GPC Library Technical Services

Copy Cataloging of New Books for GPC

I. Basic Search Procedures
II. Finding the Right Record & Routing the Book Correctly
III. Editing Bib Records by Field
IV. Holdings Records (MFHDs) & Item Records

IV. Holdings Records (MFHDs) & Item Records

A. Editing Holdings Records
B. Creating New Holdings Records
C. Creating Item Records
D. Re-sequencing Item Records

A. Editing Holdings Records [top]

The majority of bibliographic records already have holdings records or MHFDs (MARC Format for Holdings Data) attached. When cataloging new books do not create a new holdings record. To retrieve the existing MFHD, the corresponding bib record must be open. Click on the Get Hldgs icon on the toolbar to open the MFHD.

Check the location code in the 852‡b, which should be set to an on-order location. Delete this location, which was created by the Acquisitions Department, and assign the appropriate campus location code. For books, everything will be assigned to a Books or Reference permanent location. Other locations such as Ready Reference or Popular, are assigned by the campuses as temporary locations. If you are not sure of the correct code, place the cursor in the 852 field and press Ctrl-L, which will pull up the list of locations. Highlight the correct one and hit OK.

Next, add the call number to the 852 field in the MFHD. Place the cursor directly after the location code, then press Ctrl-N. This process will pull the call number from the bib record and is called "snarfing."

Check the MFHD for errors, particularly problems with the spacing between subfields and proper placement of the decimal in the call number.

Example:
852	0_	‡b CLBook ‡h PS3561.A885 ‡i V35 2003

Then hit the Save to DB icon on the toolbar. You must save the MFHD before creating the item record.

Special Considerations for Reference Books:
The Reference Book location is further indicated by a location code in the 852‡k, which is placed before the call number in the 852‡h.

Example:

852 0_ ‡b CLRef ‡k Ref. ‡h AY67.N5 ‡i W7 2001

Special Considerations for Oversized Books:
Books over 32 centimeters are considered oversized.

Oversized books or "Folios" have special locations on three campuses:

Clarkston Folio: CLFolio & CLRefFolio

Decatur Folio: DEFolio & DERefFolio

Dunwoody Folio: DUFolio & DURefFolio

Newton does not use the oversize location.

Examples:

852 0_ ‡b CLFolio ‡h NC240 ‡i .K32 2001

852 0_ ‡b DURefFolio ‡k Ref. ‡h NC240 ‡i .K32 2001

Special Considerations for Multi-Volume Sets:
For multi-volume sets an 866 field must be added to the MFHD to reflect what volumes are actually held by GPC. (Examples below.) Ask a librarian if further clarification is required.

Examples:

The set is complete in three volumes and the campus holds them all.

866 31 ‡a v.1-v.3

The set is still being published and the library holds an unbroken range from volume 5 forward.

866 31 ‡a v.5-

The set is complete in five volumes and the library is missing volume four.

866 31 ‡a v.1-v.3,v.5

B. Creating New Holdings Records [top]

A new MFHD may be created when the book in hand does not have a MFHD, often because the item is a gift and therefore would not have an order record, or two or more copies were ordered at the same time requiring the creation of a new MFHD for the second copy. Before creating a new MFHD, make sure that the on-order MFHD has not been attached to a different record.

To create a new MFHD, the bib record that it will be attached to must be open. Click on the New Hldgs icon on the toolbar. When the Select Holdings Template window appears, double-click the Catalog folder, double-click the Template folder, and open the Hold.tem file. (If you have the appropriate macro installed, just click F2 to automate all these steps. If the macro is not installed, notify a librarian.)

Add the appropriate holdings location to the newly created MFHD. The call number should have been brought over automatically from the record, if not, snarf it in. Verify punctuation and spacing and save the new MFHD. The MFHD must be saved before creating an item record. Remember, if changes have to be made to a holdings location after the MFHD and its associated item record have been saved, both records must be changed. Changes to the holdings location in a saved MFHD will not update automatically in the existing item record.

C. Creating Item Records [top]

The corresponding bib record and MFHD must be open to link the new item record correctly. Click on the New Items icon on the toolbar. Check to see that the call number and permanent location have carried over correctly from the MFHD. Scan in the new barcode number. Save the item record.

The Status In Process should be applied to every book being cataloged. A default Item Type and Status can and should be set under Options>Preferences to avoid errors. The default Item Type is Book. When cataloging reference books, remember to change the Item Type to Reference Book. If Item Status needs to be changed after the creation of an item record, it can be by clicking the Edit Item Status box in the lower left corner of the item record. This opens a menu in which the appropriate status can be selected. Press the blue arrow key to add a status and the red arrow key to remove it.

Remember that the Permanent Location in the item record pulls from the holdings location in the MFHD. If the Permanent Location needs to be changed after the item record is created, it must be changed in the item record and in the MFHD.

Use volume designation as it appears on the item in hand. According to library policies we use v.1, pt.3, etc. to describe multiple parts of the cataloged items. There is no space between volume/part information and number. This information is placed in the Enum field of the item record.

To change a barcode in an item record, if you make a mistake adding the barcode or an old barcode is missing, click the button to the right of the barcode and scan in the new barcode. When the second barcode is added, the first barcode becomes inactive, and the second one is active. Then delete the inactive barcode.

D. Re-sequencing Item Records [top]

When dealing with multi-volume sets and volumes that are out of sequence:

Click on Get Items icon to display a list of item records linked to the holdings record.
Highlight the item to be moved.
Click on the Move before or Move after button.
Highlight the item you want to move the original item before or after and it should move automatically.
Click Save and Okay when you are finished or just click Cancel to exit the box without saving any changes.