University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

We will explore the following concepts:Organization of data

Introduction to the Voyager (GIL) record structure

Introduction to MARC

MARC record samples from GIL, the UC, and WorldCat

MARC overview quicklist

UNIT 3: Data organization & MARC

In this unit, we will explore data organization and MARC.

Let’s get started with the overview of data organization. Click next to start this unit.

You will with GIL… Click next to get started with this

unit…. or go to the Menu to choose a

different topic.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Data about materials in libraries can be formatted in many different ways. Many libraries use electronic records to organize data. Some libraries use multiple hierarchical records to represent items in their libraries; others use a single approach. UGA uses the hierarchical approach to describe information about library materials.

a bibliographical record (BIB record) to describe the item.

a holdings record (MFHD) to describe the call number, location info, volumes owned, etc. In other words information needed to locate a volume in a library.

an item record (sometimes referred to as a piece or barcode record) to represent each individual item associated with a title. Item records/barcodes are used to charge out (check out) materials.

Organization of data

Let’s see a real example!

Unit3: Data organization & MARC: data overview

Organization of data

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

This is from the Holdings (MFHD) record. The call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record.

This is from the Item record.

}}

Let’s start with the Bib record. Bib record is shorthand for bibliographic record. The Bib record is the descriptive part of the record and is coded in MARC.

} This is from the BIB record

Unit3: Data organization & MARC: the GIL Structure

A view from the GIL OPAC

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

A view from the Cataloging module

Unit3: Data organization & MARC: record structure

Note: the Bib. This is the bib record with its ID (number).

{The bib record..

}}}

Holdings records

Let’s explore the bib record and MARC.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Cataloging: MARC MARC = Machine Readable CatalogingMARC coding is used for bibliographic & holdings records

Confused? Well, let’s see if we can remedy that.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

MARC

Unit3: Data organization & MARC: MARC tutorial

An example of a MARC field.

245 10 Calm energy : ‡b how people regulate mood with food and exercise / ‡c Robert E. Thayer.

Ready to give it a try? Next up the MARC tutorial!

MARC Tag

Delimiter

2nd indicator

1st indicator

Tags represent textual names

They’re divided by hundreds: e.g., 100, etc.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

So, how does this fit together? Let’s take a look.

MARC

Do not proceed until you finish the MARC tutorial. You will need to close out the popup window when you finish the tutorial.

MARC tutorial

Unit3: Data organization & MARC: MARC tutorial

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

.

MOVIE HERE

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

So what is that movie about?

Information in libraries can be stored in a variety of formats. MARC was an attempt to take the information from the card and put it into a machine readable formatMARC drives various databases and displays the information to us in a way that makes sense (hopefully!)We viewed the same record in the GIL technical module, Google Book Search, the UC, the OPAC, and worldcat.org

Now let’s explore how it all fits together.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Voyager (GIL) Record structureRemember:

A record for one title is made up of 3 parts: a bibliographical record (BIB record) coded in MARC to

describe the item a holdings record (also know as the MARC Format Holdings

Data or MFHD for short) describes the call number, location info, volumes owned, etc. In other words, what we actually have on hand.

an item record (sometimes referred to as a piece or barcode record) to represent each individual item associated with a title.

Let’s take a look at some examples in more depth. We’ll focus on the bibliographic (Bib) information in the next slides:

GIL OPAC (Online Public Access Catalog), the public interface of the Libraries’ Catalog

GIL Technical/Cataloging Module, where work is done on the records by Cataloging staff including DBM

Universal Catalog, which is a combined catalog showing all of the materials for libraries within the University of Georgia System

WorldCat (OCLC), holdings from many libraries including UGA

Unit3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Here we see MARC fields:

100 field

245

250 (edition)

260 (publisher)

300 (description)

and 6XX (subject headings).

The GIL OPAC brief view: Hot links will take the user to the author record, or browse by subjects.

GIL OPAC brief view

Unit3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

GIL OPAC the technical view

By clicking on Technical view button in the OPAC, we see the full MARC record, including indicators and delimiters.

MARC TAG (also the MARC field number) is the first 3 digits, e.g., 100

Indicators are the two following characters which affect indexing and filing by the computer. In this case the 245 14, tells the computer: The title is The broker, but begin index/filing at B for broker. In other words, skip 3 characters + 1(for the blank space) to find the first ‘real’ word.

| is a delimiter which is a designator for the beginning of the field and is subcoded with a specific alpha character |c indicates statement of responsibility

Next, the same record in the Cataloging (Technical) module.

Unit3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Note: This view is very similar to the OPAC technical view except that we see the fixed field displayed differently, as well as toolbars and menus to make changes to the records.

Note the Hierarchy button on the top menu. This button shows the holdings and item records associated with this bibliographic record. We will look at the Hierarchy in the next slide.

This is where the fixed field info resides and it is input via drop down menus

UNIT 3: Data organization & MARC: ExamplesCataloging/ Technical Module (GIL/Voyager)

Remember a bib record is just one part of the puzzle. The other two pieces are the holdings and item records. We’ll explore those in a minute. Let’s take a look at a serials record.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

The GIL OPAC brief view

Linking fields: 780 & 785

Note the Continues/Continued by fields. Let’s see this record in the Cataloging (technical) module.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Cataloging/ Technical Module

Note: Note the 246 fields; these are for alternative titles and provide better access

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Serial record, cont’d

Linking fields: 780 & 785

Now that we’ve explored the bib record a little bit, let’s take a look at holdings.

Note: 310 tells frequency

Note: 362 is numbering information for the title as published

DOES NOT reflect our holdings

The holdings record reflects our holdings (i.e., what we own!)

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

In the UC (Universal Catalog) to which UGA Libraries contributes, we see the MARC record but there are no field values. Instead descriptive words are used to assist the user.

Display of institutions is ranked in the UC. UGA is not first for books(hence, our name may not display first under institution). Institution Name, location, call number, comes from the Holdings record (MFHD).

USG’s Universal Catalog Record

Bib record

MFHD

Now, let’s look at the MARC record in the public version of the UC.

UNIT 3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Note: In the technical view of the UC, we see the MARC recordand field values. However, this is the same record as in the previous screen.

Universal Catalog Record: technical view

UNIT 3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

Here is the same record as it appears in the public version of WorldCat. Notice, we are pulling images and summary info from Baker & Taylor, a commercial vendor. Also, the formatting is just a little different.

Record in WorldCat (OCLC)

..and a record in WorldCat (OCLC)

UNIT 3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

OCLC WorldCat (Tech mode)

Here is the same record as it appears in the technical version of WorldCat in the Cataloging Client. Notice, it appears very similar to the technical view in GIL.

Next, a brief overview of MARC and then review

UNIT 3: Data organization & MARC: Examples

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

010 Library of Congress Number (LCCN) 020 International Standard Book Number (ISBN) 022 International Standard Serial Number (ISSN) 035 System Control Number (OCLC Number) 040 Cataloging Source – Source of the record. Each 3 letter code represents a participating institution. 050 Library of Congress Call Number 082 Dewey Decimal Number (at least initial classification) 090 Locally input or member copy call number 1XX Main Entry (generally, the official name(s) of the person(s) who authored or edited it)

100 Personal name 110 Corporate name 111 Conference name 130 Uniform title

245 Title statement (title) & statement of responsibility (author) 246 Variant Title (Other forms of the title) 250 Edition Statement 260 Imprint (place of publication, publisher, and date of publication) 300 Physical Description (volume numbering, illustration, height, pagination, and some info about format (e.g., sound disc,

etc.) 310 Current frequency (serials) 321 Former frequency (serials) 4xx/8xx Series Statements 500 General Notes 504 Bibliography 505 Contents Notes 6xx Subject Headings 7xx Added Entries 780/785 Preceding Entry/Succeeding Entry (serials) 9XX fields (Local, e.g., UGA) :

910 Inventory, Original Cataloged (UGA record/Cataloged at UGA), PromptCat (Vendor) records, or RECON (outsourced cataloging) 912/939 Order information 945 Copy cataloged by UGA 980/981 Acquisitions fields

UNIT 3: Data organization & MARC: MARC overview quick list

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

UNIT 3 Review: Data organization & MARCWe have learned a little about GIL (the Libraries’ catalog) both the OPAC (public view) and the Cataloging module.

We have learned a little bit about the UC (Universal Catalog) which displays holdings from all USG (University System of Georgia) Libraries including UGA.

We have learned a little bit about WorldCat (OCLC).

We have learned a little bit about the Voyager (GIL) database structure.

Remember you can review at anytime by clicking the MENU button. The next review screen has links to the tutorials and major concepts.Unit 4 covers the basics of searching in GIL.

University of Georgia Libraries / Cataloging 2007 http://www.libs.uga.edu/catalog/tutorial design robin fay

UNIT 3 Review: Your turn

Review any of the tutorials or key points listed above. You can also return to the main menu to choose additional topics.

In Unit 4, we will focus on searching in GIL. We we will see how the MARC formatted records fit into the Libraries catalog through searching the OPAC and the cataloging module. Use the next button to continue to Unit 4 or choose the Menu button for additional options.

Review & then take a Break if you need one!

MARC tutorial

LC call numbers quiz

Review GIL record structure