Library Solution Reference Manual. Cataloging

Transcription

1 Library Solution Reference Manual Cataloging Version August 2005 The Library Corporation Research Park, Inwood, West Virginia Click here to learn how to navigate through the manual Click here to view frequently used procedures i

2 This portion of the Library Solution Reference Manual describes the features in the Cataloging Program. The Library Corporation s (TLC s) expert and friendly support staff and librarians are available via toll-free telephone to answer all of your questions. Our strong commitment to service is backed by prompt responsiveness to your concerns. This Manual is copyrighted and may only be reproduced by TLC customers for their use. For further information about The Library Corporation s products and services, visit our website at call TLC support toll-free toll free at , or Copyright The Library Corporation All rights reserved. Revised August

3 Contents Introduction Navigating in this Reference Manual Getting Started How to start the Cataloging Program Frequently Used Procedures Toolbar Commands Windows Keystrokes Commands Cataloging Menus File Menu File Login File Search File Search Search Datasets Searching Datasets by Format Limits Searching Datasets by Other Limits Place of Publication Pages Dates of publication Language By Dataset File Search Continue Search File Search Search Queue File Save Record File Open File Template Listing File Close Library Solution Cataloging Contents CAT-iii

4 2.1.7 File Open Internet Queue File Clear Internet Queue File Save As File Delete Record File Map CD-ROM Drives File Batch Print File Batch Print Labels File Batch Print Cards File Batch Print Edit Sheets File Print File Print Print File Print Print Setup File Print Queued Labels File Print Queued Cards File Print Queued Edit Sheets File Save To File Save to Label Queue File Save to Card Queue File Save to Edit Sheet Queue File Save to Z Hide/Show Toolbar Move Toolbar File Load Macros View Macros Review Authority Update Candidates File Exit Edit Menu Edit Cut Edit Copy Library Solution Cataloging Contents CAT-iv

5 2.2.3 Edit Paste Edit Delete Edit New Field Edit Delete Field Edit Add Control Number Edit Add Diacritics Edit Build New Holdings Field (or) Replace Current Holdings Code Edit View Holdings Code List Edit Add/Edit Holdings Field View Circulation Information Limit Holdings Display Edit Select All Edit Delete All Edit Edit Leader Edit Add/Edit 006 Field Edit Edit 008 Field Edit Add/Edit 856 Field Edit Sort Record by Field Number Edit Move Holdings Options Menu Options for MARC Editor Colors (in MARC Editor view) Fonts (in MARC Editor view) Reveal Spaces (in MARC Editor view) Single Space Edit Sheets (in MARC Editor view) Save To (in MARC Editor view) Local Database (in MARC Editor view) Export File (in MARC Editor view) Z39.50 Port (in MARC Editor view) Library Solution Cataloging Contents CAT-v

6 Label Queue (in MARC Editor view) Card Queue (in MARC Editor view) Edit Sheet Queue (in MARC Editor view) Allow Duplicates In (in MARC Editor view) Hide Field Descriptions (in MARC Editor view) Hide Field Lengths (in MARC Editor view) Use Field Editors (in MARC Editor view) Use Holdings Field Editor (in MARC Editor view) Close Editor After Save (in MARC Editor view) Close Result Set After Save (in MARC Editor view) Reopen Search Dialog After Save (in MARC Editor view) Automatic Control Number (in MARC Editor view) Automatic Template Control Number (in MARC Editor view) Cataloging Statistics (in MARC Editor view) Use WISCAT 917 Field Option (in MARC Editor view) Automatic Alternate View Update (in MARC Editor view) User Defined Field Descriptions (in MARC Editor view) Modify Field Descriptions (in MARC Editor view) Save Configuration (in MARC Editor view) Reset Session Configuration (in MARC Editor view) Options for Card Display Fonts (in Card Display) All Fonts (in Card Display) Heading (in Card Display) Call number (in Card Display) Main entry (in Card Display) Body (in Card Display) Notes (in Card Display) Tracings (in Card Display) Library Solution Cataloging Contents CAT-vi

7 Footer (in Card Display) Select Card Configuration (in Card Display) Hex Display Options Colors (in Hex Display) Fonts (in Hex Display) Toggle Hex/ASCII (in Hex Display) Save Configuration (in Hex Display) Reset Session Configuration (in Hex Display) Authority Display Options Fonts (in Authority Display) Save Configuration (in Authority Display) Reset Session Configuration (in Authority Display) Label Display Options Show Outlines (in Label Display) Set Label Fonts (in Label Display) Select Label Configuration (in Label Display) Save Configuration (in Label Display) Reset Session Configuration (in Label Display) Results Sets Options Fonts (in Results Sets) Save To (in Results Sets) Allow Duplicates In (in Results Sets) Detailed Local Data Display (in Results Sets) Save Configuration (in Results Sets) Reset Session Configuration (in Results Sets) Options for Holdings Display (of Serial Records) Fonts (in Holdings Display) Detailed/Condensed Status Data (in Holdings Display) Show/Hide Full Holdings Information (in Holdings Display) Library Solution Cataloging Contents CAT-vii

8 Show/Hide Publication Pattern (in Holdings Display) Show/Hide Item Information (in Holdings Display) Save Configuration (in Holdings Display) Reset Session Configuration (in Holdings Display) Options for Macro Keystroke Viewer Align Horizontally/Vertically (in Macro Keystroke Viewer) Fonts (in Macro Keystroke Viewer) Save Configuration (in Macro Keystroke Viewer) Reset Session Configuration (in Macro Keystroke Viewer) Movement Menu First Previous Next Last By Sequence Verify Menu Verify Local Authority Authority Controlled Fields Authority Control in Daily Cataloging Authority Approval Window Automatic Local Authority Save Uncontrolled Authority USMARC (MARC 21) Validate Record OCLC Validate Record Windows Help Contents Help Keys About Library Solution Cataloging Contents CAT-viii

9 Appendix A. Miscellaneous Cataloging Procedures A1. Working With "Bound With" Titles A.2 Editing Export File or Print Queue Files A.3 Loading MARC Database Updates A4. Cataloging "On Order" Titles from Acquisitions A5. Creating Original Cataloging Records Appendix B. Windows Keystroke Commands Appendix C. Macro Script Generator Appendix D. Control Numbers: Overview Appendix E. Card and Label Configuration E1. Card Configuration and Printing E1.1. Using the Windows Print Manager to Configure Your Printer E1.2. Setting Up Paper Sizes With Windows E1.3. Creating Card Configurations E1.4. Changing Card Configuration Settings E1.4.1 Configuration Settings: Card Stock E1.4.2 Configuration Settings: Classification Options E1.4.3 Classification Options: LC Classification E1.4.4 Classification Options: Dewey Classification E1.4.5 Classification Options: Local Classification E1.4.6 Configuration Settings: Dimensions E1.4.7 Configuration Settings: Extracted Subfields E1.4.8 Configuration Settings: Fonts E1.4.9 Configuration Settings: Headings E Configuration Settings: Miscellaneous E Configuration Settings: Shelflist E1.5. Printing Cards E1.5.1 Printing a Card Set or Individual Card for a Record Onscreen E1.6. Reprinting Print Queue Files (for Cards, Labels, or Edit Sheets) Library Solution Cataloging Contents CAT-ix

10 E2. Label Configuration and Printing E2.1. Creating Label Configurations E2.2. Changing Label Configuration Settings E2.2.1 Configuration Settings: Barcode Information E2.2.2 Configuration Settings: Classification Options E2.2.3 Classification Options: LC Classification E2.2.4 Classification Options: Dewey Classification E2.2.5 Classification Options: Local Classification E2.2.6 Configuration Settings: Copy Information E2.2.7 Configuration Settings: Extra Fields E2.2.8 Configuration Settings: Extracted Subfields E2.2.9 Configuration Settings: Fonts E Configuration Settings: Label Stock E Configuration Settings: Local Information E Configuration Settings: Spine/Pocket Information E Configuration Settings: Pocket Layout E Configuration Settings: Repeatable Fields E Configuration Settings: Volume Information E3 Printing Labels Appendix F. Cataloging Utilities F1 File Menu F1.1 Batch Load Bibliographic Records F1.1.1 Batch Load Bibliographic Records dialog fields F1.1.2 Batch Load Errors F1.1.3 Load to Acquisitions F1.1.4 About Split Headings F1.2 Batch Load Name Authority Records F1.3 Batch Load Subject Authority Records F1.4 Extract Records Library Solution Cataloging Contents CAT-x

11 F1.5 Batch Delete F1.6 Verify Uncontrolled Headings F1.7 Load CD F1.8 Global Edit utility F1.9 Update Local Authorities F2 Database Menu F2.1 Login F3 Configure Menu F3.1 Deleted Records File F3.2 Security Setup F3.3 Validate URLs F.3.4 Split Headings F4 Batch Printing Menu F4.1 Label Printing F4.2 Label Stock Test F4.3 Card Printing F4.4 Card Stock Test F5 Help Menu Appendix G. Z39.50 Profiler G1. Searching with Z G2. Creating or Using a Z39.50 Server Profile G2.1 Using profiles supplied with Library Solution G2.2 Creating a new profile G3. Profile Editor Features G4. Messages from the Z39.50 Client and Server Appendix H. Authority Control: Overview Appendix I. MARC Record Length and Field Length Appendix J. Online Holdings Editor Library Solution Cataloging Contents CAT-xi

12 List of Tables Table 2-1. Diacritics Table. Special Characters Table 2-2. Fields Under Authority Control Table 2-3. Subject Thesauri in Bibliographic 6XX Fields Table F-1. Authority Verification Messages Table F-2. Authority Exception/Errors Table F-3. Split Headings Outcomes Library Solution Cataloging Contents CAT-xii

13 Introduction The Cataloging Program gives you the tools and features you need to catalog a MARC record quickly and accurately and to maintain your Library Solution database: Access to LC MARC bibliographic records as resources for reliable cataloging data, and to the TLC National Authority Database (LC's Names, Subjects, and other subject thesauri authority records) for authority verification. Automatic authority control, including easy creation of system-generated authority records for unknown subject headings and names. Authority control includes direct verification against the National authority databases for LC Names and multiple subject thesauri: LC Subjects, LC Children's Subjects, Sears, and MeSH. Access to your own MARC file in the "Local Database" for easy file maintenance Automatic or supervised control of editing, and full screen editing MACRO language and MARC-aware macros ALA/USMARC character set fonts Editor windows for the Leader, fixed fields (006, 007, and 008), and 856 (electronic access field) enable easy editing and ensure compliance with MARC 21 rules. Context-sensitive Help for procedures and field-by-field access to the Cataloger's Reference Shelf, which includes MARC 21 format rules for fields, indicators, and subfields. Place the cursor in a MARC field of interest, and then press the F1 key. Alternative views of MARC records: MARC editor, card view, hex display, authority display, and label display Easy access to bibliographic, authority, and community information MARC records, to create, edit, and delete records. Library Solution Cataloging Introduction CAT-1

14 Your changes in MARC records are reflected immediately in the PAC and Circulation modules, so you never need to wait for updates. (During busy times, there may be a delay of a few minutes in the PAC.) Library Solution Cataloging Introduction CAT-2

15 Navigating in this Reference Manual This manual has been formatted to utilize the navigational features available in Adobe Acrobat Reader (version 5 or later). Use the Fit Page or Fit in Window feature on the Adobe Acrobat View drop-down menu to see the entire page on your screen. Use the Next Page or Previous Page arrows to move forwards or backwards one page in the text. (Figure 1) Use the First Page or Last Page arrows to move to the front or back of the manual. Underlined portions of the text are links to related information. Click on a link with your mouse to go to the destination. Use the Back button to return to the last page viewed. The Contents and links at the top of every page will take you to the appropriate section. Page numbers in the are linked to their referents in the text. Click the Bookmarks tab in the panel to the left of the page to view and use navigational links from any place in the document. Use the Search feature on the Adobe Acrobat Reader Edit drop-down menu (Figure 2) to search for specific words in the manual. Figure 1. The Adobe Acrobat Reader navigation bar. Figure 2. The Adobe Acrobat search menu Library Solution Cataloging Introduction CAT-3

16 1. Getting Started 1.1 How to start the Cataloging Program To open the Cataloging program: Click the Start menu. Select Library Solution, and then select Cataloging. The Database Login window appears (Figure 1-1), asking you to enter your User Name and Password. Check with your system administrator if you do not know your User Name or Password. Figure 1-1. The Login window Library Solution Cataloging 1. Getting Started CAT-5

17 1.2 Frequently Used Procedures Click on a link to view information on a topic or refer to the appropriate section in this manual. Accessing Records from the World Wide Web (see section 2.1.7) Adding/Editing Holdings Field Information (see section ) Searching Databases (see section 2.1.2) Cataloging "On Order" Titles from Acquisitions (see Appendix A) Changing Barcode Numbers (see Appendix A) Creating Original Cataloging Records (see section A5) Deleting Records (see section ) Editing Export File or Print Queue Files (see Appendix A) Editing Records (see section 2.2) Exiting Cataloging (see section ) Loading MARC Database Updates (see Appendix A) Printing (see section ) Saving Records (see section 2.1.3) Working With "Bound With" Titles (see Appendix A) Library Solution Cataloging 1. Getting Started CAT-6

18 1.3 Toolbar Commands The toolbar is a row of buttons at the top of the main window which represents application commands. Clicking one of the buttons is a quick alternative to choosing a command from the a menu. Buttons on the toolbar activate and deactivate according to your current activity. For example, the cut, copy, and paste buttons are available only when you are within the MARC Editor view. You can hide the toolbar or move the toolbar by selecting options on the File menu. Library Solution Cataloging 1. Getting Started CAT-7

19 1.4 Windows Keystrokes Commands See Appendix B for a detailed list of the keystrokes that can be used for various toolbar commands. Library Solution Cataloging 1. Getting Started CAT-8

20 2.0 Cataloging Menus The Cataloging program has a Menu Bar at the top of each screen which displays the drop-down menus available from that location (Figure 2-1). Left click on a Menu Bar item to view the list of available features. 2.1 File Menu The File menu (Figure 2-2) provides commands for searching datasets, creating new files, opening existing files, saving files, printing files, and other functions. The available functions depend on the selected view of the current record (MARC editor, card view, etc.). You can also exit the Cataloging module from this menu. Figure 2-1. Portion of Cataloging window showing Menu Bar and Button Toolbar Figure 2-2. The File Menu. (Unavailable features are grayed.) Library Solution Cataloging 2.0 Cataloging Menus CAT-9

21 2.1.1 File Login Use the Login command on the File menu if an initial attempt to login to Cataloging failed. For example, if the user typed an invalid User Name or Password. The Login command is available on the File menu only if the user is not currently logged in. Note: This option does not allow a new user to re-login as a different user. If this is necessary, close Cataloging and restart the program. To login: 1. If an initial attempt to login fails, click OK to exit the Database Advice error message. Select the File menu, and then select Login. 2. Enter the User Name and Password. Click the Connect button, or press Enter. Library Solution Cataloging 2.0 Cataloging Menus CAT-10

22 2.1.2 File Search File Search Search Datasets To search for MARC records, use the Search Datasets option on the File menu to reach the Searches window (Figure 2-3). You can search MARC datasets by Record Type, such as Bibliographic, Authority, or Community Information, and by various Search Types, such as Author or LCCN. In advanced search techniques, you can also set material Format Limits (Figure 2-4) and/or Other Limits (Figure 2-5), such as Place or Date of publication. The Search Datasets button To set up your search: 1. Click the radio button to the left of the type of record for which you wish to search, for example, Bibliographic. 2. Click the radio button to the left of the type of search you wish to perform, for example, Title. 3. To limit your search, for example, choose either of the other tabs at the top of the page: by Format Limits or Other Limits. (See these topics, below.) 4. Type your search argument. For example, in a title search, type the first word or words of the title. Figure 2-3. The Searches window, Search Type tab Library Solution Cataloging 2.0 Cataloging Menus CAT-11

23 5. To begin the search, click OK. The results (or "hit list") will be displayed in a result set window (Figure 2-6). Note: If you are searching records on CD databases, you can set the configuration to search every dataset and display a result set for each. To do this, select the check box beside Extend search through all selected datasets. If you choose to stop the search after the first result set is displayed, you can still continue the search with the next dataset. 6. If no records are found that meet your search criteria, an initial message window may display: "Unsupported record class. Check the limits." This is not a problem. Simply click OK, and let the search continue. A final message window displays: "Search Key not found." Go back to the Searches window and enter your search information a different way. Figure 2-4. Searches window, Format Limits tab Figure 2-5. Searches window, Other Limits type Library Solution Cataloging 2.0 Cataloging Menus CAT-12

24 Figure 2-6. Sample Results Set Searching Datasets by Format Limits To limit bibliographic searches by type of material: 1. Click on the Format Limits tab at the top of the Search Datasets dialog. A list of available formats is displayed, as show in Figure 2-4. The default selection is "Any Format," or whatever you selected in the last search. 2. Click in the check box beside the Format(s) you want. You can choose more than one format, for example, Book and Computer File. This search method will limit your result set to records that are comprised of both a Book and a Computer File. Library Solution Cataloging 2.0 Cataloging Menus CAT-13

25 (To determine format, the system regards codes in the Leader character positions /06, /07, and /08 and field 006, if any. For information on these MARC fields, see the Cataloger's Reference Shelf.) You cannot select more than one format limit when you choose "Any Format" or "Any Non-print." Choosing either of these options automatically clears the other format limits. After you select a Format Limit, your selection will be displayed above the Format Limits tab, even when you have selected another tab on the Search Datasets dialog. 3. To start the search, click OK or press Enter. To de-select Format Limits: Select the Format Limits tab and click the check box or the description for that limit. If you do not select any format, the default will search Any Format. Searching Datasets by Other Limits When the Bibliographic Record Type is selected in the Searches dialog, the Other Limits tab (Figure 2-5) displays additional elements, listed below, that you can use for limiting searches. Place of publication To limit search by place of publication: 1. Click on the Place check box on the left side of the dialog. The Place icon will appear on the left and also above the Other Limits tab. The Place edit box opens on the right. 2. Enter the three-letter country code specified in the MARC Code List for Countries. The Place Icon Library Solution Cataloging 2.0 Cataloging Menus CAT-14

26 3. To limit a search to materials published by a country whose code contains political subdivisions (such as the United States, United Kingdom, and Canada), replace the political subdivision codes with "?" followed by the country code. For example??u will limit search to all states. 4. To turn off place limiting, click the Place icon displayed above the Other Limits tab, or click the icon, check box, or description on the Other Limits tab. Note: The place limiting feature searches for the country code in the 008 field, character positions For more information, see the Cataloger's Reference Shelf. You can access MARC 21 help for the 008 field directly by opening the Edit 008 dialog when any MARC record is displayed in the MARC Editor. Position the cursor in the country code box, and press F1. Pages To limit search by number of pages in a publication: 1. Click the Pages check box on the left side of the dialog. The Pages icon appears on the left of the dialog and also above the Other Limits tab. The Pages edit box opens on the right. 2. Enter one of the four types of Pages entries, as shown by these examples: Searches for items with exactly 365 pages Searches for items with a maximum of 365 pages (or items with no pages information) Searches for items with 365 pages or more Searches for items with a number of pages in a range of 200 or more up to 365 The Pages Icon 3. To turn off pages limiting, click the Pages icon displayed above the Other Limits tab, or click the icon, check box, or description on the Other Limits tab. Note: The pages feature searches for the number of pages entered in MARC field 300 (physical description). In the current version of Cataloging, the maximum limit is 65,535 pages. For more information on field 300, see the Cataloger's Reference Shelf. Library Solution Cataloging 2.0 Cataloging Menus CAT-15

27 Dates of publication To limit search by date of publication: 1. Click in the Dates check box on the left side of the dialog. The Dates icon appears on the left and also above the Other Limits tab. The Dates edit box opens on the right. 2. Enter one of the four types of Dates entries, as shown by these examples: 1992 Search for items published in Search for items published up through and including Search for items published in 1992 and following years Search for items published between 1992 and 1995, inclusive The Dates Icon 3. To turn off date limiting, click the Dates icon displayed above the Other Limits tab, or click the icon, check box, or description on the Other Limits tab. Note: The date limiting feature searches for publication date in 008 fields, character positions For more information, see the Cataloger's Reference Shelf. You can access MARC 21 help for the 008 field directly by opening the Field 008 Editor when any MARC record is displayed in the MARC Editor. Position the cursor in the date text box, and press F1. Language To limit search by language: 1. Click on the Language check box on the left side of the dialog. The Language icon will appear on the left and also above the Other Limits tab. The Language edit box opens on the right. 2. Enter the three-letter language code specified in the MARC 21 Code List for Languages. The Language icon Library Solution Cataloging 2.0 Cataloging Menus CAT-16

28 3. To turn off language limiting, click the Language icon displayed above the Other Limits tab, or click the icon, check box, or description on the Other Limits tab. Note: The language limiting feature searches for the language code in the 008 field, in the character positions specific for the record format. For more information, see the Cataloger's Reference Shelf. You can access MARC 21 help for the 008 field directly by opening the Edit 008 dialog when any MARC record is displayed in the MARC Editor. Position the cursor in the language code box, and press F1. By Dataset Limit searches to one or more selected databases, or change the search order In the File menu Search Datasets search dialog, you can limit your search by selecting or de-selecting one or more datasets to be searched. You can also specify the order in which the datasets will be searched. Select the Other Limits tab, and then the By Dataset check box. The By Dataset icon will appear on the left and also above the Other Limits tab. A list of available datasets will appear on the lower part of the dialog, along with buttons for Load and Save By Dataset selections. Important! If you choose NOT to search the Local Database, the "No Local Database" icon will display above the Other Limits tab to remind you of the limitation. It is recommended that the Local Database be positioned first in the search order, especially when you are cataloging new titles or items (additional copies or volumes of existing titles). If this icon is present, you can click on it to automatically return the Local Database to the dataset search. Loading LC MARC Current CD and other MARC updates: When you receive update "Current" CDs from TLC, follow the instructions in the "Release Notes" which accompany the CD. For more information, consult your system administrator. Also note that after you load any new database or update, that dataset will appear last in the By Dataset search order. To remind you of this, each time you start Cataloging, a message will appear announcing each new database. The message will appear every time you start Cataloging until you correct and save your dataset search order. By Dataset Icon "No Local Database" Icon Library Solution Cataloging 2.0 Cataloging Menus CAT-17

29 About searching for National authority records: In the current version of software, catalogers cannot perform direct searches of the National Authority Database that is used for verification, but they can search a copy of the LC Name and Subject files at TLC via Z39.50 searching in Cataloging. In the Searches dialog, click the Other Limits tab, then click the By Datasets check box, and select the TLC Authorities database. If you do not see it listed here, you can obtain the proper Z39.50 Profile by contacting TLC Support for more information. Guidelines for using By Dataset limits: If By Dataset not selected: If you do not set up any limits By Dataset, your searches, by default, will first search your Local Database and then any datasets that may be loaded, unless you save a new search order. The other datasets will be searched using the default dataset search order. The search will proceed in sequence through the datasets until a hit occurs. Then the search will stop and display a Result Set ("hit list") of records found. Local Database not searched: When you make a By Dataset selection, you can choose to bypass your Local Database. If you do this, a special icon will appear on the upper right of the Search Datasets dialog box to remind you, since bypassing the Local Database is not usually recommended. If this icon is present, you can click on it to automatically return the Local Database to the dataset search. To select/de-select datasets: To select, click on a dataset to highlight it. Or, you can press the up or down arrow to move the outline focus to a dataset and then press the spacebar. To de-select, use the same procedures. To change order of searching: Datasets are searched in the order in which they are listed. To change the position of a dataset in the list, first use the up or down arrow to move the focus outline to that dataset. Then, to move the dataset higher in the list, press Ctrl + up arrow one line at a time. To move it down, use Ctrl + down arrow. To search: When you have made Dataset selections, and if other search information has already been established, select the OK button (you do NOT need to select the Save or Load check boxes except in certain circumstances, explained below). Or, if necessary, select the Search Type tab and enter search information. Library Solution Cataloging 2.0 Cataloging Menus CAT-18

30 The changes you have made in By Dataset will remain in effect throughout the current work session. You do not need to select By Dataset for every search. However, if you wish to save this order as your default database search order, then select the Save button. The next time you start Cataloging, the order you just saved will be the new default database search order. To search another dataset: If your search produces a result set from one dataset, and you wish to continue the search with other datasets, select Continue Search from the File menu, or click the Continue Search button on the toolbar. Extend search: If you wish to extend a search automatically to all selected datasets, select the check box on the Search Type tab beside Extend search through all selected datasets. Save: To save By Dataset changes as your default dataset search order for future work sessions, select the Save button. Then perform a search (any search) to complete the save. Load: To load your default dataset search order: Select the Load button. To select one or more Other Limit(s): 1. Click the check box beside the description or anywhere on the description. 2. An edit box will open on the right, ready for your search limit information. When you select one or more Other Limits, the icon(s) representing the limit(s), will be displayed to the left of the check box. Icons will also display above the Other Limits tab, even when you have selected another tab on the Search Datasets dialog. To de-select any Other Limit: Click on the icon displayed above the tab, or select the Other Limits tab and click on the icon, the check box, or the description for that limit. Other Limits for Authority Record Type: Only By Dataset limiting is available. Library Solution Cataloging 2.0 Cataloging Menus CAT-19

31 Other Limits for Community Information Record Type: You can limit searches for Community Information records by the following, in addition to Language and By Dataset limiting: Action Date (date the MARC record needs to be looked at again): Enter date in this form: YYYYMMDD Dates (of event, program, etc.): Enter either beginning or ending date of program, in form noted above. Note: These two search limiters will search dates in field 004 in Community Information records. Results Sets The result set typically includes the following elements: Candidates - Number of matches found Current Entry - Position of highlighted entry Pages - Number of pages of result set (100 items per page) Current Page - Page of results set displayed Search Key - Type of search performed Date - Date of publication Pub - Code in 008 field for the place of publication Pgs - Number of pages Type - Material type Lng - Language Dataset - Dataset searched Library Solution Cataloging 2.0 Cataloging Menus CAT-20

32 To view the result set: To display more titles in the list, use the up or down arrow keys in the scroll bar on the right. To scan a page at a time, press the Page Up or Page Down keys. To view detailed information about entries in the Local Database result set: You can view indicators and subfields in the Options Detailed Local Data Display result set view (Figure 2-7) by selecting Detailed Local Data Display on the Options menu, or by clicking the Detailed Result Set Display button (page icon) in the toolbar. If you are viewing the result set of an authority search, this information can help you troubleshoot authority inconsistencies. (See Appendix H for an overview of Authority Control.) To select record(s) from the result set: The first item in the list has the Windows outline "focus." To select this item, press Enter. To select a different item, you can move the focus up or down by pressing the up/down arrow keys and pressing Enter. You can also click on an item to highlight it and press Enter, or simply double-click a line. To select more than one record from a result set, click once on each line to highlight it. When the ones you want are highlighted, press Enter. Each record will appear in a separate MARC Editor window. Tip: After at least one record has been retrieved, and if the MARC Editor view for a record is the active window, click the red or blue arrow keys in the toolbar to select the next or previous records in Figure 2-7. A Detailed display of a Subject search Library Solution Cataloging 2.0 Cataloging Menus CAT-21

33 the result set. This is a quick way to view several records in a result set one by one, if you are not sure which record you want. If there are more than 100 hits, additional result set pages will be available. When the result set is the active window, use the red or blue arrow keys to move to another page. To queue and retrieve records on another disc of a published dataset: When you select a record located on another disc, the query is automatically "queued" for later retrieval. When you load that disc, retrieve records by selecting the File menu, Search Queue, or click the Search Queue button on the toolbar. Note: With the Library Solution system, you will rarely need to use queuing, since most published resource databases will be loaded to the system Server's hard drive. Thus, you can retrieve records immediately. Information in result sets: The amount and kinds of information displayed in a result set depend on the search key and the dataset searched. Two types of results sets are available: one set contains hits from the dynamic Local Database. The other set contains hits from the resource MARC records in the LC MARC file (or any other static published datasets on CD or loaded to the Library Solution Server hard drive). In addition, if you use the File Open command to open a file of records from outside the Local Database, the list of records is also referred to as a result set. Both types of datasets, and the results available from them, are discussed below. Published Databases: A result set from a published resource database (like the LC "Current" file) is always stable. You can page through the result set confident that a stable set of all keys will be available for review and that the same search will always produce the same result set. You will always know the number of candidate keys and pages of keys in the result set. All possible search keys are counted before any limits are applied. This explains why, if you have limited the search, some result set pages contain no entries. Library Solution Cataloging 2.0 Cataloging Menus CAT-22

34 A result set from a published database usually displays additional information: the search key (first 30 characters), sometimes two letters of author's name, publication date, place of publication code, number of pages, material format, disc number, name of dataset. Local Database: Result sets from the Local Database may look different from those for searches of published databases. The default Local Database result set display is the Standard Local Data Display. This is similar to result sets for published databases (first 30 characters of the search key, publication date, etc.). If you prefer, you can view the results in a "detailed" form: this includes the complete entry for each item meeting the search argument, including field indicators and subfield codes. Select Detailed Local Data Display on the Options menu or click the Toolbar button. Another important difference is that it is possible for the indices of the Local Database to change. If you save a record to or delete a record from the Local Database while a result set for the Local Database is open, keys for that result set may have been added or deleted. Therefore, if you need to see a record again, you should close the current result set and perform the search again File Search Continue Search When the search process locates items in any dataset established in the search order, it stops and displays a result set. Select the Search Continue Search option to continue the last search, beginning with the next dataset in the search order. If you are using a By Dataset limit, the search will continue by going to the next selected dataset. If you wish to extend a search automatically to all selected datasets, select the check box beside Extend search through all selected datasets on the Search Datasets window. The Continue Search button Library Solution Cataloging 2.0 Cataloging Menus CAT-23

35 File Search Search Queue After searching, matching records are displayed in a result set. If you select a record that is not found on the MARC CD dataset currently loaded or specified in the By Dataset search limiting, then the request for that record will be added to the search queue. The number of items in the queue is displayed at lower right of the main Cataloging window: "Items ##." Note: With the Library Solution system, you will rarely need to use queuing, since most published resource databases are immediately accessible. Thus, you can retrieve records immediately. The Search Queue button When you are ready to retrieve records from the queue, load the appropriate MARC dataset disc. Then, select the Queued Items button on the toolbar, or use the File Search Queue option. A list of queued items will be displayed. To select an item, double-click on it. You can also use the up or down arrow keys to highlight the item; then press Enter. If you do not wish to keep an item in the Queue, click on the item or use the arrow to move the highlight to that item. Then press Delete. Items stay in the Queue until you delete them. (Once an item is selected it is removed from the queue.) When you exit the Cataloging module, any unviewed records remain in the Queue and will be available in your next work session. Library Solution Cataloging 2.0 Cataloging Menus CAT-24

36 2.1.3 File Save Record Use this File menu command to save the current MARC record to your Local Database, export file, Z39.50 port, and/or label, card, or edit sheet printing queue. To configure where records should be saved, use the Options Save To feature. This option is for configuration only when a record is displayed in the current MARC Editor window or when a result active window. To save, you can also use the red Save Record button on the toolbar, or press the F9 The Save Record button available set is the key. What happens during a save to the Local Database: To preserve the integrity of your local data, the system automatically checks several elements in the record, including the following: Authority verification: When you save a bibliographic record, the system tries to validate each subject, name, or series title against authority records already in your Local Database or the National Authority Database. If there is no match for an entry plus any subdivision(s) in either location, exceptions are reported in the Authority Approval window. Authority control and Verify menu options: If Automatic Local Authority is checked on the Verify menu, authority control processing is concealed, except for certain conditions that the system will prompt the user to catalog manually. If Save Uncontrolled Authority is checked instead (also on the Verify menu), no subjects, names, or series will be verified; this latter selection is NOT recommended except in special circumstances. To apply authority control at a later time, run Verify Uncontrolled Headings in the Cataloging Utilities. See the Library Solution Authority Control Reference Manual for more information. Duplicate record: If the record you are attempting to save is from an outside source, and it is found to be a duplicate (same control number) of a record already in the Local Database, a message window appears: "External record will overwrite Local Database record! Do you wish to overwrite?" Answer NO, if you do not want your existing record to be lost. The new record will not be saved. Tip: If you want to compare this record with your existing record, leave the MARC Editor window open and perform a new search to find your existing record. While both records are displayed, you can copy and paste any new information into your existing record if you wish. Then Save Record on the existing record. Simply close the external record without attempting to save again. Library Solution Cataloging 2.0 Cataloging Menus CAT-25