Before adding a new record to the Cat, it is important to search the catalog thoroughly to ensure no duplication. (See Searching in WorkFlows for further instructions on searching in WorkFlows.) If adding an item for Rare Books, check the order form (orf) for an order number. If an order was placed using the Acquistions module in WorkFlows, there will be a number for the order record penciled in at the top of the orf. Be sure to use this record for cataloging, so that the order is attached to the bib record.

Icons

1. From the Cataloging Toolbar, select the blue Title Maintenance icon.
2. From the sub-menu, select the pencil writing icon to add a new title.

Properties

The Properties screen sets default values for the records you create. Until you get used to them, you might want to show these values ALWAYS. If you want to set your defaults permanently, you can change show these values to NEVER. To change properties (or view them) once you have set show these values to NEVER, just right click on the wizard icon and you will retrieve a menu. The last choice on the menu will be Properties; select it and you will retrieve this screen.

Note: the Title/Bibliographic Defaults are the most important, as they will generate a workform with the appropriate fixed fields for that format. Once you have selected the default and started cataloging, the only way to make a change is to go to the Control tab, change the format, save the record, then reopen it for editing and you will find that the fixed fields have changed accordingly. The other defaults (such as Call number/Volume Defaults) can be changed while working on the record.

Title/Bibliographic Defaults

1. Format: Change to match the item in hand; use MARC for monographs, SERIAL for serials & periodicals, MANUSCRPT for manuscripts.
2. Entries: Use Full or Template. Don't use Brief.
3. Add 006 for: Keep NONE as default. This is for mixed format items (i.e. a map on CD-ROM); the Special Collections Cataloging Team is unlikely to use it.
4. There should be a red checkmark in fixed fields (fixed fields will not display otherwise).
5. Clicking descriptive labels will show words as well as tags to describe the fields (for example, "Title" as well as 245.) Leave it blank if you don't need the labels - it saves space.
6. Never set the default to shadow title. This will prevent titles from displaying to the public. Keep this box Unchecked (blank).
7. Add copy when creating title: the Special Collections Team will always create a copy when creating a title, so keep this box Checked. (You would uncheck if you were creating a title just for the purposes of placing an order, but we probably would never do this.)

Volume Display Option

1. Clicking in show shelving key will display what the call number looks like to WorkFlows when it searches by call number. Since most of our call numbers are LC, you probably don't need to see it, but it doesn't hurt anything if you want to display it. The shelving key displays on the Vol/Copy screen.

Call Number/Volume Defaults

1. Library shows the basic location of the item. All of our material will be in UP-SPECCOL (so go ahead and set the default to this).
2. Class scheme will be LC for most of our items, DEWEY occasionally, LCPER for serials & periodicals, and ASIS for manuscripts.
3. Never set the default to shadow call number. This will prevent call numbers from displaying to the public. Keep this box Unchecked (blank).

Copy Defaults

1. Type is the item type. Most often we will use BOOK; but don't forget to use REF-ITEM for all items in a Reference location. Use BOOK for serials, but PERIODICAL for periodicals. If an item falls into two categories (such as a manuscript on microfilm), use the Item Type Preference list to determine which item type to use.
2. Home location: Since our items do not go to CatMarking (we return them directly to Special Collections once we have finished cataloging), use the home location supplied on the orf. Do not use INPROCESS.
3. There should be a red check in the permanent box; all of our records will be permanent.
4. Circulate: Since all of our items will be non-circulating, go ahead and uncheck this box. (Checked means ok to circulate; unchecked (blank) means non-circulating.)
5. Never set the default to shadow copy. This will prevent copies from displaying to the public. Keep this box Unchecked (blank).

Optional

Ignore all of these.

Press OK to save your defaults and move into the record itself. Cancel closes the screen without saving your changes, so you can start over or do something else.

Record Screen

There are Four Tabbed sections on the Add Title Wizard - Control, Bib, MARC Hldgs, and Vol/Copy. We'll take them in order, even though the BIB tab will be displayed initially.

Note: You have to click on the word to move between displays; it isn't enough to click in the tab.

Note: Each screen has an OK button; only click OK when you are done with the whole record, not when you are done with that screen. If you get a message that says something like "You need to provide a new call number," just press OK in the message box to move to the Vol/Copy tab.

Control

No.of volumes, Record format, Created by, Date created and Title Control Number are all set elsewhere or by the system. Don't worry about them.

Date cataloged is important. You must change Date cataloged to TODAY on each record when the record is done. (You might want to save this for the final step.) Changing the date cataloged to TODAY will send the record to our Authorities Vendor. If you forget, the record will never go through Authority Control. If you are referring the item, don't change the date cataloged (keep it at NEVER).

Remember, OK saves the whole record, so don't press it until you are done with the other screens, too.

Bib

In general, use the mouse or tab key to put the cursor where you want to type. You can type over field tags or use the ones supplied by the template.

Supply appropriate Fixed Fields.

Use the Before, After and Delete keys at the top right to add a blank field before or after the current field (i.e. where your cursor is), or to delete it. **Remember: the order of fields is important in WorkFlows. WorkFlows will store the fields in the order in which they are input. For the most part, we will input fields numerically, but 5XX and 6XX fields must be input according to AACR2 guidelines. See the Cataloging Dept's cheat sheet for order of notes for standard monographic notes.

WorkFlows uses a bar | (Shift + \) as the subfield delimiter. If you are copying & pasting from a telnet OCLC or RLIN session, don't forget to change the delimiters!

Do not put spaces before or after delimiters, but do include a space before the ISBD punctuation.

Example:

245

00

To Sirsi with love /|cby S. Poitier.

Remember to supply ISBD punctuation.

Don't forget your indicators!

Input an 040 PSt|cPSt if you are using near/edition copy or are doing original cataloging (indicators blank; no ISBD punctuation in this field).

If you are assigning a call number (i.e. not using one from matching copy), input an 050 (indicator position one: blank, position two: 4) with the call number you assigned. Use a |b before the final cutter number.

Example:

050

#4

TR1|b.P43 1902

Remember there are no diagnostic prompts for mistakes (i.e. invalid ISBNs, barcodes).

Follow these guidelines for diacritics.

If 245 |a has an ampersand (&), add a 246 for the word 'and'.

If you don't use a field, the system will delete it (you don't have to).

The Call number and holdings are on the Vol/Copy screen. The record isn't done until you add a Call number and barcode; go to Vol/copy to do this.

The OK button is for the whole record; don't press it until you have done all elements.

MARC Hldgs

Currently, we are using MARC Holdings only for serials and periodicals. Click here for instructions. Ignore this tab if you are handling Monographs, Manuscripts or any format other than Serial.

Vol/Copy

Call Number Info
1. Type the local call number in the Call Number box. The only space you will input for monographic items will be between the cutter and the date. Do NOT add a |b before the final cutter here. If applicable, include volume designation, using a |z before the designation.

   Examples:

   PS648.S3A35 1999

   or

   TR1.S37|zv.22

2. Class scheme will be LC, DEWEY, LCPER or ASIS.
3. Library was set by the Default on the properties screen.

Copy Info

1. Item ID is for the barcode. Put your cursor in this field and wand in the barcode.
2. Ignore new copy number and price.
3. Type (Item Type) appears as it was set in your Properties defaults. Change it if necessary. Most often we will use BOOK; but don't forget to use REF-ITEM for all items in a Reference location. Use BOOK for serials, PERIODICAL for periodicals. If an item falls into two categories (such as a manuscript on microfilm), use the Item Type Preference list to determine which item type to use.
4. Home location: Since our items do not go to CatMarking (we return them directly to Special Collections once we have finished cataloging), use the home location supplied on the orf. Do not use INPROCESS.
5. Ignore Item cat1 and Item cat2.
6. Current location will automatically update to match the Home Location upon completion of the record. Only those authorized to use Circ Wizards can change this field.
7. Permanent should be checked (this was the default on the properties screen).
8. Circulate should be blank (set by default on the properties screen).
9. Number of pieces defaults to 1. Don't change.
10. Comments are for internal use only and can't be seen by the public. The Comments box is currently being used for the Rare Books Author Collection. (Other uses may evolve.) The Author Collection consists of works by or about the following authors: Arnold Bennett, Amy Bonner, Jean Giraudoux, Edward Gorey, Ivan Illich, Christopher Logue, John O'Hara, Conrad Richter, Theodore Roethke, Henry Shoemaker, Theophrastus, Ramon del Valle-Inclan. If you are cataloging a book for the Author collection, use the comments box to specify to which of these authors the work applies. Last name only is sufficient. For example: Bonner.

Remember, you can use the tabs to move back and forth through the different displays to edit or review the other parts of the record. When the record is done, press OK. This will save the record, and send it to the database to be indexed. That's all, folks. Well - almost.

Add Title Complete

The last step in the process is a list of options for what you can do next. The options are:
1. Add another title will return you to a blank record screen so that you can start another new title. Remember, this is a completely new title, based on the same default properties you set up previously.
2. Review will redisplay the record you just finished.
3. Add Another Volume: use if you need to add another Library, Location or Volume to your record. You will be asked to supply a destination Library for the new volume (the default will be the Library of the current item.); change if necessary. Press OK to move to the new volume screen. Repeat the steps described in Vol/Copy above.
4. Add Another Copy is useful for adding a second copy of the same item. You'll go directly to the NEW Copy screen. Type in the new barcode, and change whatever other information needs to be changed.
5. Print Spine Label is something you should probably ignore.
6. Close will close the current Wizard, so that you can start another exciting activity.
GO TO NEW TITLE CHECKLIST

Last revised July 25, 2003 - lal