Bibliographic Record Information {LCAO-2}

Although this four-block option does allow for the creation of bibliographic records, it is normally used to review and edit existing records. New records are normally entered via the “Prompted Cataloguing” option {LCAO-1}.

When an existing record is queried in Block 1, the corresponding information will automatically be displayed in Blocks 2 and 3.

Fields in the option:

Block 1: Fixed Data

Field	Type & Length	Description
Number	N8	This is the Bibliographic Record Number on this system. When records are received from SABINET, the system will automatically allocate the next Record Number (as defined under Last Numbers Generated in the menu {LPMM-4}) to new records. If new records have been added under Prompted Bibliographic Entry, they can be queried on this screen. If new records are to be created under this option, the user can enter a “0” in this field. In this case the system will automatically allocate the next number when the record is <COMMIT>ted.
Parent	N8	The bibliographic record number of the parent record should be entered in this field if the record is an analytical record. If the record was created through “Prompted Cataloguing”, see {LCAO-1}, this field would have been inserted by the system.
Mnemonic	A16	In the facility for handling periodical circulation a “mnemonic” is used to simplify the identification of the various periodicals. The “mnemonic” is entered in this field and should be chosen so as to be easily remembered. The “mnemonic” is an alternative to using the bibliographic record number and is therefore not mandatory.
Type	A5	This is the bibliographic record type of this record. Bibliographic record types are defined under option {LPMC-1}. This field can be updated from this option for user defined types whereas the updating is done automatically for the system defined types when this record is used in the system.
Date Created	DD-MON-YYYY	The date on which this record was initially created, is displayed here.
User	A10	The Username of the staff member who created this record will be displayed here after the record has been <COMMIT>ted. If the record was created from a tape that was copied into the system, then the username “MARC” will be written into this field.
Date Updated	DD-MON-YYYY	The date on which this record was last updated, is displayed here.
User	A10	The Username of the staff member who last updated this record will be displayed here after the record has been <COMMIT>ted.
		To create a new record with a known number, that number can be entered in the Record number field and the record <COMMIT>ted. The “Type”, “Username” and “Date Created” fields will be entered as defaults.
Record Label / Leader	A24	This field contains the unique number of the record assigned by the organisation who created the bibliographic record. This field is in a fixed format as defined by the MARC format used by the institution. The field can default, as entered by the institution, from {LCAM-4} but can be updated per individual bibliographic record.
Search External Catalog	Button	'Search external catalogs' enables users to search for similar information on active external catalogs.
Show Items	Button	Displays a list of all the item numbers linked to this BRN.

Example:

Block 2: Variable Data

This Block contains the contents of those MARC fields and sub-fields, that are NOT under authority control.

Whilst only six records are displayed on the screen, more may be displayed by using the <NEXT RECORD> repeatedly or the <SCROLL DOWN> command. New records may be created in this Block and records may be modified and deleted, except the title field which the system will not allow to be deleted.

VALIDATION OF THE MARC STRUCTURE

The MARC tags and sub-fields as structured will be enforced here. The repeatability of fields and sub-fields as specified in the abovementioned options will be tested for. For example: the system will not allow a duplicate field occurrence on fields taht are not repeatable, to be entered. Where sub-fields that are not repeatable, the system will not allow a duplicate field and sub-field occurrence to be entered.

Field	Type & Length	Description
Bibliographic Record Number	N8	The number of the record in Block 1 will be copied here.
MARC Field	N3	The MARC tag of this record.
MARC Subfield	A1	The sub-field number. When records are manually entered under this option, the value will default to “a” and can be updated as required. For indicators, the “*” (star) is used as the sub-field.
Field Occurrence	N2	Some fields are repeatable, when this occurs, each such occurrence is allocated a consecutive number starting with 1. When records are manually entered in this option, these values will be calculated consecutively but they can be updated as required, e.g. in the case of a second ISBN. Because the sub-field is not repeatable but the Tag is, its occurrence must be updated to 2. The second ISBN will therefore be in 10 2 a1. This will also apply to the ISSN.
Subfield Occurrence	N2	In the case of repeated occurrences of a sub-field within a particular field, each will be allocated a sequential number. This number will be generated by the system when copying SABINET tapes, it is created automatically by the system when consecutive sub-field records are entered into the system.
Show Linked DDC Numbers	Button	Button click will invoke web OPAC page with Classification Number Search results based on Dewey Decimal Classification Number for current BRN, giving oportunity to view complete content of records with linked DDC Number.
		NOTE: The ISBN should be entered without spaces or hyphens. The ISSN should be entered in the format 9999-9999.

Example:

Block 3: Authority Data

This Block contains the contents of those MARC fields and sub-fields which are under authority control, as entered in the parameters. Whilst only three records are displayed on the screen, more may be displayed by using either <NEXT RECORD> repeatedly or the <SCROLL DOWN> key.

Field	Type & Length	Description
Edit/Link	Button	The user can (E)dit an authority record already entered, or (L)ink a new one. If the new authority, from which the user wants to link does not already exist, he/she will have the option to create this on the next block. After an authority record has been added, on exiting the screen the first screen will be displayed again and the edited record will be displayed in the third block. This screen can also be used to delete an authority record linked to this bibliographic record, by using the <DELETE RECORD> command and then a <COMMIT> on the particular record. Only the “link” of this record to this specific bibliographic record will be deleted. If no more links to other bibliographic records exist, the authority record will be deleted completely. The process of entering and editing data in the authority files is set out in the section “Maintaining tag authority files”.

Example:

Block 4: Copy Bibliographic Record

In the case of a second or further revised edition of a book, refelcting a new ISBN, it would be useful to create a new bibliographic record, which is similar to the existing record. This option allows this to be done with the minimum of effort.

The following steps must be followed:

Enter the bibliographic record number to be copied.
Enter either a new record number, or else a “0” (zero) (in which case the system will assign the next available number).
Enter the correct ISBN.
<COMMIT> the record.
<NEXT BLOCK> will then place the user in Block 1, where the new number can be queried.
All further required changes must now be made as per the above instructions for Blocks 2 and 3.

Field	Type & Length	Description
Enter Bibliographic Record Number to Copy		Enter the bibliographic record number to be copied.
Record Number		Enter either a new record number, or else a “0” (zero) (in which case the system will assign the next available number).
ISBN		Enter the correct ISBN.
Record Type		This will be displayed only and is based on the bibliographic record from which the user is copying.

Example:

Block 5: Authority Maintenance

A screen with the heading “Tag Authority Display” will appear when an authority record is to be maintained. This screen is already in query mode in anticipation of the query which is executed as follows:

Field	Type & Length	Description
Tag	N3 x 2	The tag and sub-field for the authority record to be linked or created, must be entered here. Example: in the case where a personal name with primary responsibility is to be added, “700” and “a” would be entered.
Contents	A250	The contents of the authority record are entered in the “Contents” field.
		<EXECUTE QUERY>. (Queries under this option are not case-sensitive, i.e. either upper or lower case characters can be used). A second sub-field can also be entered which allows the user to query any combination of sub-fields under one tag, e.g. the surname plus the first names of an author. When the <EXECUTE QUERY> command is executed, all the records as queried will be displayed in alphabetical sequence and in conformance with the criteria entered above. (Note that the contents of all tags linked to a specific tab will be displayed.).
Link	A1	The cursor will be in the “Link” field. By using the <NEXT RECORD> or <SCROLL DOWN> command, the cursor can be moved to the appropriate record. If a (Y)es is entered and the record is <COMMIT>ted, this authority record will be linked to the bibliographic record in block 1 of the option.
Consolidate	A1	Should the user want to create references / delete duplicates for the authority term displayed, this field can be used. The following can be done: consolidate (D)uplicates - this will take the user to {LCAM-3} where duplicate authority records can be consolidated. display (S)ee references - this will take the user to {LCAO-5} where already entered see references can be viewed. display (S)ee-also references - this will take the user to {LCAO-6} where already entered see-also references can be viewed. (C)reate references - this will take the user to {LCAO-4} where see and see-also references can be created.
Edit/Print	A1	By entering an (E)dit in this field, the user can edit the authority record. By entering a (P)rint in this field, a printout of these records can be obtained.
		If the required record is not found and a new one must be created, follow this procedure: Press <NEXT BLOCK> The “Tag Authority Maintenance” screen without data will be displayed. The cursor will be in the “Link” field. Enter (Y)es to link the entry to this bibliographic record. Enter the appropriate sub-field, i.e. “a” for surname. Enter the required surname in the “Contents” field. Press <NEXT RECORD>. The cursor will be in the “Link” field again. It is not necessary to enter (Y)es again, as it is already is in the first field. Enter “b” for first names or initials and the required data in the “Contents” field. Enter any additional sub-fields on the author and their contents in the same way. If the record is <COMMIT>ted, a new authority record is created and linked to the bibliographic record. PLEASE NOTE: If more than one author has to be entered, each one has to be entered and <COMMIT>ted separately. By entering a (Y)es in the “Count” field, the number of times that the particular tag has been linked to any bibliographic record can be counted. The number will appear in the last field on the bottom row of the screen. The line at the bottom of the screen can be used to manually edit the occurrence field on the tag. In the case of Tag authorities this would normally not be required, as the system would automatically allocate the next occurrence in the case of repeated tags within the same record. If the sequence as entered was, however, not correct, the field “Tag Occurrence” can be reached by using the <NEXT BLOCK> command. The required occurrence can be entered before the <COMMIT> command is used.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
15-Mar-2008	v01.0.0.0	Amanda Nell	t134293	New manual format.
17-Mar-2008	v01.0.0.0	Vaughn Dumas	t134294	System owner proof read.
20-Aug-2008	v01.0.0.0	Charlene vd Schyff	t152525	Edit languge obtained from proof read language Juliet Gillies.
25-Jun-2009	v01.0.0.1	Sonja Pavlovic	t159611	Add button for Linked DDC Numbers and remove references to previous version View Item functioning
07-May-2013	v02.0.0.1	Charlene van der Schyff	t183773`	Added Button for Search External Catalogs and new image.