South Dakota Library NetworkALEPH Cataloging Training

South Dakota Library Network, 2008Ex Libris (USA), 2003Modified for SDLNVersion 16

South Dakota Library Network1200 University, Unit 9672Spearfish, SD 57799www.sdln.net

Aleph Cataloging

OverviewAccessing RecordsEditing RecordsSaving RecordsCreating RecordsCheck & Fix RoutinesDeleting Records

Administrative RecordsHoldings RecordsItem RecordsAuthority ControlOffline CatalogingSystem Librarian2Contents

ALEPH CatalogingOverview*The ALEPH Cataloging module enables you to create, edit, import and delete MARC Bibliographic, Authority and Holdings records.

Administrative records are also a part of the cataloging module, and are ALEPH-defined records intended for internal use and are created by the system. In most cases, you will never need to edit or otherwise change an Administrative record.

Tag information screens and validation routines insure cataloging meets the standards you have prescribed when setting up the Cataloging module.

ALEPH CatalogingOverview*Bibliographic Records

The MARC21 Format for Bibliographic Data is designed to be a carrier for bibliographic information about printed and manuscript textual materials, computer files, maps, music, serials, visual materials, and mixed materials. The bibliographic format contains data elements for the following types of material:

BooksBKSerialsSEComputer FilesCFMapsMPMusicMUVisual MaterialsVMMixed MaterialsMX

ALEPH CatalogingOverview*Authority Records

Authority records contain information concerning the authorizedforms of names, subjects and subject subdivisions to be used inconstructing access points on bibliographic records, the forms ofthese names, subjects and subject subdivisions that should beused as references to the authorized forms and theinterrelationships among these forms.

ALEPH CatalogingOverview*Holdings Records

Holdings records, which are linked to bibliographic records, contain holdings and location (call number) information for bibliographic items. The holdings record is used to store the 853/854/855 and 853X/854X/855X fields, which generate serial predictions according to the MARC21 standards used by North American libraries.

ALEPH CatalogingOverview*Administrative Records

Administrative records, commonly referred to as ADM records, are linked to bibliographic records. Also attached to the administrative records are item level information, acquisitions, circulation, and item-specific copy and arrival data.

Administrative records can be used to store the prediction and publication schedules, as can Holdings records, but it is not recommended you use them to do so.

ALEPH CatalogingOverview

To connect to a base library, go tothe menu, click Aleph | Connect toand select the base library you wishto connect to. This is the library inwhich you will be cataloging yourrecords (typically SYS01).

Right clicking on the Libraryicon on the Operations Bar willgive you the same list.*

ALEPH CatalogingAccessing Records*You can find a record by browsing or keyword searching in the Find tab

ALEPH CatalogingAccessing Records*The browse function within the Find tab enables you to scroll through an alphabetical index and retrieve the records attached to the desired entry from the list. Select the search base, then the Index (or Headings List) you wish to browse, enter the initial characters of your search string, and click .

ALEPH CatalogingAccessing Records*Select your heading and click .

ALEPH CatalogingAccessing Records*The following results screen will appear:

ALEPH CatalogingAccessing Records*The find function enables you to retrieve records using keywords. Select your base and index, enter the keyword(s) and click .

ALEPH CatalogingAccessing Records*In the results list, you have the option to print or send the records, remove the list, save the results to theserver, download apreviously saved result from the server or to show a brief list and full view of therecords.

ALEPH CatalogingAccessing Records*When you select ,you see the same results screen as you did using thebrowse command.

ALEPH CatalogingAccessing Records*The brief list offers several options in working with our records.

ALEPH CatalogingAccessing Records*Brief list options:Sort: Sort records by two sort types.

Save as: Select records from the list and save as a new set.

ALEPH CatalogingAccessing Records*Brief list options (cont.)Print/Send: Print, e-mail or save selected records.

ALEPH CatalogingAccessing Records*Brief list options (cont.):My Records: Saves selected records to 2. My Records tab (tab 2).

Catalog: Change the display to the Catalog mode.

ALEPH CatalogingAccessing Records*The full view also offers several options in working with ourrecords:

ALEPH CatalogingAccessing Records*Full view options (note: which buttons are active depends onwhich field is selected on the full view):

Locate: Locate records which are similar to the current one.Show Like (depending on selected field): Show records which have the same data as in the selected field.Headings (depending on selected field): Display the browse list with the line chosen for the type of list and the starting text.External: For fields pointing to external resources (e.g. 856) open up the relevant resource in a browser.

ALEPH CatalogingAccessing Records*Full view options (cont.):

Link: To display records which are linked to the current one in a parallel, up or down relationship.Item List: When a Holdings or Item field is highlighted, view the items linked to the record.Cataloging: Change the display to the Catalog mode.Items: Change the display to the Items mode.

ALEPH CatalogingAccessing Records*You are also able to access records directly if theyve beensaved on the local drive or server, if you know the systemnumber, or if the records have been saved in My Records.

Note: Records saved on the local drive are only accessibleon the pc they were saved on.

ALEPH CatalogingAccessing Records*To open a locally-saved record, go to the Menu bar andselect Cataloging | Open Record on Local Drive.

ALEPH CatalogingAccessing Records*A window opens with a list of records that have been savedlocally. Highlight the appropriate record and select to open the catalog record.

ALEPH CatalogingAccessing Records*To open a record saved on the server, enter its system number in the top left field on the Catalog bar and press enter or . Alternatively, enter an item barcode on the Item bar.

ALEPH CatalogingAccessing Records*As mentioned earlier, you can save records to the2.MyRecords tab of the brief item display when using theFind option.

ALEPH CatalogingEditing Records*You may choose between three ways of viewing your catalog record. Use the icon on the Item bar to toggle between the views.

**Note: the highlighted pane is the pane effected by the view.

ALEPH CatalogingEditing Records*The first view is the normal screen with both upper and lower panes and the navigation pane.

ALEPH CatalogingEditing Records*The second view eliminates the lower pane:

ALEPH CatalogingEditing Records*The third view eliminates the lower pane and navigation pane:

ALEPH CatalogingEditing Records*A fourth viewing option is using the split screen editor. This option is invoked by selecting the icon on the Catalog bar, and allows you to view two records simultaneously.

ALEPH CatalogingEditing Records*The system does not allow a cataloger to save a record to the server if another cataloger has retrieved and saved it before the first cataloger.

In addition to this automatic security, you can lock a record so that only your changes can be saved on the server until you unlock the record. No one else can save this edited version on the server.

Note: you can only lock a record that has a system number assigned to it (meaning it was previously saved to the server).

ALEPH CatalogingEditing Records*To lock a record on the server, after displaying the record, go to the menu bar and select Cataloging | Lock Record.

The record will be locked and the phrase Locked by current user is displayed in the cataloging bar. You can immediately continue editing the record.

ALEPH CatalogingEditing Records*When you lock a record, another user may call up the record from the server.

If a cataloger loads a locked record from the server, a warning message will be displayed indicating that the record is locked by another user and that you may not save changes on the server.

The user may read the record, and even edit it, but he will not be able to save any changes on the server while the record is locked.

ALEPH CatalogingEditing Records*To unlock a record that you have previously locked, go to the menu bar and selectCataloging | Unlock Record.

Locked records are automatically unlocked after a set period of time. If a cataloger activates any functions that involve the server (such as saving it or running a fix routine) the record will be locked for an additional period of time.

ALEPH CatalogingEditing Records*General editing tips:Editing Tags, Indicators and Sub-field Codes: Editing works only in overwrite mode. If you wish to change a tag, indicator or sub-field code, highlight the old text and enter the new text on top of the old. To delete a character, use the spacebar (not the Delete key).Editing Contents: The contents area of the Cataloging record works in insert mode. To work in overwrite mode, press the Insert key on the keyboard. When using the spacebar to enter a blank space, you may enter only one blank space. Carets (^^) must be used to enter multiple blank spaces.Editing Fixed Fields: Fixed fields (LDR, 006, 007 and 008) may only be edited through use of a form. Select Edit | Open form or use Ctrl+F to bring up the form for editing.

ALEPH CatalogingEditing Records*Help on fields and subfields is available through the 2. Tag Information tab in the lower pane when the catalog record is displayed. This tab gives a description of the currently highlighted field, along with information regarding indicators and subfields. It also specifies which fields and subfields are repeatable.

ALEPH CatalogingEditing Records*Various standard editing options are available from the Edit sub-menu. Many of these optionshave predefined short-cut keys associated withthem as well. Many of these fields are similar to typical windowsediting features (cut, copy, etc.) A few of the optionswhich are unique to Aleph are covered in the followingslides.

ALEPH CatalogingEditing Records*The Expand from Template option adds fields and sub-fields from a template to your current record. When selected, the List Templates and Local Templates window displays, from which you can select a template. The current record will be enhanced with the fields and subfields in the template.

ALEPH CatalogingEditing Records*The Locate Similar Record option finds a record in another database or in the local database similar to the one you are currently editing. When selected, the Locate Similar Record window appears, allowing you to select various databases to check your record against. An option does exist to merge a located similar record with the record you are working with. The option to merge is determined in the catalog.ini file.

ALEPH CatalogingEditing Records*The Change Records Format option allows you to change the records format. When selected, the Choose Record Format window displays. After selecting a format, the content of the FMT field is changed.

ALEPH CatalogingEditing Records*The Search Headings options help you fill in the contents of a field (or a subfield) from a list of previously indexed headings. To utilize this tool, highlight the relevant field in the record and choose the appropriate option in the Edit menu or corresponding short-cut key.

ALEPH CatalogingEditing Records*The headings options display corresponding to the field you previously had selected. Highlight the appropriate heading, and select to insert it in your record.

ALEPH CatalogingEditing Records*Select to go to a different heading, or to view a full record. will give you a brief list if more than one document matches the search.

ALEPH CatalogingEditing Records*The Sort Record option sorts the fields of the current record according to the order preset in tab001.eng, which is a system-wide table. Note: fields 5xx, 6xx, and 7xx are not sorted, but entered in the same order in which they were added.

ALEPH CatalogingEditing Records*The Aleph Keyboard is a utility that displays a virtual keyboard on your screen.It enables you to insert characters that are not present in your workstations standard keyboard. You can activate the keyboard in three ways:

Go to the menu bar and select:Cataloging | Activate Keyboard

Select the icon on the Catalog bar

Ctrl+K

ALEPH CatalogingSaving Records*There are two primary options for saving records:

Save on local drive (or Save all on local drive)Save on server and local drive

ALEPH CatalogingSaving Records*The Save on Local Drive and Save All on Local Drive options save the current Record (or all open records) on the pcs hard disk.

To save locally, go to the menu bar and select Cataloging | Save on Local Drive (or | Save All on Local Drive).

NOTE: Locally saved records will not be available for others to find in the OPAC.

ALEPH CatalogingSaving Records*The Save on Server and Local Drive option updates the server-based database, and assigns a system number to the record (while retaining the NEW### local-drive file number).

Predefined checks and fixes may also be applied to the record during saving.

ALEPH CatalogingSaving Records*Saving a record on the server and locally can be accomplished three ways:

Go to the menu bar and select Cataloging | Save on Server and Local Drive

Select on the Catalog bar.

Ctrl-L

ALEPH CatalogingSaving Records*The following confirmation window will be displayed, where the Cataloger Level may be changed:

ALEPH CatalogingSaving Records*There are five basic-record saving rules:

A lower-level cataloger cannot overwrite records that were saved by a higher-level catalogerIf two or more people are working on the same record simultaneously, only changes made by the cataloger who called up the record first will be allowed to be saved.Update authorization can be set, based on the OWN field of the record.Update permission can be denied for specific fields.When a record is saved on the server, any fields or subfields empty of content will be deleted.

ALEPH CatalogingSaving Records*When saving a record on the server, the system checks the record, based on user-defined check procedures, and produces a check-report window. Depending on the type of problems, you may override it. The system may also perform user-defined fix routines.

ALEPH CatalogingSaving Records*Overriding problems in the record may result in a trigger being added to the record. A trigger is a reminder to perform a task related to the current record. You are able to view, add and delete triggers by going to the menu bar and Selecting Edit | Records Triggers.

ALEPH CatalogingSaving Records*A list of triggers for the current record is displayed.

ALEPH CatalogingSaving Records*Triggers can also be displayed by going to the Triggers root in the navigation pane. Using the filter, you are able to create a list of triggers that have been registered during a set period of time and within a particular department.

ALEPH CatalogingSaving Records*After inputting your criteria, click . A list of triggers that have been registered displays. You are then able to delete or edit the trigger. You are also able to go to the items attached to the triggered record.

ALEPH CatalogingCreating Records*There are a variety ways to create new records in the Cataloging module:

Copy cataloging (duplicating) from another librarys recordImport a record from another sourceOpen a new (original) recordOpen a template to create an original recordDuplicate an unopened local record

ALEPH CatalogingCreating Records*Any bibliographic record in the systems database can be copied into your library.

The five steps to accomplish this task are:

Find a recordPush the record to the catalog modeDuplicate the record in your libraryEdit the record, including removing the previous librarys OWN codeSave the record

ALEPH CatalogingCreating Records*The first step is to locate a record using the methods outlined in Accessing Records (pgs. 9-27). Once the record has been located, push it to the catalog mode by selecting in the lower pane.

ALEPH CatalogingCreating Records*Once the record has been pushed to the catalog mode, go to the menu bar and Select Catalog | Duplicate Record (or CTRL+N).

ALEPH CatalogingCreating Records*After selecting Duplicate Record, the system will ask you where you would like to copy the record to. Select the appropriate library from the list (typically SYS01).

ALEPH CatalogingCreating Records*The record is copied and is ready for editing.

ALEPH CatalogingCreating Records*NOTE: You will want to replace the code in the own field with your own code before saving it to the server. You will also want to take care to remove any other library specific fields from the record you copied.

Fields to change include: 049 (collection code), 092 or 099 (call number)

After making the appropriate changes to the record, you are ready to save it either to your local drive and/or the system.

ALEPH CatalogingCreating Records*ALEPH also allows for the option of importing a record from an outside source, such as Books in Print or a vendor file. To importrecords, select the Import root on the navigation pane.

ALEPH CatalogingCreating Records*Specify your input file, be it a record that is saved on your harddrive or located on a disk or cd, select the convert procedure from the drop-down menu, and click

ALEPH CatalogingCreating Records*The system will convert the file into ALEPH. Select to push the record into the catalog mode for editing, and save as normal.

ALEPH CatalogingCreating Records*The fastest and most efficient way to create original records is by using pre-defined templates. The system contains several templates on the server, or you may create your own, local, user-defined, pc-based templates.

ALEPH CatalogingCreating Records*Use one of three methods to open a template:Go to the menu bar and select Cataloging | Open template

Ctrl-A

Select from the Catalog bar

ALEPH CatalogingCreating Records*A list of template choices will appear in a new window. Highlight the desired template and click .

ALEPH CatalogingCreating Records*A catalog record will display in the upper pane ready for editing.

ALEPH CatalogingCreating Records*Local templates may also be created, based on any currently open record, then edited. Once you have your record on the screen, go to the menu bar and select: Cataloging | Create Template on Local Drive.

ALEPH CatalogingCreating Records*You will be prompted to give the new template a name:

Once saved, the locally-created template name will display as part of the template list.

ALEPH CatalogingCreating Records*Another option to create a record, is to create one from scratch. To do so, go to the menu bar select Cataloging | New Record.

ALEPH CatalogingCreating Records*Highlight the appropriate format for your record from the Choose Record Format dialog box and click .

ALEPH CatalogingCreating Records*After selecting the format, a form for the leader (LDR field) displays in the upper pane. The Tag Information tab of the lower pane provides a guide to the valid values for filling in the form.

ALEPH CatalogingCreating Records*After you finish editing the form, click OK. The system checks for potential errors, and depending on their type, you have the option of continuing on or returning to the form to correct the error.

ALEPH CatalogingCreating Records*After the form has been closed, the form for tab 008 will appear in the upper pane. Make appropriate changes, and click . The system checks for errors, again.

ALEPH CatalogingCreating Records*Following the editing of the forms, a new record is created with the default-required fields (in our case, the 008 and required leader). The new record is displayed in the Catalog Editor (upper pane).

ALEPH CatalogingCreating Records*In either the case of using a template or creating a record from scratch, the system copies the record on your local drive. The record is given a temporary, local file-name that begins with the prefix NEW and a number.

ALEPH CatalogingCreating Records*Fields can be added to the new record from a pre-defined list. You can access this list in two ways:Go to the menu bar and select Edit | New Field (Choose from List).

Press F5

ALEPH CatalogingCreating Records*Choose the field you wish to add from the list displayed:

ALEPH CatalogingCreating Records*The field and its subfields will be added to the record for you to edit:

ALEPH CatalogingCreating Records*Alternatively, you may add a user-defined field. This can also be accomplished in one of two ways:Go to the menu bar and select Edit | New Field (User-defined).

Press F6

ALEPH CatalogingCreating Records*A new line will be added to the catalog record for you to edit:

ALEPH CatalogingCreating Records*Subfields can be added to the user-defined field in one of two ways: Go to the menu bar and select Edit | New Subfield.

Press F7

ALEPH CatalogingCreating Records*A new subfield line will be added to the catalog record for you to edit:

ALEPH CatalogingCreating Records*An alternative to adding individual subfields, you can open a cataloging form for a particular field, which will include all its pre-defined subfields. With the field highlighted, go to the menu bar and select Edit | Open Form. All the subfields willbe added to the field. In some cases (such as in tag 008) a workform may be opened.

ALEPH CatalogingCreating Records*A fifth method of creating a new record is to duplicate an unopened local record. To do so, on the menu bar select Cataloging | Open Record on the Local Drive.

A list of records displays. Highlight the record you wish to copy and click .A new local filename will be assigned with the prefix NEW and a unique number.

ALEPH CatalogingCreating Records*When creating records on ALEPH, there are three special fields the system uses.

Those fields are:

LKROWNSTA

ALEPH CatalogingCreating Records*The LKR field is used by the system to connect various records together, such as the holdings record and the bibliographic record. Because records are stored in different types of libraries (databases) this linking field is necessary. The system will automatically create the LKR field when creating a holdings or administrative record in the system. For example, in the following holdings record, an LKR field was created by the system to link the record to the bibliographic record.

ALEPH CatalogingCreating Records*You can also use the LKR field to create links from one bibliographic record to another, for example, for analytical purposes. Note that the LKR field is only cataloged in one of the records; the system creates the other side of the link.

ALEPH CatalogingCreating Records*The OWN field is an ALEPH field that is used to control update access to all types of MARC records. You must input yourOWN code before saving a record to the server. Only a person with proper Catalog OWN Permission is allowed to update this bibliographic record.

ALEPH CatalogingCreating Records*The STA field is a user-defined field that contains information regarding the status of the record. For example, an STA field can indicate that a record is a provisional record. This field can be indexed, and items can be retrieved for further processing at a later date. The STA status is a free-text field that can beuser-defined to suit the needs of a specific library. However, there are two exceptions:

STA $$aDELETEDSTA $$aSUPPRESSED

ALEPH CatalogingCreating Records*STA $$aDELETED can be used to mark a record for deletion. Once this field is added to a record, index entries for the record are removed to prevent the display in the Web OPAC and in the search function of the GUI. This status can be used in conjunction with the service Manage-33, which is a batch job that removes all records from the system with an STA status of deleted.

STA $$aSUPPRESSED is used to suppress or to prevent the display in the Web OPAC.

ALEPH CatalogingCheck & Fix Routines*Check routines are standard, defined procedures that are used to check fields, subfields and cataloging records.

There are two types of checks:

Field-level validation routinesRecord-level validation routines

ALEPH CatalogingCheck & Fix Routines*The check field option ( conducted by going to the menu bar and selecting Edit |Check Field or Ctrl+W) verifies that:

The indicators and/or subfield codes are valid for the tagMandatory subfields are presentNon-repeatable subfields are not repeatedDependencies between the selected field and the other fields Contents of fixed-length fields

ALEPH CatalogingCheck & Fix Routines*In the following example, tag 100 was highlighted, and the check field option was conducted. An error displays for an invalid indicator:

ALEPH CatalogingCheck & Fix Routines*The check record option ( conducted by going to the menu bar and selecting Edit |Check Record or Ctrl+U) verifies that:

Required fields and subfields are presentNon-repeatable fields and subfields are not repeatedDependency between fieldsChecks if a new entry is added to the headings listChecks if a duplicate record will be opened in the Direct IndexChecks if similar records already exist in the databaseChecks for new headings

**The check record option also performs the check field function.

ALEPH CatalogingCheck & Fix Routines*In the following example, tag 008 and tag 100 are noted as having errors.

ALEPH CatalogingCheck & Fix Routines*The check mechanism can be used to check records in various circumstances:

In the Cataloging module while editing a record.In the Cataloging module when a record is sent to the server (before updating the database, the system automatically checks the record).By a batch service on a group of records (manage-25).

ALEPH CatalogingCheck & Fix Routines*Fix routines are standard library-defined procedures that automatically fix or make changes to cataloging records. Fixes can be defined to run automatically upon saving a record to the server. You may also run a fix on a record manually by going to the menu bar and selecting Edit | Fix Record.

ALEPH CatalogingCheck & Fix Routines*A list of fix routines display. Select the fix routine you wish to run, and click . The fix is then applied to the record you are currently working with.

ALEPH CatalogingCheck & Fix Routines*

The checks currently used in the system are definedin the table check_doc, and the fixes currently used in the system are defined in the table tab_fix.

Both of these are system-wide tables.

ALEPH CatalogingDeleting Records*Aleph allows for two types of deletions: a logical deletion of a record, and a physical deletion of a record.

ALEPH CatalogingDeleting Records*The STA field is a user-defined field that contains information regarding the status of the record. The STA status can be a free-text field or defined with a list to be used with search sub-field options. Two exceptions are:

STA $$aSUPPRESSEDSTA $$aDELETED

The STA $$aDELETED field is used to indicate that the record is logically deleted but without deleting all the fields in the record. These records do not display in OPAC, but still remain in the database. This status can also be used in conjunction with a batch job to physically delete records.

ALEPH CatalogingDeleting Records*There are four options for physical deletion of records:

Delete NEW* records from local driveDelete record from local driveDelete record from serverDelete Bibliographic Records Including Related ADM/HOL Records (Manage-33) batch job

ALEPH CatalogingDeleting Records*All NEW* records can be deleted from the local driveby going to the menu and selecting Cataloging | Delete New* Records.

If there is a New file that you do not want to delete, first call up the record from your local drive andrename it by going to the menu and selectingCataloging | Rename on Local Drive.

ALEPH CatalogingDeleting Records*To delete one record from the local drive, go to the menu and select Cataloging |Open Record on Local Drive.

This option opens the dialog box that lists all local records. Highlight the desired record and click .

ALEPH CatalogingDeleting Records*Records can also be deleted from the server. Choose the record you wish to delete. With the record displayed in the catalog edit pane, go to the menu bar and Select Edit | Delete Record from Server.

The system will prompt you to confirm thedeletion. The record will not actually bedeleted, but all fields except the LDR andDEL fields will be removed. The system can be set to not allow deletions of recordsthat still have links attached (holdings,items, etc.)

ALEPH CatalogingDeleting Records*Finally, the batch job Delete Bibliographic Records Including Related ADM/HOL Records (manage-33) can be run. This job will delete all records that contain an STA field of $$aDELETED, including associated administrative and holdingsrecords.

ALEPH CatalogingAdministrative Records*Administrative (ADM) records are linked to bibliographic records. Attached to the ADM record are item level information, acquisitions, circulation and item-specific copy and arrival date. Item records cannot exist without an ADM record.

ALEPH CatalogingAdministrative Records*To create an ADM record, you must first locate a bibliographic record. In the catalog mode, right click on the appropriate ADM library in the record manager section of the navigation pane. You will receive the option to Load/Create Record.

ALEPH CatalogingAdministrative Records*If an ADM record has already been created (perhaps through the Acquisitions process) the record manager will note this is the case:

ALEPH CatalogingAdministrative Records*An ADM record will be created based on information from the bibliographic record. Once created, you will typically never need to alter the information located in this record.

ALEPH CatalogingHoldings Records*The ALEPH Holdings record is based on the MARC 21 Format for Holdings Data. Holdings records are designed to be a carrier for holdings information and may include:Location information (852 field)Copy-specific information for an item or group of itemsInformation that is applicable to the holding organizationInformation that is needed for local processing, maintenance, or preservation of the itemVersion informationRetrospective holdings (i.e. Library has:)Prediction patterns using the 853/853x for serial records

ALEPH CatalogingHoldings Records*In ALEPH, holdings data is maintained in separate holdings records, created and stored in the holdings database (SYS60) which is linked to the bibliographic database (SYS01). Bibliographic records can have one or more linked holdingsrecords.

Although the MARC 21 holdings record defines that specific item information (such as a barcode) may be included in the holdings record, ALEPH requires an item record for each physical item that the institution owns that is a serial or is circulated.

ALEPH CatalogingHoldings Records*Holdings records can be created by 3 different methods. After locating and displaying the bibliographic record you can:Go to the menu bar and select Edit | Select HOL Record

which takes you to the holdings record tab in the lowerpane where you can select

ALEPH CatalogingHoldings Records*Go directly to tab 4. HOL records in lower pane and select

ALEPH CatalogingHoldings Records*A third option is to go to the Record Manager in thenavigation pane and right-click on the SYS60 library.You will receive an option to Load/Create a holdingsrecord.

ALEPH CatalogingHoldings Records*All three options will create a holdings record which you can then edit.

ALEPH CatalogingHoldings Records*After selecting the holdings record is displayed in the upper pane. You may use standard cataloging menus and function keys to edit the holdings record. The required fields include the Leader (LDR), System number (004), LKR ,008 (fixed field data) and 852 (location). The holdings record must be edited to provide the mandatory subfields and indicatorsin the 852 location field.

ALEPH CatalogingHoldings Records*Subfield a of the 852 field is highly recommended, especially for consortia. It is the MARC 21 Code for your library from the MARC 21 Code List for Organizations (NUC Code).

Note: If you are working with a serial or multi-part holdings record, be aware that the default for a new record is for a monograph, therefore you must update the LDR and the 008 fields.

Once you have made the necessary edits to the record, save it to the server by clicking on the icon on the Catalog bar, keying Ctrl+L or by going to the menu and selecting Cataloging | Save on server and local drive.

ALEPH CatalogingHoldings Records*To suppress display of a holdings record, use the status (STA) field similarly to the bibliographic record (SUPPRESSED).

ALEPH CatalogingHoldings Records*Typically all bibliographic records will have both holdings and items records attached. Every item should be linked to a holding record. The purpose of this is twofold:The link enables the system to automatically update the location of items from the holdings records the holdings record is the master record.An item can be flagged as having a temporary location in which case its location will not be overridden by the holdings record. The link also enables the system to automatically create a summary holdings from the individual items.

ALEPH CatalogingItem Records*The ALEPH Items node within the Cataloging module enables you to add, modify and delete item records from the system. Item records can also be created and modified in the Circulation and Acquisitions/Serials modules, although the functionality for item creation and update is limited.

Item records are required for circulation activities and serials check-in. Each physical piece the library owns must have an item record linked to its bibliographic record if it is going to be circulated. For serials, item records are derived from the holdings record (where the prediction pattern resides).

ALEPH CatalogingItem Records*Item records can also be linked to holdings records, through the Hol. Link field in the item record. If this link is present, the holdings record is the master record for and manages the location information of the item record. Modifying the holdings record also modifies the location information in the item record.

Item records are linked to ADM (Administrative records), and cannot exist without them. The ADM record number and a sequence number identify each item. Each item has a unique identifier in the barcode field.

ALEPH CatalogingItem Records*Item records can be accessed through three different methods:Type or wand in the barcode number in the Item bar

or use to pull up a list of item records by call number

After conducting a search using the Find tab, select the Items option

ALEPH CatalogingItem Records*Through the Cataloging record manager in the navigation pane after a bibliographic record has been displayed

ALEPH CatalogingItem Records*Once an item record has been located, the item list will appear in the upper pane, with detailed information displaying in the lower pane. You are able to make changes and update the item record.

ALEPH CatalogingItem Records*To create a new item record, after pulling up a bibliographic record in the catalog mode, right click on the ITEMS option under the ADM record. Select the option to Load/Create Record.

ALEPH CatalogingItem Records*The items list will appear in the upper pane. Select to create a new item record.

ALEPH CatalogingItem Records*Tabs 2-5 become active in the lower pane. Tab 2. General Information (1) of theitem record:

ALEPH CatalogingItem Records*Fields in tab 2. General Information (1) of the item record:Barcode (Mandatory): Type or scan in the barcode number. Alternately, you can leave the field blank and the system will automatically assign a number as soon as you click the refresh or update button. Any barcode can be changed, but it must be unique.Sublibrary (Mandatory): Use the drop-down menu to select a sublibrary.Collection: Use the drop-down menu to select a collection.Copy number: Enter the copy number if appropriate.Material type (Mandatory): Select the material type from the drop-down menu. This material type affects the sorting of items (books or serials).Hol. Link: If youve already created the holdings record, select the number from the drop-down menu. TIP: If you select the holdings record number as your first step and click refresh, many of the fields will be populated automatically from the holdings record.

ALEPH CatalogingItem Records*Fields in tab 2. General Information (1) of the item record (cont.):

Call Number Type: Use the drop-down menu to select the call number type.Call Number: Use the drop-down menu to select the call number.2nd Call Number Type/2nd Call Number: For use if your library system uses a second call number.Item Status: Use the drop-down menu to select an item status (values are based on tab15.eng)Item Process Status: Use the drop-down menu to select a processing status if applicable (values are based on tab15.eng)85X Type/Linking Number: These fields are used with serials patterns.

ALEPH CatalogingItem Records*Fields in tab 2. General Information (1) of the item record (cont.):Temporary Location: Click on the check box to allow changes on the item record that will not be updated by the holdings record. For example, to put an item on reserve, check this box and change the collection. When the item is ready to go back to its regular collection, uncheck the box and the holdings record will update the item record when it is updated or refreshed.Enum. Level 1 (A)(V.): Used for sorting only, and does not display. Enter first level of enumeration (volume).Enum. Level 2 (B): Used for sorting only, and does not display. Enter the second level of enumeration (issue or part number)Description: Generally used for multi-volume works or media where an individual item record is desirable for each piece. This field displays in the web OPAC.

ALEPH CatalogingItem Records*Tab 3. General Information (2) of the item record:

ALEPH CatalogingItem Records*Fields in tab 3. General Information (2) of the item record:Inventory Number: You may leave blank, put in your accession number, or depending on system set up, you may type in a number or activate an automatic counter by typing ? and the code of the counter.Inventory Date: The date the inventory number is assigned.Last Invent. Report Date: The last date of the inventory report.Price: This may be completed by the system if the item record is created from the order. Otherwise, enter price.Web OPAC note: The text entered here (up to 200 characters) will appear in the web OPAC for the user to read.Circ. Note: The text entered here (up to 200 characters) will display when an item is loaned or returned.

ALEPH CatalogingItem Records*Fields in tab 3. General Information (2) of the item record (cont.):Internal Note: The text entered here (up to 200 characters) will appear only on this form and is intended for library staff only.Order Number: If an item record is created within acquisitions, the order number is entered by the system from the order record. If not, click will evoke the Order List index where you can choose the correct order number.Invoice Key: If an invoice was created for this item in acquisitions, you can click to display the invoice list where you can choose the correct invoice.Invoice Note: This is a read-only field. This note comes from the note in the line item of the invoice.Statistic: Text or a code can be entered for statistical purposes.Remote Storage: The code of the facility where the item is located.

ALEPH CatalogingItem Records*Tab 4. Serial Information of the item record:

ALEPH CatalogingItem Records*Fields in tab 4. Serial Information of the item record:

Subscription No.: The sequence number of the subscription in Serials control. It is filled in automatically by the system if an item was opened in Serials.Pages: The pages included in the issue.Description (mandatory for serials): This is the web OPAC display for serial items.Issue Date: The date on which the issue was or is expected to be published. It is automatically calculated by the system when issues are opened in Serials.

ALEPH CatalogingItem Records*Fields in tab 4. Serial Information of the item record (cont):

Exp. Arrival Date: The expected date of arrival of the issue. It is automatically calculated by the system when issues are opened in Serials.Arrival Date: The actual date on which the item was received.Break Indicator: Used to indicate the reason for a break in the enumeration and chronology of item records.

ALEPH CatalogingItem Records*Tab 5. Serial Levels of the item record:

ALEPH CatalogingItem Records*Tab 5. Serial Levels of the item record is used by the system to sort individual volumes and issues correctly by enumeration and chronology.

ALEPH CatalogingItem Records*After the item record tabs have been updated, click to update the record and check for errors. After errors (if any were noted) have been corrected, click to add the item record.

ALEPH CatalogingItem Records*Once youve updated the item record, tab 1. Item Display and tab 6. HOL Links become active.

Tab 1. Item Display

ALEPH CatalogingItem Records*Tab 6. HOL Links allows you to edit, create new, link or unlink holdings records associated with the item record.

ALEPH CatalogingItem Records*You are also able to edit item records through the items list. Highlight the item you wish to alter in the upper pane. Make the appropriate changes in the lower pane and click .

ALEPH CatalogingAuthority Control*Authority control is the use of authority records to create consistency and a cross-reference structure in the names and subjects used as access points in a bibliographic database.

For example, the OPAC searcher will find all works by Samuel Clemens, also known as Mark Twain, listed under one header,the preferred heading. An OPAC user who does a search for Clemens, Samuel (the non-preferred heading) will find a cross-reference to Twain, Mark (the preferred heading).

ALEPH CatalogingAuthority Control*In ALEPH, when a catalog record is sent to the server with a non-preferred form of a heading, the system will automatically update the non-preferred form to the preferred form.

However, a library may decide that it does not want its heading automatically updated by the system.

ALEPH CatalogingOffline Cataloging*The Offline Cataloging option enables you to work with the Cataloging tab and catalog records without having a server connection. You can access functions such as Tag Information and Open Form that rely on data that has already been downloaded onto your local PC. Other functions that rely on the server, such as search field headings, checking the record or the values entered in a form, are unavailable until the server connection is restored.Note that when working in offline cataloging mode, you must save the records on your local drive. When the server connectionis restored, the cataloged records must be sent to the server for the database update.

ALEPH CatalogingOffline Cataloging*You can switch manually to the offline cataloging mode by going to the menu bar and selecting Cataloging | Offline Cataloging. To restore online cataloging, select this option again.

ALEPH CatalogingSystems Librarian*Many of the tables affecting cataloging are shared system-wide, as we are sharing a common bibliographic database. There are two tables, however, that are locally (ADM) controlled that affect work in the cataloging module:

tab25.eng

tab40.eng

ALEPH CatalogingSystems Librarian*Tab25.eng defines the different material types used in your library. The material type is included in the item record.

ALEPH CatalogingSystems Librarian*Tab40.eng defines the various collections in your library. The collection is also used in conjunction with the item records.

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