cat:creating_bib_records_in_pines
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cat:creating_bib_records_in_pines [2019/09/16 19:53] – [Creating records in Evergreen] ehardy | cat:creating_bib_records_in_pines [2022/03/25 14:28] (current) – [Guidelines for creating bibliographic records in the PINES Database] ehardy | ||
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====== Guidelines for creating bibliographic records in the PINES Database ====== | ====== Guidelines for creating bibliographic records in the PINES Database ====== | ||
- | Creating bibliographic records in the PINES is restricted to records for ephemeral or temporary items. Ephemeral items have a limited, specific, circulation life and are not part of a library’s permanent collection. Such items might be puppets for use in a children’s program or a kit designed for a book club. Once the associated program is complete, the items and bibliographic record should be removed from the PINES database. Any item or kit intended to be part of a library’s permanent collection should be cataloged first in OCLC, if no matching record is found, and then imported into the PINES database through the Z39.50 interface. If a matching record is found, it should be imported into PINES and your holdings attached. | + | Creating bibliographic records |
===== Procedures for ephemeral items ===== | ===== Procedures for ephemeral items ===== | ||
- | * Search PINES for matching records and attach holdings if found. Once the associated program is complete, remove the items from the database. | + | |
* If no matching record is found in PINES, search OCLC and import the match into PINES and attach holdings. Once the associated program is complete, remove the items from the database. | * If no matching record is found in PINES, search OCLC and import the match into PINES and attach holdings. Once the associated program is complete, remove the items from the database. | ||
* If no matching record for item is found in either PINES or OCLC, a K-level bibliographic record can be created in PINES. | * If no matching record for item is found in either PINES or OCLC, a K-level bibliographic record can be created in PINES. | ||
* Creating K-level bibliographic records in PINES is a type of original cataloging. Each library is responsible for the quality of the records added to the database by their institution. Lead cataloger should check his/her own institution’s K-records created by cat1s who have never done original cataloging before or should arrange for the library’s original cataloger to check on work done by new original cataloger(s). | * Creating K-level bibliographic records in PINES is a type of original cataloging. Each library is responsible for the quality of the records added to the database by their institution. Lead cataloger should check his/her own institution’s K-records created by cat1s who have never done original cataloging before or should arrange for the library’s original cataloger to check on work done by new original cataloger(s). | ||
- | * Other libraries should avoid attaching holdings to an existing PINES K-level record input by another library. Subsequent library’s items should also be temporary and should also match the K-level record. Records input directly into PINES will have the title control number prefix AUTOGENERATED_. Other records with the same prefix include acquisitions records and records brought into PINES during a migration. | + | * Other libraries should avoid attaching holdings to an existing PINES K-level record input by another library. Subsequent library’s items should also be temporary and should also match the K-level record. |
+ | * Records input directly into PINES will have the title control number prefix AUTOGENERATED_. Other records with the same prefix include acquisitions records and records brought into PINES during a migration. | ||
- | PINES K level records should be removed as soon as the related program is complete. | + | <note important> |
- | + | ||
- | If the owning library decides to retain the item(s) in their permanent collection after the completion of the program, the temporary record should be replaced with a matching OCLC record. | + | |
+ | <note important> | ||
+ | </ | ||
===== Creating records in Evergreen ===== | ===== Creating records in Evergreen ===== | ||
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===== MARC Fields to Be Used for PINES K-level records ===== | ===== MARC Fields to Be Used for PINES K-level records ===== | ||
- | ==== Fixed Fields: ==== | + | For more information on fields to include please see [[cat: |
+ | ==== Fixed Fields | ||
+ | |||
+ | |||
+ | Desc: a Required.\\ | ||
+ | |||
+ | Enc_Lvl: K Required.\\ | ||
+ | |||
+ | Appropriate codes for all other Fixed Fields (FFs) are required if applicable.\\ | ||
+ | |||
+ | ==== Variable Fields ==== | ||
+ | |||
+ | 020 Required if found on piece.\\ | ||
+ | |||
+ | 100 Required if found on piece.\\ | ||
+ | |||
+ | <wrap indent> | ||
+ | |||
+ | 245 Mandatory.\\ | ||
+ | <wrap indent> | ||
+ | <wrap indent> | ||
+ | <wrap indent> | ||
+ | |||
+ | 250 Required if found on piece.\\ | ||
+ | |||
+ | 264 Required if found on piece.\\ | ||
+ | |||
+ | 300 Mandatory see [[cat: | ||
+ | |||
+ | 490 Optional.\\ | ||
+ | |||
+ | 504 Optional.\\ | ||
+ | |||
+ | 505 Optional, except for collections such as short stories, music sound recordings, etc. \\ | ||
+ | |||
+ | 6xx’s | ||
+ | |||
+ | 655 Optional\\ | ||
+ | |||
+ | 7xxs Optional, but strongly encouraged\\ | ||
+ | |||
+ | 8XX Optional; except required if 490 traced is used.\\ | ||
+ | |||
+ | ===== Kits locally assembled by library ===== | ||
+ | |||
+ | |||
+ | Which MARC Type to be used for a kit record largely depends on the components of your kits:\\ | ||
+ | * If a kit set consists of more books than any other materials, use book (Type a). | ||
+ | * If a kit consists of more sound cassettes, use sound recording (Type i or j). | ||
+ | * If a kit consists of more projected media, use visual materials (Type g). | ||
+ | * If a kit has no discernible component that it primary, use kit (Type o) | ||
+ | |||
+ | 245 If you need to make up a title for a kit, put it in brackets and add a 500 note, “Title supplied by Cataloger.”\\ | ||
+ | |||
+ | <wrap indent> | ||
+ | <wrap indent> | ||
+ | |||
+ | If you choose title proper from any one piece in the collection, give it a 500 note: | ||
+ | <wrap indent> | ||
+ | |||
+ | <wrap indent> | ||
+ | |||
+ | 264 Enter date only, that is, the year your library puts the kit together: | ||
+ | |||
+ | <wrap indent> | ||
+ | |||
+ | 300 Required.\\ | ||
+ | |||
+ | <wrap indent> | ||
+ | |||
+ | <wrap indent> | ||
+ | |||
+ | You may also choose to use multiple 300 fields in one record, each to describe one type of materials in the collection. Add a 500 note to indict the items’ container.\\ | ||
+ | |||
+ | <wrap indent> | ||
+ | |||
+ | For items with a large number of different materials, give a general term as the extent. Give the number of such pieces if it can be easily ascertained: | ||
+ | |||
+ | |||
+ | <wrap indent> | ||
+ | <wrap indent> | ||
+ | |||
+ | ===== Delete items ===== | ||
- | Desc: a Required. | ||
- | Enc_Lvl: K Required. | ||
- | Appropriate codes for all other Fixed Fields (FFs) are required if applicable. | ||
- | ==== Variable Fields: ==== | + | With the completion of the program, delete all ephemeral items. Verify that the record has automatically deleted. If It has not, delete it in MARC edit view |
cat/creating_bib_records_in_pines.1568663621.txt.gz · Last modified: 2019/09/16 19:53 by ehardy