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Guide to Cataloguing clone

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This guide was kindly developed and shared by BASE colleagues. Please send any feedback to baselibrary.consortium@nhs.net.

First published June 2013, revised June 2015, July 2016, April 2018 and November 2018.

Additions and amendments to this version of the guide are highlighted in yellow.

Superseded guidance is crossed through.

Contents

2. Before you start
3. How to add a new title: download a MARC record using Z39.50
4. Cataloguing Standards (revised July 2016)
5. How to catalogue when a Z39.50 MARC record isn’t available
6. Adding an authority (personal author)
7. Adding items to a catalogue record
8. How to add a copy to an existing record
9. Modifying and withdrawing items and modifying full MARC/catalogue records
10. Add a ‘Brief Title’
11. Cataloguing equipment
12. Cataloguing multi-part sets
13. Cataloguing e-books and electronic publications
14. Adding an e-item to a bibliographic record
15. Merging records on Koha
16. Importing MARC records/MARC Modification Templates
17. Other useful information
Help files
Koha Community manuals
BASE Guides
Item types on Koha

Before you start

Decide on the appropriate method of cataloguing the item.

Before you start...

How to add a new title: download a MARC record using Z39.50

From the Koha homepage click on Cataloguing > New from Z39.50/SRU search

You can either choose the framework you’d like to import the record in to first by clicking on the dropdown arrow or go straight into the search facility.

Enter details of the record you are looking for, ideally ISBN or title. You can enter details in more than one field, i.e. enter both the title and author.

Then select the catalogues (‘search targets’) you would like to search for the MARC record.

Click ‘search’.

If the title you are looking for isn’t found, click the ‘Try Another Search’ button at the bottom of the list to try searching another catalogue.

If the title is still not found, you will need to create the bibliographic record from scratch within Koha, see section 5.

Once you have identified the correct title from the list, click ‘Import’ to import the MARC record into Koha.

If you did not first select the framework to import the record in to, the record will be displayed as a full MARC record with elements grouped into numbered tabs.

To only show the fields that are relevant for BASE current needs, click on the button named ‘Settings’ to select the applicable BASE framework from the drop down list.

  • BASE Consortium Book
  • BASE Consortium Equipment
  • BASE Consortium Ebook
  • BASE Consortium Article
  • BASE Consortium Multimedia
  • BASE Consortium Brief Title – NB: this should be used to add ILL/British Library books to the system
  • BASE Consortium Journals
  • BASE File

The frameworks are sets of default fields that are applicable to different resource types. On selecting a framework you hide the fields in the MARC record that are not contained in the framework.

Add subject terms
It is likely that any subject terms contained in the downloaded record will need to be deleted as they will not be a Wessex subject heading.

You can access both the Wessex classification scheme and the Wessex Subject Headings from the links at the top of the screen:


Add up to three subject terms in the 650 field.

Click ‘Repeat this tag’ to add a subject term. Click ‘delete this tag’ for the unwanted subject term.

You will then have a blank 650 field to select the correct subject term for. Do this by clicking on the ‘Tag Editor’ button.

Type in your search term and click ‘start search’ to display a list of matching Wessex subject headings.

Suggested headings may also appear whilst you are typing your search term.

Carefully select the correct subject term(s). See the Wessex scheme http://www.swimsnetwork.nhs.uk/modules/cataloguing/wessex-scheme/wessex-annotated-subject-headings-new/ for definitions of each term.

Click ‘choose’ to select the appropriate subject heading for the item record.

Your subject term in 650$a is now attached to the authority number in 650$9.

Add the classification scheme and an associated item
Add the classmark to the relevant field; ‘060’ for NLM, ‘090’ for Library of Congress and ‘099’ for Wessex.
Additional points to note
  • Remove misleading ISBNs, e.g. those for hardback editions if you are cataloguing a paperback and the hardback isn’t held within BASE. (Note: all formats of a title held in the BASE collection (i.e. e-book, paperback, hardback, etc) should now be listed on the same bibliographic record to enable easier user retrieval)
  • Update the 001 and 008 fields as per the cataloguing standards.
  • Optionally remove any pagination in field 300.
  • Downloaded records won’t match the BASE cataloguing standards, but there is no need to amend all the fields in the record to exactly match these standards; downloading MARC records is intended to save time and effort, rather than increase it!
  • Repeat a field or subfield using the tag clone  button available at each field
  • If your organisation has a Discovery Service, allow one day for the catalogue to be refreshed, then ensure that your new items appear on the Discovery Tool.
Click to save the record, ‘save and view’ the record or ‘save and edit items’ to add items to the bibliographic record. (See also ‘Adding items to a catalogue record’.)

 Cataloguing standards

All of the fields below should have data entered.

Any other fields that include data can be removed from imported records if not useful to members – you can clear the content of extra tags by clicking on the small x alongside the entry.

Please note: ‘^’ indicates a ‘space’ in the examples.

Field Label Tag Information to Enter
Leader 000 This is an auto-completed field; do not delete any information here

Note: Click ‘Tag Editor’ at the end of this field to change the item icon displayed on the OPAC. Go to field 6 ‘Type of record’, change to ‘g – projected medium’ for a film icon.

(The ‘BASE Consortium Multimedia’ cataloguing framework will default to display the film icon)

a – Language material j – Musical sound recording
c – Notated music k – Two-dimensional nonprojectable graphic
d – Manuscript notated music m – Computer file
e – Cartographic material o – Kit
f – Manuscript cartographic material p – Mixed materials
g – Projected medium r – Three-dimensional artifact or naturally occurring object
i – Nonmusical sound recording t – Manuscript language material
Control No. 001 Delete the current information and replace with ‘i’ followed by ISBN number i.e.: i9781107686465 or ‘s’ followed by ISSN number. Leave completely blank if no ISBN or ISSN.
Date & Time of Latest Transaction 005 If shown, this field will auto-complete when clicked in and can remain
Fixed length Data Information 008 This is an auto-completed field; do not delete any information here.

Important: Click the ‘Tag editor’ button and add the publication date to the ‘Date 1’ field. This allows the title to be displayed in the correct date order on the opac.

LC Control Number 010 This can be deleted
ISBN 020 Enter both 13 and 10 digit ISBNs where they are available, there are two ISBN fields. An ISBN converter is available at: http://www.isbn.org/ISBN_converter.
No spaces between digits.

[remove hardback or pbk. if it is showing here from an imported record]

Please add the ISBN for all formats of a title to individual 020 fields within the same record. For example, when an electronic version of a printed title exists or a paperback version of a hardback.

Please create a separate record for each item with a different ISBN, e.g. different records for hardback and paperback editions of the same title.
If a multi-volume set has individual ISBNs, catalogue the items individually. Catalogue the set together if the items have the same ISBN.
ISSN 022 Enter as per international standard (e.g. 1234-5678)
NLM 060 Enter class mark as ‘letters-space-numbers’ with NO extra zeros, e.g. W^84
Fiction titles:- unless you classify your fiction titles do not enter anything here.
DEWEY 082 You can delete the information from this field in an imported MARC record.
LC 090 Enter class mark as ‘letters-space-numbers’, e.g. LB^1051
Fiction titles:- unless you classify your fiction titles do not enter anything here.
Wessex 099 Enter class mark as ‘letters-space-numbers’, with NO extra zeros, e.g. WO^500
Fiction titles:- unless you classify your fiction titles do not enter anything here.
Personal Author 100|a Use for first named author.

[this should be autocompleted on downloading a record. If the downloaded record uses field 700, leave as downloaded]

Search for an existing entry by entering surname. (If you need to ‘Create New’ see instructions.)

Enter as Surname, Forename, Middle Initial e.g.
Smith,^John^P

Remember to add the comma between the surname and the forename.
Do not use titles. Enter only the author name – see 100|b and 100|e for editor and compiler entries.

If there are two authors add the second author into field 700.
If there are three authors add the second and third authors into field 700.
If there are more than three authors add the first named author to field 100 and add et al into |b (see below)

100|b Enter ‘et al.’ here to indicate there are more than three authors.
100|e Enter ‘ed.’ or ‘comp.’ here to indicate the author is an editor or compiler.
Corporate Author 110 Enter the name in full as given on the title page.
Do not use abbreviations.
e.g. ‘British Medical Association’ NOT ‘BMA’.
N.B. For Official Publications the author will always be:
Great Britain, Department of Health
Meeting or Conference name 111 Enter in full as given on the title page
If the author is a person and not a venue, then enter as given under Personal author (100).
Title 245|a This field MUST have data in it. Capitalise the first letter and proper nouns only.
“Transcribe the title proper exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization” (AACR2 1.1B1).
Enter as This is the title^:
(Subtitle) 245|b There is no capitalisation of the first word or subtitle unless a proper noun. You MUST add the colon in at the end of the main title.
Enter as ^this is the other title information
Statement of responsibility 245|c Optional
Medium

 

 

 

 

245|h

 

 

 

 

Entered in this format:
^[this is the medium]
^[electronic resource] for interactive DVD, CD-ROM, e-journal or e-book.
^[ video recording] for video and DVD recordings.
Use this to denote the format of non-book items only.

[If you wish to change the ‘Material type’ icon visible on the bibliographic record next to the title and author, see field 000 – LEADER]

Variant title 246 This will be entered if another title could be used for a book i.e. Psychopharmacology as opposed to Stahl’s Psychopharmacology.
Edition 250 Use ‘2nd^ed.’, ‘3rd^ed.’, 4th^ed.’, ‘Rev.^ed.’
Publication Information 260|a Place of publication^:
260|b Publisher,
260|c Year
Physical description

 

300|b Repeat this field for each format of the item. Use only the following descriptions:

  • Audio tape
  • CDROM
  • DVD
  • E-book
  • Hbk.
  • Loose-leaf (also includes ring binders)
  • Pamphlet
  • Pbk.
  • Spiral
  • Thermal-bound
  • URL
  • Video

[If you wish to change the ‘Material type’ icon visible on the bibliographic record next to the title and author, see field 000 – LEADER]

Series Title 490|a Capitalise the first letter and proper nouns only

490|v Use for volume number

Use vol. before the volume number

Enter as ^vol.5

[Please note that field 440 has now become obsolete]

General Note 500 Enter “Athens username and password required.” when appropriate.
Contents 505 Use only the following:-
Contains CDROM
Contains video(s)
Contains tape(s)
Contains cards
Subject 650|a If terms are already entered in the 650 field, you should delete these and ‘Repeat this Tag’ to give you blank option boxes.
Terms should be selected from Wessex Subject Heading Index loaded into Koha.The Wessex subject headings index is also linked at the top of the Add MARC record screen for reference.Enter up to 3 terms only, one in each ‘650’ field.Note: subject authorities should not be added to the database. The Wessex subject headings have been loaded into Koha for selection. Any amendments to the subject authorities should be submitted to baselibrary.consortium@nhs.net.
Added Author 700 Enter as Surname, Forename (see entry for ‘100’ for more details)
Enter up to 2 additional authors only.
Additional fields may be added but ONLY if the author is a significant author i.e. staff member of the Trust.
Added Corporate Author 710 This is used for added corporate names.

Capitalise the first letter and proper nouns only.

Enter the name in full as given on the title page.

Online Resource 856|u http://www.quickmedicalfixes.ac.uk
856|z Add text to this subfield to explain which users have access to this.
Use the following text (replacing the Trust acronym with your own Trust):
‘BASE Library members click here’ (for core content and BASE-wide purchases)

‘HEFT Athens users click here’

‘BWHCT Athens users click here’

‘Freely available online’ (for open access resources)

How to catalogue when a Z39.50 MARC record isn’t available

Click Cataloguing on the Koha homepage, then click the button for a ‘New record’ and select the appropriate template from the drop-down list.

  • BASE Consortium Article
  • BASE Consortium Book
  • BASE Consortium Brief Title – NB: this should be used to add ILL/British Library books to the system
  • BASE Consortium Ebook
  • BASE Consortium Equipment
  • BASE Consortium Journals
  • BASE Consortium Multimedia
  • BASE File – NB: this allows the uploading of files to Koha. Attaching a file to a bibliographic record means the file can be made publicly accessible.

You will be presented with a blank MARC record and this should be completed as per the BASE cataloguing standards.

Please add the ISBN for all formats of a title to individual 020 fields within the same record. For example when an electronic version of a printed title or a paperback version of a hardback title exists.

If a multi-volume set has individual ISBNs, catalogue the items individually. Catalogue the set together if the items have the same ISBN.

Adding an authority – personal author

 

If you are unable to find the Author from the current entries in the database, you will need to create a new Authority record.

From the home screen of Koha, click on the Authorities tab.

Click on ‘New authority’ and select ‘Personal Name’ from dropdown list (or ‘Corporate Name’ if applicable).

 

Click in the 000, 003, 005 and 008 fields and they will auto-complete with the necessary details.

Click on field 100 to enter the author name. If an entry box isn’t displaying, click on ‘HEADING-PERSONAL NAME’ and a data entry box will be displayed. You should enter the name here in Surname,^Forename format.

Save the authority and return to the catalogue record to search the authority index and select this new entry.

Alternatively, open the Authority search box using the personal author “tag editor” in the bibliographic record, if the author isn’t there then select the “Create new authority” button at the top of the search box.

Adding items to a catalogue record

Once the catalogue record has been populated, you can add the item information. The data fields in ‘add item’ are below; key fields to complete are:

2 – Source of classification. Select according to your library.
7 – Not for loan (if reference only or an e-pub). Indicate if an item is not for loan to prevent it being selected to fulfil a reservation.
8a – Permanent location. Home library.
8b – Current location. Home library.
8c – Shelving location. Choose a shelving location to assist users in retrieving the item. Select ‘electronic resources’ for e-pubs.
8d – Date acquired (auto-completes).
o – Full call number. Enter classmark.
p – Barcode. Enter item barcode.
y – Koha item type. Change as appropriate.

 

For additional information about electronic items see Cataloguing e-books and electronic publications.

There are 3 options for finalising adding the item:

  • ‘Add item’ will add just the one item
  • ‘Add & duplicate’ will add the item and fill in a new form with the same values for you to alter
  • ‘Add multiple copies’ will ask how many copies and will then add that number of copies adding +1 to the barcode so each barcode is unique.

How to add a copy to an existing record

Search for the book title using ‘Search’ – try ISBN and keyword searching.

If the book is already on the catalogue, then you can add a new item ID by clicking on ‘Edit Items’.

The next screen will display the items already available on the catalogue.

Enter your item data into the ‘Add Item’ fields at the bottom of the page.

Key fields to complete are: 2; 7 (if reference only or an e-pub); 8a; b; c; d (auto-completes); o; p and y.

2 – Source of Classification or Shelving Scheme – select the library preference from the dropdown list
7 – It is Important to select if an item is not for loan, e.g. reference only or an e-pub, otherwise these items will be used to fulfil reservations.
8a
– Permanent location: This should be the home library
8b – Current location: This should be the home library
8c – Shelving location: Choose a shelving location to assist users in retrieving the item. Select ‘electronic resources’ for e-pubs.
8d – Click in ‘Date acquired’ and this will auto-fill
8o – Enter classmark
8p – Enter item barcode
8y – Koha item type: This should be changed as appropriate

All other fields in ‘Add item’ can be completed if necessary with local information.

Modifying and withdrawing items

Search for an item in the catalogue using basic or advanced search (advanced search allows you to search by Item ID, Barcode etc)

You can also edit items from Item search.

To modify an item from item search results, select “Edit”.

To modify an item from advanced search results select “Edit Items”.

From the next screen, you can choose to edit the single item (check the item ID number corresponds) by clicking in the first column of the table:

The next screen will allow you to modify the data that was entered when you originally added the item to the catalogue.

You can change the status and shelving location of an item on this page too e.g. withdrawn (discard) an item. Important note: always ‘withdraw’ items, do not ‘delete’ them. This ensures the annual statistical return can be accurately completed.

To modify the bibliographic record – e.g. to amend a spelling mistake, click on “Edit record”

This will allow you to amend the information contained in the full MARC/catalogue record.

Adding a brief title

(e.g. for an item received on interlibrary loan or not found in the catalogue at check out)

Click on Cataloguing on the Koha homepage, selecting a ‘New Record’ and choosing the Base Consortium Brief Title template from the drop-down list.

The following fields should be completed:

000 – is auto-completed, click your mouse in the box

008 – is auto-completed, click your mouse in the box

060; 090 or 099 – use the BL shelfmark in the appropriate box

100 – search and add author*

245 – enter title details*

260 – enter publication information*

942 – for BL ILL titles you must select ‘suppress in opac’ as these titles should not display on the opac.

*see cataloguing standards.

When all details have been entered, click save.

For fields under “add item”, use the BL information for the item barcode and select the shelving location as “Interlibrary loan”.

On return by a member, BL or any other ILL items should be either marked as ‘withdrawn’ or deleted, to ensure they don’t uneccessarily remain on the catalogue.

Cataloguing equipment

To add equipment to Koha, use the “Base Consortium Equipment” template (recently developed – feedback welcome to baselibrary.consortium@nhs.net).

Fields to populate are:

000 – auto-fill – click in with your mouse (Important: click the ‘Tag editor’ button and select Type of record o – Kit)

008 – auto-fill – click in with your mouse (Important: click the ‘Tag editor’ button and add the manufacture or purchase date to the ‘Date 1’ field. This allows the record to be displayed in the correct date order on the opac.)

245a – item description e.g. Loanable laptop

245b – item model number, service tag information or serial number

300a – physical description e.g. includes external drive/battery pack etc/wireless mouse

500 – note i.e. service tag information or serial number

942c – select item type

Once the item is catalogued, you can add an item.

Cataloguing multi-part sets

When each part of the set has individual ISBNs

If a multi-volume or multi-part set has individual ISBNs, please catalogue the items individually.

  • Use the part ISBN as the title control number.
  • Within the title field (245) list the volume number as if it is a subtitle
  • Where the item has a subtitle as well as volume number or similar identifying information list the subtitle followed by comma and the volume number.

When each part of the set has the same ISBN

Catalogue the set together if the items have the same ISBN.

  • Allocate a barcode to each part and add a note to both the “Materials specified (bound volume or other part)” and “Public note” field on the add items tab to say which part or volume it is.

Cataloguing e-books and electronic publications

  1. Add all formats of a title to the same bibliographic record, to allow users to find the title then see all the available formats in one place.
  2. Please follow the BASE cataloguing standards (Section 4).
  3. When cataloguing an electronic version of a printed title, please add the electronic version’s ISBN to an additional 020 field within the printed title’s bibliographic record. Add a new physical description to an additional field 300 to indicate the additional format the title is available in.
  4. Select the ‘BASE Consortium Ebook’ framework if the title is not already on the database.
  5. Particular attention should be paid to adding general notes and the correct URL for the resource when following the cataloguing standards.
  6. Catalogue an item as ELIB, Electronic Library if it is a BASE-wide purchase or catalogue an item as your library if it is solely for your members. Please see ‘Adding an e-item to a bibliographic record’ for full details.

Adding an e-item to a bibliographic record

Please read in conjunction with ‘How to add a copy to an existing record’.

1.It is important to indicate in field ‘7’ that the item is not for loan. Select ‘Electronic resource’ here, otherwise these items will be used to fulfil reservations.

2. Complete field 856 in the bibliographic record with the URL to access the resource. Add an access note in field 856z specifying the members who can access this resource (if different from entered). Please follow the cataloguing standards for this field.

3. Please add the electronic version’s ISBN to an additional 020 field within the bibliographic record.

4. If an item is available for all BASE members, it should be catalogued as:

Field 8a, Permanent Location: Electronic Library
Field 8b, Current Location: Electronic Library
Field 8c, Shelving Location: Electronic resources
Barcode: E-(13digitISBN)-ELIB

5. If an item is available for your members only, it should be catalogued as:

Field 8a, Permanent Location: Your library
Field 8b, Current Location: Your library
Field 8c, Shelving Location: Electronic resources
Barcode: E-(13digitISBN)-your library code

6. When adding an item to an e-book record, if you do not want to use one of your site barcodes, enter ‘E-ISBN-sitecode’, as above, to create a unique barcode.

7. Add the URL to access the resource in field ‘u’ (must reflect the data entered in field 856 in the bibliographic record).

8. Ensure the item type in the ‘Koha item type’ field ‘y’ is selected as ‘Electronic Publication’.

9. Add a note in field ‘z’ to specify who can access the resource (must reflect the intended audience entered in field 856 in the bibliographic record). For example: ‘Access available for BASE Library members’ or ‘Access available for HEFT Athens users’.

Merging records

Find the bibliographic record you want to keep, click edit > attach item and enter the barcodes of the items to transfer over from the unwanted bibliographic record(s).

Then please delete the unwanted bibliographic records.

Importing MARC records

You can import a MARC record into Koha via Tools > Stage MARC Records for Import.

The MARC records can then be managed by going to Tools > Manage Staged MARC records > Import into catalog. Full details of this function can be found at: http://manual.koha-community.org/3.18/en/catalogtools.html#stagemarc.

MARC modification templates are a new feature of Koha and allow alterations to specified fields in MARC records to be made automatically while staging MARC records for import. Full details on this new feature can be found at: http://manual.koha-community.org/3.18/en/catalogtools.html#marcmodtemplates.

Other useful information

Help Files and Koha Community Manuals

Help information is available for cataloguing, from within Koha – just click on ‘Help’ (top right hand corner) from the appropriate page and a quick overview box will appear on the screen. Alternatively, you can view the full Koha Cataloguing manual online at: http://koha-community.org/documentation/.

Koha Community Bibliographic Record Cataloging Guide
https://koha-community.org/manual/17.11/en/html/06_cataloging.html#cataloging-guides

LMS Guides

BASE and PTFS guides to Koha can be found on the LMS Support Site: http://sites.google.com/site/lmssupportsite (you will need your Google account details to login).

Item types on Koha

Code Description Code Description
ART Journal article MOD Anatomical model
BK1 Book (1 week loan) MODR Anatomical model, reference only
BK2 Book (2 week loan) MUL1 Multimedia (1 week loan)
BKFI Book, fiction MUL2 Multimedia (2 week loan)
BKIL Book, interlibrary loan MUL4 Multimedia (4 week loan)
BKON Book, overnight loan MUL8 Multimedia (8 week loan)
BKQR Book, quick reference only MULO Multimedia, online
BKR Book, reference only MULON Multimedia, overnight loan
BOOK Book MULR Multimedia, reference only
EJ Electronic journal OC Online Course
EPUB Electronic publication OFF Official publication
EQ1 Equipment (1 week loan) OFFR Official publication, reference only
EQ2 Equipment (2 week loan) PAM Pamphlet
EQ4 Equipment (4 week loan) PAMR Pamphlet, reference only
EQ8 Equipment (8 week loan) REP Report
EQON Equipment, overnight loan REP1 Report (1 week loan)
EQR Equipment, reference only REPR Report, reference only
JOUR Journal TEA Teaching pack
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