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cat:creating_bib_records_in_pines [2019/09/16 19:53] – [Creating records in Evergreen] ehardycat: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 directly in the PINES database 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.
  
 ===== 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.+  * 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>PINES K level records should be removed as soon as the related program is complete.</note>
- +
-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>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>
 ===== 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:original-cataloging-book-introduction|Original Cataloging with RDA: Book Format]] and related sections of the PINES cataloging wiki. 
 +==== Fixed Fields ==== 
 + 
 + 
 +Desca 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>Use authorized forms if they can be found. </wrap>\\ 
 + 
 +245  Mandatory.\\ 
 +<wrap indent>|a Mandatory. </wrap>\\ 
 +<wrap indent>|b Required if found on piece. </wrap>\\ 
 +<wrap indent>|c Required if applicable. </wrap> 
 + 
 +250  Required if found on piece.\\ 
 + 
 +264  Required if found on piece.\\ 
 + 
 +300  Mandatory see [[cat:original-cataloging-book-physical-description|Physical Description: 300 field ]]\\ 
 + 
 +490  Optional.\\ 
 + 
 +504  Optional.\\ 
 + 
 +505  Optional, except for collections such as short stories, music sound recordings, etc. \\ 
 + 
 +6xx’s  At least two subject headings should be used\\ 
 + 
 +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>245   [Cultural awareness kit] </wrap>\\ 
 +<wrap indent>500   Title supplied by Cataloger. </wrap>\\ 
 + 
 +If you choose title proper from any one piece in the collection, give it a 500 note: 
 +<wrap indent>245 Going to the doctor</wrap>\\ 
 + 
 +<wrap indent>500 Title from DVD label. </wrap>\\ 
 + 
 +264 Enter date only, that is, the year your library puts the kit together:\\ 
 + 
 +<wrap indent>264 |c 2003. </wrap>\\ 
 + 
 +300 Required.\\ 
 + 
 +<wrap indent>You may list all items in one 300 field: </wrap>\\ 
 + 
 +<wrap indent>300 1 book, 1 audio cassette, 1 video, 1 large set of plastic teeth with large toothbrush, 1 guide book; |c in cloth sack. </wrap>\\ 
 + 
 +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>500 In cloth sack. </wrap>\\ 
 + 
 +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>300 Various pieces</wrap>\\ 
 +<wrap indent>300 28 various pieces ; |c in box 34 x 34 x 34 cm. </wrap>\\ 
 + 
 +===== 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