Create Bibliographic Record {LPEO-2}

This option is a replica of option {LCAO-1} and can be used to create a bibliographic record for a periodical title not previously entered on the system.

Take note of the following when this option is used:

The user must use the <TAB> key for navigation purposes.
The sequence of the messages and prompts that will appear in this option is mainly determined by the prompting sequence as defined under option {LCAC-4}.
The variable data prompts as defined by the user in {LCAC-4}, will display first, followed by the authority data prompts, as defined by the user.

Fields in the option:

Block 1: Bibliographic Record

Fixed Fields

Field

Type
&
Length

Description

Bibliographic Record Number/
For System Generated Number

If a “0” number is entered, a system-generated number will be allocated to the record. This number is calculated by adding 1 to the previously generated number as defined in {LPMM-4}. The system will check that this number does not already exist; if it does, it will add 1 to this number again and again until an unused number is found. If the user wishes to link a particular number to the new record, this number can be entered. Should the number already exist, the user will be alerted, and, requested to enter another number.

As soon as the user enters past this field, the variable and authority data fields will display.

Mnemonic

A16

A mnemonic can be entered for periodicals. A mnemonic is a short name that makes identification of the periodical easy. This name can then be used, in the place of the bibliographic record number or the title of the periodical in order to query the periodical in the periodical subsystem.

Record Label / Leader

N24

This field contains the unique number of the record as assigned by the organisation that 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.

Bibliographic Record Type

This is the bibliographic record type of this record. Bibliographic record types are defined under option {LPMC-1}. This field can be updateable from this option for user- defined types; however the updating is done automatically for the system-defined types when this record is used in the system.

Is This An Analytical Record

This gives the user the option to do analytical cataloging through the prompted option. If (Y)es is entered, the user will be prompted: “Enter number of mother bibliographic record”. The bibliographic record number of the parent record must be entered. The parent record must already exist on the system, before analytics can be attached to it when doing it through “Prompted Cataloging”.

If an analytical record is created through this option, the system will generate the following fields in the bibliographic record for the analytical record:

“Parent”	The bibliographic record number of the parent record will be inserted into this field
“Type”	The bibliographic record type for analytical records “ANLTC” will be defaulted into this field
“383a”	This is the “in note” field in SAMARC. The title (200a) and date of publication (210d) of the parent record will be displayed here, the field can be updated if more information is needed by the institutions. This is only applicable if the institution uses SAMARC.
“464”	The bibliographic record number of the parent record will be inserted into this linking field. This is only applicable if the institution uses SAMARC.

If an analytical record is created through this option, the system will generate the following field in the bibliographic record for the parent record:

“463”

The bibliographic record number(s) of the analytical records linked to this parent record, will be inserted into this linking field. This is only applicable if the institution uses SAMARC.

Search External Catalogs

Button

Information will be taken from the current BRN and searched for on the active external libraries.

Example:

User Defined Fields

It is suggested that the ISBN be defined as the first subfield to be entered. A check for duplication is done on the ISBN, which will eliminate the entering of unnecessary data at an early stage. The ISBN should be entered without spaces or hyphens. The system will first check whether the number that has been entered is a valid ISBN; it does this by performing the modulus 11 test.

If a duplicate ISBN/ISSN needs to be entered, the system will issue a warning for duplicate entries and display a list of the bibliographic record numbers linked to the duplicate ISBN/ISSN.

If multiple ISBN, numbers need to be entered, the tag and/or sub-field must be set in option {LCAC-2} and/or option {LCAC-3} as repeatable. When an ISBN is entered in option {LACO-1} and the tag and/or subfield is set to repeat, in the above-mentioned options, a REPEAT button will appear when the user tabs to the next field. The user needs to first enter a Title, as this is a required field, before using the REPEAT button to enter multiple ISBN numbers. If a Title is not entered before using the REPEAT button, an error will occur and the previous ISBN entered will be overwritten.

If a tag which is under authority control (option {LCAC-2}) is listed in the prompt file, a screen for the authority file of this field will be displayed when the field is selected. The operation of this screen is discussed in the option {LCAC-2}.

If a particular subfield, which was included in the prompting file, is not relevant to the item being cataloged, it can be skipped.

Buttons

The following buttons are seen in the prompted cataloging screen:

Add Field	Any MARC tag and sub-field, which are not part of the default fields for prompted display, can be added using this button.
Repeat	If a field should be repeated, the button can be used to enter another occurrence of the field or subfield. The button will only be available if the field or subfield is marked as repeatable in {LCAC-2} or {LCAC-3}.
Add	This button is available on fields that are under authority control and can be used to add new occurrences of the field

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
10-Apr-2007	v01.0.0.0	Amanda Nell	t134250	New manual format.
18-Apr-2007	v01.0.0.0	Amanda Nell	t134250	Update paragraph 3 under User Defined Fields
15-Oct-2007	v01.0.0.0	Magda van der Westhuizen	t134250	Insert image.
11-Aug-2008	v01.0.0.0	Charlene van der Schyff	t152304	Edit language obtained from language proof read Juliet Gillies.
07-May-2013	v02.0.0.0	Charlene van der Schyff	t183773	Added new Image.and Search esxternal Catalogs Button Info.