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Cataloging basics

Determine holdings

 Learn more in a training class: Copy cataloging with CatExpress

This module provides instruction on how to perform copy cataloging activities using the CatExpress interface.

Use the following table to decide whether your library holds the item. You cannot check the holdings of libraries other than your own.

If Then

Ownership (the first line in the record) reads
Holdings in [OCLC institution symbol] - [#] other holdings

Your OCLC symbol is attached to the record in WorldCat. This indicates that you may already have a record for the item. Follow local guidelines.

Ownership (the first line in the record) reads
Holdings in [OCLC institution symbol]/Local [OCLC institution symbol] holdings - [#] other holdings 

Your OCLC symbol is attached to the record in WorldCat. And your library has also created at least one local holdings record (LHR) to describe detailed holdings for the item. This indicates that you may already have a record for the item. Follow local guidelines.

Ownership (the first line in the record) reads 
No holdings in [OCLC institution symbol] - [#] other holdings 

Your OCLC symbol is not attached to the record in WorldCat. You may need the record. Follow local guidelines.
 Note: If you have holdings set on the record, Holdings in [OCLC institution symbol] will appear on the record on the search results screen.

Delete holdings

Check local guidelines for policies about deleting holdings.

  1. From the Full Record screen, click Delete Holdings.
     Note: Delete Holdings only appears if your institution holds the item.
  2. Click Yes.

Local holdings records

If your library creates local holdings records, you may have LHRs attached to the bibliographic record when you delete your holdings. The system deletes your LHRs as well as your holdings from the record. Follow local guidelines when deleting holdings.

Status of holdings

All changes to Ownership (holdings) take effect and can be viewed immediately. If you make a mistake while cataloging a record (thus adding your holdings to a record), you can retrieve the record and edit it or delete your holdings at any time.

MARC and text displays (Full Record screen)

On the Full Record screen, you can view the record in MARC format or with text-only field labels.

  1. Click MARC Display. The record appears with MARC tags instead of text labels. MARC Display changes to Text Display.
  2. Click Text Display. The record appears with text-only field labels instead of MARC tags. Text Display changes to MARC Display.

 Note: The display option you select will persist until you log off, unless you change it.

MARC or plain text field names (Catalog screen)

On the Catalog screen, you can view the data entry boxes with text-only field names or add MARC element names to the field name.

  1. Click MARC Display ON. Names for data entry boxes include MARC tags as well as text. MARC Display ON changes to MARC Display OFF.
  2. Click MARC Display OFF. Names for data entry boxes are text-only, without MARC tags. MARC Display OFF changes to MARC Display ON.

 Note: The display option you select will persist until you log off, unless you change it.

Help for fields (data entry boxes) on Catalog screen

  • Basic help. On the Catalog screen, click Help Display to make basic field help available when needed. Then hover the mouse pointer over the name of a field. A definition of the data to be entered in that box appears in a popup window. When you click Help Display, the button changes to Help Display OFF.
  • Detailed help. When you need more information on a field or detailed guidance on data entry, click the hyperlinked name of the desired field. A new browser window opens to display the section from OCLC Bibliographic Formats and Standards that describes the selected field and explains its use.

Show or hide data entry areas

The Catalog screen provides four data entry areas. One area, for the OCLC Holding Library Code, always appears because the holding library code is required in every record. The other areas are optional. If desired, you can hide any optional area that you do not use. Hiding unnecessary entry areas makes the Catalog screen shorter and simpler.

Show a hidden entry area

  1. Click the plus-sign button on the right side of the hidden entry area, next to the up/down arrow buttons.

Hide a visible data entry area

  1. Click the minus-sign button on the right side of the entry area, next to the up/down arrow buttons.

Catalog an item

The data you enter on the Catalog screen is added to the information already present in the record. This means, for instance, that if the record already has a Summary Note (520) field, you do not need to re-enter the note on the Catalog screen.

If you do add a field, such as the Price (020 $c) or the Summary (520), it does not replace the field already in the record. The new field is added in addition to the existing fields.

Your local system and guidelines determine whether you should edit the data on the Catalog screen or edit in your local system.

The only field you must complete is the OCLC holding library code (049) field.

  1. From the Full Record screen, click Edit Record.
     Note: Scroll down to view the rest of the screen and the record at the bottom.
  2. Type information in data entry boxes according to local practice. Use the mouse or <Tab> to move between boxes.
     Note: 
    • Do not press <Enter> to move the cursor. <Enter> has the same effect as Save to Catalog in Internet Explorer.
    • The OCLC holding library code must be 4 characters. If you add a call number, you must select a call number type.
  3. (Optional). Click Preview to view the data you have added.
  4. Click Save to Catalog when you are finished.

Setting holdings on locally edited records

If you edit your records on your local system and have set your institution's default holding library code, you may set holdings on the record screen without going to the catalog screen by clicking Save to Catalog.

Export record (add to export file)

Each time you click Export only (interface users) or Save to Catalog (subscribers or interface users) the current record is added to your export file. The Cataloging Successful screen displays the message: Item successfully cataloged. You now have (n) record in your export file. Please select Download Export Files to retrieve exported records.

Recataloging a record

If you have recataloged a record, another copy appears in your file of downloaded records.

Search and catalog another item

After you catalog an item, you can repeat the cataloging process by clicking Basic or Advanced under Search on the Express tab.

Validation errors

If the record has validation errors, the Cataloging Error screen appears with validation error messages. Switching to the MARC display may help you diagnose validation errors.

Reporting errors

Some records you find may have errors. CatExpress does not allow you to correct them. This validation process checks and allows corrections only on data that you enter on the Catalog screen. You can, however, report errors by filling out the forms below.


 

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