gistfile1.asciidoc

Cataloging

Abstract

This chapter explains the cataloguing procedures carried out from the staff client.

Locating Records

Search

Search functionality may be functioned through:

Menu Bar

• Menu Bar → Cataloging → Search the Catalog

• Menu Bar → Search → Search the Catalog

Splash Screen

• Splash Screen → Item Search and Cataloging (for basic keyword search)

• Splash Screen → Item Search and Cataloging → Advanced Search

Basic Search

Press F3

Specialized search functionality for catalogers is located on the left-hand side of the search screen (Numeric Search).

1. Enter search criteria.

2. Click Submit.

3. Click on the title link for the desired record.

4. The complete record will display in the OPAC view.

5. Use the Actions for this Record dropdown menu to manipulate the record.

Tip

Use ocn as a prefix for nine digit OCLC numbers (e.g. ocn123456789). Use ocm as a prefix for OCLC numbers that are eight digits or shorter. Evergreen will automatically prefix the number with zeros so that it is nine digits (e.g. ocm01234567, or ocm00123456). Do not use hyphens when searching by LCCN. Substitute a 0 in place of the hyphen (e.g. 2001001234).

Expert Search

Located beneath the Numeric Search box on the catalog search screen.

1. Enter tag definitions and search criteria.

2. Click Submit.

3. Search multiple tags by clicking Add Row.

4. Click the title link to display the full record.

Tip	To set default record views for a username, select Actions for this Record → Set bottom interface as Default.

Adding and Editing Items

Adding Holdings to Title Records

Note	New boxes will display after Enter or Tab is selected. If a call number exists in the MARC record, use Apply to bring it in to the volume record.

1. Retrieve an existing bibliographic record.

2. Actions for this Record → Holdings Maintenance.

3. The Record opens in record summary view. To display existing volume and copy records, check the boxes for Show Volumes and Show Items. These boxes are sticky and will remain checked for the login until manually de-selected.

4. Highlight the appropriate library from the display.

5. Select Actions for Selected Rows → Add Volumes.

6. Use Tab or Enter to move through the displayed fields (# of volumes, call number, copies, and barcodes).

7. After entering the barcode number(s), click Edit then Create.

8. The Copy Editor opens in a new window. Move through the fields to edit information as necessary. Click Apply on every edit.

9. When finished, click Create Copies.

Note

New items are assigned a status of In Process. Items must be checked in to become Available. Alternatively, use Edit Item Attributes from the Actions for Selected Rows to change statuses to Available once records have been created and saved to database. The creation and use of item record templates is recommended.

Copy Alerts and Notes

Copy Alerts

Copy alerts are useful alerts for physical item copies.

Staff must be granted permission to override alerts at checkout or checkin.

Creating copy alerts

1. Search → for copies by Barcode.

2. Enter an item barcode.

3. Select the row.

4. Actions for Selected Items → Edit Item Attributes.

5. Click on the Alert Message box and enter text.

6. Click Apply.

7. Click Modify Copies.

Note	Copy alerts must be manually removed. Follow the same process, but delete the text in the Alert Message box, to remove copy alerts.

Adding or removing copy alerts to or from multiple items

1. Retrieve items to the Item Status screen.

2. Select all items to be changed by highlighting the first item in the list, holding down the Shift key, and clicking on the last item. Select several, non-sequential items, by holding down the Ctrl key and clicking on the required items.

3. Continue to Edit Item Attributes, as above.

Viewing Copy Alerts

Copy alerts may be viewed from the Item Status screen, at checkin, and at checkout.

To view alerts from the Item Status, enter the barcode number. Select the item and click Actions for Selected Items → Show Item Details.

To view alerts from the Item Status, enter the barcode number. Select the item and click Actions for Selected Items → Show Item Details.

The copy alert will display automatically at checkout and checkin.

Copy Notes

Copy notes are informational only. They may be internal or made available to the public in the OPAC.

Accessing copy notes from the copy editor

1. Click Copy Notes.

2. If a note exists, it will display with a yellow background.

3. Click Add Note to create a new copy note. Select the Public checkbox to make the note visible in the OPAC.

4. Click Add Note to display the new note.

5. Use the Delete This Note button to remove a note from a copy record.

Adding New Bibliographic Records

Evergreen allows new bibliographic records to be added to the database through Z39.50 searching, MARC record file uploads, and original cataloging.

Creating New MARC Records

New MARC records may be created in Evergreen using MARC templates. For detailed information on MARC standards, visit the Library of Congress website: http://www.loc.gov/marc/.

Note	If the Fast Item Add box was selected, the Copy Editor will open after Create Record is clicked.

1. Cataloging → Create New Marc Record.

2. The MARC Template screen will open.

3. Select the appropriate template and click Load.

4. A blank MARC record will load.

5. Complete the MARC record according to library policy. Tags and subfields may be added or deleted as required (right click on a field to view available options).

Note	If the Fast Item Add box is selected, enter a call number and barcode.

1. Click Create Record.

2. The record is created and will open in the current default view. Holdings may now be added.

Importing Records

Note	If you did not utilize Fast Item Add as described above, you may now attach holdings as described in Adding holdings to title records.

1. Highlight the record and click MARC Editor for Import.

2. The record opens in the MARC Editor. Edit fixed and bibliographic fields.

3. When finished, click Import Record.

4. Click OK.

5. If Fast Item Add was used, the copy editor will display. Make necessary adjustments and click Create Copies.

6. The record will display in the catalog view.

Note	Select Fast Item Add to input the call number and barcode data from this screen. This box is sticky for the login. Please note that the status of items created this way is Available rather than In Process.

Importing MARC Records via the Z39.50 Interface

Note	Active search fields will adjust to the selected targets. Keyword and Subject will only be active if the local catalog is selected. If multiple targets are selected for a search, an active box may apply to only one target.

Note	The Service column indicates where the record was found. If nativeevergreen-catalog is listed in the service column, the record is already in the Evergreen database.

1. Cataloging → Import Record from Z39.50.

2. Select single or multiple pre configured Z39.50 targets from the list. Only subscription services require logins. Once databases have been selected, click Save as Default to save the services to be searched and any usernames/ passwords. These will be automatically selected the next time the Z39.50 screen is opened.

3. Fill in search criteria for the item and click Search.

4. Search results display in the bottom pane. To view long lists of results, use Hide Top Pane to view the results. Information about each record retrieved appears on a separate summary line, with various columns of information.

5. From this screen users may:

   • Retrieve further results, if applicable

   • View MARC records

   • Export MARC records

   • Import or overlay MARC records

Uploading MARC Files

Title records that do not already exist in the Evergreen database may be uploaded directly to the catalog through vendor-supplied MARC files. Multiple title records can be uploaded and added at the same time.

Note	The Import Attached Holdings option requires additional server configuration.

1. Cataloging → MARC Batch Import/Export.

2. The MARC File Upload page opens and displays the Import Records form.

3. Complete the form, creating a new Upload Queue.

   1. Select Auto-Import Non-Colliding Records to automatically import MARC records from the file, if they are not already in the Evergreen database.

   2. Leave Select a Record Source defaulted to the OCLC setting.

   3. Click Browse…​ to choose the source MARC file.

   4. Click Upload.

4. Details from the file upload will appear. By default Limit to Non-Imported Records is selected and the table only displays MARC records that conflict with others already in Evergreen. You may click Matches to view the conflicting Evergreen records. If the matched records are not true matches, it is still possible to upload the selected records using the Actions drop-down menu.

MARC Record Leader and MARC fixed field 008

Parts of the leader and the 008 field can be edited in the MARC Editor via the fixed field editor box displayed above the MARC record. Information about the leader and the 008 can be found on the Library of Congress’s MARC Standards page at http://www.loc.gov/marc/.

To edit the MARC record leader

1. Retrieve and display the appropriate record in MARC Edit view.

2. Click into any box displayed in the fixed field editor.

3. Press Tab or use the mouse to move between fields.

4. Click Save Record.

5. Click OK to save record edits.

6. The OPAC icon for the appropriate material type will display.

Tip	The MARC Editor may be navigated using keyboard shortcuts. Click Help to see the shortcut menu from within the MARC Editor.

Working with the MARC Editor

The MARC Editor allows MARC tags, sub-fields, and indicators to be edited.

OPAC icons for text, moving pictures and sound rely on correct MARC coding in the leader and the 008, as do OPAC search filters such as publication date, item type, or target audience. Bibliographic matching and de-duplicating also need correct and consistent MARC coding in particular tags.

Editing MARC Records

1. Retrieve the record.

2. Actions for this Record → MARC Edit .

3. The MARC record will display.

4. Select viewing and editing options, if desired.

   • Stack subfields to display each subfield on its own line.

   • Flat-Text Editor switches to a plain-text (menmonic) MARC format. The advantage of this format is being able to copy and paste multiple lines. It also allows the use of tools like MarcEdit (http://people.oregonstate.edu/~reeset/marcedit/html/index.php ). Unclick the box to switch back.

   • Fast Item Add allows attaching items quickly with call number and barcode. When Save is clicked, the INSERT CROSS-REFERENCE Copy Editor will open.

5. Make changes as desired.

   • Right click into a tag field to add/remove rows or replace tags.

   • With the cursor at the end of a subfield, click Control + D (Control + I in Mac OSX) to insert a new subfield.

   • To remove a subfield, click Shift + Delete.

   • To work with the data in a tag or indicator, click or Tab into the required field. Right click to view acceptable tags or indicators.

     Note	The MARC Editor may be navigated using keyboard shortcuts. Click Help to see the shortcut menu from within the MARC Editor.

6. When finished, click Save Record. The record stays open in the editor. You can close the tab or switch to another view under Actions for this Record (for example to view it as it appears in the OPAC).

Overlaying MARC Records

Overlaying a MARC record replaces an existing MARC record while leaving all holdings, holds, active circulations, bills, and fines intact.

In Evergreen, a record must be marked for overlay. The mark for overlay is by Evergreen login. Only one record at a time may be marked for overlay. When another record is marked for overlay, the previously marked item is de-marked. Once a record is marked, it remains marked until overlaid or until the user logs out of Evergreen.

Marking a record for overlay

1. Search for and retrieve a record for overlay.

2. Select Actions for this Record → Mark for Overlay. Record is now marked.

Overlaying the marked record

1. Once the record is marked for overlay, proceed to search for and import the new record from a Z39.50 target.

2. Click MARC Editor for Overlay. The TCN of the Evergreen record marked for overlay is displayed.

3. The record displays in MARC Edit view. Edit the record as necessary.

4. Click Overlay Record.

5. The existing record will display along with a prompt to confirm the overlay. Panes may be moved to view the record in entirety, if required.

6. Click Overlay.

7. Confirm the overlay. The record in Evergreen is overlaid with the new MARC record. All pre-existing holdings remain intact.

Validating MARC Records

Validation checks headings that are subject to authority control (subjects, names, uniform titles) by comparing them to the authority records that are available in the system.

1. Click Validate.

2. Scroll through the record looking for fields that have turned red.

3. Right-click on a field that is red. The closest valid headings will display.

4. To apply a heading, mouse over it and click Apply Selected.

5. Fields that do not validate are not necessarily invalid—​there may not be an authority record for that name/ subject/title. If you have the appropriate permissions, you can add an authority record based on the existing record.

Adding Holdings

Unified Volume Copy Creator

The cataloging module in Evergreen version 2.1 now includes a unified volume/copy creator that enables a user to create volumes and copies in a unified screen. This function consolidates the process of creating volume and copy records.

Administrative Settings

By default, the cataloging interface that existed in 2.0 will display in 2.1. To use the Unified Volume/Copy Creator, you must turn it on in the Admin module. You must log out of Evergreen and log back in for the changes to take effect.

To turn on the Unified Volume/Copy Creator:

1. Select Admin # Local Administration # Library Settings Editor.

2. Scroll down to GUI: Unified Volume/Item Creator/Editor, and click Edit.

3. Select True to turn on the editor.

After you turn on the Unified Volume/Copy Creator, it will display, by default, in a vertical panel. You may display the Unified Volume/Copy Creator in a horizontal panel. You must log out of Evergreen and log back in for the changes to take effect.

To choose the horizontal display of the Unified Volume/Copy Creator:

1. Select Admin # Local Administration # Library Settings Editor.

2. Scroll down to GUI: Horizontal layout for Volume/Copy Creator/Editor, and click Edit.

3. Select True to view the panel horizontally.

Add volumes and items using the Unified Volume/Copy Creator

The Unified Volume/Copy Creator enables you to edit call numbers and copy information in separate panes on a single, unified screen.

The Unified Volume/Copy Creator appears when you access the following links:

• Holdings Maintenance # Add items

• Holdings Maintenance # Add volumes

• Holdings Maintenance # Edit items

• Holdings Maintenance # Replace barcode

• Create New MARC Record # Fast Item Add

• Record Summary # Add Volumes.

Note	The ability to Add Volumes from the Record Summary is also a new functionality in 2.1.

In the following example, you will use the Unified Volume/Copy Creator to add multiple volumes and copies to bibliographic record from the Holdings Maintenance screen:

• The Record Summary appears in the top panel.

• The Copy Templates enables you to predefine copy settings. This panel displayed in the Copy Editor in 2.0.

• The Volume and Copy Creator enables you to add volumes and copies individually or in batch.

• The Copy Viewer enables you to set parameters for each copy.

  1. Retrieve a record.

  2. Click the Actions for this Record -# Holdings Maintenance.

  3. On the Holdings Maintenance screen, highlight the branch(es) to which you would like to add volumes.

  4. Right click, and click Add Volumes.

     

  5. The Unified Volume/Copy Creator opens.

  6. A Classification and a Call Number appear for each volume.

     Note	The Classification is derived from following setting in the Admin module: Admin # Local Administration # Library Settings Editor # Cataloging: Default Classification Scheme. The Call Number is derived from the MARC record.

     

  7. You can add volume and copy information to each row individually or in batch. In the dark gray row, select a classification, prefix, call number, and suffix (if needed) from the drop down menus and apply those settings in batch to all of the volumes that you created. Click Apply.

     Note	The prefix and suffix drop down menus are populated by entries in the Admin menu. See Call Number Prefixes and Suffixes.

     

  8. Enter the number of copies and barcodes that you want to add. The barcodes that you enter will populate in the Copy Editor.

     

  9. If desired, select a copy template from the template drop down menu, and click Apply. Changes to copies appear in green.

     

  10. Make any other changes that you would like to make in the Copy Editor.

  11. Click Create Volumes/Items.

  12. The Holdings Maintenance screen will refresh to show the addition of the volumes and copies.

Overlay Existing Catalog Record via Z39.50 Import

This feature enables you to replace a catalog record with a record obtained through a Z39.50 search. No new permissions or administrative settings are needed to use this feature.

Overlay an Existing Record via Z39.50 Import

1. Click Cataloging # Import Record from Z39.50

2. Select at least one Service in addition to the Local Catalog in the Service and Credentials window in the top right panel.

3. Enter search terms in the Query window in the top left panel.

4. Click Search.

   

5. The results will appear in the lower window.

6. Select the record in the local catalog that you wish to overlay.

7. Click Mark Local Result as Overlay Target

   

8. A confirmation message appears. Click OK.

9. Select the record that you want to replace the existing catalog record.

10. Click Overlay.

    

11. The record that you selected will open in the MARC Editor. Make any desired changes to the record, and click Overlay Record.

    

12. The catalog record that you want to overlay will appear in a new window. Review the MARC record to verify that you are overlaying the correct catalog record.

13. If the correct record appears, click Overlay.

    

14. A confirmation message will appear to confirm that you have overlaid the record. Click Ok.

15. The screen will refresh in the OPAC View to show that the record has been overlaid.

    

Batch Importing MARC Records

The cataloging module in version 2.2 includes an enhanced MARC Batch Import interface. This interface features improved matching of records and managing of your import queue. In 2.2, you will be able to specify match points between incoming and existing records. You will also be able to apply filters to your queue that enable you to generate any errors that may have occurred during import. You will also be able to print your queue, email your queue, or export your queue as a CSV file.

Permissions

To use match sets to import records, you will need the following permission:

ADMIN_IMPORT_MATCH_SET

Record Display Attributes

This feature enables you to specify the tags and subfields that will display in records that appear in the import queue.

Record Match Sets

This feature enables you to create custom match points that you can use to accurately match incoming records with existing catalog records.

In this example, to demonstrate matching on record attributes and MARC tags and subfields, we will create a record match set that defines a match based on the title of the record, in either the 240 or 245, and the fixed field, Lang.

You can add multiple record attributes and MARC tags to customize a record match set.

1. Click Cataloging # MARC Batch Import/Export.

2. Create a new record match set. Click Record Match Sets # New Match Set.

3. Enter a name for the record match set.

4. Select an Owning Library from the drop down menu. Staff with permissions at this location will be able to use this record match set.

5. Select a Match Set Type from the drop down menu. You can create a match set for authority records or bibliographic records.

6. Click Save.

   

7. The screen will refresh to list the record match set that you created. Click the link to the record match set.

8. Create an expression that will define the match points for the incoming record. You can choose from two areas to create a match: Record Attribute or MARC Tag and Subfield. You can use the Boolean operators AND and OR to combine these elements to create a match set.

9. Select a Record Attribute from the drop-down menu.

10. Enter a Match Score. The Match Score indicates the relative importance of that match point as Evergreen evaluates an incoming record against an existing record. You can enter any integer into this field. The number that you enter is only important as it relates to other match points. Recommended practice is that you create a match score of one (1) for the least important match point and assign increasing match points to the power of 2 to working points in increasing importance.

11. Check the Negate? box if you want to negate the match point. Checking this box would be the equivalent of applying a Boolean operator of NOT to the match point.

    

12. Click Ok.

13. Drag the completed match point under the folder with the appropriately-named Boolean folder under the Expression tree.

    

    The match point will nest underneath the folder in the Expression tree.

    

14. Enter another Boolean Operator to further refine your match set.

15. Click Boolean Operator.

16. Select the OR operator from the drop down menu.

17. Click Ok.

18. Drag the operator to the expression tree.

    

19. Click MARC Tag and Subfield.

20. Enter a MARC tag on which you want the records to match.

21. Enter a subfield on which you want the records to match.

22. Enter a Match Score. The Match Score indicates the relative importance of that match point as Evergreen evaluates an incoming record against an existing record. You can enter any integer into this field. The number that you enter is only important as it relates to other match points. Recommended practice is that you create a match score of one (1) for the least important match point and assign increasing match points to the power of 2 to working points in increasing importance.

23. Check the Negate? box if you want to negate the match point. Checking this box would be the equivalent of applying a Boolean operator of NOT to the match point.

24. Click Ok.

    

25. Drag the completed match point under the folder with the appropriately-named Boolean folder under the Expression tree. The Expression will build across the top of the screen.

26. Add additional MARC tags or record attributes to build the expression tree.

27. Click Save Changes to Expression.

    

Replace Mode

Replace Mode enables you to replace an existing part of the expression tree with a new record attribute, MARC tag, or Boolean operator. For example, if the top of the tree is AND, in replace mode, you could change that to an OR.

1. Create a working match point.

2. Click Enter replace mode.

3. Highlight the piece of the tree that you want to replace.

4. Drag the replacement piece over the highlighted piece.

5. Click Exit Replace Mode.

Quality Metrics

1. Set the Quality Metrics for this Match Set. Quality metrics are used to determine the overall quality of a record. Each metric is given a weight and the total quality value for a record is equal to the sum of all metrics that apply to that record. For example, a record that has been cataloged thoroughly and contains accurate data would be more valuable than one of poor quality. You may want to ensure that the incoming record is of the same or better quality than the record that currently exists in your catalog; otherwise, you may want the match to fail. The quality metric is optional.

2. You can create quality metrics based on the record attribute or the MARC Tag and Subfield.

3. Click Record Attribute.

4. Select an attribute from the drop down menu.

5. Enter a value for the attribute.

6. Enter a match score. You can enter any integer into this field. The number that you enter is only important as it relates to other quality values for the current configuration. Higher scores would indicate increasing quality of incoming records. You can, as in the expression match score, increase the quality points by increasing subsequent records by a power of 2 (two).

7. Click Ok.

   

Import Records

The Import Records interface incorporates record match sets, quality metrics, more merging options, and improved ways to manage your queue. In this example, we will import a batch of records. One of the records in the queue will contain a matching record in the catalog that is of lower quality than the incoming record. We will import the record according to the guidelines set by our record match set, quality metrics, and merge/overlay choices that we will select.

1. Select a Record Type from the drop down menu.

2. Create a queue to which you can upload your records, or add you records to an existing queue. Queues are linked to match sets and a holdings import profile. You cannot change a holdings import or record match set for a queue.

3. Select a Record Match Set from the drop down menu.

4. Select a Holdings Import Profile if you want to import holdings that are attached to your records.

5. Select a Record Source from the drop down menu.

6. Select a Merge Profile. Merge profiles enable you to specify which tags should be removed or preserved in incoming records.

7. Choose one of the following import options if you want to auto-import records:

   1. Merge on Single Match - Using the Record Match Set, Evergreen will only attempt to perform the merge/ overlay action if only one match was found in the catalog.

   2. Merge on Best Match - If more than one match is found in the catalog for a given record, Evergreen will attempt to perform the merge/overlay action with the best match as defined by the match score and quality metric.

      Note	Quality ratio affects only the Merge on Single Match and Merge on Best Match options.

8. Enter a Best/Single Match Minimum Quality Ratio. Divide the incoming record quality score by the record quality score of the best match that might exist in the catalog. By default, Evergreen will assign any record a quality score of 1 (one). If you want to ensure that the inbound record is only imported when it has a higher quality than the best match, then you must enter a ratio that is higher than 1. For example, if you want the incoming record to have twice the quality of an existing record, then you should enter a 2 (two) in this field. If you want to bypass all quality restraints, enter a 0 (zero) in this field.

9. Select an Insufficient Quality Fall-Through Profile if desired. This field enables you to indicate that if the inbound record doees not meet the configured quality standards, then you may still import the record using an alternate merge profile. This field is typically used for selecting a merge profile that allows the user to import holdings attached to a lower quality record without replacing the existing (target) record with the incoming record. This field is optional.

10. Browse to find the appropriate file, and click Upload. The files will be uploaded to a queue.

    

11. The screen will display records that have been uploaded to your queue.

    

12. If Evergreen indicates that matching records exist, then click the Matches link to view the matching records. Check the box adjacent to the existing record that you want to merge with the incoming record.

    

13. Click Back to Import Queue.

14. Check the boxes of the records that you want to import, and click Import Selected Records, or click Import All Records.

15. A pop up window will offer you the same import choices that were present on the Import Records screen. You can choose one of the import options, or click Import.

    

16. The screen will refresh. The Queue Summary indicates that the record was imported. The Import Time column records the date that the record was imported.

    

17. Search the catalog to confirm that the record was imported.

    

Monograph Parts

Monograph Parts enables you to differentiate between parts of monographs or other multi-part items. This feature enables catalogers to describe items more precisely by labeling the parts of an item. For example, catalogers might identify the parts of a monograph or the discs of a DVD set. This feature also allows patrons more flexibility when placing holds on multi-part items. A patron could place a hold on a specific disc of a DVD set if they want to access a specific season or episode rather than an entire series.

No new permissions or administrative settings are needed to use this feature.

To add a monograph part to an existing record in the catalog:

1. Retrieve a record.

2. Click Actions for this Record # Manage Parts.

   

3. Click New Monograph Part.

4. Enter the label that you want to appear to the user in the catalog, and click Save.

   This will create a list of monograph parts from which you can choose when you create a volume and copy.

   

5. Add a volume and copy. To add a volume and copy to your workstation library, click the Add Volumes link in the Record Summary at the top of the bibliographic record, or click Actions for this Record # Add Volumes.

   To add a volume and copy to your workstation library or other libraries, click Actions for this Record # Holdings Maintenance # Add Volumes.

   

6. The Unified Volume/Copy Creator opens. Enter the number of volumes that you want to add to the catalog and the volume description.

7. Enter the number of copies and barcode(s) of each item.

8. Select the Part Designation from the drop down menu adjacent to the barcode field.

9. Apply a template to the copies, or edit fields in the Copy Editor.

   

10. Click Create Volumes/Items.

11. The Holdings Maintenance screen will refresh to demonstrate the addition of the volume, copy, and part. These fields also appear in the OPAC View.

    

Conjoined Items

Prior to Evergreen version 2.1, items could be attached to only one bibliographic record. The Conjoined Items feature in Evergreen 2.1 enables catalogers to link items to multiple bibliographic records. This feature will enable more precise cataloging. For example, catalogers will be able to indicate items that are printed back to back, are bilingual, are part of a bound volume, are part of a set, or are available as an e-reader pre-load. This feature will also help the user retrieve more relevant search results. For example, a librarian catalogs a multi-volume festschrift. She can create a bibliographic record for the festschrift and a record for each volume. She can link the items on each volume to the festschrift record so that a patron could search for a volume or the festschrift and retrieve information about both works. In the example below, a librarian has created a bibliographic record for two bestselling items. These books are available as physical copies in the library, and they are available as e-reader downloads. The librarian will link the copy of the Kindle to the bibliographic records that are available on the e-reader.

The Conjoined Items feature was designed so that you can link items between bibliographic records when you have the item in hand, or when the item is not physically present. Both processes are described here. The steps are fewer if you have the item in hand, but both processes accomplish the same task. This documentalso demonstrates the process to edit or delete links between items and bibliographic records. Finally, the permission a cataloger needs to use this feature is listed.

Scenario 1: I want to link an item to another bibliographic record, but I do not have the item in hand.

1. Retrieve the bibliographic record to which you would like to link an item.

2. Click Actions for this Record # Mark as Target for Conjoined Items.

   

3. A confirmation message will appear. Click OK.

4. In a new tab, retrieve the bibliographic record with the item that you want to link to the other record.

5. Click Actions for this Record # Holdings Maintenance.

6. Select the copy that you want to link to the other bibliographic record. Right-click, or click Actions for Selected Rows # Link as Conjoined Items to Previously Marked Bib Record.

   

7. The Manage Conjoined Items interface opens in a new tab. This interface enables you to confirm the success of the link, and to change the peer type if desired. The Result column indicates that you created a successful link between the item and the bib record.

   

   The default peer type, Back-to-back, was set as the peer type for our item. To change a peer type after the link has been created, right-click or click Actions for Selected Items # Change Peer Type. A drop down menu will appear. Select the desired peer type, and click OK.

   

8. The Result column will indicate that the Peer Type [has been] Updated.

   

9. To confirm the link between the item and the desired bib record, reload the tab containing the bib record to which you linked the item. Click the link for Linked Titles.

   

10. To view the copy details, including the peer type, click Copy Details.

    

    Items can be linked to multiple bibliographic records simultaneously. If you click the linked titles button in the copy details, then you will retrieve a list of bibliographic records to which this item is linked.

    

Scenario 2: I want to link an item to another bibliographic record, and I do have the item in hand.

1. Retrieve the bibliographic record to which you would like to add the item.

2. Click Actions for this Record # Manage Conjoined Items.

   

3. A note in the bottom left corner of the screen will confirm that the record was targeted for linkage with conjoined items, and the Manage Conjoined Items screen will appear.

4. Select the peer type from the drop down menu, and scan in the barcode of the item that you want to link to this record.

5. Click Link to Bib (Submit).

   

6. The linked item will appear in the screen. The Result column indicates success.

7. To confirm the linkage, click Actions for this Record # OPAC View.

8. When the bibliographic record appears, click Reload. Linked Titles will show the linked title and item.

Scenario 3: I want to edit or break the link between a copy and a bibliographic record.

1. Retrieve the bibliographic record that has a copy linked to it.

2. Click Actions for this Record # Manage Conjoined Items.

3. Select the copy that you want to edit, and right-click or click Actions for Selected Items.

4. Make any changes, and click OK.

Required permission: UPDATE_COPY - Link items to bibliographic records.

Call Number Prefixes and Suffixes

In Evergreen version 2.1, you can configure call number prefixes and suffixes in the Admin module. This feature ensures more precise cataloging because each cataloger will have access to an identical drop down menu of call number prefixes and suffixes that are used at his library. In addition, it may streamline cataloging workflow. Catalogers can use a drop down menu to enter call number prefixes and suffixes rather than entering them manually.

You can also run reports on call number prefixes and suffixes that would facilitate collection development and maintenance.

Configure call number prefixes

Call number prefixes are codes that precede a call number.

To configure call number prefixes:

1. Select Admin # Server Administration # Call Number Prefixes.

2. Click New Prefix.

3. Enter the Call number label that will appear on the item.

4. Select the Owning library from the drop down menu. Staff at this library, and its descendant org units, with the appropriate permissions, will be able to apply this call number prefix.

5. Click Save.

Configure call number suffixes

Call number suffixes are codes that succeed a call number.

To configure call number suffixes:

1. Select Admin # Server Administration # Call Number Suffixes.

2. Click New Suffix.

3. Enter the Call number label that will appear on the item.

4. Select the Owning library from the drop down menu. Staff at this library, and its descendant org units, with the appropriate permissions, will be able to apply this call number suffix.

5. Click Save.

Apply Call Number Prefixes and Suffixes

You can apply call number prefixes and suffixes to items from a pre-configured list in the Unified Volume/Copy Creator. See the section, Unified Volume Copy Creatorfor an example.

Cataloging Item Templates

This simplesect explains creating, using, exporting, and importing item record templates for cataloging. Use of templates enhances item creation and helps ensure consistency in record format in the database.

Creating item templates

1. Search for and retrieve a record.

2. Select Actions for this Record → Holdings Maintenance.

3. Select an item record in list and click Actions for Selected Rows → Edit Item attributes.

4. The Copy Editor will open. Select the required template attributes by moving through fields and clicking Apply for every edit.

5. Click Save when edits are complete.

6. Enter a template name at the prompt.

7. Click OK.

8. The template is now saved. Click OK.

9. This template may now be selected from the drop down menu.

10. Click Close to exit the Copy Editor.

Once item templates have been created, they may be employed when items are added to the database.

Using item templates

1. Retrieve a record and display volumes.

2. Select the appropriate volume.

3. Actions for this Row → Add Items.

4. Enter the number of copies and barcode(s).

5. Click Edit then Create to open the Copy Editor.

6. Choose the appropriate template from the drop down menu.

7. Click Apply.

8. Make edit as necessary. When finished, click Create Copies.

9. Items are created.

10. Click OK.

Saved templates are only viewable by the login that created them. Templates must be exported in order to share templates amongst staff members.

Exporting Item Templates

1. Click Export in the top left hand corner of the Copy Editor. This will export all templates for the user.

2. Select where the template should be saved on the workstation, name the file, and click Save.

3. Click OK.

Importing Item templates

1. Click on Import on the top left hand corner of the Copy Editor.

2. Navigate to the file’s location, select the file and click Open.

3. Click OK.

Buckets

The Buckets function in Evergreen groups records together and allows for batch changes and the creation of pull lists.

Batch changes allow many records to be grouped together for changes to be enacted on them all at once, instead performing individual edits. Buckets allow materials to be tracked and worked by multiple staff members.

Possible bucket uses include batch editing/deleting and grouping like records (e.g. Christmas items) to temporarily change their statuses. Buckets may also be used to create bibliographies and/or pull lists.

Buckets are useful to group records together over a period of time. Evergreen’s bucket functionality allows records to be added to new or existing buckets where they remain until they are manually ungrouped. An item’s location in a bucket does not affect normal library functions such as circulation. Being in a bucket is not an item status.

Buckets may be shared or private and are associated with a login.

Note	When working with buckets, it is important to ensure that record type corresponds with bucket type. Copy records may not be added to bibliographic record buckets and vice versa.

Buckets may be created independently of accessing records or they may be created from a record view.

1. Cataloging → Manage Record Buckets.

2. Bucket Actions → New Bucket.

3. Name the bucket and click OK.

4. Confirm the action.

5. The Bucket View changes to display the new bucket as the active bucket. The bucket is numbered and the creating owner is identified.

6. All buckets created by this login are available in the drop down menu.

Creating record buckets from within a record

1. Search for, retrieve, and display the desired bibliographic record.

2. Choose Actions for this Record → Add to Bucket.

3. Select Add to New Bucket.

4. Name the bucket and click OK. The results are the same as creating a bucket using the steps above.

Once a bucket has been added, records may be added to it.

1. Search for, retrieve, and display the desired bibliographic record.

2. Choose Actions for this Record → Add to Bucket.

3. Select the appropriate bucket and click Add to Selected Bucket.

4. To confirm this action, go back to the Record Bucket tab. The bucket now contains the record.

5. Continue to add records, if required.

To work from within the buckets module

1. Choose Cataloging → Manage Record Buckets.

2. Select the Record Query tab on the left side of the screen.

3. Select the appropriate bucket and click Add to Selected Bucket.

4. Use Add All to Pending Records or select individual records and Add Selected to Pending Records.

5. Select the Pending Records tab.

6. Click Add All to current Bucket or Add Selected to current Bucket.

Tip

The column picker allows the data display to be manipulated within the bucket. Clicking on List Actions → Save List CSV to File exports all column headers and displayed data to the workstation in a text file format. This feature may be used to create bibliographies or similar lists. Clicking on List Actions → Print List CSV prints column headers and displayed data.

Adding Copy Records to Copy Buckets

While creating copy buckets is similar to creating record buckets (simply choose Copy Buckets in the menu choice), there are significant differences in adding copy records to a bucket. Records must be added to copy buckets from the copy record level. This may be done from several locations within the Evergreen client.

Adding copy records from the holdings maintenance record summary screen

1. Select the required record and choose Actions for Selected Rows → Add Items to Buckets.

2. Add the record to an existing bucket or create a new bucket on the fly.

3. The copy record is now in the selected bucket. The displayed data differs slightly from the Record Bucket view.

Adding copy records from the item status screen

1. Select the required record(s) and choose Actions for Catalogers → Add Items to Buckets or choose Actions for Selected Items → Add to Item Bucket.

2. Select the desired bucket and click Add to Selected Bucket or Create a New Bucket.

Adding copy records from within the copy buckets module

1. Enter item barcode(s) into the Pending Copies barcode box.

2. Click Submit.

3. Item(s) will display.

4. Use Add All or select the appropriate items and Add Selected to move items to the bucket displayed in the bottom pane.

Working with Records in a Bucket

Once records have been placed in a bucket, a variety of functions may be performed.

Batching edit records

1. Access the Copy Bucket view by choosing Edit → Copy Buckets.

2. Select the appropriate bucket from the drop down menu.

3. When the bucket is displayed click Edit Item Attributes.

4. The Copy Editor window opens. Note that all the barcodes, call numbers, and shelving locations display.

5. Make the desired edits.

6. Apply each change.

7. Click Modify Copies to save all changes.

8. Click OK.

9. The desired changes are made for all selected items.

Important

Use caution when using the Transfer to Specific Volume action.

Removing records from buckets

1. Select the desired record.

2. Click Remove Selected from Bucket.

The same procedure is used for both Record and Copy Buckets.

Retrieving

1. Access the copy or record bucket management screen as described above.

2. In drop down menu beside Choose a bucket… select Retrieve shared bucket.

3. Enter the desired bucket number and click OK.

4. The requested bucket now displays. The bucket number (assigned by Evergreen) and owner displays.

Merging Bibliographic Records

A common application for the merge function in Evergreen is to replace brief records with full records. This is only necessary when a full record cannot be located in a Z39.50 target.

Any volume and copy records or holds associated with the brief record will be transferred to the full record upon merging.

1. Create a bucket for the records you wish to merge.

2. Identify records to be merged and add them to the bucket.

3. Retrieve the bucket by selecting Edit → Record Buckets.

4. Click Merge All Records.

5. Select one record as the Lead Record (Generally, the better quality, full record.).

6. Click Merge.

7. The brief record is subsumed by the full record. All of the volumes, copies and holds associated with the brief record are now attached to the full record.

Adding holdings to title records

This lesson demonstrates adding your library’s volume and copy records to a title record.

1. Search the catalogue for a record that matches the item in hand, as described in the section called Locating Records.

2. When record is displayed, select Actions for this Record → Holdings Maintenance.

   

3. Record opens in record summary view. Select your library from the list and click Actions for Selected Rows → Add Volumes.

   

4. Enter amount in # of volumes field, type in a call number, or if the call number pulled from MARC record is acceptable click Apply to bring call number down to call number field, enter number of copies, scan barcode, and click Edit then Create. Use Tab or Enter to move through fields.

5. The Copy Editor opens. Make all necessary edits by moving through fields and clicking Apply on every edit, and click Create Copies.

   

6. Click OK.

   

Important

Once an item is created it is assigned a status of In Process. Item must be checked in to become Available or cataloguer can choose to Edit Item Attributes and change status to Available once record has been created and saved to database. Creation and use of item record templates is recommended. See the section called Cataloging Item Templates for more information.

New Copies and Holds

Because of the way Evergreen targets holds new copies are not guaranteed to fulfill pre-existing holds correctly until 24 hours after cataloguing. If your cataloguing turn-around time is shorter than 24 hours you can ensure the new copy is captured correctly at check in with the steps below.

1. After adding the item select Actions for this Record → View Holds.

2. If there are outstanding hold requests, select the hold that is next in line then choose Actions for Selected Holds → Find Another Target. This forces Evergreen to re-target the hold and recognize the newly catalogued item.

3. Check in the new item to capture it for the selected hold.

Cataloging Electronic Resources - Finding Them in OPAC searches

For electronic resources to be visible in the catalog, you should add the 9 subfield in the 856 data field to indicate which organizational units will be able to find the resource.

1. Open the record in the cataloging module.

2. Add the 9 subfield to the record and enter the short name of the organizational unit for the value. For example:

   856 40 $u http://lwn.net $y Linux Weekly News $9 BR1

   would make this item visible to people searching in a library scope that contains BR1.

   Note	You can enter more than one 9 subfield or you can enter the parent organizational unit to make this item visible in more than one organizational unit under the same parent organizational unit.

3. Save the record.

   After a short time the electronic resource should appear in OPAC searches.

Printing Spine and Pocket Labels

Copy buckets may be used to group items requiring labels.

1. Locate the correct copy bucket.

2. Select Show Status.

3. Items display in the Item Status screen.

4. Select items requiring labels (hold the Ctrl key down and click the required items to select multiple items; if all items require labels, hold the Shift key down while clicking the first and last items in the list).

5. Choose Actions for Selected Items → Print Spine Labels.

6. The Spine Labels screen will display.

7. Use the form on the left of the screen to modify spine and pocket label display.

8. Select Re-Generate to view changes. (Checkbox selections are saved for a login, but Re-Generate must be clicked to view these changes. On line: selections are not saved.)

9. Click Available Macros to view auto-fill options for custom lines.

10. When finished, click Preview and Print.

11. From the Print Preview screen, select Print Page.

Deleting Records

Batch deletions

1. Create a copy bucket for the items to be deleted (Cataloging → Manage Copy Buckets; create a New Bucket).,

2. Enter the barcodes for the to-be-deleted items into the Pending Copies simplesect of the Copy Buckets screen.

3. Add All of the items to the selected bucket.

4. Delete All from Catalog.

5. The Deleted? status for each item will change from No to Yes.

When all items have been deleted from a bibliographic record, the bibliographic record is also deleted from the system. The record may still be retrieved through the client, but will display as Deleted. These records will not display in the OPAC.

Individual item records may be deleted from the Holdings Maintenance screen.

Delete individual records

1. Highlight the item (barcode) to be deleted.

2. Select Actions for Selected Rows → Delete Items.

3. Confirm.

If the deleted item was the last item attached to the MARC record, the MARC record will be automatically deleted.

Occasionally, a bibliographic record may need to be deleted (e.g. an incorrect record was imported to the system).

1. Retrieve the record.

2. Choose Actions for this Record → Delete Record.

Restore records

1. Retrieve the record through the staff client.

2. Actions for this record → Undelete Record.

3. Confirm the action by selecting the checkbox and Undelete in the resulting popup box.

Authority Records

Authority records establish uniform usage for names, topics/subjects, and uniform titles; they also guide users from deprecated or alternative terms to desired terms. Authority records are in MARC format. See http://www.loc.gov/marc/authority/ecadhome.html for more on the standard.

All bibliographic record fields that are controlled by authority records will have a ‡0 subfield containing the local ID for the controlling authority record.

When an authority record is edited or merged with another authority record, the changes are automatically propagated to all the bibliographic records with fields connected to the ID of the edited authority record.

Note	There are some limitations to the authorities in the current version.

Note	See http://open-ils.org/dokuwiki/doku.php?id=authorities:2.0 for more documentation on authorities in Evergreen 2.0.

Viewing/Searching Authority Records

1. Select Cataloging → Manage Authorities.

2. Enter a search term and choose an authority type from the drop-down menu, then click Submit.

3. A list of records will display.

Editing Authority Records

Adding New Authority Records

Merging or Deleting Authority Records

Adding New Records via Built In Z39.50 Client

The Z39.50 client is used to search bibliographic databases and examine or download bibliographic records. Open the client with Cataloging → Import Record from Z39.50.

Z39.50 Screen Features

Initially, or when you want to change targets, start with the Service and Credentials area. Here you choose the remote databases you wish to search. Preconfigured servers are listed under Services. If any require authentication to access, you will see username and password boxes to the right.

1. Click all the databases you wish to search simultaneously (see the Note about which fields can be used).

2. Fill in user information for any that require it.

3. Click Save as Default to preserve these settings for next time.

The Query section is where you enter a search. The databases you select control which search fields you can use. You may use any combination of fields that are active (not grayed out), but be aware that not all fields are active for every database. Select just one database to see which fields are active for that database.

Note

If you are searching multiple databases, you will only get results from those that support the fields you’re searching! For example, Keyword and Subject are only active if the local catalog is selected, so using those fields in a combined database search guarantees that you will only get results from the local catalog.

The Query section has three buttons:

• Search begins searching on the criteria entered in the search fields.

• Clear Form resets all fields to empty.

• Raw Search is an advanced interface for using Prefix Query Format to build complex searches. See the section called ``Raw Searches'' .

The Results pane displays the results from the most recent search. Information about each record retrieved appears on a separate summary line, with various columns of information.

• If more than the default number of results is available, use Fetch More Results to add the next set to the screen.

• Click List Action to view options for exporting and saving from the list:

• Copy Field from selected row to Clipboard

• Print List CSV

• Copy List CSV to Clipboard

• Save List CSV to File

• Save List Configuration

• Select an item and click MARC View to toggle viewing the MARC record. When in MARC View, you can Print Page. To toggle back, click Results View.

• If you have previously marked a record for overlay , MARC Editor for Overlay will be active. Click to view/ edit the new bib record to be laid over the local one you selected. See the section called ``Overlaying MARC Records'' for details.

• MARC Editor for Import is used to view/edit a new record.

• To view long lists of results, click Hide Top Pane to give the results list more screen real estate.

Importing a record via Z39.50

Find the desired record, click MARC Editor for Import, and make any desired changes. Click Import Record when done. A success (or failure) message will display. If you used Fast Item Adds, the Copy Editor will appear.

Fast Item Adds

Clicking the Fast Item Add box will display Call Number and Item Barcode fields. Use these to quickly add items to the record as you edit it.

When you’ve successfully imported the record, the copy editor will display. Make necessary adjustments and click Modify/Create Copies.

Note	As of 2.0.6, the status of items created with Fast Item Add will be set to In Process, consistent with other types of item creation. This is a change from 2.0.5 and earlier, when items created with Fast Add were Available.

Record Collisions

Note

As of 2.0.5, if the global flag ``Cat: Use internal ID for TCN value'' has been set by the administrator (under Admin Server Settings Global Flags), the collision detection in the Z39.50 import interface will be disabled because it relies on the TCN. Until a more flexible collision detection process is in place, avoiding duplicate bib record imports from Z39.50 will be up to the user.

Raw Searches

You can do advanced searching of remote databases in Prefix Query Format by clicking Raw Search and entering a search string. Visit http://www.indexdata.com/yaz/doc/tools.html for more details on PQF and examples you can copy/paste into the search box.