cataloging training manual

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Cataloging Manual

For actual training videos, please see http://www.library.illinois.edu/cam/training/videos.html.

Module 1: Sections and Genres

Circulating Collection Study Guide Self-Help (now known as Personal Growth) Jobs/Careers Mystery/Thriller Romance Science-Fiction and Fantasy Multicultural, Diversity, and Social Identity Women’s Issues

Module 2: Finding Records in OCLC Connexion

Logging into OCLC Connexion Searching in OCLC Connexion Checking the Records Exporting and Downloading Records

Module 3: Introduction to Voyager Catalog

Hierarchy of Records in Voyager

Module 4: Setting Preferences in Voyager

General Validation Work Flow Item Defaults Folders/Files Mapping Colors/Fonts

Module 5: Importing/Adding Bibliographic Records

Importing Bibliographic Records in Voyager Checking Records for Subject Headings Saving Bibliographic Records Handling Duplicate Records Retrieving Bibliographic Records

Module 6: Adding a Holdings Record

Adding a New Holding in Voyager Codes for Different Libraries

http://www.library.illinois.edu/cam/training/videos.html

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Assigning Call Numbers Assigning Cutter Numbers Special Collections

o Biographies

o Translated Works

o Spanish Language Materials

Adding Copies of the Same Book Special Considerations Retrieving Holding Records

Module 7: Adding Item records

Adding a New Item Record in Voyagero Barcode

o Copy Number

Retrieving Item Records

Module 8: Cataloging Tips

Finding and Adding Subject Headings

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Module 1: Sections and Genres

Circulating Collection

The largest collection in each of the libraries. Materials that do not fit within the other genre sections will go into circulating. This can include both fiction and nonfiction.

There are three subgenres that are cataloged with the circulating collection code. These are Oversize, Graphic Novels, and Living Learning Communities. These will ALWAYS be cataloged with the circulating collection code (c).

Oversize – oversized books are books that measure more than 28 cm tall. We put them in the Circulating Collection because they are too large to fit elsewhere.

Graphic Novels, Comic Books, and Manga – Graphic novels belong in their own unique place within the circulating collection (they all have 741.5 as a Dewey number). All you would do for graphic novels would be to put the Circulating Collection code in and the Dewey number is what tells you that it’s a graphic novel.

Living Learning Communities – Within the different residence halls, there are the Living Learning Communities that are dedicated to particular subjects and topics. There are a total of 7 Living Learning Communities.

o Innovation LLC (ISR)

o Unit One (Allen)

o Health Professions (FAR)

o WIMSE (FAR)

o Sustainability LLC (LAR)

o Global Crossroads (PAR)

o Intersections (PAR)

o Weston (IKE)

Biographies, Memoirs, and Autobiographies - Each residence hall library has a section for biographies, memoirs, and autobiographies. These books are about people that were extremely famous or relevant in history (such as John F. Kennedy, Marilyn Monroe, and Abraham Lincoln). These books also get the letter B in the call number and are cataloged with the Circulating Collection code.

o Misconception: Memoirs and biographies from people in the general population (travelers, sport stars,

etc.) are not cataloged with the biographies. Instead, they are cataloged with their Dewey number and placed within the general Circulating Collection.

Study Guide

The study guides section consists mostly of books that help students with major tests and scholarships.

Themes and Types:

GRE, MCAT, LSAT, GMAT, and other major test prep books Guides for scholarships Course/subject guides (such as biology, math, etc.) Guides for different school programs

Title Examples

The Ultimate Scholarship Book 2013 The Complete Idiot’s Guide to College Biology by Emily Jane Willingham

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Master the GRE 2014

Misconceptions/Easy Mistakes

Guides for how to speak a foreign language (i.e. Spanish, German, etc.) go in the Circulating Collection, not in Study Guides.

Self-Help (now known as Personal Growth)

Self-help, although known as Personal Growth, is still cataloged for now as self-help in the catalog. This collection consists of works the provide information on areas of personal growth and development, such as body image, nutrition, exercise, wellness, spirituality, mental health, and other areas that explore and foster personal development such as hobbies and crafts and relationship and dating advice. The collection also includes books that facilitate skills in public speaking, leadership, and adjustment to the college experience.

Themes and Types:

Mental health/wellness Relationships Dating Diet (not cooking) Exercise Overcoming depression Stress-relief Spiritual wellness Spirituality Sexuality/wellness Advice Inspirational (memoirs on finding happiness) Living a fulfilled life Finding life’s purpose College success College help Style how-to / make-up Time management Nutrition How-to books

Title Examples:

The Pilates Body: The Ultimate At-Home Guide to Strengthening, Lengthening, and Toning your body -- Without Machines by Brooke Siler

The Way to Eat: A Six-Step Path to Lifelong Weight Control by David L. Katz and Maura Harrigan Gonzalez The 4 Day Diet by Ian K. Smith Fearless Living : Live Without Excuses and Love Without Regret by Rhonda Britten Happier at Home : Kiss More, Jump More, Abandon a Project, Read Samuel Johnson, and My Other Experiments

in the Practice of Everyday Life by Gretchen Rubin A New Earth : Awakening to Your Life's Purpose by Eckhart Tolle Cheap Dates : Fun, Creative, and Romantic Dates That Won't Break Your Budget by Steven C. Smith

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Dating From the Inside Out : How to Use the Law of Attraction in Matters of the Heart by Paulette Kouffman Sherman

The Better Sex Guide to Extraordinary Lovemaking by Sinclair Institute and Yvonne K. Fulbright Life After College: The Complete Guide to Getting What You Want by Jenny Blake How to Become a Straight-A Student: The Unconventional Strategies Real College Students Use to Score High

While Studying Less by Cal Newport


Spirituality is not the same as religion. Books on religion go in the Circulating Collection (unless they are connected with personal development and growth).

Jobs/Career

The books in the Job/Career section are career guides and resources. These are books that assist with career exploration and development, emphasize students as the primary audience, and explore career opportunities. Other books could include on how to write a resume, build a portfolio, and conduct job interviews.

Themes and Types:

Resume and cover letter books How to build your profile Successfully getting a job Finding and/or building your career Using social media for finding jobs Job interviews Information on different careers

Title Examples

Jobs That Matter : Find a Stable, Fulfilling Career in Public Service by Heather Krasna Have No Career Fear : A College Grad's Guide to Snagging a Job, Trekking the Career Path, and Reaching Job

Nirvana edited by Ben Cohen-Leadholm, Ari Gerzon-Kessler, Rachel Skerritt The Unemployed College Graduate’s Survival Guide: How to Get Your Life Together, Deal with Debt, and Find a

Job After College by Bonnie Kerrigan Snyder Job Interviews For Dummies by Joyce Lain Kennedy Expert Resumes for Managers and Executives by Wendy S. Enelow and Louise M. Kursmark Becoming a Landscape Architect: A Guide to Careers in Design by Kelleann Foster


Books on how to get a job go in this section, not in Personal Growth. Any guides on how to get into college or succeed in college go in Personal Growth. These can technically by guides but they would not go in Study Guides.

Mystery/Thriller

This genre includes stories where the outcome is not known but found out through a process. These include classical “cozy” mysteries, hard-boiled crime stories, crime/caper stories, legal and action thrillers, detective stories, postmodern crime novels, and historical mysteries. All books in the Mystery/Thriller section are fiction.

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Themes and Types:

Mystery fiction Thriller Investigations Murder Suspense fiction (depending on the subject headings) Detective fiction Crime Legal thrillers Police detectives Private investigators Serial killers Spy stories Espionage Historical mystery

Title Examples:

High Heels are Murder by Elaine Viets 1st to Die by James Patterson The Woodcutter by Reginald Hill


Usually the records will say if it’s mystery but thriller is a little harder to determine. Sometimes you may have to decide for yourself if the book belongs in mystery or thriller. I find it helpful to look at some of the reviews on the book itself, which may categorize the book as mystery or thriller.

Romance

To determine if a book belongs in the Romance section, you would need to look at the record. In the record, look to see if it says Love Stories in the 655 or 650 field (this means romance).

Themes and Types:

Love stories Paranormal romance Fantasy romance Historical romance Gothic romance Christian romance Medieval romance Erotic fiction/romance Romantic suspense/mystery Man-woman relationships LGBTQ romantic relationships Young adult romance

Title Examples:

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Dreaming of Mr. Darcy by Victoria Connelly Sweet Addiction by Maya Banks Undead and Undermined by Mary Janice Davidson


Books in the Paranormal Romance genre go in the Romance section, not in Science-Fiction and Fantasy (so if a book says paranormal romance on the book itself or in the record, put it in romance).

Science-Fiction and Fantasy

To determine if a book belongs in the Science-Fiction and Fantasy section, you can again look at the record for the item. There will usually be a 655 field that says Science fiction or Fantasy fiction.

Themes and Types:

Young adult fantasy Young adult science-fiction Science-fiction Fantasy fiction Occult fiction Space travel Time travel Vampires Witches Ghosts Wizards Werewolves Dragons Demons Robots Cyborgs Androids Aliens Urban fantasy Alternate worlds Sword and sorcery Dystopias and utopias Magic Apocalypse

Title Examples:

Star Trek Voyager: Distant Shores edited by Marco Palmieri Angelology by Danielle Trussoni Insurgent by Veronica Roth City of Bones by Cassandra Clare The Darkest Minds by Alexandra Bracken Dead as a Doornail by Charlaine Harris

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Depending on the subject headings and the topic of the book, we do catalog books from the Horror genre in Science-Fiction and Fantasy.

Multicultural, Diversity, and Social Identity

This collection consists of non-fiction works that explore the concept of diversity or identity or contribute to a multicultural representation within the library collections.

Themes and Types:

Social identity Diversity Social views on groups in the United States Experiences of immigrating to the U.S. from other countries

Concept Examples:

Arab American identity A Chinese family’s experience immigrating to the United States African American women’s experiences in sororities Gay and lesbian soldiers in the military

Title Examples:

Acting White?: Rethinking Race in “Post-Racial” America by Devon W. Carbado and Mitu Gulati My Two Moms: Lessons of Love, Strength, and What Makes a Family by Zach Wahls Authentically Black: Essays for the Black Silent Majority by John McWhorter The Perfect Gentlemen: A Muslim Boy Meets the West by Imran Ahmad


Travel memoirs: If a United States citizen travels to another country, we do not put that book in Multicultural (that would go in the Circulating Collection)

Women’s Issues

To determine if a book belongs in the Women’s Issues section, you can again look at the record or the book. We generally put anything related to feminism or women’s rights in the Women’s Issues section (so anything about promoting women in the world).

Themes and Types:

Women’s suffrage Feminism Feminist theory Feminist literature Women’s rights Women professionals Women’s history

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Title Examples:

The Flipside of Feminism : What Conservative Women know – and Men Can't Say by Suzanne Venker and Phyllis Schlafly

Fight Like a Girl: How to Be a Fearless Feminist by Megan Seely Lean In: Women, Work, and the Will to Lead by Sheryl Sandberg The Unfinished Revolution: Voices from the Global Fight for Women’s Rights, edited by Minky Worden College Girls: Bluestockings, Sex Kittens, and Coeds, Then and Now by Lynn Peril We Killed: the Rise of Women in American Comedy by Yael Kohen A Woman Among Warlords: The Extraordinary Story of an Afghan Who Dared to Raise Her Voice by Malalai

Joya

Misconceptions/Easy Mistakes:

Sometimes we purchase guides for women, such as guides for financial advice or putting on make-up or finding a fashion type. These would not go in Women’s Issues. Instead, they would go in Personal Growth.

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Mini Quiz 1

In which section would you catalog the following item?

a. Circulating Collectionb. Women’s Issuesc. Personal Growth d. Jobs/Career

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Mini Quiz 2


a. Women’s Issues b. Circulating Collectionc. Personal Growth d. Multicultural

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Mini Quiz 3


a. Science-Fiction/Fantasyb. Romance c. Mystery/Thriller d. Circulating Collection

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Module 2: Finding Records in OCLC Connexion

All of our records come from OCLC Connexion.

Logging into OCLC Connexion

OCLC Connexion can be found at http://connexion.oclc.org/.

The page will have a box like this:

Login with this information:

Authorization: 100102088

Password: CKW

Searching in OCLC Connexion

http://connexion.oclc.org/

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To find a record, click in the Search for box and scan the ISBN number on the back of the book or type the number into the box. If you can’t find the book by the ISBN, type in the Title and Author’s name in the boxes under the Keyword/Numeric Search section. Remember to select Title (ti:) and Name (au:) from the drop-down menus.

Checking Records

After you have found a record, you must check the information on the book to make sure the record is the correct one.

Things to check include:

Title: the title has to match that on the Title page (not on the front cover of the book) ISBN: the ISBN has to match the number found on the back of the Title page. Copyright date and publication date: The book will have either a copyright date or a publication date (or both). If

the book has the publication date, check that on the book first. If there is no publication date, go with the copyright.

Physical characteristics: Check the page number and height of the book (use a ruler to measure it). Subject headings: Check to make sure there are at least three subject headings (if not, you can add them in after

you have imported the record into Voyager).

Tip: If the record is not right in some spots, you cannot change anything in OCLC Connexion. You will have to wait until you have the record in Voyager before you can make any changes to it.

Exporting and Downloading Records

Once you have the right record, you need to export it. From the drop-down menu at the top (next to the word Action), select Export Record in MARC. Once you do that, there will be a green message above the record that says Export completed.

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You will repeat this process for as many records as you need. Once you have exported all the records that you want, you go up to the General tab at the top of the page. Under the General tab you will see a drop-down menu labeled Admin Options.

Click on the drop-down menu and select Download Export Files. This will save the file to your computer that you will use in Voyager.

Module 3: Introduction to Voyager Catalog

When we add records into the Voyager Catalog, we have to go in a certain order.

Bibliographic record – this is the record you found in OCLC Connexion. You have to save this in the catalog before you can add any Holding records.

Holding record – this record tells you which library has an item. You have to save a Holdings record before you can add an Item record.

Item record –when you add an item record, you have to scan a barcode. Once you have added the Item record, you can go back to either the bibliographic or holding record.

There is only one bibliographic record, but multiple holding records can be attached to one bibliographic record. However, only one item record can be attached to a holding record.

Module 4: Setting Preferences in Voyager

Before you can begin cataloging in Voyager, you must set your preferences for Voyager Catalog on your account.

General

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Validation

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Work Flow

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Item Defaults

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Folders/Files

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Mapping

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Colors/Fonts

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Module 5: Importing/Adding Bibliographic Records in Voyager Catalog

The records that you found in OCLC Connexion are referred to as the Bibliographic (Bib) Records in the Voyager catalog.

To import the bib records:

You open Voyager Cataloging and click on Record in the top menu Select Import from the drop-down menu Then select From new file You will then be taken to the Downloads page for the computer. The files for the exported records will say

EXPORT.DAT and then the date. Double-click on the data file that you want. The records will appear in a pop-up window. Click on the name of the record you want to import and click OK.

Although you checked the record before you exported it from OCLC Connexion, you should check the record thoroughly, especially if there were some parts of the record that you have to edit. I always double-check the ISBN, title, author, and publication/copyright date again.

o Subject headings: Every record should have at least 3 subject headings. These will be found in the 650

fields. If the record does not have 3 subject headings, look at the information in the Cataloging Tips for how to find additional subject headings.

The imported record will then open completely in Voyager Cataloging. To save the record in the catalog, click on the small boat icon in the top menu. It says Save to DB underneath the icon.

After you have clicked Save to DB, there will be a pop-up called Authority Validation. Click the Continue button.

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Unless another library has the item, the record should successfully save to the catalog. You can then proceed to add a Holdings record.

Duplicate Records

There is always a possibility that another UIUC library will have one of our items. If another library does have it, you will know after you click Save to DB. A message will pop up saying Bibliographic Dedupe Detection (which basically means a duplicated record). Make sure that the record is highlighted and click the Retrieve button. This will bring up the record already saved in the catalog.

When you open the record, be sure to exit out of the record you imported (the imported record will say Imported record at the top of the record).

Check all the information in the record to make sure that it matches with the book. Sometimes, the record will be wrong for the book you have (as is sometimes the case with paperbacks and hardbacks).

If all the information is correct, you can add a new Holding record for the bib record. If the information does not match the book that you have, you will have to click the Add as a New Record button,

which will save the record in the catalog and then you can add a new Holding record.

Retrieving Bibliographic Records

To view or retrieve a bibliographic record, click the Get Bib icon.

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Module 6: Adding Holdings Records

To add a Holdings record after saving a record in the catalog, click the New Hldgs icon.

After you have finished putting in all the information for the Holding record, remember to click on the Save to DB icon.

The holdings records are the records for individual libraries. This is where we put the library, section, call number, cutter number, and copy number of the items.

h = call number

i = cutter number

t = copy number

Codes for Different Libraries

After you have added the record to the system, you must add the library’s bibliographic record. This record will say to which library the item belongs to and what section within the library it belongs to.

There are 8 different libraries for which you will be cataloging books: Allen, Busey-Evans, Florida Avenue (FAR), Ikenberry Commons, Illinois Avenue (ISR), Lincoln Avenue (LAR), Pennsylvania Avenue (PAR), and the Resource Center (which is located in the Ikenberry Commons Library).

all = Allen Librarybus = Busey-Evans Libraryfar = Florida Avenue Residence Libraryike = Ikenberry Commons Libraryisr = Illinois Avenue Residence Librarylar = Lincoln Avenue Residence Librarypar = Pennsylvania Avenue Residence Libraryres = Resource Center (Residential Life Resource Center)

The following table gives the codes for the individual libraries and their genres.

CODE ALLEN B-E FAR IKE ISR LAR PAR RESCIRCULATING C allc busc farc ikc isrc larc parc resc

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CD D allcd buscd farcd ikcd iscd larcd parcdSTUDY GUIDE G allsg bussg farsg iksg isrsg larsg parsg

SELF-HELP H allsh bussh farsh iksh isrsh larsh parshJOBS/CAREER J allj busj farj ikj isrj larj parj

MYSTERY/THRILLER MY allmy busmy farmy ikmy isrmy larmy parmyROMANCE RO allro busro farro ikro isrro larro parro

REFERENCE R allr busr farr ikr isrr larr parrSCI FI/FANTASY SF allsf bussf farsf iksf isrsf larsf parsf

MULTICULTURAL MU allmu busmu farmu ikmu isrmu larmu parmuWOMEN’S ISSUES W allw busw farw ikw isrw larw parw

Assigning Call Numbers

We use the Dewey Decimal System for all different sections and categories of our collection.

The Dewey Decimal number can be found in two specific spots. The first is in the 082 field on the book record. The other spot is in the book itself (usually on the back of the title page).

We only have a few certain rules when it comes to assigning Dewey numbers for specific books.

We DO NOT use any decimals with any fiction (this includes fiction from other countries too). 813 is the number for American fiction and 823 is the number for British fiction. We do not use decimals with fiction from other countries either.

o 813 – American fiction

o 823 – British (English) fiction

o 833 – German fiction

o 843 – French fiction

o 853 – Italian fiction

o 863 – Spanish fiction

o 891 – East Indo-European and Celtic Literature (not necessarily fiction but you will see this call number a

lot) All graphic novels get the 741.5 Dewey number. All biographies, memoirs, and autobiographies that we put in the Biographies section have a B in the call number

field and are cataloged with the Circulating Collection code.

Assigning Cutter Numbers

Cutter numbers are harder to find/create than Dewey numbers. You cannot find them in the book record or in the book itself. Instead, they have to be created or found by other means. There are primarily two ways to find/created Cutter numbers. Before you create any numbers, you should look to see if we already have books by that author, and you can do this using the library’s online catalog. Simply, type in the author’s name in the search box (Last Name, First Name) and hit the search. After you get the results, remember to choose Residence Hall Libraries from the options for Location under Narrow Your Search. If we do have books by that author, select one of the books and copy the Cutter number down. The cutter number is found directly after the Dewey number.

Call Number: 813 W213da

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If we do not have any other books by that author, then you will have to create a Cutter number with the OCLC Dewey Cutter Program that is found on your computer. Type (or paste) the author’s last name and first name in the Text box and then copy the given Cutter number into the book record. Note: DO NOT HIT ENTER AFTER YOU HAVE TYPED IN THE NAME (THIS WILL CLOSE THE CUTTER PROGRAM)

After you have given the book a Cutter number, you have to check that the number is unique. To do this, you have to click out of all the windows and the click the Search icon.

Select Call Number from the list if it’s not already chosen and type in just the call number and the Cutter number. DO NOT INCLUDE THE TWO LETTERS AT THE END OF THE CUTTER NUMBER THAT WE PUT FOR THE TITLE.

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Hit Enter or click the Do Search button and this should bring up a list of results.

Check to make sure that the Cutter number is not being used by a different author. It will show up in the results if it is.

Special Collections

Biographies

Besides having a letter instead of a Dewey number in the call number field, biographies are also cuttered differently. With biographies, you have to:

Cutter by the person featured in the biography. The last letter of the cutter will be the first letter of the title of the book.

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Translated Works

Translated works get a unique Cutter number to show both the author and the translator. When you either look for or create the Cutter number, you will do it by the author’s last and first name (just like you would do normally). Then, you will add an additional three letters to the end of the author’s Cutter Number. The last three letters are the capitalized first letter of the title in its ORIGINAL LANGUAGE, capital E, and the lowercase first letter of the translator’s LAST name. Note: you can usually find the original title of the book in the 240 field. Translated works can include both fiction and non-fiction.

Spanish Language Materials

The libraries also maintain a collection of foreign language print materials aimed at meeting the recreational and information needs of the Spanish-speaking and Spanish-reading community. The section is devoted mostly to English works that have been translated into Spanish (for example, the Spanish version of Harry Potter). The collection is housed at the FAR library. The Cutter number would be for the author, and if the book has been translated into Spanish, create the Cutter number like the other translated works. However, if the book was originally written in Spanish, create the Cutter normally, with the Cutter number of the author and the first two letters of the title.

Adding Copies of the Same Book

Designating the copy number for books is done right after the Cutter number in the t field. When there are multiple copies of the same book for different libraries, each library will have to have its own holding record. To designate the copy number, simply change the number from 1 to 2 (or 3,4,5, etc.).

Special Considerations

Living Learning Communities - These materials all are written with the Circulating Collection code plus a $z field after the copy field. For example:

$b rhlisrc $h 658.1 $i R445le $t 1 $z Innovation LLC Oversized Books - We give these books the code for Circulating Collection and also label them with a

“q” before the call number. For example: $b rhlikc $k q $h 759 $i B388s $t 1 = q 759 B388s

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Retrieving Holdings Records

To view or retrieve any of the Holding records attached to a bibliographic record, click the Get Hldgs icon.

Module 7: Adding Item Records

To add an Item record after you have saved the Holding record, click on the New Items icon.

A form will open up in and you only need to

scan in the barcode change the copy number (if you added more than one copy of the item)

After you have added or changed the information, remember to click on the Save to DB icon again.

This is the final step in adding a complete record for an item in the Voyager catalog.

Retrieving Item Records

To ever view or retrieve an Item record attached to a Holding record, click the Get Items icon.

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Module 8: Cataloging Tips

Finding and Adding Subject Headings

Subject headings are located in the 650 field, and we usually prefer to have at least 3 on a record. If you get a record that does not have at least 3, there are multiple places that you can look to find more to add to the record (by the way, just hit F3 in Voyager to add an additional field).

Urbana Free Library - http://urbanafreelibrary.org/ o The Urbana Free Library does all of its own cataloging and will add subject headings to a record that

doesn’t have any. When you search for a book in the catalog, just look for Subjects in the blurb next to the picture of the book. This will show you all the subject headings attached to that record. To see how they are structured in a MARC view, you can scroll down the book record to Librarian’s View, which will show how the subject headings with the subfields in the MARC format.

Worldcat o Worldcat can be found on the library’s homepage. Just click on it and then you will have to click a link

that says OCLC DATABASES. o In the search boxes, you can change the fields and type in the title and author of the book. Click Search or

hit enter and you will get a list of results. Find the one you want and select the link underneath the title that says Libraries Worldwide.

o Clicking on that link will bring up a list of libraries that will have the book. Go through them and see if

any of them have more than one or two subject headings in their records. Be warned that some of the systems are different and sometimes you will have to search through the record to find the subject headings. Regardless, in a fully displayed record, you can find the subject headings next to either the Subjects or the Subject Terms (depends on the catalog).

o Once you have found the subject headings, also look to see if there is an option for a Librarian’s View or

a MARC Display or Catalog Record. These will usually be what the MARC view of the record is called, and you can use this to see what subfields are used throughout the subject heading.

o You just add these subject headings into the record by hitting F3 on the keyboard and typing in a 650

field (the second indicator will be 0). After you are finished putting in all the information, don’t forget to click the Save to DB icon.

http://urbanafreelibrary.org/

cataloging training manual

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