Transcript Connecting with Connexion: The UGA Experience

UNIT 7: Cataloging > Search > Investigation
In this unit, we will briefly explore tools used to
catalog materials, investigate bibliographic and
holdings problems, and resolve database maintenance
problems. We’ll learn some secrets of the catalog, too!
As the Libraries collection is old and the data has been
through 3 migrations and one conversion, investigative work
can be essential.
You will with GIL…
Click next to get
started with this
unit…. or go to the
Menu to choose a
different topic.
We will explore the following concepts:
GIL (Voyager), GALIN (the libraries’
previous online catalog), OCLC
(WorldCat) as investigative tools
Links to WorldCat tutorials
Other resources, such as the shelflist
card catalog
Gathering evidence and interpreting
results
Let’s get started by examining the nature of the work
of Database Maintenance work. Click on next to start.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : Collecting the evidence:
Record matching
Database maintenance (DBM) is the work of keeping the database record
information accurate and correcting any problems that arise. Problems may
arise from conversion (such as migration from one database to another or
conversion of record data), human error, changes in procedures, policies
and/or cataloging rules, or through older material which was never entered
into the system.
DBM work involves examining actual pieces, examining database records, and
reconciling the differences. There are times when having the physical piece is not
necessary (some reports), but for any questionable records or data, the item (or
items) may help greatly.
Older material may have old paper accession numbers in the back (in lieu or in
addition to a barcode); additionally, old call numbers written in books, sequence
numbers, blackened out labels, etc. All valuable evidence in resolving
discrepancies.
Carefully comparing the pieces with GIL, GALIN (if applicable), the shelflist,
and even other copies (if there are additional copies linked on the same bib
record) is a necessity. OCLC may be of help, too!
What is a “match”?
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : Collecting the evidence: Record
matching
On a very superficial level, the record should match on the
fields/values which you can compare to your item ‘in hand’
including
Title (245)
Author(s) (245, in the case of older records the author will not appear
in the 245)
Date(s) of publication (260)
Physical description (300)
Specific information such as editions, languages or series
We have a match, but we have a problem, or perhaps, we are not
sure if we actually have a match. Let’s see how our tools can help us.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation: Tools of the trade
Maintenance work involves the use of many tools to investigate and
resolve issues, discrepancies and questions. We have already explored
GIL. In this unit, we will learn more about GIL as well as explore the
other tools at your disposal.
Databases:
 GIL (Voyager), the Libraries Catalog
 GALIN, a static snapshot of the previous UGA library online catalog.
 WorldCat/OCLC
Other resources:
 The shelflist/card catalog
 Stacks/physical pieces
 P+P (Cataloging Dept. Policy & Procedures Manual)
 Bib Formats Manual
 Your supervisor, trainer, other staff in the Cataloging Dept. and Libraries
Let’s get started.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : GIL
GIL is both the first and last place to go, but you should not skip the steps in the
middle, until you have a solid case!
GIL can tell you:
Cataloged post 1999: how many copies the UGA Libraries’ have, their locations,
volumes, etc. Item status such as missing, intransit, etc.; as well as whether there is
an order attached and the item was received.
Cataloged pre 1999: If the history shows only 6/1999 with no operator ID in the
history, then the record has not been worked on since migration. GALIN and the
shelflist may be of help.
The bib, holding and item record histories: GIL keeps a record of the updates
and edits to bib, holding and item records -- very helpful in determining what
happened to an item.
9xx fields: Indicate whether an item has been cataloged, inventoried, went through
MARCive (authority outsourcing), etc.
Next, we explore the old Libraries’ catalog, GALIN.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : GALIN
The sequence number is similar to a bib
(bibliographic record) ID number in GIL.
Each title in GALIN had 1 sequence number.
Accession numbers are like barcodes or
item ID numbers. Each sequence number
may have multiple accession numbers, for
copies or volumes.
If you are lucky, the sequence number is
contained in the GIL record (we will see this on
the next screen).
Remember: GALIN is only a pre-1999
static snapshot. Materials cataloged after
1999 will not be in GALIN.
Next, we will discover the link between GIL and GALIN.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : GALIN and GIL Links
The mysterious sequence number appears in GIL!
Note: The sequence number in the bib record is coded in an 035 field which has
a ‡9 vs. an oclc number which has ‡a ocm or ‡a (OCoLC)ocm or (OCoLC)ocn;
this usually corresponds to the 014 in the MFHD
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : Searching GALIN
Searching GALIN by sequence number.
Note: The sequence number
How can we use GALIN to resolve
problems?
Note: This is bib record information. To see items, click on Piece.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : GALIN, interpreting the evidence
What can we learn from GALIN? GALIN is useful for verifying and resolving issues with
older material (pre 1999) which has not been worked on since migration to GIL. GALIN
is located at http://galin.galib.uga.edu/
GALIN can sometimes resolve questions such as:
how many copies were purchased prior to 1999
which locations had copies prior to 1999
how many volumes we have and what those volumes were prior to 1999
where an item might be found (e.g., Repo information did not always
migrate properly to GIL)
verify that the information in GIL is correct (helpful when discrepancies
occur between shelflist and GIL, or discrepancies between GIL records,
such as duplicates)
Next, we’ll briefly explore the shelflist. Don’t worry, you will get plenty of practice using the shelflist!
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : shelflist
The Libraries’ shelflist can assist in building a case for the resolution of a problem. The
shelflist card catalog is the original card catalog for the Cataloging Department. The shelflist
card catalog is filed in call number order. Although Cataloging staff no longer create or add
cards, cards should be updated if changes are made to a title which 1) has a shelflist card and
2) for various reasons the record can not be inventoried (and the shelflist card discarded).
Materials cataloged after 1995 will not have a shelflist card.
In order to inventory a card, you must have reviewed all copies/locations to determine
that the information in GIL is correct. An inventory note is added to the bib record upon
completion of work.
In cases where not all pieces can be accounted for, a note is made on the shelflist card when
applicable; a secondary option is to add an item status of missing (upon a complete search)
with a note as to work needing to be completed.
The withdrawn drawer holds titles which have been withdrawn from the collection. The
Reading for Pleasure drawer holds only those titles with Y or YS call numbers. Some
Associated Research Facilities have their own drawers; additionally, Serials and
Microfilm have publicly accessible drawers.
Our final tool is OCLC (WorldCat).
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : OCLC (WorldCat)
You have already learned a little about GIL and
GALIN, now we will explore WorldCat (OCLC).
OCLC WorldCat
OCLC (Online Computer Library Center) WorldCat is a collaborative database of
records from libraries around the world. Libraries share records for cataloging purposes and
Interlibrary Loan (ILL). UGA contributes records to OCLC and shares our holdings
through OCLC. We access OCLC WorldCat through the technical module
Connexion.
The UGA Libraries records our holdings in OCLC through cataloging.
Searching in WorldCat tutorial
Additional WorldCat tutorials
Do not proceed until you finish the Searching in WorldCat tutorial. You will need
to close out the popup window when you finish the tutorial.
How can we use OCLC to resolve problems?
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : OCLC (WorldCat): How can it help?
What can we learn from OCLC (WorldCat) in terms of maintenance work?
As the Libraries’ contribute records and holdings to OCLC (which show whether the Libraries’
own a particular title), OCLC can help identify whether we hold (own) a particular title and
also resolve issues with call number conflicts, treatment questions, etc.
OCLC can sometimes resolve questions such as:
does the library still own a copy of the title? (If no holdings in OCLC, did we
ever own it? Was it withdrawn?)
questions about treatment (is it a monographic set? serial?)
does it need a recataloging? Is the call number correct?
Places to look and what you might find….
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Cataloging > Search > Investigation : Collecting the evidence
Places to look to help resolve questions:
GIL: It’s the place to start, but generally you will need to check several of the sources below. Helpful investigative
information in GIL can be found by doing a browse call number and/or title (to see if there is more than one record
in GIL), notes on the MFHD (holdings record), and notes on the item record (the little sticky note icon).
The pieces/stacks: Gathering all of the physical pieces of evidence can sometimes resolve questions, especially
in terms of location or copy discrepancies.
Ye Olde Shelflist. If the date is before 1995 and the bib record does NOT have a 910 INV , then check the
shelflist: a couple of notes: 1) Remember some special branches have their own shelflist and 2) Always check the
withdrawn drawer if you can’t find a shelflist card in the regular section and you think there should be one.
GALIN, http://galin.galib.uga.edu/ : Remember GALIN is a snapshot of how the old UGA Libraries’ catalog looked
in June 1999, so it may or may not be accurate. However, it can be helpful in determining how many pieces we
actually had of a particular item.
OCLC/Connexion, probably the least helpful in maintenance investigative work, but can sometimes offer clues as
to what the call number might have been changed to if you are not finding anything in GIL (if the call number in
OCLC is different) or whether we actually had the item or withdrew it (no holdings in OCLC)
Fellow staff, especially trainers and senior staff: The Georgia Room and Science Library are perfect examples
of areas where talking to the staff is of great use. A lot of information about the libraries’ collection is retained in
the brainpower of the library staff. Sometimes it is reflected in GIL, other times, it is not.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
Did you know that not everything in the catalog displays in the OPAC?
Suppressed records do not show up
in the OPAC!
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
Did you know that not all materials that we own are in the
catalog?
In this case, the bib info is in the
catalog, but there are no holdings.
In the beginning, serials were
checked in on cards. Those cards
still exist near Main Reference. Any
serial cataloged before the early
1990s could have a card.
However, you can find out if cards are probable (or not!) from the record.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
The stamp
means the bib
info in GIL
has been
verified.
An example of a serials card.
Our holdings are reflected here.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
How can you tell if a record in the catalog is…well…CATALOGED?
What about those serials shelflist cards?
910 NC = No Cards
CC = title was cataloged through
PromptCat (outsourced cataloging)
CA can appear in a 910 or 945
CA = CAtaloged
PO/EO (with no CA in a record) =
provisional record
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
Do you know how many conversions/migrations the UGA
Libraries catalog data has been through?

At least 4 major ones: From MARVEL  GALIN  GIL 
Unicode
If you see 6/1999 in the bib or MFHD record history in the
technical module what does that mean?
1999 is when we migrated from GALIN. All records have 6/1999 in
the history; but if a record ONLY has 6/1999 in the history, the
record is in the same condition as it was prior to migration.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
Did you know we put secret little notes in the catalog to help each other?
Did you know that we record our treatment decisions in the online catalog?
Do you know why sometimes when you search you do not always find the
title in question, if it includes a preceding article (and, the, le, etc.)?
Provisional records sometimes do not have correct indicators for indexing.
The title indicator is a common missing indicator in older provisional records.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
What is the shelflist in the basement for?
It houses shelflist cards for pre1995 materials which have not been
inventoried. It also houses shelflist cards for special categories of
materials (reading for pleasure, microfiche, withdrawn items,
associated research facilities (branch libraries) as well as other
shelflists.
What is Medium Rare?
Medium Rare: Materials in the UGA Libraries collection which are
published before 1870, which are quasi-rare (non-circulating yet reside
in the stacks.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
Unit7: Cataloging > Search > Investigation : Secrets
What does INV in a bib record 910 mean?
It is code indicating that someone in the Cataloging Department had
the volume in hand, pulled the shelflist card, and verified that the
information in GIL was correct.
What does “No information available” mean in the OPAC?
No item record(s)/barcode(s).
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
UNIT 7: Problemsolving review
We have learned about investigative tools: GIL,
GALIN, the shelflist, the pieces, and OCLC
We have learned which resources are most
useful for resolving various issues
We have learned some secrets of the catalog!
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay
You should now have a basic understanding of
…Investigative tools: GIL, GALIN, the shelflist, the pieces, and OCLC
…which resources are most useful for resolving various issues
…the structure of records in GIL (the Hierarchy) (bib, holding, item record)
…the basics of MARC, LC call numbers, and how they work in the Libraries and GIL.
The final unit (8) is a review with interactive exercise, tutorials & more!
Remember you can review any topic at any time by clicking the MENU button.
Final review is the last unit.
University of Georgia Libraries / Cataloging 2007
http://www.libs.uga.edu/catalog/tutorial design robin fay