:46.180 --> 00:05:02.220
CatExpress admin basic or simplified assigned to your username. If your library has a fundamental subscription, you must have the fundamentals record manager simplified or basic role assigned to username and no other fundamentals record manager roles.

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Rick Newell 00:05:04.980 --> 00:05:10.940
So what questions do you have about the, the roles and when you see the simplified cataloging menu.

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Rick Newell 00:05:21.460 --> 00:05:40.540
Yeah I'm gonna see any questions in chat. If you do think of questions, please feel free to to type those into chat and send that message to everyone. But let's move on to the copy cataloging workflow. So of course the first step in a copy cataloging is find a, finding a record in worldcap that matches the item you're cataloging.

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Rick Newell 00:05:40.740 --> 00:05:42.900
And we do have a separate video about.

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Rick Newell 00:05:47.300 --> 00:05:47.580
Searching.

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Rick Newell 00:05:49.060 --> 00:06:09.300
And you can find that on the same help page where you registered for this session. It's also in the user guide or learner guide that I sent out late yesterday afternoon. the searching WorldCat video is about twenty three minutes. There is also a video on setting user preferences, which is about seven minutes, and a video on.

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Rick Newell 00:06:09.460 --> 00:06:28.380
Printing labels, which is also about seven minutes. So once you find the record that matches your item, there's an optional step of adding local data such as call number and barcode to the record that you're going to export. that, that option is only available for the simplified role. It's not available for the basic role.

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Rick Newell 00:06:30.220 --> 00:06:50.260
You may or may not want to do this, the reason is that if your local catalog, your local integrated library system accepts that data in the fields where simplified cataloging puts it, which would be basically the 852 field, for that data, then you maybe able to save some time by adding that.

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Rick Newell 00:06:50.580 --> 00:07:06.780
That data when you're working with the record in a simplified cataloging. If your system will not accept the data in that field, then you're going to have to work with that record in your local catalog anyway. So you may want to skip that step. Whether or not you choose to add local data.

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Rick Newell 00:07:08.380 --> 00:07:28.660
You will want to do the set holdings and export step, and again what that does is that it adds your library's OCLC symbol to the list of libraries that owner have access to the item, and it also puts that record in an export file, which you can then later download and load into your local catalog. there's also an option to

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Rick Newell 00:07:30.540 --> 00:07:36.180
Export directly to your computer via TCP IP if your system supports that.

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Rick Newell 00:07:38.540 --> 00:07:57.980
You can also, if you have the simplified role, not the basic role, but the simplified role, you can print labels using simplified cataloging. So there's an optional step of sending that record to a label print list, and there's a lot of customization you can do to the labels. And again, the, the details are covered in the separate video on printing labels.

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Rick Newell 00:07:59.020 --> 00:08:15.380
So you would repeat that process of finding the WorldCat record that matches your item set holdings and export, and those two optional steps maybe for each title that you're cataloging, so maybe your cataloging twenty five or thirty, thirty items that day.

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Rick Newell 00:08:17.020 --> 00:08:37.140
And then once you are finished with that batch of items, you send the export list to a file on your computer and then use whatever procedures your local catalog has for importing that the file of records. And again, there's an option to send that to your local system via TCP IP if your system supports that.

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Rick Newell 00:08:37.300 --> 00:08:43.340
Option. And then of course if you have sent labels to the label print list, you print those labels.

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Rick Newell 00:08:47.180 --> 00:08:59.260
So that's the basic copy cataloging workflow, and let's talk a little bit more about the, the details. So, unless you have a system that.

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Rick Newell 00:09:00.940 --> 00:09:21.180
Supports the option to send records directly into your local catalog via TCP IP, which is a an internet protocol basically, then if you haven't already created an export list, you'll need to create an export list at some point. So let's talk a little bit about how to do that. So I'm going to go over to my web browser.

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Rick Newell 00:09:22.740 --> 00:09:24.260
And I'm going to log in.

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Rick Newell 00:09:31.020 --> 00:09:32.540
Help if I spell my username correctly.

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Rick Newell 00:09:46.380 --> 00:09:49.340
And then I'm going to select from the metadata menu.

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Rick Newell 00:09:52.900 --> 00:09:57.700
I'm going to select record manager, and I'm going to select export list.

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Rick Newell 00:10:07.460 --> 00:10:27.260
And you can ignore the authority tab with simplified catalog and you don't have the ability to export authority records. So by default you'll be on the bibliographic tab and that's the one that you want, and you'll notice there's already an export list created, but I want to create a new list. So to do that.

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Rick Newell 00:10:27.300 --> 00:10:28.820
I'm going to click create list.

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Rick Newell 00:10:31.140 --> 00:10:49.060
And then I'm going to give it a name and the name can be whatever you want if you're local catalog, has a particular name that it likes, you can use that, but this is just an export list that's within, within simplified cataloging. you can.

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Rick Newell 00:10:51.020 --> 00:11:11.260
Create a list, you could name it with your initials or your name, for example, and you you could once you're sure those records have loaded correctly into your local catalog, you could delete the records from that list and keep using the same list. Or you could have a different, a list for each day of the week or each day of the month. It's

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Rick Newell 00:11:11.460 --> 00:11:16.740
Really up to you how you want to set that up. I'm going to just name it with today's date.

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Rick Newell 00:11:18.940 --> 00:11:28.140
And then you have two options. You can set as a default list and you can set as my list. Setting as a default list means that when you.

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Rick Newell 00:11:29.420 --> 00:11:43.220
Click that option to set holdings and export, a list that you've designated as the default will be at the top of your list of export lists and it will be, be selected. So I'm going to go ahead and choose that option.

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Rick Newell 00:11:45.460 --> 00:12:04.580
And then you also have the option to set as my list. if you choose that option, that means that the the list will only be visible to your username. If you do not check that option to set as my list, then the list will also be available to other catalogers in your library.

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Rick Newell 00:12:06.500 --> 00:12:25.540
So, again, it really depends on what the workflow is in your library. If each person in your library who uses simplified cataloging is responsible for managing their own exports and loading them into your local catalog, you may want to choose that option to set as my list. However, if you have several ca.

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Rick Newell 00:12:26.300 --> 00:12:31.660
Who, who do copy cataloging, but, there's one person that that.

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Rick Newell 00:12:33.540 --> 00:12:43.740
Downloads records from all of the export lists and loads them to your catalog, then you may want to not check that option. So for right now, I'll leave that option unchecked. I'll click Create.

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Rick Newell 00:12:45.660 --> 00:13:05.740
And then I see that my export list is there. Let me make this screen a little bit smaller so you can see that. So here's the list name I gave it, and the default is is designated because I chose that option. It doesn't have any records in it, and this will expire.

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Rick Newell 00:13:06.420 --> 00:13:26.420
In thirty days. I haven't yet exported this list because I haven't added any records to it yet, and because I did not choose the my list option, it's shared among other people in my library, and in the actions column, there are options to delete the list. So if I, let's say it's a week from.

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Rick Newell 00:13:26.540 --> 00:13:31.220
Now and I know longer need that list, I could, could delete that list by choosing that option.

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Rick Newell 00:13:33.540 --> 00:13:52.700
You notice it does not have an export format because I haven't added any records to it yet. the export format is set under, user preferences and the the options are explained more fully in a separate video we'll have about setting user preferences.

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Rick Newell 00:13:54.300 --> 00:14:08.660
Most libraries will choose something like MARC-21 with UTF-8 unicode, which enables your local catalog to display diacratics and special characters that are used in in non English languages.

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Rick Newell 00:14:11.340 --> 00:14:13.900
So what questions do you have about creating an export list.

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Rick Newell 00:14:24.860 --> 00:14:39.420
There is a question, is there a way to edit the expiration date so you can keep the list around longer? no, there's not, they automatically expire in thirty days, so you want to be sure to download the records that are in the export list within thirty days.

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Rick Newell 00:14:48.460 --> 00:14:58.700
Once it's downloaded to your local computer, of course, you can, you can keep it as long as you want. But it will will be deleted from from simplified cataloging after thirty days.

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Rick Newell 00:15:01.300 --> 00:15:03.980
What other questions do you have about creating an export list.

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Rick Newell 00:15:12.100 --> 00:15:14.660
So there's a question, can my list be shared later?

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Rick Newell 00:15:16.580 --> 00:15:18.060
So let let me go ahead and create a new.

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Rick Newell 00:15:20.580 --> 00:15:21.100
Export list.

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Rick Newell 00:15:24.380 --> 00:15:24.420
And.

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Rick Newell 00:15:27.060 --> 00:15:33.420
I'll not choose set as default list, but I will set it as my list, which means it's only available to my username.

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Rick Newell 00:15:37.060 --> 00:15:43.740
And notice it says my list. So let me go to the actions menu, and it looks like there is not a way to.

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Rick Newell 00:15:45.900 --> 00:16:01.260
To share it later. of course you could download it to, for example, a network drive ub your library and then share it with other people that way. But it looks like what you would have to do is, create a new list and, initially set it as.

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Rick Newell 00:16:03.940 --> 00:16:04.660
As a shared list.

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Rick Newell 00:16:09.700 --> 00:16:11.820
And I'm gonna go ahead and delete this list.

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Rick Newell 00:16:19.340 --> 00:16:27.860
Okay so let's talk about once you have found a record, how do you, make sure that it matches your item? There are.

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Rick Newell 00:16:29.980 --> 00:16:46.820
Millions and millions of records in WorldCat and so you want to be sure that the the record you are setting your holdings on and exporting to your local catalog actually matches your item. So it's a good idea to look at the full record, but you especially want to make sure that the title matches.

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Rick Newell 00:16:48.180 --> 00:17:08.579
Also make sure that the edition statement matches if there is one, there may not be an edition statement either on the item or in the record, but if there is, you want to be sure that it matches. So obviously third edition is different than second edition, but also look for words in the edition field such as revised and expanded edition or reprinted with.

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Rick Newell 00:17:08.579 --> 00:17:09.459
With corrections or.

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Rick Newell 00:17:11.220 --> 00:17:31.580
West Coast edition. You want to be sure that you are setting holdings and exporting the same edition that that matches your item. And these numbers in parentheses, by the way in the slide are MARC fields. So if you prefer to look at the MARC view rather than the text view, the 250 field is where you would look for the edition statement.

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Rick Newell 00:17:34.820 --> 00:17:43.940
You also want to make sure that the publisher matches, and this would be in the 264 or 260 field. it doesn't necessarily have to match exactly. For example.

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Rick Newell 00:17:45.780 --> 00:18:01.940
Maybe the the item says double day in company incorporated and the record that you're looking at just says double day. That would also be considered a match, but if there's a, a an actual difference in the publisher, then that's probably not the right record.

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Rick Newell 00:18:03.820 --> 00:18:20.300
We also want to make sure that the physical description matches if it's a book that your cataloging, make sure that the number of pages is the same or at least really close, if there's a difference of a couple of pages that probably would still be considered a match, but.

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Rick Newell 00:18:23.180 --> 00:18:42.180
If there's a drastic difference in pagination, that would not be a match, and also check and make sure if it's something other than a book that it's the same physical format. So, DVD versus blue ray or three disk versus two disk or a difference in the number of minutes, so.

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Rick Newell 00:18:42.740 --> 00:19:03.140
There there should be a match. Also make sure that the language of cataloging matches what you use in your library. So if you're a library in the United States or Canada, probably you use English as a language of cataloging. libraries all over the world use WorldCat. So there are records where the language of cataloging is French or German or Spanish.

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Rick Newell 00:19:03.380 --> 00:19:21.620
Or many other languages. and this is not the same as the language of the item that the record is describing, so the the item you're cataloging maybe in any language, but if you use English as the language of cataloging in your library, you want to be sure that the language of cataloging matches.

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Rick Newell 00:19:23.660 --> 00:19:28.140
If all those fields match, you would usually want to prefer a record that has encoding level full.

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Rick Newell 00:19:30.660 --> 00:19:31.860
A national library symbol.

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Rick Newell 00:19:33.220 --> 00:19:53.060
In cataloging source or authentication code. So there are various encoding levels in WorldCat. the two most common ones you'll see are full and minimal, so minimal as the name applies, probably is a less complete record. It probably has fewer fields that may have fewer notes and subject headings, for example.

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Rick Newell 00:19:53.780 --> 00:20:01.300
So if you have a choice between two records where all of those fields we just discussed match, look for the one that has the encoding level full.

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Rick Newell 00:20:03.460 --> 00:20:22.700
Also if there's a national library symbol in cataloging source or the authentication code, that is probably going to be a better record. And some of the symbols that you may see in one of those two fields, the two most common ones are DLC for library of Congress and PCC for program for cooperative cataloging.

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Rick Newell 00:20:24.500 --> 00:20:25.740
The PCC is.

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Rick Newell 00:20:27.900 --> 00:20:47.460
Designates libraries that have met special requirements to have their records considered national level records, so they're just as good as library of congress cataloging. So, looking for those symbols in the authentication code or, the Cataloging Agency

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Rick Newell 00:20:47.700 --> 00:20:48.620
field

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Rick Newell 00:20:50.180 --> 00:21:10.340
Tell you that's probably a really good authoritative complete record. these other national library symbols are also a good records. However, if you are a library in the United States and you are considering a record from library and Archives Canada or the British library, those are probably really good records, but keep in mind.

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Rick Newell 00:21:11.300 --> 00:21:23.060
They may have catalogged the Canadian or British edition, which may have differences from, a US edition. And so check all the other fields we just talked about to be sure that all of those things match as well.

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Rick Newell 00:21:26.180 --> 00:21:31.340
So let's look at a couple of examples. one other thing I wanted to mention is that.

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Rick Newell 00:21:33.820 --> 00:21:45.140
If you, still can't decide if the record matches, you can consult a document called Bibliographic Formats and Standards and you have the link for this in your learner guide.

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Rick Newell 00:21:47.220 --> 00:21:48.820
And I'll put this in chat as well.

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Rick Newell 00:21:58.700 --> 00:22:10.460
And this is a document called Bibliographic Formats and Standards and there's a chapter four about when to input a new record with simplified cataloging, you actually cannot input a new record, but.

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Rick Newell 00:22:12.180 --> 00:22:27.340
This, this chapter of  tells you when you should input a new record, but these are also good guidelines for determining if a record matches. So there are general guidelines in the first part of this chapter, and then.

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Rick Newell 00:22:29.140 --> 00:22:35.020
In the second part, there are a field by field guidelines. So for example, if you scroll way down to.

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Rick Newell 00:22:36.340 --> 00:22:50.060
The 245 field, the title field, it says that there are differences that do not justify a new record. So that would be things such as absence, presence or difference in capitalization, diacritics, initial articles, punctuation.

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Rick Newell 00:22:51.820 --> 00:23:12.020
Variation and length resulting from judging of what constitutes the title proper. So when it says the following differences do not justify a new record, that means that you were considered a match. but it does say the specific differences in the wording of the title proper, other than those noted above, do justify a new record, so you would not consider that.

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Rick Newell 00:23:12.180 --> 00:23:28.620
A match. So probably at least ninety percent of the time, you won't have to consult this document. most of the time it's much more clear which record matches your item. But for those, the situations where it's hard to decide, you may find this document helpful.

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Rick Newell 00:23:30.180 --> 00:23:49.940
So let's look at a couple of examples. So, let's say that I have a book, the title is American Nations, the author is Colin Woodard, and it was published in 2011. It has 371 pages. considering what we just discussed and looking at the example on the screen.

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Rick Newell 00:23:51.140 --> 00:23:53.380
Which record do you think you would want to choose.

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Rick Newell 00:23:55.620 --> 00:24:04.940
To match your item, so you can think about that for a bit and then go ahead and and type your response into chat if you're, if your brave and don't mind other people seeing your answer.

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Rick Newell 00:24:35.580 --> 00:24:54.740
So it looks like everyone who's who has responded so far has said record number one. Yeah I I would agree with that. And the reason is that, I I can immediately eliminate number three. If I have a print book, number three is an e book, so that's not the right record. also the, the publication date in.

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Rick Newell 00:24:55.300 --> 00:25:08.420
And number two and number four is different. It's two thousand twelve rather than two thousand eleven. notice also that number four, it's a different publisher. It's Penguin rather than Viking.

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Rick Newell 00:25:10.660 --> 00:25:30.380
I'll notice also that number one, it has a cataloging source of DLC, which is which means it was catalogged by library of Congress, and also the encoding level is full. So that's, that's probably the record that I would choose. I should still look at the full record and make sure that all those fields we discussed matched, but.

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Rick Newell 00:25:31.380 --> 00:25:47.860
Just looking at this, this condensed view of the search results, this is probably the one that I would choose. Here's another example. Think about this one for a minute. This is an audio CD, and go ahead and and type your your choice into chat if you, if you feel brave.

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Rick Newell 00:26:43.940 --> 00:27:03.780
Okay so I'm seeing some some votes for number two, and I I think that's right. I can immediately eliminate number one and number three because those are e music might be streaming audio or or some, some form of electronic music, and in this case what I have is a, is a physical.

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Rick Newell 00:27:03.980 --> 00:27:23.980
CD. So number two and four, they both say Sony, one says Sony Classical, but that's and one just says Sony, but that's that's probably still a match. the publication date can often be difficult to determine on something like an audio CD, the, the date.

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Rick Newell 00:27:24.300 --> 00:27:35.380
On the, the case maybe just the copyright date for the, the, the cover art, it may not be the, the date for the the.

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Rick Newell 00:27:37.100 --> 00:27:47.620
The sound content. but notice also that number four, is a minimal encoding level, so it's probably a less complete record.

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Rick Newell 00:27:50.060 --> 00:28:03.900
Number two is a full encoding level. Neither one of these is cataloged by a national library, and there's no authentication code for either one, so probably I would choose number two, again I should still look at the the full record and make sure that.

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Rick Newell 00:28:05.580 --> 00:28:11.980
That it matches in those other fields we talked about, but probably number two is, is the record that I would choose.

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Rick Newell 00:28:21.260 --> 00:28:27.540
So I want to point out where you'll find some of these fields. I'm going to, I'll go ahead and go back over to my web browser.

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Rick Newell 00:28:30.260 --> 00:28:33.500
And I'm going to search for a record, and.

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Rick Newell 00:28:35.500 --> 00:28:38.140
I'm going to search by ISPN.

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Rick Newell 00:28:48.540 --> 00:28:53.300
And so, in this example, I get a twelve records and.

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Rick Newell 00:28:55.260 --> 00:29:00.100
So if I look at this first one, notice that these if I look at this.

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Rick Newell 00:29:01.540 --> 00:29:16.380
Enhanced view, I can see that neither one of these symbols for cataloging agency is a national library. This is the language of cataloging and this is the encoding over this one is full. If I switch my view to.

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Rick Newell 00:29:18.300 --> 00:29:20.140
The condensed view, this.

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Rick Newell 00:29:22.020 --> 00:29:42.380
In some ways makes it easier to, to glance at the records and determine which one might might match. And this is the one that we looked at in, in the slides, the, the view that we looked at in the slides. So you can see the publication data. In fact, you can even sort by this publication day, any column that has these little faint arrows in it, you can sort.

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Rick Newell 00:29:42.660 --> 00:30:02.900
By that. you can also see the format, so you can easily see whether it's an ebook or a print book. Notice these are all language of, of work is, is english. So the the book is in English, but the language of cataloging is, in some cases different languages. You can also see the catalog.

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Rick Newell 00:30:03.340 --> 00:30:14.820
Source and the encoding level here. If I look at one of these that is not in language of cataloging English, let's look at this one, for example.

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Rick Newell 00:30:16.620 --> 00:30:20.820
You'll notice that a lot of, a lot of things are in English such as the.

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Rick Newell 00:30:22.380 --> 00:30:28.620
The subject headings and other things. Let's see if we can find a better example. I'm gonna go back to my search results.

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Rick Newell 00:30:32.580 --> 00:30:33.780
Let's look at the Spanish one.

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Rick Newell 00:30:36.700 --> 00:30:42.860
You'll notice that the physical description is in Spanish, and there's a note that's in Spanish.

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Rick Newell 00:30:44.700 --> 00:31:04.100
And the, the title of course and the contents know is in English because the book is in English, but if I am in a United States library, probably I use English as my language of cataloging. So even if this were a full record, this is probably not the the record that I would choose. If you look at the MARC view.

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Rick Newell 00:31:06.620 --> 00:31:18.100
You can find the information about cataloging source in the O forty field and also the language of cataloging, and, this example, let me actually go back to a different record. Let's go to.

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Rick Newell 00:31:20.460 --> 00:31:22.460
This one. None of these has an authentication code.

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Rick Newell 00:31:25.060 --> 00:31:25.860
But you can.

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Rick Newell 00:31:27.620 --> 00:31:28.540
See the encoding level.

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Rick Newell 00:31:33.220 --> 00:31:39.220
And the, the leader and a zero zero eight field. It's probably easier to look at that in the text view.

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Rick Newell 00:31:41.020 --> 00:31:43.940
So what questions do you have about matching records to items.

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Rick Newell 00:31:57.700 --> 00:31:59.580
I'm going to close all of my tabs and.

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Rick Newell 00:32:03.900 --> 00:32:07.300
Let's talk a little bit more about the cataloging workflow.

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Rick Newell 00:32:10.420 --> 00:32:10.500
So.

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Rick Newell 00:32:13.980 --> 00:32:31.460
Remember that the first step is searching WorldCat to find a record that matches your items, so we've already talked about that. And I'm going to skip over the adding local data for a second because you may or may not choose to do that. but you will want to set holding in exports. So let's just do a real simple example to begin with.

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Rick Newell 00:32:33.460 --> 00:32:35.140
So I'm gonna go back to my web browser.

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Rick Newell 00:32:37.980 --> 00:32:38.900
And I'm going to.

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Rick Newell 00:32:40.460 --> 00:32:42.540
Search for an item by ISBN.

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Rick Newell 00:32:45.100 --> 00:32:49.700
I'll go ahead and clear my search, I'll scan the ISBN barcode.

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Rick Newell 00:32:53.220 --> 00:33:11.580
And again, I need to decide which record matches my item. So number two is an ebook, so that's probably not the record I want. number three is a minimal level of cataloging. Number one has cataloging source library of congress. It has a program for cooperative cataloging authentication code, and.

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Rick Newell 00:33:11.820 --> 00:33:16.300
And it's a full encoding level. So that's probably the one that I want.

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Rick Newell 00:33:20.180 --> 00:33:23.620
But I should also check those other fields and be sure that it matches my item.

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Rick Newell 00:33:38.020 --> 00:33:39.060
Okay let's try that again.

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Rick Newell 00:33:53.460 --> 00:33:54.460
Log out and log back in.

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Rick Newell 00:34:36.980 --> 00:34:38.179
Okay, let's try this again.

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Rick Newell 00:34:43.300 --> 00:34:44.419
So I'm going to select metadata.

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Rick Newell 00:35:00.020 --> 00:35:02.700
And it appears the system is having a hiccup, so.

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Rick Newell 00:35:04.660 --> 00:35:07.380
Probably won't make any difference, but let me try a different web browser.

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Rick Newell 00:35:51.140 --> 00:35:52.340
So I'm going to select metadata.

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Rick Newell 00:35:57.620 --> 00:36:01.980
And then record manager, and then I'm going to search by ISPN.

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Rick Newell 00:36:07.780 --> 00:36:10.060
And then I'm going to select this first record.

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Rick Newell 00:36:12.980 --> 00:36:25.540
Okay it looks like the system is has recovered from a tickups. So notice that it says this is not held. If I look at the other fields, the pagination, the publication date publisher, so on.

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Rick Newell 00:36:27.020 --> 00:36:34.660
There is no additional statement. There is a series statement. I want to be sure my item also has a series statement. My next step would be to set holding and export.

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Rick Newell 00:36:36.900 --> 00:36:37.460
And because.

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Rick Newell 00:36:39.180 --> 00:36:50.980
I designated that May first export list as my default, that is automatically at the top of the list of export lists and it's selected. So while I need to do is click add.

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Rick Newell 00:36:53.700 --> 00:37:09.380
So now it says I set my WorldCat holding and I've added the record to the bill of graphic record export list. If you choose not to add local data, that's, that's it. It's really, really that simple. What questions do you have about set holdings and export?

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Rick Newell 00:37:20.860 --> 00:37:29.100
I want to show you another option and that is adding local data. So, you can add institution specific data.

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Rick Newell 00:37:30.620 --> 00:37:50.740
To copies of records prior to exporting them for your local catalog or printing labels. These fields do not get added to the WorldCat record, but again it may save you some time if your system will accept the the data in, in those fields, and in order to do that, you have to add that local data before you you export the.

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Rick Newell 00:37:53.380 --> 00:37:57.140
So let's demonstrate this. I'm going to search for a different item.

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Rick Newell 00:38:13.260 --> 00:38:21.540
And let's assume that I've already looked at this record and decided this is the record that matches my item, I'm going to click this button that says add local data.

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Rick Newell 00:38:23.580 --> 00:38:43.180
And, so let's say that I I want to also print labels in addition to adding the call number and barcode that's going to be my local catalog. So in user preferences I've already selected GUI, which is zero nine two, and so I'm going to go ahead and type in the number that.

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Rick Newell 00:38:43.380 --> 00:38:57.420
I want printed on the label, and if my local catalog will accept that do we call number into zero nine two field, that, that would also work. So I could have copied this from the record, but in this case I'll just type it in. And the.

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Rick Newell 00:38:59.460 --> 00:39:18.980
Item number or cutter number in my library we use the first five letters of the author's name and the information that's in this location section is going to be in the A fifty two field. So, let's say that my local catalog will not accept the.

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Rick Newell 00:39:19.180 --> 00:39:39.620
DO call number in a zero nine two field, but it will accept it in an eight fifty two field. So, I'm going to go ahead and type in that information. So let's say that the sublocation is main for main library, and let's say that the shelving location for my library is main stack.

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Rick Newell 00:39:41.020 --> 00:39:43.580
And I'm going to type that same call number again.

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Rick Newell 00:39:46.100 --> 00:39:47.180
And again, I'm going to.

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Rick Newell 00:39:48.660 --> 00:39:54.100
Put in the first five letters of the author's name, and then I'm going to scan or type in a barcode.

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Rick Newell 00:39:57.660 --> 00:40:00.780
And I could also add a public note if I want to.

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Rick Newell 00:40:02.140 --> 00:40:13.700
Or I could add a private note. So, let's say that I want to know that's going to display, well let's say just a general note, I'm going to.

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Rick Newell 00:40:16.820 --> 00:40:17.620
Go ahead and type it here.

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Rick Newell 00:40:28.500 --> 00:40:42.940
And how do I know that this is going to be in the fifty two field and this is going to be in in a different field? Well, I can find that out by clicking this, this hyperlink, notice these labels are all hyperlinked and that's going to link me to.

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Rick Newell 00:40:45.020 --> 00:40:54.540
Graphic formats and standards, and if I scroll up to the top, it says this is going to be in the A fifty two field and specifically, the.

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Rick Newell 00:40:56.020 --> 00:41:16.260
The classification part will be in the eight fifty two sub field age and what I typed in was a barcode will be an A fifty two sub field P So again, the reason you might want to use this feature is if your local catalog will accept that information in those fields, then, once you export the records and load them.

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Rick Newell 00:41:16.660 --> 00:41:36.740
Local catalog, you may not need to touch that record in your local catalog. However, if your local system says, No, I'm I'm not going to accept that, that data in, in those fields, I want it in different fields, then you may not be able to use it. And also if you need to add other information that's specific to your library in your local catalo.

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Rick Newell 00:41:37.020 --> 00:41:55.420
Anyway, it may not save you any time to use this feature, but this feature is, is available for those, those libraries that can use it. And if I look at the, the notes field general note, notice that's going to be in a five hundred field. If I change this to local note.

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Rick Newell 00:41:59.900 --> 00:42:03.900
That's going to be in a five ninety field and this public note.

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Rick Newell 00:42:07.620 --> 00:42:13.900
Again, would be in an eight fifty two field. So now that I've added this information, I'm going to click.

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Rick Newell 00:42:15.220 --> 00:42:18.780
Set holdings and export within this, this screen.

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Rick Newell 00:42:22.180 --> 00:42:27.340
So it asks me which export list I want to add it to. So I'm gonna add it to the same list.

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Rick Newell 00:42:30.620 --> 00:42:39.980
And then I can close this, this dialogue box, Notice that it confirms that I've set worldcap holding and I've added the record to the buildographic record export list.

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Rick Newell 00:42:42.140 --> 00:42:51.260
And so I would continue this process either using that added local data feature or not for as many items as I want to catalog in in that session.

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Rick Newell 00:42:55.540 --> 00:42:58.140
And, just to give you a little more.

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Rick Newell 00:43:01.780 --> 00:43:13.820
Of, of something we did, here's a different title. So if I retrieve this record, what are service clouds? This is a children's book, and I add local data such as the.

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Rick Newell 00:43:15.420 --> 00:43:34.860
Shelving location, the call number, call number prefix, barcode, local note, and then I asked set holdings and export. That information would be in my local catalog record, something like this. So the information from the WorldCat record, the, the title, the.

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Rick Newell 00:43:36.060 --> 00:43:55.540
Publication date publisher, author, et cetera, would be just as they are in the WorldCat record. But then information such as the price would be added to the five forty one field that local note would be added to a five ninety field, and the information about location, call number, barcode, and so on would be in an eight fifty two field.

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Rick Newell 00:43:56.340 --> 00:44:08.460
And again, these records do not get added to the WorldCat records so you're not, you're not messing up anything in the worldcap. These fields the five forty one, five ninety and eight fifty two fields in this example, are only added to.

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Rick Newell 00:44:10.380 --> 00:44:21.860
The, the copy of the record that you export and load into your local catalog. So once you have added some records to the export list, how do you, how do you download that, the export list?

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Rick Newell 00:44:23.900 --> 00:44:25.020
I also wanted to mention that.

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Rick Newell 00:44:26.460 --> 00:44:41.540
At the beginning of the session I mentioned that if your local catalog supports this option to send the record directly to your local system, one at a time, you can go to that send to menu and click send to a local system. I don't I don't have such a system, so I'll get an error message if I choose that option.

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Rick Newell 00:44:45.100 --> 00:44:46.580
So when you go to export list.

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Rick Newell 00:44:48.340 --> 00:44:58.460
You have two options for working with an export list. So I'm going to go ahead and open this export list by clicking the name of the export list.

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Rick Newell 00:45:01.020 --> 00:45:19.860
And then again, if my local system supports sending that entire export list to my local system, I can choose that option. I don't have such a system, so I'm going to choose send to my computer, and the steps you see next may vary depending on on your web browser. Right now I'm in Firefox, so.

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Rick Newell 00:45:21.540 --> 00:45:23.980
It looks different than a Chromewood, for example.

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Rick Newell 00:45:29.700 --> 00:45:32.420
And actually I'm gonna go back to Chrome because I have to like it better.

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Rick Newell 00:45:47.900 --> 00:45:49.220
So I'm going to choose metadata.

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Rick Newell 00:45:54.260 --> 00:45:55.620
Record manager and then export list.

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Rick Newell 00:46:04.460 --> 00:46:10.100
And notice that even though I'm in a different web browser now, I still have that same export list there with two records in it.

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Rick Newell 00:46:17.100 --> 00:46:20.660
And I'm going to export this, I'm going to send it to my computer.

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Rick Newell 00:46:22.940 --> 00:46:42.420
And I can download it to any anywhere that I want on my computer or a shared network drive within my library I'm just going to save this to the desktop, and you can name this file whatever you want by default, it has the export dot DAT file name, but you can you can name it anything you want. If.

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Rick Newell 00:46:42.660 --> 00:46:57.740
If your local catalog has a particular name naming convention that it that it wants you to use, you can, you can rename it anything else. And if it wants an extension other than dot DAT, you can choose all files and name it whatever you want. I'll just accept the default.

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Rick Newell 00:47:02.260 --> 00:47:05.100
And now, if I go back to my export list.

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Rick Newell 00:47:07.860 --> 00:47:25.220
You can see that I exported this on today's date. so I have several options now. If I don't want to use that list any longer, I could, go ahead and delete this list or if I want to keep using the same list, let's say I named it.

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Rick Newell 00:47:27.060 --> 00:47:47.140
My initials RN, for example, and I want to keep using the same list. What I could do is I could delete all of the records in the export list by selecting whichever ones I want to delete and then clicking delete, and then I could keep adding records to that list. So there isn't one way that's better than the other, just depends on, on what your.

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Rick Newell 00:47:47.380 --> 00:47:49.820
Your preferences are and the workflow in your library.

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Rick Newell 00:47:54.460 --> 00:47:58.460
So what questions do you have about export list and downloading those.

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Rick Newell 00:48:12.980 --> 00:48:33.060
So far we've talked about adding holdings, but it's also important to delete holdings when you no longer have the item in your collection. You don't want to be getting an inner library loan requests for things you no longer have, and also if your patronts happen to use WorldCat dot org or your library uses WorldCat discovery, you don't want your own patronts to think that you.

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Rick Newell 00:48:33.740 --> 00:48:53.780
Something that you actually no longer have. So, when you export records to your local catalog, one of the fields in that, that record will be an LCLC, and it will probably be in a zero zero one or a zero thirty five field. So if you can find that number in your lo.

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Rick Newell 00:48:55.140 --> 00:49:10.140
That is the most efficient way to search. That ensures that you are deleting your holdings from the the correct record. And also OCLC number searches are unique, meaning that you'll only retrieve one record or possibly zero records by doing an OCLC number search.

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Rick Newell 00:49:11.940 --> 00:49:20.820
So let's say that you have five copies of of a book in your library and you delete two copies, you don't need to do anything in simplified cataloging because.

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Rick Newell 00:49:22.780 --> 00:49:42.020
As far as I'll LC is concerned, you still have holdings. So for purposes of simplified cataloging, the, you either have holdings or you don't, it's kind of like an on off switch, but let's say you delete all five copies of that book from your collection, you would want to delete your holdings and simplify cataloging, and so.

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Rick Newell 00:49:43.780 --> 00:49:55.860
I'll noticed that this says that I do have Worldcap holdings and there's a green check MARC there, and if I go to this Worldcap holding menu, I have an option to delete. So I'm going to go ahead and choose that.

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Rick Newell 00:49:57.940 --> 00:50:17.260
And now it says I deleted my world account holding it says not held, and notice I no longer have an option to delete because there's no longer anything to delete. But I do have an option to set holdings so if I delete the holdings from the wrong record, I could just click set again. So the delete holdings option is only available.

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Rick Newell 00:50:17.740 --> 00:50:22.220
When you, when you have holdings, but it is an important thing to keep up with.

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Rick Newell 00:50:24.780 --> 00:50:26.700
So what questions do you have about deleting holdings.

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Rick Newell 00:50:37.740 --> 00:50:55.940
I also wanted to point out documentation, so if you have questions about, doing procedures and simplified cataloging, you can go to the, need help menu and then choose general help. I do see a question in the chat about what if you want to edit holdings.

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Rick Newell 00:50:56.140 --> 00:50:58.660
I'm not sure what, what you mean by edit holdings.

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Rick Newell 00:51:00.740 --> 00:51:03.620
You there, if you have a full cataloging.

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Rick Newell 00:51:05.700 --> 00:51:10.660
Role assigned to your username, you can create and edit what are called local holdings records.

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Rick Newell 00:51:14.380 --> 00:51:19.620
Libraries typically used for serials to indicate which volumes and years they have, and you can also add other.

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Rick Newell 00:51:21.300 --> 00:51:41.300
Information such as whether you will lend or copy that item for inner library loan. However, you cannot do that with a simplified or basic cataloging role. so if you want to add a local holdings for serials records, you can only do that with a full cataloging role. And a lot of libraries in today's session do have a full cataloging role. we do have different training.

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Rick Newell 00:51:42.860 --> 00:51:48.780
Editing local holdings records, but that's, that's not something that you can do with simplified or basic cataloging roles.

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Rick Newell 00:52:04.580 --> 00:52:09.140
To access the the documentation, again, you go to need help and then general help.

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Rick Newell 00:52:13.020 --> 00:52:17.500
And then the help for simplified cataloging is under metadata services.

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Rick Newell 00:52:21.300 --> 00:52:23.060
And then we'll share record manager.

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Rick Newell 00:52:28.500 --> 00:52:30.340
And then if you scroll down to.

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Rick Newell 00:52:32.860 --> 00:52:35.980
Simplified catalog interface, this is where you'll find the documentation.

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Rick Newell 00:52:42.820 --> 00:52:47.300
So there's an overview and you probably came here to register for this class today.

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Rick Newell 00:52:49.500 --> 00:53:00.020
And there is a section on Get started, which explains the, account roles, which is what we went over at the beginning of the session. There's also a section for user preferences.

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Rick Newell 00:53:01.700 --> 00:53:05.540
And again we have a separate video about that. And then there's information on.

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Rick Newell 00:53:07.420 --> 00:53:27.380
Searching and adding local data. One thing that's I want to point out that's not obvious is that in some of these sections there's this ellipsis, these three dots, very, very faint font. But that tells you there is more information. So that will expand the the menu. So for example, if you're interested in.

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Rick Newell 00:53:28.700 --> 00:53:32.060
Information on how to set and delete holdings, you can find that by.

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Rick Newell 00:53:33.900 --> 00:53:41.900
Clicking that that menu item. I also want to point out that if you want to print a PDF of any, just about any page.

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Rick Newell 00:53:43.820 --> 00:53:51.100
In, in the help, there's this PDF icon at the upper right corner, and that allows you to export that page as a PDF file.

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Rick Newell 00:53:55.420 --> 00:53:57.900
And I also want to point out.

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Rick Newell 00:54:00.820 --> 00:54:02.300
Go to simplify cataloging.

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Rick Newell 00:54:06.180 --> 00:54:08.580
Next I'm gonna go back to Worldshare Record manager.

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Rick Newell 00:54:11.380 --> 00:54:13.900
And I'm going to scroll down to the.

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Rick Newell 00:54:19.700 --> 00:54:24.500
Training section, and I'm going to go to World Share Record Manager training by topic.

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Rick Newell 00:54:28.580 --> 00:54:48.900
And there's this very useful menu, and so if you scroll down to simplified Catalog interface and choose that, you can see that if you want to view a recorded session, so if you want to review this sec, the session today later, you can click view a recorded session. You can also find here those separate video.

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Rick Newell 00:54:49.340 --> 00:54:55.580
I mentioned on searching WorldCat, printing labels, and setting user preferences.

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Rick Newell 00:55:06.740 --> 00:55:09.300
So what questions do you have before we conclude today's session?

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Rick Newell 00:55:13.420 --> 00:55:33.740
Of course you can set those pages I just mentioned as a bookMARC or favorite. If you, if you don't do that and you forget how to get to them, you can go to help dot OCLC dot org. And in addition to the documentation that I mentioned, you can also find contact information for OCLC support in your region. So if your library in the United States, you can send an email.

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Rick Newell 00:55:34.020 --> 00:55:41.220
To support at OCLC dot org or call this toll free number or you can submit a support request through.

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Rick Newell 00:55:42.860 --> 00:55:44.460
An interface we have called Zendesk.

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Rick Newell 00:55:46.660 --> 00:55:56.780
So I want to thank all of you for coming today. I will send out a link to the recording to everyone, everyone who registered as well as a learner guide and the slides from today's session.

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Rick Newell 00:55:58.620 --> 00:56:10.180
If you think of any other questions in the next few minutes, I will still be online. otherwise, thank you for coming. Hope you enjoy using simplified cataloging and have a great rest of your day. Thanks.