Cataloguing with Sirsi Workflows. Table of Contents Workshop objectives... 1

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1 University of Toronto, Faculty of Information Cataloguing with Sirsi Workflows Instructor: Elisa Sze Librarian, Collections & Public Services Coordinator January 23 Table of Contents Workshop objectives... What is an integrated library system (ILS)?... Cataloguing with Workflows... 2 Cataloguing Terminology... 3 Typical Cataloguing Process... 4 Reference Resources for Cataloguers... 7 MARC 2 Format for Bibliographic Data... 7 Exercise... Further Reading... Related ischool Courses... Workshop objectives This workshop provides an overview of the cataloguing module of Workflows, the staff client used with the SirsiDynix Symphony integrated library system. In this workshop, participants will: Look at the organization of bibliographic and authority records View an example of a Z39.5 client, used for importing bibliographic and authority records Look at examples of copy, derived, and original cataloguing using the MARC 2 bibliographic format Understand the relationship between bibliographic records in the staff client and users' display in the online public accessible catalogue (OPAC) This workshop is designed to complement, but not replace, courses on cataloguing and classification. Related ischool courses include INF 32 Introduction to Bibliographic Control, INF 245 Creation and Organization of Bibliographic Records, and INF 27 Major Subject Heading and Classification Systems. What is an integrated library system (ILS)? An ILS is an automated management tool for tracking collection budget spending, orders, vendors, inventory, and the movement of items in a collection among library users. The ILS communicates

2 $ relevant information to the online publicly accessible catalogue (OPAC) so that users can find out what is available where, as well as manage their library account. SirsiDynix Symphony is a proprietary ILS used by major institutions including the University of Toronto Libraries and the Toronto Public Library. Workflows is the staff client that provides access to the databases managed by the SirsiDynix Symphony system. Figure. Bibliographic records within the technical services workflow. (Processes requiring searching, modifying, or working with a bibliographic record are marked with a star.) Communication Collection Developers Select a work to add to the collection. ILS Acquisitions Staff Search online to find out if, and how, the work can be purchased. $ $ Place the order. Communication Acquisitions Staff ILS Receive and load the order. Acquisitions Staff ILS Communication Cataloguers and Processing Staff Provide bibliographic description and access. Prepare item for public use. Cataloguing with Workflows The Workflows desktop. A menu of modules run across the screen. Tasks for the selected module are organized in a column of boxes down the left side of the screen. Active windows open onto the right side of the screen. Most cataloguing tasks in Workflows are based around a bibliographic record. University of Toronto, Faculty of Information, Information Services Page 2

3 Figure 2. Outline of the Workflows desktop. File Edit Wizards Modules Preference Tools Window Help Acquisitions Booking Cataloging Circulation Configuration ILL... Boxes in the left side menu can be expanded to view all available tasks Common Tasks Titles Call Numbers and Items Authorities Desktop Special Common Tasks Titles Call Numbers and Items Authorities Special Call Number and Item Maintenance: Edit call number, home location, item type, add or delete items SmartPort: Download bibliographic records from other library catalogues Add Title: Add a bibliographic record Modify Title: Edit an existing record Duplicate Title: Copy an existing record and use it as a template for describing a similar work Add Item: Add copies of a work to an existing bibliographic record Edit Item: Modify home location, item type Display Authority: Look for the controlled form of a name, title, or subject heading Transfers: Move volumes or items from one bibliographic record to another Item Search and Display: See what is available in each library Cataloguing Terminology Bibliographic record. A description of a work found in a library collection; the record acts as a surrogate of the work in a library catalogue. University of Toronto, Faculty of Information, Information Services Page 3

4 Item record. A record containing information unique to a particular copy of a work. In Workflows, each item record is linked to a volume record, which, in turn, is linked to the bibliographic record. Access points. Information in a bibliographic record that is indexed for search and retrieval. Usually a controlled term (e.g., name, title or subject heading), a call number, or a standard number (e.g., ISBN). Authority control. Maintenance of a controlled set of headings, in order to bring together like works, to disambiguate between similar or identical headings, and to ensure consistency of headings. An authority record shows the relationship between controlled and related terms that might be found as access points in bibliographic records. A set of authority records form an authority file. Subject heading. A word or series of words that describe the general subject matter of a work; usually a controlled term. Sometimes the controlled term might also express the form or genre of a work. Call number. A numeric/alpha-numeric notation that provides a location for shelving a physical copy of a work, to ensure easy retrieval of the item. Cutter. A numeric/alpha-numeric notation added to the end of a classification number, providing uniqueness to the call number, and distinguishing between different works on the same subject found on a physical shelf. Typical Cataloguing Process Refer to Figure 3 for a visual representation of the cataloguing process.. Look at the bibliographic record(s) in Workflows. Decide which type of cataloguing you will perform: copy cataloguing, derived cataloguing, or original cataloguing? a. Copy cataloguing (i.e., little to no enhancement required to clean up the record) b. Derived cataloguing (i.e., the bibliographic record of a similar, but not the same, work forms the basis of a new record) c. Original cataloguing (i.e., a new bibliographic record is created from scratch) 2. Enhance the bibliographic description according to the level of detail expected by your institution (e.g., minimal level, second level, third level, etc.) Copy Cataloguing Sometimes, copy cataloguing may require you to import a bibliographic record from another library. To import a record from another library, we use a Z39.5 client called SmartPort. To read more about the Z39.5 protocol, see the NISO resources guide, s/z39.5_resources. 3. Assign and/or modify the access points so that your access points can be indexed for browsing purposes: a. Main entry (either name, corporate body OR title choose only ONE of these as the main entry) b. Added entries (subsequent names, corporate bodies, or titles that need to be searchable and discoverable) c. Subject headings University of Toronto, Faculty of Information, Information Services Page 4

5 4. Validate all headings that you have used as access points. 5. Compare your headings against those in the authority file. Do this to ensure that you have chosen the correct heading and form of heading for each access point. If necessary, update existing authority records in the authority file. 6. Assign a call number. 7. Physical items: prepare for circulation (including labeling, stamping, and other applicable ownership marks). Bibliographic records and authority records usually follow the cataloguing standards and practices that have been adopted by your institution. For instance: The descriptive content might adhere to rules such as those set out by the Anglo-American Cataloguing Rules, 2 nd edition revised (AACR2R), Resource Description & Access (RDA), or Rules for Archival Description (RAD) The subject cataloguing might be based on a preferred subject heading system (e.g., Library of Congress Subject Headings, Medical Subject Headings, Art & Architecture Thesaurus, BISAC) or an in-house devised system. The call number might be assigned according to one of the major classification systems (e.g., Library of Congress Classification or Dewey Decimal Classification, along with a Cutter number to ensure each work has its own unique call number on the shelves) OR the institution might use its own accession number system. The metadata of the bibliographic and authority records will be encoded in a way that can be interpreted by a computer, and displayed to the public. Encoding standards include MARC, ONIX, and Dublin Core. The bibliographic and authority records in Workflows rely on accurate MARC encoding, as does the UTL public catalogue. Therefore, staff must have some knowledge of cataloguing standards in order to use the Workflows client effectively. Likewise, no matter how robust MARC may be, the full extent of MARC can only be realized if the staff client and the public catalogue interface are able to interpret and make use of all the metadata enabled by MARC. University of Toronto, Faculty of Information, Information Services Page 5

6 Figure 3. Flowchart depicting the cataloguing process. Item to catalogue Is the record of good quality? Yes Is there a bibliographic record in the system? No Look elsewhere for a good record to copy Yes No Is a good record available to import? Yes No Modify the record as needed (copy cataloguing), and attach your item to it Import the record Can you use the record of a similar work as the basis of a derived record? Yes No Derive the record (derived cataloguing), and attach your item to it Create a record from scratch (original cataloguing), and attach your item to it Assign and/or modify access points Validate all headings used as access points Update, import, or add authority records as needed Assign call number, check shelf-listing, and process University of Toronto, Faculty of Information, Information Services Page 6

7 Reference Resources for Cataloguers Name of e-platform Cataloger s Desktop Classification Web RDA Toolkit UDC Online WebDewey (via OCLC Connexion) Reference resources covered Rule interpretations, subject cataloguing manuals, links to related resources and listserv messages Library of Congress Subject Headings, Library of Congress Classification RDA and AACR (in full) Universal Decimal Classification Dewey Decimal Classification, 23 rd ed. (full) Status ischool subscription ischool subscription ischool subscription ischool subscription ischool subscription URL To access these online resources, contact Elisa Sze (elisa.sze@utoronto.ca) for the login information. Print equivalents are also available at the Inforum; search for the call number using the UTL catalogue. MARC 2 Format for Bibliographic Data The table below lists a selection of commonly used MARC bibliographic tags, indicators and subfield codes. Table 2. Selected MARC 2 Bibliographic tags and fields. Adapted from MARC2 Format for Bibliographic Data ( Tag Indicators Field name Subfield codes st 2 nd 2 ISBN Input without spaces or hyphens 4 Cataloguing Source 5 For University of Toronto ischool, use: CaOTULS Library of Congress Call Number Item is in Library of Congress (LC) Item is not in LC aoriginal cataloging agency blanguage of cataloging ctranscribing agency dmodifying agency University of Toronto, Faculty of Information, Information Services Page 7

8 Tag Indicators Field name Subfield codes st 2 nd 82 aclassification number 2Edition number 9X XX # Dewey Decimal Classification Number Full Edition Abridged Assigned by Library of Congress (LC) Assigned by agency other than LC Local Call Numbers Main Entry Main Entry Personal Name Forename Surname Main Entry Corporate Name Inverted name (e.g., Doe, Jane) Jurisdiction name (e.g., Canada. Department of Justice) Name in direct order (e.g., National Gallery of Canada) Title Statement No added entry Added entry Number of non-filing characters Format: Title : bremainder of title / cstatement of responsibility. Varying Form of Title Note, no added entry Note, added entry No note, no added entry No note, added entry No specific type of title Portion of title Parallel title Distinctive title Other title Cover title Added title page title Caption title Running title Spine title 25 Edition Use ed. for edition. Format: 4 th ed. apersonal name ddates associated with a name acorporate name atitle bremainder of title cstatement of responsibility atitle proper/short title bremainder of title aedition statement University of Toronto, Faculty of Information, Information Services Page 8

9 Tag Indicators Field name Subfield codes st 2 nd 26 Place of publication Format: Toronto : bcoach House Press, c23. 3 Physical description Use p. for pages. Use ill. for illustrated. 49 Format: 3 p. : bill., c23 cm Series statement Series not traced Series traced aplace of publication bname of publisher cdate of publication aextent, such as number of pages bother physical detail, such as whether work is illustrated cdimensions aseries statement vvolume designation xissn If series is traced, an 83 field is also created. 5XX Notes 5 General note Note entered here applies to this manifestation of the work, and is not unique only to the copy on hand. 59 Local note Note entered here applies only to the copy on hand. 6XX Subject Added Entries 6 Subject Added Entry Personal Name apersonal name Forename xgeneral subdivision Surname vformat subdivision Library of Congress Subject Headings Replace all dashes with x or v 6 Subject Added Entry Corporate Name acorporate name Inverted name Jurisdiction name 2 Name in direct order Library of Congress Subject Headings 65 Subject Added Entry xgeneral subdivision Library of Congress Subject Headings vformat subdivision 69 Local Subject Access Field Subject heading entered here applies only to the local library. Use only if it is institutional policy to apply terms to this field. University of Toronto, Faculty of Information, Information Services Page 9

10 Tag Indicators Field name Subfield codes st 2 nd 7XX 7 7 Added Entries Added Entry Personal Name Added Entry Corporate Name Indicators and subfield codes are similar to those found in the XX fields. 83 Series Added Entry Uniform Title auniform title -9 Number of non-filing characters MARC2 standards also exist for encoding authority, holdings, classification, countries, and languages data. When inputting subfield codes in Workflows: The code a should be omitted as a is understood to be the default code. Subfield codes will be replaced with a space upon public display; therefore, do not add another space after each subfield code. EXERCISE See the accompanying Exercise worksheet for detailed, step-by-step instructions. To catalogue using Workflows: Select Cataloguing from the Modules menu. Expand the Titles box from the left side menu. Click on Modify Title. Using the search form, locate the record for the work you want to catalogue. Open the record. Evaluate the record. Modify as necessary. If no records are available, either import one to modify, or create an original record. Add volume and item records as necessary. Continue modifying the record. Check that headings are authorized. Check the shelf list for call number duplication. Figure 4. Wizard icons listed at the top of the Modify Title task window Icon. List the catalog by call number. Icon 2. Validate headings. (Headings in bibliographic record will be checked against authority file.) Icon 3. Insert blank field above current field. Icon 4. Insert blank field below current field. Icon 5. Insert blank field at bottom of form. Icon 6. Delete current field. University of Toronto, Faculty of Information, Information Services Page

11 When validating headings, any headings in the bibliographic record that are marked?unauthorized will be checked against the authority file. You will have the opportunity to accept, browse, or import an authority record at this stage. Usually, to import an authority record from another institution, we use a Z39.5 client called SmartPort. (To read more about the Z39.5 protocol, see the NISO resources guide, If no authority records are available to import via SmartPort, a new heading is then proposed for addition to the authority file. To view the bibliographic record as though you were a public user, go to Item Search and Display. Find the record. Click Display. Look for a red book icon located near the top left of the window. The red book display will show only the information that is available to the public to see. Further Reading Chan, L. M. (27). Cataloging and classification: An introduction, 3 rd ed. Lanham, MD: Scarecrow Press. Kaplan, A. G. (29). Crash course in cataloging for non-catalogers: A casual conversation on organizing information. Westport, CT: Libraries Unlimited. Library of Congress. (25). Understanding MARC authority records: Machine-readable cataloging. Retrieved from Library of Congress. (29). Understanding MARC bibliographic: Machine-readable cataloging. Retrieved from National Information Standards Organization. (23). Z39.5 resources page. Retrieved from Oliver, C. (2). Introducing RDA: A guide to the basics. Chicago: ALA. Related ischool Courses INF32H Introduction to Bibliographic Control INF33H Arrangement and Description of Archival Documents INF245H Creation and Organization of Bibliographic Records INF27H Major Subject Heading and Classification Systems INF286H Metadata Schemas and Applications University of Toronto, Faculty of Information, Information Services Page