NOTE: These procedures were designed only for straightforward additions to authority and bib records and for correcting typos. All discrepancies or errors, other than typos, that require correction must be forwarded to the Database Management Section of the Catalog Dept.
NOTE: You must be authorized
to use the Catalog Database Maintenance subsystem to perform this activity.
In addition, you must be authorized for UPDATE Mode if you plan to make
changes to authority and bib records, and you must be authorized for KEY
new records mode if you plan to create bib and item records for analytics,
or to create topical subject authority records.
2. From the CATALOG DATABASE MAINTENANCE menu, select "U" for UPDATE existing records.
3. Type your initials, <return>. Type your password, <return>.
4. You'll be asked which type of record you want to update. Regardless of the type you choose initially, you'll be allowed to update either bib or authority records once you're in the system. You can choose either "B" for BIBLIOGRAPHIC record or "A" for AUTHORITY record.
5. You may now search for a bib or
authority record to update.
2. From the CATALOG DATABASE MAINTENANCE menu, select "K" for KEY New Records.
3. Type your initials, <return>. Type your password, <return>.
4. You'll be asked by the system
to respond to other questions. Your responses will depend on the
type of records you will be creating. The procedure "Creating
Minimal Bib Records and Item Records for Analytics" gives the
remaining instructions for logging into KEY New Records Mode.
NOTE :
If you have problems following the procedures below or if you make an error
when keying or updating a record, simply quit (by typing "q" or by pressing
the "Esc" key), and exit without making the changes permanent. NEVER
delete a record.
"t" is the search term for titles
"d" is the search term for subjects
".b" is the search term for InnoPac record number
"w" is the search term for keyword
1. Log in to "UPDATE Mode."
2. When the system responds with "What record do you want to update?" type "a" (for an author search), and key-in the author's name in the form: last name, first name. <return>
3. You will generally be placed in a browse screen. See the example below for help in selecting authority and bib records from a browse screen. If the name you searched matches a name found in a single bib record, you will be placed in that bib record.
4. If you find an authority record or a bib record with the heading that you want to use, it's best to print the record so you can use it as a "pattern" later. Spelling, capitalization, punctuation, and subfield coding are all important when adding an access point to a bib record.
5. If you do not find an authority or bib record for your author, choose the form of the name that you find on the title page of the book as the authoritative form of the name.
NOTE: If you have any doubts or questions about selecting the authoritative form of an author's name, consult your catalog department.
Example: Locating an authority
record in a browse screen
You searched for the AUTHOR: lawrence d hIn a browse screen the authority record will generally be the first listing of the heading and will not be grouped with the list of bib records. In this case, line one contains bib records that lack cat dates. Line 2 is a conference with Lawrence's name. Ignore these records. Line 3 contains the authority records. Select 3, then select the authority record for the name alone (not followed by titles).
7 AUTHORS found, with 554 entries; AUTHORS 1-7 are:1 Lawrence D H ..................................................................... 1 entry
2 Lawrence D H Conference Lawrence Today International -- 1 entry
3 Lawrence D H David Herbert 1885 1930 --> Authority Reco 20 entries
4 Lawrence D H David Herbert 1885 1930 ............................... 521 entries
5 Lawrence D H David Herbert 1885 1930 Ill ............................. 2 entries
6 Lawrence D H David Herbert 1885 1930 Signer ....................... 8 entries
7 Lawrence D H Society --> See D.H. LAWRENCE SOCIETY .... 1 entry
1. Log in to "UPDATE Mode."
2. When the system responds with "What record do you want to update?" type "d" (for a subject search), immediately followed by the subject heading, then <return>.
3. You will generally be placed in a browse screen. See the example below for help in selecting authority and bib records from a browse screen. If the subject you searched matches a subject found in a single bib record, you will be placed in that bib record.
4. If you find an authority record or a bib record with the heading that you want to use, it's best to print the record so you can use it as a "pattern" later. Spelling, capitalization, punctuation, and subfield coding are all important when adding an access point to a bib record.
5. If you do not find an authority
or bib record for your subject in InnoPac, search your subject in the Library
of Congress Subject Headings ( LCSH, or the Red books), or the LC authority
file (LCAF) available on InnoPac. To
access the LCAF on InnoPac, select
"A > Search AUTHORITY File at Innovative"
after selecting Catalog DATABASE Maintenance.
6. If you do not find your subject in either InnoPac, LCSH, or in the LCAF, a local authority record must be created by the Catalog Department staff. If there is more than one term that may be used for this subject, make a printout of the bib record you wish to enhance, indicate the term to be used as the heading and the term(s) to be used as cross references. Forward this information to the Database Management Section of the Catalog Department.
Example: Locating an authority
record in a browse screen
You searched for the SUBJECT:
flowers
76 SUBJECTS found, with 235
entries; SUBJECTS 1-8 are:
1
Flowers --> Authority Record .....................................................
1 entry
2
Flowers --> See Related Subjects .................................................
8 entries
3
Flowers .....................................................................................
40 entries
4
Flowers Anatomy --> Authority Record ........................................
1 entry
5
Flowers Anatomy ........................................................................
1 entry
6
Flowers Arrangement --> See FLOWER ARRANGEMENT .............
1 entry
7
Flowers Artificial --> See ARTIFICIAL FLOWERS .......................
1 entry
8
Flowers Bermuda Islands ............................................................
1 entry
In a browse screen the authority
record will generally be the first listing of the heading and will not
be grouped with the list of bib records. Line one contains the authority
record. If you select "see" references, as in lines 2, 6, or 8, you
will access the authority record that generated that reference.
1. Log into "UPDATE Mode."
2. When the system responds with "What record do you want to update?" type "d" (for a subject search), immediately followed by the subject heading, then <return>.
3. You are looking for an existing authority record. In a browse screen the authority record will generally be the first listing of the heading and will not be grouped with the list of bib records. (See example under How to Verify Topical Subject Headings)
4. If you retrieve an authority record,
you may add a cross reference:
Do not add a period at the end of the reference.
5. If you don't find an authority
record, forward a request to the Catalog Department Database Management
Section to create an authority record with the cross reference(s) you'd
like.
1. Log into "UPDATE Mode."
2. Retrieve the appropriate bib record. (See Helpful Hint for Searching InnoPac)
3. Add the contents note using Full Screen Editor:
Example of a
title/author contents note:
Love and peril / the Marquis
of Lorne -- To be or not to be / Mrs. Alexander -- The melancholy hussar
/ Thomas Hardy
See Using Full Screen Editor to Make Corrections for more information on editing using Full Screen Editor.
2. Retrieve the appropriate bib record. (See Helpful Hint for Searching InnoPac)
3. Add the other title using Full Screen Editor:
1. Log into "UPDATE Mode."
2. Retrieve the appropriate bib record. (See Helpful Hint for Searching InnoPac)
3. Use Full Screen Editor to add your added entries.
| Type of author | MARC Tag & Indicator |
| personal name, single surname (Higgins, Shirley) | 700 1_ |
| personal name, compound surname (Lindvall-Larson, Karen) | 700 2_ |
| personal name, forename only (Madonna or Cher) | 700 0_ |
| govt. body name, entered under jurisdiction (United States. Congress) | 710 1_ |
| govt. body or corporate name, entered directly (Institute for Research on Aging) | 710 2_ |
| conference name, entered under corporate name (Institute of Electrical Engineers. Meeting) | 710 2_ |
| conference name, entered directly (Symposium on Space Exploration) | 711 2_ |
Personal name subfields:
|b precedes a number (example:
Henry,|bV)
|c precedes a title of honor
(example: Olivier, Lawrence,|cSir)
|d precedes a date (example:
Lennon, John,|d1940-)
Corporate body subfields:
|b precedes sub-bodies of
hierarchies (example: United States.|bCongress.|bHouse.)
Conference name subfields:
|n precedes a number
|d precedes a date
|c precedes a place name
(example: Conference of Architects|n(1st
:|d1991 :|cSan Diego, Calif.)
If adding a title:
|t precedes a title
Do not include initial articles
in these titles.
1. Log into "UPDATE Mode."
2. Retrieve the appropriate bib record. (See Helpful Hint for Searching InnoPac)
3. Add the subject heading using Full Screen Editor:
example: Mining|zFrance|xHistory|y1945-
2. If an authority record is found, check to see if you may subdivide geographically by selecting the 008 field. The system will expand the 008 field into numbered lines. Check line 07, Geo subd. If it is coded "i," it's OK to add a geographic subdivision.
3. If there is no authority
record, or if the authority record found doesn't have an 008 field, which
will be the case for all authority records created locally, return to the
browse by selecting "r." Look for other bib records with your heading
which are followed by place names--these are evidence that you may subdivide
geographically:
41
Computers And Civilization Australia .....................
1 entry
42
Computers And Civilization Bibliography ................
2 entries
43
Computers And Civilization Canada .......................
1 entry
44
Computers And Civilization Congresses ................
11 entries
45
Computers And Civilization Great Britain ................
1 entry
46
Computers And Civilization Periodicals ..................
4 entries
47
Computers And Civilization Political Aspects ...........
1 entry
48
Computers And Civilization Web Sites ....................
1 entry
4. If you can subdivide geographically,
decide whether you want to add just the country or the country and city.
5. Check the country name in InnoPac & use that form. City names are usually followed by the name of the country in parentheses when you find an authority record for the city on its own. As a subdivision, however, the form is |z country |z city (without the name of the country in parentheses). Example: Paris (France) is the correct form of the city name when it is used as a subject on its own. However, when used following a topical subject, the form is: Topic |z France |z Paris.
6. Once you've verified that you can add the geographic subdivision, and the form(s) of the country and city, edit your bib record by using full screen editor. Select "f", then use arrows to move your cursor to the spot where you will enter your geographic subdivisions. Press <control> o (oh, not zero), to get into insert mode, and insert your subdivisions, as in the example above. When finished, press <control> e to exit full screen editor, then quit, and make your changes permanent.
7. If you find an authority
record with an 008 that doesn't indicate you can subdivide geographically,
or if you are unsure of the form to add, or if you have any questions,
send the printout of the bib record to the Catalog Department Database
Management Section and request subject enhancement to add a geographic
qualifier.
1. Log into "KEY New Records Mode."
2. The system will ask you what type of record you want to create, select "2" for BIBLIOGRAPHIC and ITEM records.
3. The system will respond with "BIBLIOGRAPHIC record defaults". Select "2" for key new.
4. The system will respond with "ITEM record defaults". Select "2" for key new.
5. You'll be asked, "Check for duplication?" Type "n".
6. You'll be asked, "Do you want to key MARC records?" Type "n".
7. You'll be asked, "Do you have SUBSTITUTION phrases?" Type "n".
8. You'll be asked, "Are all options as you want them?" Type "y" if everything is OK. Type "n", and you will get a chance to answer the questions again.
9. The system will prompt you through the following bib and item elements one at a time:
BRANCH: Type over "none" to enter the bib record branch code: cul, ugl, se, irps, cmrr <return>
NOTE: no need to delete extra characters, the system will only read what you type-in.
SKIP: If the title begins with an article, enter the number of spaces that should be skipped when reading the title--include a space after the article. "The" would require a skip of 4. <return> If there is no initial article, simply <return>
TITLE: Type in the title and subtitle.
Capitalize only the first letter of the first word of the title, and any
proper nouns. Use a space, colon, space between the title and subtitle.
<return>
AUTHOR: Type in the author.
Be sure to use the authorized form of the name, as found in InnoPac.
Use correct punctuation and include any appropriate dates, etc., but do
not use MARC tags or subfield codes--this is not a MARC record. <return>
PUBLISHED: Not required. We recommend you enter date of publication only. <return>
EDITION: Add as appropriate. Use abbreviations. <return>
SERIES: This should always be supplied for analytics. Enter the title of the serial in the series field. The format is: title, space, semi-colon, space, volume number. Abbreviate terms such as "volume," "tomo," etc. <return>
ISBN/ISSN: Unnecessary. If you choose to add an ISBN, type the number without spaces or hyphens (example: 1234567890). If you choose to add an ISSN, separate the first four digits from the last four digits by a single hyphen (example: 1234-5678) <return>
C: Copy number. Simply <return>.
I TYPE: Type-over the "99". Type "0" (zero). <return>
LOC: Type in code from Item Record Shelving Locations Current List. <return>
commonly used locations:
ck = CUL stacks
cr = CUL ref
uk = Undergrad stacks
ur = Undergrad Ref
ua = Undergrad Careers
ek = S&E stacks
er = S&E Ref
BC: Scan or type in barcode,
if you are creating an analytic record for a separately bound volume.
If you are analyzing a title which is bound with other items, do not add
the barcode to the record.
CALL NO.: Type in call number as
found on the item, omitting locations such as "Ref". Include volume
number. Volume numbers for analyzed sets and serials are almost always
included in the call number online. Analyzed serials should have
either a system printed label or a penciled call number in the book.
<return>
V: You should rarely have to add an additional volume number. Consult cataloging staff if you think this may be appropriate. <return>
NOTE: Type "enhance". <return>
3. The system will display the bib and item record. If you want to make changes to either the bib or item record at this point, make sure your display is the full display of the record you wish to edit. Use "e" to toggle between full displays of the bib and item records. Select "f" for full screen editor, move your cursor to the appropriate spot and either overwrite or insert text. See Using Full Screen Editor to Make Corrections for more information on editing using Full Screen Editor.
4. You must also add a message to the item record that alerts Circ staff not to use the record for charge-out. >From the item record, select "f" for full screen editor mode, then cursor-down to the bottom of the item record. Press <control> n for a NEW field, then type "m" for message. Type "DO NOT USE THIS RECORD FOR CHARGE-OUT" (use all caps to make the message more visible). Press <control> e to exit full screen editor.
5. If you keyed an analytic record for an item located in the reference collection, you will need to change the item status to "o" (lower case letter o, not numeral zero). While in the item record, type "19", then "o". No need to <return>.
6. Once you are done with the record,
select "q" for quit, then "a" to add the record.
BIB RECORD
BRANCH: __________ SKIP: __________
AUTHOR: _______________________________________________________
TITLE: _______________________________________________________
DATE: __________
SERIES: _________________________________________________________
SUBJECT: _________________________________________________________
ITEM RECORD
ITEM TYPE: 0 (mono)
LOC: __________
STATUS: __________ (Use letter "o" for REF or LIBRARY USE ONLY. Otherwise, leave blank)
MESSAGE: DO NOT USE THIS RECORD FOR
CHARGE-OUT
Full screen editor (FSE) is initiated from within a bib record by selecting "f." The system will re-display the record in FSE mode. The fixed field will be realigned and a brief version of the FSE menu of commands will appear. To see the full FSE editor menu, press <control> f .
Example of a bib record displayed
in FSE mode, with full menu:
B35084649 04-04-96 LAN:eng COU:nyu BRA:cul SKI:4 COP:1 MAT:m GOV: R C:-A cursor will appear on the screen. The arrow keys may be used to move the cursor about the record, and variable fields may easily be changed or added using menu options below. Do not edit fields tagged lower than 100 (001-099).
^N > NEW field ^O > Toggle OVERWRITE/inser t ^E > END
^U > UNDELETE field ^T > TAG info
^R > RESTORE field ^C > Verify MARC CODES ^B > Begin BLOCK
^D > DELETE field ^G > Verify Headings ^P > PASTE block
^A > DELETE character ^W > Diacritics coded/DISPLAYED001 14064308
019 12018877
019 17306598
019 19738205
019 27921983
019 28130730
020 0394900014 :
020 039480001X
010 |z56005470
008 860808c19851957nyua 000 1 eng dcamIa
040 IFA|cIFA|dOCL|dEEP|dNOB|dIKG|dXBE|dPGC
090 PZ5.5.G272|bCat 1985
100 1 Seuss,|cDr
245 14 The cat in the hat /|cby Dr. Seuss
260 New York :|bRandom House,|c[1985], c1957
300 61 p. :|bill. ;|c24
500 "A Beginner Books"
The full screen editor has two editing modes. The currently active mode is displayed in capital letters.
The default editing mode is "overwrite". This means that when you key a character it will type over the character that the cursor is on, replacing the old data with the new. You can toggle to "insert" mode which does not overwrite the existing text. Instead, in this mode characters are inserted in front of the cursor.
^N > NEW field
This option allows you to insert a blank line in which to enter a new field above the field that the cursor is in. INNOPAC displays a ? in the MARC tag column of the new line, indicating that the system is waiting for you to enter the MARC tag, indicators and data for the new line. You do not have to be at the beginning of the line to insert a new field.
^B > Begin BLOCK
^B > End BLOCK
In order to move, paste (i.e., copy), or delete text from within a field or subfield, you must first "block", or mark, that text. This means that you must place your cursor to one side of the area you wish to block. Next, key ^B to begin the block. Then move your cursor with the arrow keys across that portion of the text that you wish to block.
During a block, the <TAB> key will take you to the end of the current subfield. If you are already at the end of a subfield, it takes you to the end of the next subfield. Pressing the <TAB> key is much easier than holding down the arrow key to get to the end of a subfield or field.
There are several things you should keep in mind when blocking. You can block either "forwards" (i.e., left to right) or "backwards" (i.e., right to left). You can only block within the text portion of a field or subfield; you cannot block tags or indicators. You can block across multiple subfields, but not across multiple fields.
Once you have begun a block, you will notice that the menu changes slightly. ^B > Begin BLOCK changes to ^B > End BLOCK so that it is readily apparent that you are in the middle of blocking text. ^D > DELETE field changes to ^D > DELETE block, signalling that you may delete that block.
Having marked the start of your text block, you may continue in a variety of ways, depending upon which action you wish to perform:
Copying a block
In order to copy a block you must
key ^B a second time to end your block. This marks the boundaries
of the text that you wish to manipulate. Copying (i.e., duplicating) a
block involves marking a block, moving the cursor to the desired location,
then pasting the copy (i.e., ^B, ^B, ^P). The text that you have
most recently blocked or deleted goes into your "buffer" where it remains
even after you move to another record. Thus, you can block (or delete)
data from one record and paste it into another record.
Escaping the block
Leaving the field that you have
begun to block without ending the block (i.e., ^B) or deleting the block
(i.e., ^D or <BKSP> or keying new text) cancels the entire blocking
operation. Move the
cursor to another field in order to "escape" blocking if you have changed
your mind about blocking the text. INNOPAC protects you from accidentally
ending your block; at the end of a field, you cannot use the <TAB> or
right arrow keys to escape a block.
^P > PASTE block
After blocking the text you wish to copy, you can then move the cursor and use the ^P option to paste the block into that new location. You can do multiple pastes, but remember what you have blocked!
^R > RESTORE field
If you have edited a field, you may wish to restore that field to the state it was in when you first entered the full screen editor. You may do this by moving the cursor into that field and keying ^R. You may restore a field if you have not left the full screen editor (i.e., if you have not returned to the regular update menu) and you have not verified your headings and substituted an alternate heading for that field.
^E > END
Use ^E to exit FSE. To make your changes permanent, quit, then select "m." To exit with out updating the record, quit, then select "e."