Cataloguing / MARC Records

Creating a new Marc record

Creating and editing record is delicate work and should be done only by cataloguer(s)! This section gives only a reference to the evergreen interface but does not go into MARC language and cataloguing practices.

A new record can be created from scratch or it can be imported from online databases (Z39.50). For importing see next section. For reference with screenshots and examples see also https://docs.google.com/document/d/1aULjfN4B47QJ8xUo33Qn8UxxwwKAxeSiAZo8Xp3JG9Y/

To create a new record, in the staff interface:

Select Cataloguing -> Create new MARC record
Select MARC template “lieven_book” -> Load
Check “Add Item” at the top of the page to add directly copy information
Add Call number and Barcode (by scanning)
Copy information like call number and barcode, that can eventually be added later in the Holdings Editor
Check “Flat Text Editor”
Write MARC record
Save

Saving the record brings us to the Holdings Editor. This is the place where the bibliographic information of the record is connected to a physical item. Status, Location, as well as notes and alerts can be set here before printing the labels. If SISO and barcode weren’t added through the fast-add option (“Add items” at record creation) they can be added here. Labels can be printed automatically when finalising this step (After clicking Save & Exit, you will be redirected to the label printing page - If this is not happening: At the top of the Holdings editor access the “Defaults” tab - at the bottom of the first column check “Print Item Labels on Save & Exit” ). The Save & Exit button is not active if Barcode is missing.

No item connected to record (yet)

Records can be created (and retrieved) even though they have no items attached. The most basic defining piece of information for adding an item to a record is a barcode. No barcode, no item. This means also that if a barcode is added but the copy and/or record information is not filled in or not finalised, by default the record will become available/visible in the OPAC (the public search interface).

To create provisional records:

The easiest way to avoid adding an item when creating the new marc is to leave “Add item” unchecked
if an item is added (i.e. call number and Barcode) but we don’t want this record to be yet visible in the public interface - because bibliographic information is lacking for instance - in the Holdings Editor we can (for instance) change the Status to “Cataloging”. Items with this status won’t be found in the OPAC.

Provisional records and un-itemed records can be retrieved via the Cataloguing->Retrieve record options and can anyway be found by searching the catalog in the staff interface. Working with buckets can make the tracking of in-process records even easier.

To retrieve un-itemed records use Cataloging –> Retrieve options, as well as normal searching in the staff interface. Alternatively, use Cataloging –> Record Buckets –> Record query. This last option is necessary whenever we are looking for a partial record that has no title yet (records without titles are found via the staff search but you can’t click on them to edit them! e.g. https://catalogue.rietveldacademie.nl/eg/opac/results?qtype=author;_adv=1;detail_record_view=0;locg=1;query=%20bonannosss )

See un-itemed records mysteries for more info on this issue